Communities nationwide seek to prevent homelessness and find lasting solutions for improving the overall wellbeing and stability for individuals and families experiencing homelessness. This can be a daunting task due to the complex health and social needs of each individual. In addition, the Department of Housing and Urban Development (HUD) requires each Continuum of Care (CoC) to comply with their standards for data collection, management, and reporting. In order to succeed, CoCs need an integrated and flexible Homeless Management Information System (HMIS) to easily coordinate services, track an individual’s progress, and demonstrate effectiveness to HUD.

ClientTrack HMIS Software is an advanced case management and housing solution that focuses on meeting the needs of HMIS continuum member agencies. ClientTrack HMIS is configured to meet the latest United States HUD data standards, and comes with all of the latest HUD compliance reporting requirements pre-configured.

ClientTrack software helps Homeless Service providers to manage intakes, perform assessments, and show outcomes to funding sources. The solution can be used as a standalone system, but also allows organizations to participate in their local Continuum of Care (CoC). For example, Utah HMIS administers a statewide database for three CoCs and more than 70 participating agencies. Agencies share records including basic client information, programs, services, and some assessment data in order to develop a care coordination strategy for ending the individual’s homelessness.

Coordinated Assessment

Coordinated assessment puts people at the center of your interventions and identifies the best options for each individual and family experiencing homelessness. Coordinated assessment is a paradigm shift from the traditional first come first served mentality. Using a common assessment tool, clients are placed on a priority list and matched to available programs based on priority.

ClientTrack HMIS

  • Uses client-centric decision making
  • Provides user-friendly standard forms and assessment processes
  • Simplifies matching the right resources with the right individuals
  • Prioritizes and targets resources
  • Coordinates referrals throughout the CoC
  • Utilizes meaningful data to document and evaluate program effectiveness
  • Facilitates coordinated communications with various stakeholders

VI-SPDAT

The VI-SPDAT is a first-of-its-kind pre-screening tool designed to be used by all providers within a community to quickly assess the health and social needs of homeless individuals. Individuals are prioritized based on:

  1. Level of need
  2. Score on the assessment
  3. Available housing resources

After staff have conducted the VI-SPDAT for an individual, ClientTrack HMIS generates a list of appropriate interventions based on the VI-SPDAT score. Staff can then generate a referral for housing and services in real-time.

Reporting

ClientTrack’s powerful reporting engine helps you monitor and synthesize the data you collect to stay on top of your operations, evaluate and report on outcomes, and increase funding. ClientTrack is HUD-compliant, enabling HMIS coalitions to deliver critical emergency shelter and housing services while collecting all required Federal Partner data elements. The application can be tailored to meet the unique needs of all organizations in a continuum.

ClientTrack includes two different types of reporting—formatted reports built with Microsoft Report Builder and ad-hoc reports created with our integrated Data Explorer or Query Designer tools.

All our HUD reports meet or exceed the standards included in the most recent (2014 v5.1 HMIS Data Standards. Built-in reports include:

  • Annual Performance Report (APR) for CoC Grant funded projects
  • Emergency Solutions Grant Consolidated Annual Performance and Evaluation Report (ESG CAPER)
  • Point in Time (PIT) Report
  • Supportive Services for Veteran Families (SSVF) CSV Export
  • Runaway Homeless Youth (RHY) CSV Export
  • Annual Homelessness Assessment Report (AHAR)
  • System Performance Measures
  • Projects for Assistance in Transition from Homelessness (PATH) Annual Report
  • Housing Opportunities for Persons with AIDS (HOPWA) APR

Data Explorer

Data Explorer is a drag-and-drop tool to create ad hoc reports without requiring any programming knowledge or query expertise. Simply drop desired reporting criteria onto your report builder to quickly answer questions at any time, from any device. Reporting tools that give you everything you need to instantly access data, review and measure outcomes, and maintain regulatory compliance. Data Explorer lets you analyze, explore, and visualize your data in ways that are simply not possible with other tools. Casual users and power users alike appreciate having a powerful analytics tool with the simplicity of a drag-and-drop user interface. Kelly Muldoon, Program Manager at Room In The Inn Nashville, said “I was able to pull up Data Explorer and Query Designer on my iPad during a meeting and it gave me everything I was looking for right then.”

Query Designer

For advanced users, the ClientTrack Query Designer provides admin-level access to directly query data within the ClientTrack database. Designed for enterprise-level users with an advanced understanding of SQL and relational databases, the Query Designer is a powerful way to access data for mass data extraction, to merge with other data sources, or to meet specific organizational requirements. Authorized users can select data, identify advanced join parameters, perform SQL calculations and expressions, sort return results, utilize parameters and apply simple or complex filters.

Data extracted using the Query Designer can be used within ClientTrack as a data source for dashboards, graphs, and formatted reports or combined with information from other data systems to create a holistic picture of program and operational performance.



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