By-Name Lists

The information and resources here are intended to answer questions and support your community to develop and sustain a quality By-Name List on your journey to ending chronic and veteran homelessness.

Keep checking back here as we will be regularly updating materials and adding further resources.

What is a By-Name List?

A By-Name List is a real-time list of all people experiencing homelessness in your community.  It includes a robust set of data points that support coordinated access and prioritization at a household level and an understanding of homeless inflow and outflow at a system level.  This real-time actionable data supports triage to services, system performance evaluation and advocacy (for the policies and resources necessary to end homelessness).

For further background information about By-Name Lists:

10 Steps to Create and Use a By Name List

This two-page 10 Steps to Create and Use a By-Name List document provides you with simple steps and links to further resources to help you develop, use and sustain a quality By-Name List.

10 Steps to Create and Use a By-Name List

By-Name List Scorecard 3.0 & Tools

The By-Name List (BNL) Scorecard 3.0 is the updated 11 question self-assessment tool that assists you to take a snapshot of your local progress towards a quality By-Name List and identify areas for improvement. For an overview, see the BNL Scorecard 3.0 launch webinar or PowerPoint PDF.

By-Name List Scorecard Guide

Draft By-Name List Scorecard 3.0 Guide

Start by reviewing the By-Name List Scorecard Guide.  The Guide explains what the BNL Scorecard is and walks you through each question (including a full explanation along with tips and resources).

Complete the By-Name List Scorecard

 By-Name List Scorecard 3.0

Record your answers in the By-Name List Scorecard 3.0 and receive your score for Basic, Veteran and Advanced Quality. The BNL Scorecard 3.0 is part of the Scorecards & Tools Google Worksheet (view only – you can make a copy of to use for your community). The Scorecards & Tools Google Worksheet includes the following seven tabs:

    • Tab #1: Instructions
    • Tab #2: About Your Community
    • Tab #3: By-Name List Scorecard 3.0
    • Tab #4: Coordinated Access Scorecard 3.0
    • Tab #5: Provider Participation Tool
    • Tab #6: Provider Participation Tool – Instructions and Results
    • Tab #7: Work Plan
  • Remember, your score is for improvement, not judgement. 
  • Take the Scorecard with others in your community – here are some ideas for Scorecard Group Exercises.
  • Use the notes section to explain your answer and identify your next steps. 
  • Note:

Scorecard Tools:

Privacy, Consent and Data Sharing

When we collect sensitive and personal information we have an obligation to protect the privacy, safety and dignity of the individuals whose information is collected.

Built for zero canada resources:
HIFIS 4 Guidance from ACRE:
  • Data Sharing and Privacy in HIFIS 4 (2018) – a 30-page document outlining what is shared and what isn’t.  The introduction is a must read in order to support understanding of the full document. 
Sample Consent and Data Sharing Agreements, Forms, & Materials from Communities:

Sample Community Documents on ACRE Website – including Privacy Impact Assessments, data sharing agreements, consent forms and more

Dufferin County:

Guelph-Wellington:

Kawartha-Haliburton:

  • Coordinated Entry System Process Guide: 
    • Multi-Agency Consent Form (see Appendix C)
    • By-Name List Identity Protection Process (see Appendix D)
    • By-Name List Addition and Consent Form (see Appendix H)

St. John’s:

Waterloo Region:

Windsor-Essex:

Homeless Individual and Family Information System (HIFIS)

HIFIS is a Homeless Management Information System (HMIS) that can be used to collect, hold, manage and report on your By-Name List.  HIFIS is expecting to add increased By-Name List and Coordinated Access functionality by April 2020.  This section is intended to serve as one-stop for all things HIFIS 4 related.

Sample By-Name List Excel Workbook

See CAEH BNL Excel Workbook and CAEH BNL Excel Workbook Guide

The CAEH By-Name List Excel Workbook is a customizable interim approach for storing and using BNL data to end homelessness. It can be used until communities are able to fully implement a more sophisticated real-time Homelessness Management Information System (HMIS) like HIFIS 4 (the Homelessness Individual and Family Information System).

The workbook is intended to be customized by communities for their unique needs. As is, the workbook meets the basic quality requirements for both the CAEH chronic and veteran BNL Scorecards. It is also designed to collect monthly inflow and outflow data.

This workbook is compatible with Excel 2007 and onward. Older versions of Excel (2003 or older) will not be able to run this workbook properly.

To learn how to use this workbook, please consult the CAEH By-Name List Excel Workbook Guide (linked above).

Sample Data Dashboards

Its not just about having data through your BNL – its about how you display it for further analysis to help make data-driven decisions in your community.  Below are sample data dashboards from a number of communities.

  • Built for Zero Canada Community Dashboards (tracks monthly progress toward functional zero for chronic and veteran homelessness)
  • Adelaide Zero Project (inflow and outflow data points updated on a monthly basis to track progress toward ending street homelessness)
  • Chicago (real-time)
  • Edmonton (real-time updates through Tableau on emergency shelter usage, By-Name List chronic data, and overall housing and homelessness data by gender, Indigenous identity, location, and age)
  • Fort Collins (tracks progress toward Housing First program targets as well as system-level data on inflow and outflow)
  • Montreal (tracks progress toward goal to house 2,000 people by 2020)
  • Peterborough Report Card (an interactive report card made through Genially updated on a monthly basis to show inflow and outflow changes and other BNL data points)
  • Toronto Daily Shelter Usage and Overnight Service Usage (daily reporting includes occupancy, vacancy, and capacity data based on a snapshot at 4:00 AM)
  • Waterloo System (weekly) 
  • By-Name List Excel Workbook (data reliability tab shows inflow and outflow data for the previous and current month) 
Coordinated Access – How It Connects

A By-Name List is the crown jewel of a strong Coordinated Access system (CA).  A CA is a way for communities to design, streamline and bring consistency to the process by which people experiencing homelessness access housing and services. A strong CA uses a housing first approach along with a standardized and coordinated process for access, assessment, prioritization and referral for housing and other services across all the agencies and organizations in a local area.

This short 3 minute OrgCode video explains the difference between a By-Name List, Coordinated Access List and Prioritization List (and how they work together).

Further information and resources to support your work in developing and improving coordinated access and prioritization processes can be found on the Coordinated Access page of this website.  

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