Completing The New HUD APR. For Dedicated HMIS Grantees

Transcription

1 Completing The New HUD APR For Dedicated HMIS Grantees

2 Presenters Tracy D Alanno Associate Abt Associates, Inc. tracy_dalanno@abtassoc.com Nichole Fiore Senior Analyst Abt Associates, Inc. nichole_fiore@abtassoc.com

3 Session Objectives Become acquainted with new APR language. Understand which parts of the HMIS APR apply to HMIS Implementations that cover multiple CoCs and which apply to the specific grant, single COC. Understand how to access the HMIS APR through e- snaps. Understand reporting requirements.

4 Session Objectives Participants will be able to correctly answer APR questions related to dedicated HMIS grants: Scope of implementation; Functionalities; Program and bed coverage, across program and household types based on two points-in in-time; Training types, frequency and number of users completing training by type within the operating year; Data quality procedures and data entry timeliness - including percent of missing or don t t know/refused responses on Universal and Program Descriptor Data Elements; Funding sources and tracking of expenditures; and The narrative section.

5 Key Differences Annual Progress Report is now the Annual Performance Report APR report data is based on: Revised Data Standards published in March 2010; and The information entered and exported from the HMIS Submitted electronically, via e-snaps Questions are identified by number (Q1, H1) HMIS grantees will now be reporting on activity levels of their implementations, not just providing a financial report.

6 Overall Organization of the Full APR Sections HMIS dedicated grants complete section 1 and section 7 1. Project Information Required for All Grant Types 2. Program Outputs 3. Client Characteristics 4. Financial Information 5. Program Performance 6. Narrative 7. HMIS Dedicated Projects 6

7 Overview of APR Sections for HMIS Dedicated Projects Scope of HMIS Implementation HMIS Functionality HMIS Program and Bed Coverage Training types and frequency Data Quality Funding Expenditures Narrative 7

8 Introduction to e-snaps

9 Reference Sources 1. Basic instructions can be found at the top of each question. 2. Use HMIS APR Guidebook, posted on HUDHRE, as a reference to create and complete your APR.

10 e-snaps Login Page Same username and password used for submitting Exhibit 2 New e-snaps users click on Create a Profile to create an account

11 Left Bar Navigation Use the left menu bar or the next and back buttons to navigate through questions

12 Moving Between Questions Buttons on the bottom of every page allows the user to move back and for the between questions. Make sure to Save before moving back and forth between questions. The APR does not have to be completed in one sitting. You will have the ability to put submitted APR in PDF prior to and after submitting.

13 Creating the APR

14 Create APR To open an APR form in e-snaps you will need to select Funding Opportunity Registrations. Then select the CoC Annual Performance Report in the Funding Opportunity Name column.

15 Create APR Select the Applicant associated with this APR by selecting the appropriate Applicant Name from the list in the box on the left. Then select the rightfacing arrow in the middle of the screen to add the Applicant to Registered Applicant list on the right. Save Now select Projects. The project screen will open.

16 Create APR Select CoC Annual Performance Report from the Funding Opportunity Name drop-down list and click on the add icon.

17 Create APR Select your Applicant name from the drop down list. Provide your project name which is the name of your grant as it was submitted to HUD. Click Save & Back

18 Create APR Next step is to click on Submissions. Then click on the icon next to the Project that you named in the previous step.

19 APR Step 1: Project Information

20 CoC Project Information: Question 1 Contact Information Project information is required for all grant types. The project information required for reporting within the APR must exactly match the grant information you submitted and received from HUD when your grant was awarded. Project Name, project sponsor and grant number MUST match the awarded or amended grant. Contact information should be for the person most knowledgeable about the HMIS Implementation and may be different than the person listed in the awarded/amended grant. Use Guidebooks posted on HUDHRE as a reference.

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22 Question 3 Project Information Carefully select the answers to these questions, as they determine what you are required to answer for the APR. Selecting the incorrect answer will give you incorrect questions to complete.

23 Grant Number Confirmation You must now confirm your grant number. Review carefully - grant numbers change upon renewal. Once you are sure you have the right grant number click the check box.

24 Step 1: Project Information Submission Summary Once you submit you will NOT be able to change your grant number! Review Summary Last Updated form was completed on that date Please Complete mandatory field missing information Export to PDF for your records Press Submit

25 Step 1: Project Information Submission Summary Done with Step 1: Project Information Start Step 2 Return to Submission List by clicking on Back to Submission List

26 APR Step 2: Create APR

27 APR Step 2 Create Annual Performance Report Click on the APR Step 2 Icon for this Project Information submitted in Step 1 has been transferred You may edit information entered in Step1, except for grant number

28 Question 2 Submission Certification Checking the certification button tells HUD that the person named on this question has certified that all the information in the question is true and accurate.

29 HMIS Dedicated Projects APR Questions

30 Specific Questions for HMIS Dedicated Projects The new APR has a special section just for you!

31 H1a. Lead Organization Each CoC has identified to HUD the Lead Organization for their HMIS implementation in their annual Exhibit 1 submission. Identify the Lead Organization associated with this particular HMIS Implementation.

32 H1b. Contact Person Identify the contact person for the HMIS Lead Organization who you would want HUD to contact if there are any questions about your HMIS Implementation.

33 H1c. General Information Question relates to the entire HMIS implementation

34 Implementation Type Definitions The HMIS implementation may be for: A single CoC; A regional multi CoC area - more than a single CoC in an area, but not the whole state; A complete state comprised of two or more CoCs. If the entire state consists of one CoC then select single CoC Make sure to list the CoC(s) covered by the HMIS implementation

35 H2. HMIS Implementation & Staffing See implementation guide for specific directions and definitions associated with (a-g).

36 H3. Participation by Program Type Only report programs associated with this HMIS dedicated project, based on participation at the end (last day) of the operating year.

37 H4 Functionality (includes 6 sub-questions) Indicate whether your HMIS supports any of the specified functionality. Base your responses on the software functionality as it has been configured and is in use within the CoC. An HMIS supports functionality if: That function is available by the end of the operating year. An HMIS does not support that function if: It is an add-on offered by the vendor, but not purchased for use in the CoC. Use of the functionality may mean daily use by case workers or annual use by data administrators.

38 H4a. General Functionality

39 H4b. Reporting

40 H4c. Data Quality

41 H4d. Security

42 H4e. Data Exchange

43 H4f. Functionality Narrative Describe any current plans you have to enhance your HMIS software with new functionality or to begin using existing functionality.

44 H5. Electronic Data Sharing Provide information on electronic data sharing within the CoC funded by the HMIS dedicated project.

45 H6. Training Type, Requirements, Frequency and Completion Identify the training requirements for the CoC associated with the HMIS dedicated project. The fields are dependent fields and will open depending on your answer to questions.

46 H6. Training Type Requirements Frequency Completion

47 H7. Follow-Up Training Requirements Identify follow-up training requirements for HMIS beyond basic HMIS software training (yes/no). If you selected yes, then in a brief narrative, describe the follow-up training requirements and offerings for the operating year that you are reporting on.

48 H8. Data Timeliness Identify whether CHOs are required to enter HMIS data within a specific timeframe after client intake, contact or exit (yes/no). If you selected yes, then in a brief narrative, describe your data timeliness policies and procedures.

49 H9. Data Quality Procedures Identify whether you have standard operating procedures for monitoring the quality of the data If yes, describe in a brief narrative your data quality policies and procedures.

50 H10. HMIS Bed and Unit Participation H10 # Housing being reported on Date being reported on H10a Emergency Shelters in the CoC Last Wednesday in January of the operating year H10b Transitional Housing in the CoC Last Wednesday in January of the operating year H10c Permanent Supportive Housing in the CoC Last Wednesday in January of the operating year H10d Emergency Shelters in the CoC Last Wednesday in July of the operating year H10e Transitional Housing in the CoC Last Wednesday in July of the operating year H10f Permanent Supportive Housing in the CoC Last Wednesday in July of the operating year There are a series of six bed and unit participation sub-questions which identify point-in-time count data from the HMIS system for the CoC associated with this HMIS dedicated project.

51 H10a.-10f. PIT Counts January and July Collects counts on beds and persons in ES, TH and PSH. Year round unit information is only collected for permanent housing.

52 H10g. Explanation of Barriers If you did not have 100% bed coverage for ES, TH and/or PSH in either January or July (as reported in H10a-H10f): 1. Explain the barriers you are having in implementation; and 2. Your plan for improving your bed coverage. Because this question is required, if you had 100% coverage, type in: 100% coverage, not applicable in the text box.

53 H11. HMIS Data Quality (H11a-H11b) Universal Data Elements There are two identical HMIS Data Quality Charts for the Universal Data Elements: H11a - Residential Programs H11b - Outreach and Supportive Services Only

54 H11c. HMIS Data Quality Program Descriptor Data Elements Reports on the data quality on all program descriptor elements for all Contributory Homeless System programs within the CoC.

55 H12. HMIS Funding Sources Report on funding sources spent during the operating year. Includes all money received as match and leverage. Based on what was committed in Exhibit 2.

56 H13. HMIS Expenditures by Type Report on all expenditures, by type during the operating year.

57 H14. HMIS Narrative

58 Review Submission Summary Last Updated: Date that form was completed with all required fields. Please Complete: Mandatory fields missing. Click on Question Name: Returns you to that page. Export to PDF: Creates a PDF file for your records. Submit: All forms must be completed prior to submittal.

59 Tips for Implementing the New APR Keep and update an e-file that tracks your operating year and HUD grant number. Contact your state and local governments to get an accurate accounting of HPRP Grantees and make sure they are trained and participating. Make sure that you can run reports that identify: Number of participating and non-participating programs; Number of programs participating through data integration; Number of unduplicated active homeless clients in your HMIS; Number of users and number of active users.

60 Tips for Implementing the New APR Make sure new Programmatic Data Standard fields are populated for all Homeless Programs within your HMIS Coverage area. Identify the functionality components available within your HMIS System. Identify functionality components not available and develop a plan to incorporate those functions your CoC thinks they will want/need to meet HUD requirements. Investigate and request TA to help tackle the issue of data sharing.

61 Tips for Implementing the New APR Track trainings and training participants on a monthly basis. Run monthly PIT counts on the last Wednesday of each month and work with users to ensure that all data is clean and being entered. Run monthly Housing Inventory Counts on the last Wednesday of each month. Make sure that all homeless programs have up to date bed and unit counts. Check your utilization rates monthly.

62 Tips for Implementing the New APR Run monthly data quality checks and follow-up with users to ensure low missing data rates for: Residential programs Service only and outreach programs Program descriptor data elements Meet quarterly with accounting to check budget resources and expenditures. Use the HMIS Narrative section to briefly outline things you think HUD should know about your HMIS system and implementation.

63 APR Resources HUD guidance on the APR available now on HUD HRE Revised HMIS Data Standards March _March2010.pdf 63

64 Questions? Submit questions via the HUD HRE Help Desk 64