2010 HUD NOFA Renewal Application Technical Assistance Training

1. 2010 HUD NOFA Renewal Application Technical Assistance Training Presented by:DHS Staff on September 24, 2010

2. 2 Agenda 2009 NOFA Overview Scoring SF 424 Exhibit 2 Submission Resources

3. 3 Why are we here? Approximately $1.68 Billion was appropriated in FY10 for Continuum of Cares across the country. This is divided up nationally according to a formula, and each locality/continuum, including NYC receives a preliminary pro rata share. On September 20, 2010 HUD released its SuperNOFA.

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5. 5 How does NYC Apply for and receive money under the Homeless Assistance Grant NOFA? The Application to HUD consists of Exhibits 1&2. All applications must be submitted through E-SNAPS. All Project applicants must be registered through e-snaps. Visit www.hudhre.info/esnaps for online training. NYC’s CoC registered for E-SNAPS prior to the start of the CoC competition. Exhibit 1 – completed by NYC DHS

6. 6 How does NYC Apply for and receive money under the Homeless Assistance Grant NOFA? (Continued) Exhibit 2 CoCs and project applicants will be required to apply for the 2010 CoC competition electronically through HUD’s e-snaps system. All applicants are required to register with Dun and Bradstreet to obtain a DUNS number NO DUNS=NO FUNDING NO ACTIVE CCR=NO FUNDING Please complete or renew your registration in the Central Contractor Registration (CCR). Your Exhibit 2 application is due in E-SNAPS by Tuesday, 10/12/2010 at NOON.

7. 7 Obtaining a DUNS number and Renewing in CCR Obtaining a DUNS number: A DUNS Number is required when submitting any application for Federal funds. If your organization does not already have a DUNS Number, please visit the Dun & Bradstreet website at http://www.dnb.com/us/ or call 1-866-705-5711. Registering and Renewing in CCR The Central Contractor Registration (CCR), which is also known as the Central Contractor Registry, is the primary registrant database for the U.S. Federal Government. To register in CCR, a firm must have a DUNS Number. Registrants must update or renew their registration at least once per year to maintain an active status. To make sure that your have an active CCR status, please visit the CCR website at www.ccr.gov. Please do so immediately.

8. 8 2009 Score on Exhibit 1 High score nationally was 91.25. The Funding Threshold was 71.25 NYC scored 80 We’ve improved from being right on the funding line in 2007, to being five points above it in 2008, to 8.75 points above in 2009.

9. 9 How can we improve this score? Improve CoC performance in HUD strategic areas as measured on provider APRs Retention in permanent housing, participants moving from TH to PH, participants employed at program exit Increase the number of Permanent Housing beds for chronically homeless Decrease the number of homeless households with children Demonstrate regular draw downs

10. CoC Continues to be scored on 100 point scale 10

11. Scoring (2) 11

12. Scoring (3) 12

13. Scoring (4) 13

14. Scoring (5) 14

15. 15 New in 2010 NOFA: Emphasis on a number of educational assurances COC Application (Exhibit 1): Collaboration with local education agencies Evidence that COC is considering the educational needs of homeless children in family shelter placements Project Application (Exhibit 2): Evidence that projects are establishing policies and practices that are consistent with the education subtitle of the McKinney-Vento Act and related laws Evidence that programs that provide housing or services to families are designating a staff person to ensure that children are enrolled in school and connected to the appropriate services within the community.

16. 16 2010 NOFA Permanent Housing Bonus (NYC CCoC $6million dollar bonus) * One or more new permanent housing projects * Can be SHP, SRO, or S+C * Projects are strongly encouraged to serve chronically homeless individuals and disabled veterans. * SHP programs cannot use more than 20% for case management, with at least 80% going toward acquisition, rehab, new construction, leasing, or operations. HUD will award more points to projects that request a greater percentage of funds for housing activities. Visit www.nychomeless.com for a timeline for applying for the Permanent Housing Bonus

17. Permanent Housing Bonus Timeline Pre-Applications Available 9/28/2010 Pre-Applications Due 10/12/2010 Permanent Bonus Review Team Meets 10/19/2010 Decision on Winners of Bonus 10/22/2010 Exhibit 2s collected for Winning Applicants 10/29/2010 17

18. 18 Submission of SF - 424 You will submit only one SF – 424 per agency. Your SF 424 should carry over from last year. You will only need to make changes and add a few items. For detailed information on instructions for SF-424 visit http://esnaps.hudhre.info/projectapps.cfm The continuum website will also have a copy of the instructions available.

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20. 20 Completing the SF-424 Every applicant must complete the SF-424. Even if you created an SF-424 in 2009 and you think you do not need to edit it, you will still need to update and complete the SF-424 through e-snaps in order to access Exhibit 2. The term “complete” refers to the “Complete” button used to finish the SF-424 for 2010. The Authorized Representative must select the “Complete” button.

21. 21 Completing the SF-424 (cont’d) The Esnaps SF-424 training module helps you: Prepare for the Exhibit 2 application process Identify which fields you need to edit and screens you must complete Attach the required documents to your SF-424 form Complete the SF-424 form for 2010

22. 22 Completing the SF-424 (cont’d) Important Note: Returning applicants may also use the SF-424 training module developed for new applicants. The module provides step-by-step instructions for each screen and could be particularly helpful for new staff who enter or review information in the SF-424. This resource is also located on the e-snaps training page at http://esnaps.hudhre.info

23. 23 Completing the SF-424(cont’d) The SF 424 for application for Federal Assistance is very much like it has been in the past. This year applicants are not required to complete all of the sections of the SF-424. Sections required to be filled out are Marked by an asterisk (*) Marked by a black label DO NOT ENTER INFORMATION IN SPACES WITH LIGHT GRAY LABELS

24. 24 SF-424 Attachments Applicant/Recipient Disclosure/Update (HUD form 2880): HUD requires that you submit one 2880 per project annually, even if nothing has changed from previous year. Code of Conduct (if not already on file with HUD). Non-profit status documentation (if not appearing on the 'Nonprofit Document' screen of the SF-424 in Esnaps and the documentation has changed). SF-424 Supp-Survey on Equal Opportunities (if applicable). SF-LLL - Disclosure of Lobbying Activities (if applicable).

25. 25 Accessing 2009 Exhibit 2 Through e-Snaps Each applicant must have an authorized representative and obtain a username, you can use last years username and password. EXHIBIT 2 APPLICANT – AUTHORIZED REPRESENTATIVE CHANGES Does your organization need access to its 2009 application and the organization’s Authorized Representative who was responsible for submitting the Exhibit 2 in 2009 left the organization or changed positions?

26. 26 Accessing 2009 Exhibit 2 Through Esnaps (cont’d) If you answered “yes” to the question above, you must formally request a change in authorized representative to gain access to your agency’s e-snaps application. This is mandatory. Follow the instructions in the Esnaps: Project Applicants: Getting Started training module at http://www.hudhre.info/esnaps for placing a formal request. A copy of this training module will also be available at the Continuum website in pdf format.

27. Accessing Exhibit 2 Through Esnaps (cont’d) The applicant’s authorized representative must add all of its organization’s projects into Esnaps in order to access Exhibit 2. The applicant’s authorized representative adds users who will be completing Exhibit 2 to the Esnaps system. Please review the Esnaps Exhibit 2: Renewal Applications module at http://esnaps.hudhre.info/projectapps.cfm A copy of this training module will also be available at the Continuum website in pdf format. 27

28. Esnaps Exhibit 2 Module:Please read in its entirety!! 28

29. Exhibit 2 – Renewal Projects 29

30. 30 Exhibit 2 e-Logic Model The e-Logic model is a series of worksheets that outline your method of achieving CoC program goals An e-Logic model must be completed for each Exhibit 2 application This is a performance management measurement tool which indicates whether an agency is meeting its targets and goals This model is used by HUD to evaluate CoC activity As you use each worksheet remember not to cut and paste This is an Excel based program

31. 31 e-Logic Model (Continued) Please download a blank Logic Model spreadsheet from the Reference Room of the e-snaps training page on the HRE, located at http://esnaps.hudhre.info/reference.cfm (Please note that currently the e-Logic form is not available at this Resource Room) Once you download this form, it is completed outside of e-snaps. You may need to “Enable Macros” on your computer as this program contains macros in order to work properly. You will get a prompt to do this. Refer to the Instructions tab on the e-Logic model for step-by-step instructions

32. 32 e-Logic DO’s and DON’Ts Do – Select the tab labeled “instructions” for additional guidance Do – expand the “Problem, Need, Situation,” Service or Activities,” or “Outcome” columns Do Not – cut and paste items from one column to another

33. The HUD eLogic Model The eLogic Model serves as an executive summary of the entire grant application and a basis for monitoring and evaluation. HUD reviewers look at the statements in the HUD narrative and compare them to the completed Logic Model. They should match! Are there appropriate associations between services and outcomes? Are the numbers realistic?

34. 34 Important Information on e-Logic Model HUD Information on the e-Logic Model http://www.hudhre.info/esnaps/ http://portal.hud.gov/portal/page/portal/HUD/webcasts/archives/NOFA10 (July 26, 2010) Those who prefer to view the slides regarding e-Logic can visit the above link or the Continuum website.

35. 35 Submission Electronic application (Exhibits 1 and 2) will contain all forms including documents that need to be downloaded and signed. Each applicant must complete a SF-424. Applicants submit Exhibit 2 to CoC by Friday October 12, 2010 at noon. CoC submits the entire package to HUD via E-SNAPS by November 12, 2010.

36. 36 Esnaps Training for Exhibit 2 Project Applicants helps you Access e-snaps Complete or update your organization's SF-424 Register your organization for the Exhibit 2 FY2010 funding opportunity Identify your renewal projects eligible for funding for FY2010 Access the Exhibit 2 application Complete the required forms for each FY2010 Exhibit 2 renewal application Submit your FY2010 Exhibit 2 renewal application to your Continuum of Care (CoC)

37. 37 Resources www.nychomeless.com www.hudhre.info http://www.hudhre.info/esnaps/

38. 38 Questions The HRE Virtual Help Desk is available to assist with e-snaps issues. Just go to http://www.hudhre.info/helpdesk and submit your question. E-Mail Merih Anil regarding Exhibit 2 submissions: manil@dhs.nyc.gov

39. 39 Important: Please email or mail a copy of your APR that you submitted to HUD after January 22, 2010 to: Mihyun Yoon, Policy Intern Department of Homeless Services 33 Beaver Street, 20th Floor New York, NY 10004 E-mail: myoon@dhs.nyc.gov