Renewal Application Training for Part I FY2019 Continuum of Care - - PowerPoint PPT Presentation

Renewal Application Training for Part I

FY2019 Continuum of Care Competition June 13, 2019

Agenda

1. Debrief from FY2018 Competition 2. New System Structure Overview: Salt Lake Valley Coalition to End Homelessness 3. Point in Time Count & System Performance Measures Review 4. Local Scoring Guidelines 5. Renewal Application Content 6. ZoomGrants Training 7. eSNAPS Overview 8. Questions 9. Timeline Reminder

• 10. Contact Information

FY2018 Continuum of Care Program Competition UT-500 Collaborative Application Score

3

Overall Scores for all CoCs, 2018

• Highest Score for any CoC:

190

• Lowest Score for any CoC:

47.75

• Median Score for all CoCs:

160

• Weighted Mean Score for all CoCs:

166.75

CoC Scoring Summary, 2018

Scoring Category Maximum Score (Points) Your CoC Score (Points) Part 1: CoC Structure and Governance 52 47.25 Part 2: Data Collection and Quality 49 38 Part 3: CoC Performance and Strategic Planning 77 69.75 Part 4: Cross-Cutting Policies 22 22 Total CoC Application Score 200 177

CoC Scoring Summary, 2017

Scoring Category Maximum Score (Points) Your CoC Score (Points) Part 1: CoC Structure and Governance 50 44 Part 2: Data Collection and Quality 46 31 Part 3: CoC Performance and Strategic Planning 82 68 Part 4: Cross-Cutting Policies 22 11 Total CoC Application Score 200 154

Overall Scores for all CoCs, 2017

• Highest Score for any CoC:

190.75

• Lowest Score for any CoC:

57

• Median Score for all CoCs:

147.5

• Weighted Mean Score for all CoCs:

159.75

UT-500 Historical Scoring Overview

75.52% 81.41% 82.76% 89.62% 77.00% 88.00% 79.47% 88.66% 89.36% 95.47% 80.73% 93.00% 70.00% 75.00% 80.00% 85.00% 90.00% 95.00% 100.00% 2012 2013-2014 2015 2016 2017 2018

CoC Scores post-HEARTH Act

Compared to Total Points Possible Compared to High Score

Statewide CoC Funding

FY2015 Competition FY2016 Competition FY2017 Competition FY2018 Competition Salt Lake County CoC $7.4 million $7.3 million* $7.4 million $7.8 million Balance of State CoC $1.6 million $1.8 million* $1.8 million $1.8 million Mountainlands CoC $1 million 0.9 million $1 million $1.2 million Combined Total $10 million $10.1 million $10.2 million $10.9 million

* Tooele County became part of the Balance of State CoC and included the transfer of $210,000 in ARD funding

SALT LAKE VALLEY COALITION TO END HOMELESSNESS

Steering Committee 16 voting members , 4-6 advisory members

Health/Wellness Core Function Mental Health Task Group Physical Health *Substanc e Use Disorder Dental Care Terminally Ill/ Medically Frail Housing Core Function Affordable Rapid Re- housing Tiny /Shared Permanent Supportive Housing Location Assisted Living Transitional

Crisis Response Core Function

Resource Centers/ Shelter Food Security Diversion Client Intake Outreach Medical Respite First Responders Education Core Function K-12 Higher Ed Early Childhood Technical & Vocational Training Employment Core Function Public & Private Employee Education / Training Community Engagement Core Function *Communi ty Councils City Governme nts Faiths Communica tions Legal Rights/Safety Core Function Legal Defenders Association *Criminal Justice Advisory Committee Public Safety Criminal Justice Services Policy & Funding Decision Makers: Government, STH Board, Private Funders Client Focused Core Function Human Trafficking *Youth Client Groups LGBTQ Veterans Families Domestic Violence Aging Data Action/ Research *HMIS *PIT Count Non-HMIS Data HUD/ Funding Activities *Applicati

• n Task

Group *Ranking Funding/ ESG, Etc. Best Practices Coordinat ed Entry Trauma Informed Care Housing First Lived Experience

Support Agencies

*Existing group

2019 PIT Count

Salt Lake Valley Coalition to End Homelessness Steering Committee Meeting – June 12, 2019

2,176 1,891 2,047 1,804 1,844 2,086 1,834 1,886 1,668 1,651 90 57 161 136 193

• 500

1,000 1,500 2,000 2,500 2015 2016 2017 2018 2019

The homeless count increased 2%, driven by a more accurate count of unsheltered individuals

Sheltered individuals Total individuals

Count of homeless individuals

Unsheltered individuals

Data questions? hmis@utah.gov

The count of individuals in households with children decreased for the second straight year

in households with children in households without children

Count of homeless individuals

in households

• f only children

1,346 1,260 1,341 1,182 1,315 830 631 699 620 526 7 2 3

• 500

1,000 1,500 2015 2016 2017 2018 2019

Data questions? hmis@utah.gov

Due to the improved accuracy of the count and more local resources available to homeless youth, the count of unaccompanied youth under 24 increased

Parenting youth under 24 Unaccompanied youth under 24

Count of homeless youth under 24

Children of parenting youth under 24 72 77 110 112 144 24 14 28 22 13 30 26 33 28 18

• 50

100 150 2015 2016 2017 2018 2019

Data questions? hmis@utah.gov

The count of homeless veterans decreased 16% from 2018 and is down 45% since 2015

288 275 177 187 157

• 100

200 300 2015 2016 2017 2018 2019 Veterans

Count of homeless veterans

Data questions? hmis@utah.gov

182 164 143 227 382 383

• 100

200 300 400 2015 2016 2017 2018 2019

The chronically homeless count is nearly unchanged from 2018 to 2019

Count with

• ld method

Count with new method

Count of chronically homeless individuals

Data questions? hmis@utah.gov

2019 System Performance Measures

Salt Lake Valley Coalition to End Homelessness Steering Committee Meeting – June 12, 2019

2,176 1,891 2,047 1,804 1,844 8,624 9,332 9,081 9,534 1,000 3,000 5,000 7,000 9,000 2015 2016 2017 2018 2019 SPM: Sheltered homeless

• persons. Federal Fiscal Year

(FFY), October 1 to September 30. PIT: Sheltered and unsheltered persons on a single night in January.

There was an increase in sheltered persons of 5% between FFY17 and FFY18.

SPM: Federal Fiscal Year/PIT: Year of January Count

Reported by an annual HMIS sheltered count (SPM) and a single night sheltered and unsheltered count (PIT).

66 60 67 61 94 74 77 70 50 60 70 80 90 100 FFY 2015 FFY 2016 FFY 2017 FFY 2018

Average Length Of Time Homeless.

The Average Length Of Time Homeless decreased by 10%.

Persons in Emergency Shelter and Transitional Housing. Persons in Emergency Shelter

Data questions? hmis@utah.gov

Total Returns to Homelessness remained constant.

6 to 12 months Less than 6 months

Returns to Homelessness as a percentage.

13 to 24 months 22% 11% 20% 25% 10% 8% 10% 9% 9% 23% 8% 8% 41% 42% 39% 42% 0% 10% 20% 30% 40% 50% FFY 2015 FFY 2016 FFY 2017 FFY 2018

Data questions? hmis@utah.gov

Total returns in 2 years.

The number of people exited to a Permanent Housing destination increased by 3%

38% 23% 17% 20% 41% 31% 28% 29% 0% 10% 20% 30% 40% 50% FFY 2015 FFY 2016 FFY 2017 FFY 2018 Salt Lake County CoC

Percent of exits from Emergency Shelter, Transitional Housing and Rapid Rehousing projects to Permanent Housing.

Data questions? hmis@utah.gov

State of Utah

94% 94% 94% 93% 89% 92% 92% 92% 85% 90% 95% 100% FFY 2015 FFY 2016 FFY 2017 FFY 2018

People in Permanent Housing projects are either exiting to Permanent Housing or Retaining their housing status at steady levels.

Salt Lake County CoC State of Utah

Percent of Permanent Housing exits to Permanent Housing destinations,

• r retention of Permanent Housing.

Data questions? hmis@utah.gov

Scoring Guidelines

• Part of ZoomGrants Reference

Library

– And posted to County website – http://slco.org/homeless- services/fy2019-coc-competition/

• Project Effectiveness, Budget,

Data Quality (50%)

– Scored by Ranking Committee

• Performance & Need (50%)

– Scored by SLCO

Project Effectiveness 30% Budget 10% Data Quality 10% Performance & Need 50%

CATEGORY & WEIGHT

Project Effectiveness Budget Data Quality Performance & Need

• Alignment with USICH Federal

Strategic Plan

– Ensure homelessness is rare, brief and a one-time experience

• Alignment with State Strategic Plan
• Connect System Level reporting to

program level performance and evaluation

Graphic Source: State of Utah Annual Report on Homelessness 2018

Changes from 2018 Scoring

• Program Best Practices

– Question added: Agency clearly defines and gives clear examples of how the project funding supports making episodes of homelessness rare, brief and one-time

• Integrated Network: Partnerships

– Question added about participation in Salt Lake Valley Coalition to End Homelessness

• Budget

– Removed question related to % of HUD budget used for housing (rent, leasing,

• perations)
• Need & Performance

– Decreased weight of income related elements

• Stayers and leavers considered separately

– Increased weight of exits to Permanent Housing/retention of Permanent Housing

Estimated Funding Available

• $7,673,145

– CoC’s Annual Renewal Demand

• Fund renewals and any new projects created through reallocation
• $71,328 available for Reallocation
• Bonus Funding: Unknown until NOFA release

– 2018 Amounts

• DV Bonus: $493,127
• Bonus Projects: $428,764

Joint TH-RRH Component Project Training

• https://www.hudexchange.info/trainings/courses/joint-th-rrh-

component-projects/2941/

• June 18, 2019 11:30-1:00pm

– Understand the key requirements for HUD-funded Joint Component Projects, including those funded through the CoC Program, as part of the DV Bonus, and through YHDP – Understand eligibility requirements for HUD-funded Joint Component Projects – Learn key strategies for increasing the effectiveness of your Joint Component Projects

Eligible Applicants

• Projects Awarded Funding in the FY2018 CoC Competition

– Transitional Housing – Permanent Housing

• Rapid Re-Housing
• Permanent Supportive

A separate process will be released for renewal HMIS projects, CoC Planning projects and applicants seeking NEW funding through the Continuum of Care.

RENEWAL APPLICATION CONTENT

Contact Information

• Standard naming convention for project applications

– Agency Acronym, Project Name, HUD Competition Year – EX: SLCO CH Housing Project FY2019

• Expiring Grant Number

Threshold Certifications

• Data Collection

– HIC, PIT, LSA – Submit APRs for review to meet HUD and local policies

• Budget

– Match at 25%

• Compliance

– HEARTH Act and NOFA Requirements

• Local Review Process

– 1) ZoomGrants & 2) E-snaps

Application Questions

• Correspond to Scoring Guidelines

– Project Effectiveness – Budget – Data Quality – Need – Performance

Project Effectiveness

Program Best Practices and HUD Policy Priorities

• Housing First

– Moving quickly to housing – Low-barrier entry/terminations

• Compliance

– Homeless or formerly homeless person on agency’s board – HUD Monitoring / Inspection Requirements

• Ending Homelessness

– Capacity – Target Population

Project Effectiveness

• Housing Placement Process

– current process/time from prioritization to voucher – current process/time from voucher to housing placement

• Integrated Network

– Partnerships

• Involvement with Salt Lake Valley Coalition to End Homelessness

– Case Management coverage

Budget

• Drawdowns

– Quarterly?

• Expenditure

– Percentage of Funds Expended (2016-2018)

• Cost per positive outcome

– divide your HUD $ Amount by the number of leavers to Permanent Housing (plus those retaining PH for PH programs)

Data Quality, Need, and Performance

• Reporting period: 10/1/17 to 9/30/18
• Data from HMIS/Comparable Database information using the CSV-

APR 2018 Export

– Uploaded to Sage as test report – Required attachment – Calculations completed by SLCO staff; verified by agency staff

• Questions requiring a response that is a percentage should be expressed as a number

with no more than two decimal points.

• Do not include the "%" symbol in your response.

Data Quality

• Reference: CSV-APR 2018 Report as uploaded to Sage, Q06 a,

b, & c percent of error rate column

• Report the percent of errors for the following data elements.

– Name – Social Security Number – Date of Birth – Race – Ethnicity – Gender – Veteran Status – Project Start Date – Relationship to Head of Household – Client Location – Disabling Condition – Destination – Income and Sources at Start – Income and Sources at Annual Assessment – Income and Sources at Exit

Data Quality Timeliness:

• Reference: CSV-APR 2017 Report as uploaded

to Sage, Q06e: Data Quality: Timeliness

• Report the number of project entry and exit

records for each data entry period

• 0 days (entry)
• 1-3 days (entry)
• 4-6 days (entry)
• 7-10 days (entry)
• 11+ days (entry)
• 0 days (exit)
• 1-3 days (exit)
• 4-6 days (exit)
• 7-10 days (exit)
• 11+ days (exit)

Data Quality Narrative

• Please state your plan for improving data quality for all of

the above data elements that are noted as having an error rate of 10% or higher and/or records entered more than 5 days after entry/exit.

– Include the name or title of the person within your agency that will be responsible for executing the plan

Need & Performance (All Projects)

– Occupancy / Unit Utilization – % Entries literally homeless – % Entries with no income – % of adults who gained or increased earned income – % of adults who gained or increased non-employment income

Need and Performance (All Projects)

• % Occupancy /

Average Daily Unit Utilization

• Reference:

– Q08b PIT Count of Households – 4B. Total Units from e- snaps application – Calculate the average (divide each PIT by Units to get utilization, add all utilization and divide by 4)

Month PIT Count (Q08b) Total Units (4B) Utilization January 30 30 100% April 28 30 93% July 28 30 93% October 30 30 100% Average 96.50%

Need and Performance (All Projects)

• % entries literally homeless

(Reference: Q15 (total persons from emergency shelter+place not meant for human habitation)/total)

• 1. 37+2=39
• 2. 39/72= 54%

Need and Performance (All Projects)

• % of adults with zero income at

entry (Reference: Q16, no income at start/total adults)

• 1. 25/72=34%

Need and Performance (All Projects)

• % Leavers who exit to shelter, streets or unknown
• (Reference Q23a &Q23b (exits to emergency shelter+place

not meant for habitation+data not collected)/total leavers(Q22a1))

(0+0+5+2+0+0)/48=14.58%

Need and Performance (All Projects)

• % Returns to homelessness (HMIS report from SLCO)

Need and Performance (All Projects)

• % of adults who gained or increased earned income from start to annual assessment

– (Reference: Q19a1 1st row Adults who gained or increased/Total Adults)

• % of adults who gained or increased other income from start to annual assessment

– (Reference: Q19a1 3rd row Adults who gained or increased/Total Adults)

Need and Performance (All Projects)

• % of adults who gained or increased earned income from start to exit

– (Reference: Q19a2 1st row Adults who gained or increased/Total Adults)

• % of adults who gained or increased other income from start to exit

– (Reference: Q19a2 3rd row Adults who gained or increased/Total Adults)

Project Specific Need and Performance (PSH)

• PSH Percentage of clients

disabled at entry

• (Assumes adult in family has

disability, calculation may be >100%)

• Reference APR Q13a2; Formula

= ((Persons with 1 condition)+(Persons with 2)+(Persons with 3+)) / Total Adults (Q05a)

(13+15+8)/40=90%

Project Specific Need and Performance (PSH)

• PSH Percentage of participants who remain in PSH or exited to permanent housing
• Calculation: 1) Determine # of stayers (APR Q22a); 2) Determine leavers to permanent housing destinations (APR

Q23a & Q23b); 3) Add stayers (Step 1) and leavers to permanent housing destinations (Step 2) and divide by # of participants (Q05a)-exits to foster care home or foster care group home, hospital or other residential non-psychiatric medical facility, residential project or halfway house with no homeless criteria, and long-term care facility or nursing home, deceased.

Project Specific Need and Performance (PSH)

• PSH Percentage of participants who remain in PSH or exited to permanent housing
• Calculation: 1) Determine # of stayers (APR Q22a); 2) Determine leavers to permanent housing destinations (APR

Q23a & Q23b); 3) Add stayers (Step 1) and leavers to permanent housing destinations (Step 2) and divide by # of participants (Q05a) minus exits to foster care home or foster care group home, hospital or other residential non- psychiatric medical facility, residential project or halfway house with no homeless criteria, and long-term care facility

• r nursing home, deceased.

(28+6+0)/40-(0+0+1+0+0+0+0+0+0+0)=87.18%

Project Specific Need and Performance (RRH)

• PSH Percentage of clients

disabled at entry

• (Assumes adult in family has

disability, calculation may be >100%)

• Reference APR Q13a2; Formula

= ((Persons with 1 condition)+(Persons with 2)+(Persons with 3+)) / Total Adults (Q05a)

(13+15+8)/40=90%

Project Specific Need and Performance (RRH)

• RRH Percentage of participants who exited to permanent housing
• Reference: calculations report by SLCO staff; Calculation: 1) Determine # of leavers to permanent housing

destinations (APR Q23a & Q23b); 2) Divide by # of leavers (Q22a1) minus exits to foster care home or foster care group home, hospital or other residential non-psychiatric medical facility, residential project

• r halfway house with no homeless criteria, and long-term care facility or nursing home, deceased.

Project Specific Need and Performance (RRH)

• RRH Percentage of participants who exited to permanent housing
• Reference: calculations report by SLCO staff; Calculation: 1) Determine # of leavers to permanent housing

destinations (APR Q23a & Q23b); 2) Divide by # of leavers (Q22a1) minus exits to foster care home or foster care group home, hospital or other residential non-psychiatric medical facility, residential project

• r halfway house with no homeless criteria, and long-term care facility or nursing home, deceased.

(6+0)/12-(0+0+1+0+0+0+0+0+0+0)=54.55%

Project Specific Need and Performance (RRH)

• On average, participants spend XX

days from project entry to residential move-in

• Reference APR Q22c: 1) Review the

various time periods 2) Report the mode (most common) time period

– <30 =46+4+5+3 = 58 – 31-60 = 7 – >61 = 0+0+0 = 0

• Collapsed categories, add sub

categories

30 days or less

Project Specific Need and Performance (TH)

• PSH Percentage of clients

disabled at entry

• (Assumes adult in family has

disability, calculation may be >100%)

• Reference APR Q13a2; Formula

= ((Persons with 1 condition)+(Persons with 2)+(Persons with 3+)) / Total Adults (Q05a)

(13+15+8)/40=90%

Project Specific Need and Performance (TH)

• TH Percentage of participants who exited to permanent housing
• Reference: calculations report by SLCO staff; Calculation: 1) Determine # of leavers to permanent housing

destinations (APR Q23a & Q23b); 2) Divide by # of leavers (Q22a1) minus exits to foster care home or foster care group home, hospital or other residential non-psychiatric medical facility, residential project

• r halfway house with no homeless criteria, and long-term care facility or nursing home, deceased.

Project Specific Need and Performance (TH)

• TH Percentage of participants who exited to permanent housing
• Reference: calculations report by SLCO staff; Calculation: 1) Determine # of leavers to permanent housing

destinations (APR Q23a & Q23b); 2) Divide by # of leavers (Q22a1) minus exits to foster care home or foster care group home, hospital or other residential non-psychiatric medical facility, residential project

• r halfway house with no homeless criteria, and long-term care facility or nursing home, deceased.

(6+0)/12-(0+0+1+0+0+0+0+0+0+0)=54.55%

Project Specific Need and Performance (TH)

• On average, participants stay in

project XX days

• Reference APR Q22a1: 1) Review

the various time periods (7 days or less, 8 to 14 days, etc.) 2) Report the mode (most common) time period

– <365 Days = 9+8+9+10+41 = 77 – 366 to 730 Days (1-2 yrs) = 49 – >731 Days = 27+8+12+7 = 34+8+18+12 = 72 – Collapsed categories, add sub categories

<365 Days

Budget & Project Description

• Summary Budget Information

– Line-item requests

• Leasing, Rental Assistance, Operating, Supportive Services, Admin
• Should match Grant Inventory Worksheet

– Match

• Letters may be attached/reviewed at E-snaps stage

– Project description

• Target population(s) and meeting their needs
• Projected outcome(s)
• Coordination with other sources/partners

Attachments

• 1. Executive Director Certification on agency letterhead (template provided)
• 2. APR report produced from Client Track or comparable database and

uploaded to Sage as a test report

• 3. Copy of HUD APR response letter as received from the HUD CPD Denver

Field Office (This could be a screenshot/print of the submission status from

• Sage. If Not Applicable, attach document indicating such)
• 4. Copy of Monitoring letters from HUD CPD Denver Field Office
• 5. Copy of program’s eligibility and termination policies and procedures
• 6. Letters of Support detailing case management and other service

commitments/partnerships

Submission Instructions

• Access the application here:

–https://zoomgrants.com/gprop.asp?donorid=22 04&limited=2319

–Deadline:

• Thursday, June 27, 2019, 23:59 Pacific Time

Accessing ZoomGrants Website:

Access ZoomGrants via a link provided from the program administrator.

The Application cannot be accessed from the ZoomGrants homepage

https://zoomgrants.com/gprop.asp?donorid=2204&limited=2319

Creating an Account and Logging In

The Zoom Grants account and log in box is on the right hand side of webpage If you’ve already made an account, login using the boxes on the upper right corner

• f the page

Accessing the Application

Once you’ve created an account and logged

• n, click the Apply button next to the

appropriate program to create your first ………………………application for that program.

Inviting Others to Collaborate

A: Enter their email

address

B: Indicate which sections

they are allowed to collaborate on

C: Click the Invite Button

*Found under Contact Information tab

Filling Out the Application

Uploading Documents

Click on the ‘Upload’ button next to each document request. A file Upload Window for that request will open. Follow the instructions in the window to upload a link or file (or multiple) in that slot. **After uploading all documents refresh the page before submitting the application**

Previewing, Printing & Submitting the Application

Click the grey ‘Submit Now’ button

• n the top of the application.

Once fully completed type initials and click ‘Submit Now’ to

• fficially submit the application.

Creating Multiple Applications

After logging in using the login box on the top left ZoomGrants Application page… Click the ‘Apply Again’ Button and begin the application with a new program

Accessing E-Snaps

https://esnaps.hud.gov/grantium/frontOffice.jsf

Log in on left hand column of page: Can log in or make a new profile from this login page.

Adding and Deleting Registered Users

• From home page click the ‘Applicants’ button in the left hand column.
• This brings you to the Registrants screen.
• Click the ‘people’ icon
• Click the ‘link’ icon to add registrants
• Fill out Information

*Registrant needs to create account before you can add them

• To delete a registrant use the ‘delete’ icon next to the individual’s name.

Updating Contact Info in Agency Profile

• Under the ‘Applicants’ button click the folder icon
• Select the applicant profile type and click the ‘Next’ button
• You will then be directed to fill in/update your organization’s information.

*There is a ‘show instructions’ button on the top of the page for additional guidance.

Timeline Pre-NOFA

Ranking Committee

May 31 – approval of scoring guidelines for Renewals July 2 – Review and score local part of Renewal applications

SLCO

June 5 – Release scoring guidelines and local application for Renewals June 27-July 1: Organize applications for RC

Renewal Applicants

June 27 – Submit local part of application

Activities Post-NOFA

Ranking Committee

Review E-snaps Applications / Adjust Preliminary Scores Complete Rank and Review Process

SLCO

Coordinate Rank and Review Process Complete Collaborative Application Complete Priority Project Listing Submit to HUD

Renewal Applicants

Submit E-Snaps Application Update applications based

• n feedback

Submit Final Application to CoC

Mayor’s Initiatives and Special Projects Salt Lake County 2001 South State Street, Suite N4-930 P.O. Box 144575 Salt Lake City, UT 84114-4575 E-mail contact is preferred so that issues may be documented and common issues can be used to create an FAQ document if necessary.

Tarra McFadden Continuum of Care Coordinator tmcfadden@slco.org

• r

801-923-3080 Katherine Fife Director, Policy and Programs kfife@slco.org

• r

385-468-7143

Contact Information