Enhanced Cleanup
Document
Encampment
State
Staff schedule
outreach (try to
schedule two weeks
before posting)
Staff post
enhanced clean up
flier (8.5x11 flier;
green)
Conduct
Abatement
Enter posting into
system to show
that there was a
posting
Personal items
found
Staff conduct site
clean up
BSJ provides
information related
to abatement and
relocation
No personal
Items found
BeautifySJ BeautifySJ BeautifySJ BeautifySJ BeautifySJ
BeautifySJ
Staff collect trash
from encampment
Enter site photo of
encampment before
service into system
Provide more trash bags
to residents
Staff collect trash
from encampment
Enter site photo of
encampment
before service
Provide more
trash bags
Complete site
assessment for
interagency trash
service
Staff complete site
assessment to
determine jurisdiction
Cash for Trash
Staff visit sites on
route
BeautifySJ BeautifySJ
BeautifySJ BeautifySJ
BeautifySJ
Staff visit sites on
route
BeautifySJ
BeautifySJ BeautifySJ BeautifySJ BeautifySJ
System determines
most efficient route for
trash service
System determines
most efficient route
for trash service
Abatement
Site is determined
to need an
abatement
Document and
store personal
items
document
encampment
state
BeautifySJ BeautifySJ
Housing outreach
referrals
Review information
provided and
conduct follow up if
needed
Input information
into system
Email generated to
selected provider
(HomeFirst or Path)
Selected provider
conducts site visit
and follow up with
individualized needs
City staff input site
visit information into
System
Enter data into HMIS,
if necessary
(Complete intake or
assessment on iPad,
paper)
Housing Encampment
Visit
Follow up with
individualized needs
based on request of
individual
Provide requested
services of individual
Housing
Housing Housing Housing
HomeFirst
PATH
PATH
HomeFirst
System will notify staff if
there is an abatement or
enhanced cleanup date
associated with the case
System provides staff
with accurate
location (e.g., pin) of
site and creates route
based off location
Repeat as needed, ongoing visits
Staff select the
location in the
City where the
resident(s) are
located
Staff identify the
referred
department(s)
needed from drop
down menu
System routes the
pending
complaint(s) to
the appropriate
department(s) Initiation of
a complaint
Complete site
assessment for
encampment
area
BeautifySJ
Provide
more trash
bags
BeautifySJ
Staff provide
trash service to
encampments
BeautifySJ
Provide
education and
sign people up
for cash for trash
BeautifySJ
Add
individual’s
information
into the
system
BeautifySJ
Add encampment
to route and sign
participant up for
MasterCard through
FiCentive to receive
payment
BeautifySJ
Participants receive
payment for up to
five green bags of
trash per person,
per weekly service
BeautifySJ
Beautify San Jose Processes
Housing Processes
ENCAMPMENT FUTURE STATE PROCESS FLOW 04/18/23
ENCAMPMENT MANAGEMENT & HOMELESS DATA INTEGRATION SYSTEM Staff input data and
information based on
service(s) they provide
System has a reports
and analytics page
Staff enter
photo of
possible
encampment
Work order(s)
logged
Staff observe
encampment or
unhoused
resident(s) in need
of service(s)
Staff are
conducting typical
operations
Standard
operations
Intake process
Select option to
enter data at
encampment
polygon
Enter data and
notes
SJ311
Ticket is
logged in
SJ311
Data entered
Assessment to
determine if
area qualifies
for cash for
trash
BeautifySJ
Ticket is
logged in
Unity
Unity
Information is passed
to Encampment
Management and
Homeless Data
Integration System Lead(s) of
Department(s)
prioritize the work
order(s) by rank
Work order(s)
assigned by Lead(s)
to specific
individual(s)
Services
provided
Work
order
close out
Services
provided
Services
provided
Services
provided
Services
provided
Services
provided
Staff schedule outreach
efforts in the system, and
system notifies housing
(usually two weeks before
posting)
BeautifySJ
BSJ provides
information
related to
abatement and
relocation
BeautifySJ
Staff post
abatement flier
(8.5x11 flier;
blue)
BeautifySJ
Enter
abatement
posting
information and
photo into
system
BeautifySJ
Conduct
Abatement
BeautifySJ BeautifySJ
Resident enrolled
Not enrolled
Pay residents
using the
FiCentive
system
BeautifySJ
Services
provided
Conduct site visit
Housing
Services
provided
Pending
complaint(s)
created
Lead of
Department(s)
approves
creation of
work order(s)
Lead of
Department(s)
rejects creation
of work
order(s)
Complaint logged
DOT staff
identifies
lived in
vehicle
Resident identifies
lived in vehicle
through Vehicle
Blight service
Resident identifies
encampment
through web form
Ticket is
logged in
SJ311
Information is passed
to Encampment
Management and
Homeless Data
Integration System
Staff complete
operations at an
encampment
Encampment data entry
Work Order Close Out Process
Initiation of
regularly scheduled
work orders
Lead selects
the location in
the City where
the resident(s)
are located
Lead identifies the
regularly scheduled
service(s) needed from
drop down menu
Lead enters
photo of
possible
encampment
Work order(s)
logged
Lead(s) of
Department(s)
prioritize the work
order(s) by rank
Work order(s)
assigned by Lead(s)
to specific
individual(s)
Site assessment
Encampment is gone
on arrival
Proceed with service
delivery
Deactivate
Encampment
BeautifySJ
Resident identifies
encampment
through phone
calls
Ticket is
logged in
SJ311
Information is passed
to Encampment
Management and
Homeless Data
Integration System
Service type added
to work order(s)
Trash Service
Interagency
Trash Service
Minimum of 72 hours before and in
three languages; posting is done if
there are vehicles, tents, or if an
additional department’s language is
needed
Housing/Homeless Services
provide information on
shelters, other services
Hours, materials, garbage
brought to dump to bill
back to proper jurisdiction
for services
Information in three
languages
Post a minimum of 72
hours before abatement
(24 hours for emergency)
and post in three
languages
Housing/Homeless
Services provide
information on shelters,
other services
Abatement happens when one of four
setbacks occurs: Encampment within 150 ft.
of school; in a right of way; a health and
safety issue; infrastructure maintenance or
construction project is scheduled
Location, action or behavior
concerned with, specific time of
day, trash, loitering
Encampment Visit
teams oversee
specific geographic
areas (preselected
encampments,
other assorted sites)
Send provided
information and
urgency of issue
All participating departments
will be have read access into
the system to see if services
are being offered and the
status of services
E.g., staff identify severity
of situation; staff identify
service(s) needed; other
information, like name or
gender
Track information by
individual, not encampment
E.g., outreach activities, volume of
removed items, liter bag distribution,
removal of inoperable vehicles, etc.
Staff can select a box or leave notes if
there are concerns or general
considerations for a site (e.g., aggressive
dog or safety concerns). All staff will have
read access to see notes on a location
All staff have the ability to (i) select
existing encampment polygon or (ii)
drop a pin which will merge into the
encampment polygon that the pin is in
System has the ability to create
dashboards that show progress by
service type, location, and
workorder status
Any staff in the field can
enter resident(s) in the
system when they
identify resident(s) in
need of services
System has the ability to
show a heat map where
services are heavily
concentrated
required and
optional entry fields
Data categories include crime
related information, medical
responses, infrastructure
issues, flagged areas, right of
way, hazards, and animals;
field to reference a case
number in other department
systems; field to capture
safety concerns
If lived in work order
generated from SJ311, need
to send information back to
SJ311
Location, photo, other
data needed to generate
a homeless outreach
work order
Staff with appropriate security
permissions have the ability to (i) draw
a new encampment polygon to outline
area where services are needed, (ii)
modify an existing encampment
polygon, (iii) deactivate an active
encampment polygon, or (iv) activate a
previously deactivated encampment
polygon
Page should be updated every
time a work order is closed
Every individual
should have a map
view of work orders
assigned to them by
priority
Boxes for
refusal of
service,
services not
provided
At any point in service
providing processes,
staff can create a new
work order that
automatically
populates data from
existing work order
Post paper notice
with phone
number, email, and
how to claim
personal items
Housing
Process
takes 2-3
weeks
Guidelines
to be
defined on
when to use
pin drop vs.
polygon
System will flag potential
duplicative complaints/
work orders based on near
or identical location and
identical service type
Only Lead(s) of
Department(s)
providing regularly
scheduled service
types have ability to
create work orders
E.g., staff identify severity
of situation, cadence of
subsequent work order
creation
Staff has ability to merge
pending complaints into
existing work order(s)