Bergen County, New Jersey Department of Human Services (DHS) sought a biometrics-based system that would help them track utilisation of high-volume, high-traffic services they provide for homeless individuals in the county. The system also needed to feed data into the state database and eliminate duplicate records.

The new Biometrics Data Management System (BDMS) has enabled the Bergen County DHS to eliminate duplicative paperwork and time-consuming data entry tasks by using finger image scans to quickly and efficiently document individuals who are receiving services. The system, which was designed to streamline the sign-in process for basic services including meals and overnight shelter, has also enabled the DHS to better document the use of additional drop-in services such as showers, caseworker appointments and computer and telephone use. By providing accurate, unduplicated client counts for each service provided and then feeding that information into the county’s Homeless Management Information System (HMIS) database, the BDMS gives DHS more detailed demographic information about the populations they serve and the services that are used most often. This has enabled them to better support funding requests and grant applications while ensuring that DHS is providing the most-needed services to the homeless community. The new biometric system not only makes it faster and easier for individuals to sign-in for access to services, it has freed up many hours of staff time – time that is now devoted to working with people in need.

“We knew the system would help us do things more quickly, but what we didn’t expect was how it has helped us better understand needs. Because of the data we’ve gathered, we have successfully written grants and developed programmes we would not have thought of or been able to support otherwise, such as special services for homeless women and youth.” – Mary Sunden, Executive Director of Christ Church Community Development Corporation and administrator of the BDMS for the Bergen County Housing, Health and Human Services Center.

The solution involved Fulcrum Biometrics working with the County’s contract holder, New Jersey Business Systems’ Eyemetric Identity Systems division, to develop an easy-to-use finger image identification system – the Biometrics Data Management System (BDMS) – that enables homeless individuals to quickly gain access to services without needing to sign forms. The system, which was implemented in 2010, has been well received, both by staff at the centre and by the homeless individuals coming there for services.

Now, with the new BDMS, the first time an individual comes to the centre a finger image is scanned and he or she is enrolled into the system. The biometric information is then uploaded to the HMIS database, which maintains identity and demographic information about the person, such as age and gender. After that, each time that individual wants to use a service, he or she simply places a finger on the scanner and is immediately logged into the system as having used that service. At the end of the day, or any designated time period, the system can generate reports for analysis by staff and for submission to the HMIS database.

If individual clients want to remain anonymous for any reason, they do not need to provide their names; they are assigned unique numbers and the system simply tracks which services are used. This maintains confidentiality for those who want it (which is often the case in domestic abuse situations) and still enables DHS to track which services are being used, how often and by which population demographic.

The system uses finger image scanners from Futronic Technology and a high-speed, highly accurate finger image matching algorithm from Neurotechnology. Fulcrum used the FbF framework to develop a webbased application that communicates via Fulcrum’s proprietary Bioxml, web services interface to start tagging biometric data collected from the various DHS service areas. The data is then merged into singular records that resolve back to individual identities inside the HMIS system. Because of this unique approach, DHS is able to rapidly and easily acquire an accurate count of homeless persons for whom services are provided at any given time. The end result of the solution is a true, unduplicated count of persons served by the various Bergen County DHS programmes – data that is difficult to obtain without truly unique identification and which is essential for organisations requesting grants and funding from various state and federal agencies.