Evaluating and Improving Coordinated Entry Systems
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
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g
&
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x
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c
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a
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r
d
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d
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t
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v
a
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a
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a
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d
o
v
a
,
K
a
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K
a
m
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s
k
i
,
M
a
t
t
O
l
s
s
o
n
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
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g
a
C
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r
d
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n
a
t
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d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
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z
d
o
v
a
,
K
a
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h
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y
n
K
a
m
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n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
W
h
y
E
v
a
l
u
a
t
e
Y
o
u
r
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
S
y
s
t
e
m
?
Your community should evaluate your coordinated entry system on an
ongoing (at least annual) basis in order to:
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
W
h
y
E
v
a
l
u
a
t
e
Y
o
u
r
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
S
y
s
t
e
m
?
Your community should evaluate your coordinated entry system on an
ongoing (at least annual) basis in order to:
E
n
s
u
r
e
P
r
o
p
e
r
F
u
n
c
t
i
o
n
i
n
g
:
E
n
s
u
r
e
t
h
a
t
t
h
e
c
o
o
r
d
i
n
a
t
e
d
entry system is functioning as intended and working for all
stakeholders
1
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
W
h
y
E
v
a
l
u
a
t
e
Y
o
u
r
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
S
y
s
t
e
m
?
Your community should evaluate your coordinated entry system on an
ongoing (at least annual) basis in order to:
E
n
s
u
r
e
P
r
o
p
e
r
F
u
n
c
t
i
o
n
i
n
g
:
E
n
s
u
r
e
t
h
a
t
t
h
e
c
o
o
r
d
i
n
a
t
e
d
entry system is functioning as intended and working for all
stakeholders
1
2
I
d
e
n
t
i
f
y
N
e
c
e
s
s
a
r
y
R
e
f
i
n
e
m
e
n
t
s
:
I
d
e
n
t
i
f
y
c
h
a
n
g
e
s
a
n
d
improvements that will further support coordinated entry as an
evolving practice
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
W
h
y
E
v
a
l
u
a
t
e
Y
o
u
r
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
S
y
s
t
e
m
?
Your community should evaluate your coordinated entry system on an
ongoing (at least annual) basis in order to:
E
n
s
u
r
e
P
r
o
p
e
r
F
u
n
c
t
i
o
n
i
n
g
:
E
n
s
u
r
e
t
h
a
t
t
h
e
c
o
o
r
d
i
n
a
t
e
d
entry system is functioning as intended and working for all
stakeholders
1
2
3
I
d
e
n
t
i
f
y
N
e
c
e
s
s
a
r
y
R
e
f
i
n
e
m
e
n
t
s
:
I
d
e
n
t
i
f
y
c
h
a
n
g
e
s
a
n
d
improvements that will further support coordinated entry as an
evolving practice
H
U
D
R
e
q
u
i
r
e
m
e
n
t
:
E
v
a
l
u
a
t
i
o
n
o
f
y
o
u
r
c
o
o
r
d
i
n
a
t
e
d
e
n
t
r
y
system is a HUD requirement
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
H
U
D
R
e
q
u
i
r
e
m
e
n
t
s
Through its Coordinated Entry Notice, HUD has imposed three
requirements related to the evaluation of coordinated entry systems:
•
C
o
r
e
R
e
q
u
i
r
e
m
e
n
t
s
:
T
h
e
C
o
C
m
u
s
t
c
o
n
s
u
l
t
w
i
t
h
e
a
c
h
participating project and project participants
at
least
annually
to
evaluate the
intake,
assessment,
and
referral
processes
associated with coordinated entry. Solicitations for feedback must
address the
quality
and
effectiveness
of the entire coordinated
e
n
t
r
y
e
x
p
e
r
i
e
n
c
e
f
o
r
p
a
r
t
i
c
i
p
a
t
i
n
g
p
r
o
j
e
c
t
s
a
n
d
h
o
u
s
e
h
o
l
d
s
.
[
H
U
D
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
N
o
t
i
c
e
:
S
e
c
t
i
o
n
I
I
.
B
.
1
5
]
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
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g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
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v
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u
a
t
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S
a
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h
a
D
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d
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v
a
,
K
a
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K
a
m
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n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
H
U
D
R
e
q
u
i
r
e
m
e
n
t
s
Through its Coordinated Entry Notice, HUD has imposed three
requirements related to the evaluation of coordinated entry systems:
•
E
v
a
l
u
a
t
i
o
n
M
e
t
h
o
d
s
:
T
h
e
C
o
C
m
u
s
t
i
d
e
n
t
i
f
y
,
t
h
r
o
u
g
h
w
r
i
t
t
e
n
coordinated
entry
policies
and
procedures
, the
frequency
and
method
by which the evaluation will be conducted, including
how
project
participants
will
be
selected
to
provide
feedback
, and must
describe a
process
by
which
the
evaluation
is
used
to
implement
u
p
d
a
t
e
s
t
o
e
x
i
s
t
i
n
g
p
o
l
i
c
i
e
s
a
n
d
p
r
o
c
e
d
u
r
e
s
.
[
H
U
D
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
N
o
t
i
c
e
:
S
e
c
t
i
o
n
I
I
.
B
.
1
5
]
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
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z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
H
U
D
R
e
q
u
i
r
e
m
e
n
t
s
Through its Coordinated Entry Notice, HUD has imposed three
requirements related to the evaluation of coordinated entry systems:
•
P
r
i
v
a
c
y
P
r
o
t
e
c
t
i
o
n
s
:
T
h
e
C
o
C
m
u
s
t
e
n
s
u
r
e
t
h
a
t
a
d
e
q
u
a
t
e
p
r
i
v
a
c
y
protections
of
all
participant
information
collected
in the course of
t
h
e
a
n
n
u
a
l
c
o
o
r
d
i
n
a
t
e
d
e
n
t
r
y
e
v
a
l
u
a
t
i
o
n
.
[
H
U
D
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
N
o
t
i
c
e
:
S
e
c
t
i
o
n
I
I
.
B
.
1
2
]
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
A
d
d
i
t
i
o
n
a
l
H
U
D
G
u
i
d
a
n
c
e
In addition, HUD has provided recommended guidance on conducting
evaluations of coordinated entry systems, including:
•
Incorporating
system
performance
measures
or
other
criteria
into
their required coordinated entry evaluation plan
•
Ensuring that the
evaluation
is
part
of
the
implementation
planning
process
from the inception of coordinated entry (e.g., which
aspects of effectiveness are measured, which will be evaluated for
fidelity to policies and procedures, how to gather data,
whether/how to use the evaluation results to inform other aspects
of system planning, etc.)
•
Employing
multiple
feedback
methodologies
(e.g., participant
surveys, small focus groups, individual interviews, etc.)
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
P
h
a
s
e
s
o
f
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
Developing
Scope
Selecting
Methods
Gathering
Information
Analyzing
Results
Calibrating
the
System
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
D
e
v
e
l
o
p
i
n
g
S
c
o
p
e
1.
Determine
the
extent
of
your
evaluation
Access?
Assessment?
Prioritization?
Referral?
All
phases?
2.
Present
information
&
solicit
feedback
“This
is
our
mandate
on
X…”
“This
is
our
goal
on
Y…”
“How
are
we
doing?”
3.
Elicit
challenges
experienced
by
key
players
“Where
are
you
experiencing
roadblocks
and
bottlenecks?”
4.
Discuss
previous
evaluation
or
any
other
relevant
data
collected
so
far
&
solicit
input
“What,
if
anything,
has
changed?”
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
T
h
e
S
a
n
t
a
C
l
a
r
a
S
y
s
t
e
m
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
P
r
i
o
r
i
t
i
z
i
n
g
V
a
l
u
e
s
&
C
o
n
c
e
r
n
s
Ensuring
Access
•
Fair
&
equal
access
•
Consistency
•
Client
experience
•
Diversion
Assessment
&
Prioritization
•
Privacy
protection
•
Accurate
assessment
•
Effective
prioritization
Match
&
Referral
•
Timeline
•
Rejected
referrals
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
D
e
v
e
l
o
p
i
n
g
a
D
a
t
a
C
o
l
l
e
c
t
i
o
n
S
t
r
a
t
e
g
y
Interviews
Focus groups
•
Matchmakers
•
Access
point
agencies
•
Agencies
receiving
referrals
•
Unhoused
consumers
•
Housed
consumers
•
Providers
Surveys
Data analysis
•
Providers
•
HMIS
•
Consumers
•
Other systems?
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
Q
u
e
s
t
i
o
n
s
f
o
r
M
a
t
c
h
m
a
k
e
r
s
Internal
Coordination
Matchmaking
Process
Training
Assessment
Efficacy
&
Consistency
Referral
Process
Referral
Rejections
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
Q
u
e
s
t
i
o
n
s
f
o
r
P
r
o
v
i
d
e
r
s
Accessibility
&
Assessment
Efficacy
&
Consistency
Client
Experience
Diversion
Client
Consent
to
Share
Information
Referral
Process
Enrollment
Process
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
Q
u
e
s
t
i
o
n
s
f
o
r
C
o
n
s
u
m
e
r
s
Accessibility
&
Assessment
Messaging/
Marketing
Connection
to
Services
Referral
to
Housing
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
D
a
t
a
A
n
a
l
y
s
i
s
Ensuring
Access
•
Assessments:
Where?
When?
Which?
How
many?
•
Assessment
vs.
PIT
Count
demographics
•
Where
did
consumers
live
when
they
lost
their
homes?
Assessment
&
Prioritization
•
Completeness
&
duplication
of
assessments
•
Validity
of
&
compliance
with
consents
to
share
information
•
Distribution
of
assessment
scores
Match
&
Referral
•
Referral
rates
(cumulative
&
by
acuity)
•
Time
from
first
assessment
to
first
referral,
to
program
enrollment,
to
housing
move-in
•
Referral
rejections
(by
program
type
&
by
time
on
community
queue)
•
Reasons
for
referral
rejections
by
program
type
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
A
n
A
c
t
i
o
n
a
b
l
e
E
v
a
l
u
a
t
i
o
n
Keep your audience in mind
Understand allocation of responsibilities among
system players
Elicit suggestions of training/tools/resources that
would be helpful
Identify discrete actions necessary to improve
system
Assign responsibility for making suggested
improvements
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
A
n
a
l
y
z
i
n
g
&
R
e
p
o
r
t
i
n
g
R
e
s
u
l
t
s
Of
providers
surveyed,
42.9%
reported
conducting
a
second
VI-SPDAT
due
to
changed
circumstances
between
1-3
times
within
the
last
year,
26.2%
between
4-10
times,
and
31.0%
reported
doing
so
over
10
times.
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
C
a
l
i
b
r
a
t
i
n
g
t
h
e
S
y
s
t
e
m
:
E
n
s
u
r
i
n
g
A
c
c
e
s
s
Identify
opportunities
to
advertise
coordinated
entry
&
publicize
list
of
access
points
throughout
community
Draft
policies
&
procedures
on
how
non-VSPs
should
identify
&
serve
DV
survivors
Develop
informational
materials
for
clients
on
what
to
expect
after
assessment
&
FAQ/myth-busting
guidance
for
providers
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
C
o
n
s
i
s
t
e
n
t
,
A
c
c
u
r
a
t
e
M
e
s
s
a
g
i
n
g
The
new
client
FAQ
includes
graphic
illustrating
the
system
&
answers
commonly
asked
questions:
What
is
the
VI-SPDAT
survey
and
why
did
I
take
it?
How
is
my
information
stored?
/
What
is
HMIS?
What
happens
next?
Is
the
Community
Queue
a
waiting
list?
If
I
reported
honestly
about
my
past,
will
that
hurt
my
chances
for
housing?
Am
I
guaranteed
to
get
housing
through
this
process?
What
can
I
do
after
taking
the
VI-SPDAT
survey?
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
C
a
l
i
b
r
a
t
i
n
g
t
h
e
S
y
s
t
e
m
:
A
s
s
e
s
s
m
e
n
t
&
P
r
i
o
r
i
t
i
z
a
t
Develop
internal
controls
to
ensure
consistency
in
assessment
administration
&
positive
client
experience
Develop
protocols
regarding
what
“changed
circumstances”
warranting
re-assessment
entail
Continue
improving
completeness
of
consents
to
share
information
through
training
&
modifications
to
the
form
to
address
common
issues
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
C
l
a
r
i
f
i
e
d
R
e
-
A
s
s
e
s
s
m
e
n
t
P
o
l
i
c
y
As
long
as
individuals/families
remain
homeless,
they
should
complete
the
VI-
SPDAT
annually
to
capture
changes
in
their
circumstances.
In
addition,
individuals/households
may
complete
an
update
whenever
they
experience
a
life
event
or
change
in
circumstances
that
substantially
impacts
their
vulnerability.
This
may
include,
but
is
not
limited
to,
a
significant
change
in:
•
Amount
of
income
or
benefits,
•
Health
or
disabling
condition,
•
Ability
to
care
for
oneself
or
dependents,
•
Family
composition,
and/or
•
Exposure
to
imminent
danger
or
risk
of
severe
physical
harm.
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
C
a
l
i
b
r
a
t
i
n
g
t
h
e
S
y
s
t
e
m
:
M
a
t
c
h
&
R
e
f
e
r
r
a
l
Develop
written
protocols
to
train
&
support
new
matchmakers
Create
checklist
of
to
enumerate
expectations
regarding
reasonable
attempts
to
locate
referred
clients
Analyze
causes
of
ineligible
referrals
&
identify
potential
process
modifications
to
reduce
rates
of
referral
rejection
Modify
HMIS
interface
to
encourage
updating
client
contact/location
information
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
C
o
n
s
i
s
t
e
n
t
,
T
h
o
r
o
u
g
h
R
e
f
e
r
r
a
l
S
e
a
r
c
h
S
t
r
a
t
e
g
y
Consult
other
organizations/resources
Go
out
in
the
community
Check
HMIS
•
Create
public
alert
•
Contact
information
•
Service
contacts
•
Profile
notes
•
VA
•
Visit
homeless
hotspots
•
Meet
people
within
the
homeless
community
•
County
inmate
locator
tool
for
incarcerations
&
court
dates
•
Other
outreach
teams
•
Law
enforcement
officials
•
Medical
social
workers
T
u
n
e
Y
o
u
r
S
y
s
t
e
m
:
D
e
v
e
l
o
p
i
n
g
&
E
x
e
c
u
t
i
n
g
a
C
o
o
r
d
i
n
a
t
e
d
E
n
t
r
y
E
v
a
l
u
a
t
i
o
n
S
a
s
h
a
D
r
o
z
d
o
v
a
,
K
a
t
h
r
y
n
K
a
m
i
n
s
k
i
,
M
a
t
t
O
l
s
s
o
n
T
h
a
n
k
y
o
u
!
Community should regularly evaluate their coordinated entry systems to ensure proper functioning and identify necessary refinements for continuous improvement. Evaluation helps in maintaining effectiveness and efficiency of the system, benefiting all stakeholders involved in the process.
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Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Olsson Sasha Drozdova, Kathryn Kaminski, Matt Olsson
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Why Evaluate Your Coordinated Entry Why Evaluate Your Coordinated Entry System? System? Your community should evaluate your coordinated entry system on an ongoing (at least annual) basis in order to:
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Why Evaluate Your Coordinated Entry Why Evaluate Your Coordinated Entry System? System? Your community should evaluate your coordinated entry system on an ongoing (at least annual) basis in order to: Ensure Proper Functioning: Ensure Proper Functioning: Ensure that the coordinated entry system is functioning as intended and working for all stakeholders 1 1
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Why Evaluate Your Coordinated Entry Why Evaluate Your Coordinated Entry System? System? Your community should evaluate your coordinated entry system on an ongoing (at least annual) basis in order to: Ensure Proper Functioning: Ensure Proper Functioning: Ensure that the coordinated entry system is functioning as intended and working for all stakeholders 1 1 Identify Necessary Refinements: Identify Necessary Refinements: Identify changes and improvements that will further support coordinated entry as an evolving practice 2 2
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Why Evaluate Your Coordinated Entry Why Evaluate Your Coordinated Entry System? System? Your community should evaluate your coordinated entry system on an ongoing (at least annual) basis in order to: Ensure Proper Functioning: Ensure Proper Functioning: Ensure that the coordinated entry system is functioning as intended and working for all stakeholders 1 1 Identify Necessary Refinements: Identify Necessary Refinements: Identify changes and improvements that will further support coordinated entry as an evolving practice 2 2 HUD Requirement: HUD Requirement: Evaluation of your coordinated entry system is a HUD requirement 3 3
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson HUD Requirements HUD Requirements Through its Coordinated Entry Notice, HUD has imposed three requirements related to the evaluation of coordinated entry systems: Core Requirements: Core Requirements: The CoC must consult with each participating project and project participants at least annually to evaluate the intake, assessment, and referral processes associated with coordinated entry. Solicitations for feedback must address the quality and effectiveness of the entire coordinated entry experience for participating projects and households. [HUD Coordinated Entry Notice: Section II.B.15] Coordinated Entry Notice: Section II.B.15] [HUD
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson HUD Requirements HUD Requirements Through its Coordinated Entry Notice, HUD has imposed three requirements related to the evaluation of coordinated entry systems: Evaluation Methods: Evaluation Methods: The CoC must identify, through written coordinated entry policies and procedures, the frequency and method by which the evaluation will be conducted, including how project participants will be selected to provide feedback, and must describe a process by which the evaluation is used to implement updates to existing policies and procedures. [HUD Coordinated Entry Notice: Section II.B.15] Entry Notice: Section II.B.15] [HUD Coordinated
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson HUD Requirements HUD Requirements Through its Coordinated Entry Notice, HUD has imposed three requirements related to the evaluation of coordinated entry systems: Privacy Protections: Privacy Protections: The CoC must ensure that adequate privacy protections of all participant information collected in the course of the annual coordinated entry evaluation. [HUD Coordinated Entry Notice: Section II.B.12] Notice: Section II.B.12] [HUD Coordinated Entry
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Additional HUD Guidance Additional HUD Guidance In addition, HUD has provided recommended guidance on conducting evaluations of coordinated entry systems, including: Incorporating system performance measures or other criteria into their required coordinated entry evaluation plan Ensuring that the evaluation is part of the implementation planning process from the inception of coordinated entry (e.g., which aspects of effectiveness are measured, which will be evaluated for fidelity to policies and procedures, how to gather data, whether/how to use the evaluation results to inform other aspects of system planning, etc.) Employing multiple feedback methodologies (e.g., participant surveys, small focus groups, individual interviews, etc.)
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Phases of Coordinated Entry Evaluation Phases of Coordinated Entry Evaluation Developing Scope Selecting Methods Gathering Information Analyzing Results Calibrating the System
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Developing Scope Developing Scope 1. Determine the extent of your evaluation Access? Assessment? Prioritization? Referral? All phases? 2. Present information & solicit feedback This is our mandate on X This is our goal on Y How are we doing? 3. Elicit challenges experienced by key players Where are you experiencing roadblocks and bottlenecks? 4. Discuss previous evaluation or any other relevant data collected so far & solicit input What, if anything, has changed?
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson The Santa Clara System The Santa Clara System
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Prioritizing Values & Concerns Prioritizing Values & Concerns Ensuring Access Fair & equal access Consistency Client experience Diversion Privacy protection Accurate assessment Effective prioritization Assessment & Prioritization Match & Referral Timeline Rejected referrals
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Developing a Data Collection Strategy Developing a Data Collection Strategy Interviews Focus groups Matchmakers Access point agencies Agencies receiving referrals Unhoused consumers Housed consumers Providers Surveys Data analysis Providers Consumers HMIS Other systems?
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Questions for Matchmakers Questions for Matchmakers Internal Coordination Matchmaking Process Training Assessment Efficacy & Consistency Referral Process Referral Rejections
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Questions for Providers Questions for Providers Accessibility & Client Experience Assessment Efficacy & Consistency Diversion Client Consent to Share Information Referral Process Enrollment Process
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Questions for Consumers Questions for Consumers Accessibility & Assessment Messaging/ Marketing Connection to Services Referral to Housing
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Data Analysis Data Analysis Olsson Olsson Ensuring Access Assessments: Where? When? Which? How many? Assessment vs. PIT Count demographics Where did consumers live when they lost their homes? Assessment & Prioritization Completeness & duplication of assessments Validity of & compliance with consents to share information Distribution of assessment scores Match & Referral Referral rates (cumulative & by acuity) Time from first assessment to first referral, to program enrollment, to housing move-in Referral rejections (by program type & by time on community queue) Reasons for referral rejections by program type
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson An Actionable Evaluation An Actionable Evaluation Keep your audience in mind Understand allocation of responsibilities among system players Elicit suggestions of training/tools/resources that would be helpful Identify discrete actions necessary to improve system Assign responsibility for making suggested improvements
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Analyzing & Reporting Results Analyzing & Reporting Results Of providers surveyed, 42.9% reported conducting a second VI-SPDAT due to changed circumstances between 1-3 times within the last year, 26.2% between 4-10 times, and 31.0% reported doing so over 10 times.
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Calibrating the System: Ensuring Access Calibrating the System: Ensuring Access Identify opportunities to advertise coordinated entry & publicize list of access points throughout community Draft policies & procedures on how non-VSPs should identify & serve DV survivors Develop informational materials for clients on what to expect after assessment & FAQ/myth-busting guidance for providers
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Consistent, Accurate Messaging Consistent, Accurate Messaging The new client FAQ includes graphic illustrating the system & answers commonly asked questions: What is the VI-SPDAT survey and why did I take it? How is my information stored? / What is HMIS? What happens next? Is the Community Queue a waiting list? If I reported honestly about my past, will that hurt my chances for housing? Am I guaranteed to get housing through this process? What can I do after taking the VI-SPDAT survey?
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Calibrating the System: Assessment & Prioritizat Calibrating the System: Assessment & Prioritizat Develop internal controls to ensure consistency in assessment administration & positive client experience Develop protocols regarding what changed circumstances warranting re-assessment entail Continue improving completeness of consents to share information through training & modifications to the form to address common issues
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Clarified Re Clarified Re- -Assessment Policy Assessment Policy As long as individuals/families remain homeless, they should complete the VI- SPDAT annually to capture changes in their circumstances. In addition, individuals/households may complete an update whenever they experience a life event or change in circumstances that substantially impacts their vulnerability. This may include, but is not limited to, a significant change in: Amount of income or benefits, Health or disabling condition, Ability to care for oneself or dependents, Family composition, and/or Exposure to imminent danger or risk of severe physical harm.
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Calibrating the System: Match & Referral Calibrating the System: Match & Referral Develop written protocols to train & support new matchmakers Create checklist of to enumerate expectations regarding reasonable attempts to locate referred clients Analyze causes of ineligible referrals & identify potential process modifications to reduce rates of referral rejection Modify HMIS interface to encourage updating client contact/location information
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Consistent, Thorough Referral Search Strategy Consistent, Thorough Referral Search Strategy Consult other organizations/resources Go out in the community Check HMIS Create public alert Contact information Service contacts Profile notes VA County inmate locator tool for incarcerations & court dates Other outreach teams Law enforcement officials Medical social workers Visit homeless hotspots Meet people within the homeless community
Tune Your System: Tune Your System: Developing & Executing a Coordinated Entry Developing & Executing a Coordinated Entry Evaluation Evaluation Sasha Drozdova, Kathryn Kaminski, Matt Sasha Drozdova, Kathryn Kaminski, Matt Olsson Olsson Thank you! Thank you!
