BoS Coordinated Entry: Level 4 List Holders - Working with the Prioritization List

This resource is designed for Level 4 List Holders who are working with the Missouri Balance of State Continuum of Care (MO BoS CoC) on behalf of a Level 4 Coordinated Entry agency.

Table of Contents

There are 4 Core Concepts to keep in mind when taking on the role of a Level 4 List Holder:

1. CoC CES (Coordinated Entry System) Responsibilities and CoC Understanding
2. Maintaining the Prioritization List
   1. Pulling the List
   2. Working with Priority List Data
   3. Sharing the PL Securely
   4. Cleaning the List and working with agencies to ensure client data accuracy
3. Case Conferencing
4. Issuing HMIS Referrals

Core Concept 1: CoC CES Responsibilities and CoC Understanding

The first step to being an effective List Holder is understanding the responsibilities of the Level 4 within the Missouri Balance of State Continuum of Care. This involves an understanding of the Level 4 List Holder CES responsibilities and the Continuum of Care framework.

Additionally, Level 4 List Holders are to work closely with the regional Coordinated Entry Lead and the Non-HMIS List Holder to ensure effective communication, processing, and data entry. For more detailed information, refer to the policy on the MO BoS CoC website.

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Core Concept 2: Maintaining the Prioritization List

The Prioritization List is a vital tool within the MO BoS CoC. This list contains personal information about clients within the Coordinated Entry System (CES). Client data is collected by annually-certified CES assessors at multiple agencies and entered into the Homeless Management Information System (HMIS).

Coordinated Entry Leads and List Holders use the Prioritization List to identify clients most in need. To determine if individuals and/or families are a good fit for Coordinated Entry, refer to resources on the MO BoS CoC website. Specifically, consult the CES Written Standards, Written Standards for Homelessness Assistance Programs, and the Order of Priority Policy for a clear understanding. Additionally, data accuracy is essential, as housing decisions are based on the client data provided, which is reflected in the list.

Maintaining the list involves several key tasks, such as:

1. Reviewing & pulling reports in HMIS
2. Working with Priority List (PL) data
3. Sharing the PL securely
4. Cleaning the List and working with agencies to ensure client data accuracy

Key Task 1: Pulling the Prioritization List

When working with the Prioritization List, data must be handled with respect and accuracy. This information is not just data, it represents real people in need of assistance. Ensuring accuracy and confidentiality is paramount to making informed decisions. As Level 4 List Holder, it is up to you to ensure that you complete these duties with appropriate due diligence.

1. Log Into HMIS: To begin, log into the WellSky Community Service HMIS.
2. Connect to BusinessObjects: Once logged on, navigate to the "Connect to BusinessObjects" button in the upper right-hand corner.
3. Access Folders: On this home page, select Folders
4. Find Appropriate Folder: In Folders, click > Public Folders > missouri_live_folder
5. Select Correct Report Folder: From these files select Balance of State CoC (Please note, in this folder there are other reports that may be helpful!)
6. Choose the Prioritization List Report: Select BoS CoC Prioritization List (FY24 v2.8)

Now, you will set the prompts for your Prioritization List.

Prompts:

• EDA Provider: Search for the Level 4 Provider of your Region, and ensure that you select the instance that is not specific to any one project. Example: TA (Test Agency) (Provider Number)
• Effective Date: The effective date is the day that you are pulling the list.
  • If you use a past date, any clients who have been placed on the list after that date will show negative days on the list.
  • Double check using the Calendar icon on the right to ensure date accuracy.

• Select All Counties in Region: Use the search function to find the counties in your coverage area.
  • Tip: If pulling list for a specific region, search Region # and this will give you counties that fit.
  • Note: Be aware of additional values not specific to a region, such as: Anywhere OUTSIDE the BoS CoC, Greene, Jasper, other CoCs, etc.
  • Important: Use of Z in ICAs HMIS denotes archived items.

When all prompts are correct, select Run on the bottom right corner of this container.

Downloading the Report (Prioritization List)

To work with the data and to have a functional prioritization list to use with providers at case conferencing, you need to download the report to Excel. Use the down-arrow icon in the upper left corner to download the report.

Exporting the Report:

1. Choose File Type and Information: In the left-hand menu of the pop-up box, select the file type for the download, which in this case is Excel.
2. Recommended Content for the Prioritization List:
   1. Summary: Not necessary but good to keep track of what providers are actively working in the system.
   2. Active List: This includes all clients active in the MO BoS CoCs Coordinated Entry System (Youth & Veterans included)
   3. Youth Active List
   4. Veteran Active List
   5. Housing Referrals Report: Refer to this during case conferencing
   6. Additional Information- Provides report prompts. This is good to see where the data came from and to check for any errors.
3. Export: Once you have selected all the data you would like included in your download, select Export.

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Key Task 2: Working with the Data in Excel

• To begin, navigate to the Downloads files of your computer.
• Select the BoS CoC Prioritization list (FY24 v2.8)

When the file opens, select Enable Editing from the ribbon at the top of the screen. This gives you the ability to edit the spreadsheet. Tread carefully, as any data changed at from this point on will be on you as the list holder.

• Check the data you have including Summary, Active List, Youth Active List, Veterans Active List, Additional Information.
• If you are a new user, it is recommended to explore on the tabs at the bottom of the sheet and also scroll horizontally to see all the data that is included.

Now that you have familiarized yourself with navigating and enabling editing in Excel, lets get into the specific data you will need to pay attention to in this Prioritization List.

Data to Note in PL:

• Client ID number - Always keep this information. Do not send clients name in communications to maintain confidentiality.
• Days on List - Clients who have gone 60 days and longer with no contact are no longer considered active and should be removed from the list.
• Provider adding Client to the PL - Its beneficial to have this information to reach out to agency for data discrepancies.
• Current County - This indicates the location for regions.
• Relocation County - Shows where clients are willing to relocate to.
• Yellow Cells with Red Text - Signify that the client is not eligible for housing, because they are not literally homeless. This is often because they already have housing (such as rental by client, staying or living in a friends room, apartment, or house, or staying in a hotel/motel paid for by the client).
• Red Text - Indicates missing data that may need to be addressed.

Now that you have familiarized yourself with the data, lets see how to organize this information for use.

Filtering the Data:

To begin working with the data, we are going to filter this data.

1. From the top menu of Excel, select Data.
   1. Have a cell in the title row selected.
2. From there, select the Filter tool.
   1. You should see drop down arrows appear on your title row in the sheet.

Use the drop-down arrows to see the filter options.

Navigate to the Relationship to HoH column. Click the down-arrow. Uncheck the boxes for everything except: Self (Head of Household). Hit OK.

Now, you have a list of all the active heads of household in the coverage area.

The raw list pulled from HMIS is already sorted in Order of Priority per CoC regulations.

Inclusion of Non-HMIS Clients

Hold! Your Prioritization List is not complete!

We need to include non-HMIS clients. These are clients who opt out of sharing data with the HMIS upon intake. This is often a survivor of domestic violence, as they may prefer to keep data protected and opt to not use any names in data sharing.

Accessing the Non-HMIS Prioritization List

To have access to the Non-HMIS Prioritization List of the MO BoS CoC, you must work with the Lead Agency of the MO BoS CoC to gain training and understanding of the non-HMIS processes.

Merging the Non-HMIS PL

• Access Smartsheet
  • Note: The Lead Agency of the CoC must share these workspaces with the non-HMIS list Holder. The non-HMIS List Holder works with the Level 4 List Holder to include non-HMIS clients on the Prioritization List.
• Export Non-HMIS PL for desired Region(s).
  • Note: Master Sheet does not fit the PL perfectly. Data is accurate but organized differently.

• Copy and Paste into Active List PL.
  • In the spreadsheet highlight all of the data, including the columns at the end.
  • Right click to hit copy in the menu or CTRL+C for a keyboard shortcut.
  • Open your BoS PL Excel sheet.
  • Scroll to the bottom of the data From the left most cell of the sheet, paste (CTRL+P) the Non-HMIS list into the sheet.

Sorting the Data

Click on Sort.

This is your sorted Prioritization List!

For most Accurate Lists:

The Level 4 List holder is expected to provide the most accurate prioritization list for providers and case conferencing. This includes merging the non-HMIS lists the for the Youth Active List and Veterans.

Active List For Youth:

1. Access the Non-HMIS Youth Active List
2. FILTER Non-HMIS PL to find youth in your coverage area.
3. Copy and paste this into Youth Tab of the BoS Prioritization List sheet
4. SORT data according to Order of Priority

For Veterans:

1. Access the Non-HMIS Veteran Active List
2. FILTER Non-HMIS PL to find Veterans in your coverage area
3. Copy and paste this into Veterans tab BoS Prioritization List sheet
4. SORT data according to Order of Priority.

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Key Task 3: Sharing the PL & Data Security

Sharing the PL with Authorized Individuals- As stewards of data for vulnerable individuals, it's our duty to ensure its confidentiality. Here are expectations for sharing the Prioritization List with authorized individuals while upholding the standards of privacy and security:

• Ensure Confidentiality: Work with the CE lead to ensure that only agencies with a signed Memorandum of Understanding (MOU) agreement with the CoC receive the Prioritization List.
• Securing Personally Identifying Information (PII): When sending out the Prioritization List, ensure that it is a password-protected Excel sheet to safe guard for Personally Identifying Information (PII) of clients. The password for this Excel sheet must then be sent separately.
  • You can also send an encrypted email, this must be set up by internal IT.
  • This includes copies or iterations of the list and/or client data in files on your computer. Ensure that you handle client data in accordance with Privacy and Data Standards, as well as HUD record keeping expectations.
• Collaborate with Your Internal IT Team: Work with your IT team to implement internal measures for securing and sending the PL.
  • If internal measures are not viable, collaborate with your CE lead to send out encrypted versions of the list.

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Key Task 4: Cleaning the Prioritization List & Working with Agencies for Data Accuracy

As the level 4 List Holder, maintaining a current and accurate Prioritization List is essential. This involves not only sometimes removing clients who are no longer accurately engaged in the system but also ensuring data integrity in entries from other agencies. Currently, there are limited policies outlining the circumstances under which Level 4 List Holders can edit other agencies data. However, as part of maintaining the list, List Holders should communicate with agencies to ensure data accuracy and integrity.

• Keeping the List Accurate: To keep the list current and accurate, the Level 4 List Holder may have to remove clients in HMIS that are no longer actively engaged in the system, especially if the assessing agency is unable or unwilling to remove them.
  • These are clients who have not engaged with the system in over 60 days. They are considered Inactive.
  • Ensure that as a Level 4, you coordinate with the assessing agency before removing any client from the list.
• Addressing Data Issues: The Level 4 List Holder will need to call attention to data issues that influence prioritization. For instance, when chronicity status is not entered correctly, those clients immediately go to the bottom of the list. The Level 4 would reach out to the assessing agency to request more accurate data be put into the HMIS record.
  • Note- Be kind in your communication with agencies. Ensure that you are not admonishing them for bad data. We are all on the same team and want appropriate clients to be prioritized.
• Effective Case Conferencing: To have an effective case conference meeting and ensure that referrals are made for clients in need of assistance, it is essential to keep the list updated.
  • When a client is referred but not reachable, not eligible, or not able to get to the project, it prevents other clients from being served in a timely fashion.

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Core Concept 3: Case Conferencing

For information on the process and guidelines for case conferencing within the MO BoS CoC, refer to BoS Coordinated Entry: Level 4 List Holders - Case Conferencing. This resource provides insights into the process of case conferencing, and best practices for preparing, facilitating, and follow-up on case conference meetings. It includes direction on coordination with service providers to ensure that individuals and families experiencing homelessness receive tailored, timely and effective support.

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Core Concept 4: Referrals

Referrals in HMIS are how clients are able to get connected with the agencies that best fit their needs. Per the MO BoS CoCs Coordinated Entry Standards, referrals are to be issued to the requesting agency within one business day of the request. Level 4 List Holders are expected to respond to requested referrals, either via email, case conferencing meeting or other communication within this time frame. To learn how to issues referrals in HMIS, refer to these resources from ICA's KnowledgeBase:

• BoS Coordinated Entry: Level 4 Access Points- Recording Housing Referrals Through Coordinated Entry: This resource is a step-by-step guidance on how to record housing referrals.
• BoS Coordinated Entry: Managing Housing Referrals: This resource explains how to manage and track referrals via Counts Report, as well as how to close PSH/RRH Referrals.
• Project Entries through BoS Coordinated Entry Report (Side Door Report): This report tracks whether clients in HMIS-participating Rapid ReHousing (RRH) and Permanent Supportive Housing (PSH) projects were referred through Coordinated Entry. This allows the ability to identify clients lacking a recorded referral and Level 4 List Holders should follow up with agencies to ensure compliance with funder requirements.

By utilizing these resources, you can effectively issue and manage referrals, ensuring compliance with HUD requirements and supporting clients through the coordinated entry system.

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ICA Recommendations

• Suggested Timeline for Case Conference

Share the Prioritization List with appropriate providers a few days ahead of case conferencing to allow time for review and error correction. Ideally, send the most up-to-date list the day before or the day of the case conference meeting for use during the session.

It is ideal to run 2 PLs per month, one solely for the purpose of data clean up, and the other for case conferencing.

• Effective Communication with ICA

Be proactive in communication with ICA regarding data quality or irregularities in client prioritization. If you notice discrepancies or concerns, don't hesitate to reach out to ICA for support.

As a Level 4 List Holder, your role is pivotal in maintaining a successful Coordinated Entry System within the MO BoS CoC. By following the core concepts and additional guidance provided, you will be equipped to manage the PL and ensure the most vulnerable clients receive appropriate support.

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