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Homelessness Statistics User Group20 January 2014
AgendaItem: Subject Papers Item 1: Minutes of the last meeting. Minutes of 15
April 2012 meeting
Item 2: Matters arising.
Item 3: Branch Developments
StaffingOverview of what we’ve been working on
Oral update + Presentation
Item 4: Homelessness Publication Timetable for 2014 Paper 1Item 5: Review of the new question options in the HL1
Paper 2 to be tabled on the day
Item 6: PREVENT1Update on developmentsTimetable for implementationImportance of using NI NumbersQ&A
Oral update + Presentation
Item 7: Local Government Benchmarking Framework & HomelessnessEmily Lynch, The Improvement Service
PresentationPaper 3 (for reference only)
Item 8: HL3Update on developmentsTimetable for implementationUse of auto-correctionsQ&A
Oral update + Presentation
Item 9: Any other business. Item 10: Date of next meeting.
Item 3
Item 3: Branch Developments
• Staffing– Farewell Duncan Gray– Andrew Waugh becomes Branch Head (TRS)– Hello Ian Morton
What we’ve been working onCase Level
Homelessness data(HL1)
Temporary Accommodation
(HL2)
Scottish Welfare Fund(SWFQ)
Temporary Accommodation
(HL3)
PREVENT1DHPs in Scotland
Data Linkages
• Via hashed NINOPREVENT1
Homelessness Data Capture
(HL1)
Scottish Welfare Fund(SWFQ)
Temporary Accommodation
(HL3)
What can we use data linkage for?
• For example, it makes it possible/ easier to answer the following questions:
– How many homeless applications received a Community Care Grant?
– After receiving a Crisis Grant, how many people went on to become homeless?
– After using the Housing Options Service, how many people applied as homeless?
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Recording of NINO in HL1
Source: HL1 Dataset. Applications between 1 April 2012 and 31 March 2013
Many LAs are recording NINOs. But if you’re not, please start.
NINOs are one-way hashed on receipt by us. E.g. AB123456C get’s transformed to something like:dAcA3EwAzupRayaChe6UsusPaFrAfrat3upHekeSTE
We don’t hold NINOs in their raw form. Once hashed we have no way of working out the original NINO.
Forthcoming Publications
Publication Date of Next Publication Where to Find
Homelessness Statistics(1 July to 30 Sept 2013)
21st Jan 2014 http://scotland.gov.uk/homelessstats
DHPs in Scotland(1 Apr to 30 Nov 2013)
21st Jan 2014 http://www.scotland.gov.uk/Topics/Statistics/Browse/Social-Welfare/dhp
Scottish Welfare Fund(1 Apr to 30 Sept 2013)
11 Feb 2014 http://www.scotland.gov.uk/Topics/Statistics/Browse/Social-Welfare/swf
All Forthcoming Scottish Government Statistics are announced at:http://www.scotland.gov.uk/Publications/2005/03/18798
Item 4:
Homelessness Publication Timetable for 2014
(Paper 1)
Homelessness Publication Timetable for 2014
Title of Publication Date Publishing Data to Scottish Government
(Absolutely no later than the date below)
Quarterly update: to
30 September 2013
09:30am on
Tuesday 21st January 2014
Quarterly update to
31 December 2013
09:30am on
Tuesday 25th March 2014
5pm on
28th Feburary 2014
Annual update to
31 March 2014
09:30am on
Tuesday 24th June 2014
5pm on
30th May 2014
Quarterly update to
30 June 2014
09:30am on
Tuesday 30th September 2014
5pm on
29th August 2014
Item 5:
Review of the new question options in the HL1
(Paper 2)
The Housing Support Questions
• If no information is provided we’ll assume that:– no support of any kind has been provided
and,– no support assessment has taken place.
• Exact details of how we do this are shown on the next four slides for reference.
For Info - Additional Processing for the Housing Support Questions
/*Correct the support question. If missing set to zero*/
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and missing(sptprv1)=1 then sptprv1=0;
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and missing(sptprv2)=1 then sptprv2=0;
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and missing(sptprv3)=1 then sptprv3=0;
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and missing(sptprv4)=1 then sptprv4=0;
For Info - Additional Processing for the Housing Support Questions
/*If no support provided set the value of support to be 5 in Q23.*/
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and sum(of sptprv1 - sptprv4)=0 then support=5;
Option 5 in Q23 is
No duty to assess under the Housing Support Services (Homelessness)(Scotland) Regulations 2012 – no support provided
For Info - Additional Processing for the Housing Support Questions
/*Last action is applicant offered housing support in non-permanent accommodation under regulation 4 of The Homeless Persons (Provision of Non-Permanent Accommodation) (Scotland) Regulations 2010– Accommodation taken up */
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and lastact=10 then do;
if missing(support)=1 then support=1;
if missing(sptprv1)=1 then sptprv1=1;
end;
/*No assessment under Housing Support Services (Homelessness)(Scotland) Regulations 2012 - support provided which is outside the regulations*/
For Info - Additional Processing for the Housing Support Questions
/*Correct no support assessment but support provided under support assessment!*/
if missing(closdate)=0 and (closdate ge '01Jul2013'd) and sptprv1 in (2,3) and support ne 4 then support =4;
/*(This case must have had a support assessment if support has been provided under the regs)*/
Item 6:
PREVENT1
Timetable for Implementation
Milestone Date
PREVENT1 goes live in all LAs No later than 1 April 2014
Web-based upload system (ProcXed) goes live
By 30 June 2014
LAs submit first quarter data to ProcXed
July/ August 2014
Automatic Reports back to LAs By September 2014
First Publication To be decided.
What is ProcXed?
• It’s the Scottish Government’s on-line validation software that supports local authorities in collecting and validating data.
• Used for a growing number of SG data collections, including Looked After Children and the Scottish Welfare Fund.
• https://procxed.scotxed.net/ProcXed/Security/Logon.aspx
PREVENT1 Data Specification
• Data specification available at:
• http://tinyurl.com/prevent1
• The only acceptable format for data is an xml file which meets the data specification.
• Ensure your system is capturing all the required information from 1 April 2014.
Testing PREVENT1 Data
• Encourage preliminary testing against the XSD Schema available at:
• http://tinyurl.com/prevent1
• For example, if it’s helpful see: http://stackoverflow.com/questions/15436183/using-notepad-to-validate-xml-against-an-xsd
How will LAs upload PREVENT1data?
• User instructions for PREVENT1 will be developed by end June 2014.
• In the meantime, for a taster see:
http://www.scotland.gov.uk/Topics/Statistics/15257/1529/LAuploadinfo
• (These are the instructions to LA officers uploading Scottish Welfare Fund data but the same principles apply).
PREVENT1 Q&A
1. When does recording of the prevent case start? (on initial approach or when prevention activity starts?)
•This is for each LA to decide.
2. How often is the prevent return due? And does it get sent via email?•Quarterly. Due with two months of the end of the quarter. Data transfer is via ProcXed.
PREVENT1 Q&A
3. Once the Council have sent a test XML to SG will feedback be given?
•Recommend testing against XSD schema first. (Slide 20)•When upload system is developed, it gives instant information on the errors in the data and allows LA to fix before submitting.
PREVENT1 Q&A
4. Do all prevention cases also need to have HL1 case?
•No. But as soon as Section 28 (1) of the Housing (Scotland) Act 1987 applies, an HL1 must commence.
“If a person (“an applicant”) applies to a local authority for accommodation, or for assistance in obtaining accommodation, and the authority have reason to believe that he may be homeless or threatened with homelessness, they shall make such inquiries as are necessary to satisfy themselves as to whether he is homeless or threatened with homelessness.” - Section 28 (1) of the Housing (Scotland) Act 1987
PREVENT1 Q&A
5. Where the prevent case has previously been through HL1 is it mandatory to provide the linked details?
•If you record the NINOs in both PREVENT1 and HL1, we will auto-complete the links for you. •If you do not record the NINO on both datasets, the link must be made manually by the LA.•Record NINOs in both PRVENT1 and HL1 to save time.
PREVENT1 Q&A
6. Will prevention activity on cases prior to 1st April need to be reported?
•It is only mandatory to provide PREVENT1 data on cases which commenced on or after 1 April 2014. •LAs are welcome to send us data which covers earlier periods of time, provided that it meets the data specification. We’ll then include it in our automatic reports back to LAs.
PREVENT1 Q&A
7. We are currently in the process of implementing an electronic self-service housing options module. Prospective applicants will be required to go on-line and complete the questions, based on the answers given relevant advice/options will be generated in response to these. Could such cases be registered on prevent 1 as having been provided TYPE 1 Advice and Information?•Yes. Please ensure the NINO is recorded too as this will enable linkages with the HL1 dataset.
Item 7:
Local Government Benchmarking Framework & Homelessness
Emily Lynch, The Improvement Service
Item 8:
HL3 Development
Background
• To help LAs to provide information to the SHR Charter Indicators• To provide us with a better understanding of temporary
accommodation• It’s voluntary.• In September 2013, we conducted a brief survey of local authorities,
to check their progress on being able to supply HL3 data. Of the 29 local authorities, who responded:– 24 LAs stated that they are developing an IT system and intend
to submit HL3 data to the Scottish Government from 1 April 2014.
– 3 LAs do not intend to submit HL3 data.– 2 LAs were not yet in a position to say.
Method of Data Transmission
• CSV files which meets the data specification at:http://www.scotland.gov.uk/Topics/Statistics/15257/1529/HL3/HL3DataSpecification
• Should be sent directly to:
• Data processing identical to HL1 process.
Frequency of Data Transmission
• The HL3 is voluntary
• Submit as often as you want to.
• We would recommend quarterly.
• As it is voluntary, we will not chase LAs for this data.
Timetable for Implementation
Milestone Date
HL3 Upload System under development – currently in testing
Expected to be operational by end Feb 2014
LAs to start submitting data on a voluntary basis
We’ll announce when we’re ready to receive data but it will be no later than March 2014
SG & SHR to meet to agree fine detail of analysis to meet ARC indicators
March / April 2014
HL3 Specific Automatic Reports back to LAs
In time for ARC Deadline (May 2014)
HL3 Worksheet also added to Homelessness Automatic Reports
April/May 2014
HL3 Auto-Corrections
• To minimise burden on data providers
• Golden rule – a HL1 household cannot be in two forms of temporary accommodation at the same time.
• We’ll automatically amend the previous HL3 case to ensure consistency.
HL3 Auto-Corrections
Previous HL3
Current HL3
(1) No Exit Date
(2) Exit Date after current HL3 Entry Date
= Correction Applied
time
If the Exit Date of the previous HL3 is
missing, this will be set to the entry date of the current HL3
Entry Date Exit Date
If the Exit Date of the previous HL3 is after the entry date of the current HL3, this will be set to the entry date of the current
HL3
HL3 Q&A
1. The Council has discharged it’s duty in accordance with the Non-Permanent Accommodation provision (Regulation 4). When a placement ends prior to the Council being able to offer permanent accommodation, whereupon the applicant is placed back in temp, should we record this on the HL3 and if so how should we record this?
… answer on the next slide two slides
Answer continues
• The provision of Non-Permanent Accommodation is a duty discharge action and should be recorded in Q22 of the HL1.
• For Regulation 4 (interim accommodation) cases, these can be closed at the point the interim accommodation is provided.
• For regulation 5 (PRS) cases, the Council should wait six months to see if the initial SAT has been extended by at least 12 months. If this has happened the case can be closed. If not, keep the case open until duty has been discharged by offering permanent accommodation.
Source: http://scotland.gov.uk/Topics/Statistics/15257/HL1guidance
Answer continues
• When a placement ends prior to the Council being able to offer permanent accommodation, whereupon the applicant is placed back in temp, should we record this on the HL3 and if so how should we record this?
• As the HL1 record was closed at the point the household entered Reg 4. accommodation, a new HL1 must be opened. The new HL1 needs to have Q4, Q4a and Q4b completed.
• Yes. An HL3 should be completed. Q2 of the HL3 should use the new HL1 reference.
Guidance on completion of the HL3 is available at:
http://scotland.gov.uk/Topics/Statistics/15257/1529/HL3/HL3Guidance
Items 9 & 10:
Any other business &
Date of next meeting.
