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4.3. PSH and RRH Prioritization by County

Executive Summary: The PSH and RRH Prioritization by County report serves two purposes:

  1. Helps permanent housing projects prioritize those clients in their area who are most in need of permanent housing.
    • This is part of the Coordinated Entry process all Homeless Planning Regions use. Please read over this policy document for a broader understanding of the goals of Coordinated Entry and how this report fits into achieving them.
    • Audience: Permanent housing projects like PSH and RRH, also Homeless Planning Region Executive Committees looking at prioritizing efforts across their region.
  2. Helps the Chronic workgroup to maintain its Chronic By Name List (BNL)
    • This is part of the Ending Chronic Homelessness workgroup's process to end chronic homelessness.
    • Audience: Ending Chronic Homelessness workgroup members and CoC staff

Purpose: This report returns HMIS data about clients in our Continuum of Care who are in greatest need of permanent housing, thereby allowing collaboration between agencies in targeting their resources to these families and individuals.

Frequency: As often as required by your Coordinated Entry process or the Ending Chronic Homelessness workgroup process.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and workflow requirements:

Instructions:

  1. The report is located in ART. Navigate to the Public Folder > Balance of State > As Needed and Custom Reports > PSH and RRH Prioritization by County report and click the magnifying glass.
  2. Choose View Report.

  3. Like in all ART reports, leave "EDA Provider" as -Default Provider-.
  4. Select any grouping of counties (or a single county) you would like to see. If you are running this for purposes of updating the BNL, choose ALL counties.
  5. The "Exited Since" prompt is not important for users running this report as part of Coordinated Entry; you can leave the date as it is. For updating the BNL, enter the date on which the BNL was last updated.


  6. The report is divided into tabs:
    • PSH Prioritization: HHs lists any households that need to be prioritized in the counties selected. Includes SPDAT scores.
    • PSH Prioritization: Singles lists any individuals that need to be prioritized in the counties selected. Includes SPDAT scores.
    • RRH Prioritization: HHs lists any households that need to be prioritized in the counties selected. Includes SPDAT scores.
    • RRH Prioritization: Singles lists any individuals that need to be prioritized in the counties selected. Includes SPDAT scores.
    • Contact Info: Lists all the providers of the clients on either the Prioritization or BNL along with their contact info.
    • Current Chronic BNL: Lists Heads of Households that are currently chronically (or "maybe" or "nearly") homeless in the counties selected. Run on all counties, this tab is the full By Name List.
    • Recently Housed BNL: Lists chronically homeless Heads of Households that have exited or were housed since the "Exited Since" date. These households and individuals would need to be updated on the By Name List to show that they exited.
    • Report Detail: Lists all clients being pulled into the report. Clients that show here but not in Prioritization or BNL tabs are simply either not eligible for PSH, do not need to be prioritized for RRH yet, or they're not Chronic.
    • SPDAT History: Lists all clients being pulled into the report along with every VI-SPDAT score associated with that client from three months ago through "today". This tab is meant to help clarify when a VI-SPDAT score is not present on any of the Prioritization tabs or if there is a MULTIVALUE error because a client had multiple scores in the same project stay.


  7. Above is the Prioritization: HHs tab. It includes families who may be eligible for PSH within the counties selected in the prompts.
    • The first data block will not appear if there are no data quality issues in regards to how the household members' "Relationship to Head of Household" data was entered. If there is a household where zero or multiple clients were designated as the Head of Household, they will show. If you see this data block, it is very important that this data is corrected as soon as possible.
    • In the second data block, it is showing two families with a total of 5 clients. "HH Size" indicates how many clients are in the household, so to figure out how many individual clients, you can add the HH Sizes.
    • Because these families are in Region 13, who has implemented their Coordinated Entry process, you can see these families' VI-FSPDAT scores and prioritize accordingly.
    • Veterans will be highlighted in yellow. Any household currently in a TH project will be in gray as they are not to be prioritized over those in Shelter or Unsheltered.
    • Any households in the Unsheltered provider will show here as well. If you see a household in the Unsheltered provider where the County data is missing, they may not be in your area— clients like this will show on this report regardless of which counties are selected!


  8. Above is the Prioritization: Singles tab. It includes individuals who may be eligible for PSH within the counties selected in the prompts.
    • Because these individuals are in Region 13, who has implemented their Coordinated Entry process, you can see the individuals' VI-SPDAT scores.
    • Veterans will be highlighted in yellow. Any household currently in a TH project will be in gray as they are not to be prioritized over those in Shelter or Unsheltered.
    • Any clients in the Unsheltered provider will show here as well. If you see a client in the Unsheltered provider where the County data is missing, they may not be in your area clients like this will show on this report regardless of which counties are selected!

  9. The RRH Prioritization tabs are very similar to the PSH Prioritization tabs except the households don't necessarily have a disability. It includes any household that is either currently in the Unsheltered provider plus any household that's been in shelter, transitional housing, or safe haven for over five days. Clients that show on the PSH Prioritization tab may also show on the RRH Prioritization tab!

  10. Above is the Contact Info tab. It is meant to show all providers with any households or individuals currently homeless and potentially eligible for PSH.


  11. Above is the Current Chronic BNL tab. The report for this demo was only run on the counties in Region 13, so this is only showing those clients currently in Region 13 who are on the larger Balance of State Chronic By Name List.
    • For a client to be considered "chronically homeless", they, or someone in their family, have to meet the HUD definition.
    • In this report, we are considering anyone who is either one month or time away from meeting the definition as "Nearly" Chronic.
    • In this report, we are considering anyone who would meet the definition if we knew whether or not their disability was "of long duration" as "Maybe" Chronic.
    • Just like on the Prioritization: HHs tab, if there are any clients that should show on this list but cannot because they do not have exactly one Head of Household, a data block with a red header will appear with that information so that this data can be corrected as quickly as possible and that client/household can show on the list properly.
    • This report totals the number of Households as well as the number of Individuals. The total number of households is calculated by counting the number of Heads of Household on the list. The total number of Individuals is calculated by summing the "HH Size" column.
    • As we begin to collect more Chronic By Name List data in HMIS, this report will begin to include that to help with maintaining the more complete list.
    • This list is to be exported to Excel and then uploaded to the Google docs spreadsheet maintained by the Ending Chronic Homelessness workgroup.


  12. Above is the Recently Housed BNL tab. It is meant to show any individuals or households who were Chronic at Entry and who exited between the "Exited Since" date prompt through "yesterday". This report's "Exited Since" date was 5/1/2017, so you can see the more recent exits.
    • This list is meant to help with maintaining the BNL so that those who are exited can be updated on the Chronic By Name List.
    • Those clients who exited to a temporary destination are in orange to indicate that the client may need to stay on the By Name List.
  13. The final tab is the Report Detail which will be immaterial to most users, but in general it shows all households and clients along with other information about each household.

If you have any questions about how this report works or the data it is showing, please email hmis@cohhio.org.


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