HPRP- HMIS-job-description by sherinwilliam77



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									Toledo Lucas County Homelessness Board (TLCHB) seeks a Homelessness Prevention and
Rapid Re-housing (HPRP) Homeless Management Information System (HMIS) Specialist

Purpose: Development, implementation and management of the Homeless Management Information
System (HMIS) activities for the new Community Alliances & Strategic Efforts-Homelessness
Prevention & Rapid Re-Housing (CASE-HPRP) project (see below). This position will work closely
with the Toledo HMIS Systems Director and the CASE-HPRP program supervisory team. The
CASE-HPRP HMIS Specialist reports to the Director of TLCHB.

Qualifications: Bachelor’s degree or equivalent experience in Information Technology (IT) field.
Knowledge of and experience with relational database management and database administration
preferred. Knowledge of Microsoft Windows and Office is essential. Demonstrate ability to
troubleshoot and resolve data-collection problems. Proven excellence in both written and oral
communication required. Proven excellence in project planning, developing, implementation and
evaluation is required. Ability to manage multiple projects and deadlines necessary. Familiarity with
general accounting principles is helpful. Experience working in a not-for-profit setting with
significant information reporting requirements strongly preferred. Minimum four years of relevant
management experience required.

1. Primary Responsibilities
Homeless Management Information System
Responsible for the development and implementation of the CASE-HPRP HMIS Component:
In cooperation with Toledo HMIS assist participating agencies in the following ways:
Contract with Toledo HMIS; Gain and maintain access to the system; Implement data standards that
are instituted by HUD for HMIS and/or CASE-HPRP; Monitor and audit agency input of data;
Create and coordinate custom reports and queries as directed by CASE-HPRP and HUD.
Technical Assistance to Participating Agencies
Responsible for supporting the training and technical assistance to participating agencies:
In cooperation with Toledo HMIS assist participating agencies in the planning and implementation of
hands-on Service Point training as designated by the CASE-HPRP. Training to include: Initial/New
user – this will include a history of HMIS in Toledo Lucas County; Refresher courses for end-users
and administrators.
Train when new features are added; Provide user support by phone, e-mail, or on site as appropriate;
Problem diagnosis and resolution; Routine software and information maintenance; Advance trainings
as designated by CASE-HPRP.
Administration and Management
Responsible for ensuring CASE-HPRP meets all HUD and CASE-HPRP HMIS requirements:
Ensure all participating agencies have access to and use the software for its intended purposes;
Oversee all related files, records and documents; Consistently plan, evaluate and measure program
performance to determine and implement further steps as needed to meet program expectations.
Serve on the CASE-HPRP Program Team; Provide leadership and input on CASE-HPRP HMIS
policy on program procedures and practices; Complete and submit all required paperwork in a timely
fashion as designated by the supervisor and/or CASE-HPRP Management Team.

Continued on page two

Dlc/CASE/HPRP – HMIS Job Description                                                          1 of 6
2. Expectations of Staff Person
    •   Adheres to agency policies and procedures.
    •   Acts as role model within and outside the agency.
    •   Performs duties as workload necessitates.
    •   Maintains a positive respectful attitude.
    •   Communicates regularly with supervisor about program issues.
    •   Demonstrates flexible and efficient time management and ability to prioritize workload and
        meet deadlines.
    •   Consistently reports to work on time prepared to perform duties of position.
    •   Participates in appropriate continuing education opportunities, stays informed of relevant and
        current practices relating to all aspects of job responsibilities.
    •   Meets deadlines and department productivity demands.

Supervision and Compensation: The CASE-HPRP HMIS Specialist will be hired and supervised
by TLCHB Director. Part-time salary position (minimum 20 hrs/wk) compensated per a Consultant
Agreement to be reviewed and extended every six months for a maximum of three years.

To apply:
Resumes will be accepted until the position is filled. Interested applicants should submit a cover
letter and resume to: dconklin@tlchb.org Subject line should read: CASE-HPRP HMIS Position; or
mailed to Toledo Lucas County Homelessness Board, 1946 N. 13th St. #437, Toledo, OH 43604
Email preferred.


I. Introduction
As a result of the enactment of the American Recovery and Reinvestment Act (ARRA) of 2009, the U.S.
Department of Housing and Urban Development (HUD) received $1.5 billion of Homelessness
Prevention and Rapid Re-Housing Program (HPRP) funds to provide eligible applicants with financial
assistance and services to either prevent individuals and families from becoming homeless or help those
who are experiencing homelessness to be quickly re-housed and stabilized. Of these funds, the City of
Toledo received $3.275 million and Lucas County received $722,500 from the State of Ohio, Department
of Development. The Toledo Lucas County Homelessness Board (TLCHB) is the administering agency
for the Lucas County allocation.
HPRP is designed to provide financial assistance and services to prevent individuals and families
from becoming homeless (homelessness prevention), or help those who are experiencing
homelessness to be quickly re-housed and stabilized (rapid re-housing). Eligible HPRP activities
include financial assistance, housing relocation and stabilization services, data collection and evaluation
and administrative costs. Stabilization services may include the provision of other mainstream resources,
including cash assistance, supportive services, housing assistance, health care, job-training, and food and
nutrition services. HPRP funds must be targeted to individuals and families who would be homeless but
for the HPRP assistance.
HPRP has presented a unique opportunity to further the goals of the “Toledo Lucas County Community
Alliances and Strategic Efforts to Prevent, Reduce and End Homelessness” (CASE Plan), focusing on
meeting the long-term needs of the homeless person or family, with a goal of ending homelessness and
creating housing stability. The City of Toledo and TLCHB are therefore working in a coordinated effort
to implement this program countywide, hereafter referred to as the CASE-HPRP program.

Dlc/CASE/HPRP – HMIS Job Description                                                                2 of 6
Federal Register notice and an overview of the program can be found at: http://www.hudhre.info/HPRP/
II. Eligible HPRP Activities
The HPRP regulations require Grantees to manage a program that meets the following eligible activities:
  - Short-term (0 to 3 months) and medium-term (4 to 18 months) rental assistance such as rent, security
     deposits, utility deposits and payments, moving cost assistance, and hotel/motel vouchers (maximum
     voucher period is 30 days)
  - Stabilization services such as case management, housing search and placement, legal services, and
     credit repair referral
  - Outreach and engagement services to publicize availability of programs to target populations
  - Certain limited costs relating to the Homeless Management Information System (HMIS) such as costs
     to expand the scope of HMIS to address HPRP or to add agencies to HMIS in order to participate in
  - Limited administrative expenses

III. Ineligible HPRP Activities
   - Assistance to individuals or households with income exceeding 50% of the Area Median Income
       (as published by HUD)
   - Activities funded with other ARRA resources, such as employment training or childcare
   - Mortgage costs including fees, taxes and refinancing expenses
   - Legal services related to mortgages
   - Construction or rehabilitation of shelters or housing
   - Operational costs for shelters or transitional housing
   - Other costs such as credit card bills or other consumer debt, car repair or other transportation costs,
       travel, food, medical and dental care and medicines, clothing and grooming, home furnishings, pet
       care, entertainment activities, work or education related materials, and housing payments for
       properties owned by the City or owned by Subgrantee agencies and their affiliates
   - Direct cash assistance to program participants
   - Development of discharge planning programs in mainstream institutions (e.g., prisons, hospitals)
   - Certifications, licenses and general training classes for case managers and program administrators

IV. Eligible Program Participants Activities
Program participants must be homeless or about to become homeless AND:
    - Have income of 50% AMI or less as projected from time of consultation
    - Have participated in initial screening to determine appropriate assistance
    - Have no other housing options
    - Have no financial resources or support networks to obtain or remain in permanent housing

V. CASE-HPRP Time Line
August 11, 2009 - Subgrantees Announced [Centralized Intake: United Way 2-1-1; Lead/Supervision
Case Management: FOCUS; Case Managers: TASC, TAM, EOPA]
The following is tentative, subject to change
September 1 - City of Toledo receive funding agreements from HUD
TENTATIVE - September 15 - County receive funding agreement from ODOD

Dlc/CASE/HPRP – HMIS Job Description                                                                 3 of 6
September 28, 2009 – ODOD HPRP Implementation Training
September 30 - All contracts fully executed for the HPRP
October 8-24 - Program Training
October 14 - TAAEH and Other Referring Agency Training
October 21 – Public Announcement
October 26 - Official CASE HPRP Launch
September 1, 2011 - 60% HPRP funding must be exhausted
September 1, 2012 - All HPRP funding must be exhausted

VI. General Program Requirements
CASE HPRP will fund activities that prevent episodes of homelessness and activities that rapidly re-
house those who are currently experiencing an episode of homelessness.
Homelessness Prevention: Homeless prevention includes financial assistance and services designed
to prevent individuals and families from becoming homeless. Funds will be targeted to individuals
and families who would be homeless but for this assistance, that is, be at imminent risk of losing
housing and have no appropriate subsequent housing options and lacking the financial resources and
support networks needed to remain in existing housing. Those exiting institutions of 179 days or less
who were not homeless at time of entering institution and those exiting institutions after 180 days or
more who were homeless at time of entering institution who meet the criteria below are eligible for
Documentation and verification of the individual’s risk of homelessness is required to qualify a
participant for assistance. The assistance will be determined by the minimum amount needed to
prevent the participant from becoming homeless.
Rapid Re-Housing: Rapid re-housing programs provide short- or medium-term rental assistance and
services for households that are currently homeless, but are likely to sustain housing after the subsidy
ends. Persons served in this category must be homeless according to HUD’s definition. This includes
persons who are sleeping in an emergency shelter, sleeping in a place not meant for human
habitation, such as cars, parks, abandoned buildings, streets/sidewalks, staying in a hospital or other
institution for up to 180 days but was sleeping in an emergency shelter or other place not meant for
human habitation immediately prior to entry into the hospital or institution, graduating from or
timing out of a transitional housing program (in limited cases) and victims of domestic violence.
The HPRP funding is only intended to provide temporary assistance to communities. This program
must be completed by September 1, 2012. This program does not in any way create long-term rental
or utility subsidies for the community. The HPRP regulations require that 60% of the funds must be
expended by September 1, 2011 and 100% of funds expended by September 1, 2012.
The Homelessness Prevention and Rapid Re-housing Program will not be funded at the Federal,
State, or Local level after September 1, 2012. The Grantees are not obligated to provide funding from
any sources to any HPRP programs after September 1, 2012 regardless of the success of the program.

Dlc/CASE/HPRP – HMIS Job Description                                                             4 of 6
VII. Targeted Population and Assessment Process
HPRP resources will be targeted to serve households that would be homeless but for this temporary
assistance and are the most likely to achieve stable housing, whether subsidized or unsubsidized,
after the HPRP program concludes.
The targeted population for this program will meet all the following criteria:
  • Income at or below 50% of area median income based on family size at the time of application
  • Homeless or at risk of homelessness with no other appropriate housing options
  • Lacks the financial resources and support networks to obtain immediate housing or remain in
  • Has the ability to maintain housing after assistance ends
  • Not in need of permanent supportive housing or treatment services
Targeted households also required to meet two or more of the following Housing Instability criteria:
      1. Eviction within 1 week from a private dwelling (including housing provided by family or
      2. Discharge within 2 weeks from an institution in which the person has been a resident for
          more than 180 days (including prisons, mental health institutions, hospitals);
      3. Residing in severely overcrowded or officially condemned housing;
      4. Severe rental cost burden (paying more than 50% of income for rent and utilities);
      5. Pending foreclosure of rental housing;
      6. Sudden and significant loss of income;
      7. Recent traumatic life event, such as death of a spouse or primary care provider, or recent
          health crisis that prevented the household from meeting its financial obligations;
      8. Credit problems that preclude obtaining housing
      9. Significant amount of medical debt
      10. Homeless in last 12 months;
      11. Young head of household (under 25 with children or pregnant);
      12. Numerous previous evictions;
      13. Youth with past or current involvement with the foster care system;
      14. Youth that are significantly high school credit deficient or have dropped out of high school;
      15. Mental health and substance abuse issues;
      16. Physical disabilities and other chronic health issues, including HIV/AIDS;
      17. Past institutional care (prison, treatment facility, hospital)
Rapid Re-Housing Assistance
Individuals and families who meet the above minimum criteria and on of the following are eligible
for Rapid Re-Housing under the CASE-HPRP:
       1. Persons who are sleeping in an emergency shelter;
       2. Persons sleeping in a place no meant for human habitation, such as cars, parks, abandoned
           buildings, streets/sidewalks;
       3. Persons staying in a hospital or other institution for up to 180 days but were sleeping in an
           emergency shelter or other place not meant for human habitation immediately prior to entry
           into the hospital or institution;
       4. Persons graduating from or timing out of a transitional housing program (in limited cases)
       5. Victims of domestic violence

Dlc/CASE/HPRP – HMIS Job Description                                                            5 of 6
Definitions and criteria will be provided by the Grantees to the Subgrantees through training sessions
and program materials prior to implementation.
Criteria may be modified based upon guidance from HUD or program evaluation.
For households moving to a new living unit, HUD requires an inspection of the unit ensuring unit is
meeting habitability standards as defined by HUD. The Grantees will determine the Housing
Inspection Provider.
VIII. Reporting Requirements
Subgrantees will be required to report data for all clients seeking and receiving HPRP services in the
Toledo Lucas County HMIS.
ALL HMIS guidance and requirements as provided by HUD will be applied at the local level.
IX. Record Keeping and Reporting
Each Subgrantee is required to establish and maintain three major categories of records for a
period of seven (7) years:
1. Administrative records including personnel files, property files, general program files, legal files
2. Financial records including chart of accounts, manual of accounting procedures, accounting
journals and ledgers, source documentation (purchase orders, invoices, canceled checks, etc.),
procurement files, bank account records, financial reports, etc.
3. Project/case files including any documents related to the activities undertaken, clients served,
location etc. Project/Case files must include the following documents as applicable to the individual
  - Full description of each activity undertaken
  - Determination of eligibility of each activity or client served with supporting documentation
  - Documentation of compliance with other federal requirements such as habitability standards,
      employment and contracting provisions, lead based paint, etc.
The agency will be requested to submit regular program and financial reports that at a minimum must
include the following:
1. Number of participants screened and/or managed to date
2. Demographic information on each participant
3. Number of eligible participants
4. Location of activities
5. Amount of funds expended to date
All additional guidance and requirements as provided by HUD will be applied at the local level.

Dlc/CASE/HPRP – HMIS Job Description                                                             6 of 6

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