1. Greater Virginia Peninsula Homelessness Consortium (GVPHC)
Centralized Assessment and Referral System
Collaborating since 2008
(1986)
50+ member agencies and individuals

2. Greater Virginia Peninsula Homelessness Consortium
Services Coordination and Assessment Network (SCAAN)
Homeless Management Information System (HMIS)
Program Monitoring
Housing and Service Resource
SOAR Team
Ad Hoc
Point in Time, etc.)
50 Peninsula
Vet Boot Camp
Coordinated Intake
GVPHC Committees
SCAN committee is made up of case workers that meet every two weeks to review clients and make appropriate placements and linkages to services
HMIS 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 agencies
Program Monitoring tracks performance and outcomes of HUD-funded projects and compiles information needed for the annual application to HUD
Housing and Service Resource Committee works to inform service providers of resources as well as improve service delivery
SOAR Team

3. Greater Virginia Peninsula Homelessness Consortium (GVPHC)
Centralized Assessment and Referral System
Housing
Hotline

4. Coordinated Assessment
April 2013
Two General Models:
Centralized
Decentralized
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.

5. funding Developed white paper on the need for centralized intake
Discussed with business and community partners
Funded the merge of Southside and Peninsula HMIS system
Hired Case Manager
Equipment purchase
Thank you
Ferguson Enterprises and the Peninsula Community Foundation
$150, donation over 3 years

6. 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

7. Call Intake Specialist
ForKids
ForKids 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 database
Inputs client’s information into HMIS
Provides referral for specific services and housing

8. Peninsula Homeless Service Providers
Referrals
Peninsula Homeless Service Providers
Referrals 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.

9. 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.

10. LIVE!!!!
September
15,
2014
ForKids 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 database
Inputs client’s information into HMIS
Provides referral for specific services and housing

11. First Week Call volume reduction from 60 call to 18 daily
Appropriate referrals from provider
Consistence referrals to all providers
ForKids 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 database
Inputs client’s information into HMIS
Provides referral for specific services and housing

12. NEXT STEPS Weekly meetings with providers Press release
Design steps for entire COC coverage
Use data to identify needs and gaps in services
ForKids 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 database
Inputs client’s information into HMIS
Provides referral for specific services and housing

13. Calls by Calendar Quarter
Calls by Month
year
month
added
to date
2012
February
642
681
March
892
1573
April
1435
3008
May
1579
4587
June
1523
6110
July
1718
7828
August
1750
9578
September
1510
11088
October
1752
12840
November
1639
14479
December
1323
15802
2013
January
1546
17348
1077
18425
1050
19475
1466
20941
1691
22632
1832
24464
2106
26570
1941
28511
1777
30288
Calls by Calendar Quarter
year
quarter
added
to date
2012 2
4537
6110 3
4978
11088 4
4714
15802
2013 1
3673
19475
4989
24464
5824
30288

14. Call Point Referral Report Referrals by Need Date Range: 1/1/13-9/30/13
Number of Referrals

15. Referrals by Need Date Range: 1/1/13 – 9/30/13
Need Code Description
Referral Count
Percentage
Emergency Shelter
6291
45.90%
Rent Payment Assistance
3258
23.77%
Utility Assistance
1253
9.14%
Rental Deposit Assistance
503
3.67%
Transitional Housing/Shelter
429
3.13%
Domestic Violence Shelters
359
2.62%
Food Pantries
304
2.22%
Low Income/Subsidized Rental Housing
154
1.12%
Electric Service Payment Assistance 73
0.53%
Clothing 66
0.48%
Employment 50
0.36%
Homeless Motel Vouchers
Veteran Benefits Assistance 57
0.42%
Miscellaneous
859
6.27%

16. 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 data
The 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 programs
Creates 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 services
Creates a pool of data about people seeking help and their housing and service needs.

17. Ability to call one number to request assistance
Consumer Benefits
Ability 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
The 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 programs
Creates 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 services
Creates a pool of data about people seeking help and their housing and service needs.

18. Agency Benefits
Improve cost efficiency, by replacing duplicative intake functions
Streamlined process for program admission decisions
Accurate referrals into programs
Affords agencies time to focus on preventing and minimizing shelter stays and providing services

19. SCAAN Development August 2007 – Friends of the Homeless Shelter Closed
DHCD Requested GVPHC use the Grant
Shelter Coordination / Assessment Team Formed
The 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 programs
Creates 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 services
Creates a pool of data about people seeking help and their housing and service needs.

20. Efficiently and effectively leverages community resources to assist
SCAAN
Efficiently 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.
The 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 programs
Creates 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 services
Creates a pool of data about people seeking help and their housing and service needs.

21. Location: The Salvation Army, 1033 Big Bethel Road, Hampton, VA 23666
SCAAN
Meeting Schedule: Every other Wednesday at 8:30AM (contact the chair for current information)
Location: The Salvation Army,
1033 Big Bethel Road, Hampton, VA
Rapid Rehousing Staffing
Shelter Staffing
The 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 programs
Creates 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 services
Creates a pool of data about people seeking help and their housing and service needs.

22. pROCESS Application completed by referring agency
Process by either Hampton DSS or James City County
Case staffing – wrap around services
Develop ISP
Monthly follow-ups
The entire GVPHC meets monthly as do most sub-committees, to conduct the business required to coordinate service delivery, resolve problems and share resources.

23. Rapid Re-housing
Funding SCAAN enabled the region to see an 86% increase in RRH
RRH providers do not have to wait until SCAAN meets to house a consumer
SCAAN was using the model of fixing the person prior to housing
All clients are now housed as soon as a unit is available
Wrap around services begin at entry into a shelter or into a unit
The 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 programs
Creates 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 services
Creates a pool of data about people seeking help and their housing and service needs.

24. SCANN
The benefits of the Services Coordination and Assessment Network (SCAAN) include:
SCAAN: upper and lower Peninsula, all Rapid Rehousing $$$
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.

25. Greater Virginia Peninsula Homelessness Consortium (GVPHC)
SCAAN
HAMPTON DEPT. OF SOCIAL SERVICES
HAMPTON-NEWPORT NEWS
COMMUNITY SERVICES BOARD
LINK OF HAMPTON ROADS, INC.
THE SALVATION ARMY, PENINSULA
PICH/HEALTH CARE FOR THE HOMELESS
VA DEPARTMENT OF CORRECTIONS
FAMILY REDIRECTION INSTITUTE
NATASHA HOUSE
INSIGHT ENTERPRISES, INC.
HELP, INC.
OFFICE OF HUMAN AFFAIRS
THE PLANNING COUNCIL
PENINSULA WORKLINK
U.S. DEPARTMENT OF VETERANS AFFAIRS
Greater Virginia Peninsula Homelessness Consortium (GVPHC)
Mission

26. Greater Virginia Peninsula Homelessness Consortium (GVPHC)
SCAAN
DUCO
OXFORD HOUSE
YORK-POQUOSON SOCIAL SERVICES
NEWPORT NEWS DEPT. OF HUMAN
SERVICES
TRANSITIONS FAMILY VIOLENCE
MENCHVILLE HOUSE MINISTRIES
INSTITUTE FOR FAMILY
CENTERED SERVICES
VA EMPLOYMENT COMMISSION
YOUTH, EDUCATION & FAMILY
SOUTH-EASATERN FAMILY PROJECT
FAMILY YOUTH FOUNDATIONS
Greater Virginia Peninsula Homelessness Consortium (GVPHC)
Mission

27. QUESTION & ANSWER
The entire GVPHC meets monthly as do most sub-committees, to conduct the business required to coordinate service delivery, resolve problems and share resources.