The HEARTH (Homeless Emergency Assistance and Rapid Transition to Housing) Act, planned for full implementation in 2011, holds organizations to a very high data standard.  Under this legislation, grants are more closely tied to proven solutions and homeless systems performance.  It also emphasizes prevention and recognition of the rapid re-housing model.  As an incentive for demonstration of qualified results, communities designated as “High Performance” will be rewarded with more flexibility to use funding awards.

To improve service delivery and prepare for HEARTH compliance, Harford County, Maryland [www.harfordcountymd.gov] has gone through a significant data quality evolution that began several years ago, and is preparing now for changes coming to HUD reporting and funding, according to Patty Hammond, Grants Specialist, for Harford County, Maryland.

The process of enhancing the local HMIS system for Harford County began in 2008 when the county switched from a “closed” HMIS system to an “open” system.  In the previously closed system, participating agencies did not share their data within the community.  Harford County determined that clients would be better served if case workers knew their entire history via an open system approach.

"This was a big change, and we immediately saw the benefits," said Hammond. "Using ServicePoint’s ART reports, we were able to easily locate and correct numerous duplicate client records for individuals being served in the community.  Many clients had five or more duplicate entries."

In the fall of 2008, Harford County took the goal of clean data a step further and began focusing on data quality by closely monitoring the HUD universal data elements. "We could easily see where data was missing using the ServicePoint’s ART Data Quality Reports,” shared Hammond.  Harford County then took steps to correct poor data entry, and in November 2010, Hammond anticipates that each agency will have the ability to run their own Data Quality reports and monitor their data.

“We will begin this process by fully training Program Managers and Executive Directors on the proper way to enter data into ServicePoint,” continued Hammond.  “Once agency administrators and grant writers learned the details and types of demographic data being collected in the data entry process, they began asking for reports. ‘I need a report that tells me...’ was a common request.”  

Ultimately, Program Managers will be trained to produce their own reports.  Executive Directors will also be educated on ServicePoint’s ART report availability.  “Many of them didn’t realize how critical data entry is to funding and providing a high level of service to clients,” explained Hammond. This knowledge will allow Executive Directors and project decision makers to be aware of the types of reports that are available and to request them from their staff.  

“Harford County is the HUD grantee, so we were able to tie compliance to on-going funding draws,” said Hammond.  “This provides an incentive for having clean data and rewards those agencies which are willing to improve data quality and client outcomes.”

Hammond emphasized that one of the ongoing benefits of clean data is the ability for Executive Directors and community leaders to do accurate strategic planning.  When the agency and community have a strategic plan, entering data is the primary method of categorizing results.

Harford County plans to be fully prepared for the HEARTH Act implementation.  “We know high performing communities will benefit through streamlined funding approval, and by earning flexibility to focus the funds where most needed in the community,” said Hammond.  “We also want to meet the requirement to transfer our data electronically.  Both APR and HEARTH data will be electronically transferred in 2011 (as opposed to submitting a hard copy report.)”

“Agencies must understand that outcome measures and performance are critical for funding,” said Hammond. “I encourage agencies to take advantage of ServicePoint’s ART now so they will be ready to provide the detailed data that is required for evaluation and designation as a High Performance Community.”

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