5 Greater Virginia Peninsula Homelessness Consortium (GVPHC) MissionThe mission of the Greater Virginia Peninsula Homelessness Consortium is to develop, sustain and coordinate a comprehensive continuum of care for the homeless citizens of the Peninsula.
6 Greater Virginia Peninsula Homelessness Consortium (GVPHC) Collaborating since member agencies and individuals Secure over $3 million annually from U.S. Department of Housing and Urban Development (HUD) and State funds for Homeless ServicesThe entire GVPHC meets monthly as do most sub-committees, to conduct the business required to coordinate service delivery, resolve problems and share resources.
7 Greater Virginia Peninsula Homelessness Consortium GVPHC CommitteesServices Coordination and Assessment Network (SCAAN)Homeless Management Information System (HMIS)Program MonitoringHousing and Service ResourceSOAR TeamAd Hoc (Point in Time, etc.)SCAN committee is made up of case workers that meet every two weeks to review clients and make appropriate placements and linkages to servicesHMIS is made up of those service providers that enter data on homeless clients. They ensure data quality, receive new trainings on software and review reports necessary to funding agenciesProgram Monitoring tracks performance and outcomes of HUD-funded projects and compiles information needed for the annual application to HUDHousing and Service Resource Committee works to inform service providers of resources as well as improve service deliverySOAR Team
8 Continuum of Care Program Manager The VisionYilla J. SmithContinuum of Care Program Manager
9 The HEARTH Act Enacted May 20, 2009 Changes HUD’s McKinney-Vento Homeless Assistance programsFirst significant reauthorization since 1992
10 Changes to HUD’s Homeless Assistance Programs HEARTH ActChanges to HUD’s Homeless Assistance ProgramsMore AdministrativeFundingEmphasizesPreventionRapid Re-HousingChronic homelessnessFocus on OutcomesRural Flexibility
11 “A centralized or coordinated process designed to coordinate program participant intake, assessment, and provision of referrals. A centralized or coordinated assessment system covers the geographic area, is easily accessed by individuals and families seeking housing or services, is well advertised, and includes a comprehensive and standardized assessment tool.”HEARTH ActBoth the U.S. Department of Housing and Urban Development (HUD) and the Virginia Department of Housing and Community Development (DHCD) require the development of a coordinated assessment and intake system in order to receive funding for homeless programs. Coordinated assessment is a national best practice and is already implemented in more than 20 states. HUD defines Centralized or Coordinated Assessment System in the HEARTH Act Interim Rule as:“A centralized or coordinated process designed to coordinate program participant intake, assessment, and provision of referrals. A centralized or coordinated assessment system covers the geographic area, is easily accessed by individuals and families seeking housing or services, is well advertised, and includes a comprehensive and standardized assessment tool.”The Interim Rule further requires CoCs to establish a centralized or coordinated assessment system that offers a thorough assessment of the needs of individuals and families for both housing and services, forcing Continuums to take responsibility for addressing the critical problem of homelessness through a coordinated, community-based approach. The establishment of a coordinated assessment ensures that persons experiencing homelessness or are at-risk of homelessness are assessed and referred utilizing the same assessment tool and referral criteria, all in an effort to make sure that these persons are served quickly by the correct intervention.
12 Coordinated Assessment Two General Models:The GVPHC has voted to adopt a hotline, or centralized system, with a geographically centralized front door at one distinct location where every person may call to access intake and assessment.CentralizedDecentralized
13 GVPHC Housing Crisis Hotline The Homeless Hotline will act as a centralized assessment and referral entity only, providing a central point for information and referrals but will not have the authority to commit to resources. Phone assessment specialists will be case managers or graduate level interns trained to utilize a standard procedure and assessment tool to conduct screening and/or referrals to eligible prevention and shelter programs. Phone intake specialists will conduct onsite client level data entry into the Homeless Management Information System (HMIS).GVPHC Housing Crisis Hotline
14 Call Intake Specialist ForKidsForKids will preside over the Hotline and the assessment process, including referrals and HMIS data entry.ForKids will undertake the following responsibilities:Staff 1 FTE Intake Specialist dedicated to Peninsula clientele to do initial assessment via the Regional Call Center for clients seeking assistance;Develop and maintain a referral data base in ResourcePoint for services on the Peninsula;Develop an initial phone assessment to screen and refer clients to appropriate programs;Answer calls from Peninsula citizens during the regular hours the call center is open, and return messages left during off-hours;Enter calls in HMIS CallPoint;Provide quarterly reports of call volume, callers, identified needs, referrals made and additional reports as requested;Provide a supplementary phone line to handle the increase in call volume.Receives incoming call – conducts an assessment;Maintain a up-to-date resource databaseInputs client’s information into HMISProvides referral for specific services and housing
15 Peninsula Homeless Service Providers ReferralsPeninsula Homeless Service ProvidersReferrals made to housing and service providers are made without obligation on behalf of the receiving provider to actually administer or offer the service or shelter. Upon receipt of referrals from the GVPHC Homeless Hotline, the receiving provider conducts further screening, assessment, verification, and final acceptance or denial decisions. It is the intention of the GVPHC to enter into a Memorandum of Agreement (MOA) with each shelter provider to only accept referrals from the GVPHC Homeless Hotline or SCAAN. This responsibility will include:Providing specific facts about the program, such as its location, services, eligibility requirements, hours of operation, and contact information to the GVPHC Homeless Hotline;Communicating program updates, including the availability of funds and beds/units along with changes to program criteria or rules;Providing reasons for the denial of referrals through an established disposition process;Facilitating the service delivery and shelter exits of high barrier clients through participation with SCAAN;Administering services even if housing is not an option for a client.
16 Service Coordination and Assessment Network (SCAAN) The centerpiece of the Continuum of Care’s coordinated assessment system is the Services Coordination and Assessment Network (SCAAN). The committee was developed five years ago in response to the desire to better address the needs of various homeless individuals and families requiring a multitude of services. Members currently meet every other Wednesday to present cases regarding homeless clients needing assistance to participating members from social/human service departments, as well as other service providers. Essential housing and service providers are always present, and agencies within the Continuum of Care are encouraged to attend meetings and present cases.
17 Why Coordinated Assessment Works Creates a centralized process for standardized assessment and referrals Fosters an “anywhere” services strategy that's easily access by individuals and families seeking housing and services Promotes collaboration and coordination among Peninsula Homeless Service Providers. Creates a pool of dataThe adoption of the GVPHC Homeless Hotline will afford housing providers the ability to enhance housing-focused tasks, such as case management, housing location and landlord negotiation, by eliminating the extra staff, time and money required to conduct intake and assessment. The GVPHC Homeless Hotline will also reduce the cost needed for agencies to publicize their services and provide one central location for all service updates, including available beds/units and funding, along with any additional changes to their respective programsCreates a centralized system where every person may call to access intake and assessment.Fosters an “anywhere” services strategy that will afford clients the ability to call one number to request assistance across the Peninsula, making client contact possible irrespective of geography.Collaboration and coordination among GVPHC members will improve cost efficiency by replacing duplicative intake functions and improve the system’s ability to deliver accessible, culturally competent servicesCreates a pool of data about people seeking help and their housing and service needs.
18 Juanita Dowdy and Sarah Johnson ProcessForKidsResponsible for transforming a single emergency shelter into Norfolk’s first transitional and permanent supportive housing programs, ForKids is familiar with identifying gaps in services and finding solutions to end the cycle of homelessness for families and children. Working collaboratively with service providers and city departments for over 25 years has enabled the organization to generate funding and services to Chesapeake, Suffolk, Isle of Wight, Franklin, and Southampton County, in addition to its continual progress in the city of Norfolk. This expansion includes:Developing the first HUD-funded emergency housing, rapid re-housing and permanent supportive housing projects in Western Tidewater;Creating and administering the HMIS program in Suffolk and Isle of Wight;Providing in-home case management, Hot Meals & Homework, and HUD-funded permanent supportive housing in the city of Chesapeake;Merging the ForKids Hotline with the City of Norfolk Homeless Hotline, which includes a referral database comprised of over 400 resources for Norfolk, Chesapeake and Hampton Roads.Juanita Dowdy and Sarah JohnsonForKids
30 What Can we learn? Homeless Management Information System(HMIS) The Planning Council has operated the Homeless Management Information System (HMIS) database, ShelterLink Peninsula, since The HMIS software application allows providers to identify clients and their utilization of services, identify other trends and needs, as well as prepare and produce various reports.
31 Calls by Calendar Quarter Calls by Monthyearmonthaddedto date2012February642681March8921573April14353008May15794587June15236110July17187828August17509578September151011088October175212840November163914479December1323158022013January154617348107718425105019475146620941169122632183224464210626570194128511177730288Calls by Calendar Quarteryearquarteraddedto date20122453761103497811088447141580220131367319475498924464582430288
32 Call Point Referral Report Referrals by Need Date Range: 1/1/13-9/30/13
33 Referrals by Need Date Range: 1/1/13 – 9/30/13 Need Code DescriptionReferral CountPercentageEmergency Shelter629145.90%Rent Payment Assistance325823.77%Utility Assistance12539.14%Rental Deposit Assistance5033.67%Transitional Housing/Shelter4293.13%Domestic Violence Shelters3592.62%Food Pantries3042.22%Low Income/Subsidized Rental Housing1541.12%Electric Service Payment Assistance730.53%Clothing660.48%Employment500.36%Homeless Motel VouchersVeteran Benefits Assistance570.42%Miscellaneous8596.27%
34 Call Point Referral Report Service Referrals to Provider Date Range: 1/1/13-9/30/13
35 Call Record Caller Type Referral CountPercentageSelf1314195.88%Agency3192.33%Friend/Relative2011.47%Not Specified220.16%Church150.11%Other80.06%
36 Calls by Day September 2013 day 01 day 02 39 2.20% day 03 104 5.86% Day of MonthCall Count%day 01day 02392.20%day 031045.86%day 04693.89%day 05834.67%day 06673.77%day 07day 08day 09945.29%day 10744.17%day 11985.52%day 12754.22%day 13583.27%day 14day 15day 16844.73%day 17653.66%day 18432.42%day 19935.24%day 20382.14%day 21day 22day 23925.18%day 2418710.53%day 25764.28%day 26975.46%day 271206.76%day 28day 29day 30Total:1776100.0%
37 Bringing the Housing Crisis Hotline to the Peninsula Oct/Nov – Identify Community ResourcesBy Nov 15th – Participating ProvidersSubmit Resource FormsDec/Jan– Peninsula Call Center goes Live
38 Centralized intake pilot programs The Housing Crisis Hotline will provide individualized client referrals for openings in designated emergency shelter and transitional housing programs. The referral process for agencies with a signed MOA with ForKids will include:Referral agency provides Hotline with a detailed profile of services offered as well as eligibility criteria.Hotline and Referral agency agree-upon a standard method of providing eligible candidates for open units.When there is an opening, referral agency provides Hotline with specifics regarding household size or other criteria for that unit and Hotline s eligible candidates.Referral agency reports back to the Hotline regarding the status of the referral.
39 (757) 622-6400 Option 5 Or Requesting toll free number Where to Call?(757) Option 5OrRequesting toll free number
40 Service Coordination Angel Hill SCAAN Co-Chair Service Coordination and Assessment Network (SCAAN)Angel HillSCAAN Co-Chair
41 SCAANEfficiently and effectively leverages community resources to assist individuals and families transitioning out of emergency housing into transitional or permanent housing and to address barriers to self-sufficiency.
42 SCANNThe benefits of the Services Coordination and Assessment Network (SCAAN) include:Eliminating duplication, as multiple members of the committee are working simultaneously on a single case;Reducing the time required to identify all the resources needed for success;Allowing providers to access diverse services in a centralized location;Effectively decreasing the cost associated with finding and distributing resources;Promoting community coordination in the effort to prevent and end homelessness;Matching clients quickly with all needed services and benefits to help them achieve self-sufficiency.The benefits of the Services Coordination and Assessment Network (SCAAN) include:Eliminating duplication, as multiple members of the committee are working simultaneously on a single case;Reducing the time required to identify all the resources needed for success;Allowing providers to access diverse services in a centralized location;Effectively decreasing the cost associated with finding and distributing resources;Promoting community coordination in the effort to prevent and end homelessness;Matching clients quickly with all needed services and benefits to help them achieve self-sufficiency.
43 ScaanMeeting Schedule: Every other Wednesday at 9:00AM (contact the chair for current information) Location: The Salvation Army, 1033 Big Bethel Road, Hampton, VA 23666
45 Consumer BenefitsAbility to call one number to request assistance Access to multiple service programs through one process, saving consumers valuable time in looking for and traveling to service sites. Accurate referrals to the correct service providers, thus increasing the chances that the consumers will be served promptly by the correct intervention.
46 Agency BenefitsImprove cost efficiency, by replacing duplicative intake functionsStreamlined process for program admission decisionsAccurate referrals into programsAffords agencies time to focus on preventing and minimizing shelter stays and providing services
47 Community BenefitsEnhanced quality of client screening and assessmentIdentification of prevention and diversion resourcesEfficient use of resourcesProvides comprehensive resources and the data to track a client’s progress.Creates a community process that encourages agency participation through sharing information, resources, and problem-solving responsibilities
48 For more information about the GVPHC including meeting dates, community announcement and homeless resources please visit:
49 Hampton Department of Human Services Contact InformationMary HolupMaddi ZingraffCommunity Partnership ManagerHampton Department of Human Services1320 La Salle AvenueHampton, VA 23669TelFaxContinuum of Care CoordinatorThe Planning Council5365 Robin Hood Rd, Suite 700Norfolk, VA 23513Tel Ext. 3004Fax