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.
A By-Name List is a real-time list of all known 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:
- By-Name List Question and Answer (Q&A) – provides answers to over 20 of the most commonly asked questions about By-Name Lists
- Watch this short 4 minute CAEH video on By-Name Lists and Functional Zero Chronic Homelessness
- By-Name Lists: An Essential Tool for Ending Homelessness (CAEH webinar, Feb 2021) – Recording and PDF – covers what a By-Name List is, why you would want to use one and how to get started.
- Read this CAEH blog on the Power of Real-Time Data
- See this short 3 minute OrgCode video that explains the difference between a By-Name List, Coordinated Access List and Prioritization List (and how they work together).
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.
Getting Started with a By-Name List – Webinar Series Coming Soon!
Getting Started with a By-Name List – Community of Practice Presentations
- Kingston (April 30, 2021) – Recording and PDF and BNL Excel Template
- London (April 16, 2021) – Recording and BNL Excel Template
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
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
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:
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- 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:
- BFZ-C communities complete the Scorecard in their BFZ-C Change Package.
- Non-BFZ-C Reaching Home Designated communities working with CAEH BNL/CA Training and Technical Assistance complete the Scorecard in the TTA Change Package.
- Quebec and all other communities can use the Scorecard included on this page (Scorecards 3.0 will be translated and posted by January 2021).
Scorecard Tools:
- BNL Scorecard Group Exercises – ideas you can use with your community when you review the BNL Scorecard together
- Coordinate Outreach Coverage – Key Considerations and Examples (for BNL Scorecard 3.0 Question #2)
- Outreach Mapping Tools (for BNL Scorecard 3.0 Question #2) – some options – make a copy and customize as needed
- Inactivity Policy – Key Considerations and Examples – see also Inactivity Policy Template (for BNL Scorecard 3.0 Question #4)
- Timely and Accurate Updates Policy Template (for BNL Scorecard 3.0 Question #5)
- By Name List Data Reliability Tool – this interactive tool allows communities to enter By-Name List data and determine if it is balanced and reliable. It also provides definitions, samples and calculations for each of the BNL key aggregate data points.
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:
- Privacy Legislation in Canada – A Primer for Homeless Serving Systems (Draft July 2019)
- 20,000 Homes Campaign guidelines for dealing with personal information (2015)
HIFIS 4 Guidance:
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Data Privacy and Data Security: Considerations when Implementing HIFIS (Presentation Slides, ESDC, 2019) – This presentation aims to equip service providers with the necessary information regarding how data is collected, stored, and accessed.
- 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:
- Privacy and Confidentiality Considerations
- Client Consent Form
- HIFIS Confidentiality & User Agreement
- Data Sharing Agreement for Service Providers
Guelph-Wellington:
- Guelph-Wellington By-Name List Ethics Review
- Guelph-Wellington Coordinated Entry Guide
- Oath of Confidentiality (see Appendix B)
- HIFIS Data Sharing Agreement (see Appendix C)
- HIFIS Collection and Release of Information (see Appendix E)
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:
- Privacy and Consent Training Video
- HIFIS 4 Protocol: Privacy and Consent (for Service Providers)
- HIFIS 4 Consent Cheat Sheet
- Sample Housing Stability System Shared Consent Script
Windsor-Essex:
HIFIS is a Homeless Management Information System (HMIS) that can be used to collect, hold, manage and report on your By-Name List. This section is intended to serve as a one-stop for all things HIFIS related. HIFIS has added increased By-Name List and Coordinated Access functionality with the December 2020 release of HIFIS version 59.
- HIFIS on the federal Employment and Social Development Canada (ESDC) website
- Most recent HIFIS General Information:
- HIFIS Brochure
- HIFIS Overview Presentation (Jan 2019)
- Updates on HIFIS Use in Canada (Sept 2019)
- Updates on HIFIS Services and Supports (Sept 2019)
- Data Privacy and Data Security (Nov 2019)
- HIFIS Look Up Tables – the list of data feilds and drop-downs in HIFIS V.59
- HIFIS Client Support Centre – e-mail support@hifis.ca or phone 1-866-324-2375 (open Monday to Friday 7:00 am – 5:00 pm ET)
- HIFIS 4 Demo site – for a hands on look at what HIFIS can do
- Reaching Home Directives on HIFIS (see end of Section #4 – Coordinated Access) -requirements for Reaching Home Designated Communities
- Sign-up for Reaching Home Newsletters:
- Reaching Home Newsletter – for monthly information on Reaching Home, HIFIS, and other homelessness-related issues – subscribe at ESDC.ISSD.RHInfo-infoVCS.DGRSDS.EDSC@hrsdc-rhdcc.gc.ca
- HIFIS Newsletter – with more detailed HIFIS info – subscribe at info@HIFIS.ca. See past issues of HIFIS Newsletters.
- Most recent HIFIS General Information:
- Homelessness Learning Hub – get access to all HIFIS information – use the search function (top right) – current resources include:
- Webinars: Case Management | User Rights | Housing Placements
- Tutorials: Client Information Menu | Creating a Client Record | Logging In and Out of HIFIS
- Courses: How to Use HIFIS and Its Functionalities | Get Started on HIFIS Implementation|How to Install and Configure HIFIS
- Guides: Implementation | Installation | Configuration | User Guide
- Tips and Tricks: Tips and Tricks document
- HIFIS 4 Version 59 Release: Guide | Webinar | Frequently Asked Questions
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ACRE Consulting – HIFIS 4 resources including a collection of nearly 60 reports available for free. ACRE also occasionally posts advice about best practices, new features, and tutorials. They also offer fee-for-service training, report development and other supports to implement HIFIS 4.
- Download some free reports (https://www.acreconsulting.ca/product-category/reports/)
- Sign-up for ACRE Consulting’s mailing list ( https://www.acreconsulting.ca/contact/ ) to receive updates and new materials.
- A growing collection of HIFIS 4 Resources https://www.acreconsulting.ca/resources/including Privacy Impact Assessments, Data Sharing Agreements, Consent forms, User Agreements, and more
- Data Sharing and Privacy in HIFIS 4(2018) – a 30-page document outlining what is shared and what isn’t.
- A HIFIS 4 FAQ section https://www.acreconsulting.ca/faq/hifis-4-faqs/
- Updates in HIFIS – see HIFIS 4 Release Notes
- Online training for you, and for your front-line staff https://www.acreconsulting.ca/e-learning/
- Other fee-for-service supports available:
- Dean Barnes: 20+ years experience in database programming with 3 years of ongoing HIFIS 4.0 Crystal Reports development, both in house and remotely. Federally registered and possessing IT insurance. Based out of St. John’s, NL. Previous reports written included below in the HIFIS Resource Drop-Box. Email: c.dean.barnes@gmail.com Tel no.: 709.237.3123.
- Forrest Consulting: Erin Forrest has bachelor’s degree with Honours in Computing and Information Systems with specialties in Computer Science and Software Engineering. She has years of experience in data analysis and SQL databases from her work in both the private and public sectors. Forrest Consulting offers support to communities in making the most of their HIFIS installment and the wealth of data it can provide. Email: erinjforrest@protonmail.com Tel no: 705-768-7039, Connect on linkedIn.
- HIFIS Resource Drop-Box
- For the past number of years, the City of London has hosted a shared Dropbox, where 45 communities across Canada have been sharing HIFIS-related resources. Content includes reports for both HIFIS 3.8 and HIFIS 4.0; Data Sharing Agreements; policies, procedures and job aids; training materials; and service-level contracts. If you would like to gain free access to the shared dropbox, please email jrivard@london.ca.
- Everything You Need to Know About Reporting – How to Extract Data from HIFIS – Webinar Recording (1 hour) or PowerPoint PDF. See also this January 2019 blog from ACRE on Understanding Volume of Data in Reports.
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).
Other Sample Community BNL Excel Templates
- London’s By-Name List Excel Template
- Kingston’s By-Name List Excel Template
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)
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.