hmis project monitoring - slides - hud exchange
TRANSCRIPT
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HMIS Project MonitoringMay 2020
Nastacia’ Moore, C4 InnovationsBrian Roccapriore, The Cloudburst Group
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Webinar Instructions
• Webinar will last about 60 minutes• Access to recorded version• Participants in ‘listen only’ mode• Submit content related questions in Q&A box on right side of screen• For technical issues, request assistance through the Chat box
Questions?
• Please submit your content related questions via the Q&A box
• Send to Host, Presenter and Panelists
• Please submit any technical issue related questions via the Chat box
• Send the message directly to the Host
• Host will work directly with you to resolve those issues
About NHSDC
The National Human Services Data Consortium (NHSDC) is an organization focused on developing effective leadership for the best use of information technology to manage human services. NHSDC provides information, assistance, peer to peer education and lifelong learning to its conference participants, website members and other interested parties in the articulation, planning, implementation and continuous operation of technology initiatives to collect, aggregate, analyze and present information regarding the provision of human services.
NHSDC holds two conferences every year that convene human services administrators primarily working in the homeless services data space together to learn best practices and share knowledge. The past 3 events have been put on with HUD as a co-sponsor. Learn more on our web site www.nhsdc.org.
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Meet the presenters: Brian Roccapriore
• Senior Technical Assistance Provider
• The Cloudburst Group
• Oversees homeless programs and data
analytics work
• Previously: 6 years as HMIS Lead in the
State of Connecticut
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Meet the presenters: Nastacia’ Moore •C4 Innovations
• SPARC (Supporting Partnerships for Anti-Racist
Communities) Training and TA
• Current areas of work: Interpreting HMIS and
other data utilizing race equity lens, and
advancing race equity in homelessness sector
• Previously: Managed HMIS for the Indiana’s BOS,
Coordinated Entry HOPWA, ESG, and HOME TBRA
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Poll
What type of organization do you represent?• CoC Lead• HMIS Lead• HMIS Software Vendor• Homeless Service Provider• Government Organization (local, state, or federal)• Other Service Provider (healthcare, mental health, etc.)• Something Else – Shout it out in the chat!
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Learning Objectives
• Identify the key components of HMIS project monitoring
• Participate in interactive exercise will lead to potential solutions of identified challenges from communities in attendance
• Learn about best practices related to their HMIS project monitoring
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Why is Project Monitoring Important?
• HUD SNAPS Data TA Strategy to Improve Data & Performance
• HMIS Project Monitoring related to all 3 strategies
• Monitoring is cited in the CoC Interim Rule to ensure “consistent participation of recipients and subrecipients in the HMIS”
• Project Monitoring is a best practice and can be done in various ways to meet local needs / situations
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HUD SNAPS Data TA Strategy
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HUD SNAPS Data TA Strategy
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HUD SNAPS Data TA Strategy
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Poll!
• Is your community conducting HMIS project monitoring?• Yes, and it’s perfect• Yes, and we need assistance in making it better• No, and we need assistance in starting the process• No, and we don’t want to • Other – Use the chat box!
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Group Chat
Two specific questions to think about:
• What do you think are the key components of HMIS projectmonitoring?
• How do you currently conduct HMIS project monitoring?
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HMIS Project Monitoring
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Poll!
If you are currently conducting HMIS Project Monitoring within your community, which entity(ies) is involved in the process?
• CoC Lead• HMIS Lead• Participating homeless services provider• Local funder• Other HMIS stakeholder• Other CoC stakeholder
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Who is involved with Project Monitoring?
Which entities should be monitored?
Any project using HMIS, regardless of funding received (or not)
Who should be involved in HMIS Project Monitoring?
Participating organization, HMIS Lead, CoC, local funders
What level of involvement do the entities play?
Level of communication – both the good and the not so good
Who / which specific staff should be present?
Management, case managers, data entry staff
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What are the key components to Project Monitoring?
• What is included in an HMIS Project Monitoring visit?
• What should be reviewed and why?
• HMIS Project Monitoring Visit Report example
• Use a checklist based on earlier discussion
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Where should Project Monitoring take place?
• Onsite or remote?
• Does it have to be either / or? • Can include both components• Frequency of monitoring
• What makes sense geographically and for the specific system / implementation?
• What limitations do you currently have? How can you overcome them?
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Poll!
How often do you conduct HMIS Project Monitoring?
• Every 6 months• Annually• Sporadically• During specific periods of time (grant starts, grant closing, etc.)• We don’t monitor• Other
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When should Project Monitoring Occur?
How often should HMIS project monitoring occur?
• At least annually• More often?• Upon the closing out of a project / grant • Within a certain time period of a new project / grant?
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How?
• Use HMIS Policies & Procedures, Privacy Policy, and Security Policy as a backbone
• Clear and transparent about how organizations / projects will be monitored
• Use baseline data quality thresholds per your Data Quality Management Plan as guidelines
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What happens after Project Monitoring?
What do you do with the results of an HMIS project monitoring visit?
• Follow-up with action steps and timeline • Name out who is responsible for what• Data Quality Improvement Plan, if needed • What entities are included in that communication?• Acknowledge both the good and the not so good • Who is informed about the results of monitoring?
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Strategies
HMIS Project Monitoring Strategies
• All in one• Specifying what is most important to do onsite vs. remote• Write it out – everything (clear and transparent)
• Send checklist to organizations ahead of time• Actionable and measurable steps if there are findings • Acknowledge the good
•TRUST
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Examples
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Best Practices from Communities
Ability to do all onsite monitoring in a week’s time
Provide checklist of monitoring items prior to visit to all organizations
Communicate results to Projects / Leadership
Best Practices from Communities
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Best Practices from Communities
Best Practices from Communities
Include ESG and / or CoC monitoring with HMIS monitoring
Collaborate with state / local funders and their monitoring practices
Expectations clear and transparent
Address findings in follow-up and provide solutions
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Examples
• NY CARES regional HMIS
• Upstate South Carolina
• South Carolina ICH
• Wisconsin
• Idaho
• Snohomish County
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Other Things to Consider
• Privacy Policy specifics• Local funder requirements • Nuanced workflows / HMIS data collection • DQMP baseline requirements by project type • CoC buy-in / ability to incentivize / enforce • Who is informed of monitoring results • If annual monitoring for every organization is not feasible, use past
monitoring results to determine risk and frequency of monitoring
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• Conclusion
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Contact Information
Nastacia’ MooreSPARC Training and TA Provider
Brian RoccaprioreSenior TA Provider
The Cloudburst [email protected]
Reminder: HUD is offering a Certificate-of-Completion for completing four of the seven sessions within the HMIS Foundations track.
To earn credit for completion of this session, please make sure you included your contact details when the session began.
HUD Certificate of Completion
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