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National Alliance to End Homelessness
July 17, 2012
Chuck Keenan
Housing Coordinator
Allegheny County (PA) Department of Human Services
Using an Integrated Data Systems to Better Serve People
Experiencing Homelessness
MULTI-SYSTEM CONSUMERS
2
Under 18 years 18 years and older
Served by one program office 60% 41%
Served by two program offices 23% 23%
Served by three program
offices
11% 15%
Served by four or more
program offices
6% 21%
Persons served by DHS in 2010,
approximately 202,000 (unduplicated)
ORGANIZATIONAL VIEWPOINTS
DHS provides an integrated set of services Consumers are “Consumers of DHS” Staff work for DHS Program Offices were created for management purposes Providers contract with DHS, not Program Offices DHS data Community resource
DATA WAREHOUSE GOALS
Improve Services to Clients
Avoid providing information redundantly
More timely delivery of services
Holistic view of client
Improve The Ability Of Workers To Perform Their Jobs
Efficient use of workers’ time (less paper, more use of electronic information, elimination of duplicate paperwork)
Full view of clients’ needs
Ability to accurately match services to client needs
Improve Ability To Manage & Administer Program Operations
Identification of duplication & / or gaps in services provided
GIS mapping – better identification of geographic needs
Management information to improve planning & allocation of resources
Improved consolidation of reports – trends, state, federal
Better connection between services & fiscal systems
Support the use of this community asset
4
BUILDING BLOCKS
Common Id
Common Intake
Common Assessments
Strong Source Systems
Common Service Offerings
Common IT Architecture
Common Core Practice Philosophy
Common Service Plan
Common Payment System
Common Training
Common Program/Fiscal Monitoring
Legal Analysis
5
SHARED IT SERVICES
6
Application Development
Maintenance and Operations
Systems Development
Training and Implementation
Business Process Optimization and
Re-Design
Reporting and Queries
Data Analysis and Research
Reports
Development
Data Warehouse Operations and
Maintenance
User Support Services
Helpdesk
PC Support
Core Technology
Services
Application Architecture
Server Infrastructure
Backup and Recovery
Technology Solutions
AIMS CYF
OCS OBH
OID
AAA
DARE
OCR
DHS
Intellectual
Disability
Area Agency
on Aging
Community
Service
Behavioral
Health Program
Offices
Contracts
Administration
and Compliance
Human
Resources Data Analysis
Budgeting &
Financial
Management
New
Pro
vider
Applic
atio
n
Contr
act
Work
flow
Man
agem
ent
Acc
ounts
Pay
able
IV-E
Reve
nue
Genera
tor
Staf
fing
Ove
rvie
w
Staf
fing
Stru
cture
Staf
fing
reso
urc
es
Action Tracker/Dial Trac
DHS Assist/DHS Request
ECAPS / ALDA / HCSIS/SAMS/LIFT
JD Edwards/OnBase
KIDS
MCI
MPER
Data Warehouse / DataVue / QuickVue
Integrated and Comprehensive Service to our
Consumers , Providers, Workforce
DHS
Shared
Services
Areas
Information
Assets
Desired
Outcome
Key
Business
Functions
STRUCTURE AND FRAMEWORK
7 C
entr
al
pro
cess
ing
Unit
Children,
Youth, and
Families
Com
plia
nce
Information
Systems
Management
Applic
atio
n
Dev
Core
Tech
nolo
gy
Use
r
Support
Report
s &
Queri
es
Polic
y
ECAPS
7/19/2012 8
Office of Community Services
Homeless Management Information Systems (HMIS)
Office of Behavioral Health
IRES
Mental Health Services
Forensic Services
Psychiatric Tracking System
Executive Office
Maximizing Participating Project
Client Registration
Assessments Provider
Management Service
Authorization Services
Rendered Outcomes
Management
M
O
D
U
L
E
S
F
U
N
C
T
I
O
N
S
Master
Client
Index
(MCI)
Master
Provider
Enterprise
Repository
(MPER)
ECAPS Electronic Client and Provider System (ECAPS)
ECAPS is a case management system serving adults and families and
includes several assessment and service coordination modules. It
primarily serves the DHS offices listed in the below diagram.
HMIS
Housing and Urban Development (HUD)
Homeless Assistance Program (HAP)
Homeless Prevention and Rapid Rehousing Program
(HPRP)
7/19/2012 9
• Homeless Management Information System (HMIS) is a data collection application within ECAPS that is mandated and designed to capture client level information over time on the characteristics and service needs of men, women and children who are experiencing homelessness.
• This program is mandated by Housing and Urban Development (HUD) and is set to measure effectiveness of program and service delivery with the goal of reducing homelessness and increasing consumers’ capacity to live independently.
• HMIS supports three primary modules listed below:
Federally Manadated Reports
- AHAR
- APR
- QPR
- MPR
Core Functions
- Assessments
- Service Plans
- Outcomes
- Census
DATA WAREHOUSE DATA SOURCES
10
Allegheny County Housing Authority
Allegheny County Jail
Allegheny County Medical Examiner’s Office
Department of Public Welfare
Housing Authority City of Pittsburgh
Juvenile Probation
Pittsburgh Public Schools
Clairton Public Schools
Potential Data Sources
“Place-based Data”
County Probation
Health Department
Employment & Training
Aging
Children, Youth and Families
Community Service Block Grant
Drug & Alcohol
Early Intervention
Family Support Centers
HeadStart
Human Services Development Fund
Homeless/Housing
Low Income House Energy Assistance Program
Maximum Participation Project
Medical Assistance Transportation Program
Mental Health
Mental Retardation
System of Care Initiative
Pre-1996:Over 80
separate client based systems
October, 2000:Electronic Client and
Provider System (eCAPS) built to join
multiple systems onto one operating platform
April, 2001:Data Warehouse built
for the purpose of unduplicating clients
April, 2002:DW Bridge and Unduplicated
Clients tables built January, 2005:Rematching Effort Completed: 15,000
duplicate client records merged
January, 2003:First External Source
Imported (Department of Public Welfare)
December, 2004:11 Data Sources
Imported into the DW
January, 2006:ReportNet Goes into Production
for Internal Users
May, 2006:Cubes Move to
ReportNetExternal User
ReportNet Access set up
October, 2007:DHS Moves to Near Real Time
Data Warehouse
April, 2007:DW –
Master Client Index Integration
eCAPSAAA
4/2001
2000
19962001
20072006
2005
2004
2003
2002CYF Parents
6/2001
MATPALDA
9/2002
DPWLIHEAP1/2003
CCBHO7/2003
FSC8/2003
AAA (SAMS)9/2004
HACP3/2006
Probation & Parole5/2006
CSBG7/2006
HSDF8/2006
ACJ10/2006
JPO6/2007
ACHA1/2006
DOC4/2006
January, 2007:Client matching
algorithm merges 24,000 duplicate client
records
2008
2010
November, 2007: Cubes built from real-
time DW (Daily, weekly and monthly)
December ,2007: DW jobs
automated through scheduling tool
JPO Placement
5/2008
Medical Examiner7/2008
CSP6/2008
July 2008: QuickVue
CYF Placement
4/2008
April 2008: CYF Reports in Cognos8
Additional CYF
Parents11/2006
PPS 10/2009
DATA WAREHOUSE TIMELINE
11
Client Demographics
Provider Information
Service Information
Fiscal Information
• Name
• SSN
• Gender
• DOB
• Address
• Race
• Marital Status
• Education/ Employment
• Living Arrangement
• Services and Specialized Services Offered
• Location of Services
• Service Type
• Service Location
• Clients Served
• Units of Service
• Cost of Services
DATA WAREHOUSE COMPOSITION
3%
10%
10%
2%
13%
29%
3%
5%
8%
8%
34%
1%
4%
7%
23%
28%
1%
7%
30%
31%
1%
6%
6%
9%
24%
1%
3%
3%
2%
27%
1%
14%
15%
2%
9%
10%
Juvenile Probation Placement
Juvenile Probation
JUVENILE JUSTICE
INTELLECTUAL DISABILITY
Public Welfare: TANF
Public Welfare: Food Stamps
Homelessness/Housing Support
Public Housing Assistance
Family Support Centers
Medical Transportation (MATP)
System of Care Initiative
Drug & Alcohol
Early Intervention
Mental Health
BEHAVIORAL HEALTH
CYF as Parent
CYF Placement
CYF
CHILD WELFARE
Involved Within Last Year Prior Involvement
CHILD WELFARE
BEHAVIORAL HEALTH
SUPPORT SERVICES
INTELLECTUAL DISABILITY
JUVENILE JUSTICE
Overlap of Children Served
53 percent (14,450) of PPS Students have prior Human Service involvement 36 percent (9,750) were involved with a Human Service within the last year
Homelessness
System Involvement
68%
60%
45%
38%
36%
23% 23% 23% 22%
10%
100%
85% 85%84%
63%
75%
23%
19%
32%
16%
0%
20%
40%
60%
80%
100%
120%
MH DPW (FS) DA MATP ACJ DPW (SSI) DPW (OM) DPW (GA) CYF
(parents)
CYF
System
Perc
en
t o
f P
op
ula
tio
n
Homeless Population (N=2033)
5% High-end (N=88)
Homelessness
Estimated Annual Cost to Serve High-End Population N=88 - clients in SWES, ES and St. Outreach (10/1/07 and 9/30/08)
MH, $3,165,559 , 83%
MR, $4,901 , 0%
DA, $389,569 , 10%
Jail , $153,325 , 4%
H&H Housing, $20,443 , 1%
CYF, $85,896 , 2%
Total Cost = $3,819,693
Conclusions and Lessons Learned
Our data warehouse has helped us to prove our organizational assumptions that people do not just have a single condition and that we must serve clients holistically—they enter and exit multiple “systems” throughout their lives
Our data warehouse lets us see where our homeless clients are and where they have been
“Your clients are our clients”– we share the same consumers, so we should work together
Allows us to approach other entities to establish partnerships Jail Re-entry
Former child welfare participants
Behavioral Health
Contact Information
Chuck Keenan
Housing Coordinator
Allegheny County Department of Human Services
1 Smithfield Street
4th Floor
Pittsburgh, PA 15222
(412) 350-5606
