CAS and Prioritization Operations NAEH · • Are their children under the age of 18 in the...

Operationalizing PrioritizationHow Fort Worth did it and How Dallas is fixin’ to.

Cindy J. Crain, CEOMetro Dallas Homeless [email protected]

Prioritization Policy DevelopmentThe 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 ServiceNeeds Documented Disability

Ded

icated

CH PSH

Be

ds

1 Chronic ‐ Individual or HHLD withChildren

> 12 Months Continuous OR Total of at least 4 Episodes Total > 12months in 3 years

UN, ES, SHHigh = VI‐SPDAT Score of 10

or greaterYes



UN, ES, SHLow=VI‐SPDAT Score less than

10Yes


Total of at least 4 Episodes Total < 12 months in 3 years UN, ES, SHHigh = VI‐SPDAT Score of 10

or greaterYes


Total of at least 4 Episodes Total < 12 months in 3 years UN, ES, SHLow=VI‐SPDAT Score less than

10Yes

Committed

CH PSH

Be

dsCreated by

Turnover

(85%

prog

ram

goal) 5 Category 1 ‐ Individual or HHLD

with ChildrenAny Length of Stay OR = < 90 Days Institution UN, ES, SH OR Institution if UN ES SH Prior to entry

High = VI‐SPDAT Score of 10or greater

Yes

6 Category 1 ‐ Individual or HHLDwith Children

> or = 6 Months Continuous OR at least 3 episodes in 3 years > = 6Months OR = < 90 Days in Institution

UN, ES, SH OR Institution if UN ES SH Prior to entryLow=VI‐SPDAT Score less than

10Yes


Any time > 30 days OR = < 90 Days Institution UN, ES, SH OR Institution if UN ES SH Prior to entryLow=VI‐SPDAT Score less than

10Yes


Any Length of Stay > 14 daysTH IF previous UN, ES, or SH (dependent on funding

source CoC or ESG )Low=VI‐SPDAT Score less than

10Yes

TH

9 Category 1 or 4 HHLD with Children

Any Length of Stay UN, ES, SHLow=VI‐SPDAT Score less than

10Not required. Collect

documenation if available

10 Category 1 or 4 Individual Length of Stay > 14 days UN ES SHLow=VI‐SPDAT Score less than



RRH 11 Category 1 or 4 HHLD with

ChildrenAny Length of Stay UN ES SH

Very Low=VI‐SPDAT Score less than 5

Not required. Collect documenation if available

12 Category 1 or 4 Individual Length of Stay > 14 days UN ES SHVery Low=VI‐SPDAT Score

less than 5Not required. Collect


Preven

tion

and Diversion

NP1Homeless Category 2 Individual orHHLD with Children OR Category

1 Homeless

Primary nighttime residence lost within 14 days OR Category 1 Homeless with Length of Stay < 14 days

No Subsequent residence identified and no social networks toobtain permanent housing OR ES



NP2At‐Risk of Homelessness Category1, 2 or 3 Individual or HHLD with

ChildrenPrimary nighttime residence will be lost wihtin 21 days Meet any At Risk of Homelessness Criteria



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 ServiceNeeds Documented Disability

Ded

icated

CH PSH

Be

ds



UN, ES, SHHigh = VI‐SPDAT Score of 10

or greaterYes



UN, ES, SHLow=VI‐SPDAT Score less than

10Yes


Total of at least 4 Episodes Total < 12 months in 3 years UN, ES, SHHigh = VI‐SPDAT Score of 10

or greaterYes


Total of at least 4 Episodes Total < 12 months in 3 years UN, ES, SHLow=VI‐SPDAT Score less than

10Yes

Committed

CH PSH

Be

dsCreated by

Turnover

(85%

prog

ram

goal) 5 Category 1 ‐ Individual or HHLD

with ChildrenAny Length of Stay OR = < 90 Days Institution UN, ES, SH OR Institution if UN ES SH Prior to entry

High = VI‐SPDAT Score of 10or greater

Yes


> or = 6 Months Continuous OR at least 3 episodes in 3 years > = 6Months OR = < 90 Days in Institution

UN, ES, SH OR Institution if UN ES SH Prior to entryLow=VI‐SPDAT Score less than

10Yes


Any time > 30 days OR = < 90 Days Institution UN, ES, SH OR Institution if UN ES SH Prior to entryLow=VI‐SPDAT Score less than

10Yes


Any Length of Stay > 14 daysTH IF previous UN, ES, or SH (dependent on funding

source CoC or ESG )Low=VI‐SPDAT Score less than

10Yes

TH

9 Category 1 or 4 HHLD with Children

Any Length of Stay UN, ES, SHLow=VI‐SPDAT Score less than



10 Category 1 or 4 Individual Length of Stay > 14 days UN ES SHLow=VI‐SPDAT Score less than



RRH 11 Category 1 or 4 HHLD with

ChildrenAny Length of Stay UN ES SH



12 Category 1 or 4 Individual Length of Stay > 14 days UN ES SHVery Low=VI‐SPDAT Score



Preven

tion

and Diversion

NP1Homeless Category 2 Individual orHHLD with Children OR Category

1 Homeless

Primary nighttime residence lost within 14 days OR Category 1 Homeless with Length of Stay < 14 days

No Subsequent residence identified and no social networks toobtain permanent housing OR ES



NP2At‐Risk of Homelessness

Category 1, 2 or 3 Individual or HHLD with Children

Primary nighttime residence will be lost wihtin 21 days Meet any At Risk of Homelessness CriteriaVery Low=VI‐SPDAT Score



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 P10 TH P11 RRH P12 RRH

PSH Org Name Project Name X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name X X X X X X X XPSH Org Name Project Name X X XPSH Org Name Project Name X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name X X X X X X X XPSH Org Name Project Name VET ‐E X X X XPSH Org Name Project Name X X X X X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name HIV X X X X X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name HIV X X X X X X X XPSH Org Name Project Name HIV X X X X X X X XPSH Org Name Project Name HIV X X X X X X X XPSH Org Name Project Name X X X X X X X XPSH Org Name Project Name DV X X X XPSH Org Name Project Name VET IE X X X XPSH Org Name Project Name HIV X X X X X X X XPSH Org Name Project Name X X X XPSH Org Name Project Name X X X X X X X XSH Org Name Project Name X X X X X X X X X XRRH Org Name Project Name VET X X X X X X X X X XRRH Org Name Project Name FAM X X X X X X X X XRRH Org Name Project Name FAM DV X X X X X X X X XRRH Org Name Project Name X X X X X X X X X X X XRRH Org Name Project Name FAM X X X X X X X X X XRRH Org Name Project Name X X X X X X X X X X XRRH Org Name Project Name X X X X X X X X X X X XRRH Org Name Project Name X X X X X X X X X X X XRRH Org Name Project Name DV X X X X X X X X X X XRRH Org Name Project Name X X X X X X X X X X X XRRH Org Name Project Name FAM X X X X X X X X XTH Org Name Project Name FAM X X X X X X X X XTH Org Name Project Name X X X X X X X X X X

Priority Status ‐ Housing Inventory Chart(a.k.a. the DOPS HIC)

Assessment and Priority in OperationHow it happens

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

Attach All Documentation to

client record in HMIS

Request CAS Documentation of Priority Status DOPSfrom the CAS office via

email

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

1 2

3 4

5 6

Documentation of Priority Status‐DOPSVerification of Priority BEFOREWait‐list1. 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 ListPopulating, 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

0

50

100

150

200

250

12/16/2014 12/23/2014 12/30/2014 1/6/2015 1/13/2015 1/20/2015 1/27/2015 2/3/2015

Number of People on the Housing Priority Wait List

Dedicated CH P1‐P4 Committed CH Beds P5‐P8 TH P9‐P10 RRH P11‐P12 Homeless Prevention NP1‐NP2

Chronically Homeless : Priority 1 ‐ 4

CH Housed in Four Months!...

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: Passed the CPD notice to prioritize PSH DONESTEP 2: Using Basecamp for Veteran By Name list DONESTEP 3: Figure out how to implement w/out CAS or a single HMISSTEP 4: Apply for CAS grant (3.0 FTE + Contract) in FY2015 COCSTEP 5: Implement a SINGLE HMIS for ALL UN and ESSTEP 6: Do it.

CAS and Prioritization Operations NAEH · • Are their children under the age of 18 in the...

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