Data is critical for accurate decision making–businesses know this, and that’s why 97% of companies invest in big data. In the nonprofit and government sectors, data also plays a key role. HUD requires CoCs to implement HMIS (Homeless Management Information System) software to improve homeless policy and decision-making at all levels, including federal, state, and local.
Exciting new technologies allow CoCs to serve their clients better, creating systems through data-backed decisions that will work. In this article, we’ll dive into how to implement actionable insights from HMIS software to improve outcomes in both generating funding and providing helpful programs.
Improved Outcomes: Data-Driven Decision-Making in HMIS
A third of professionals say the right tech for data collection and analytics is essential to provide accurate products and services for customers. HMIS software for nonprofits is a hub where client data in your system can be tracked. HMIS software features are powerful tools to better provide services for your community, including features such as:
- Bed management
- Client demographics
- Grant funding
- Supportive services
- Shelter occupancy
Through managing these services, the data collected can then be studied through reporting and analytics. This allows organizations to see how past decisions have benefited or worsened outcomes.
HMIS Improvement Matrix
The HMIS improvement matrix is a tool for CoCs to work as an annual checklist for compliance, helping organizations create continuous quality improvement cycles and actions to address underlying issues. This can help the CoC HMIS Lead Monitor, a required role through the COC Program Interim Rule, better follow local requirements and performance standards.
The four parts of the matrix are:
- Plan: What changes are needed, and who is responsible?
- Do: What is being done differently since our last monitoring process?
- Study: What do the results of our HMIS Lead monitoring process tell us?
- Act: How do we improve the performance of our HMIS based on our monitoring process?
While there are many pieces of documentation to complete the monitoring process, such as policy development and end-user training, one of the key elements is HMIS data analysis through software information and reporting tools.
HUD Reporting
HUD reports from Homeless Management Information Systems (HMIS) provide vital data on homelessness programs and services. These reports help organizations with everyday workflows, such as assessing grantee performance, tracking program outcomes, identifying trends and needs in service, and informing policy and budget priorities.
There are many different types of HUD reports, including:
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Financial Reports:
- Line of Credit Control System (eLOCCS) Payment Voucher/Expense Report (HUD-50080-SCMF) : Tracks expenses and drawdown of funds for activities.
- SF-425 Federal Financial Report: Provides essential financial information to HUD.
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Performance and Evaluation Reports:
- Consolidated Annual Performance and Evaluation Report (CAPER) : Explains how a jurisdiction carries out its housing and community improvement strategies, projects, and activities.
- Annual Performance Report (APR): Provides information on program accomplishments and disbursements for Continuum of Care (CoC) funded projects.
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Data Collection and Analytics Reports:
- Multifamily Tenant Characteristics System (MTCS) Reports : Generate over 20 standardized reports summarizing PHA operations, including demographic information about assisted families and data about occupied units
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Program-Specific Reports:
- CDBG Reports: Such as Financial Summary, Summary of Grantee Activities, and Summary of Accomplishments
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Management and Monitoring Reports:
- Section Eight Management Assessment Program (SEMAP) Reports: Used to monitor and judge PHA performance for the housing voucher program.
- Key Management Indicators Report: Provides summary information about rents and other program aspects
Enhancing Funding Strategies With HMIS Software
HMIS systems collect massive amounts of community homelessness data service usage, housing placements, and outcomes. This forms the foundation to generate HUD reports, improve outcomes, and glean the best practices for each organization.
This is particularly important when it comes to raising funds through grants. On average, one in ten grant proposals are funded. Stakeholders want to see firsthand how organizations successfully tackle homelessness and properly allocate funds before offering a grant. These three data analytics strategies can help increase grant wins and boost funding methodologies.
1. Customizable Reporting
While HUD reports are required for CoCs, sometimes grant funding needs specific datasets that may be outside that purview. HMIS software offers custom reporting capabilities, allowing organizations to create reports tailored to particular grant requirements. For example, PlanStreet’s HMIS software has built-in Microsoft Power BI. This program enables organizations to view data fast and create specialized dashboards for people involved in the grant process.
In PlanStreet, you can customize reports through:
- Design visuals such as tables, charts, graphs, and matrices.
- Branding options such as customizable fonts, colors, labels, and layouts make the report easy to understand and visually appealing.
- Filters that narrow down the data, focusing on precise aspects of work.
- Data sources such as cases, clients, activities, and other relevant information.
Once you create your reports, you can access them any time in the “Reports” section to view, edit, or delete as needed.
2. Performance Measurement
Once an organization wins a grant, funders want to see how your organization has implemented their money and benefitted your community. Organizing this data can help you gain more grants in the future and ensure that all funding is appropriately spent to improve the lives of your constituents.
HMIS reports for grant funding can measure program and system-level performance, including:
- Length of time homeless
- Returns to homelessness
- Successful housing placements
- Income growth for program participants
Tracking these metrics optimizes programs, showing areas for improvement so organizations can revamp program strategies.
3. Funding Justification
Financial reporting is one of the most essential elements of grant applications and renewals. These reports highlight data-driven cases for increased funding and show the return on investment. PlanStreet’s reporting software streamlines financial reporting with structured reports that show specific expenses tied to each source of funds. Your team can create clear, concise reports that are easy to read and organized in the way that makes the most sense for each funder.
Plus, PlanStreet also features powerful grant management tools, including one-click features allowing users to see any singular grant’s history.
Optimizing Programs Using HMIS Data
Leverage HMIS data to create actionable steps and improve the implementation of programs at your organization.
1. Coordinated Entry Workflows
Coordinated entry connects people experiencing or on the brink of homelessness with housing and services. HMIS data can bed used to make coordinated entry processes better, helping organizations:
- Refine assessment tools and prioritization criteria, ensuring those most at risk receive help first.
- Analyze system flows and bottlenecks, removing barriers to entry for people who need immediate housing.
- Improve matching of clients to appropriate housing interventions, such as ones that offer case management services or not.
2. Systems-Level Planning
Organizational success happens when programs can look ahead and assess what needs to change in the future. Aggregate HMIS data allows organizations to look at the big picture of their systems to future-proof their workflows, services, and resources. Data can help communities:
- Identify gaps in services: 32% of individuals who went to a doctor in the past 12 months reported experiencing a gap in information exchange. PlanStreet’s HMIS compliance and reporting tools can help connect the dots between service providers, helping case managers communicate with each stakeholder.
- Project future resource needs by analyzing historical trends, identifying seasonal patterns, and forecasting shelter and housing needs.
- Develop data-informed plans through customizable dashboards to monitor real-time metrics.
3. Putting At-Risk Clients First
With HMIS software, organizations can utilize software to identify the needs of underserved populations. Information collected about bed occupancy rates, service usage, and program waitlists can help develop more targeted interventions for specific groups. This allows you to funnel resources to programs making the most significant difference and adjust funding priorities to maximize each dollar spent.
Utilize HMIS Reporting to Improve Outcomes With PlanStreet
HMIS software for nonprofits provides a valuable platform to measure performance, increase funding, and improve the lives of people in the community. PlanStreet helps your organization grow with our easy-to-use reporting tools, streamlining data management and simplifying report creation.
Our powerful HMIS reporting tools are a modern, user-friendly solution that strengthens your fight against homelessness. With comprehensive data that meets HUD standards, we’ve created an HMIS solution that meets every HUD HMIS Vendor Checklist requirement.
Let us help you understand how PlanStreet can generate actionable insights to improve outcomes at your organization by scheduling a live demo with our team today.