Source: Building Changes
Based on HEARTH guidelines, Building Changes offers a checklist to assist in the development of a data-collection system.
Identify data sources
- Intake and assessment data (HMIS)
- Housing resources—inventory, waitlists, housing rosters, partner agency program guidelines, and housing matches (HMIS/parallel systems)
- Case-management data (HMIS/parallel systems)
- Client exit data (HMIS/parallel systems)
- Survey/questionnaires data on the coordinated-entry process and tools—forms, database, and lead implementing agency
- Survey data on provider services: quality of services, cooperation with policies and procedures, degree of collaboration with network of providers
- Survey data on client experiences and housing-stability outcome
- Environment data from associated systems: emergency medical services, eviction courts, calls for shelter/housing, etc.
Determine methods of collection
- Parallel systems that can merge or import data into HMIS that track housing services—inventory, waitlists, housing rosters, case-management services, partner agency program guidelines, client exit information
- Surveys/questionnaires—from clients, providers, lead implementing agency
- Data share between other community services, such as 2-1-1, emergency services, eviction courts, school counts of homeless students, for overview of changes to the homeless and at-risk environment
- Point-in-time counts
Review current landscape for available database systems
- Consider other platforms beyond HMIS to collect complete data.
- Perform a capacity assessment and implement changes.
- Can HMIS data be shared between partners?
- Can parallel systems be merged to import/export data?
- Have the data-collection system operational by launch of coordinated entry.
Develop data analysis and reporting process
- Verify that all coordinated-entry forms match the data fields in HMIS and other data-collection systems used.
- Determine deadlines for data entry and data collection from surveys.
- Determine how yearly data from point-in-time and other community services will be incorporated to report on the effectiveness of coordinated entry system to address homelessness.
- Identify which entity (lead fiscal agent, lead implementing agency, partner agencies, etc.) is responsible for collecting and reporting which particular data.
- Develop data analysis tool or utilize this tool offered by National Alliance to End Homelessness (NAEH).
- Create policies on timely, complete, consistent, and accurate data entry.
- Confirm capability of agency/persons that will cross-reference and interpret data for primary stakeholders and the greater community.
- Create communications plan on sharing data results.