MODULE 5: REPORTING REQUIREMENTS Indiana HPRP Training 1.
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Transcript of MODULE 5: REPORTING REQUIREMENTS Indiana HPRP Training 1.
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MODULE 5: REPORTING REQUIREMENTS
Indiana HPRP Training1
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HPRP Reporting Requirements
Overview:General Reporting Requirements & ProcessHMISDMS – internal to IHCDA, then to IDISQuarterly Performance Report (QPR)
components Initial performance report QPR Schedule
Annual Performance Report (APR) componentsNew HPRP data elements
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General Reporting Requirements
Recovery Act requires use of HMIS or comparable data base for data collection
Grantees and subgrantees providing HPRP assistance/services must report client-level data into CoC’s HMIS or comparable database
Comparable database must be consistent with HMIS Data and Technical Standards and meet HPRP reporting requirements. Requires review and approval by HUD.
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Reporting Overview
Report Type Reporting Period Preliminary Report Due
Date
Final Report Due Date
Initial Performance Report, Due 10/10/09
Date of grant agreement execution through 9/30/09
10/3/09 11/5/09
Quarterly Performance Reports, Due 10 days after end of each quarter
October 1 to December 31January 1 to March 31April 1 to June 30July 1 to September 30
3 days after end of each quarter
5th of month following preliminary due date
Annual Performance Report, Due 60 days after end of Federal Fiscal Year
October 1 to September 30
30 days after the end of each federal fiscal year
N/A
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HPRP and IDIS
HPRP grantees use DMS to report HPRP expenses. IHCDA uses IDIS to draw down and track funds
IDIS will not collect beneficiary data but DMS will gather some reporting elements.
Minimal data entryWill start in legacy or re-engineered IDIS –
depending on timing
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IDIS will not be Modified for HPRP
HUD will establish a new Grant in IDIS for HPRP
Grantees use ESG Program Path to set up IDIS activities for HPRP
Grantee will commit funds from HPRP grant (Activity Funding)
Grantee will “pre-fund” subgrantee accounts with about 90 days of anticipated expenditures.
Thereafter, each claim submission will allow IHCDA to re-fund the subgrantee account to the 90 day level.
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HPRP follows ESG Project/Activity Structure in IDIS
ESG projects = Shelter or ProgramActivities = Eligible HPRP activity category
Administration Homelessness Prevention Rapid Re-housing*
* Report under “Homeless Assistance” Category in re-engineered IDIS or under “Essential Services” category in legacy IDIS
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Sample of IDIS Project for HPRP8
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IDIS Disbursements
Funds disbursed by eligible activityGrantees encouraged to draw down monthlyHUD will review expenditure ratesState of Indiana will review expenditures
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Quarterly Performance Report
Grantees submit QPR to HUD and OMB Unduplicated accounting required
QPRs are cumulative (inclusive of activities from prior quarters)
Data is reported for each quarter and for the entire grant period to date
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Initial Performance Report
Supplement to first quarterly report includes: Maintenance of effort
Amount of HPRP used to continue existing services Grant Allocation Schedule
Subgrantee awards by activity Projected program outputs
Projected persons and households to be served during the grant period by homeless status at entry and eligible service activity
Homeless Prevention Targeting – description of targeting approach and activities
HMIS plan
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QPR Components
Grantee Information Contact, authorizing entity, project information
Program Performance Persons and households served
Organized by Homeless status at entry Type of service activities
Housing outcomes of persons servedTo be counted as HPRP program participants,
households must have an entry housing status reported (homeless or non-homeless) and receive Financial Assistance and/or Housing Relocation and Stabilization
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QPR Components – 2
Financial Information HPRP expenditures by eligible activity type
Financial assistance Housing relocation and stabilization services Data collection and evaluation Administration
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QPR Components –3
Financial Information HPRP Expenditures by service type and eligible
service activity Homelessness prevention Homeless assistance
Within each by service activity Financial assistance Housing relocation and stabilization
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APR Components
Grantee informationProgram outputsClient characteristics by household typeClient characteristics by exit statusHPRP expenditures by service type, eligible
activity and sub-activitiesProgram performance by service typeNarrative
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Additional HMIS Data Elements for HPRP Reporting
New data elements for HPRP: Grantee and SubgranteeIdentifier Financial Assistance Provider Housing relocation and stabilization services provider
New universal data element: Housing status – separation of homeless and non-
homeless populations for reporting purposes – must be collected at program entry and exit Literally homeless Imminently at risk of becoming homeless Precariously housed and at risk of homelessness Stably housed
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Data Element: Financial Assistance Provided
HPRP funded financial assistance ONLY Start date End date Amount Type
Rental assistance Security deposit Utility deposit Utility payment Moving cost assistance Motel/hotel voucher
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Financial Assistance Data Element
Purpose is to determine type and amount of financial assistance received by program participant
Required for HPRP APR and QPRRecord HPRP funded assistance paid to 3rd
party for benefit of program participant Start date End date Type Amount
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Financial Assistance Data
Collect for each instance of financial assistance and each type of assistance
Start/end dates may be same for one-time assistance
For on-going rental assistance Start/end dates different Collected at least once every three months during
program enrollment and consecutive months of assistance
If rental assistance exceeds 3 months, also collected at program exit
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Financial Assistance: Short or Medium Term Assistance
For HPRP reporting Short or medium term rental assistance will be
determined by the number of months of rental assistance provided during continuous program participation
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New Data Element: Housing Relocation and Stabilization Services Provided
HPRP funded services ONLY Start date End date Type
Case management Outreach and engagement Housing search and placement Legal services Credit repair
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Housing Relocation and Stabilization
Purpose is to determine HPRP funded services provided during program participation
Required for QPR and APRsCollected at least every three months during
program participationIf enrollment exceeds 3 months, also
collected at program exit
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Income and Sources Data Collection
Must be collected from participants At entry At exit At least once annually
Income is counted if received within last 30 days
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Household reporting24
Households that are other than literally homeless at entry are reported in the homeless prevention columns
Homeless assistance columns include people who were literally homeless at entry
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Homelessness Prevention and Homeless Assistance Data Shells for Reporting
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Financial Assistance
Persons Served: Quarterly and cumulative
Households Served: Quarterly and Cumulative
Rental Assistance
Security and utility deposits
Utility payments
Moving cost assistance
Motel and Hotel Vouchers
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Homeless Prevention and Homeless Assistance Reporting Data Shells
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Housing Relocation and Stabilization Services
Persons Served: Quarterly and cumulative
Households Served: Quarterly and Cumulative
Case Management
Outreach and Engagement
Housing Search and Placement
Legal Services
Credit Repair
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Housing Outcomes Destination
Needed for HPRP QPRsCollected at program exit – if person still
enrolled as of the last day of the reporting period, no housing outcome data should be reported
Revised to include destination type with tenure and subsidy types
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Housing Outcomes for HPRP
Permanent Housing Permanent supportive housing for homeless persons
(SHP, etc) Rental by client, no housing subsidy Rental by client VASH subsidy Rental by client other (non-VASH) housing subsidy Owned by client, no housing subsidy Owned by client, with housing subsidy Staying or living with family, permanent tenure Staying or living with friend, permanent tenure
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Housing Outcomes for HPRP29
Temporary destinations Emergency shelter including hotel or motel paid for
with emergency shelter voucher Transitional housing for homeless people (including
youth) Staying or living with family, temporary tenure Staying or living with friend, temporary tenure Hotel or motel not paid by emergency shelter voucher Place not meant for human habitation Safe haven
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Housing Outcomes for HPRP30
Institutional Destinations Psychiatric hospital or other psychiatric destination Substance abuse treatment facility or detox center Hospital (non-psychiatric) Jail, prison, or juvenile detention facility Foster care home or foster care group home
OtherDeceasedDon’t know/refusedMissing information – Do Not Use!
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Government-Wide Report Requirements for ARRA
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OMB imposed reporting requirements on all agencies disbursing ARRA funds
Additional data elements that will be required include: Jobs created and retained (expressed in full-time-equivalents) –
number of positions Brief description of types of jobs created/retained Under certain circumstances, 5 most highly compensated
officers must be named and total compensation reported If, in the preceding fiscal year, organization received 80% or more
of annual gross income from Federal contracts/grants/loans and The organization received over 25,000 in annual gross revenues
from Federal contracts and The public does not have access to information about
compensation through reports filed with the SEC or IRS
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ARRA Reporting Data Elements32
Sub-grantee financial information Name, DUNS number, location, contract amount,
Congressional District Names and total compensation of 5 most highly
compensated officers if conditions on prior slide are met