Data-Driven Decision Support in Housing Programs

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Explore the key ingredients for success in Data-Driven Decision Support (DDDS) implementation for housing programs, including executive level support, dedicated staff resources, and attention to all components. Learn how a Key Indicator System (KIS) can enhance reporting and tracking processes for better outcomes.

  • Housing Programs
  • Data-Driven Decision Support
  • Key Indicator System
  • Decision Making
  • Housing Data
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  1. Housing Support Program Data Seminar Madeline Noya, Ph.D. Director of Planning & Evaluation Santa Cruz County

  2. Presentation Overview Data Driven Decision Support (DDDS) Main Ingredients for Success Examples of DDDS Implementation Key Indicator System CIS Reporting for WtW Examples for Tracking Process & Outcomes for Housing Programs

  3. Ingredient for Success Executive Level Support Make Data Driven Decision Support part of agency-wide strategic plan Create reports and dashboards for all levels of staff, and train staff & managers in their use Instituted HSD STATS 2.5 hour monthly Leadership Team meeting solely focused on performance data

  4. Ingredient for Success Dedicated Staff Resources Centralized Reporting Team Within the Administration Division, Planning & Evaluation Unit P & E is responsible for agency-wide Reporting, Contracts & Quality Assurance Small Centralized Reporting Team Programmers (3 positions) ETL processes and CIS report writing and report optimization Key Indicator System, fiscal, personnel Adult Services & Child Welfare Analysts (2 positions) Supervises the programmers and does child welfare, IHSS, and APS data analysis Develops reporting for the Employment & Benefits Service Division

  5. Ingredient for Success Attention to All DDDS Components Use Products Quality Control Development Infrastructure

  6. Key Indicator System Main Menu for EBSD

  7. Key Indicator System Example of Indicator Summary

  8. Key Indicator System Example of Drill Down Menu Options

  9. Key Indicator System Example of Drill Down by Office

  10. Key Indicator System Example of North Office Drill Down

  11. Example CIS Report Santa Cruz WTW Alerts Report for 09/23 . . . . . . . . . . Employment Plans Activities EW CSLD CS ID STATUS e2 Lite Uneng- aged Coming Due Not Insuf. Hrs in Plan (20, 30, or 35) Activities Ending w/in 2 Weeks Open Actv with No Status Updt for > 60 Days 80 46 1 Activities w/ no Sched or Planned Hours Exempt Alerts Consec Days Enough Hrs to Meet the Plan COUNTY CE20 CE21 301 99 17 61 17 2 18 10 5 33 14 5 40 9 6 39 10 2 19 4 1 1 0 0 40 11 0 50 15 3 Doe, John EC36 1B02XX Sanctioned X Name EDPE 1B03XX Other X Vocational Training 9/30/14 Vocational Training Name EC36 1B02XX Registered X No Active Plan No Active Plan Name EDPE 1B03XX Registered X Name EDPE 1B03XX Registered X Name Name EDPE 1B0FXX Registered EC32 1B08XX Registered X X X Good Cause GC > 30 Name EC32 1BOLXX EC3T 1BONXXRegistered Name X Vol. Name WDPN B151XX Registered X X

  12. Tracking HSP Tracking Process & Outcomes for the Housing Support Program Data Source Development (CIS, HMIS, Local) Assure Data Quality Data Integration Review and Accountability

  13. Tracking HSP Example of Monthly Detailed Data Collection Participant Information Jul-14 - Services Housing Scholarship (New, Continuing, Returning) Family Stabilization Housing (New, Continuing, Returning) Short Term Rental (New, Continuing, Returning) Program Start Month Program Start Year Number of Months Housed After Assistance Ends Case Mgr Last Name First Name CalWIN Case # Date of Birth WD Duck Don B1234 1/1/1952 Jul 2014 New New WD Mouse Minnie B7891 4/1/1928 Jan 2014 Cont Cont WD Beauty Sleeping A9876 7/1/1960 Jan 2013 5

  14. Tracking HSP Example Performance Measures for Non-Profit Contractor Objective A: Objective B: Objective C: Objective D: YTD Total for FIT: Number of all Housing Program participants who reach 3-months stably housed after completing any type of rental assistance: Count of new short-term housing stabilization participants: Count of new family stabilization housing participants : Count of new housing scholarship participants: 0 0 0 0 0 0 0 0 0 Jul-14 0 Aug-14 0 0 0 0 0 Sep-14 0 0 0 0 0 Oct-14 0 0 0 0 0 Nov-14 0 0 0 0 0 Dec-14 0 0 0 0 0 Jan-15 0 0 0 0 0 Feb-15 0 0 0 0 0 Mar-15 0 0 0 0 0 Apr-15 0 0 0 0 0 May-15 0 0 0 0 0 Jun-15 Total to Date: 0 0 0 0 0 Annual Goal: 15 40 25 80 60 0.00% 0.00% 0.00% 0.00% 0.00% Progress Toward Goal to Date:

  15. Tracking HSP Preliminary Ideas for HSP Data Collection A. All HSP providers will input data into HMIS B. Use local data to track service provision and outcomes C. Match data from A & B to CalWIN (CIS) to track benefit profiles and other data D. Develop related Key Performance Indicators

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