Balance of State Project Sponsor Meeting

1. Balance of State Project Sponsor Meeting July 10, 2013, Bridgeport Conference Center. 10:00 am – 1:00 pm

2. Project Sponsor Meeting Lindsay Knotts Project Specialist lindsayknotts@wvceh.org Amanda Sisson Data Analyst/HMIS Trainer amandasisson@wvceh.org WV Coalition to End Homelessness, Inc. 929 West Main Street PO 4697 Bridgeport, WV 26330 304-842-9522 www.wvceh.org http://wvceh.org/

3. Project Sponsor Meeting Agenda Introductions May 7 & July 2 Letters from Ann Oliva 2013 Tentative NOFA Process 2013 Grant Inventory Worksheet – everyone renews! Ranking and Rating Process – CoC goals Progress Update on HEARTH Implementation Update on CI&A/SPDAT in the Balance of State HMIS Update APR Process Group Activity Break APR Training in HMIS http://wvceh.org/

4. Project Sponsor Meeting Introductions http://wvceh.org/

5. Project Sponsor Meeting • 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/

6. Project Sponsor Meeting • HUD SNAPS Shots - Letters from Ann Oliva • Ann 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/

7. Project Sponsor Meeting • 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/

8. Project Sponsor Meeting • May 7 Letter from Ann Oliva • 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/

9. Project Sponsor Meeting • May 7 Letter from Ann Oliva • Community stakeholders should consider the following: • 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. • Direct assistance to those who need it most and in ways that promote ending homelessness • 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/

10. Project Sponsor Meeting • May 7 Letter from Ann Oliva • Community stakeholders should consider the following: • 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/

11. Project Sponsor Meeting “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/

12. Project Sponsor Meeting • 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/

13. Project Sponsor Meeting • 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: • Is PSH being used in a strategic manner that prioritizes those that need it most (as opposed to first come, first serve)? • Is PSH being implemented using a housing first model? • Is rapid re-housing being used as effectively as possible? • Is the CoC taking all necessary steps to implement a coordinated assessment system? • Are project recipients using all funding sources as efficiently as possible? http://wvceh.org/

14. Project Sponsor Meeting • July 2, SNAPS Weekly Focus: Changing the Way We Do Business • Next nine week topics: • Prioritizing chronically homeless persons in PSH • Evidence based practice: Adopting a Housing First approach for PSH • Evidence Based Practice: Rapid Re-Housing and HUD’s stance on Transitional Housing • Family and Youth Homelessness • Utilizing Mainstream Resources • Importance of Centralized and Coordinated Assessment • Building Public and Private Partnerships • Importance of Data • How to Strategically Analyze Homeless Service System and Grant Portfolio http://wvceh.org/

15. Project Sponsor Meeting • Expected NOFA process: • GIW and CoC Registration will be released from HUD • NOFA will be released (September 10, 2013??) • 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. • Renewal Projects complete Project Applications in e-snaps. Due date will be at least 45 days prior to NOFA deadline. Quick turn-around! • Ranking and Rating Committee will meet. • 30 days prior to deadline, Project Applicants will be notified of ranking. • Appeals process. • Final submission of the CoC Collaborative Application. http://wvceh.org/

16. Project Sponsor Meeting NOFA Submission Deadline Ranking Committee Meets Application editing Project Applicants will work on Applications in e-snaps 45 Days 30 Days 15 Days CoC Collaborative Application submitted in e-snaps GIW and CoC Registration Released by HUD NOFA Released 9/10/13? 45 days prior: Project Applications submitted to CoC for review and corrections 30 days prior: Final submission in e-snaps to CoC for ranking 15 days prior: CoC notifies applicants of inclusion/exclusion in CoC Collaborative Application CoC will put out RFP Projected 2013 HUD NOFA Timeline http://wvceh.org/

17. Project Sponsor Meeting 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. http://wvceh.org/

18. Project Sponsor Meeting • 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/

19. Project Sponsor Meeting • 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/

20. Project Sponsor Meeting • 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/

21. Project Sponsor Meeting • Current Progress on HEARTH Implementation and HEARTH Performance Measures http://wvceh.org/

22. Project Sponsor Meeting HEARTH Act http://wvceh.org/

23. Project Sponsor Meeting • 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/

24. Project Sponsor Meeting Change in Methodology System-wide http://wvceh.org/

25. Project Sponsor Meeting Why CI&A? Reduction of time people spend moving from program to program before “finding the right match.” Makes intake and assessment more accurate. Results in more appropriate referrals and use of the most cost-effective intervention. Generation of much more accurate information about how the existing resources are, or are not, meeting client needs. Quickly housing or preventing homelessness for the least vulnerable population. Prioritizing the most vulnerable population in every case. http://wvceh.org/

26. Project Sponsor Meeting Key Aspects of CI&A System Change http://wvceh.org/

27. Project Sponsor Meeting Balance of State Assessment – SPDAT OrgCode’s Services Prioritization Decision Assistance Tool (SPDAT) is an evidenced-based tool that measures acuity across five dimensions: Wellness Risks Family Unit Socialization and Daily Functioning History of Housing and Homelessness The 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/

28. Project Sponsor Meeting • CI&A Task Groups • Resource Scans in process - https://zerovapor.wufoo.com/forms/homeless-services-resource-form/ • SPDAT • Policies and Procedures • Community Engagement http://wvceh.org/

29. Project Sponsor Meeting • 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/

30. Project Sponsor Meeting User license fees - ESG and HUD-Funded Providers http://wvceh.org/

31. Project Sponsor Meeting http://wvceh.org/

32. Project Sponsor Meeting Group Activity http://wvendhomelessness.org/ 1

33. Project Sponsor Meeting • 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: • 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

34. Project Sponsor Meeting • 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. http://www.wvceh.org 2

35. Project Sponsor Meeting • APR (Annual Performance Report) – Process • Pull your APR data from HMIS (directions are here: • Enter your APR into Esnaps using the PDF exported from HMIS • 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. • Submit your final APR through Esnaps after HMIS staff have reviewed and/or made edits. • 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. http://www.wvceh.org 2

36. Project Sponsor Meeting Questions http://wvendhomelessness.org/ 1

37. Project Sponsor Meeting APR Training http://wvendhomelessness.org/ 1