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Separation Agreement and Indiana

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					Indiana HPRP Training
          1


MODULE 5: REPORTING
  REQUIREMENTS
         HPRP Reporting Requirements
                         2

 Overview:
 General Reporting Requirements & Process
 HMIS
 DMS – internal to IHCDA, then to IDIS
 Quarterly Performance Report (QPR) components
   Initial performance report

   QPR Schedule

 Annual Performance Report (APR) components
 New HPRP data elements
       General Reporting Requirements
                            3

 Recovery Act requires use of HMIS or comparable
  data base for data collection
 Grantees and subgrantees providing HPRP
  assistance/services must report client-level data into
  CoC’s HMIS or comparable database
 Comparable database must be consistent with HMIS
  Data and Technical Standards and meet HPRP
  reporting requirements. Requires review and
  approval by HUD.
                       Reporting Overview
                                        4

  Report Type         Reporting Period        Preliminary      Final Report
                                              Report Due         Due Date
                                                 Date
Initial             Date of grant agreement 10/3/09            11/5/09
Performance         execution through
Report, Due         9/30/09
10/10/09
Quarterly           October 1 to December    3 days after end 5th of month
Performance         31                       of each quarter following
Reports, Due 10     January 1 to March 31                     preliminary due
days after end of   April 1 to June 30                        date
each quarter        July 1 to September 30
Annual              October 1 to September   30 days after     N/A
Performance         30                       the end of each
Report, Due 60                               federal fiscal
days after end of                            year
Federal Fiscal Year
                  HPRP and IDIS
                            5

 HPRP grantees use DMS to report HPRP expenses.
  IHCDA uses IDIS to draw down and track funds
 IDIS will not collect beneficiary data but DMS will
  gather some reporting elements.
 Minimal data entry
 Will start in legacy or re-engineered IDIS –
  depending on timing
     IDIS will not be Modified for HPRP
                          6

 HUD will establish a new Grant in IDIS for HPRP
 Grantees use ESG Program Path to set up IDIS
  activities for HPRP
 Grantee will commit funds from HPRP grant
  (Activity Funding)
 Grantee will “pre-fund” subgrantee accounts with
  about 90 days of anticipated expenditures.
 Thereafter, each claim submission will allow IHCDA
  to re-fund the subgrantee account to the 90 day
  level.
 HPRP follows ESG Project/Activity Structure in
                    IDIS
                               7

 ESG projects = Shelter or Program
 Activities = Eligible HPRP activity category
   Administration

   Homelessness Prevention

   Rapid Re-housing*




   * Report under “Homeless Assistance” Category in re-
   engineered IDIS or under “Essential Services” category in
   legacy IDIS
    Sample of IDIS Project for HPRP
                        8




                  Project # 123 –
                   2009 HPRP
                 Good Hope Shelter
                    $100,000




 Activity #996     Activity # 997
                                      Activity # 998
    HPRP           Homelessness
                                     Rapid Re-housing
Administration      Prevention
                                         $70,000
    $5,000           $25,000
               IDIS Disbursements
                            9

 Funds disbursed by eligible activity
 Grantees encouraged to draw down monthly
 HUD will review expenditure rates
 State of Indiana will review expenditures
         Quarterly Performance Report
                           10

 Grantees submit QPR to HUD and OMB
   Unduplicated accounting required

 QPRs are cumulative (inclusive of activities from
  prior quarters)
 Data is reported for each quarter and for the entire
  grant period to date
                Initial Performance Report
                                      11

 Supplement to first quarterly report includes:
   Maintenance of effort
        Amount of HPRP used to continue existing services
    Grant Allocation Schedule
        Subgrantee awards by activity
    Projected program outputs
        Projected persons and households to be served during the grant
         period by homeless status at entry and eligible service activity
    Homeless Prevention Targeting – description of targeting
     approach and activities
    HMIS plan
                         QPR Components
                                        12

 Grantee Information
    Contact, authorizing entity, project information
 Program Performance
    Persons and households served
        Organized by
          Homeless status at entry
          Type of service activities
    Housing outcomes of persons served
 To be counted as HPRP program participants,
 households must have an entry housing status reported
 (homeless or non-homeless) and receive Financial
 Assistance and/or Housing Relocation and Stabilization
                  QPR Components – 2
                                   13

 Financial Information
   HPRP expenditures by eligible activity type
     Financial assistance
     Housing relocation and stabilization services
     Data collection and evaluation
     Administration
                    QPR Components –3
                                    14

 Financial Information
   HPRP Expenditures by service type and eligible service activity
       Homelessness prevention
       Homeless assistance

     Within each by service activity
       Financial assistance
       Housing relocation and stabilization
                 APR Components
                            15

 Grantee information
 Program outputs
 Client characteristics by household type
 Client characteristics by exit status
 HPRP expenditures by service type, eligible activity
  and sub-activities
 Program performance by service type
 Narrative
    Additional HMIS Data Elements for HPRP
                  Reporting
                                  16

 New data elements for HPRP:
   Grantee and SubgranteeIdentifier
   Financial Assistance Provider
   Housing relocation and stabilization services provider

 New universal data element:
   Housing status – separation of homeless and non-homeless
    populations for reporting purposes – must be collected at
    program entry and exit
     Literally homeless
     Imminently at risk of becoming homeless
     Precariously housed and at risk of homelessness
     Stably housed
  Data Element: Financial Assistance Provided
                              17

 HPRP funded financial assistance ONLY
   Start date

   End date

   Amount

   Type
    Rental assistance
    Security deposit
    Utility deposit
    Utility payment
    Moving cost assistance
    Motel/hotel voucher
        Financial Assistance Data Element
                          18

 Purpose is to determine type and amount of financial
  assistance received by program participant
 Required for HPRP APR and QPR
 Record HPRP funded assistance paid to 3rd party for
  benefit of program participant
    Start date
    End date
    Type
    Amount
              Financial Assistance Data
                                 19

 Collect for each instance of financial assistance and
  each type of assistance
 Start/end dates may be same for one-time assistance
 For on-going rental assistance
    Start/end dates different
    Collected at least once every three months during program
     enrollment and consecutive months of assistance
    If rental assistance exceeds 3 months, also collected at
     program exit
   Financial Assistance: Short or Medium Term
                    Assistance
                               20

 For HPRP reporting
   Short or medium term rental assistance will be determined by
    the number of months of rental assistance provided during
    continuous program participation
  New Data Element: Housing Relocation and
       Stabilization Services Provided
                               21

 HPRP funded services ONLY
   Start date

   End date

   Type
    Case management
    Outreach and engagement
    Housing search and placement
    Legal services
    Credit repair
    Housing Relocation and Stabilization
                           22

 Purpose is to determine HPRP funded services
  provided during program participation
 Required for QPR and APRs
 Collected at least every three months during
  program participation
 If enrollment exceeds 3 months, also collected at
  program exit
     Income and Sources Data Collection
                           23

 Must be collected from participants
   At entry

   At exit

   At least once annually

 Income is counted if received within last 30 days
              Household reporting
                           24

 Households that are other than literally homeless at
  entry are reported in the homeless prevention
  columns
 Homeless assistance columns include people who
  were literally homeless at entry
       Homelessness Prevention and Homeless
        Assistance Data Shells for Reporting
                                   25



Financial Assistance     Persons Served:   Households Served:
                         Quarterly and     Quarterly and
                         cumulative        Cumulative
Rental Assistance
Security and utility
deposits
Utility payments
Moving cost assistance
Motel and Hotel
Vouchers
  Homeless Prevention and Homeless Assistance
             Reporting Data Shells
                              26

Housing Relocation   Persons Served:   Households Served:
and Stabilization    Quarterly and     Quarterly and
Services             cumulative        Cumulative

Case Management
Outreach and
Engagement
Housing Search and
Placement
Legal Services
Credit Repair
        Housing Outcomes Destination
                            27

 Needed for HPRP QPRs
 Collected at program exit – if person still enrolled as
  of the last day of the reporting period, no housing
  outcome data should be reported
 Revised to include destination type with tenure and
  subsidy types
       Housing Outcomes for HPRP
                              28

 Permanent Housing
   Permanent supportive housing for homeless persons (SHP,
    etc)
   Rental by client, no housing subsidy

   Rental by client VASH subsidy

   Rental by client other (non-VASH) housing subsidy

   Owned by client, no housing subsidy

   Owned by client, with housing subsidy

   Staying or living with family, permanent tenure

   Staying or living with friend, permanent tenure
           Housing Outcomes for HPRP
                                29

 Temporary destinations
   Emergency shelter including hotel or motel paid for with
    emergency shelter voucher
   Transitional housing for homeless people (including youth)

   Staying or living with family, temporary tenure

   Staying or living with friend, temporary tenure

   Hotel or motel not paid by emergency shelter voucher

   Place not meant for human habitation

   Safe haven
            Housing Outcomes for HPRP
                                 30

 Institutional Destinations
   Psychiatric hospital or other psychiatric destination

   Substance abuse treatment facility or detox center

   Hospital (non-psychiatric)

   Jail, prison, or juvenile detention facility

   Foster care home or foster care group home

 Other
 Deceased
 Don’t know/refused
 Missing information – Do Not Use!
     Government-Wide Report Requirements for
                     ARRA
                                      31

 OMB imposed reporting requirements on all agencies
  disbursing ARRA funds
 Additional data elements that will be required include:
    Jobs created and retained (expressed in full-time-equivalents) –
     number of positions
    Brief description of types of jobs created/retained
    Under certain circumstances, 5 most highly compensated officers
     must be named and total compensation reported
      If, in the preceding fiscal year, organization received 80% or more of
       annual gross income from Federal contracts/grants/loans and
      The organization received over 25,000 in annual gross revenues from
       Federal contracts and
      The public does not have access to information about compensation
       through reports filed with the SEC or IRS
         ARRA Reporting Data Elements
                              32

 Sub-grantee financial information
   Name, DUNS number, location, contract amount,
    Congressional District
   Names and total compensation of 5 most highly compensated
    officers if conditions on prior slide are met

				
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