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1 | Rapid Rehousing Housing (RRH) Quarterly Scorecard | |||||||||||||||||||||||||
2 | AGENCY NAME: | Northwest Michigan Community Action Agency (NMCAA) | ||||||||||||||||||||||||
3 | PROJECT NAME: | YHDP Youth Housing PH-RRH | ||||||||||||||||||||||||
4 | REPORTING PERIOD: | 07/01/2021 to 09/30/2021 | ||||||||||||||||||||||||
5 | Scorecard Summary | |||||||||||||||||||||||||
6 | Rating Category | Maximum Points | Project Score (This section auto-populates as card is completed) | |||||||||||||||||||||||
7 | 1. HMIS Data Quality | 34 | 22 | |||||||||||||||||||||||
8 | 2. Project Performance | 66 | 42 | |||||||||||||||||||||||
9 | Total Points | 100 | 64 | |||||||||||||||||||||||
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11 | The purpose of this scorecard is to provide a tool for measuring HUD Project performance during the CoC competitive application process, and to track Project performance on a quarterly basis. Scores are generated from reports using ServicePoint, the local HMIS database. Agencies using a comparable database must provide the CoC HMIS Lead documentation on how all data generated follows and matches the same reporting logic. | |||||||||||||||||||||||||
12 | 1. Overview of HMIS Data Quality Questions ► HMIS participation and data quality are priorities for both NWCEH and the U.S. Department of Housing and Urban Development (HUD). Accurate, complete and timely data is crucial to determine whether projects are contributing to ending homelessness. | |||||||||||||||||||||||||
13 | 2: Overview of Project Performance Questions ► Achieving program outcomes is crucial to ensure programs are ending homelessness for their clients. ► Assessing and monitoring project outcomes is also necessary to understand a program's rate of success and their contribution to meeting performance goals at the CoC level. | |||||||||||||||||||||||||
14 | 2: Scorecard Comments Section 2.1 was reduced to 80% due to a single client entering "Jail, prison, or juvenile detention facility." Sections 1.3 and 1.4: NMCAA will begin a Case Manager retraining on timely data entry in HMIS asap. | |||||||||||||||||||||||||
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16 | # | Overview | Where to find information? | PROJECT ANSWER | Scoring Mechanism | Maximum Possible Pts | PROJECT SCORE | |||||||||||||||||||
17 | 1: HMIS Data Quality | |||||||||||||||||||||||||
18 | 1.1 | Data Completeness The CoC is monitored by HUD for HMIS data quality including completeness. What is the projects' percentage of completed values on all HUD required data elements for the last quarter? | ServicePoint > ART > Public Folder > Art Gallery Reports and Resources> Art Gallery Reports> 0252 Data Completeness Report Card (EE)v18> Tab A - Overall Percentage | 99% | Percentage of Completed Values • 99%-100% → 10 pts • 97%-98% → 8 pts • 95%-96% → 6 pts | 10 | 10 | |||||||||||||||||||
19 | 1.2 | Timely APR Submission Timely submission of APRs to HUD is important for the CoC as it impacts its CoC funding. Did your project submit the last applicable APR within the required period, that is within 90 days of the end of your agency's operating year? | To calculate, subtract the Submission Date minus the End of the Operating Year NWCEH will verify submission date in Sage. | Yes | Timely APR Submission • APR submitted on time → 6 pts • APR not submitted on time → 0 pts | 6 | 6 | |||||||||||||||||||
20 | 1.3 | Timeliness of Data Entry - Project Entry The CoC and CoC-funded projects are monitored by HUD for data quality including timeliness in HMIS. HMIS Policies and Procedures require data to be input within 3 days of interaction with a client. What % of entries were created in 3 days or less during the reporting period? | To calcuate Rate of Timely Data Entry: 1. (# of Start Records in 3 days or less)/(Total # Start Records) To calculate 1: ServicePoint > Reports > CoC APR , or CoC CAPER> 6e Data Quality: Timeliness > Number of Project Start Records | 25%: NMCAA will begin a Case Manager retraining on timely data entry in HMIS asap. | Rate of Timely Data Entry = Project Entries: • 91% - 100% → 6 pts • 81% - 90% → 4 pts • 71% - 80% → 2 pts | 6 | 0 | |||||||||||||||||||
21 | 1.4 | Timeliness of Data Entry - Project Exit The CoC and CoC-funded projects are monitored by HUD for data quality including timeliness in HMIS. HMIS Policies and Procedures require data to be input within 6 days of interaction with a client. What % of exits were created in 6 days or less during the reporting period? | To calcuate Rate of Timely Data Entry: 1. (# of Exit Records in 6 days or less)/(Total # Exit Records) To calculate 1: ServicePoint > Reports > CoC APR , or CoC CAPER> 6e Data Quality: Timeliness > Number of Project Exit Records | 60%: NMCAA will begin a Case Manager retraining on timely data entry in HMIS asap. | Rate of Timely Data Entry - Project Exits: • 91% - 100% → 6 pts • 81% - 90% → 4 pts • 71% - 80% → 2 pts | 6 | 0 | |||||||||||||||||||
22 | 1.5 | Data Quality: Active electronic Release of Information (eROI) Current eROI's consistently updated in our HMIS system are essential for data sharing, and reporting to function properly. All agencies, and HMIS staff have received training on how to complete, and upkeep ROI's in the HMIS system. It is required that all clients have a completed eROI prior to HMIS data entry. Because all Programs also take part in Coordinated Entry, programs are responsible for ensuring that clients enrolled in their program also have an active eROI on the Coordinated Entry Project Page in HMIS. Inactive eROIs from CE will be reviewed monthly by HMIS Sys. Admin, and any clients identified with an inactive eROI from CE will be count against a program's score for this metric. What percent of the clients enrolled in the project have an active eROI that covers entire project enrollment (i.e. eROI active at least from Date of proejct entry through date of project exit)? | ServicePoint > ART > Public Folder > Data Quality> Incongruity and Audit > ROI Audit Report - Current Clients (EE) > Calculate the percent of current eROIs | 100% | Percent of Active eROIs Completed in HMIS • 100% → 6 pts • 95%-99% → 4 pts • 90%-94% → 2 pts | 6 | 6 | *2 Expired in Current Period | ||||||||||||||||||
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24 | Total HMIS Data Quality | 34 | 22 | |||||||||||||||||||||||
25 | 2: Project Performance | |||||||||||||||||||||||||
26 | 2.1 | Successful Housing Placement from RRH Successful housing outcomes are one of the most important measures of program success. What is the percentage of persons that that exited to a permanent housing destination? | ServicePoint > Reports > CoC APR , or CoC CAPER> 23c> Percentage of Total Persons Exiting to Positive Housing Destinations | 80%: Due to a single client entering "Jail, prison, or juvenile detention facility." | Successful Housing Placement from RRH • 91%-100 % → 12 pts • 81%-90 % → 10 pts • 71%-80 % → 8 pt | 12 | 8 | |||||||||||||||||||
27 | 2.2 | Returns to Homelessness Reducing returns to homelessness is one of the most important measures of program success.. What is the percentage of persons returning to homelessness from RRH Project? | ServicePoint > Reports > CoC APR , or CoC CAPER> 23c> Percentage of Total Persons Exiting to Temporary Destinations | 0% | Returns to Homelessness • 0%-9% → 12 pts • 10%-19% → 8 pts • 20%-29% → 4 pts | 12 | 12 | |||||||||||||||||||
28 | 2.3 | Income Growth for Stayers Improving someone's access to financial resources is crucial to reducing the person's vulnerability to homelessness. HUD is encouraging CoCs to increase program participants' income through the NOFO and System Performance Measures. What is the percentage of adults who increased total income (earned and non-employment) over the reporting period? | ServicePoint > Reports > CoC APR > 19a1> Percentage of Total Adults who Gained or Increased Income from Start to Annual Assessment | 83% | Income Growth for Stayers • 81% - 100% → 8 pts • 61% - 80% → 6 pts • 41% - 60% → 4 pt • 21% - 40% → 2 pt | 8 | 8 | |||||||||||||||||||
29 | 2.4 | Income Growth for Leavers Improving someone's access to financial resources is crucial to reducing the person's vulnerability to homelessness. HUD is encouraging CoCs, through the NOFO and System Performance Measures,to increase program participants' income. What is the percentage of adults who increased total income (earned and non-employment) over the quarter? | ServicePoint > Reports > CoC APR > 19a2> Percentage of Total Adults who Gained or Increased Income from Start to Exit | 25% | Income Growth for Leavers • 81% - 100% → 8 pts • 61% - 80% → 6 pts • 41% - 60% → 4 pt • 21% - 40% → 2 pt | 8 | 2 | |||||||||||||||||||
30 | 2.5 | Timeliness of Data Entry: Annual Assessments HUD requires CoC-funded projects to complete Annual Assessments no more than 30 days before or after the anniversary of the client’s Project Start Date. What percent of the Annual Assessments that were due during the reporting period were completed on time? | ServicePoint > ART > Public Folder > Data Quality> Incongruity and Audit > Annual Review Audit Report v5-Calculate the percent of completed annual assessments | 100% | Percent of Annual Assessments Completed on Time • 100% → 6 pts • 95%-99% → 4 pts • 85%-94% → 2 pts | 6 | 6 | |||||||||||||||||||
31 | 2.6 | Bed Utilization Rate Bed utilization is important to ensure we are fully utilizing our inventory. The CoC and individual projects are scored by HUD on this measure in the NOFA, with CoCs that have less than 85% bed utilization not receiving any points. What is the project's average bed utilization rate for the reporting period? | Bed utilization rate = 1. [Average persons served per night] / 2. [the "total beds" reported in the Project Application] To calculate 1: ServicePoint > Reports (not ART) > CoC APR > 7b - Point in Time Count of Persons on the Last Wednesday > Average the four point in times together to calculate the average number served > (January + April + July+ October) / 4 = Average Served 2. "Total Beds" is the number of beds in the project's most recent Project Renewal Application to HUD. ECHO can provide you with this number if you need it. You can also find this number in the HIC. | 60.00% | Bed Utilization Rate • 96-100 % → 8 pts • 91-95 % → 5 pts • 85-90 % → 3 pts | 8 | 0 | |||||||||||||||||||
32 | 2.7 | Participation in Coordinated Entry HUD requires all funded programs participate in the local community's Coordinated Entry Process. It is the responsibility of each agency to ensure that all clients enrolled in their program have the appropriate Coordinated Entry Event and Assessments for their Project Type. For Rapid Rehousing Programs all new clients need to have a Referral to Rapid Rehousing Project Resource Opening correctly entered into HMIS. | ServicePoint > Reports > Coordinated Entry APR> Q10 > Referral to RRH Project Resource Opening *MUST EDA as "Region 2 Greater Grand Traverse Area CoC - Coordinated Entry" to run this report. Compare roster of clients in program since 10.1.2020 to clients who've received a "Referral to RRH Project Resource Opening". Divide clients enrolled in program during report period w/a referral to RRH by all clients enrolled in program during report period to get percentage for this metric | 0.00% | Percent of Clients who Received Referral through CE • 100% → 6 pts • 95%-99% → 4 pts • 90%-94% → 2 pts | 6 | 0 | |||||||||||||||||||
33 | 2.7 | Low-barrier admission policies Low barrier admission policies are important to prevent screening out people for assistance because of perceived barriers to housing or services. Housing First practices are a requirement of all HUD CoC-funding recipients. The four components are: Income: Are participants screened out based on having too little or no income? Substance Use: Are participants screened out based on an active or history of substance use? Criminal Record: Are participants screened out based on having a criminal record - with exceptions for HUD-mandated restrictions? Domestic Violence: Are participants screened out based on history of domestic violence (e.g. lack of a protective order, period of separation from abuser, or law enforcement involvement)? | Refer to your housing program eligibility criteria-policies and procedures & answer accordingly. Please attach a copy of the program policy to this scorecard, indicating page where criteria is outlined. | All NMCAA programs follow the policy guidelines of NWCEH. As such, RRH policies outine the low-barrier admissions process on pages 2 of the Rapid Rehousing Written Standards. Additionally, NMCAA also follows NWCEH guidelines for Coordinated Entry/Diversion programs, outlined on pages 5 and 12 of the COORDINATED ENTRY SYSTEM POLICY. | Low-barrier admission policies • Program does not screen out on any of the criteria → 8 pts • Program screens out on any combination of the criteria→ 0 pts | 6 | 6 | |||||||||||||||||||
34 | Total for Section 2 | 66 | 42 | |||||||||||||||||||||||
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