Scorecard and Tools Workbook 4.0 - Website

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2			About The Scorecards & Tools Workbook
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6	Welcome to the Scorecards and Tools Workbook! This Workbook includes 10 key tools to walk you step by step through the foundations of quality data and coordinated systems and then supports you to sustain your efforts and undertake continuous improvement. All of the tools are intended to support learning, not judgement! See the By-Name Data Scorecard Guide and Coordinated Access Scorecard Guide for further information on the benefits of using the Scorecards and confirming Quality By-Name Data and Coordinated Access through the Canadian Alliance to End Homelessness (CAEH). Each tool in this Workbook is identified below, along with a description of its purpose and benefits. Use the tools that make sense for you. Hide tabs that are not relevant or of interest. If you are participating in CAEH's Built for Zero Canada, an Improvement Advisor can assist you to review, customize, and complete the relevant tools in this Workbook. If you don't have an Improvement Advisor, but would like assistance or have questions, please reach out to info@caeh.ca. If you have feedback regarding this Workbook, please provide it to info@caeh.ca. We look forward to supporting you on your By-Name Data (BND) and Coordinated Access (CA) journey!
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9		Tab Name		Description/Purpose	What's in it For Me? (WIIFM)
10	1	ABOUT YOUR COMMUNITY		This tab/tool identifies who the key contact is for this Workbook. It also asks a series of questions under five sections that provide important context about your community that are not captured in other parts of the Workbook. The five sections are: General Overview, BND/CA Implementation Progress, HMIS and Other Software Tools, Understanding Your Data, and Partnerships & Engagement. CAEH requires that this tab is completed as part of CAEH confirmation of Quality By-Name Data Foundations and Coordinated Access Foundations. All elements required for confirmation are listed at the bottom of the Scorecards.	▇ Key questions help to clarify the scope of your work, roles, definitions, and local data systems as well as surfacing important information to better understand your data and progress. ▇ Completing these questions is ideally part of a conversation with your Improvement Advisor that will prompt important insights, and will improve understanding of your community to support your progress and better enable your Improvement Advisor to offer you relevant information and coaching.
11	2	REACHING HOME CHECKLIST		This tab/tool is a checklist of Reaching Home minimum requirements for Coordinated Access, HMIS/HIFIS, and the Outcomes Based Approach. It mirrors minimum requirement progress questions that are included in the Reaching Home Community Homelessness Report (CHR) completed annually by Reaching Home communities funded under the Designated Communities and Territorial Homelessness streams. Note that all the Reaching Home elements in this tool are also included in the BND and CA Scorecard Foundation levels. As you complete the Scorecards, your Improvement Advisor will fill in the relevant sections of this Reaching Home Checklist. Alternatively, this tool can be used as a community self-assessment checklist. Reference this tool when completing your CHR.	If your community receives either Reaching Home Designated Communities or Territorial Homelessness funding, this tool assists your community to: ▇ Track progress in meeting Reaching Home minimum requirements for Coordinated Access, HMIS/HIFIS, and the Outcomes Based Approach. ▇ Prepare to complete your annual Reaching Home Community Homelessness Report (CHR). ▇ Have alignment between what is documented in your Scorecards and what is reported to Reaching Home when referencing this checklist tool to complete your CHR. If your communities does not receive either Reaching Home Designated Communities or Territorial Homelessness funding, hide this tool.
12	3	BND SCORECARD		This tab/tool sets out an ambitious framework with 13 key elements for building the necessary data management and systems coordination practices to understand the movement of everyone experiencing homelessness in your community (those identified and consenting). It is critical to note that By-Name Data is useful only to the extent that it is operationalized as a driver of your community’s efforts to reduce and end homelessness. Developing and maintaining By-Name Data can be time consuming and needs to happen in the context of your community’s efforts to support people, optimize your system, assess, prioritize and maximize your resources, and advocate for and think creatively about addressing resource gaps. This Scorecard addresses the components of a quality data for all homelessness generally with specific additional requirements related to tracking certain populations of interest, including Veterans and those experiencing chronic and unsheltered homelessness. There are three "levels" in the Scorecard including Foundations, Veterans, and Sustaining and Continuous Improvement. Additional scorecard elements or levels to guide and assess progress for building the data management and systems coordination practices to end homelessness for additional populations such as youth, families, and women are under development by CAEH. Scorecard elements for building the the data management and system coordination practices to end Indigenous homelessness will be undertaken in the context of Indigenous leadership and partnership. The Scorecard can be used by all communities, regardless of funding source or data system. CAEH requires that the BND Scorecard Foundation level is completed (along with other related tools) in order for CAEH to provide confirmation of Quality By-Name Data Foundations and Quality Veteran By-Name Data.	▇ The Foundations level aligns with and tracks progress in meeting Reaching Home minimum requirements for HIFIS and the Outcomes Based Approach as well as Ontario By-Name List requirements and guiding principles. ▇ Clearly identifies the elements of quality data and provides the community with standardized steps and detailed “specs” for working together to build quality data. ▇ The scoring provides an easy way to track progress towards a quality data. ▇ Helps to keep community efforts focused and to identify areas for continuous improvement. ▇ Provides assurance to communities that their BND includes all the essential and best practice elements for working towards an end to homelessness. ▇ Provides a common language for communicating progress towards quality data. ▇ Includes a BND Scorecard Guide with further information, tips and tricks to assist you to implement each item and complete the Scorecard.
13	4	CA SCORECARD		This tab/tool identifies 15 key element areas that support communities towards implementing, sustaining and continuously improving Coordinated Access (CA). The Scorecard can be used by all communities, regardless of funding source. CAEH requires that the CA Scorecard Foundation level is completed (along with other related tools) in order for CAEH to provide confirmation of Coordinated Access Foundations.	▇ Same as above, but in relation to Coordinated Access. ▇ Includes a CA Scorecard Guide with further information, tips and tricks to assist you to implement each item and complete the Scorecard.	,
14	5	OUTREACH COVERAGE & COORDINATION TOOL		This tab/tool answers BND Scorecard questions #3.1 and #3.2. The purpose of this tool is to more specifically map mobile providers encountering people experiencing unsheltered homelessness to ensure effective community coverage, coordination, and data entry. There is also space to identify unsheltered homelessness hotspots and to further explain how your community is coordinating its response to unsheltered homelessness and encampments, along with identifying any gaps and next steps and areas for improvement. Additional elements for consideration of quality data for unsheltered homelessness are included at the bottom of this tool. CAEH requires that this tab is completed as part of CAEH confirmation of Quality By-Name Data.	▇ Explore more specifically your local system support for unsheltered homelessness and identify plans for improvement. ▇ Completing the Outreach Coverage and Coordination Tool answers questions in the BND Scorecard. ▇ Use the "Additional Considerations for Outreach Coverage and Coordination" as a checklist of potential areas for improvement.
15	6	DOCUMENTATION CHECKLIST		The tab/tool is a checklist of all the mandatory documentation (i.e., written materials that describe, explain or instruct) referenced in the following sections of the Reaching Home Directives: ▇ Coordinated Access and Outcomes-Based Approach ▇ Homeless Individuals and Families Information System (HIFIS) ▇ Community Advisory Boards and Regional Advisory Boards CAEH requires that this tab is completed as part of CAEH confirmation of Quality By-Name Data Foundations and Coordinated Access Foundations.	▇ Track progress in meeting Reaching Home minimum requirements for Coordinated Access, HMIS/HIFIS, and the Outcomes Based Approach. ▇ For those writing documents/policies/protocols for BND/CA, find a listing of all the documents and their required elements in one place. ▇ Completing the Document Checklist answers questions in the BND and CA Scorecards.
16	7	SYSTEMS MAP		This Reaching Home created tool is used to identify and describe the service providers (programs) that help people experiencing or at-risk of homelessness in a service area. It can also be used to document plans for future changes to a system. It supports completion of BND Scorecard question #2.1 and CA Scorecard question #3.1. It replaces the previous Provider Participation Tool (PPT). CAEH requires that this tab is completed as part of CAEH confirmation of Quality By-Name Data Foundations, Quality Veteran By-Name Data and Coordinated Access Foundations.	▇ The System Map is an ACTION TOOL that helps you to: Understand which service providers/programs are currently involved in BND/CA and how they are involved; Identify which other service providers/programs that should be involved and how; and to strategize and document your next steps for further engaging service providers/programs in your homelessness response system. ▇ If your community receives either Reaching Home Designated Communities or Territorial Homelessness funding, it includes all the elements to meet Reaching Home minimum requirements. ▇ Completing the System Map answers questions in the BND and CA Scorecards. ▇ Includes a Systems Mapping Reference Guide with further information and instructions for completing.
17	8	RESOURCE INVENTORY		This Reaching Home created tool is used to describe the providers (programs) that fill vacancies through Coordinated Access. It includes details that are needed for the vacancy matching and referral process. It supports completion of CA Scorecard questions #10.1 and #10.2. This tool is an optional template for completing a Coordinated Access Resource Inventory. If you have an alternative Resource Inventory, simply link it in this tool/tab. Completing a tool such as this is required by CAEH as part of the confirmation of Coordinated Access Foundations.	▇ Completing a tool such as this will provide the details needed to support your local Coordinated Access vacancy matching and referral process. ▇ If your community receives either Reaching Home Designated Communities or Territorial Homelessness funding, it can assist you to meet Reaching Home minimum requirements. ▇ Completing the Housing Resource Inventory answers questions in the CA Scorecard. ▇ Includes a Systems Mapping Reference Guide with further information and instructions for completing.
18	9	BND CONTINUOUS IMPROVEMENT TOOL		This tab/tool includes twelve areas with ideas and activities to support community Coordinated Access Leads and Data Leads to identify strengths and barriers and plan next steps to sustain, improve, and utilize BND. The Guide is intended to support the nine dimensions of quality data. This tool forms part of the BND Scorecard Sustain and Continuous Improvement level.	▇ Supports next steps beyond the Foundations level of Quality By-Name Data. ▇ Includes links to resources and tools not included in any other CAEH/BFZ-C tools. ▇ Can be used as a stand-alone tool or in conjunctions with the BND Scorecard Sustain and Continuous Improvement level. ▇ Can serve as a menu of support options that you can further discuss with your Improvement Advisor.
19	10	WORK PLAN		An optional tab/tool you can use to plan your next steps. Identify the tool and/or an area you are working on. Then identify next steps, the lead and due date. Monitor your progress with the status drop-down and add any notes you wish.	▇ Put all you next steps in one place. ▇ Assists with organization and accountability. ▇ Track progress in completing tasks.
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