2013 Beginner Project Applicant Training Beginner... · 12/10/2013 1 2013 Beginner Project...

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

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

12/10/2013

2

Common Terms and Acronyms

• Continuum of Care (CoC)

• Notice of Funding Availability (NOFA)

• HUD Project Types

- Supportive Housing Program (SHP) = “Leasing”

- Shelter Plus Care (S+C/SPC)= “Rental Assistance”

Common Terms and Acronyms

• HUD Component Types

- Permanent Housing (PH)

- Transitional Housing (TH)

- Supportive Service Only (SSO)

- Safe Haven (SH)

• Homeless Management Information System (HMIS)

• Grant Inventory Worksheet (GIW)

NOFA Process – HUD vs. Local

• Local CoC

- Evaluation of all renewal projects (Evaluation Instrument)

- Priority and Policy Setting (Funding Amounts and Ranking Priorities)

• HUD

- Application for renewal projects (CoC Application/ Project

Application)

- Threshold Review

- Grant Agreement / Monitoring

12/10/2013

3

Important Process Note

• The NOFA Application is due to HUD on February 3,

2014. HUD is allowing up to 45 days to make funding

announcements.

– Similar to last year, if you have a start date in the first

quarter of the year, you may need to plan ahead to

continue operating your grant without drawing down money from HUD for a few months.

Deadlines

• December 20 – Project Application Drafts Due

• December 27 – Project Application Final Due

The timeline is tight due to HUD requirements.

NO deadline extensions can be granted.

Resources • OneCPD.info

- Search Continuum of Care (CoC) Program

12/10/2013

4

Resources • Click on “View CoC Program Competition

Resources”

Resource • Click on “General Resources”

Resources • Click on “CoC Program Competition – Project

Applicants”

12/10/2013

5

Resources • E-snaps

- Click on “e-snaps Main”

Resources • E-snaps

- Click on “e-snaps Log-in”

Resources • Review HUD’s FAQs

• Ask a Question

12/10/2013

6

Resources

• www.thechicagoalliance.org/archives.aspx

Resources • Alliance Staff

Today’s Environment • HEARTH Act

- CoC Interim Rule

• Federal Appropriations

• Federal Strategic Plan

- Target populations: Vets, Chronic, Families, Youth

http://www.thechicagoalliance.org/archives.aspx

12/10/2013

7

Intro to e-snaps • E-snaps is where all HUD applying and reporting

happens

• All new users must create a profile

• Keep login and password on file

• Access e-snaps by visiting https://esnaps.hud.gov/grantium/frontOffice.jsf

• Primary user can link additional users to an agency profile

• E-snaps might work faster in Chrome or Firefox

Title Here • Text Here

Intro to e-snaps • E-snaps Instructions

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

12/10/2013

8

Application Access – 4 Steps 1. Complete Agency Profile/

Applicant

2. Register for 2013 Funding Opportunity

3. Create Projects

4. Access Application through Submissions

Application Access – Step 1: Completing Applicant Profile

• Accessing the Applicant Profile

This is the orange “open folder” icon. When

you click this icon, the screen will refresh and the left menu bar will automatically populate

in e-snaps with the Applicant Profile pages.

Navigating through e-snaps

• 2 Primary ways to navigate around e-snaps

1. Left Navigation Pane

2. Save, Back, Next buttons

12/10/2013

9

• In order to make changes to the agency profile, you must select “edit” mode

Application Access – Step 1: Complete Applicant Profile

Understanding Edit Mode

• When the “edit” button is present, it

means profile is complete and cannot make changes

• When the “complete” button is present, it means you are able to make changes to the profile

• When the “complete” button is inactive, it means you have an area to complete before moving on

You must complete the Applicant profile prior to accessing the Project Application for the first time

Applicant Profile • Organization Information: should be the same

as last year

Be sure to check for accuracy and update where needed

12/10/2013

10

Applicant Profile • Contact Information

– list 2 contacts

1. Authorized Representative

2. Alternate

Applicant Profile 4. Additional Information

– Congressional districts are the same as last year

– The Checklist has interactive Map Link to find districts

– Faith-based, federal grant and Code of Conduct


5. Attachments: Ensure all required documents are attached. Some may still appear from last year.

- Applicant/ Recipient Disclosure/ Update Report (HUD form 2280)

- Lobbying

- Code of Conduct

- Drug-free Workplace Certification (HUD form 50070)

- Nonprofit document

- Equal Opportunities for Applicants (SF-424 Supplement Survey)

- Other

Links to forms are available on the checklist

12/10/2013

11


Attachment Tips:

• Red button deletes attachment

• Click on the “Document Type” hyperlink to attach

• Magnifying glass downloads attachment


Attachment tips (cont.)

• To attach, enter document name with agency identifier in “Document Description” space

• Click “browse” to find document, click attach

• Click “save”


• Click “submit” and make sure the “edit” button appears

12/10/2013

12

Application Access – Step 2: Funding Opportunity Registration

1. Navigate to the “Funding Opportunity Registrants” Workspace

2. Click on next to “Renewal Project Application FY2013

1

2

Application Access – Step 2: Funding Opportunity Registration

• Click “Yes”

• Wait for the screen to refresh

• Click “back” once the screen refreshes and indicates you are registered

Step 3: Create Projects • Navigate to the “Projects” workspace

• Select “Renewal Project Application FY2013” from the Funding Opportunity Name dropdown

• Once the screen refreshes, it will appear empty

12/10/2013

13

Application Access – Step 3: Create Projects

• Click on the icon to add your project

• Enter the project name EXACTLY as it appears on the Grant Inventory Worksheet and your HUD contracts

• Click “Save & Add Another” if your agency has more than one project. Otherwise, click “Save & Back”

Application Access – Step 4: Submission

• Navigate to the “Submissions” Workspace

• Can utilize the filter OR sorting functions to find the correct submission

• Search for “Renewal Project Application FY 2013”

• End date should be February 3, 2014.

• Click on to access submission. It’s one per project

Project Application

• The Project Application is divided into 9 parts

1. SF-424

2. Recipient/Subrecipient Information

3. Project Information

4. Housing Services and HMIS

5. Participant and Outreach Information

6. Performance Measures

7. Budget Information

8. Attachments & Certification

9. Submission Summary

12/10/2013

14

Project Application – Part 1:SF-424 • Verify Fields 1, 2 and 3

• Enter Expiring Grant Number in 5b. This must match the number found in the Grant Inventory Worksheet

Project Application – Part: SF-424 1D. Congressional Districts

• Select Congressional Districts for applicant and project

Project Application – Part: SF-424 1D. Congressional District(s) (cont.)

• Complete the proposed project start date and end date. Please note these dates must end in calendar year 2015.

12/10/2013

15

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

12/10/2013

16

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


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

12/10/2013

17

• Permanent Supportive Component

– Answer questions 5 - 7 accordingly

– No one must select RRH

– For SPC subrecipients, must indicate the type of rental assistance


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”


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”


Information

12/10/2013

18

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

12/10/2013

19

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


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


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


12/10/2013

20


• 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.”



• 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 5: Participation

and Outreach Information

Part 5 Notes

• Enter data at a point in time as if the project were at full capacity

• Dark grey = not applicable

• Light grey = auto calculating

• Chronic substance abuse considered disability

mailto:[email protected]

12/10/2013

21


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


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

12/10/2013

22

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



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



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



12/10/2013

23

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



Supportive Service Only – No Outreach/No Housing Goal

• Must identify one additional performance measure to complete



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



12/10/2013

24

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


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


Requests

12/10/2013

25

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”


Requests

7J. Summary Budget

• All items are pre-populated from previous information entered

• Admin costs must be only 7%


Requests

http://www.thechicagoalliance.org/

12/10/2013

26

Project Application – Part 8: Attachments

& Certification

• 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


Must complete section before submitting

Will help guide what information is pending

12/10/2013

27

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

Alliance staff contact

information

If you have questions, please email them to [email protected]

mailto:[email protected]

12/10/2013

28

Questions

2013 U.S. Department of Housing and Urban Development: Notice of Funding Availability

Long Term Rental Assistance Renewal Application Process

2013 Long Term Rental Assistance Renewal Application Process

• Review of 2013 renewal process – Sponsor submissions

• Mock excel application template

– Certifications • Cover Letter

• Match Form

• Non-Profit Status (new or updates only)

12/10/2013

29

• General instructions

– See each worksheet tab

– Complete all of yellow shaded cells

– Drop down lists

• Submission

– Mail, email, or fax


• Updated application for 2013

– Cover Letter

– Excel Application Template • Federal Funding Questions

• Site Information (all agencies)

– New Questions

• Client Demographics

• Match and Leverage

– Match Certification



12/10/2013

30

For application materials, please contact:

Adriana Camarda Chicago Dept. of Family & Support Services Homeless Division 1615 West Chicago Avenue, 3rd Floor Chicago, IL 60622

312-746-6685 Fax 312-741-1176

[email protected]


Completed Shelter Plus Care renewal application submissions are due via email, fax

or mail to DFSS no later than:

5p.m. Friday, December 20, 2013


Deadlines • December 20 – Project Application Drafts Due

• December 27 – Project Application Final Due

The timeline is tight due to HUD requirements.

No deadline extensions can be granted.

12/10/2013

31

Thank You

2013 Beginner Project Applicant Training Beginner... · 12/10/2013 1 2013 Beginner Project...

Documents

Transcript of 2013 Beginner Project Applicant Training Beginner... · 12/10/2013 1 2013 Beginner Project...