Balance of State Project Sponsor Meeting July 10, 2013, Bridgeport Conference Center. 10:00 am –...

Balance of State Project Sponsor Meeting

July 10, 2013, Bridgeport Conference Center. 10:00 am – 1:00 pm

Project Sponsor Meeting

http://wvceh.org/

Lindsay KnottsProject [email protected]

Amanda SissonData Analyst/HMIS [email protected]

WV Coalition to End Homelessness, Inc.929 West Main StreetPO 4697Bridgeport, WV 26330304-842-9522www.wvceh.org

mailto:[email protected]

mailto:[email protected]

http://www.wvceh.org/


http://wvceh.org/

Agenda

1. Introductions2. May 7 & July 2 Letters from Ann Oliva3. 2013 Tentative NOFA Process4. 2013 Grant Inventory Worksheet – everyone

renews!5. Ranking and Rating Process – CoC goals6. Progress Update on HEARTH Implementation7. Update on CI&A/SPDAT in the Balance of State8. HMIS Update9. APR Process10.Group Activity11.BreakAPR Training in HMIS


http://wvceh.org/

Introductions


HEARTH Act Outcomes

• Reduce length of homelessness (<30 days). • Reduce rates of return to homelessness. • Ensure all homeless served. • Grow jobs and income for homeless. • Reduce the number who become homeless. • Reduce the overall number of homeless.

http://wvceh.org/


http://wvceh.org/

HUD SNAPS Shots - Letters from Ann OlivaAnn Oliva is the Director of the Special Needs Assistance Program (SNAP) Office at HUD and oversees the Homeless Assistance Grants Programs. FY 2012 NOFA• Tier 1 renewals were announced• Tier 2 renewals were awarded• BoS applied for $443,582 in RR and from NEW

funds• BoS applied for $269,996 from the PSH Bonus • 2012 Ranking Process• FY 2013 Budget, insufficient to cover the

annual increase in renewal demand and to maintain ESG funding at the 2012 Level


http://wvceh.org/

May 7 Letter from Ann Oliva

• $215 million to ESG nationally. This was $25 million over the Congressional minimum.

• WV Received $1,279,122. This is $372,373 less than 2012 (roughly equal to 22% decrease).

• Ms. Oliva estimates that CoCs should expect the FY2013 Program NOFA to require cuts exceeding the 3.5% that we had to plan for in FY2012.

• FY2013 projections will not be enough to provide funds for all renewals and those renewing for the first time in 2013.


http://wvceh.org/


• Grant Inventory Worksheets • Used to calculate national Annual Renewal

Demand and calculate the amounts nationally that need to be cut based on the funds available.

• Must be correct when Registration closes. BoS corrected the 2012 GIW 3 times. This will not be allowed this year.

• Everyone will apply for renewal this year.• All grants will be 1 year.


http://wvceh.org/


Community stakeholders should consider the following:1. Develop a community-wide plan to address

homelessness, including a continuous strategy of how to use CoC and ESG Program funds to support the strategy.

2. Direct assistance to those who need it most and in ways that promote ending homelessness

3. Invest in and use data to drive decision making on homelessness both for the overarching plan and for decision making on local allocations.

• Assess your data tools, counting methodologies, and determine if changes and/or improvements need to be made.

• Ensure the CoC is actively responsible for the HMIS and ensures full participation in HMIS by ALL local homeless providers.


http://wvceh.org/


Community stakeholders should consider the following:4. Form strategic partnerships with mainstream

agencies and funders to prevent and end homelessness.

• Strengthen relationships with mainstream providers, particularly PHAs

• Ensure that every person is enrolled in any mainstream benefit program for which they are eligible

• Partner with programs that serve veterans in your community.


http://wvceh.org/

“Focus relentlessly on results and on collecting and using quality data…

Better data is essential to doing more of what works and to stop doing what

doesn’t.”

~Ann Oliva


http://wvceh.org/

July 2, SNAPS Weekly Focus: Changing the Way We Do Business

• Announced a10-week communication strategy by HUD focusing on particular tops and priorities each week.

• Messages are intended to provide CoCs with insight about HUD’s policy priorities as well as key information to help CoC’s and applicants prepare for the FY2013 CoC Program competition.

• Recommends that CoC and homeless service providers take time to reflect on what changes need to be made to be most effective


http://wvceh.org/

July 2, SNAPS Weekly Focus: Changing the Way We Do Business

• Critical questions that service providers and CoC leadership need to start asking themselves include:

1. Is PSH being used in a strategic manner that prioritizes those that need it most (as opposed to first come, first serve)?

2. Is PSH being implemented using a housing first model?

3. Is rapid re-housing being used as effectively as possible?

4. Is the CoC taking all necessary steps to implement a coordinated assessment system?

5. Are project recipients using all funding sources as efficiently as possible?


http://wvceh.org/

July 2, SNAPS Weekly Focus: Changing the Way We Do Business• Next nine week topics:1. Prioritizing chronically homeless persons in PSH2. Evidence based practice: Adopting a Housing First

approach for PSH3. Evidence Based Practice: Rapid Re-Housing and

HUD’s stance on Transitional Housing4. Family and Youth Homelessness5. Utilizing Mainstream Resources6. Importance of Centralized and Coordinated

Assessment7. Building Public and Private Partnerships8. Importance of Data9. How to Strategically Analyze Homeless Service

System and Grant Portfolio


http://wvceh.org/

Expected NOFA process:1. GIW and CoC Registration will be released

from HUD2. NOFA will be released (September 10, 2013??)3. CoC will calculate ARD and FPRN, CoC will put

out a RFP for PSH Bonus and new RR projects (as allowable). The CoC will not elect to fund new TH projects.

4. Renewal Projects complete Project Applications in e-snaps. Due date will be at least 45 days prior to NOFA deadline. Quick turn-around!

5. Ranking and Rating Committee will meet. 6. 30 days prior to deadline, Project Applicants

will be notified of ranking.7. Appeals process.8. Final submission of the CoC Collaborative

Application.


http://wvceh.org/

GIW and CoC Registrati

onReleased by HUD

NOFA Release

d9/10/13

?

Project Applicants will work on Applications

in e-snaps

CoC will put out RFP

CoC Collaborati

ve Application submitted in e-snaps

NOFASubmission

Deadline

15 days prior:CoC

notifies applicants

of inclusion/exclusion in

CoC Collaborati

ve Application

45 days prior:

Project Application

s submitted to CoC for review and corrections

Application editing

30 days prior:Final

submission in e-

snaps to CoC for ranking

Ranking Committee Meets

15 Days30 Days45 Days

Projected 2013 HUD NOFA Timeline


http://wvceh.org/

Tentative NOFA Process

Join https://onecpd.info/mailinglist/ OneCPD Resource Exchange Mailing List

Capacity Reviews are in process, retooling of TH is also in process.

https://onecpd.info/mailinglist/

https://onecpd.info/mailinglist/


http://wvceh.org/

Grant Inventory Worksheets

• Most recent grant number (the one you are under now in LOCCS)

• Verify EIN/Project Name• Effective Date – date grant agreement signed• Operating Start date – first day of the first

month of your operating year• Expiration Date• Program Type• $ award by line item (Leasing, Rental

Asst./Supp. Svcs./HMIS)• Beds by Unit type (1 bedroom, 2 bedroom, 3

bedroom…)• Admin costs requested – change with HEARTH


http://wvceh.org/

Grant Inventory Worksheets

• Verify your information for these items• Be prepared to complete the information for

the 2013 GIW when it comes out.


http://wvceh.org/

Ranking and Rating Process

• The Ranking and Rating Committee will look at:• Annual Performance Reports• Average Daily Bed and Unit Utilization• Average Data Quality Grade (compiled from

DBA and SP)• APR Performance Measures (Q36b) and the

HMIS Performance Report Card• Participation in the PIT• Monitoring Reports• TH vs. PSH• LOCCS draw downs• People on the street vs. empty beds


http://wvceh.org/

Current Progress on HEARTH Implementation and HEARTH Performance Measures


HEARTH Act

http://wvceh.org/

8 Specific Responsibilities of the CoC and Community

Coordinated Assessment System in process – 1st meeting 4/23, 2nd meeting 6/18, SAMHSA TA

Written standards to administer assistance in process, need buy-in from all providers

Designate and operate an HMIS ✔

Coordinate and implement a system of care (ES, TH, RRH, PSH, and Prevention)

needs work

Point in Time Count review and analysis ✔

Annual Gaps Analysis in process

Coordination with Consolidated Plan ✔

Performance evaluation of ESG programs and CoC programs to meet systemic outcomes

✔


Coordinated Intake and Assessment

“Centralized or coordinated assessment system is designed to:• coordinate program participant intake, assessment,

and provision of referrals• cover a geographic area• be easily accessed by individuals and families seeking

housing or services• be well advertised• include a comprehensive and standardized

assessment tool.

http://wvceh.org/


Change in Methodology System-wide

http://wvceh.org/

Current Practice is Program Centric

Future CI&A is Client-Centric

Guiding Question: “Should we accept this family into our program?”

Guiding Question: “What housing and service assistance is the best for each household of the several services available?”

Unique forms and assessment processes to each organization

Standard forms and assessment processes used by every program for every client

Ad hoc referral process between programs

Coordinated referral process across the CoC or state

Uneven knowledge about available housing and service interventions in the CoC

Accessible information about available housing and service interventions in the CoC


Why CI&A?

1. Reduction of time people spend moving from program to program before “finding the right match.”

2. Makes intake and assessment more accurate.3. Results in more appropriate referrals and use of the most

cost-effective intervention.4. Generation of much more accurate information about how

the existing resources are, or are not, meeting client needs.5. Quickly housing or preventing homelessness for the least

vulnerable population.6. Prioritizing the most vulnerable population in every case.

http://wvceh.org/


Key Aspects of CI&A System Change

http://wvceh.org/

Assessment No Wrong Door, Centralized, Regionalized, Roving CM

AccessSPDAT in HMIS

Data Entry and SharingHMIS for tracking service provision

ReferralThrough HMIS

Program IntakeHMIS


Balance of State Assessment – SPDAT

OrgCode’s Services Prioritization Decision Assistance Tool (SPDAT) is an evidenced-based tool that measures acuity across five dimensions:

1. Wellness2. Risks3. Family Unit4. Socialization and Daily Functioning5. History of Housing and HomelessnessThe SPDAT will be the assessment of choice and will be available in HMIS in the Balance of State. Training will happen in the coming weeks and participation by HUD SHP’s will be necessary. http://wvceh.org/


http://wvceh.org/

CI&A Task Groups

• Resource Scans in process - https://zerovapor.wufoo.com/forms/homeless-services-resource-form/

• SPDAT • Policies and Procedures• Community Engagement

https://zerovapor.wufoo.com/forms/homeless-services-resource-form/




http://wvceh.org/

HMIS Update

• Legacy Data Update• DHHR APS Workers• Assessments• Performance Report Card• ResourcePoint using Resource scan forms• SkanPoint pilot sites• User license fees starting January 2014


http://wvceh.org/

User license fees - ESG and HUD-Funded Providers

ServicePoint License FeesBoS Costs Current

Annual Costs

New User License Cost $100-$150/license Already Paid For

License Maintenance (existing and new)

$260/license/year$32,500 (based on 125

users)


http://wvceh.org/

ServicePoint License Fees Examples

Indiana Balance of State: First user license will cost $300 per year. The second user license will cost $240 per year, the third license will cost $180 per year, and the fourth license will cost$120. Additional user licenses are $60 per user per year. (uses ClientTrack)

Minnesota’s HMIS: $100 Set-up Fee, $250/licenses/year, $50 license transfer fee, $50 training fee (uses Wilder Research)

Ending Community Homelessness Coalition, Austin, TX: $600/license (uses ServicePoint)

Fresno Madera CoC: Sets aside a block of licenses for HUD provided services – charges $225/license once the block has been exhausted (uses ServicePoint)

Columbus, OH: Initial purchase cost of $225/license (uses ServicePoint)

Delaware-HMIS: $450 a year per license. (uses ServicePoint)


1http://wvendhomelessness.org/

Group Activity


2

APR (Annual Performance Report) • Purpose is to track program progress and accomplishments• Required of all SHP grantees• Delay in submitting your APR can hold up disbursement of

funds through LOCCS

• Components:1. General project information: clients served during the

operating year, household types, demographics and special needs information, prior living situation, income, length of stay, services received, reason for leaving, destination – HMIS!

2. Financial information – your files and records

http://www.wvceh.org




2

APR (Annual Performance Report) • Operating Start Date: For new grants, the first day of the

month in which the grantee or sponsor begins incurring eligible costs. The date is set by the grantee at the time of first draw down. For renewals, the operating start date is the day after the end of the previous grant term.

• APR Due Date: Due within 90 days of the completion of the operating year for years in which the grantee received SHP funds.

• Grant numbers change every year – make sure you are using your most recent grant agreement when putting your grant number into esnaps.





2

APR (Annual Performance Report) – Process 1. Pull your APR data from HMIS (directions are here:

2. Enter your APR into Esnaps using the PDF exported from HMIS

3. Export the APR from Esnaps as a PDF PRIOR to final submission and send it to one of the HMIS Staff members for review and edits if needed.

4. Submit your final APR through Esnaps after HMIS staff have reviewed and/or made edits.

5. Export your final, submitted APR to PDF and send it back to one of the HMIS staff so we can have it on file for the next cycle of the NOFA.






Questions



APR Training

Balance of State Project Sponsor Meeting July 10, 2013, Bridgeport Conference Center. 10:00 am –...

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