Coordinated Entry - Matchmaker and Stakeholder

The Coordinated Entry dashboard was designed for use by both stakeholders and matchmakers. To better understand the basics of the Coordinated Entry data analysis model, please review the Coordinated Entry Model Help Center article.

To get the best results with this dashboard and the Coordinated Entry model, the CE system should follow the guidelines described in Coordinated Entry Data Standards Readiness Assessment.

Basic Universe of Clients

• Has a Coordinated Entry Assessment
  • Is Coordinated Entry Assessment Screen, Client Assessments is equal to Yes

Included Looks

The following are descriptions of each included Look. All of the Looks except for "Occupied PH Beds" are created from the Coordinated Entry model.

Rate of Move-in

Of those that have exited the coordinated entry program (with a Coordinated Entry Assessment), what percentage moved into permanent housing.

Included Fields

• Custom Measure
  • Count Household Move-in
    • Custom measure on Number of Clients, Clients 
      

    • is_null(${referral_connection_enrollment_household_move_in_dates.move_in_date_date})=no

• Number of Clients, Clients
• Table Calculation
  • Percent with Move-in
    

  • (${count_household_move_in}/${client.count})*100

Filters

• Reporting Period Filter, Enrollments
  • default: is in the past 12 complete months
• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Active in Project, Enrollments is equal to "No"

Visualization

To demonstrate the Rate of Move-in, a Liquid Fuel Gauge was used.

Hide the following from the visualization:

• Count Household Move-in
• Number of Clients, Clients

From the visualization bar choose the following:

Adjust colors as needed.

Average Days from CE Enrollment to Move-in

Calculates the average days from the coordinated entry enrollment to move-in date from a referred to housing program.

Included Fields

• Project Start Date, Enrollments
• Referral Connected Household Move-in Date, Referrals
• Enrollment ID, Enrollments
• Table Calculation:
  
  • Days to Move-in
    

  • diff_days(${enrollments.start_date},${referral_connection_enrollment_household_move_in_dates.move_in_date_date})

• Table Calculation:
  • Average Days to Move-in
    

  • sum(${days_to_move_in})/count(${enrollments.id})

Filters

• Reporting Period Filter, Enrollments
  • default: is in the past 12 complete months
• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Active in Project, Enrollments is equal to "No"
• Referral Connected Household Move-in Date, Referrals is not null

Visualization

This Look is displayed as a single value:

• Hide the following from the visualization:
  • Project Start Date
  • Referral Connected Household Move-in Date
  • Enrollment ID
  • Days to Move-in
• From the visualization bar, choose single value
  

Occupied PH Beds

Of the total permanent housing beds available in a CoC, how many are occupied. The Look does not include Rapid Re-Housing beds and enrollments.

Data Analysis Model

This is the only Look on this dashboard created from the HMIS Performance model.

Included Fields

It is important the fields are included in this order from left to right.

1. Count, Enrollments
2. Total Bed Inventory, Bed and Unit Inventory

Filters

• Reporting Period Filter, Enrollments matches (advanced) Now
• CoC, Bed and Unit Inventory
  • default is left blank
• Latest Move-in Date Date, Enrollments is before (relative) now
• Project Exit Date, Enrollments is null
• Project Type Code, Programs:
  • PH - Housing Only
  • PH - Housing with Services
  • PH - Permanent Supportive Housing

Visualization

This Look uses a single value with a comparison bar to illustrate the rate of bed occupancy.

• From the visualization bar, choose single value
  
• Edit the visualization as follows:
  

CE Enrollment by Month and Household Type

This Look displays the number of coordinated entry enrollments per month categorized by household type.

Included Fields

• Project Start Month, Enrollments
• Count, Enrollments
• Pivot on Household Type, Enrollments

Filters

• Reporting Period Filter, Enrollments is any time
• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Project Start Date, Enrollments
  • default:  is in the past 12 complete months

Visualization

This Look is displayed as a stacked column chart.

Referral to Permanent Housing Program

The Look reviews the number of households referred to permanent housing programs by month.

Included Fields

• Date Month, Referral History
• Number of Clients, Clients
• Pivot on Project Type Code, Referto Program

Filters

• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Project Start Date, Enrollments
  • default:  is in the past 12 complete months
• Event Group, Coordinated Entry Event is equal to "Referral Event"
• Date Date, Referral History
  • default: is in the past 12 complete months
• Project Type Code, Referto Program is equal to:
  • PH - Housing Only
  • PH - Housing with Services
  • PH - Permanent Supportive Housing
  • PH - Rapid Re-Housing

Visualization

This Look is displayed as a stacked column chart.

Referral to Emergency Shelter, Safe Haven or Transitional Housing

The Look reviews the number of households referred to temporary shelter/housing per month.

Included Fields

• Date Month, Referral History
• Number of Clients, Clients
• Pivot on Project Type Code, Referto Program

Filters

• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Project Start Date, Enrollments
  • default:  is in the past 12 complete months
• Event Group, Coordinated Entry Event is equal to "Referral Event"
• Date Date, Referral History
  • default: is in the past 12 complete months
• Project Type Code, Referto Program is equal to:
  • Emergency Shelter
  • Transitional Housing
  • Safe Haven

Visualization

This Look is displayed as a stacked column chart.

Currently on Queue

This Look displays the number of households, by type, actively on the CE queue as of the date the dashboard is run.

Included Fields

• Number of Clients, Clients
• Pivot on Household type, Enrollments

Filters

• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Active in Project, Enrollments is equal to "Yes"
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Is client currently on queue?, Client Referral Status is "Yes"

Visualization

This Look is displayed as a bar chart.

Assessment Score - Currently on Queue

 

Included Fields

• Assessment Score, Client Assessments
• Number of Clients, Clients

Filters

• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Active in Project, Enrollments is equal to "Yes"
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Is client currently on queue?, Client Referral Status is "Yes"
• Assessment Score, Client Assessments is not null

Visualization

The Look is displayed as a bar chart.

Percent Prioritized

The Look can be started from a copy of "Currently on Queue."

• Simply remove the Filter "Is Client Currently on Queue?"
• Add a "Reporting Period Filter"
• Then add the custom measure and table calculation as shown below.

Included Fields

• Custom Measure
  • # Households Currently On Queue
    • Custom measure on Number of Clients, Clients
    • 

    • ${client_referral_status.Currently_On_Queue}="Yes" 

• Number of Clients, Clients
• Pivot on Household type, Enrollments
• Table Calculation
  • Percent Prioritized
    • 

    • ${households_currently_on_queue}/${client.count}

Filters

• Reporting Period Filter, Enrollments, default is: In the past 12 complete months
• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Active in Project, Enrollments is equal to "Yes"
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank

Visualization

The Look is displayed as a simple table.

Currently on Queue - Detail

Sorted by Assessment Score then Days in Project, this table provides a priority list of those currently on the CE queue along with some details about the household.

Included Fields

• Personal ID, Clients
• Enrollments ID, Enrollments
• Assessment Score, Client Assessments
• Days in Project, Enrollments
• Active in Project, Enrollments is equal to "Yes"
• Chronic Homeless at Project Start, Entry Screen
• Veteran Status, Clients
• Current Age, Clients
• Count Adults, Enrollments
• Count Children, Enrollments
• Table Calculation
  • Household Size
    

  • ${household_makeup.count_adults}+${household_makeup.count_children}

Filters

• Is Coordinated Entry Assessment Screen, Client Assessments is equal to "Yes"
• Community Queue Name, Client Referral Status
  • default is left blank
• Head of Household (Yes/No), Enrollments is "Yes"
• CoC, Programs
  • default is left blank
• Is client currently on queue?, Client Referral Status is "Yes"
• Veteran Status, Clients
  • default is left blank
• Chronic Homeless at Project Start, Entry Screen

Visualization

This Look is a simple table. To sort, do the following:

1. Click on the header for Assessment Score
2. Hold down the shift key and then click on the header for Days in Project

The result should look like this:

Dashboard Filters

The following filters are included in the Coordinated Entry dashboard to allow for additional interactive filtering.

Community Queue Name

• Applies to all Looks except "Occupied PH Beds."

CoC - PH Bed Inventory and Occupancy

• Applies only to "Occupied PH Beds."

CE Assessment Screen Name

• Applies to all except "Occupied PH Beds."

Veterans

• Applies to all except "Occupied PH Beds."

Chronic Homeless

• Applies to all except "Occupied PH Beds."

Move-in Rate and Days to Housing Period

Applies to: 

• Rate of Move-in
• Days to Move-in

Default is in the past 12 complete months.

CE Enrollment Period

• Applies only to "CE Enrollment by Month and Household Type."
• Default is in the past 12 complete months.

Referral Period

Applies to:

• Referral to Permanent Housing Program
• Referral to Emergency Shelter, Safe Haven or Transitional Housing

Default is in the past 12 complete months.

Reporting Period Filter:

Applies to:

• Percent Prioritized

Default is in the past 12 complete months.