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Community Shelter BoardGontinuum of Gare System and Program Indicators Report

Evaluation Definitions and Methodology - FY06

The Evaluation Definitions and Methodology document incorporates methodologies that areapplicable to all variables contained within the Continuum of Care System and ProgramIndicators Report.

The FY2006 Continuum of Care System and Program Indicators Reports monitors the currentshelter, services and permanent supportive housing programs in Columbus and Franklin Countyusing CSB's established performance standards. The report evaluates each program based ona program goal, actual performance data, variances, and outcome achievements.

Agency performance outcome goals were compared with actual performance to determineconsistency with CSB standards. All data generated from the Homeless ManagementInformation System and used in the repon met CSB quality assurance standards, which requirecurrent and accurate data and a 95% completion rate for all required HMIS data variables. TheCSB Homeless Census Report, a standard CSB report that is produced using Crystal Reports,constitutes the data source for emergency shelter. The following information provides anexplanation of specific definitions and methodologies used in our evaluations.

1. Average CSB Direct Client Assistance (DCA) Amount per Household (Direct Housing andTransition Program)

Source: CSB Direct Client Assistance ReportDefined: The average amount of total CSB direct client assistance received per

household during the period. Note: cumulative total for households withmultiple instances of service during the period.

Calculated: f(Total monetary assistance awarded to all households) / total number ofdistinct households that received assistance.

2. Average Length of Stay

a. Familv Housino Collaborative (FHG)

Source: HMIS Custom ReportDefined: The average number of days that total distinct households were served from

the point of FHC entry date to YWCA Family Center exit date. Note: Familieswho had an FHC entry date after their YWCA Family Center exit date areexcluded from this calculation.

Calculated: IfiWCA Family Center exit date - Direct Housing entry date) / the numberof total distinct households served and exited from program during the period

b. Tier I and Tier ll SheltersSources: Daily Bedlist Report for Emergency & Inebriate SheltersDefined: The average number of days that total distinct households were enrolled in or

received services through the program from entry or beginning of period toexit or end of period Note: cumulative totaltor households with multipleinstances of seruice during the period.

Galculated: The total number of bedlist units for the period / the number of total distincthouseholds served

S:\Research and Development\Data\System Reports\lndicators Report\FY2006\Q3\CoC SPIR\CoC SPIR Evaluation Definitions and Methodologies-revised 041306.doc Page 1 ot 7

Gommunity Shelter BoardContinuum of Care System and Program Indicators Report

Evaluation Definitions and Methodology - FY06

3. Households / Glients ServedSources: Homeless Census Report 1 for Emergency & Inebriate Shelters;

HMIS Custom Report for Resource Specialists, PSH, Outreach, Prevention,Direct Housing;CSB Direct Client Assistance Report for CSB Transition

Defined: The number of distinct households served by the program during theevaluation period. Distinct households served are identified by their lastservice record for the program entered into HMIS as of December 31, 2005.Note that clients served equals households served for Permanent SupportiveHousing.

Calculated: The number of distinct households served, based on the last service recordfor the program as of the end of the period.

4. Housing Stability

Source: HMIS Custom ReportDefined: The average length of time measured in months that distinct clients reside in

the Permanent Supportive Housing unit. Measure is not calculated for thoseprograms undergoing full lease up.

Calculated: Step 1: Calculate the total days housed for each client by subtracting theEntry Date from the Exit Date or end of period for all records.Step 2: Determine the average length of stay for all the clients by dividing thesum of total days housed by the number of clients served.Step 3: Divide the average length of stay by 30.5, which is the averagenumber of days in a month.Housing stability is measured using the totalaverage client length of stay(from intake to exit date or 12131105, if still a resident) divided by the totalaverage days per month (30.5 days).

5. Occupancy Rate

a. Permanent Supportive HousinoSource: HMIS Custom ReportDefined: A percentage that reflects the average number of clients residing in a

program per night relative to the program capacity.Galculated: Numben f(exit date or end of period - entry date or beginning of period) /

days in periodRate:

Step 1: f(Exit date or end of period - entry date or beginning of period) /(total units x days in period)Step 2: Divide the results calculated in Step 1 by the program capacity

b. Emerqencv SheltersNote: Evaluated only for Tier ll Emergency Shelters; monitored but not evaluated forTier I Shelters

Source: HMIS ShelterPoint Bedlist ReportDefined: A percentage that reflects the average number of households that stayed in

each emergency shelter per night during the period relative to the emergencyshelter's program capacity. Note: cumulative totalfor households withmultiple instances of seruice during the period.

Calculated: Number: Total bedlist shelter units for the period / total days during the period

I Homeless Census Report is a standard CSB report that is produced using Crystal Reports.

S:\Research and Developmenno"t"or.i,jilo?i88[..0t*0,"",o" Report\FY2006\Q3\CoC SPIR\CoC artl$=r"$?","" Detinitions and Methodolosies-

Community Shelter BoardContinuum of Gare System and Program Indicators Report

Evaluation Definitions and Methodology - FY06

Rate:

Step 1: Divide the total bedlist shelter units for the period by the numberof days in the period.

Step 2: Divide the results obtained in Step 1 by the program capacity.

Successful Housing Outcomes

a. Familv Housino CollaborativeSource: HMIS Custom ReportDefined: The number of distinct households that exited with a'Permanent' housing

destination, excluding exits to family or friends. Refer to the HousingOutcomes Appendix for a list of destinations and their correlation to housingand shelter outcomes.

Calculated: The number of households that exited with successful housing outcomes(based on the last exit) i the number of total distinct household exits

The number of distinct household exits with a'Permanent'or'Transitional'housing exit, excluding exits to family or friends. Refer to the HousingOutcomes Appendix for a list of destinations and their correlation to housingand shelter outcomes.

Calculated: The number of households served that exited with a successful housingoutcome (based on the last exit) / the number of total distinct householdsserved that exited the Program.

c. Tier I Familv Emerqencv Shelter & OutreachSource: Hornetess Census Report for emergency shelter; HMIS Custom Report for

OutreachDefined: The number of distinct households served that exited with a'Permanent'or

'Transitional'or'Emergency Shelter'destination, excluding exits to family orfriends. Refer to the Housing Outcomes Appendix for a list of destinationsand their correlation to housing and shelter outcomes.

Calculated: The number of households served that exited with a successful housingoutcome (based on the last exit) / the total number of distinct householdsserved that exited the Program

d. Permanent Supportive HousinoSource: HMIS Custom RePortDefined: The number of distinct households that are in Permanent Supportive Housing

(PSH) or have a'Permanent' housing exit, excluding exits to family orfriends. Refer to the Housing Outcomes Appendix for a list of destinationsand their correlation to housing and shelter outcomes. Deceased clients areexcluded from the calculation.

Calculated: (The number of households in PSH + the number of successful housing exits(based on the last exit)) / the number of total distinct households served

rHomeless Census Report is a standard CSB report that is produced using Crystal Reports.

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Definitions and Methodolosies-

Source:Defined:

Gommunity Shelter BoardGontinuum of Gare System and Program Indicators Report

Evaluation Definitions and Methodology - FY06

Proqram Goal Achievement and Performance Ratinq

Performance outcome goal'achievement" definition:Achieved Goalis defined as 90% or better of a numericalgoalor within 5 percentage points of apercentage goal, except where a lesser or greater value than this variance also indicated anachieved goal (e.9. Average Length of Stay goal was met if actual achievement is 110% or less ofgoal).

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FY2006 Program Evaluation & MonitoringAppendix l: Housing Outcomes

The following chart identifies various destinations, including successful housing and shelter outcomes, asidentified in the CSB HMIS Data Definitions for 2005-06. Housing/shelter outcomes correspond toServicePoint pick list choices for 'destination' and are used to determine shelter and/or housingoutcomes.

(1) Cl ient housing if the lease/mortgage is in his/her name or if he/sheothenllse has a written agreement that gives him/her a right to reside in his/her housing, such as a roommateagreement.

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Definitions and Methodolosies-

ServicePoint Destination CSB Definition

ClientControl

ofHousing?

(1)

CSB Evaluation Element

Permanent Housing: Rentalhouse/apartment (no subsidy)

Privately owned, market rent housing (notsubsidized) Yes Successful Housing

OutcomePermanent Housing: Public

HousingHousing owned and subsidized by CMHA

Yes Successful HousingOutcome

Permanent: Section 8 Housing owned by a private landlord or partneragency and subsidized through a CMHA Section 8

Voucher or through Section 8 project-basedsrrtrsidv

Yes Successful HousingOutcome

Permanent: Shelter Plus Care Housing owned by a private landlord or partneragency and subsidized through the Shelter Plus

Care prooram administered bv CMHAYes Successful Housing

OutcomePermanent: HOME subsidized

house/apartmentTthe YMCA Permanent Supportive Housing(PSH) program at 40 West Long Street or SEScattered Site Permanent SuoDortive Housino

Yes Successful HousingOutcome

Permanent: umer suDstotzeohouse/apartment

Housing owned by a private landlord or partneragency that has an on-going subsidy throughHUD 202 or 81 1 program, tax credits, or other

sources. includino HUD and CSB

Yes Successful HousingOutcome

Permanenl: Home ownersnrp Housing that is owned by the clientYes Successful Housing

OutcomePermanent: Moved in with

Family/Friends DO NOT USE N/A Unsuccessful HousingOutcome

I ranst$onal: I ransmonalhousing for homeless

Transitional (i.e. New Horizons)

Varies

Successful HousingOutcome (except for FamilyHousing Collaborative and

Permanent SupportiveHousino)

Transitional: Moved in withFamily/Friends

Temporary housing with family or friendsNo Unsuccessful Housing

OutcomeInstitutlon: Psychiatric hospital Temporary/indetinite residence in a psychiatric

hospital for the treatment of severe mental illness No Unsuccessful HousingOutcome

Insnruilon: Inpailenralcohol/drug facility

Iemporary/rnqeflnrre resroence In an Inpailenrfacility for treatment of alcohol and/or drug

addictionNo Unsuccessful Housing

OutcomeInstitution: Jail/prison lncarceration in local, state or federal prison

No Unsuccessful HousingOutcome

Emergency Shelter Emergency Shelter (all including Tier ll shelters) No Unsuccessful HousingOutcome ( except for

Outreach and YWCA-lHN)otner: utner supponrve

Housing DO NOT USE N/A Unsuccessful HousingOutcome

Other: Places not meant forhabitation (street)

Street, condemned buildings, etc.No Unsuccessful Housing

OutcomeOther Hotel. other

No Unsuccessful HousingOutcome

UnknownN/A Unsuccessful Housing

Outcomeis delerminecl lo be in conlrol of his/her if t-q tn if

FY2006 Program Evaluation & MonitoringAppendix 2: Data Element Definitions

Data Element Definition NULL t handling

Adults Served A count of those clients aged 18 years and older.Includes only unique clients. (For those clients withmultiple visits, only last visit is considered.)

Nullvalues in theclients' birth date fieldwill prohibit agecalculation, excludingthose records fromthis metric.

Ages of children Percentages (based on totalchildren) of childrenwithin 0-2, 3-7,8-12, 13-17 age. No calculationsare made tor the Maryhaven program based on theassumption that no children will enter that program.

Nullvalues in theclients.date_birth f ieldwill prohibit agecalculation, excludingthose records fromthis metric.

Average Age ofHead of Household

For Family Shelters, the average age is calculatedfor only those clients who are the head ofhousehold. For Adult Shelters, this is the averageage for allclients. Includes only unique clients.(For those clients with multiple visits, only last visitis considered.)

Nullvalues in theclients' birth date fieldwil lprohibit agecalculation, excludingthose records fromthis metric.

Average monthlyhousehold incomeat entry

Calculated by adding the entry income fieldstogether for each client and then dividing that sumby the number of clients.

Entry income fieldswhich are NULL areconverted to 0 (zero),in order to beincluded in theaverage calculation.

Average Number ofChildren

Calculated by summing the total number of childrenand dividing the sum by the number of uniquehouseholds. No calculations are made for theMaryhaven program based on the assumption thatno children will enter that program.

Nullvalues in theclients.date_birth fieldwill prohibit agecalculation, excludingthose records fromthis metric.

Children Served A count of those clients aged 17 years andyounger. Includes only unique clients. (For thoseclients with multiple visits, only last visit isconsidered.)

Nullvalues in theclients' birth date fieldwill prohibit agecalculation, excludingthose records fromthis metric.

Clients Served A count of clients who were served within thespecified period. Includes only unique clients. (Forthose clients with multiple visits, only the client'slast visit is considered.)

N/A

Ethnicity Hispanics and Non-Hispanics as a percentage oftotalclients. For Family Shelters, only head ofhousehold is considered. For Adult Shelters, allclients are considered.

Null entries areconsidered'Non -Hispanic'

' Null is defined in the context of this report as any blank or unusable data.

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FY2006 Program Evaluation & MonitoringAppendix 2= Data Element Definitions

Data Element Definition NULL t handling

GenderPercentage

The number of men and women as percentages ofthe totalfor the men's and women's shelterscombined. Transgender, Unknown and NULLgender types are ignored. For Family Shelters, thisis calculated only for head of household. For AdultShelters, all clients are considered.

Null gender types areignored.

HouseholdsServed

For Adult Shelters, a count of unique clients whowere served during the reporting period. ForFamily Shelters, a count of unique families thatwere served during the reporting period. Includesonly unique clients. (For those families withmultiple visits, only the family's last visit isconsidered.)

N/A

Mean Family Size Calculated for Family Shelters only. Formuladivides the Total lndividuals in Family by thenumber of households.

N/A

Percent Working atEntry

For Adult Shelters, clients flagged as working atentry as a percentage of the total number of clients.For Family Shelters, this percentage is calculatedonly on those clients marked head of household.

Nullvalues areconsidered'NonWorking'.

Race of head ofhousehold

Black, White, and Other clients as a percentage oftotalclients. For Family Shelters, only head ofhousehold is considered. For Adult Shelters, allclients are considered. The Other group includes allclients that are neither Black nor White.

Nullentr ies areincluded in the'Other'category.

SuccessfulHousing Outcome

Percentages of successf ul/unsuccessf u I outcomes(see definitions under'Housing Outcomes), ascompared the combination of successful andunsuccessf ul outcomes.

N/A

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