Issues for Emerging HMIS Implementations Shirlee Foster Erie

Issues for Emerging HMIS Implementations Shirlee Foster, Erie United Methodist Alliance Mission Project Lea M. Dougherty, United Neighborhood Centers Ivette-Perez Toro, Fundacion Chana Goldstein & Samuel Levis September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development

City of Erie / Erie County Pennsylvania Shirlee Foster September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development

Who I Am • HMIS administrator for 5 years • ALL PHASES • Initiation, pre-planning, implementation, and maintenance • Development and design of HMIS User Manual • HMIS Policy & Procedure Manual • HMIS partner recruitment • HMIS training • General overview • Hands-On navigational training September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 3

Who We Are 1. City of Erie / Erie County Pennsylvania • Erie City Population 103, 000 • The hub of all area services • Erie County Population 280, 000 • Many small rural communities • Co. C Involves 44 agencies • Bi-monthly meetings • Six subcommittees meet alternate months • Consistent attendance September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 4

Our HMIS • HOME GROWN • Custom-Designed • Homeless Intake Tracking System (HITS) • Training materials, user manual, and policy & procedure manual • Local technical support • Local user and navigational training • Central intake source & single data entry September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 5

Home-Grown • GEOGRAPHY • LOCAL INPUT • Every step of the way • LOCAL TRAINING • WEB-BASED APPLICATION September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 6

How to Get Started • COMMUNITY INVOLVMENT • • • Reach out to partners and potential partners Network Meetings - invite yourself Be prepared Organize and document • BE REALISTIC • Start small • Gradual process • 7 to 10 years • DON’T MAKE FALSE PROMISES • Set realistic goals & time frames September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 7

Early Planning • CHOOSE A CENTRAL FOCUS • APR Generation • SURVEY PARTNERS and POTENTIAL PARTNERS • WHAT DOES THE COMMUNITY WANT FROM THE HMIS? • The three-priority wish list – Sample Hand-Out • FEEDBACK • Organize it and Share it • STAY REALISTIC • ENCOURAGE PATIENCE September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 8

Early Implementation • SMALL STEPS – A limited set of functions – Ensure Accuracy » Gain Trust » Gain a Sense of Community – Build – Involve Your Partners » Include the “Resistants” September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 9

How to Recruit • PROVE IT • Provide test data • Present at meetings • Review your Partners’ 3 Priorities • Show them • Re-Survey – 1, 2, or 3 of their wishes have been met • Prove HMIS benefits • PROVIDE A TEST RUN • Invite key players • PEER PRESSURE • Community Data • Missing Stats • DV Status September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 10

Stay the Course • BE REALISTIC • On-Going Development • Keep Partners Informed • Quarterly Newsletter • Users • Participants • Potential Participants – Include the “Resistants” KEEP THE DOOR OPEN Goodwill Ambassador ROOM TO GROW September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 11

Scranton/ Lackawanna County Pennsylvania Lea M. Dougherty, LSW September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development

Who Are We? • Scranton/ Lackawanna County Pennsylvania • County Population = 213, 295 • Scranton Population = 76, 415 • Carbondale Population = just under 10, 000 • Rest of County small towns and some rural sections September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 13

What Does Our Co. C Look Like? • Have been meeting since 1996 • Over 50 agencies participate • Average of 25 members attend monthly meetings • 8 agencies are primary providers of homeless services • Subcommittees include: Funding Subcommittee; Housing Collaborative; Discharge Planning, Committee on Chronic & Street Homeless; HMIS Users Group; Housing Assistance Program Committee and Super. NOFA Subcommittee September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 14

Who Are Our Homeless Service Providers? • 20 programs within Co. C provide direct services to homeless population » Outreach & Shelter • • 1 Street Outreach Program targeting Chronic Homeless 1 Day Shelter/Drop-in Facility 1 Adult Year Round Shelter (24 beds – 20 men/4 women) 1 Adult Winter Shelter (Church) 1 Family Shelter serving women/children (7 beds) 1 DV Shelter (17 beds) 1 Shelter for Pregnant Women (4 beds) Emergency Hotel Voucher System September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 15

Who Are Our Homeless Service Providers? » Transitional Housing • 1 for families with children (priority to HH with fathers – 15 families) • 1 serving women/women with children (priority to DV – 10 families) • 1 serving 12 singles and 4 families • 1 serving MH/VA (14 beds) • 1 serving MH (8 beds) • 1 serving women/women with children (20 beds) • 1 serving women with newborns (5 units) September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 16

Who Are Our Homeless Service Providers? » Permanent Supportive Housing • 2 each serving 8 chronically homeless adults • Another planned for July 2006 » Supportive Services Only • Medical/Dental services for Homeless (150 pp year) • Case Management/Job Training for MH (55 pp year) • Legal Advocacy for DV (60 pp year) September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 17

HMIS Purpose • Why do it? • 2001 Congress mandated communities to use HMIS data to develop an unduplicated count and to analyze patterns of use of assistance • Encourages providers to talk with each other and examine the ways services are offered in order to develop a more coordinated & effective system • Better understand our homeless population (what are their characteristics and service needs? ) September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 18

HMIS Planning • Began Discussing HMIS within Co. C in 2002 • One agency staff person designated as HMIS guru (Not an IT person) • Attended State-wide planning meetings in 2003 -2004 • Attended HMIS 101 and HMIS 201 Training offered by HUD/subcontractors • Funded through Co. C SHP grant starting July 2004 September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 19

Getting Buy-in • Started with the mandate and consequences • Stressed the other uses of data and value to community • Gave examples of uses of current data systems and how new system would improve ability to report to funders (not just to HUD) • Showed value in service delivery system – clients won’t have to go from agency to agency for services • Importance of buy-in from front-line staff as well as Executive Directors September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 20

Implementation Process • July 1, 2004 – funding from HUD - $59, 556 per year • Hired a Consultant who was an IT person (August 2004) – 20 hours per month • Staffed by Project Manager (not an IT person) – 35% FTE • Each agency named a contact person September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 21

Implementation Process • Sent out RFP to six vendors selected from HMIS Consumer Guide http: //www. hud. gov/offices/cpd/homeless/hmis/assistance/index. cfm • Five vendors responded • Created Proposal Evaluation Matrix • Set-up demonstrations of products • Made Final Decision – Lessons Learned • On-site demonstration vs. phone • Dial-up vs. DSL • Computer needs of staff September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 22

Implementation Process • Software Training • How many days – what to cover • Future training needs after HMIS 101 • Getting started • • Agency Agreements User Agreements Client Consent Forms Posting of HMIS Implementation September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 23

Implementation Process • Phased-in Implementation • • Feb 1, 2005 – 1 Agency/5 programs Feb 15, 2005 – 1 Agency/6 programs March 1, 2005 – 1 Agency/1 program March 15, 2005 – 1 Agency/3 programs April 1, 2005 – 1 Agency/1 program April 15, 2005 – 1 Agency/1 program August 1, 2005 – 1 Agency/1 program October 1, 2005 – 1 Agency/1 program • Issues of DV Provider September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 24

Issues With Implementation • Staff computer fears • Concerns about confidentiality • Getting all staff to say the same thing when talking with a client (Use a script) • Who needs to enter what for whom? • Universal data elements vs. program-specific data • Data entry issues • • Not Not entering all info needed updating the info when needed searching for client before entering doing data entry in a timely way September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 25

Where Do We Go From Here? • Use HMIS for APR • Get data for other reports • Begin to track chronic homeless persons more closely • • Who are they? Length of homelessness/episodes Reasons for homelessness Barriers to getting housing • Decide what other agencies/programs should join HMIS September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 26

Building Alliances: HMIS Implementation Ivette Pérez Toro Executive Director Fundación Chana y Samuel Levis San Juan, Puerto Rico September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development

Introduction • Since 2002 the Chana & Samuel Levis Foundation, was awarded a grant from the Department of Housing and Urban Development to create an information network to improve data collection on the characteristics, needs, and services provided to the homeless population • The Foundation has been responsible for the development and implementation of the San Juan Continuum of Care HMIS system, the largest and most advanced system of its kind in Puerto Rico September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 28

Introduction (Cont’d) • It is the first Information and Referral system created in the Caribbean to maximize service provision efficiency for the homeless population • It is also one of the first technological serviceoriented ventures that the non-profit sector has seen in Puerto Rico’s history • Moreover, it has served as role model for other communities, non-profit organizations, and local governments to set up similar initiatives September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 29

Introduction (Cont’d) • The project has been implemented in stages (referred to by the staff as generations). Each stage/generation implies the implementation of the HMIS system in a group of service providers to the homeless • The organizations for each generation were selected based: proneness to the use of technological tools, sub-populations serviced, and services offered September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 30

Introduction (Cont’d) • At present the project has the buy-in of 17 homeless service providers that operate 29 different programs, from permanent supportive housing and Safe Havens, to DV emergency shelters, and HIV Supportive Services. • They provide us with information regarding the services they offer, eligibility requirements, and availability of services • In turn, we provide them with the technological infrastructure and support to enable an effective Information and Referral system, from hardware/software and internet connectivity, to licensing and customer support September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 31

Introduction (Cont’d) • Given that our user population is characterized as being a traditionally non-technological group, the project’s implementations strategy relies heavily on capacity building, training, and continuous user support provided by a staff of six, which has proven crucial in ensuring effectiveness and to foster the buy-in and adoption of technological tools • Such capacity building starts with basic computer skills, competency training for the use of desktop/office products, Internet navigation, and electronic messaging • Our training program extends further to provide HIPAA compliance training for all user organizations, as well as training for the HMIS application used. All these activities are complemented by the continuous support of the project’s staff September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 32

Introduction (Cont’d) • Our strategic direction led us to the Island-wide expansion of Proyecto Enlace, strong collaborations with the private sector, government, and other non-profit organizations, and the creation of a Project Advisory Board, who leads homeless service providers in the analysis of current public policy and the advocacy efforts to promote change • The project has the support of a vibrant group of committed social partners on whose shoulders we build our success September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 33

Our Partners We have the cooperation of several organizations that have co-invested in the project or have provided us with significant in-kind support. Following is a list of our collaborators and co -investors for the project: • Doral Financial Corporation is our preeminent sponsor and collaborator. Approx. $131, 207. 00 September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 34

Our Partners • Sacred Heart University is a collaborator that provides office space, Internet access for four computer servers, two direct line telephones, a general parking access to our five employees of the project • They provide 10% of the time of a professor of the Information Systems Program for three years to offer technical support, introduction training to the computer use for 32 of the project participants, it offers scholarships of a course of three credits of the Master in Non-Profit Organizations Administration Program to 20 project participants • Provides a discharge of three credits of a professor to participate on investigations with the objective to analyze the collected information by the project, press services for the reproduction of material related with the project, support for the creation of an Internet page for the project, connection (a link to Internet) from the Internet site of the University to the Internet site of the project and it will be the host of the Internet site. Approx. $14, 478. 33 September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 35

Our Partners • Inter American University of Puerto Rico is the largest private non profit university system in Puerto Rico; The Inter American University endorses Fundación Chana y Samuel Levis, Inc. Proyecto Enlace Expansion request for funding under the Supportive Housing Program • The Inter American University is a collaborator that provides office space, Internet access for computer, telephones, a general parking access and utilities for two offices in Arecibo and Ponce Campus. Approx. $787, 336 September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 36

Our Partners • Bufete Carlos M. García Rullán, CSP - Attorney Carlos García has been helping us since our earliest days with inkind contributions in the form of legal consultation, revisions, and commentaries; Approx. $7, 500. 00 • Price. Waterhouse. Coopers - They provide us with annual audits to maintain the project’s accountability and transparency • Centennial is a collaborator that provides us with cellular communication for the project field staff (4 mobile units with 400 minutes free and incoming calls free of charge; Approx. $2, 397. 00 September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 37

Our Partners • Bowman Internet Systems is a co-investor for modifications made to the Service Point application used in the project, particularly in the translation of the application and the production of the Eligibility Module; Approx. $3, 500. 00 • Xapiens Corporation is our latest co-investor, and has taken on the challenge to systematically find the security vulnerabilities in the IP network of the project, resolve them, and aid in the drafting of a rigorous but viable set of security policies aimed at counteracting potential vulnerabilities and safeguarding our data; Approx. $22, 000. 00 • Our project is one of the latest additions to Johnson & Johnson’s community support initiatives, which awarded a cash grant to Proyecto Enlace. September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 38

Our Partners • The University of Puerto Rico is a collaborator that provided us the use of the virtual computer laboratory in the Natural Sciences Department so that we can offer the Service Point system; Approx. $3, 800. 00 • Netwave is a co-investor for disaster recovery and back up equipment systems. In addition, a sister company, Nu. Stream, provides Internet hosting for the project; Approx. $6, 540. 00 • Microsoft is a co-investor for the acquisition of software applications through their Community Exchange program; Approx. $1, 990. 00 • Elmendorff is a collaborator that has provided us with graphic design printing services. September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 39

Our Users ORGANIZATION OFFERING Albergue El Paraíso TRANSITIONAL HOUSING, SUPPORTIVE SERVICES Casa Protegida Julia de Burgo DV TRANSITIONAL HOUSING, SHELTER, SUPPORTIVE SERVICES Centro Comunitario Vida Plena SUPPORTIVE SERVICES Estancia Corazón SUPPORTIVE SERVICES La Fondita de Jesús PERMANENT HOUSING, TRANSITIONAL HOUSING, SUPPORTIVE SERVICES Hogar Amparo PERMANENT HOUSING (SRO), SUPPORTIVE SERVICES Hogar Buen Pastor, Inc. TRANSITIONAL HOUSING Hogar Crea TRANSITIONAL HOUSING, SUPPORTIVE SERVICES Iniciativa Comunitaria TRANSITIONAL HOUSING, SUPPORTIVE SERVICES La Perla del Gran Precio VIVIENDA, SUPPORTIVE SERVICES Lucha Contra el SIDA Inc. TRANSITIONAL HOUSING, SUBSIDIZED HOUSING, SUPPORTIVE SERVICES, DETOX Municipio de San Juan TRANSITIONAL HOUSING, EMERGENCY SHELTER, SAFE HAVEN Teen Challenge SHELTER, SUPPORTIVE SERVICES Concilio de la Comunidad para Ayudar a Resolver los Problemas de la Vida, Inc. SUPPORTIVE SERVICES Salvation Army SHELTER, SUPPORTIVE SERVICES Hogar Padre Venard SUPPORTIVE SERVICES Pueblito de Jesús PERMANENT HOUSING, TRANSITIONAL HOUSING, SUPPORTIVE SERVICES September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 40

Questions? In closing, any questions on emerging HMIS implementation issues? September 13 -14, 2005 St. Louis, Missouri Sponsored by the U. S. Department of Housing and Urban Development 41