Coordinated Assessment Presented by USICH and HUD March 20, 2012

2 Panelists  Kristy Greenwalt, Director of Housing Policy & Research, USICH  Ann Oliva, Director, Office of Special Needs Assistance Programs, HUD  Matt White, Senior Associate, Abt Associates, Inc.

3 Webinar Format  Call will last approximately 1 hour and 15 minutes  We have reserved an additional 15 minutes at the end of the webinar for Q&A.  Audience members who would like to pose a question can do so at any time through the “questions” function found in the “GoToWebinar” toolbar.  Call audience members are “muted” due to the high number of participants.  Call will be recorded.

4 Webinar Purpose  At the end of this webinar, participants will be able to:  Explain the purpose of coordinated assessment.  Identify the many possible system configurations of coordinated assessment.  Apply the strengths and weakness of each configuration to their communities’ unique context.

5 Why Coordinated Assessment?  Coordinated assessment is a powerful tool for improving system-wide entry, assessment, and referral processes.  Process components include: Access point(s) – virtual or specific site location Screening and assessment process (prevent/divert/admit) Information about available services and programs Real-time knowledge about program inventory and capacity Referral and waitlist management Enrollment/admission decision criteria

6 Why Coordinated Assessment?  Designed to improve the following: Service Provision  Referral appropriateness Assessment time  Assessment consistency Placement time  Multi-provider coordination Service access Data Accuracy and Access  Individual tracking System monitoring  Resource allocation - planning Reporting

7 Why Coordinated Assessment? Experience with the Rapid Re-Housing Demonstration (RRHD) and HPRP  Four years of evidence  Improvements in as little as one year  Can help end chronic homelessness  Different models, same core principles  Improvements for all demographics

8 Why Coordinated Assessment? The HEARTH Act regulations  Incorporated lessons from RRHD and HPRP  ESG requirements  CoC requirements  Start planning today

9 Coordinated Assessment Defined Current State of Assessment  An ad hoc access and assessment process for each program and  An ad hoc referral process for programs to recommend prevention, housing, and/or other related services.

10 Coordinated Assessment Defined Question Most People Ask Now: “Should we accept this individual/family into our program?”

11 Coordinated Assessment Defined Coordinated Assessment  A standardized access and assessment process for all clients and  A coordinated referral process for clients to receive prevention, housing, and/or other related services.

12 Coordinated Assessment Defined Questions CoC Systems Should Be Asking: “What housing and service assistance strategy is best for each household of the several services available?”

13 Flowchart Access Assessment Assign Mainstream Services Standardized Access and Assessment Coordinated Referral

14 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

15 Flowchart Coordinated systems can serve all demographics

16 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

17 Flowchart Access Mainstream Services Standardized Access and Assessment Mainstream Services Assessment Coordinated Referral Assign

18 Flowchart Various models, standardized process  Single Point of Access  Multi-Site Coordinated  No Wrong Door  Assessment Hotline Intake Access Standardized Access and Assessment

19 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

20 Flowchart Assessment Mainstream Services Standardized Access and Assessment Mainstream Services Access Coordinated Referral Assign

21 Flowchart Meet client, provider, and funder needs  Document client’s homeless history and housing barriers  Match client to appropriate service  Capture data to meet program needs Assessment Standardized Access and Assessment

22 Flowchart Meet client, provider, and funder needs  Capture data to meet funder requirements  Obtain consent for sharing with providers  Create the beginning of a client’s housing plan Assessment Standardized Access and Assessment

23 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

24 Flowchart Mainstream Services Standardized Access and Assessment Access Mainstream Services Assessment Coordinated Referral Assign

25 Flowchart Qualities of a good referral system  Accurate: Matches client needs  Informed: Matches facility availability  Effective: Provider accepts and enrolls Coordinated Referral Assign

26 Flowchart Qualities of a good referral system  Standard: One process, all clients and services  Comprehensive: all funder and provider fields  Digital: Uses HMIS, two-way communication Coordinated Referral Assign

27 Flowchart Qualities of a good referral system  Mandatory: Every provider, all the time Coordinated Referral Assign

28 Flowchart Access Assessment Coordinated Referral Assign Mainstream Services Standardized Access and Assessment

29 Flowchart Coordinated assessment leverages mainstream services  Client level Information sharing  System-wide information sharing  Resource sharing and co-location  Comprehensive community planning Mainstream Services

30 The System in Practice A Single Point of Access system: Kalamazoo/Portage, MI  Housing Resource Center (HRC) single location for all housing programs  Also uses for 24/7 housing emergencies, referred to HRC  Same form and process for everyone except DV  HRC coordinates housing and mainstream program entry

31 The System in Practice A Multi-Site Coordinated system Dayton, Ohio  Common Assessment Tool implemented  All clients assessed at one of four coordinated access “Gateways”  Performance targets established at program and system levels; increased program accountability  TH, PSH, and Safe Haven providers only accepting referrals from Front Door (“side door” is closed)  “Long Stayers” identified and prioritized for housing

32 The System in Practice A Rural Multi-Site system: Washington BOS, Washington  Administered differently in two different counties  Whatcom County  Initial screening, community resource center  Homelessness intake, homeless service center  Unique domestic violence program partnership  Clallam County  Referral from 2-1-1, schools, mainstream services  Intake through two homeless resource centers

33 The System in Practice A No Wrong Door system: Lancaster, PA  Enter any of eight community emergency shelters  Initial screening conducted with local case manager  Local case manager coordinates intake with client and intake specialists  Referral and assessment process conducted remotely

34 Preparing for Coordinated Assessment Before you choose a model, plan ahead  Current access process  Geography and population  Homelessness programs and agencies  Community resources  Level of trust, types and depth of relationships  Current data use  Authority environment for change  Stakeholder Perspectives

35 Preparing for Coordinated Assessment First steps toward implementation  Start gathering data, conduct preliminary analysis  Hold preliminary – zero pressure – meetings with partners  Establish decision-making process and governance committee  Set expectations, draft guiding principals and system goals

36 Preparing for Coordinated Assessment Where to look for help  Reach out to CoCs with coordinated assessment systems  Request HUD technical assistance resources through the HUD Homelessness Resource Exchange (HRE)

37 For More Information…  HUDHRE Centralized Intake/HPRP Report:  ralizedIntake.pdf ralizedIntake.pdf  HUDHRE HEARTH Page:   HUDHRE Virtual Help Desk: 

38 Questions? Please submit your questions via the chat function. The webinar will be available on our websites at and