2015 Renewal CoC Project Evaluation Guidance

2015 Renewal CoC Project
Evaluation Guidance
Ohio Balance of State Continuum of Care
Ohio Balance of State Continuum of Care
2015 Renewal CoC Project Evaluation Guidance
Introduction and Background
The Ohio Balance of State Continuum of Care (BoSCoC) Project Evaluation Workgroup is charged with
developing the annual renewal CoC project evaluation process and tools. The evaluation process helps
the Ohio BoSCoC fully maximize CoC Program funds and informs funding decisions.
Target Audience
This renewal CoC project evaluation process is only applicable to HUD CoC-funded projects renewing
their CoC project funding in 2015. A list of all the renewing CoC projects can be found in Appendix A.
Renewal CoC Project Evaluation Process
Project Evaluation: Overview
The Ohio BoSCoC Project Evaluation Workgroup developed a renewal CoC project evaluation process
and tool that will be used to review, score, and rank all renewal CoC projects as part of the 2015 CoC
Competition. The evaluation areas are as follows:
Project Participant Impact
• Housing stability
• Access to income and benefits
• Length of time homeless
Meeting Community Need
• Bed utilization
• Targeting hard to serve persons/households
• Prioritizing PSH for chronically homeless
Project Capacity
• Unspent funds
• HMIS data quality
• Cost effectiveness
Best Practices
• Demonstrated use of Housing First practices
• Prioritizing chronically homeless
Data Sources
Almost all data used for project evaluation will be derived from HMIS via the HMIS Project Evaluation
Report. Additional HMIS data quality information will be obtained from the Data Quality: Entry Exits and
Assessments report and the Data Quality: Households and Services report and unspent funds information
comes from HUD’s LOCCS. Details about the data source for each priority area are listed in the Project
Evaluation Items and Goals document in Appendix B.
To be considered for bonus points, project recipients must submit additional information directly to
COHHIO. More details about the type of information to submit and the timeframe in which it must be
submitted can be found in Appendix C.
Special Considerations
When evaluation project performance data is based only on those who exited the project, projects with no
leavers (i.e., no one exited the project during the reporting period) will be considered to have met the goal
and will receive full points for the evaluation item. In cases where a participant dies during their program
stay, that ‘deceased’ exit will be excluded from any evaluation item that is based on leavers.
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Renewal Project Evaluation Exceptions
CoC funded projects renewing funding for the first time in 2015 will be evaluated as part of this process,
except for the four new projects that were funded in FY2014 for 1-year periods. These four projects
(noted in Appendix A) cannot be evaluated because they have not yet begun operations, even though
they are renewing funding in 2015. Because of this, these four projects will automatically be ranked in the
first four positions within the overall project ranking.
The Salvation Army’s Rapid Re-housing Ohio project will be evaluated using the Transitional Housing
(TH) project evaluation items, even though it is a rapid re-housing project by design. The CoC’s
performance goals in the 2014 Performance Management Plan for RRH and TH projects are identical for
almost every item; therefore the project evaluation process is similar as well.
Non-HMIS participating projects will not be evaluated on the HMIS data quality item. These projects will
automatically receive those 5 points.
Renewal Project Scoring, Ranking, and Funding Recommendations
The Ohio BoSCoC Steering Committee and CoC staff will complete a renewal project evaluation for each
renewing CoC project. After completing all project evaluations CoC staff will rank all renewal projects
according to their evaluation score – projects scoring highest are ranked best, those scoring lowest are
ranked at the bottom.
The Ohio BoSCoC Steering Committee and CoC Board will not make final funding recommendations until
HUD releases the 2015 CoC Competition Notice of Funding Availability (NOFA). The CoC NOFA will
include details about the total CoC funds available for renewal and new projects as well as any
information related to HUD’s ranking or reallocation requirements. Final project evaluation scores and
ranking results will, in part, inform final funding decisions. CoC staff, in conjunction with the Ohio BoSCoC
Steering Committee, will review HUD’s funding requirements and allocation, project evaluation scores,
and project expenditure histories to make funding recommendations to the CoC Board.
HMIS Project Evaluation Report
As mentioned previously, HMIS will provide all performance data for all renewing CoC projects (except for
non-HMIS participating providers, such as victim services agencies). This data will be pulled for the
period 1/1/14 – 12/31/14 using the Project Evaluation 2015 Report in HMIS.
A preliminary HMIS Project Evaluation Report will be run on March 20, 2015 (for the 1/1/14 – 12/31/14
period). Within one week, the preliminary reports will be shared directly with CoC project recipients so
they can review their HMIS data and ensure its accuracy and/or make corrections to HMIS data as
needed.
The final HMIS Project Evaluation Report will be run on April 3, 2015 (for the 1/1/14 – 12/31/14 period).
There is no opportunity to correct HMIS data after the final HMIS Project Evaluation Report has been run.
Detailed project evaluation results will be publicly shared by May 15, 2015.
Bed Utilization Report
The Bed Utilization Report will be run for the last Wednesday of every month between 1/14 and 12/14.
Average utilization will be calculated for each project, only counting the months the project had active
beds. CoC Project recipients are advised to run the Bed Utilization by Provider for Project Evaluation
2015 report to ensure all client counts are accurate.
A detailed project evaluation timeline can be found on the last page of this document.
HMIS Data Quality
Since HMIS data supplies all CoC project performance data for the project evaluation process, it is critical
that all projects maintain quality HMIS data. The Ohio BoSCoC HMIS Data Quality Standards state that
HMIS-participating providers should have 0% missing data for most data elements. For purposes of this
project evaluation process, renewing CoC projects must not have more than 2% missing data for
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any evaluated item. Projects with more than 2% missing data rates on an evaluated item will be
considered to have failed to meet the goal and will receive zero points on that particular scored
item. For example, Permanent Supportive Housing (PSH) projects can receive 10 points if at least 85%
of their project leavers (in the 1/1/14 – 12/31/14 reporting period) received 1 or more sources of non-cash
benefits or health insurance. If the HMIS Project Evaluation Report shows a CoC PSH project with an
85% rate of leavers receiving non-cash benefits and health insurance, but their missing data rate for that
item was 4%, then the PSH project will receive 0 points for the evaluated item because their data quality
was too poor (i.e., their missing data rate was too high) to evaluate performance on the scored item.
The only exceptions to the missing data rate standard are the project evaluation items looking at
destinations at exit. The only missing data in HMIS associated with this data element would be associated
with end users recording ‘no exit interview/data not collected’ in HMIS for the leaver’s destination. Since
missing data associated with this response is not an indicator of data quality, these missing data rates will
not prohibit evaluation of performance on the scored item.
It is critical that CoC project recipients evaluate and correct their HMIS data well in advance of the pulling
of the preliminary and final HMIS Project Evaluation Reports. Recipients can use the HMIS Project
Evaluation Report 2015 Project-Level, the Bed Utilization by Provider for Project Evaluation 2015 report,
and the Data Quality: Entry Exits and Assessments and the Data Quality: Households and Services
reports to monitor their performance and data quality and determine where corrections are needed.
Please email hmis@cohhio.org for any needed assistance.
Non-HMIS Participating Providers’ Project Evaluation Report
CoC staff will use Annual Performance Report (APR) data for the 1/1/14 – 12/31/14 period to evaluate
project performance for non-HMIS participating CoC projects. If an APR for that period has not already
been submitted, then the non-HMIS participating provider must submit an APR by 4/1/15 to CoC staff at
ericamulryan@cohhio.org.
Renewing CoC projects must not have more than 2% missing data for any evaluated item.
Projects with more than 2% missing data rates on an evaluated item will be considered to have
failed to meet the goal and will receive zero points on that particular scored item.
A list of all the non-HMIS participating providers renewing CoC projects in 2015 can be found in Appendix
A.
Evaluating Cost Effectiveness
New in 2015, renewal CoC projects will be evaluated on cost effectiveness - namely, the annual cost to
retain or move someone into permanent housing. In order to evaluate cost effectiveness, all renewal CoC
projects must submit annual project budget information (for their CoC-funded project only) for the 1/1/14 –
12/31/4 period to CoC staff. Budget information should include CoC funds and all other cash match
associated with the CoC project. Cash match sources may include local foundation funds, city or county
funds, or funds from ODSA’s HCRP or SHP program, for example. Rent paid by clients will not be
considered cash match, since HUD doesn’t allow it to be reported as match either.
Refer to Appendix D to access the Project Budget Information Submission Form, which must be used to
submit budget information for all renewing CoC projects.
Project budget information is due to COHHIO (ericamulryan@cohhio.org) by April 1, 2015.
Project Evaluation Bonus Points
Submission of Project Information
Renewal CoC project recipients seeking the Housing First practices and PSH chronically homeless
prioritization bonus points must provide a narrative describing the use of those practices as well as
evidence of the use of those practices. Detailed information about these bonus points opportunities, and
details about the types of documentation that must be provided can be found in Appendix C. All
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documentation must be provided to CoC staff (ericamulryan@cohhio.org) by April 1, 2015. Late
documentation will NOT be accepted.
CoC project recipients failing to submit ALL of the required documentation for the Housing First or PSH
chronically homeless prioritization bonus points may not be considered for the available points.
Appealing Project Evaluation Results or Ranking
Renewal CoC project recipients may submit appeals of final project evaluation results and/or final CoC
project ranking. Appeals must be submitted in a letter to the CoC Director (ericamulryan@cohhio.org) by
May 8, 2015. Late appeals will not be considered.
Appeals will only be considered if they are submitted because of errors in fact or demonstrated undue
hardship. Submitted appeals must clearly indicate exactly what is being appealed (project evaluation
results and/or ranking decisions) and must clearly demonstrate and explain how the results or ranking
were the result of an error in fact or a specific undue hardship.
The Ohio BoSCoC Steering Committee will review all accepted appeals and will communicate all
decisions regarding those appeals by May 15, 2015. Steering Committee decisions are FINAL.
Project Evaluation Timeline
The Ohio BoSCoC Steering Committee and the Project Evaluation Workgroup reserve the right to revise
the following timeline at any point, pending release of the 2015 CoC Competition NOFA and the opening
of the CoC Competition.
DATE COMPLETE
ACTIVITY
•
Ohio BoSCoC: 2015 CoC Competition Training
o Process and timeline for 2015 CoC Competition
o New CoC Projects Priorities
o Project Evaluation Process
•
Preliminary HMIS Project Evaluation Report run
o Reporting period = 1/1/14 – 12/31/14
•
Release preliminary HMIS Project Evaluation Reports directly to
recipients
•
Recipients correct HMIS data as needed
•
Project Budget Information submitted
o Submit to ericamulryan@cohhio.org
•
Recipients seeking bonus points for using Housing First practices
and/or prioritizing PSH beds for chronically homeless must submit
all required documentation (see Appendix C for details)
o Submit to ericamulryan@cohhio.org
•
HUD field office provides CoC projects’ expenditures information
•
Final HMIS Project Evaluation 2015 Reports run and HMIS Data
Quality reports run
o Reporting Period = 1/1/14 - 12/31/14 period
Release final project evaluation results and final CoC project
ranking (updated)
3/11/15
3/20/15
3/25/15
3/25/15 – 4/1/15
4/1/15
4/1/15
4/1/15
4/3/15
5/15/15
•
5
•
Recipients submit any appeals of the final project evaluation
results and ranking (updated)
o Submit to ericamulryan@cohhio.org
•
Ohio BoSCoC Steering Committee will communicate decisions
re: all received appeals (updated)
o Ohio BoSCoC Steering Committee decisions are FINAL
•
Final CoC project ranking released (updated)
o Includes renewal CoC projects, project conversions,
and new CoC projects
5/22/15
5/29/15
6/8/15
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APPENDIX A: 2015 Renewal CoC Projects
Grantee Name
Project Name
Alcohol, Drug Addiction & Mental Health Services
Tuscarawas County TRA
Board of Tuscarawas and Carroll Counties
Allen Metropolitan Housing Authority
Appleseed Community Mental Health Center,
Inc.
Ashtabula County Mental Health and Recovery
Services Board
Athens Metropolitan Housing Authority
Athens Metropolitan Housing Authority
Beatitude House
Butler County
Butler County, Ohio
Butler County, Ohio
Catholic Charities Diocese of Toledo Inc
City of Marietta, Ohio/PHA
City of Springfield, Ohio
City of Springfield, Ohio
City of Springfield, Ohio
Clermont Metropolitan Housing Authority
Coleman Professional Services
Columbiana County Mental Health Clinic dba
The Counseling Center
Columbiana Metropolitan Housing Authority
Columbiana Metropolitan Housing Authority
Columbiana Metropolitan Housing Authority
Community Action Commission of Fayette
County
Community Action Commission of Fayette
County
Community Action Partnership of the Greater
Dayton Area
Fairfield Metropolitan Housing Authority
Fairfield Metropolitan Housing Authority
Family & Community Services
Family & Community Services, Inc.
Family & Community Services, Inc.
Family Abuse Shelter of Miami County, Inc.
Family Abuse Shelter of Miami County, Inc.
Family Recovery Center
Family Violence Prevention Center of Greene
County, Inc.
Project
Project Excluded
Type
from
Evaluation?
PH
Allen Shelter Plus Care Vouchers
PH
Appleseed RRH
PH
Ashtabula Shelter Plus Care Vouchers for
homeless persons with mental illness
Athens Shelter Plus Care
Athens Serenity Village SAMI Shelter Plus
Care
A House of Blessing, Warren
Butler S+C Chronic II
Butler SPC for Adults with Chronic
Homelessness
Butler SPC for Homeless Individuals and
Families
Miriam House
Marietta/Washington Shelter Plus Care
Springfield St Vincent DePaul Shelter +
Care
Springfield Shelter Plus Care 1
Springfield Shelter Plus Care 3
Clermont MHA Shelter Plus Care
Coleman PSH
Permanent Housing for Persons with
Disabilities
Columbiana MHA Shelter Plus Care 1
Columbiana Free Choice II - The
Counseling Center
Hearthside Shelter Plus Care
CAC Transitional Housing
CAC Permanent Supportive Housing (aka:
Destination HOME)
Harding Place Transitional Housing
Program
Fairfield County S+C
Fairfield MHA S+C
Ravenna Permanent Supportive Housing
Portage Area Transitional Housing 3
Portage Area Transitional Housing 2
Miami County Family RRH
Family Abuse Shelter PSH
Fleming House
Supportive Opportunity & Services*
Y
PH
PH
PH
TH
PH
PH
PH
TH
PH
PH
PH
PH
PH
PH
PH
PH
PH
PH
TH
PH
TH
PH
PH
PH
TH
TH
PH
PH
TH
TH
Y
Y
Fayette Metropolitan Housing Authority
Findlay Hope House for the Homeless, Inc
Geauga County Board of Mental Health &
Recovery Services
Geauga County Board of Mental Health &
Recovery Services
Greene Metropolitan Housing Authority
HM Housing Development Corp
HM Housing Development Corp
Hocking Metropolitan Housing Authority
Interfaith Hospitality Network of Springfield
Interfaith Hospitality Network of Springfield
Ironton Lawrence County Area CAO, Inc.
Jefferson County Community Action Council
Jefferson County Prevention and Recovery
Board
Jefferson County Prevention and Recovery
Board
Jefferson County Prevention and Recovery
Board
Knox Metropolitan Housing Authority
Lake County Alcohol, Drug Addiction and Mental
Health Services Board
Lake County Alcohol, Drug Addiction and Mental
Health Services Board
Lake County Alcohol, Drug Addiction and Mental
Health Services Board
Lawrence County Port Authority
Licking County Coalition for Housing
Licking Metropolitan Housing Authority
Licking Metropolitan Housing Authority
Licking Metropolitan Housing Authority
Lorain Metropolitan Housing Authority
McKinley Hall, Inc.
Medina County Alcohol, Drug Addiction and
Mental Health Board
Medina Metropolitan Housing Authority
Mental Health & Recovery Board of Union
County
Mental Health & Recovery Board of Union
County
Mental Health & Recovery Board of Union
County
Mental Health, Drug and Alcohol Services Board
(Logan & Champaign)
Mental Health, Drug and Alcohol Services Board
(Logan & Champaign)
Mental Health, Drug and Alcohol Services Board
(Logan & Champaign)
New Housing Ohio, Inc.
New Sunrise Properties, Inc.
Ohio Department of Development
Pickaway County Community Action
Organization, Inc.
Fayette Shelter Plus Care
Able Housing
PH
PH
SPC Geauga County TRA
PH
Permanent Supportive Housing
PH
Greene County Tenant Rental Assistance
FAITH House
Faith House II
Hocking Shelter Plus Care
Permanent Housing with Supportive
Services
Saint Vincent House
Lawrence County One-Stop TRA
Supportive Housing Program
PH
TH
PH
PH
Beacon House
SH
Jefferson County Shelter Plus Care
PH
Shelter Plus Care 2
PH
Knox County TRA
PH
Lake S+C II
PH
Lake S+C III
PH
Lake County SPC
PH
Lawrence One-Stop Shelter Plus Care
LCCH Transitional Housing
Shelter Plus Care Chronic
Shelter Plus Care Vouchers 2
Licking Shelter Plus Care
Lorain Shelter Plus Care
Dimensions Women's Transitional
PH
TH
PH
PH
PH
PH
TH
Northland II
PH
Medina County TRA
PH
Homeward Bound
TH
I'm Home
PH
Shelter Plus Care Union County
PH
Logan/Champaign Housing
PH
Family Housing
PH
Madriver/Park Street
PH
Warren County Permanent Supportive
Housing
Supportive Housing
Homeless Management Information
System
Haven House Supportive Housing Project*
PH
PH
TH
PH
PH
PH
HMIS
TH
Y
Portage Metropolitan Housing Authority
Preble County Mental Health and Recovery
Board
Project Woman of Springfield and Clark County
Project Woman of Springfield and Clark County
Residential Administrators, Inc.
The Center for Individual and Family Services
The Salvation Army, a New York Corporation
The Salvation Army, a New York Corporation
Tri-County Board of Recovery & Mental Health
Services
Trumbull County Mental Health and Recovery
Board
Trumbull County Mental Health and Recovery
Board
Trumbull County Mental Health and Recovery
Board
Trumbull County Mental Health and Recovery
Board
Trumbull County Mental Health and Recovery
Board
Volunteers of America of Greater Ohio, Inc.
Volunteers of America of Greater Ohio, Inc.
Volunteers of America of Greater Ohio, Inc.
Warren Metropolitan Housing Authority
Warren Metropolitan Housing Authority
Wayne Metropolitan Housing Authority
WSOS Community Action Commission, Inc
WSOS Community Action Commission, Inc
WSOS Community Action Commission, Inc.
YWCA of Elyria
YWCA of Elyria
YWCA of Hamilton Ohio Inc.
Zanesville Metropolitan Housing Authority
Portage Shelter Plus Care
PH
Prestwick Square
PH
Chrysalis Transitional Program*
Reign of Renewal*
Residential Administrators PSH
Next Step
Delaware County Permanent Supportive
Housing for Families
Rapid Re-Housing Ohio
TH
PH
PH
PH
Miami County SPC
PH
Joey's Landing
PH
Trumbull Shelter Plus Care for homeless
persons with a mental illness 1
PH
Trumbull New Shelter Plus Care Chronic
PH
Trumbull New Shelter Plus Care Vouchers
PH
Shelter Plus Care Vouchers for Families
PH
Serenity House Supportive Housing
Program
Crossroads Supportive Housing Program
Mansfield Transitional Housing Program
Transitions
Warren S+C
Wayne Shelter Plus Care
WSOS Homenet Permanent Supportive
Housing
WSOS Homenet Permanent Supportive
Housing Program - DV
WSOS Homenet Transitional Housing
Program
Women's Campus Project
Women In Secure Housing
Goodman Place
Zanesville Metropolitan Housing Authority
(ZMHA) Shelter Plus Care TRA Program
PH
TH
TH
TH
TH
TH
PH
PH
PH
PH
TH
TH
PH
TH
PH
*These projects do not participate in HMIS. Recipients must submit an e-snaps APR to COHHIO in
order to have performance evaluted and receive a project evaluation score.
Y
APPENDIX B
Ohio BOSCOC
Project Evaluation Items and Goals
PH and Safe Haven Projects
*Projects achieving the goal will receive full points for the
priority area. Projects coming within 5% of the goal will
receive 75% of the available points for the priority area.
Reporting Period = 1/1/4 - 12/31/14
Goal
Points
Possible
Data Source
% participants who remained in project as of end of reporting period or exited to PH during
the reporting period
≥90%
10
HMIS Project Eval Report Tab B
% Exits to participants' own housing unit (permanent tenure)
≥80%
10
HMIS Project Eval Report Tab C
% participants who exited to PH and returned to ES, TH, SH, or outreeach within 6 months
≤2%
10
Recurrence Report
% participants who exited to PH and returned to ES, TH, SH, or outreach within 6-24 months
≤5%
10
Recurrence Report
≥85%
10
HMIS Project Eval Report Tab F
≥50%
10
HMIS Project Eval Report Tab E
≥90%
10
2014 Bed Utilization Report
≥85%
≥40%
10
10
HMIS Project Eval Report Tab G
HMIS Project Eval Report Tab H
not evaluated this year
Project Evaluation Item
Project Participant Impact
Housing Stability
Accessing Mainstream Resources and Income
% participants with 1+ source of non-cash benefits or health insurance at exit
% participants age 18 and older who maintained or increased their total income (from all
sources) as of the end of the reporting period or program exit
Meeting Community Need
Project Demand
Average daily bed utilization
Targeting Hard to Serve
% entries from streets/emergency shelter only (adults only)
% entries with no income
% entries with previous episodes of homelessness
Project Capacity
Cost Effectiveness
Annual cost per exit to or retention of PH
Cost per PH exit or retention ≤ $8,000
Cost per PH exit or retention = $8,001 - $12,000
Cost per PH exit or retention > $12,000
If 24 month return to homelessness rate is greater than 5%, 0 points awarded
Unspent Funds
2012 - 2013 Total CoC Expenditures =
2013 - 2014 Total CoC Expenditures =
On track to spend 2014-2015 CoC Award
≤ 5% of
unspent
funds
yes
5
2
0
Project Budget Info and HMIS
Project Evaluation Report
5
HUD LOCCS
5
HUD LOCCS
5
HUD LOCCS
HMIS Data Quality
No clients with Dupllicate, incorrect, or missing data (1/1/4 - 12/31/14)
Acceptable Missing Data Rates (1/1/14 - 12/31/14)
0% missing data
0.1% - 2% missing data
2.1% - 5% missing data
5.1% - 8% missing data
> 8% missing data
1
4
3
2
1
0
"Data Quality: Entry Exits and
Assessments" and "Data Quality:
Households and Services" reports
Bonus Points
Project uses Housing First practices
Project prioritizes or dedicates beds for chronically homeless
TOTAL PROJECT SCORE
10
10
Project documents
Project documents
135
*For non-HMIS participating providers, their submitted APR will serve as the data source instead of the HMIS Project Evaluation Report.
APPENDIX B
Ohio BOSCOC
Summary of 2015 Project Evaluation Items and Goals
TH Projects
Reporting Period = 1/1/4 - 12/31/14
*Projects achieving the goal will receive full points for the
priority area. Projects coming within 5% of the goal will
receive 75% of the available points for the priority area.
Goal
Points
Possible
Data Source
≥83%
≥80%
≤7%
≤12%
9
9
8
8
HMIS Project Eval Report Tab A
HMIS Project Eval Report Tab C
Recurrence Report
Recurrence Report
% participants with 1+ source of non-cash benefits or health insurance at exit
≥85%
8
HMIS Project Eval Report Tab E
% participants age 18 and older who maintained or increased their total income (from all
sources) as of the end of the operating year or program exit
≥70%
8
HMIS Project Eval Report Tab D
181-240 days
8
HMIS Project Eval Report Tab F
≤180 days
10
HMIS Project Eval Report Tab F
≥90%
10
2014 Bed Utilization Report
≥75%
≥30%
10
10
HMIS Project Eval Report Tab G
HMIS Project Eval Report Tab H
not evaluated this year
5
2
0
Project Budget Info and Project
Evaluation Report
5
HUD LOCCS
5
HUD LOCCS
HUD LOCCS
Project Evaluation Item
Project Participant Impact
Housing Stability
% TH participants moving from TH to PH at exit
% Exits to participants' own housing unit (permanent tenure)
% participants who exited to PH and returned to ES, TH, SH, or outreeach within 6 months
% participants who exited to PH and returned to ES, TH, SH, or outreach within 6-24 months
Accessing Mainstream Resources and Income
Length of Time Homeless
Average length of stay in TH
Average length of stay in TH
Meeting Community Need
Project Demand
Average daily bed utilization
Targeting Hard to Serve
% entries from streets/emergency shelter only (adults only)
% entries with no income
% entries with previous episodes of homelessness
Project Capacity
Cost Effectiveness
Annual cost per exit to PH
Cost per PH exit ≤ $8,000
Cost per PH exit = $8,001 - $12,000
Cost per PH exit > $12,000
If 24 month return to homelessness rate is greater than 12%, 0 points awarded
Unspent Funds
2012 - 2013 Total CoC Expenditures =
2013 - 2014 Total CoC Expenditures =
On track to spend 2014-2015 CoC Award
≤5%
unspent
funds
yes
5
HMIS Data Quality
No clients with Dupllicate, incorrect, or missing data (1/1/4 - 12/31/14)
Acceptable Missing Data Rates (1/1/14 - 12/31/14)
0% missing data
0.1% - 2% missing data
2.1% - 5% missing data
5.1% - 8% missing data
> 8% missing data
1
4
3
2
1
0
"Data Quality: Entry Exits and
Assessments" and "Data Quality:
Households and Services" reports
Bonus Points
Project uses Housing First practices
TOTAL PROJECT SCORE
20
Project documents
135
*For non-HMIS participating providers, their submitted APR will serve as the data source instead of the HMIS Project Evaluation Report.
APPENDIX C: Project Evaluation Bonus Points
As part of the 2015 CoC Renewal Project Evaluation, CoC projects have the opportunity to seek bonus
points for using Housing First practices, and/or prioritizing or dedicating Permanent Supportive Housing
(PSH) beds for the chronically homeless. This appendix provides pertinent information related to what
projects/recipients need to understand, have in place, and submit in order to be considered for those
bonus points.
Housing First Practices
Housing First is a model of housing assistance that centers on providing people experiencing
homelessness with housing as quickly as possible, and then providing services as needed. Assistance is
offered without preconditions or service participation requirements.
Housing First projects share critical elements:
• A focus on helping individuals and families access and sustain permanent housing as quickly as
possible without time limits.
• A variety of services delivered to promote housing stability and individual well-being on an asneeded basis; client participation in these services is voluntary.
• A standard lease agreement – housing is not contingent on compliance with services
o Although standard leases between program participants and landlords may not exist for
TH projects, some kind of occupancy or sub-occupancy must be in place, at minimum
• A focus on reducing barriers to project entry, including:
o Sobriety is not a requirement upon entry
o Drug testing is not required upon entry
o Minimum income level is not required upon entry
o Employment is not required upon entry
Additional information about Housing First practices can be found at the following links.
• http://www.endhomelessness.org/pages/housing_first
• http://usich.gov/usich_resources/solutions/explore/housing_first
• http://www.desc.org/housingfirst.html
Submitting Evidence of Housing First Practices
CoC Permanent Supportive Housing (PSH), Safe Haven, Transitional Housing (TH), and Rapid ReHousing (RRH) recipients seeking bonus points for the use of Housing First practices in their project must
submit all of the following items to be considered:
1. Brief narrative describing the Housing First practices used within the project and how they are
used (one paragraph is sufficient)
2. Formal written project policies and procedures documents
3. Blank project intake and/or assessment forms
4. Client responsibility documents, rules, participant handbook, etc.
5. Blank individualized service planning documents
6. Blank rental/occupancy/lease agreements (or sub-occupancy/sub-lease agreements)
All of the documents listed above must be submitted to Erica Mulryan, CoC Director, at
st
ericamulryan@cohhio.org by April 1 , 2015.
Failure to submit ANY of the documents referenced above may result in the project receiving zero
bonus points for Housing First practices. If your project does not have one of the above-mentioned
items as part of its formal project documents, you should indicate which items are lacking and why.
1
Prioritizing PSH Beds for Chronically Homeless
Prioritizing Permanent Supportive Housing (PSH) beds for chronically homeless persons means that the
PSH project is actively assessing for and documenting chronic homeless status and that the project
places those chronically homeless persons into their PSH beds as a priority before other eligible but nonchronically homeless persons. PSH projects that are prioritizing chronically homeless persons within their
project have the following policies/processes in place:
• Assess for chronic homeless status during intake
o Collect information on length of time on the streets, in emergency shelter, hotel/motel
paid for by an agency or faith-based voucher, or safe haven
o Collect information about disability status
• Document chronic homeless status
o Collect third-party written verification of previous homeless episodes that contribute to the
length of time homeless determination
! Or, if self-certification or other types of documentation are used, provide
evidence of due diligence to collect third party written verification of previous
homeless episodes
o Collect documentation of disability status that confirms the disability is of long-continuing
or indefinite duration
• Have policies and procedures in place that outline how chronically homeless persons are
prioritized and placed into PSH beds
Submitting Evidence of Chronically Homeless Prioritization
CoC PSH project recipients seeking bonus points for prioritizing beds (or dedicating beds) for chronically
homeless persons in their project must submit all of the following items to be considered:
1. Brief narrative describing how the project identifies and prioritizes (or dedicates beds to)
chronically homeless persons (one paragraph is sufficient)
2. Formal written project policies and procedures documents
3. Blank Project intake and/or assessment forms
4. Blank Homeless verification forms
5. Blank Disability verification forms
Renewing CoC PSH project recipients that are officially dedicated to chronically homeless should also
provide the above-mentioned items to be considered for the bonus points. However, official designation
as a chronically homeless dedicated PSH project will be considered as well.
2
APPENDIX D: 2015 CoC Project Budget Information Submission Form
In Table #1, provide information about your renewing CoC project’s annual budget for calendar year 2014
(1.1.14 – 12.31.14). Only provide information about the CoC Program funds expended and other cash
resources used to support the project. You do NOT need to report the value of any in-kind services or
match provided.
In Table #2, provide information about all the sources of cash match, the amount of the contributions, and
the dates the contribution was available for use by your CoC project. Please only report cash match
sources that were available during the 2014 calendar year. Cash match sources may include local
foundation funds, city or county funds, or funds from ODSA’s HCRP or SHP program, for example. Rent
paid by clients will not be considered cash match, since HUD doesn’t allow it to be reported as match
either.
This complete 2015 CoC Project Budget Information Submission Form must be
submitted to CoC staff at ericamulryan@cohhio.org by April 1, 2105.
Applicant Name: ___________________________________________
CoC Project Name: _________________________________________
Budget Table #1: CoC Program Funds and Cash Match Expenditures (1.1.14 – 12.31.14)
Total CoC Program
CoC Program Funds
Cash Match
Total Expenditures
Expenses
Supportive Services
Leasing
Rental Assistance
Operating Costs
Project Administrative
Costs
TOTAL EXPENSES
Budget Table #2: Sources of Cash Match (add additional rows as needed)
Source of Contribution
Amount of Contribution
Dates Contribution Available
(organization name)
Example: United Way of Central
Ohio
$10,000
TOTAL CASH MATCH CONTRIBUTION =
1.1.14 – 12.31.14
______________________
APPENDIX E: HMIS Data Quality Information
for the 2015 CoC Project Evaluation Process
On the April 3, 2015, the COHHIO HMIS team will run an aggregate Data Quality report for dates from
1/1/2014 through 12/31/14 for all HMIS participating Ohio BoSCoC renewing CoC projects. The report will
be built on the same logic as the regular Data Quality reports, but will only look at “Missing” data
(EXCEPT for Destination), Duplicate Entry/Exits, Incorrect Entry/Exit Type, Children Only Households,
and Missing Heads of Household. It will not count “Incorrect”, “unlikely”, or “questionable” data issues
against the provider or project.
The Data Quality report used will not be made available to users because it is simply a variant of the Data
Quality: Entry Exits and Assessments and the Data Quality: Households and Services reports that show
less information about the quality of their data.
HMIS users should be sure they have their Data Quality reports clear of Missing Data (except for
Destination), Duplicate Entry/Exits, Incorrect Entry/Exit Types, Children Only Households, and Missing
Head of Households by April 3rd.
Scoring HMIS Data Quality
A maximum of five (5) points are available for the HMIS Data Quality item in the project evaluation
process. The breakdown of those five points is as follows:
•
1 point for having no clients with:
o Duplicate Entry/Exits (EE),
o Incorrect EE Type,
o Children Only Households (HHs), or
o Missing Heads of Household (HoH)
•
4 points available for having no Missing data:
o If the agency has 0% Missing Data, they will get all 4 points
o If the agency has greater than 0% and up to 2%, the agency will get 3 of the 4 points
o If the agency has greater than 2% and up to 5%, the agency will get 2 of the 4 points.
o If the agency has greater than 5% and up to 8%, the agency will get 1 of the 4 points.
What does Missing mean?
The chart below clarifies what will be considered “Missing Data”. If any of the following data elements are
either null or have an answer of “Data not collected”, the client will be counted as having “Missing Data”.
Data Element
Logic
Name
If the first or last name is null and the Name Data Quality is something other than
Don’t Know/ Refused OR the Name Data Quality is either null or Data not
Collected.
Social Security
Number
If the SSN Data Quality field is null or Data not collected OR if the SSN Data
Quality field is null and the SSN Data Quality field is something other than Don’t
Know/Refused.
If the DOB field is null and the DOB Type is not Don’t Know/ Refused/
Approximate, OR the DOB field is either Data not collected or null.
Date of Birth
Gender
If the Gender field is either null or Data not collected OR the Gender is “Other”
and the “If Other Gender, specify” field is null.
Race
If the primary and secondary race fields are null or the Race listed in either field
isn’t one of the HUD answers.
Ethnicity
If Ethnicity field is null or Data not collected or Ethnicity not one of the HUD
answers.
Residence Prior
If the client is an adult and the field is either null or Data not collected OR the
selected answer is “Other” and the “If Other Type of Residence, specify” field is
null OR the answer is not one of the HUD answers.
Veteran
The client is an adult or their Client Age is unknown AND the field is null or Data
not collected.
Relationship to
Household
If the client did not exit prior to 10/1/2014 AND the field is either null or Data not
collected.
Client Location
If the client did not exit prior to 10/1/2014 and either The Relationship to Head of
Household is “Self” or their relationship in the Household is “Head of Household”
AND the field is null.
Domestic
Violence
If the client is an adult and this is not an SSVF project and the field is either null or
Data not Collected OR the field is “Yes” but the “If yes, when experience
occurred” is null.
In Permanent
Housing?
If the provider is Rapid Rehousing and the client did not exit prior to 10/1/2014
and the field is null or the field is answered Yes but the Move-In Date is null.
Homeless 1 Year
If the client is an adult who did not exit prior to 10/1/2014 and the field is either
null or Data not collected.
# Times
Homeless in the
past 3 years
If the client is an adult who did not exit prior to 10/1/2014 and the field is either
null or Data not collected OR the field is answered “4 or more” but the “If 4 or
more…” question is either null or Data not collected.
# Months
Homeless prior to
Entry
Status
Documentation
Income from any
Source
If the client is an adult who did not exit prior to 10/1/2014 and the field is null.
Non Cash
Benefits from any
Source
If the client exited prior to October 1, 2014, it checks to see if the field is either null
or Data not collected. If the client did NOT exit prior to October 1, 2014 and the
client is an adult, it checks to see if the field is either null or Data not collected.
Covered by
Health Insurance
If the client did not exit prior to October 2014, and the field is either null or Data
not collected.
Disability
If the field is either null or Data not collected.
Duplicate Entry
Exits
If the client has more than one Entry Exit that shares either an Entry Date, and
Exit Date, or both dates with another Entry Exit into the same project.
Incorrect Entry
Exit Type
If the client’s Entry Exit has an Entry Exit Type inconsistent with the type they are
meant to use for that project.
Children Only
Household
Any client less than 18 without a Household ID or in a Household by themselves
OR the maximum age in the household is less than 18.
Missing Head of
Household
Any client and Household ID where the number of clients marked as “Head of
Household” is not equal to 1. (It could be 0 or 2 or more and show as “Missing”.)
If the client is an adult who did not exit prior to 10/1/2014 and the field is null.
If the client exited prior to October 1, 2014, it checks to see if the field is either null
or Data not collected. If the client did NOT exit prior to October 1, 2014 and the
client is an adult, it checks to see if the field is either null or Data not collected.