Data Reporting and Use Session

Data Reporting and Use

Program Foundations Session

Session 6 June 21st, 2024

Program Foundations: Intensive Learning for Rehousing Program Staff

Housing: Landlords, Shared Housing, & Acquisition 3:00p-4:30p

Developing Policies & Procedures 1:30p-2:45p

Maximizing Program Budget 11:15a-12:45p

The Basics 9:30a-11:00a

Data Reporting & Use 11:15a-12:30p

Housing Retention for Participants 9:30a-11:00a

Staffing Retention 1:15p-2:45p

Welcome & Introductions

Téo Ortega - Senior Consultant, Tribal Technical Assistance Alynn Gausvik - Senior Consultant, County Techincal Assistance Connor Johnson - Senior Consultant, County Technical Assistance

Agenda

• Importance of Data
• Data Collection, Entry, Monitoring/Anaysis and Reporting for CDSS Programs

• Continuous Quality Improvement Using Data
• Discussion

Learning Objectives

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

1. Understand and describe CDSS data and reporting requirements.
2. Discuss the benefits of maintaining, monitoring, and measuring program outcomes.
3. Design an improvement project based on a Continuous Quality Improvement (CQI) framework.

Zoom Poll

What is your first thought when you hear the word "data"?

Importance of Data

Téo Ortega - Senior Consultant

Importance of Program Data

Provide a Direction to Measure Program Success

Ensure Outcomes for Program Participants

Program Data

Ensure Quality Assurance of Program

Build Program Accountability

Data Points in Your Program

Mapping your program design, process, and staffing begins with understanding the participant's journey.What forms/processes will you need along the way to support the participant and case manager through this journey?

PARTICIPANT STABILIZES

PARTICIPANT MOVE-IN

Client moves in to housing.

SEARCH FOR HOUSING

Cilent and Housing Team search for stable housing.

With support of housing team, client stabilizes in housing.

Referral Form

CLIENT OFFERED TEMP HOUSING

Program Exit Form

PARTICIPANT ENROLLED

TITLE HERE

Lorem ipsum dolor sit amet, consectetuer

Client is enrolled in the program

Housing Stability Planand Move-in Checklist

PARTICIPANT ASSESSED

REFERRED TO PROGRAM

Client is assessed for eligibility and immediate needs.

Housing Location Plan

PARTICIPANT CRISIS

Client is referred to housing program.

Participant Agreement (and description of services and financial assistance offered by program)

Client presents at Tribal Housing office in crisis.

Needs Assessment

Importance of Data

Why is it important to have good data practices?

Ensure services and support for participants

Ensures timelines and program progress

Track good "customer service" for participants

Create a process for reflection and improvement

Report back work and progress to funders

Provides ways to communicate program success

What are other reasons that data collection and analysis is important?

Data Can Help Us See the Big Picture

Effective practices in data entry, collection and analysis allow programs to understand how to best support participants along the rehousing journey.

40%

PreventionParticipants

of households need prevention support

Interim Housing Particpants

60%

of households need rehousing support

Housed Participants

Data Supports Policies and Programming

Data Example

Using data to understand who is in our programs allows us to see where there are opportunities for programming and policies to address things like race inequities and ensure programs are not operating with biases or discrimination.

HUD CoC Analysis Tool: Race & Ethnicity v4

Using Data Understand and Address Inequities

A look at the numbers: Black People Experiencing Homelessness

Using Data Understand and Address Inequities

A look at the numbers: American Indian/Alaskan Native People Experiencing Homelessness

1. The 2020 Annual Homeless Assessment Report (AHAR) to Congress 2. HDIS Acting to Prevent, Reduce and End Homelessness - https://bcsh.ca.gov/calich/hdis.html 3. US Census Bureau QuickFacts – California –July 2021 https://www.census.gov/quickfacts/fact/table/CA,US/PST045221 4. Los Angeles Homeless Services Authority – Los Angeles CoC 2020 Annual Count. *Does not include Pasadena, Long Beach, & Glendale 5. US Census Bureau Quick Facts – Los Angeles County – July 2021

Data Ethics and Cultural Context

Where does racial bias show up in our homeless response systems?

• Outreach & Engagement
• Intake/Enrollment
• Assessment/Prioritization
• Assignment to a housing resource
• Housing Navigation Process
• Returns to homelessness
• Data Collection Practices

Aknowledging Data Practices Have Harmed

"Marginalized communities are disproportionately harmed by data collection practices and privacy abuses from the both the government and private sector. Communities of color are especially targeted, discriminated against, and exploited". -Electonic Policy Information Center (EPIC)

Reduce Data Harm

Harm Can be Cyclical

• People are not just numbers
• Center Voice
• Honor Culture
• Honor Identities
• Adopt Change Mgmt with Data Practices
• Listen to Communities
• Learn from Participants

Cause Harm & Distrust

Break the Cycles

Harmful Data Practices

Led to Lack of Voices

Data Ethics and Cultural Context

Indigenous Cultural Values & Norms

Ancestors Ongoing relationship and respect for Elders and aging.

Land Ethical mandate to care for the Earth

Shared Knowledge Production Knowledge is owned by the community and people’s contributions are noted.

Relational “I/We”; Individuals are nothing without other human beings

Social Justice Contestation & decolonizing, while re-imagining and reconstructing for the good of the community

Dr. Melanie Harris, EcoWomanism; Dr. Bagele Chilisa, Indigenous Research Methodologies; Dr. Nuria Ciofalo, Indigenous Psychologies in an Era of Decolonization; Mungi Ngomane, Everyday Ubuntu

Image by Freepik

Ethical Data Planning

Questions to Ourselves

• Is the data life-affirming?

• Does it add visability to intersectional identities?

• Is it being used to improve one's life outcomes?

• Is it created and analyzed in collaboration with impacted communities?

Image: Urban Institute

Data Collection, Entry, Monitoring/Analysis and Reporting for CDSS Programs

Connor Johnson - Senior Consultant

Phases of Data Processes

Data Collection

Data Entry

Data Monitoring & Analysis

Data Reporting

Entering data into tracking tool/system

Gathering information from participants

External: CDSS and Funders Internal: Outcome review and reporting to leadership

Quality review & program outcome/equity analysis

Data Collection Sources

What are other ways we are collecting data in our programs?

Data Entry: What are we documenting? Where are we documenting?

Housing and Disability Advocacy Program (HDAP)

CalWORKs Housing Support Program

Bringing Families Home (BFH)

Home Safe

Child Welfare Interventions & Family Supports

Adult Protective Services Interventions & Support

Disability Benefits Advocacy

CalWORKs Recipients

Core Services

Housing Related Case Management

Housing Related Case Management

Intensive Case Management

Intensive Case Management

Housing Stabilization

Housing Stabilization

Housing Stabilization

Housing Locators

Program Components

Housing Locators

Housing Locators

Housing Locators

Rent & move-in assistance

Direct Financial Support

Direct Financial Support

Direct Financial Support

Direct Financial Support

CDSS Required Databases

• HMIS

• HMIS

• HMIS

• HMIS

• Civitas

• LEAPS
• Statio

Additional Databases

• CWS/CMS
• CalSAWS

Homeless Management Information System (HMIS) 101

Starting on January 1, 2023, all CDDSS programs will be required to use HMIS to track Universal & Common Data Elements.

Who Operates HMIS?

• HMIS is managed and operated at the local level, most often by the Continuum of Care (CoC) Lead.

Are all HMIS Systems the same?

• There are at least five (5) different vendors used by California CoCs
• The CoC lead selects the HMIS Vendor

How do I start using HMIS?

• Contact your local CoC Lead
• Find the leads here: https://homelessstrategy.com/california-continuums-of-care-and-homeless-management-information-system-hmis-vendors-who-they-are-and-next-steps/

Unniversal Data Elements in HMIS

Data Analysis and Monitoring

Participant Outcomes

Data Analysis and Monitoring is an ongoing process, not just at year end. Reviewing monthly data involves more that just checking for accuracy! Each month programs are encouraged to review data for the following:

• Completion: Do we have all data points?
• Accuracy: Is all participant information up to date?
• Outcomes: Driven: Are the participants making progress into housing and beyond?
• Equity: Are we ensuring that all particpants have positive outcomes?

Length of Time to Housing

Ensure Equal Oucomes by Race/Ethnicity

What are we reviewing and analyzing data for?

Housing Retention

Ensure Positive Program Completion

Connections to Services

Data Reporting: CDSS Reporting

Data Reporting: CDSS Reports

Bringing Families Home

CalWORKs Housing Support Program

Housing and Disability Advocacy Program

Home Safe

HSP 14

BFH 17

HSAPS 19

Report

HDAP PII

Interval

Monthly

Quarterly

Quarterly

Quarterly

"The “HDAP PII 21” report collects data from grantees regarding participant information and demographics, homelessness status at entry, housing intervention dates, disability application services and outcomes while in HDAP, housing status at exit and expenditures".

"The “HSP 14” report collects data from grantees regarding referrals, approvals, denials and exits. The report also captures the frequency, types and amount of HSP financial assistance provided".

"The “HSAPS 19” report collects data from grantees regarding participant information and demographics, homelessness status at entry, limited APS information, income, interventions provided and costs, housing status at exit and at six and 12 months after exit".

"The “BFH 17” report collects data from grantees regarding family enrollment, housing, expenditures, exits and limited child welfare data while in the BFH program".

Description

Data Reporting: CDSS Reports Regionally

CDSS HHD Data Team reports regional data to State

We are in this together!

Data Reporting: CDSS Reporting Example

CDSS HHD AB 120 Annual Report January 2024

Example of regional data analysis of program exits.

Continuous Quality Improvment with Data

Alynn Gausvik - Senior Consultant

Model for Improvement

What are we trying to accomplish?

How will we know that change is an improvement?

What change can we make that will result in improvement?

What are we trying to accomplish?

Reduced exits to unknown destinations

What are we trying to accomplish?

How will we know a change is an improvement?

Data reports will show the reductions and increases to other exit destinations

What changes can we make that will result in improvement?

Plan the project, train and support changes, study data outcomes, Decide if the changes worked

Continious Improvement Cycle

PDSA Cycle

Plan

Study

Do

Act

Plan

Act

• Set and improvement goal
• Predict what will happen and ask questions
• Plan the cycle (who, where, what, how)
• Decide what data to gather
• Decide what you will measure to know a change is an improvement

• Adopt, adapt or abandon cycle
• If adopting the change, roll out/scale the imrpovement
• If adapting, move to Plan phase of a new cycle

Study

Do

• Carry out the plan
• Document any problems or observations
• Gather data

• Analyze what happened
• Compare actual data to predictions
• Document what you learned

SMARTIE Goals

SPECIFIC

What do you want to do?

MEASURABLE

How will you track your progress?

ATTAINABLE

How will you do it?

RELEVANT

Is this relevant to your mission?

TIMELY

When do you want to do it?

INCLUSIVE

What new perspectives would non-represented groups bring?

EQUITY MINDED

How can you change the goal to incorporate equity and inclusion?

Change Well Project TA to Support Data CQI

As always, you don't have to do it alone! We got you when it comes to Data Improvement!

Data Activities Introduction

Community Completes CWP Data Questionnaire

Fill in Data Sources

Introduction to Data Process Mapping

Data RACI Matrix

CDSS Data Process Mapping

Data Process Mapping

What is one data element that you measure for quality improvement?

What questions do you still have about data entry, collection, reporting or analysis?

Equity 3

HUMANIZE

DRIVE

INFORM

Transparency and awareness for participants on what their data is being used for

People are not numbers or outcome goals, they are humans

Use data to steer growth accountability; target greatest needs of disenfranchised and target populations

Zoom Poll

Thank you for joining us!NEXT SESSION IS: Staffing Retention 1:15 pm-2:45 pm Enjoy Lunch!

Email: connor@changewellproject.comEmail: teo@changewellproject.comEmail: apryle@changewellproject.com