Coordinated Entry System (CES)

The Coordinated Entry System (CES) is an efficient network of care, helping individuals and families resolve their housing crises by accessing valuable resources in an equitable, person-centered, and transparent manner.

About CES

The Coordinated Entry System (CES) is a list of all of the people in the region experiencing homelessness, prioritized by community standards, to be referred to available housing inventory. CES is a process of community collaboration where service providers utilize creative strategies to help meet people’s needs. The Coordinated Entry System is embedded in the work that direct service providers offer at access points throughout the community. This can include homeless dedicated sites that offer emergency shelter, meals, laundry services, day centers, and support.

Individuals and families experiencing a housing crisis should contact 2-1-1 or connect with a homeless outreach worker to explore their housing options. Throughout ongoing interactions with a homeless dedicated service providers, information about needs and vulnerabilities will be gathered to see if CES is an appropriate fit to support the individual/ family in resolving their homelessness.

The Coordinated Entry System is a HUD mandated process that standardizes the steps of moving towards housing. The RTFH works as a third-party entity to make unbiased referrals to housing resources in an equitable way. The process of prioritizing who will be served is informed by the CES Policies and Procedures.

CES Policies and Procedures

CES User Resources

All training videos and materials, forms, and workflows are only accessible by parties who have been or need to be trained in navigating the CES with clients and within Clarity. You may view the HUD CES 101 Brief Presentation for a general overview.

CES Training

CES Workflow in Clarity Training

Any HMIS User who needs access to enter data related to the Coordinated Entry System (CES) in Clarity (including entering information into the CES Triage Tool for clients you are working with and/or accepting referrals to a permanent housing program) must attend a CES Workflow in Clarity Training session before being granted access.

FY 2020 CE Data Standards Update

As you may have seen from earlier this year and the 2020 Data Standards update from October 2019, some changes are coming to the Coordinated Entry workflow. Our Coordinated Entry System is continually progressing and evolving in order to best suit the needs of our community. With these most recent changes required by HUD it was necessary to reshape the way our community currently completes the Coordinated Entry workflow in Clarity.

On October 1, 2020 we will be launching a new Coordinated Entry workflow in Clarity.

These changes were initially going to launch in April 2020, but in response to the COVID-19 pandemic HUD pushed the deadline back and we are now launching on October 1st, 2020.  Since April, a number of modifications have been made to the original content of our training to better represent our current needs. Due to this, anyone who wants to continue to have access to the Coordinated Entry System within Clarity will need to take our current training shared here in this email. 

 

Webinar and Quiz

We have recorded a FY2020 Coordinated Entry Updates Webinar (link below) in order to introduce the 2020 workflow and walk the community through what these changes will look like in Clarity. Please make sure to watch the webinar by going to the link provided below. 

After watching the Webinar, please make sure to complete the corresponding FY2020 Coordinated Entry Quiz which is also provided as a link in this email below.

The 2020 Coordinated Entry Updates Webinar and the FY2020 Coordinated Entry Quiz are required for all existing users to retain access to CES. All new HMIS users will need to complete the HMIS New User Training and FY2020 Coordinated Entry workflow webinar and quiz in Clarity Training. 

As soon as you complete the Webinar and successfully pass the quiz with at least a 90% score email support@rtfhsd.org to obtain access to the CES agency and program.

Upon gaining access, please make sure that you enroll the clients you are working with towards housing into the CES project noted in the webinar. We will be using the data you enter into the CES project to inform our By Name Pool where we pull our most vulnerable clients to be referred to available housing resources. 

 Office Hours and Ongoing Support

The CES and HMIS teams will be joining the community for four weekly office hours sessions regarding the Coordinated Entry Workflow from 3:30-4:30PM on September 29th, October 6th, October 13th, and October 20th.  

These sessions are set up to provide the community with a place to come and ask questions about the new CE data standards and Clarity workflow for CES.  If you have a question, please submit your question prior to the office hours by emailing your question to CES@rtfhsd.org*.  Questions that are received at this address will be reviewed and we will use these questions to start our discussion during the office hours session.

We are also creating an FAQ sheet for community reference. The office hours discussions will inform and help to build the FAQ.  

*Please note that FAQ submission questions may not receive an email response and will be responded to during the office hours

Links to both the office hours sessions and the FAQ are below.   

We thank you for the commitment you make in helping people move into housing. It’s the connections you make, the rapport you build that support our fellow San Diegans in building the relationships and support network they need to sustain their success in moving towards housing. It’s important to remember that while we use tools like CES it is the work you do every day with our clients that ultimately get them housed. Systems don’t house people, people house people. 

Links

Webinar Link (or copy/paste the following: https://attendee.gotowebinar.com/recording/6950336665362145794 )

Quiz Link (or copy/paste the following: https://www.surveymonkey.com/r/HLXPM5M )

Living FAQ (we will update this as we get more questions)
(or copy/paste the following: https://docs.google.com/document/d/1YODdKhWNOhud8U6DNAYDO6p_2j-Ooh3KJjltPKKEvYs/edit?usp=sharing )

RTFH CES Office Hours Information:

Office Hours begin at 3:30 PM each Tuesday for the dates of September 29th, October 6th, October 13th, and October 20th.

For more information, please email ces@rtfhsd.org.

 

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If you need immediate assistance, please call 2-1-1 for information on resources and services near you.

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