In the compassionate and challenging world of non-profit organizations, particularly those working with homeless populations across the US, system performance reporting is not just a requirement for the government; it’s a critical instrument for enhancing service delivery, securing funding and demonstrating impact. As many of these organizations are preparing their System Performance Measures (SPM) reports are usually due in March/April, it’s crucial to address common pitfalls in the reporting process to ensure accuracy and effectiveness.
High Impact Assessments in HMIS
The Homeless Management Information Systems (HMIS) serve as the backbone for collecting, tracking and managing data on homeless individuals. Within HMIS, certain assessments have a profound impact on the SPM data, making it essential for non-profit staff to avoid these common pitfalls when completing their reporting processes:
1. Entry and Exit in Shelters
For entry-exit based shelters, ensuring that individuals are marked as exited on their last day of service is crucial. Similarly, in night-by-night shelters, it’s important to confirm that check-ins align strictly with the nights of service, avoiding any discrepancies or overlapping dates.
2. Permanent Supportive Housing (PSH) and Rapid Re-housing (RRH)
Missing move-in dates for the head of household records can significantly skew the data. These dates are fundamental in calculating the duration of homelessness and the effectiveness of housing interventions.
3. Enrollment Start vs. Housing Move-In Date
The count of days homeless continues until a move-in date is recorded. This is vital for accurately reflecting the time it takes for individuals to move from homelessness into stable housing.
4. Approximate Date Homelessness Started
This date should represent the onset of the most recent homelessness episode before program enrollment. Understanding and accurately capturing this date is essential for calculating the length of homelessness accurately.
5. Prior Living Situation
Attention to the individual’s reported previous living situation can offer insights into potential pathways back into housing, particularly if they were previously in a subsidized permanent housing (PH) setting for homeless persons.
6. Homeless History
Reviewing an individual’s enrollment history in HMIS helps ensure that the homelessness start date is logical and consistent with their reported experiences.
7. Income, Non-Cash Benefits and Health Insurance
For projects funded by the Continuum of Care (CoC), monitoring these factors for accuracy is critical in demonstrating the program’s impact on improving the financial stability of participants.
8. Exit Destination
Monitoring where individuals exit to, especially in PSH and RRH programs, is essential for understanding patterns of homelessness resolution and potential returns to homelessness.
Addressing Returns to Homelessness
A significant challenge in the fight against homelessness is preventing returns to homelessness after an individual or family has been housed. By carefully monitoring prior residences and exit destinations, particularly at the Emergency Shelter (ES) and Safe Haven (SH) levels for early stages and RRH and PSH levels for later stages, organizations can identify and address factors contributing to returns to homelessness. This vigilance helps improve the effectiveness of interventions and supports long-term housing stability.
Nutmeg Consulting: A Partner in Overcoming SPM Challenges
Recognizing the complexities of SPM reporting and the potential pitfalls, Nutmeg Consulting plays a pivotal role in supporting non-profits through these challenges. By offering back-end support, Nutmeg helps communities identify and resolve issues by implementing simple strategies to ensure that their reporting is accurate, reflective of their hard work, and instrumental in securing the resources needed to continue their mission.
While the process of system performance reporting for non-profits working with homeless populations is fraught with potential pitfalls, understanding and addressing these challenges head-on can significantly enhance the quality and impact of services provided. With the support of partners like Nutmeg Consulting, non-profits can navigate these complexities, demonstrate their effectiveness and continue to make a profound difference in the lives of those they serve. If your organization could use some back-end support or training for your HMIS efforts, please don’t hesitate to reach out to us to see how we can help!