Capacity Building for HMIS Leads and System Administrators Ryan Burger, ICF Mike Lindsay, ICF

HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Learning Objectives Review HUD’s Data TA Strategy and emphasis on capacity building Define what capacity building looks like in practice and the factors that influence it Learn about practical steps of a capacity building process, and how to implement one in your CoC Review community examples of capacity building across a variety of domains and topics

HUD’s Strategy to Improve Data and Performance HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF HUD’s Strategy to Improve Data and Performance Improve the capacity of people setting up, operating, and benefitting from data systems Data systems collect accurate, comprehensive and timely data Continuums and stakeholders use data to improve efforts to end homelessness https://www.hudexchange.info/resource/5748/snaps-data-ta-strategy-to-improve-data-and-performance/

HUD’s Strategy to Improve Data and Performance HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF HUD’s Strategy to Improve Data and Performance Improve the capacity of people setting up, operating, and benefitting from data systems Data systems collect accurate, comprehensive and timely data Continuums and stakeholders use data to improve efforts to end homelessness

How Do You Define “Capacity Building?” HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF How Do You Define “Capacity Building?” The process by which individuals and organizations obtain, improve, and retain the skills, knowledge, tools, equipment and other resources needed to do their jobs competently or to a greater capacity

How Do You Define “Capacity Building?” Getting better at what we do HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF How Do You Define “Capacity Building?” Getting better at what we do

How Do You Define “Capacity Building?” Getting better at what we do HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF How Do You Define “Capacity Building?” Getting better at what we do By targeting investments By assessing organizational and staffing structure By providing training and learning opportunities By matching resources to expectations By increasing collaboration among stakeholders

Characteristics of High Capacity HMIS Leads HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Characteristics of High Capacity HMIS Leads Trusted by CoCs to manage HMIS vendor relationships Supported by CoC and the CoC’s Data Committee Enables a CoC-wide culture of performance Enhances data literacy and data-driven planning Outcomes driven and transparent Implements feedback loops to improve performance

Improving the Capacity of People HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Improving the Capacity of People HMIS Leads and Sys Admins have subject matter expertise and are empowered to manage the system CoCs have data-driven leaders who prioritize HMIS implementations and HMIS data

Improving the Capacity of People HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Improving the Capacity of People HMIS Leads and CoCs engage in a deliberate process of building capacity Resources match expectations Investments are made in people and organizations Goals and outcomes are set, along with common definitions and metrics Realistic timelines are set Feedback loops are established

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Adopted from Getting to Outcomes ® toolkit developed by RAND Corporation and University of South Carolina (https://www.rand.org/health/projects/getting-to-outcomes.html) Road Map for Building Capacity

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Determine domain for capacity building activities Policy development and implementation System administration and operation Training delivery Data analysis and reporting Help desk operation and end user support Monitoring and oversight (privacy, security, and data quality) Governance and management Determine level for capacity building activities Individual Organization System

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Prioritize the Domains Urgency, feasibility, compliance, resources can all be factors in setting priorities Not all domains are under the HMIS Lead’s control May be shared with vendor, end users, CoC data committee, or others Consult governance charter or other CoC by-laws and documents to determine responsible entity

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Set Goals and Intended Outcomes What are we trying to achieve? When can we achieve it by? Who needs to be involved? How can we accomplish our goals? Consider factors like CoC – HMIS governance, capacity of participating agencies, license and fee structure, and others

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Adopt Best Practices Review national best practices based on domain or topic area Is data quality an issue? Review how CoCs have incorporated DQ metrics into rating and ranking process Is coordinated entry workflow an issue? Review how CoCs have developed a phased assessment across CE processes and HMIS screens

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Adapt Best Practices Determine what changes to identified best practice are needed for local implementation Assess community buy-in for change Set realistic time frames Build Capacity and Replicate Best Practices Use the performance monitoring process to identify providers that are exceeding performance expectations and learn more about their successful practices. Determine which providers are struggling to meet performance targets and respond to technical assistance or capacity building needs. Consider developing an annual training calendar and implement peer-to-peer learning opportunities, such as learning circles or Communities of Practice, to support replication of best practices. (https://www.hudexchange.info/resources/documents/Strategies-for-System-Performance-Improvement-Brief.pdf)

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Assess Resources and Readiness Revisit the “how” questions from the goal-setting phase Review organizational resources and capacity (including staff competencies) Identify training needs Assess collaborative relationships (or not) between organizations Define roles/responsibilities and requirements/expectations (who’s doing what?)

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Planning and Doing Be realistic about where you’re at Identify accountable people or teams Define measures of success Developing and delivering X trainings per year Attaining 100% bed coverage Monitoring 100% of participating agencies for timeliness, completeness, and accuracy

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Monitoring and Evaluating Regularly track progress Create feedback loops between the planning, doing, and monitoring phases Monitor the completion of activities Compare the completed activities with the intended activities, and respond to any gaps

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Develop Improvement Cycle We thought we needed more trainings, but we actually needed better trainings Assess if capacity building activities have been appropriate: Have funds been targeted? Have teams been built? Has collaboration been fostered in the CoC? Has data been used to inform decision?

Road Map for Building Capacity HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Road Map for Building Capacity Establish Sustainable Practices Incorporate new funding sources to support ongoing capacity Continue training development and delivery to account for staff turnover Be agile with monitoring and evaluation processes to account for changes in organizations and CoC-wide priorities

Community Example: Allegheny County HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Community Example: Allegheny County Andy Halfhill, Allegheny County Department of Human Services Increasing reliance on system- and project-level data to drive funding and policy HMIS Lead: Set goals and objectives through revised rating tool Assessed organizational readiness and resources Facilitated stakeholder communication Developed an improvement cycle to achieve outcomes

Questions and Discussion HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Questions and Discussion

Contact Us Ryan Burger ryan.burger@icf.com HMIS Lead Standards Ryan Burger, ICF Mike Lindsay, ICF Contact Us Ryan Burger ryan.burger@icf.com Mike Lindsay michael.lindsay@icf.com