Quarterly Performance Scorecards

Quarterly Performance Scorecards are used as one of the ways HUD CoC-funded and City of Austin-funded projects in Austin/Travis County are evaluated on their ability to meet performance benchmarks. The Scorecard measures each project’s ability to meet our CoC’s standards for performance, equitability, client-centeredness, and data quality. Scorecard performance over the year is used to highlight strengths, challenges, and areas for growth over time. Scorecards are completed quarterly by select grant recipients and monitored by ECHO. Scorecard results across are averaged across four quarters to rank projects during the annual CoC Competition.

The data used to generate each participating project’s Quarterly Performance Scorecard is pulled from 3 sources:

1. HMIS csv export – ECHO pulls all universal data elements and project-specific data elements (among other data) from HMIS routinely using a csv export function only accessible by the HMIS lead agency administrative staff. ECHO utilizes this data to generate insights about each project’s performance on Scorecard metrics each reporting period.

2. Supplemental Questions form – Scorecard participating projects must submit supplemental questions via form on a quarterly basis. ECHO will distribute a standardized form to all participating projects at least 10 days prior to the submission deadline each quarter. The submission deadline will be the 5th business day of the month immediately following the end of each quarter (e.g. Q1 – April, Q2 – July, Q3 – October, Q4 – January). Each form will indicate the due date. Submissions will not be accepted after the due date, unless otherwise indicated by ECHO.

3. Client Feedback Survey – In the first quarter of each year, ECHO will conduct a Client Feedback Survey for clients of participating projects. Each project is eligible for up to 5 bonus points on the Quarterly Performance Scorecard year-round for clients’ participation in the survey, where a participation rate of 50% or higher across all clients enrolled in the project in the survey period receives full bonus points.

ECHO pulls together data from all 3 sources and generates the Quarterly Performance Scorecard for each project each quarter using an automated process which outputs a report with results calculated in a consistent way across all projects and all metrics each time. ECHO will distribute Scorecards at the project level via email to key staff of each project by the last business day of the month immediately following the end of each quarter (e.g. Q1 – April, Q2 – July, Q3 – October, Q4 – January).

Once per quarter after Scorecard finalization and distribution, ECHO will host optional office hours for CoC agencies regarding their Scorecard scores and the trends behind those scores.

ECHO holds office hours to establish a pathway for providers to inform the Scorecard generation process and raise comments and/or concerns to performance monitoring staff.