FY2012 CoC Program Competition Training Completing the CoC Program Grant Inventory 2012, Version 1
Table of Contents Introduction... 1 Module Objectives... 1 Changes to the GIW from Previous Years... 1 Sub-Sections 1 and 2... 3 Section 1 - Grantee and Project Information... 4 Section 2 - Current Budget Line Items (BLIs) and... 5 Sub-Section 2.1 - Current BLI Amounts... 5 Sub-Section 2.2 - Former S+C Program Unit Configuration... 7 Sub-Section 2.3 - Current Grant Characteristics... 8 Section 3 - Requested Budget Line Items (BLIs) and for FY2012 Competition... 10 Sub-Section 3.1 - Requested BLI Amounts and Configuration...10 Rental Assistance Worksheet... 12 Section 4 - Requested Budget Line Items (BLIs) and for FY2012 Competition (continued)... 15 Sub-Section 3.2...15 Adding Renewals to the GIW that were not Pre-populated...16 Section 5 - Summary of CoC Eligible Funds... 17 Summary... 18 Completing the CoC Program GIW Page i
Introduction Welcome to the online training resource for Fiscal Year (FY) 2012 Instructions for the CoC Program Grant Inventory. This resource is one in a series of training modules and resources provided to assist in the completion of your FY2012 application for homeless assistance funding. This resource provides a description of the new GIW, describes the actions CoCs must take to complete the GIW, and highlights the changes in the GIW spreadsheet from FY2011. CoCs should receive their GIWs from HUD prior to the opening of CoC Registration in e-snaps. If you have not received your GIW prior to the opening of CoC Registration, please contact your local HUD CPD Field Office as soon as possible. Module Objectives By the end of this resource, you should be able to do the following: Complete the FY2012 GIW Know when and how to complete the Rental Assistance Worksheet Understand the changes to the GIW from the FY2011 competition Changes to the GIW from Previous Years The FY2012 GIW contains several elements that have changed from previous years. These include the following: In prior years, HUD would send CoCs separate GIWs: one for the former Supportive Housing Program (SHP) projects and one for former Shelter Plus Care (S+C) projects. Starting with FY2012, HUD will send each CoC one GIW. On the new GIW, CoCs will show funding for their former S+C projects under the Rental Assistance category. For more information on this topic, please refer to Sub-Sections 2.1 and 2.3 below. Beginning in FY2012, grantees may receive administrative costs for the following: o o Former S+C projects may receive up to 7 percent of the total grant amount for administrative costs. Former SHP renewal projects may receive up to a 2 percent increase in administrative expenses over what they received in the FY2011 Competition. o For more information on this topic, please refer to Section 2.1. Beginning in FY2012, the sum of leasing, rental assistance, HMIS, supportive services, operating, and administrative costs for all of the renewal projects within a CoC's jurisdiction is now called the Completing the CoC Program GIW Page 1 of 18
Annual Renewal Demand (ARD). The term used in previous competitions was the Hold Harmless Need (HHN) amount. Also beginning with this year, the GIW includes a Rental Assistance Worksheet to be completed for projects that are converting from leasing to rental assistance. The Rental Assistance Worksheet lists the following: o o o o Number of units by unit type FMRs for each unit type Total amount of rental assistance required on a monthly basis Number of months for which rental assistance is being requested o Total amount of rental assistance requested During FY2012, Safe Haven projects renewing for the first time must select Safe Havens (SH), Transitional Housing (TH), or Permanent Housing (PH). Applicants will need to select the correct component based on the way the project currently operates. (Note: Under HEARTH, HUD can no longer fund new Safe Haven projects. However, existing Safe Haven projects can be renewed. To be considered for funding, a submission of an application is required.) During FY2012, Rapid Re-housing Demonstration projects renewing for the first time must note the component type as TH, per the FY2008 CoC NOFA under which they were originally awarded. Completing the CoC Program GIW Page 2 of 18
Sub-Section 2 Sub-Section 1 Completing the CoC Program Grant Inventory Sub-Sections 1 and 2 Field Office: CoC Number: CoC Name: Collaborative Applicant/Lead Agency Name: Is the lead the same as in FY2011? (select from dropdown) The following steps describe the information to be included in Sub-Section 1 of the GIW and that you must complete in Sub-Section 2. Step Description 1. Sub-Section 1 of the GIW will be pre-populated when you receive the GIW from HUD. The information included will be as follows: The HUD Field Office that has jurisdiction over the CoC The CoC Number The name of the CoC 2. The CoC must complete Sub-Section 2 of the GIW In the first field, enter the CoC's Collaborative Applicant/Lead Agency's name. The Collaborative Applicant is the organization within the CoC that will actually submit the CoC's application in e-snaps. In the second field, select "yes" or "no" from the dropdown menu to indicate whether the CoC Collaborative Applicant/lead agency listed is the same or different than it was during the FY2011 competition. Completing the CoC Program GIW Page 3 of 18
Section 1 - Grantee and Project Information Section 1 of the GIW contains information on each of the grantee s projects. For the most part, it will be pre-populated when you receive the GIW from HUD. One project will be listed per row. HUD will include all of the grantees projects about which HUD is aware. HUD populates the GIW using information from LOCCS and the grants awarded from the FY2011 competition. SECTION 1 - GRANTEE AND PROJECT INFORMATION No Grantee Name EIN Project Name Project Number Grant Term (Years) Effective Date (mm/dd/yyyy) Operating Start Date (mm/dd/yyyy) Expiration Date (mm/dd/yyyy) Former SHP or S+C Program Type Comments 1 2 The following describes the information contained or collected in Section 1. Step Description 1. The following fields will be pre-populated in Section 1. Row number Grantee name Grantee Employer Identification Number (EIN) Project name Project number Grant term - number of years Grant effective date Date on which the project commenced operation Grant expiration date Former Homeless Assistance Grants Program type (SHP, S+C) Comments - to be completed as necessary 2. Grantees must manually enter information for projects that are being renewed for the first time, i.e., a first time renewal of a grant awarded in the FY2006 Competition. All of the fields listed above must be completed. Details about the renewal information should be inserted into the Comments field. Completing the CoC Program GIW Page 4 of 18
Section 2 - Current Budget Line Items (BLIs) and Sub-Section 2.1 - Current BLI Amounts Sub-Section 2.1 includes budget line-item (BLI) figures on a per grant/per row basis. For the most part, when you receive the GIW, these fields will pre-populated by HUD, EXCEPT for "Rental Assistance" (Column P). In previous years, HUD would provide CoCs with one GIW for SHP projects and another for all S+C projects. This year, CoCs will receive one GIW for all projects, regardless of component type. Sub-Section 2.1 - Current BLI Amounts Acquisition Rehabilitation New Construction Leasing Rental Assistance Supportive Services Operating costs HMIS Administration Costs (up to 5%) Monthly Renewal Amount Total Budget Awarded $0 $0 $0 $0 The following steps provide a description of the cells in Subsection 2.1 and provide instructions regarding the cells the grantee is required to complete. Step Description 1. The following fields will be pre-populated in Section 2.1. Acquisition (Column L) Rehabilitation (Column M) New construction (Column N) Leasing (Column O) Supportive Services (Column Q) Operating costs (Column R) 2. The remaining columns, except for "Rental Assistance" (Column P) will consist of the following: "Administration Costs" (Column T) represents the amount available for administrative costs for renewal projects. This amount is up to 7 percent of the grant amount. Cells under "Monthly Renewal Amount" (Column U) contain a protected formula that automatically calculates each project s monthly renewal amount; therefore, Completing the CoC Program GIW Page 5 of 18
CoCs do not input any data into these cells. Cells under "Total Budget Awarded" (Column V) contain a protected formula that automatically calculates each project s total budget amount; therefore, CoCs do not input any data into these cells. NOTE: All projects that are former S+C projects will have their rental assistance costs listed under "Rental Assistance" (Column P). Completing the CoC Program GIW Page 6 of 18
Sub-Section 2.2 - Former S+C Program Unit Configuration Sub-Section 2.2 - S+C Unit Configuration SRO 0 BR 1 BR 2 BR 3 BR 4 BR 5 BR 6+ BR TOTAL Total Budget Awarded (S+C only) 0 0 In this section, the CoC must enter the number of units by unit type for each of their projects. Step Description 1. Under the "SRO " through "6+ BR " (Columns W through AD), CoCs must enter for each project the number of units per type for which they had previously received renewal funds. 2. Cells under "Total " (Column AE) have a protected formula that calculates the total number of units in each project for which the CoC previously received renewal funds. CoCs do not input any data into these cells. 3. Cells under "Total Budget Awarded" (Column AF) have a protected formula that calculates the total renewal amount for rental assistance. Completing the CoC Program GIW Page 7 of 18
Sub-Section 2.3 - Current Grant Characteristics Sub-Section 2.3 - Current Grant Characteristics Current Project Component (select from dropdown) Renewing from Leasing to Rental Assistance? (select from dropdown) Is this a 2006 Grant? (select from dropdown) Was this project extended? (select from dropdown) Is this a first-time renewal? (select from dropdown) Comments In this section of the GIW, grantees must identify, for each project, the current characteristics. For each characteristic, CoCs are to select the applicable response from the dropdown menus provided for the cells under "Current Project Component" through "Is this a first-time renewal" (Columns AG through AK). Step Description 1. Under "Current Project Component" (Column AG), the CoC is to select the "Current Project Component" for each renewal project. Select the project's former S+C or SHP component type from the following options. PH Permanent Housing TH Transitional Housing SSO Supportive Services Only HMIS Homeless Management Information System SH Safe Haven TRA Tenant-based Rental Assistance SRA Sponsor-based Rental Assistance PRA Project-based Rental Assistance S+C/SRO Shelter Plus Care Single Room Occupancy Completing the CoC Program GIW Page 8 of 18
2. Under "Renewing from Leasing to Rental Assistance?" (Column AH), CoCs are to select for each renewal project whether they are changing components from leasing to rental assistance. Select the appropriate option from the dropdown menu. Select Yes if the CoC is changing the renewal project type from leasing to rental assistance. Select No if there is no change. Select N/A if the project never had a leasing or rental assistance component, i.e., HMIS projects. 3. Under "Is this a 2006 Grant?" (Column AI), CoCs are to indicate whether the project grant was awarded in 2006 by selecting Yes or No from the dropdown menu. 4. Under "Was this project extended" (Column AJ), CoCs are to indicate whether the project grant received an extension by selecting Yes or No from the dropdown menu. 5. Under "Is this a first-time renewal?" (Column AK), CoCs are to indicate whether the project grant is a first-time renewal by selecting "Yes or No from the dropdown menu. 6. Under "Comments" (Column AL), CoCs are to reconcile any discrepancies by entering an explanation, i.e., when a project's budget is being reduced as a result of a reallocation. NOTE: Rental assistance projects are those where the lease is between the lessor (land owner) and the project participant. Completing the CoC Program GIW Page 9 of 18
Section 3 - Requested Budget Line Items (BLIs) and for FY2012 Competition Sub-Section 3.1 - Requested BLI Amounts and Configuration Sub-Section 3.1 - Requested BLI Amounts and Configuration Leasing Rental Assistance Supportive Services Operating costs HMIS SRO 0 BR 1 BR 2 BR 3 BR 4 BR 5 BR 6+ BR TOTAL Administration Costs Requested Maximum Monthly Renewal Administration Amount Costs Allowed Total ARD 0 $0 $0 $0 0 $0 $0 $0 In this section of the GIW, CoCs are supposed to enter information about their project renewals going forward. CoCs must enter the following information. Step Description 1. Under "Leasing" (Column AM), for each project, CoCs must enter the total amount they are requesting for leasing. 2. Under "Rental Assistance" (Column AN), for each project, CoCs must enter the total amount they are requesting for rental assistance. 3. Under "Supportive Services" (Column AO), for each project, CoCs must enter the total amount they are requesting for supportive services. 4. Under "HMIS" (Column AQ), for each project, CoCs must enter the total amount they are requesting for HMIS. 5. Under "Operating Costs" (Column AP), for each project, CoCs must enter the total amount they are requesting for operating costs. 6. Under "SRO " through "6+ BR " (Columns AR through AY), for each project, CoCs must enter the total number of units for each unit type 7. Cells under "Total " (Column AZ) contain a protected formula, which calculates the total number of units in the project for which rental assistance is being requested. The CoC does not enter any data into these cells. 8. Under "Administration Costs Requested" (Column BA), for each project, CoCs must enter the amount they are requesting for administrative costs. 9. Cells under "Maximum Administration Costs Allowed" (Column BB) contain a protected formula, which provides the maximum allowable administrative costs that the CoC may request for the project, based on the component(s) for which the CoC is requesting funds. 10. Cells under "Monthly Renewal Amount" (Column BC) contain a protected formula, which provides the total monthly renewal amount for the project. CoCs do not enter any data in these cells Completing the CoC Program GIW Page 10 of 18
11. Cells under "Total ARD" (Column BD) contain a protected formula, which provides the total annual renewal demand (ARD). NOTE: Administrative costs are now eligible under all components. NOTE: For FY2012, the maximum eligible amount for administrative expenses may be up to 7 percent for all projects. For former SHP projects, the grantee may receive an increase in administrative costs of up to 2 percent over that which was received in the FY2011 Competition NOTE: The total annual renewal demand (ARD) is a new term that means the total cost of any or all of the following activities: leasing, rental assistance, supportive services, HMIS, and project operations. Previously, this was known as the hold harmless need (HHN) amount. Please see 574.59 of the rule for information on allowable administrative costs. Completing the CoC Program GIW Page 11 of 18
Rental Assistance Worksheet Prior to finalizing Sub-Section 3.1 of the GIW, CoCs that have jurisdiction over grantees applying for rental assistance must have one Rental Assistance Worksheet per project. This is a new form that is being introduced with the FY2012 GIW. NOTE: CoCs will only need to enter information into a project s Rental Assistance Worksheet if the project is converting from leasing to rental assistance Rental Assistance Budget Worksheet Please click on the link provided below to obtain 2012 FMR amounts. 2012 FMRs County: Size of # of FMR # of Months Total Budget SRO x x 12 = $0 0 Bedroom x x 12 = $0 1 Bedroom x x 12 = $0 2 Bedrooms x x 12 = $0 3 Bedrooms x x 12 = $0 4 Bedrooms x x 12 = $0 5 Bedrooms x x 12 = $0 6+ Bedrooms x x 12 = $0 Total 0 = $0 If a grantee is converting a project from leasing to rental assistance, to complete the worksheet, the CoC must do the following. Step Description 1. Insert the grant number in the grant number field. 2. From the FY2012 FMR dropdown field, the CoC must do the following: Select the applicable state and county in which the project is located. Select Next Screen. The screen will refresh to show the FMRs for the state and county selected. Completing the CoC Program GIW Page 12 of 18
For projects with multiple locations, to add another state and county, scroll down to Related FY2012 FMR Areas and make a selection. Insert the number of units by unit type in the # of field. Insert the correct FMR for that unit type in the FMR field. The total budget figures will automatically calculate. Repeat steps if there are multiple geographic areas in one project. 3. Once the Rental Assistance Worksheet is completed, the CoC must do the following: Return to the GIW and insert the total number of units and applicable unit types in Sub-Section 3.1. From the Rental Assistance Worksheet, take the amount calculated in the "Rental Assistance" (cell D7) and insert it into the "Rental Assistance" column (Column AN) under Sub-Section 3.1 in the GIW. Enter an amount in the "Administration Costs Requested" column (Column BA) that does not exceed the amount calculated in the "Maximum Administration Costs Allowed" column (Column BB). Completing the CoC Program GIW Page 13 of 18
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Section 3 - Requested Budget Line Items (BLIs) and for FY2012 Competition (continued) Sub-Section 3.2 In this Sub-Section, the CoC provides characteristics for which funds are being requested for each project. Step Description 1. Under "Lease Structure" (Column BE), the CoC must indicate whether the project is leasing a building for supportive services by selecting "Yes" or "No" from the dropdown menu. 2. Under "Project Component" (Column BF), the CoC must indicate the component for which FY2012 funds are being requested by making the proper selection from the dropdown menu. 3. Under "Housing Assistance Type" (Column BG), the CoC must indicate if grant funds are being requested for leasing, rental assistance, both, or neither by making the proper selection from the dropdown menu. 4. Under "Was a lease provided to the FO for units, structures?" (Column BH), if the CoC is reclassifying a component, the CoC must indicate if the lease has been provided to the applicable local HUD CPD Field Office by selecting "Yes," "No," or "N/A" from the dropdown menu. 5. Under "Is project included in a recent or planned consolidation?" (Column BI), the CoC must indicate if the grant is being consolidated by selecting "Yes" or "No" from the dropdown menu 6 Under "Is part or all of current Amount being reallocated this year?" (Column BJ), the CoC must indicate whether all or part of the current grant amount is being reallocated by selecting "Yes" or "No" from the dropdown menu. If the CoC selects "Yes," an explanation must be inserted in Column BL 7 Under "Is the new component different from the current?" (Column BK), the CoC must indicate whether the component for which funds are being requested in FY2012 is different than the existing component by selecting "Yes" or "No" from the dropdown menu. If the CoC selects "Yes," an explanation must be inserted in Column BL. 8 Under "Comments" (Column BL), as noted above, the CoC must indicate any changes noted in the previous Columns. NOTE: A CoC may consolidate grants and must confirm with their Field Office and record the consolidations on the GIW prior to the opening of the FY2012 competition. Only grants with the same component may be consolidated. Please review the FAQs on consolidation on the HRE at www.hudhre.info Completing the CoC Program GIW Page 15 of 18
Adding Renewals to the GIW that were not Pre-populated CoCs must follow the steps listed below to add renewal projects that are not pre-populated to the GIW. Step Description 1. Complete all of the Section 1 - Grantee and Project Information. This is the information that reflects the project's current status. In the "Comments" (Column K) column, indicate that this is a project that is eligible for renewal that was not pre-populated on the GIW. 2. Complete Section 2 - Current Budget Line Items (BLI) and Unit Configuration. For Sub- Section 2.1, enter in the current budget line items as reflected in the original or amended grant agreement. The "Monthly Renewal Amount" (Column U) column will be hidden, so no entry is needed in that column. The "Total Budget Awarded" (Column V) column is a formula calculation and should reflect the amount of your projects as indicated in your original or amended grant agreement. o If it does not, please check your data entry in the "Acquisition" through the "Administration Costs" columns (Columns L through T). Also make sure that the "Grant Term" (Column F) is correct. o If you have added an S+C project, enter the dollar amount of your award as reflected in your original or amended grant agreement under "Rental Assistance" (Column P). Adding S+C projects also requires the completion of Sub-Section 2.2, using the number and unit configuration of the current S+C project. 3. Complete Sub-Section 2.3 - Current Grant Characteristics. Answer the questions in the "Current Project Component" through the "Is this a first-time renewal" columns (Column AG through AK). If this project is a first-time renewal, enter "Yes" from the dropdown in the "Is this a first-time renewal" column (Column AK). In the "Comments" column (Column AL), enter the justification for the project's entry on the GIW (first-time renewal, expiration date in 2013, etc.) 4. Complete Section 3 - Requested Budget Line Items (BLI) and Unit Configuration for the FY2012 Competition. Refer to Sub-Section 3.1 above. Completing the CoC Program GIW Page 16 of 18
Section 5 - Summary of CoC Eligible Funds The CoC must NOT enter any information into these cells because the formulas contained therein are protected. Completing the CoC Program GIW Page 17 of 18
Summary Congratulations! You have successfully completed the training resource on instructions for completing the Grant Inventory Worksheet. You should now be able to: Complete the FY2012 GIW. Know when and how to complete the Rental Assistance Worksheet. Understand the changes to the GIW from the FY2011 Competition. Completing the CoC Program GIW Page 18 of 18