Coordinated Assessment

Presented by USICH and HUD March 20, 2012

Panelists

Kristy Greenwalt, Director of HousingPolicy & Research , USICH

Ann Oliva, Director, Office of Special

http:/www.usich.gov/2

Ann Oliva, Director, Office of SpecialNeeds Assistance Programs, HUD

Matt White, Senior Associate, AbtAssociates, Inc.

Webinar Format

Call will last approximately 1 hour and 15 minutes

We have reserved an additional 15 minutes at theend of the webinar for Q&A.

Audience members who would like to pose a

http:/www.usich.gov/3

Audience members who would like to pose aquestion can do so at any time through the“questions” function found in the “GoToWebinar”toolbar.

Call audience members are “muted” due to the highnumber of participants.

Call will be recorded.

Webinar Purpose

At the end of this webinar, participants will be able to:

Explain the purpose of coordinated assessment.

Identify the many possible system configurations

http:/www.usich.gov/4

Identify the many possible system configurationsof coordinated assessment.

Apply the strengths and weakness of eachconfiguration to their communities’ uniquecontext.

Why Coordinated Assessment?

Coordinated assessment is a powerful tool forimproving system-wide entry, assessment, andreferral processes.

Process components include:

http:/www.usich.gov/5

Process components include: Access point(s) – virtual or specific site location Screening and assessment process (prevent/divert/admit) Information about available services and programs Real-time knowledge about program inventory and capacity Referral and waitlist management Enrollment/admission decision criteria

Why Coordinated Assessment?

Designed to improve the following:

Service Provision Referral appropriateness Assessment time

http:/www.usich.gov/6

Referral appropriateness Assessment time Assessment consistency Placement time Multi-provider coordination Service access

Data Accuracy and Access Individual tracking System monitoring Resource allocation - planning Reporting

Why Coordinated Assessment?

Experience with the Rapid Re-HousingDemonstration (RRHD) and HPRP

Four years of evidence

http:/www.usich.gov/7

Four years of evidence

Improvements in as little as one year

Can help end chronic homelessness

Different models, same core principles

Improvements for all demographics

Why Coordinated Assessment?

The HEARTH Act regulations

Incorporated lessons from RRHD and HPRP

ESG requirements

http:/www.usich.gov/8

ESG requirements

CoC requirements

Start planning today

Coordinated Assessment Defined

Current State of Assessment An ad hoc access and assessment process for each

program

and

http:/www.usich.gov/9

and

An ad hoc referral process for programs torecommend prevention, housing, and/or otherrelated services.

Coordinated Assessment Defined

Question Most People Ask Now:

“Should we accept this individual/family into our

http:/www.usich.gov/10

“Should we accept this individual/family into ourprogram?”

Coordinated Assessment Defined

Coordinated Assessment A standardized access and assessment process for

all clients

and

http:/www.usich.gov/11

and

A coordinated referral process for clients to receiveprevention, housing, and/or other related services.

Coordinated Assessment Defined

Questions CoC Systems Should Be Asking:

“What housing and service assistance strategy is best

http:/www.usich.gov/12

“What housing and service assistance strategy is bestfor each household of the several services available?”

Flowchart

Standardized Access and AssessmentCoordinated

Referral

http:/www.usich.gov/13

AccessAccess AssessmentAssessment Assign

Mainstream Services

Flowchart

CoordinatedReferral

Standardized Access and Assessment

http:/www.usich.gov/14

AccessAccess AssessmentAssessment Assign

Mainstream Services

Flowchart

Coordinated systems can

http:/www.usich.gov/15

Coordinated systems canserve all demographics

Flowchart

CoordinatedReferral

Standardized Access and Assessment

http:/www.usich.gov/16

AccessAccess AssessmentAssessment Assign

Mainstream Services

Flowchart

Standardized Access and AssessmentCoordinated

Referral

http:/www.usich.gov/17

AccessAccess

Mainstream Services

Mainstream Services

AssessmentAssessment Assign

Flowchart

Various models,standardized process

Intake

Standardized Access and Assessment

http:/www.usich.gov/18

Single Point of Access Multi-Site Coordinated No Wrong Door 2-1-1 Assessment Hotline

AccessAccess

Flowchart

CoordinatedReferral

Standardized Access and Assessment

http:/www.usich.gov/19

AccessAccess AssessmentAssessment Assign

Mainstream Services

Flowchart

Standardized Access and AssessmentCoordinated

Referral

http:/www.usich.gov/20

AssessmentAssessment

Mainstream Services

Mainstream Services

AccessAccess Assign

Flowchart

Meet client, provider, andfunder needs

Document client’s homelessAssessment

Standardized Access and Assessment

http:/www.usich.gov/21

Document client’s homelesshistory and housing barriers Match client to appropriate

service Capture data to meet

program needs

AssessmentAssessment

Flowchart

Meet client, provider, andfunder needs

Capture data to meet funderAssessment

Standardized Access and Assessment

http:/www.usich.gov/22

Capture data to meet funderrequirements Obtain consent for sharing

with providers Create the beginning of a

client’s housing plan

AssessmentAssessment

Flowchart

CoordinatedReferral

Standardized Access and Assessment

http:/www.usich.gov/23

AccessAccess AssessmentAssessment Assign

Mainstream Services

Flowchart

Standardized Access and AssessmentCoordinated

Referral

http:/www.usich.gov/24

Mainstream Services

AccessAccess

Mainstream Services

AssessmentAssessment

Assign

Flowchart

Qualities of a good referralsystem

Accurate: Matches client

CoordinatedReferral

http:/www.usich.gov/25

Accurate: Matches clientneeds Informed: Matches facility

availability Effective: Provider accepts

and enrolls

Assign

Flowchart

Qualities of a good referralsystem

Standard: One process,

CoordinatedReferral

http:/www.usich.gov/26

Standard: One process,all clients and services Comprehensive: all funder

and provider fields Digital: Uses HMIS,

two-way communication

Assign

Flowchart

Qualities of a good referralsystem

Mandatory: Every provider,

CoordinatedReferral

http:/www.usich.gov/27

Mandatory: Every provider,all the timeAssign

Flowchart

CoordinatedReferral

Standardized Access and Assessment

http:/www.usich.gov/28

AccessAccess AssessmentAssessment Assign

Mainstream Services

Flowchart

Coordinated assessment leverages mainstreamservices Client level Information sharing System-wide information sharing

http:/www.usich.gov/29

System-wide information sharing Resource sharing and co-location Comprehensive community planning

Mainstream Services

The System in Practice

A Single Point of Access system:Kalamazoo/Portage, MI Housing Resource Center (HRC) single location for all

housing programs

http:/www.usich.gov/30

housing programs Also uses 2-1-1 for 24/7 housing emergencies,

referred to HRC Same form and process for everyone except DV HRC coordinates housing and mainstream program

entry

The System in Practice

A Multi-Site Coordinated systemDayton, Ohio Common Assessment Tool implemented All clients assessed at one of four coordinated access

http:/www.usich.gov/31

All clients assessed at one of four coordinated access“Gateways”

Performance targets established at program andsystem levels; increased program accountability

TH, PSH, and Safe Haven providers only acceptingreferrals from Front Door (“side door” is closed)

“Long Stayers” identified and prioritized for housing

The System in Practice

A Rural Multi-Site system:Washington BOS, Washington Administered differently in two different counties Whatcom County

http:/www.usich.gov/32

Whatcom County Initial screening, community resource center Homelessness intake, homeless service center Unique domestic violence program partnership

Clallam County Referral from 2-1-1, schools, mainstream services Intake through two homeless resource centers

The System in Practice

A No Wrong Door system:Lancaster, PA Enter any of eight community emergency shelters Initial screening conducted with local case manager

http:/www.usich.gov/33

Initial screening conducted with local case manager Local case manager coordinates intake with client

and intake specialists Referral and assessment process conducted remotely

Preparing for CoordinatedAssessment

Before you choose a model, plan ahead Current access process Geography and population Homelessness programs and agencies

http:/www.usich.gov/34

Homelessness programs and agencies Community resources Level of trust, types and depth of relationships Current data use Authority environment for change Stakeholder Perspectives

Preparing for CoordinatedAssessment

First steps toward implementation Start gathering data, conduct preliminary analysis Hold preliminary – zero pressure – meetings with partners Establish decision-making process and governance committee

http:/www.usich.gov/35

Establish decision-making process and governance committee Set expectations, draft guiding principals and system goals

Preparing for CoordinatedAssessment

Where to look for help Reach out to CoCs with coordinated

assessment systems

http:/www.usich.gov/36

Request HUD technical assistance resourcesthrough the HUD Homelessness ResourceExchange (HRE)

For More Information…

HUDHRE Centralized Intake/HPRP Report:

http://www.hudhre.info/documents/HPRP_CentralizedIntake.pdf

http:/www.usich.gov/37

HUDHRE HEARTH Page:

http://hudhre.info/hearth/index.cfm

HUDHRE Virtual Help Desk:

http://hudhre.info/index.cfm?do=viewHelpdesk

Questions?

• Please submit your questionsvia the chat function.

http:/www.usich.gov/38

• The webinar will be availableon our websites athttp://www.usich.gov andhttp://hudhre.info