HM HMIS P Projec ect M Monitoring May 2020 2020 Nastacia’ Moore, C4 Innovations Brian Roccapriore, The Cloudburst Group 1
Webina nar I Instruc uctions ons • Webinar will last about 60 minutes • Access to recorded version • Participants in ‘listen only’ mode • Submit content related questions in Q&A box on right side of screen • For technical issues, request assistance through the Chat box 2
Questions? • Please submit your content related questions via the Q&A box • Send to Host, Presenter and Panelists
• Please submit any technical issue related questions via the Chat box • Send the message directly to the Host • Host will work directly with you to resolve those issues
About NHSDC The National Human Services Data Consortium (NHSDC) is an organization focused on developing effective leadership for the best use of information technology to manage human services. NHSDC provides information, assistance, peer to peer education and lifelong learning to its conference participants, website members and other interested parties in the articulation, planning, implementation and continuous operation of technology initiatives to collect, aggregate, analyze and present information regarding the provision of human services. NHSDC holds two conferences every year that convene human services administrators primarily working in the homeless services data space together to learn best practices and share knowledge. The past 3 events have been put on with HUD as a co-sponsor. Learn more on our web site www.nhsdc.org.
Meet the presenters: Brian Roccapriore • Senior Technical Assistance Provider • The Cloudburst Group • Oversees homeless programs and data analytics work • Previously: 6 years as HMIS Lead in the State of Connecticut 6
Meet the presenters: Nastacia’ Moore • C4 Innovations • SPARC (Supporting Partnerships for Anti-Racist Communities) Training and TA • Current areas of work: Interpreting HMIS and other data utilizing race equity lens, and advancing race equity in homelessness sector • Previously: Managed HMIS for the Indiana’s BOS, Coordinated Entry HOPWA, ESG, and HOME TBRA 7
Poll What type of organization do you represent? CoC Lead • HMIS Lead • HMIS Software Vendor • Homeless Service Provider • Government Organization (local, state, or federal) • Other Service Provider (healthcare, mental health, etc.) • Something Else – Shout it out in the chat! • 8
Learning Objectives Identify the key components of HMIS project monitoring • Participate in interactive exercise will lead to potential solutions of • identified challenges from communities in attendance Learn about best practices related to their HMIS project monitoring • 9
Why is Project Monitoring Important? HUD SNAPS Data TA Strategy to Improve Data & Performance • HMIS Project Monitoring related to all 3 strategies • Monitoring is cited in the CoC Interim Rule to ensure “consistent • participation of recipients and subrecipients in the HMIS” Project Monitoring is a best practice and can be done in various • ways to meet local needs / situations 10
HUD SNAPS Data TA Strategy 11
HUD SNAPS Data TA Strategy 12
HUD SNAPS Data TA Strategy 13
Poll! • Is your community conducting HMIS project monitoring? • Yes, and it’s perfect • Yes, and we need assistance in making it better • No, and we need assistance in starting the process • No, and we don’t want to • Other – Use the chat box! 14
Group Chat Two specific questions to think about: • What do you think are the key components of HMIS project monitoring? • How do you currently conduct HMIS project monitoring? 15
HMIS Project Monitoring 16
Poll! If you are currently conducting HMIS Project Monitoring within your community, which entity(ies) is involved in the process? • CoC Lead • HMIS Lead • Participating homeless services provider • Local funder • Other HMIS stakeholder • Other CoC stakeholder 17
Who is involved with Project Monitoring? Which entities should be Who should be involved in HMIS Who / which specific staff should monitored? Project Monitoring? be present? Any project using HMIS, regardless of Participating organization, HMIS Management, case managers, data funding received (or not) Lead, CoC, local funders entry staff What level of involvement do the entities play? Level of communication – both the good and the not so good 18
What are the key components to Project Monitoring? • What is included in an HMIS Project Monitoring visit? • What should be reviewed and why? • HMIS Project Monitoring Visit Report example • Use a checklist based on earlier discussion 19
Where should Project Monitoring take place? Onsite or remote? • Does it have to be either / or? • Can include both components • Frequency of monitoring • What makes sense geographically and for the specific system / • implementation? What limitations do you currently have? How can you • overcome them? 20
Poll! How often do you conduct HMIS Project Monitoring? • Every 6 months • Annually • Sporadically • During specific periods of time (grant starts, grant closing, etc.) • We don’t monitor • Other 21
When should Project Monitoring Occur? How often should HMIS project monitoring occur? At least annually • More often? • Upon the closing out of a project / grant • Within a certain time period of a new project / grant? • 22
How? Use HMIS Policies & Procedures, Privacy Policy, and Security • Policy as a backbone Clear and transparent about how organizations / projects will be • monitored Use baseline data quality thresholds per your Data Quality • Management Plan as guidelines 23
What happens after Project Monitoring? What do you do with the results of an HMIS project monitoring visit? Follow-up with action steps and timeline • Name out who is responsible for what • Data Quality Improvement Plan, if needed • What entities are included in that communication? • Acknowledge both the good and the not so good • Who is informed about the results of monitoring? • 24
Strategies HMIS Project Monitoring Strategies • All in one • Specifying what is most important to do onsite vs. remote • Write it out – everything (clear and transparent) • Send checklist to organizations ahead of time • Actionable and measurable steps if there are findings • Acknowledge the good • TRUST 25
Examples 26
Best Practices from Communities Ability to do all onsite monitoring in a week’s time Best Practices Provide checklist of monitoring items from prior to visit to all organizations Communities Communicate results to Projects / Leadership 27
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Best Practices from Communities Include ESG and / or CoC monitoring with HMIS monitoring Best Practices Collaborate with state / local funders and from their monitoring practices Communities Expectations clear and transparent Address findings in follow-up and provide solutions 29
Examples • NY CARES regional HMIS • Upstate South Carolina • South Carolina ICH • Wisconsin • Idaho • Snohomish County 30
Other Things to Consider • Privacy Policy specifics • Local funder requirements • Nuanced workflows / HMIS data collection • DQMP baseline requirements by project type • CoC buy-in / ability to incentivize / enforce • Who is informed of monitoring results • If annual monitoring for every organization is not feasible, use past monitoring results to determine risk and frequency of monitoring 31
• Conclusion 32
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Contact Information Nastacia’ Moore SPARC Training and TA Provider C4 Innovations nmoore@c4innovates.com Brian Roccapriore Senior TA Provider The Cloudburst Group Brian.Roccapriore@cloudburstgroup.com
HUD Certificate of Completion Reminder : HUD is offering a Certificate-of-Completion for completing four of the seven sessions within the HMIS Foundations track. To earn credit for completion of this session , please make sure you included your contact details when the session began. 35
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