Media Release: TBDSSAB launches new homelessness service system data tool

November 4th, 2025  –  The District of Thunder Bay Social Services Administration Board (TBDSSAB) is launching a new homelessness service system data tool and reporting system for service providers in the District of Thunder Bay.

Organizations funded by TBDSSAB in the homelessness sector will transition to the Homeless Service System Data Tool (HSSDT) this fall, with many having already made the switch. TBDSSAB’s long-term goal is to support community organizations to implement the tool across the entire service sector, regardless of funding relationship.

The HSSDT will streamline data and reporting into one system, replacing other single-purpose reporting processes. The new system will capture data on the provincially-funded individual and service-system level, including by-name list data, case management records, and service system capacity for emergency shelter and transitional housing. The tool will track who is receiving supports, which service providers are involved, and where they are at along their journey. The outcome will be a more complete, detailed picture of homelessness needs and supports throughout the District of Thunder Bay.

The District of Thunder Bay receives funding through the Province of Ontario’s Homelessness Prevention Program (HPP) for the homelessness service system. The HSSDT will ensure that reporting requirements of the Province are met, while serving the program and decision-making needs for the service system in the District of Thunder Bay.

The HSSDT was custom-built by Clark Communications in partnership with TBDSSAB staff and service providers in the emergency shelter system.

“Our team worked with community partners and Clark Communications to create something more user-friendly while still meeting our reporting requirements of our funders,” says Ken Ranta, CEO. “Streamlining the process means data is entered more quickly, with fewer errors, and puts less of the administrative burden on funded programs. The tool will capture information that service providers can use to inform client care, while also showing trends in the system. We can now see all the moving parts in one system, which means the data informing our decisions is more reliable.”

Quick Facts:

  • The new HSSDT will merge information previously captured through the By-Name list Excel Sheet, past reports from HIFIS, and other tools into one user-friendly database
  • Use of the new tool is a requirement for all community partners receiving funding from TBDSSAB for Emergency Shelter and Transitional Housing

Quotes:

“Our staff have a lot of responsibilities, including tracking data to give to funders, media, and government.  We are always looking for ways to improve and diversify the data we collect while making things as easy as possible on them. The TBDSSAB staff has been great at working with us to develop this tool and make continuous improvements to make sure it’s both user-friendly and robust enough to provide the information we all need.”- Brendan Carlin, Executive Director, Shelter House Thunder Bay

About:

  • The District of Thunder Bay Social Services Administration Board supports people to improve their lives and become self-sufficient. It does this as the service system manager for vital, quality social services needed by individuals and families – including child care and early years, community housing, and homelessness prevention – and through the delivery of Ontario Works.  Visit the TBDSSAB website for more information at www.tbdssab.ca.
  • Clark Communications: As a leading partner and provider of customized software solutions for social services in Ontario, Clark Communications has a long track record of collaboration and innovation within the sector. Clark is dedicated to understanding the needs and challenges in the social services sector through creating dependable and adaptable solutions that improve the experience of both staff and clients.