Operationalizing Prioritization

Operationalizing Prioritization How Fort Worth did it and How Dallas is fixin to. Cindy J. Crain, CEO Metro Dallas Homeless Alliance Cindy.Crain@MDHADallas.org

Prioritization Policy Development The CPD Notice 14 012 In Action

CoC Policies and Procedures: Written Standards for Administering Assistance CPD Notice (and the follow up FAQ) give extensive detail to start writing your policy TC and Dallas adopted it verbatim and referenced it in the policy The CoC shall follow CPD Notice in establishing priorities for PSH The CoC decided on what evidenced based tool to use to assess severity of service needs e.g. VI SPDAT (adult, family, youth) The CoC decided what score is HIGH severity of service need and what is LOW severity of service needs

Coordinated Assessment Prioritization Guidelines (a.k.a the DOPS Matrix) Documentation of Priority Status Priority Homeless Category Length of Stay in Homelessness Where Experience Homelessness Severity of Service Needs Documented Disability Dedicated CH PSH Beds 1 2 3 4 Chronic Individual or HHLD with Chronic Individual or HHLD with Chronic Individual or HHLD with Chronic Individual or HHLD with > 12 Months Continuous OR Total of at least 4 Episodes Total > 12 months in 3 years > 12 Months Continuous OR Total of at least 4 Episodes Total > 12 months in 3 years Total of at least 4 Episodes Total < 12 months in 3 years Total of at least 4 Episodes Total < 12 months in 3 years UN, ES, SH UN, ES, SH UN, ES, SH UN, ES, SH High =VI SPDAT Score of or greater High =VI SPDAT Score of or greater Committed CH PSH Beds Created by Turnover (85% program goal) 5 6 7 8 Category 1 Individual or HHLD with Category 1 Individual or HHLD with Category 1 Individual or HHLD with Category 1 Individual or HHLD with Any Length of Stay OR = < 90 Days Institution >or = 6 Months Continuous OR at least 3 episodes in 3 years > =6 Months OR = < 90 Days in Institution Any time > 30 days OR = < 90 Days Institution Any Length of Stay > 14 days UN, ES, SH OR Institution if UN ES SH Prior to entry UN, ES, SH OR Institution if UN ES SH Prior to entry UN, ES, SH OR Institution if UN ES SH Prior to entry TH IF previous UN, ES, or SH (dependent on funding source CoC or ESG ) High =VI SPDAT Score of or greater TH 9 Category 1 or 4 HHLD with Any Length of Stay UN, ES, SH Category 1 or 4 Individual Length of Stay > 14 days UN ES SH Not required. Collect documenation if available Not required. Collect documenation if available RRH 11 Category 1 or 4 HHLD with Any Length of Stay UN ES SH 12 Category 1 or 4 Individual Length of Stay > 14 days UN ES SH Very Low=VI SPDAT Score less than 5 Very Low=VI SPDAT Score less than 5 Not required. Collect documenation if available Not required. Collect documenation if available Prevention and Diversion NP1 NP2 Homeless Category 2 Individual or HHLD with OR Category 1 Homeless At Risk of Homelessness Category 1, 2 or 3 Individual or HHLD with Primary nighttime residence lost within 14 days OR Category 1 Homeless with Length of Stay < 14 days Primary nighttime residence will be lost wihtin 21 days No Subsequent residence identified and no social networks to obtain permanent housing OR ES Meet any AtRisk of Homelessness Criteria Very Low=VI SPDAT Score less than 5 Very Low=VI SPDAT Score less than 5 Not required. Collect documenation if available Not required. Collect documenation if available

Coordinated Assessment Prioritization Guidelines (a.k.a the DOPS Matrix) Documentation of Priority Status Priority Homeless Category Length of Stay in Homelessness Where Experience Homelessness Severity of Service Needs Documented Disability Dedicated CH PSH Beds 1 2 3 4 Chronic Individual or HHLD with Chronic Individual or HHLD with Chronic Individual or HHLD with Chronic Individual or HHLD with > 12 Months Continuous OR Total of at least 4 Episodes Total > 12 months in 3 years > 12 Months Continuous OR Total of at least 4 Episodes Total > 12 months in 3 years Total of at least 4 Episodes Total < 12 months in 3 years Total of at least 4 Episodes Total < 12 months in 3 years UN, ES, SH UN, ES, SH UN, ES, SH UN, ES, SH High =VI SPDAT Score of or greater High =VI SPDAT Score of or greater Committed CH PSH Beds Created by Turnover (85% program goal) 5 6 7 8 Category 1 Individual or HHLD with Category 1 Individual or HHLD with Category 1 Individual or HHLD with Category 1 Individual or HHLD with Any Length of Stay OR = < 90 Days Institution >or = 6 Months Continuous OR at least 3 episodes in 3 years > =6 Months OR = < 90 Days in Institution Any time > 30 days OR = < 90 Days Institution Any Length of Stay > 14 days UN, ES, SH OR Institution if UN ES SH Prior to entry UN, ES, SH OR Institution if UN ES SH Prior to entry UN, ES, SH OR Institution if UN ES SH Prior to entry TH IF previous UN, ES, or SH (dependent on funding source CoC or ESG ) High =VI SPDAT Score of or greater TH 9 Category 1 or 4 HHLD with Any Length of Stay UN, ES, SH Category 1 or 4 Individual Length of Stay > 14 days UN ES SH Not required. Collect documenation if available Not required. Collect documenation if available RRH 11 Category 1 or 4 HHLD with Any Length of Stay UN ES SH 12 Category 1 or 4 Individual Length of Stay > 14 days UN ES SH Very Low=VI SPDAT Score less than 5 Very Low=VI SPDAT Score less than 5 Not required. Collect documenation if available Not required. Collect documenation if available Prevention and Diversion NP1 NP2 Homeless Category 2 Individual or HHLD with OR Category 1 Homeless At Risk of Homelessness Category 1, 2 or 3 Individual or HHLD with Primary nighttime residence lost within 14 days OR Category 1 Homeless with Length of Stay < 14 days Primary nighttime residence will be lost wihtin 21 days No Subsequent residence identified and no social networks to obtain permanent housing OR ES Meet any AtRisk of Homelessness Criteria Very Low=VI SPDAT Score less than 5 Very Low=VI SPDAT Score less than 5 Not required. Collect documenation if available Not required. Collect documenation if available

Priority Status Housing Inventory Chart (a.k.a. the DOPS HIC) Proj. Type Organization Name Project Name SubPop P1 CH P2 CH P3 CH P4 CH P5 CH P6 CH P7 CH P8 CH P9 TH P TH P11 RRH P12 RRH PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X X X X X PSH Org Name Project Name X X X PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X X X X X PSH Org Name Project Name VET E X X X X PSH Org Name Project Name X X X X X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name HIV X X X X X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name HIV X X X X X X X X PSH Org Name Project Name HIV X X X X X X X X PSH Org Name Project Name HIV X X X X X X X X PSH Org Name Project Name X X X X X X X X PSH Org Name Project Name DV X X X X PSH Org Name Project Name VET IE X X X X PSH Org Name Project Name HIV X X X X X X X X PSH Org Name Project Name X X X X PSH Org Name Project Name X X X X X X X X SH Org Name Project Name X X X X X X X X X X RRH Org Name Project Name VET X X X X X X X X X X RRH Org Name Project Name FAM X X X X X X X X X RRH Org Name Project Name FAM DV X X X X X X X X X RRH Org Name Project Name X X X X X X X X X X X X RRH Org Name Project Name FAM X X X X X X X X X X RRH Org Name Project Name X X X X X X X X X X X RRH Org Name Project Name X X X X X X X X X X X X RRH Org Name Project Name X X X X X X X X X X X X RRH Org Name Project Name DV X X X X X X X X X X X RRH Org Name Project Name X X X X X X X X X X X X RRH Org Name Project Name FAM X X X X X X X X X TH Org Name Project Name FAM X X X X X X X X X TH Org Name Project Name X X X X X X X X X X

Assessment and Priority in Operation How it happens

1 2 Case Manager Seeking Housing Solution for Client Conducts VI SPDAT/HAF interview and record live in HMIS Case Manager Gathers Documentation of Homelessness, Disability, HHLD, Vet 3 4 Attach All Documentation to client record in HMIS Request CAS Documentation of Priority Status DOPS from the CAS office via email 5 6 CAS reviews client file and provides Priority Status DOPS form Verifying Priority and Records in HMIS Client is now on the housing wait list and Housing programs take people off the list

Documentation of Priority Status DOPS Verification of Priority BEFORE Wait list 1. VI SPDAT and Uniform Housing Assessment Form (in HMIS) 2. Documentation of Homelessness Status How long homeless and proof of homelessness within and outside the CoC using the HUD criteria and recordkeeping requirements 3. Documentation of Household Status Are their children under the age of 18 in the household, SSN, birth cert, etc. 4. Documentation of Veteran Status Are you a veteran, what is the discharge status and are you VA eligible or ineligible? EX: DD214, VASH rejection letter 5. Documentation of Disability What physical, mental health or behavior health conditions exist that are of a persistent nature and preventing a client from living independently and proof of disabling condition using HUD recordkeeping requirements

Managing the Wait List Populating, Reporting,& Updating a Dynamic Wait List

Organize Process by Supply and Demand UN Outreach and ES put clients ON the Wait List Housing Providers take clients OFF the Wait List

Housing Waitlist derived from HMIS Query based on those persons with a DOPS (all the P1, P2s..) Report created in Excel once a week Ordered by Priority Double checked for who housed Reports also include CH and VET for the by name list for Zero:2016 Excel worksheet is updated by CAS staff and formatted for upload into BASECAMP

Basecamp.com Priority Housing List Case Manager Access Those that POPULATE the list and those that HOUSE clients Requires HMIS level Security/Privacy Access and Training Communication/updates are handled through email and Basecamp messages When clients are housed, the H is checked by CAS in HMIS in the Priority Status field

250 Number of People on the Housing Priority Wait List 200 Chronically Homeless : Priority 1 4 CH Housed in Four Months!... 150 0 50 0 12/16/2014 12/23/2014 12/30/2014 1/6/2015 1/13/2015 1/20/2015 1/27/2015 2/3/2015 Dedicated CH P1 P4 Committed CH Beds P5 P8 TH P9 P RRH P11 P12 Homeless Prevention NP1 NP2

Other Priority Status CoC P&P to Consider When should someone get formally assessed HAF/VI SPDATed? Where is the self resolve sweet spot? FAMILY and YOUTH: after 7 days in ES and before 14 SINGLE: after 30 in ES and before 60 days **Most CoC s are just trying to clear out the Chronic and Veterans when we start to approach functional zero these standards for CAS will really come into play and set the stage for reducing Length of Stay in Homelessness

And Dallas CoC? STEP 1: STEP 2: STEP 3: STEP 4: STEP 5: STEP 6: Passed the CPD notice to prioritize PSH DONE Using Basecamp for Veteran By Name list DONE Figure out how to implement w/out CAS or a single HMIS Apply for CAS grant (3.0 FTE + Contract) in FY2015 COC Implement a SINGLE HMIS for ALL UN and ES Do it.