Performance Monitoring

Alone we can do so little; together we can do so much.

– Helen Keller

 
Monitoring and evaluating the Homelessness Response System is critical to ensuring that the Austin/Travis County community is making meaningful strides towards ending homelessness. Performance Monitoring refers to the means by which our crisis response system tracks efficiency and effectiveness in establishing sustainable solutions for all persons experiencing a housing crisis in our community. Evaluators utilize several standardized performance monitoring tools tailored by program type and funding sources, each composed of a variety of program-based performance metrics.

Submit Scorecard

CoC-Funded Project Performance Monitoring

Non CoC-Funded Project Performance Monitoring

CoC Performance Scorecard Submission Process

Continuum of Care funded projects must submit Quarterly Performance Scorecards via email to scorecards@austinecho.org by the submission deadline of each quarter.

Each project must attach to the submission email the completed Quarterly Performance Scorecard associated with their project type and all reports and supporting documents referenced in the Scorecard.

Comments on discrepancies between metrics on reports and the metrics reported in the Scorecard must be provided in the “Comments” section in the Scorecard spreadsheet to ensure that they will be reviewed in the Scorecard revision process. Reviewed Quarterly Performance Scorecards will be returned to projects within ten business days following the submission deadline. If a project wishes to appeal the score assigned to their project after review, the project must follow the CoC Scorecard Appeal Policy.

Continuum of Care Funded Project Performance Monitoring

The Membership Council, as the Continuum of Care Governing Body for the TX-503 Austin/Travis County Continuum of Care, is required to “to establish performance targets appropriate for population and program type, monitor recipient and subrecipient performance, evaluate outcomes, and take action against poor performers.” (24 CFR 578.7 (a)(6)) 

ECHO collects, reviews, and compiles performance data on CoC- funded projects through the CoC Quarterly Performance Scorecard. Once the quarterly review process is completed, the performance of all projects are compiled into a report called the CoC Performance Scorecard Summary and presented to Membership Council. 

2020 Q2 CoC Performance Scorecard Summary

The CoC Performance Scorecards submitted for the Quarter 1 reporting period are used during the annual CoC Notice of Funding Availability (NOFA) competition to inform project rankings for the NOFA Priority Listing.

The policies and procedures below govern the collection and submission of the Quarterly Performance Scorecard.


CoC Quarterly Performance Scorecard Report Timeline

Q1Q2Q3Q4
Quarter PeriodsJanuary 1 - March 31April 1 - June 30July 1 - September 30October 1 - December 31
Reporting Period Start DateApril 1
(Previous Year)
July 1
(Previous Year)
October 1
(Previous Year)
January 1
(Previous Year)
Reporting Period End DateMarch 31
(Current Year)
June 30
(Current Year)
September 30
(Current Year)
December 31
(Previous Year)
Scorecard Submission DeadlineApril 30July 31October 31January 31

Email completed CoC Quarterly Performance Scorecards, along with associated reports and supporting documents, to scorecards@austinecho.org.

Blank CoC Quarterly Performance Scorecard Forms

Permanent Supportive Housing Project Scorecard (2019)

Rapid Rehousing Project Scorecard (2019)

Transitional Housing Project Scorecard (2019)

Joint Transitional Housing – Rapid Rehousing Project Scorecard (coming soon)

Diversion (SSO) Project Scorecard (coming soon)

HMIS Project Scorecard (2017)

CoC Quarterly Performance Scorecard Policies and Procedures

The policies and procedures below govern the collection and submission of the CoC-Funded Project Quarterly Performance Scorecards. 

Performance Improvement Plan Policy (2019)

Performance Improvement Plan Agreement (2019)

Scorecard Timeliness Policy (2020)

Scorecard Appeal Policy (2020)

Annual Performance Report (APR) Support

All projects that receive Continuum of Care funds must submit an Annual Performance Report (APR) to HUD through the Sage HMIS Repository website within 90 days of the end of their grant period. CoC Recipients can reach out to ECHO staff to request support and analysis of their APR before submission.

ECHO will receive a notification from Sage when a new user is added to an account. ECHO recommends that each agency ensure that they have an Admin Account. If needed, ECHO can provide support with updating user accounts or adding new Admin accounts.

Sage APR Guidebook for CoC Funded Programs

Non-CoC Project Performance Monitoring

Some projects, as a requirement of their funding or for continued improvement and transparency, submit Non-CoC Funded Quarterly Performance Scorecards. This document assists agencies, funders, and stakeholders in building a process to collect data used for a variety of purposes: continuous quality improvement initiatives, project monitoring and compliance, and the alignment of project outcomes with system goals. Participating in the Non-CoC Funded Project Monitoring provides a tool to clear measure progress towards reaching performance goals and informs successes beyond those monitored by funders.

 

Project funders can reach out to scorecards@austinecho.org for more information about the Project Performance Monitoring Process or to discuss the creation of custom Quarterly Performance Reports.

Non-CoC Standard Performance Measures Form (coming soon)

Diversion Standard Performance Measures Form (coming soon)