Attached is a basic Excel spreadsheet to be used as an initial means for Housing Support Program providers to report key performance indicators or KPIs about their operations and implementation efforts to DBHDD. The indicators are defined below. We remain open to any suggestions as the program evolves.
Most recent update: (May 2025)
Definitions of Metrics for Housing Support Program
1. Current Agency HSP Caseload (all assigned individuals) (automatically calculated)
- Count: The number of individuals that are currently on the agency’s total caseload for the Housing Support Program in the region, meaning the agency has been assigned to be responsible for the individual. This includes individuals who have been referred, as they become the responsibility of the agency upon referral. Everyone on the agency's caseload is either currently housed or unhoused.
- This total is calculated based on the combination of 1(a) and 1(c) below.
1(a). Number of housed individuals assigned to agency.
- Count: Total number of individuals assigned to agency who are in housing. This count also includes those who are housed but are not being actively engaged at this time, as they are still the responsibility of the team.
1(b). Housed individuals being actively engaged.
- Count: The number of assigned housed individuals that are being actively engaged by the team, meaning they are assigned to a caseworker and are being visited. If no contact has been made with an individual, or they have not been contacted within the last 2 report months, they are not actively engaged.
1(c). Number of unhoused individuals assigned to agency.
- Count: Total count of individuals assigned to agency who are without housing. This count also includes those who are unhoused and not being actively engaged at this time, as they are still the responsibility of the team.
1(d). Unhoused individuals being actively engaged.
- Count:
- The number of assigned unhoused individuals that are being actively engaged by the team, meaning they are assigned to a caseworker and are receiving the team's assistance with securing housing. If no contact has been made with an individual or they have not been contacted within the report month, they are not actively engaged.
2. Breakdown of caseload by subsidy types. This should add up to the total caseload size.
2(a). Number of individuals with GHVP
- Count: The total number of individuals on the agency caseload who have a GHVP voucher. This is inclusive of individuals living in a GHVP subsidized home or someone with a GHVP voucher who is searching for housing. Does not include individuals with an HCV voucher.
2(b). Number of individuals with HCV (DCA or local CoC)
- Count: The total number of folks on caseload with an HCV voucher, regardless of source, whether from DCA, a ported voucher, or a directly issued voucher from a local Public Housing Authority (e.g. Housing Authority of DeKalb County). Includes individuals who are in a GHVP unit but have a HCV voucher.
2(c). Number of individuals in HUD 811
- Count: Number of individuals in the agency caseload who are living in a HUD 811 voucher or are pursuing an 811 unit with their settlement status.
2(d). Number of individuals in Permanent Supportive Housing programs
- Count: Number of individuals in the caseload that are housed via a PSH program that's funded through a program other than GHVP, HCV, or HUD 811.
3. Number of New HSP Referrals Received
- Count: The number of referrals the agency has received during the month for individuals who have been issued a Notice to Proceed (Status 1 or Status 3).
4. Number of Individuals on caseload authorized for Housing Support services
- Count: The total number of individuals assigned to the agency who are currently authorized for Housing Support services with the ASO, meaning they're actively enrolled in the service. This figure is as of the end of the month.
5. Number of Individuals on caseload not enrolled in HSP (automatically calculated)
- Count: The number of individuals on the caseload who have yet to be enrolled in Housing Support services or haven't been enrolled for some reason. This should be low but some will exist and those individuals must still be served.
- Calculation: Total caseload number minus the number enrolled.
6. Engagement Rate (automatically calculated)
- Percent (%) of total caseload that is being actively engaged
- Calculation:
- Numerator: All individuals being engaged: 1(b)+1(d)
- Denominator: All individuals on caseload: 1
7. Number of Individuals that entered housing during the month
- Count: Number of individuals who were unhoused who were able to secure housing with the assistance of the HSP provider during the month.
- Count the individual in the month in which their lease date begins.
- Includes GHVP and federal resources (HCV, HUD 811, etc).
- This metric relates to newly housed individuals and should not include renewals.
8. Number of subsidy/lease renewals submitted by the team during the month
- Count: The number of individuals on HSP provider’s caseload that have successfully had their subsidy and lease renewal documents/records updated and submitted to ensure their program stability, whether with GHVP, HCV, or other. This number reflects the submissions during the month. A team should, on average, expect to submit 1/12 of their total housed caseload per month if they are going to stay on track throughout the year.
9. Number of In-Home Wellness Visits Conducted
- Count: Total number of in-home, in-person wellness visits that were conducted during the month. Does not include attempts. If an individual has received multiple visits, all should be counted.
10. Number of Individuals Referred to SOAR or employment resources
- Count: The number of individuals who were referred to SOAR during the month.
- All individuals who do not have income or benefits or Medicaid should be referred to SOAR or employment opportunity resources, as appropriate.
11. Number of individuals from caseload in the "federal transition pipeline"
- Count: Number of individuals with whom the team is working on a transition plan/process to a federal resource, whether HCV or HUD 811. This includes the individuals identified for transition as well as those for whom the process is underway but not yet completed. Once individuals have been successfully transitioned, they have exited the "pipeline".
12. Number of HCV applications submitted during the month
- Count: Number of individuals for whom an HCV application was submitted to DBHDD during the month. This will reflect transition applications since new referrals will have their HCV applications completed by another team. This does not include multiple application attempts for the same person during the same month.
13. Number of HAP Contracts completed during the month (housed with HCV)
- Count: Number of the Housing Assistance Payment contracts executed with a property for individuals seeking housing with HCV, whether new or transitioning. This reflects individuals who have become successfully housed with HCV.
13(a). Number of transitions from GHVP to federal housing completed during month
- Count: Number of individuals that were successfully transitioned from GHVP to HCV during the month, meaning they have had an HAP approved and payor source will change. Ensure that GHVP payments have been scheduled to stop. This is a potential subset of the total identified in 13.
14. Number of approved discharges from HSP team during the month
- Count: Number of individuals who were discharged from Housing Support services following approval of the discharge request by the Regional Field Office. This includes individuals who are leaving their housing program (GHVP, HCV, etc.) as well as those who declined further Housing Support services while in federal resources. All discharges should be well documented.
15. Number of agency staff on team by end of month
- Count: Number of agency staff working on the Housing Support team at the end of the month. If a staff left the agency during the month, they would not be reflected in the total. This only includes staff funded by the program.