12/10/2013 1 2013 Beginner Project Applicant Training Presented by Lisa Mayse-Lillig and Elizabeth Perez Chicago Alliance to End Homelessness December 10, 2013 9:30am to 12:00pm Learning Objectives • Understand how the Renewal Project Application 2014 HUD Funding fits in with the CoC process for renewals • Learn how to navigate through HUD’s grants management system (e-snaps) • Understand how to access the resources necessary to complete the Renewal Project Application • Be able to complete the Renewal Project Application for FY2013 HUD funding Agenda • Common Terms & Acronyms • Process, Deadlines and Resources • Today’s Environment • Intro to e-snaps • Accessing the Project Application • How to Submit
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12/10/2013
1
2013 Beginner Project Applicant Training
Presented by Lisa Mayse-Lillig and Elizabeth Perez
Chicago Alliance to End Homelessness
December 10, 2013
9:30am to 12:00pm
Learning Objectives • Understand how the Renewal Project Application
2014 HUD Funding fits in with the CoC process for renewals
• Learn how to navigate through HUD’s grants management system (e-snaps)
• Understand how to access the resources necessary to complete the Renewal Project Application
• Be able to complete the Renewal Project Application for FY2013 HUD funding
• Complete the proposed project start date and end date. Please note these dates must end in calendar year 2015.
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Project Application – Part: SF-424 1E. Compliance
• Question 19. Must select “b. Program is subject to E.O 12372 but has not been selected by the State for review”
• Question 20. Please answer “Yes” or “No”
Project Application – Part 1: SF-424 1F. Declaration
• Pulled from the Applicant Profile – cannot make changes here
• Verify accuracy
• Click “I Agree” to move on
Project Application – Part 2:
Recipient/Subrecipient Information • This section must be completed if your agency receives
funds and then re-grants the funds to other agencies
• This may not be applicable for your grant, however, if you need assistance, please contact us
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Project Application – Part 3: Project
Information 3A. Project Detail
2a. CoC Name and Number: IL 510- Chicago
2b. CoC Applicant Name: Chicago Alliance…
4. Project status: Standard
5. Component Type: TH,SH, SSO PH
6. Energy Star: Yes
7. Title V
Project Application – Part 3: Project Information
• Program Description: Describe the project at full operational capacity and demonstrate how full capacity will be achieved over the grant term you are requesting. - Describe need - Identify target population - Project plan - Project Outcomes - Coordination with other providers - Reason why HUD dollars are needed
• Can reference other parts of application to meet character limit
• Make sure it doesn’t conflict with other parts of the application
Project Application – Part 3: Project
Information • Project Description page changes based on program type
(TH, PH, SH, SSO)
– Select “Yes” to questions regarding CoC Coordinated Assessment System
– Select “Yes” or “No” to specific population focus.
• If yes, please select specific population focus
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• Permanent Supportive Component
– Answer questions 5 - 7 accordingly
– No one must select RRH
– For SPC subrecipients, must indicate the type of rental assistance
Project Application – Part 3: Project
Information
• Transitional Housing
– Note the Chicago CoC has not applied for HUD approval to serve homeless households with children and youth under other federal statutes. Please select “No”
Project Application – Part 3: Project
Information
• Supportive Services Only
– Note the Chicago CoC has not applied for HUD approval to serve homeless households with children and youth under other federal statutes. Please select “No”
Project Application – Part 3: Project
Information
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Project Application – Part 4: Housing Services and HMIS
4A. Supportive Services for Participants – answer based on project operations
• If serve families, answer should be
“Yes” for both
• If do not serve families, answer
should be “N/A” for
both
• If serve families and
answer is “No” please explain
4A. Supportive Services for Participants (cont.)
Be sure to include from the list which services are provided, how the consumers access and the frequency the service is provided
Project Application – Part 4: Housing
Services and HMIS
4A. Supportive Services for Participants (cont.)
You will also have to chose the community amenities available to your consumers
Project Application – Part 4: Housing
Services and HMIS
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4B. Housing Type and Location
• Click add icon
• You must indicate the total number of units and beds
• You must also indicate the total number of dedicated Chronic Homeless beds and the Total non-dedicated Chronic Homeless beds
Project Application – Part 4: Housing Services and HMIS
4B. Housing Type and Location
• Housing Type: choose from options
• Enter the number of units and beds available with a focus on the beds/units dedicated to Chronically Homeless
• Enter address
• Select Geocode 171296
Project Application – Part 4: Housing Services and HMIS
4C. HMIS Participation
• Select “yes” and save, unless you’re a project that exclusively serves victims of domestic violence. In the latter, please select “no”
• Run ART 625 Report to answer question 3
Project Application – Part 4: Housing Services and HMIS
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4C. HMIS Participation
• For DV exclusive agencies/projects, select “no” for the participation question then save
• When the screen refreshes, questions 2a and b appear
– 2a: Select “Federal law prohibits” and “State law prohibits” from the options in the left box and move them to the right box
– 2b: Enter “Because our agency exclusively serves victims of domestic, we are prohibited from entering client level data into our local HMIS by both a federal (VAWA 2005) and state (Illinois Domestic Violence Act of 1986) law.”
Project Application – Part 4: Housing Services and HMIS
4C. HMIS Participation
• For problems with ART reports, please reach out to your ATA first
• If ATA is unable to resolve issue, please contact the HMIS team at [email protected]
Project Application – Part 4: Housing Services and HMIS
Project Application – Part 5: Participation
and Outreach Information
Part 5 Notes
• Enter data at a point in time as if the project were at full capacity
5C. Outreach for Participants – enter the percentage of where clients in your program comes from.
– If less than 100% explain
– Please note 0% should come from homeless persons as defined under other federal statues
Project Application – Part 5: Participation
and Outreach Information
Project Application – Part 6:
Performance Measures
• Performance measures differ by program type
• Requires you to enter:
– Universe #: the total number of persons about whom the measure is
expected to reported
– Target #: enter the number of person from whom this goal is relevant who are expected to reach the goal within the operating year
• Target Percentage will auto calculate
• Income and non-income goal for each
• Can enter additional performance measures, but is not
required
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Permanent Housing Performance Measures
• Housing Measure
– Persons remaining in permanent housing as of the end
of the operating year OR exiting to permanent housing during the operating year
• Income Measure (select the one most applicable)
– Persons age 18+ who maintained/increased total
income (from all sources) at end of year or at exit
– Persons age 18+ who maintained/increased earned
income at end of year or at exit
Project Application – Part 6:
Performance Measures
Transitional Housing Performance Measures
• Housing Measure
– Persons exiting to permanent housing during the operating year
• Income Measure
– Persons age 18+ who maintained/increased total income (from all sources) at end of year or at exit
– Persons age 18+ who maintained/increased earned income at end of year or at exit
Project Application – Part 6:
Performance Measures
Supportive Service Only – Street Outreach
• Persons placed into housing (ES, TH, SH or PH) as a result of the
street outreach program during the operating year.
• Among those that entered with unmet needs, how many
received services for physical disability, developmental
disability, chronic health, HIV/AIDS, mental health or substance abuse
Project Application – Part 6:
Performance Measures
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Supportive Service Only – Housing Related
• Housing Measure
– Persons exiting to permanent housing during the year
• Income Measure
– Persons age 18+ who maintained/increased total income (from all sources) at end of year or at exit
– Persons age 18+ who maintained/increased earned income at end of year or at exit
Project Application – Part 6:
Performance Measures
Supportive Service Only – No Outreach/No Housing Goal
• Must identify one additional performance measure to complete
Project Application – Part 6:
Performance Measures
Safe Haven
• Housing Measure
– Persons remaining in SH at the end of the year, or exiting to permanent housing during the year
• Income Measure
– Persons age 18+ who maintained or increased their total income as the end of the operating year or program exit
Project Application – Part 6:
Performance Measures
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7A. Funding Request
• You must answer each question accordingly
• Please note, your grant has not been reduced as a result of reallocation
• Select the costs for which your funding is being requested
Project Application – Part 7: Funding
Requests
7B. Leased Units Budget
• Be sure to click the icon in order to add the number of leased units
Project Application – Part 7: Funding
Requests
7B. Leased Unit Budget Detail
• Select “IL-Chicago-Joliet-Naperville…” as the Metropolitan fair market rent
area
• Be sure to list the number of units for appropriate bedroom configurations
Project Application – Part 7: Funding
Requests
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7F. Supportive Service Budget & 7G. Operating Budget
• Complete the quantity and description for each eligible costs
Part 7: Funding Requests
7I. Sources of Match/Leverage
• Match and Leverage are separate items and must be submitted
– For additional information on Match and Leverage, please review the Match and Leverage webinar available on www.thechicagoalliance.org, under “Archives”
Project Application – Part 7: Funding
Requests
7J. Summary Budget
• All items are pre-populated from previous information entered
• 8A. Attachments should not be applicable for most projects, unless you have subrecipients
• 8B. Certification – must certify that the program will comply with applicable laws outlined in the NOFA
– Make sure to click the box
Project Application – Part 9: Submission
Summary • View to make sure all areas are complete, BUT DO NOT SUBMIT
Title Here • Text Here
Must complete section before submitting
Will help guide what information is pending
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Steps to Submit to Alliance 1. Complete Applicant Profile and Project Application(s). DO
NOT SUBMIT IN E-SNAPS YET
2. Download Alliance review checklist and use to review Applicant Profile and Project Application(s).
3. Email a PDF copy of the Applicant Profile and Project Application(s) to Alliance staff. PLEASE DO NOT SUBMIT IN E-SNAPS BEFORE THE ALLIANCE REVIEWS A PDF COPY. PDF copy is due by December 20, 2013.
4. Alliance will give feedback to agency for each project within 3 business days
5. Agency will be required to make changes per Alliance feedback
6. Agency will then submit in e-snaps and notify Alliance staff. DUE BY DECEMBER 27, 2013
Steps to Submit to Alliance
Use the “Export to PDF” button, to save a copy of your submission. This should be emailed to Alliance staff