While we tend to keep our eyes on the Actively Homeless number, the other five Inflow and Outflow data points provide great insight into communities’ bright spots and challenges.
The high and low value method (credit to Built for Zero Canada) examines the By Name List chronic Inflow and Outflow data points by asking questions specific to each data point to help communities understand movement in their system. The method is best used by asking multiple team members from different roles what they feel is working well and what needs improvement. From there, the solution is co-designed and tested in a PDSA cycle.
When analyzing data with the high and low value method, communities can use this guide to help determine next steps:
Step One: Pick a data point that looks like it might have bright spots / challenges.
Step Two: Identify the particular bright spot / challenge that could be affecting the data point.
Step Three: Scale down the bright spot / challenge into a test of change and complete a tried-and-true PDSA cycle to determine if you can replicate the bright spot or solve the challenge.
The High and Low Method: Questions and Prompts
OUTFLOW
Move-Ins: High Value
Were there particular strategies or process changes that led to more housing placements (e.g. new matching system, new agency at the table, change in outreach methods for finding people)?
Did specific agencies/community partners do anything different to increase move-ins? Can their strategy be used with other agencies?
Was there an increase in units? Was this because of a new partnership with a new agency or landlord? Was a new building opened? How were they found/acquired?
Did your community receive housing allowances/rent subsidies that led to the increase? Do you have any left? Can you acquire any more?
Move-Ins: Low Value
What are barriers to getting people housed?
Is housing stock low in your community? Can you determine that this is the actual cause?
Are there bottlenecks in your process?
Are people losing placements because they do not have the proper documentation when applying for a lease? How can you make sure that they have the appropriate documents so they can easily apply for housing?
Are there any process gaps?
Is there a particular intake, matching process, or program acceptance that is stalling the process of moving someone into housing? How can you bridge this gap?
Moved to Inactive: High Value
Something in your system is not working as effectively or efficiently as it could be.
Is the list being updated correctly and in a timely manner? Are agencies adhering to the agreed upon timelines for data submission? Would a process training refresher help remedy this?
How is your outreach strategy doing? Would it be beneficial to review your coverage system and hot spots?
Was there a data clean recently?
If this number spiked because you realized people were on your list who should not have been, that’s great! It means you are making a more accurate list and snapshot as to what is going on in your community. Yay for quality improvement!
What promoted the data clean (e.g. a better understanding of the data points, a routine scheduled data clean; staff turnover, etc.)?
What did you learn from the data clean? Can you use what you’ve learned so that your Moved to Inactive data point is not as high in future data cleans? Can you use what you’ve learned to enhance your BNL process in other aspects?
Moved to Inactive: Low Value
What does your outreach process look like? Is there something in particular about your coverage and/or mapping system that ensures people are being found and supported?
What does your updating system look like? What makes it most effective and efficient?
Are there particular communication strategies in place within specific agencies/community partners that ensure all people are accounted for and supported? Can these strategies extend to agencies and community partners who may not be communicating as well as others to improve your system?
INFLOW
Newly Identified: High Value
Are new agencies/community partners participating in your BNL and Coordinated Access system and therefore increasing referrals? Can you confirm that this increase is linked to those new agencies/community partners?
Did a specific event occur to spike this data point like enumeration?
Did you start a new outreach process that led to discovering new hot spots? Would it be beneficial to try this process elsewhere in your community to ensure people are being identified and supported?
Are people aging into chronicity? What processes could be implemented to house people about to age into chronicity into before that occurs.
Was there a data clean recently?
If this number spiked because you realized you were missing people in your chronic population, that’s great! It means you have successfully identified people in your community who need your support. Now that you know who they are, you can support them!
What promoted the data clean (e.g. a better understanding of the data points, a routine scheduled data clean; staff turnover, etc.)?
What did you learn from the data clean? Can you use what you’ve learned so that your Newly Identified data point is not as high in future data cleans? Can what you learn enhance your BNL process in other aspects?
Newly Identified: Low Value
Was there a specific strategy or process change that led to low Newly Identified numbers? (e.g. a major provider came on board three months prior spiking the number and now referrals have slowed down)
Is there a particular outreach strategy or mapping system in place that is working well and ensuring that your community has successfully identified people experiencing chronic homelessness? Can you extend the reach of this strategy and mapping system even further?
What strategies are in place to ensure that those who are about to become chronically homeless are housed before aging into chronicity? Can you replicate it amongst other or all agencies/community partners?
Return from Inactive: High Value
Did you start a new outreach process that led to discovering new hot spots? Would it be beneficial to try this process elsewhere in your community to ensure people are being identified and supported?
Did you recently solve a bottleneck in your process and were able to make contact with people who previously were inactive on the BNL? Can you ensure that this bottleneck is solved across your system?
Something in your system is not working as effectively or efficiently as it could be.
Is the list being updated correctly in a timely manner? Are agencies adhering to the agreed upon timelines for data submission? Would a process training refresher help remedy this?
How is your outreach strategy doing? Would it be beneficial to review your coverage system and hot spots?
Return from Inactive: Low Value
What does your outreach process look like? Is there something in particular about your coverage and/or mapping system that ensures people are being found and supported?
What does your updating system look like? What makes it most effective and efficient?
Are there any patterns you notice in having a low value? Is it the same people Returning from Inactive? What can you learn from them and about their journey in your system? How can you support them differently to ensure they don’t continue to cycle through Inflow and Outflow?
Return from Housing: High Value
Did a specific event occur to spike this data point (e.g. fire, flood, property management change)?
Is there a specific program, agency, landlord, or property manager that is responsible for a majority of this value?
Is it related to the matching process at your case conferences? Should the eligibility of select programs and/or agencies be reviewed so that people are being connected to the most appropriate services?
Can you improve your relationship with a specific landlord or property manager?
Return from Housing: Low Value
Is there a specific agency or program that consistently has low numbers or better yet, does not have anyone return from housing?
What does this agency or program do differently than others? Can their methods be replicated in other parts of your community?
Is there a particular landlord or property manager that you have a strong relationship with? Can they recommend and refer you to others? Can this relationship be replicated with landlords or property managers?