Performance Measurement in

the CoC APR

March 27, 2012

Revised May 22, 2012

Presenters:

William Snow

Natalie Matthews

Resource Advisors:

Louise Rothschild

Revised Content

• Content on slides 19-21 and 25-27 is revised to

reflect the correct income measures for

questions 36b (Transitional Housing) and 36d

(Supportive Services Only). All changes are

marked in red.

• These changes correspond with how HMIS

vendors were previously instructed on how to

program these questions in the APR.

2

Webinar Format

• Webinar will last approximately an hour

• Recording of webinar will be posted on the HUD’s Homelessness Resource Exchange

• Materials will be posted within one week of today

• Audience members are “muted” due to the high number of participants

3

4

Audio Issues During the Webinar

• For audio, please use the telephone, not your computer

• If you have technical difficulty with the audio or video portions of this webcast, try:

– Logging off, then logging in again

– Requesting help through the “questions” function in the “Go To Webinar” toolbar

Submitting Questions

• If you have an HMIS question that is not answered during the webinar, submit it to HUD’s Virtual Help Desk

• Reference this presentation Performance Measurement in the CoC APR in your question

5

Objectives of the Webinar

Webinar participants will be able to:

• Identify the key components of Performance

Measurement

• Complete the Performance Measurement

questions on the CoC APR

• Understand how best to monitor the performance

of their program throughout the year

6

Performance Measurement

7

Performance Measurement

• What is Performance Measurement?

“A process that systematically evaluates

whether your program is making the intended

impact on the clients you serve and helps

guide efforts to improve results.”

8

Key Parts of Performance Measures

1. Goals

2. Data

3. Follow-Up

9

Questions for your Program

1. What do our funders expect of us?

2. What additional measures do we want to

set?

3. Are there relevant, existing Performance

Measures in my community for programs

similar to mine?

4. Am I collecting the necessary data to

track my performance?

10

Quiz #1

11

Grantees and their stakeholders should only review their

Performance Measures when it’s time to submit their APR.

True False

Performance Measurement in

the CoC APR

12

Importance of Exhibit 2

• Each year, HUD-funded projects apply for

new or renewal funding by completing an

Exhibit 2 project application.

• On the Exhibit 2 project application,

grantees set targets they will work to

accomplish during their operating year.

13

Performance Measures

2010

Project Application

Set Performance Measures

2011

Operate Project

2012

APR is due

Report on Performance Measures

14

Question 36: Standard Performance

Measures

• Separated out into the following parts:

a. Permanent Housing

b. Transitional Housing

c. Services Only (Street Outreach)

d. Services Only (with Housing Goal)

e. Safe Haven

15

36a. Permanent Housing

Three measures for Permanent Housing

1- Housing Stability: Maintained or exited to

new permanent housing (All persons served)

2a-Total Income Measure: Maintained or

increased total income (All adults served)

2b- Earned Income Measure: Maintained or

increased earned income (Adults aged 18-61)

16

36a: Permanent Housing

17

36a. Client Universe

Measure Actual # of Persons Served

by the Program, as

Applicable to Measure

Actual # of Persons Who

Accomplished Measure

Housing Stability All clients All clients who remained in the

permanent housing program

(stayers) or exited to any type of

permanent housing (leavers)

Total Income Measure All adults All adults who maintained or

increased their total income,

excluding clients who

maintained zero (“0”) income

Earned Income Measure All adults aged 18-61 All adults aged 18-61 who

maintained or increased their

earned income, excluding

clients who maintained zero

(“0”) income

18

36b. Transitional Housing

Three measures for Transitional Housing

1- Housing Stability: Exited to permanent

housing (All leavers)

2a-Total Income Measure: Maintained or

Increased total income (All adults served)

2b- Earned Income Measure: Maintained or

Increased earned income (Adults aged 18-61)

19

36b: Transitional Housing

20

36b. Client Universe

Measure Actual # of Persons Served

by the Program, as

Applicable to Measure

Actual # of Persons Who

Accomplished Measure

Housing Stability All leavers All clients who exited to any

type of permanent housing

(leavers)

Total Income Measure All adults All adults who maintained or

increased their total income,

excluding clients who

maintained zero (“0”) income

Earned Income Measure All adults aged 18-61 All adults aged 18-61 who

maintained or increased their

earned income, excluding

clients who maintained zero

(“0”) income

21

36c. Supportive Services Only

(Outreach)

Two types for Outreach programs

1- Housing Stability: Placed into housing (ES,

TH, SH, or PSH) (Leavers)

2a-2f Service Linkages: Received a service

for an identified physical or mental health

condition that they were not receiving at

program entry (Leavers)

22

36c: Supportive Services Only (Outreach)

23

36c. Client Universe

Measure Actual # of Persons Served

by the Program, as

Applicable to Measure

Actual # of Persons Who

Accomplished Measure

Housing Stability All leavers All clients who were placed into

any type of housing (leavers)

Service Linkages All leavers Received a services for an

identified physical or mental

health condition that they were

not receiving services for at

program entry (leavers)

24

36d. Supportive Services Only (with a

Housing Goal)

Three measures for SSO with a Housing Goal

1- Housing Stability: Exited to permanent

housing (All leavers)

2a-Total Income Measure: Maintained or

Increased total income (All adults served)

2b- Earned Income Measure: Maintained or

Increased earned income (Adults aged 18-61)

25

36d: Supportive Services Only (with

Housing Goal)

26

36d. Client Universe

Measure Actual # of Persons Served

by the Program, as

Applicable to Measure

Actual # of Persons Who

Accomplished Measure

Housing Stability All clients All clients who exited to any

type of permanent housing

(leavers)

Total Income Measure All adults All adults who maintained or

increased their total income,

excluding clients who

maintained zero (“0”) income

Earned Income Measure All adults aged 18-61 All adults aged 18-61 who

maintained or increased their

earned income, excluding

clients who maintained zero

(“0”) income

27

36e. Safe Havens

Two measures for Safe Havens:

1a- Housing Stability: Remained in Safe

Havens or exited to new permanent housing

(All persons served)

1b-Total Income Measure: Maintained or

increased total income (All adults served)

28

36e: Safe Havens

29

36e. Client Universe

Measure Actual # of Persons Served

by the Program, as

Applicable to Measure

Actual # of Persons Who

Accomplished Measure

Housing Stability All clients All clients who remained in the

Safe Haven (stayers) or exited

to any type of permanent

housing (leavers)

Total Income Measure All adults All adults who maintained or

increased their total income,

excluding clients who

maintained zero (“0”) income

30

Question 36: Narrative

31

Question 36 v. Question 37

Question 36 Question 37

Includes narrative

Measures are set by

HUD

Grantees pick targets

in Exhibit 2

HMIS vendors were

provided with

specifications for this

question

32

Question 37: Program Defined Measures

• Required for SSO grantees who are not:

– SHP-SSO and Street Outreach; OR

– SHP-SSO with a housing related goal

• Also required if a grantee selected a

measure in their Exhibit 2 project

application.

33

Question 37

• Data is not required to be programmed

into your HMIS.

• Identified in Exhibit 2 project application

the method that would be used to

measure this—must use that when

answering question 37 on your APR.

34

Question 37: Program Defined

35

Question 37: Narrative

36

Quiz #2

37

In which application year did HUD first request that grantees

provide performance measures in their Exhibit 2?

a. 2009

b. 2010

c. 2011

d. 2012

Quiz #3

38

For Question 36a (Permanent Housing), both Stayers and

Leavers are included in all three measures.

a. True

b. False

Monitoring Performance

During the Operating Year

39

Communicate!

40

Grantee

CoC

HMIS System Administrator

Programs

(TH, PSH, SH, and SSO)

Review your Past Performance

• Renewal Grants: Start with what you

already know about your program (APRs)

• New Grants: Talk to programs like yours

in your CoC

• Don’t recreate the wheel

• Be realistic, but don’t be afraid to

challenge yourself

41

Collect the Data

• Know that you have the capacity to track

the data that you want, before you set the

target

• If trying to track changes in income, ask

yourself:

– Do I collect income amounts and types at

both entry and exit for clients?

– Is the quality of this data good?

42

Get the Data Out

• Talk to your HMIS System Administrator

• Ask him or her:

– Can I get the Standard Performance

Measures (question 36) out of my HMIS?

– Can you help me know the quality and

completeness of the data that I am

collecting?

– If I set a measure for question 37, can I get

this out of HMIS? 43

Review Reports Regularly

• If you don’t review your data, you will not

be able to identify issues.

• Think about ways to integrate monitoring

of your Performance Measures into

existing work

– Staff Meetings

– CoC Meetings

– Monthly or Quarterly HMIS Reports

44

Next Steps

45

Next Steps

• Review HUD resources on the APR,

including the CoC APR Guidebook

• Locate your Exhibit 2 project application

for this grant

• Run your APR out of HMIS or a

comparable database

• Monitor your progress in achieving

performance measures—don’t wait for

your APR due date! 46

For More Information

Use the www.HUDHRE.info to download

additional information on the APR 47

HUD Virtual Help Desk

48

Webinar Evaluation

• You should now be able to:

– Identify the key components of Performance

Measurement

– Complete the Performance Measurement questions

on the CoC APR

– Understand how best to monitor the performance of

their program throughout the year

• Please complete the on-line survey to rate how

well this webinar met its objectives

49

49

Answers to Quiz Questions

50

Answers and Explanations for Quiz

• Quiz 1:

False.

Although HUD only requires grantees to report on their performance

once a year in the APR, it is important to review these measures on a

regular basis.

• Quiz 2:

The correct answer is B, 2010.

Grantees had one year to operate their programs and collect the

needed data to track their progress for the performance measures,

and then starting this year, in 2012, they have to report on their

performance.

51

Answers and Explanations for Quiz

• Quiz 3:

True. Both stayers and leavers are a part of the client universe for

question 36a. It is important to note that only adult stayers and

leavers report on the Total Income Measure, and that only adult

stayers and leavers between the ages of 18-61 report on the

Earned Income Measure.

• Quiz 4:

False. It is critical that the review of Performance Measures is part

of an ongoing, year-round process to monitor the effectiveness of

your program. You must know the quality and completeness of

the data that you are collecting to measure your performance, and

you must regularly review results so that potential program

adjustments can be made.

52