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HOPWA 101 Data Collection

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Title: Changes in HOPWA Reporting Requirements Author: Sue Siettmann Last modified by: Preferred User Created Date: 5/26/2004 3:37:39 PM Document presentation format – PowerPoint PPT presentation

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Title: HOPWA 101 Data Collection


1
HOPWA 101 Data Collection Reporting Requirements
  • Presented by the
  • Office of HIV/AIDS Housing
  • The QED Group LLC
  • September 21, 2004

2
HOPWA 101 Web Broadcast Overview
  • HOPWA Reporting Requirements
  • Reporting Tools
  • Client Outcomes The Future of HOPWA Reporting

3
Results MatterAchievements
  • 78,000 special needs households assisted
  • Collaborations with 500 nonprofits, 117
    city/state grantees and 85 competitive grants
  • Funds expended with leveraged resources at 2.05
    for each HOPWA dollar
  • Nationwide program

4
Results MatterPartnerships
  • Local discretion within eligible activities
  • Targeted assistance with flexible design
  • Connections to serve the whole client in
    supportive housing with access to healthcare
    support
  • Evaluations and technical support

5
Results MatterPlanning
  • Create balance within HIV housing continuums,
    including
  • -- Help towards self sufficiency
  • -- On-going care, as needed
  • Model projects address clients with multiple
    diagnoses, post-incarcerated, chronic homeless,
    rural, colonias

6
Results MatterSpecial Features
  • Outreach and engagement with clients
  • Assessments of special needs
  • Housing and service plan addresses individual
    challenges, ongoing housing connections and
    access to benefits

7
Results MatterHousing
  • Annual project outputs in
  • Short-term Rent, Mortgage Utility Payments
    (46,000 households)
  • Rental Assistance (27,000 households)
  • Housing Facilities (5,000 units)

8
Results MatterClients
  • Focus on client outcomes in 2004-2005
  • Housing stability
  • Reduced risks of homelessness
  • Improved access to care

9
Results MatterAccountability
  • Focus on project oversight
  • Documentation of eligibility for clients and
    activities
  • Correct rent payments under new FMR and annual
    income updates
  • Timeliness in expenditures and accuracy in reports

10
PART I
  • HOPWA Reporting Requirements

11
HOPWA Reporting Requirements
  • Formula grantee overview
  • Competitive grantee overview
  • Common errors

12
Why is data reporting so important?
  • Congressional inquiries
  • Reports to GAO and Congress
  • Budget Requests
  • Accurate data informs policymakers
  • GPRA requirements and PART reviews
  • Ability to analyze data for FO grantee
    management reviews
  • Public information client access

13
Section A
  • Formula Grantee Reporting Requirements

14
Formula Grantee Overview
  • CAPER
  • IDIS
  • Executive Summary
  • Note Performance reports are due 90 days after
    close of grantees program year

15
Consolidated Annual Performance and Evaluation
Report (CAPER)
  • Required for all formula grantees
  • Coordinate with Field Offices to review report
    before submission to HQ
  • CAPER includes two parts
  • Grantee Narrative on Results Barriers
  • Housing Assistance Accomplishment Data
  • Chart 1 Actual Performance
  • Chart 2 Compare to Planned Actions

16
CAPER Chart 1
17
CAPER Chart 1 Column Terminology
  • HOPWA Units/Funds Number of HOPWA units
    supported with HOPWA funds (households)
  • Grantee and Other Funds Units/Funds Number of
    units supported with non-HOPWA sources
  • Deduction for Units Reported in More than One If
    more than one funding source is used for a unit,
    indicate deduction so number of units is not
    duplicated

18
CAPER Chart 2
19
Common Errors in Performance Reporting CAPER
  • Actual Performance (Chart 1)
  • Number of units with grantee and other funds is
    leveraged units, not HOPWA-assisted units.
  • Amount of grantee and other funds is leveraged
    dollar amounts, not HOPWA-dollar amounts.
  • Deductions for units reported in more than one
    column (if leveraged funds are used) need to be
    subtracted from the total type of unit.
  • Comparison to Planned Actions (Chart 2)
  • Planning numbers need to be reported.

20
CAPER Data Verification
  • Annual Data Verification
  • Data updated with IDIS information, including
    supportive services, housing information, and
    admin costs to cover all program expenditures in
    year
  • More detail provided in Section II HOPWA
    Reporting Tools
  • Verified data posted on HUD website for public
    transparency

21
Questions?
  • Webcast participants, send questions to
    hudtv_at_hud.gov or call in to (202) 708-6073
  • After webcast, forward questions to hopwa_at_hud.gov
  • Visit HOPWAs website for additional information
    and tutorials located at www.hud.gov

22
Integrated Disbursement and Information System
(IDIS)
  • Required for all formula grantees
  • Mainframe-based system accessed via the Internet
  • Drawdown of funds expended
  • Reports on proposed activities, actual
    accomplishments, expenditure data and
    demographics on persons served

23
IDIS Overview
  • Relation to CAPER
  • Defining Projects and Activities
  • Critical data elements
  • Financial responsibilities
  • Redesign pending, for internet interface,
    standard report features and updated program
    elements

24
Relation to CAPER
  • Yes! Grantees must enter data into IDIS
  • Captures additional elements (e.g. supportive
    service and beneficiary info)
  • IDIS is a tool to capture and aggregate data for
    HUD, grantee and public use
  • Tracks expenditures and specific
    accomplishments at activity level

25
The Structure of IDIS Projects and Activities
26
IDIS Projects
  • Serve as an organizational structure under which
    activities are set up in IDIS
  • Associate activities with grantees Consolidated
    Action Plan
  • Connect an activity to a specific plan year

27
IDIS Activities
  • Provide a way to report on work being done
    (accomplishments) under a project
  • Are the level where funds are committed and drawn
    as used
  • Allow for the tracking of expenditures

28
HOPWA Projects
  • Set up separate IDIS Project for each Grantee and
    each Project Sponsor
  • Links associated Activities to initial
    Consolidated Action Plan (allocation year)
  • Often span multiple years

29
HOPWA Activities
  • Defined by eligible HOPWA Activity (CFR 374.300)
    for associated Sponsor
  • Report annual accomplishments for a specific
    program year
  • Are closed out each year (pending IDIS redesign)

30
Defining IDIS Activities
  • Facility-Based Housing
  • Facility-Based Non-Housing
  • Short-Term Rent, Mortgage, and Utility Payments
    (Scattered Site Housing)
  • Tenant-Based Rental Assistance (Scattered Site)
  • Supportive Services
  • Housing Information Services
  • Resource Identification
  • Administration

31
Facility-Based Housing
  • Includes
  • Acquisition, Rehabilitation, New Construction
  • Lease Operating Costs
  • Technical Assistance for a community
    residence/SRO dwelling
  • Project-Based Rental Assistance
  • Requires separate Activity for each site!

32
Grantee Administration
33
IDIS Project for Sponsor
Project 1 AIDS Housing of Anytown
03 Supportive Services 11,500
03 ST Rental Assistance 35,000

03 Admin 3,500
34
Multi-Year Projects
  • Each Activity reports for one year only
  • Grantee reports, then closes out activity at end
    of year
  • Grantee sets up new activity with unexpended
    funds under same Project (Sponsor)
  • Include year in Activity Name!

35
Multi-Year ProgramYear 1
36
Multi-Year ProgramsYear 2
37
Critical Data Elements
  • Matrix Codes (31 series only!)
  • Accomplishment Codes
  • Accomplishment Screen (MA04)
  • Reporting Year
  • Accomplishment Narrative

38
Matrix Codes
  • HOPWA Grantees must use one of following
  • 31A Grantee Activity
  • 31B Grantee Administration
  • 31C Project Sponsor Activity
  • 31D Project Sponsor Administration

39
Accomplishment Codes
Accomplishment Code HOPWA Activity
10 Housing Units (same as household assisted) Facility-based housing TBRA (scattered site) Short-term rent, mortgage and utility assistance
1 People Supportive services Facility-based non-housing
9 Organizations Resource identification
40
Accomplishment Screen (MA04)
  • Encourage grantees to
  • Accomplishment Codeuse Housing Units when
    possible!
  • Report Yeartype in correct Report Year!
  • Accomplishment Narrativeinclude outcome if
    possible

41
Questions?
  • Webcast participants, send questions to
    hudtv_at_hud.gov or call in to (202) 708-6073
  • After webcast, forward questions to hopwa_at_hud.gov
  • Visit HOPWAs website for additional information
    and tutorials located at www.hud.gov

42
Section B
  • Competitive Grantee Reporting Requirements

43
Competitive Grantee Overview
  • APR - Annual Progress Report
  • Executive Summary
  • Note Performance reports are due 90 days after
    close of grantees program year

44
Annual Performance Report Overview
  • Grantee Narrative (Exhibits A B)
  • Overview of accomplishments
  • Barriers/recommendations
  • Client Demographics (Exhibits C D)
  • Program Expenditures (Exhibits E-H)
  • Housing Assistance Expenditures
  • Facility Based
  • Scattered Site
  • Supportive Service Expenditures

45
APR Demographics
  • Number of persons and families assisted during
    the program year (Exhibit C)
  • Characteristics of persons receiving Housing
    Assistance during the Program Year (Exhibit D)
  • family income, age, gender
  • racial and ethnic information
  • housing situation at entry into the program

46
APR Program Expenditures
  • Summary of Program Expenditures (Exhibit E)
    Program Income/Sum of Expenditures/Admin Costs
  • Housing Assistance Expenditures (Exhibit G)
    Number of Units/Amount of Funds Spent
  • Facility Based Housing Assistance
  • Scattered-Site Housing Assistance
  • Supportive Service Expenditures (Exhibit H)
    Amount spent on eligible supportive service
    activities

47
Common Errors in Performance Reporting APR
  • Demographics (Exhibit C D)
  • The total number of persons receiving housing
    assistance, number 1-c, should equal total in
    Exhibit D demographic information, 1-a thru 1-d.
  • Persons assisted with supportive services only
    should be reported in Exhibit C, number 3.

48
Common Errors in Performance Reporting APR
  • Program Expenditures (Exhibit E)
  • Housing Assistance Expenditures (line 7) should
    equal sum of all facility based and scattered
    site housing expenditures reported in Exhibit G
    and G(a).
  • Supportive Service Expenditures (line 8) should
    equal sum of all activity expenditures reported
    in Exhibit H.
  • Over life of grant, grantee administrative costs
    cannot exceed 3 of the total grant award
    Project sponsor administrative costs cannot
    exceed 7 of the total grant award.

49
Common Errors in Performance Reporting APR
  • Housing Assistance Expenditures (Exhibit G)
  • Total expenditure data should equal the summary
    data total in Exhibit E, line 7 (housing
    assistance expenditures).
  • Supportive Service Expenditures (Exhibit H)
  • Total expenditure data should equal the summary
    data total in Exhibit E, line 8 (supportive
    service expenditures).
  • Supportive service activities must be broken down
    into eligible activities categorized as Case
    Management, Outreach, etc. Do not lump
    expenditure information under other or mixed.

50
Section C
  • Executive Summary

51
Executive Summary
  • Required of ALL HOPWA grantees
  • Concise narrative highlighting program activities
    (less than one page in length)
  • Submit Executive Summary with Performance Reports
  • Information posted on website for public use and
    client access

52
Questions?
  • Webcast participants, send questions to
    hudtv_at_hud.gov or call in to (202) 708-6073
  • After webcast, forward questions to hopwa_at_hud.gov
  • Visit HOPWAs website for additional information
    and tutorials located at www.hud.gov

53
Part II
  • HOPWA Reporting Tools

54
HOPWA Reporting Tools Overview
  • HOPWA Works! Grantee Reports
  • Formula Data Verification Worksheets
  • Reporting Tutorials
  • Send updated information to hopwa_at_hud.gov

55
Function of HOPWA Reporting Tools
  • Help HQ and Field Offices track report
    submissions and maintain accurate records
  • Distributed quarterly from HQ or FOs
  • Encourage communication among HQ, FOs, and
    grantees
  • Identify grantees in need of technical support
  • Verified reports becomes public information

56
Section A
  • HOPWA Works!
  • Grantee Reports

57
HOPWA Works! Formula Grantee Report
City of Anytown Grantee HOPWA Contact 85 Main
Street Anytown, US 12206 Phone 222-445-0772
Fax 222-445-0725 E-Mail grantee.contact_at_organ
ization.org Data Deficiency Report (If
Applicable) Caper Due Caper
Submission Funds Spent Year Of Last
Exec Date 2000 2001 2002 2003 On
Time Summ Submitted 8/28/2004 Y Y
Y N Y 2001 General Grants
Comments
  • Snapshot of grantee reporting status
  • Verify Contact and Reporting Information with
    Field Office
  • Send updated information to hopwa_at_hud.gov

58
HOPWA Works! Formula Accomplishment Data Legend
  • Data Deficiency Report
  • Notes/Alerts from HQ on erroneous or deficient
    report submissions
  • CAPER Due Date
  • CAPER Submission
  • Y indicates that it has been processed, N
    indicates that report has not been received, -
    indicates that report was not due
  • Funds Spent on Time
  • 2002 allocation 10-100 of funds should be spent
  • 2001 allocation 25-100 of funds should be spent
  • 2000 allocation 50-100 of funds should be spent
  • Year of Last Executive Summary Submission

59
HOPWA Works! Competitive Grantee Report
Organization, Inc. HOPWA Grantee Contact 24
Main Street Anytown, US 01930 Phone 978-283-787
4 Ext. Fax 978-283-0523 E-Mail contact.name_at_o
rganization.org Grantee Data Deficiency
Report Renewal
APR Due APR Submission
Fund Spent Yr Last Exec Grant No Grants PGY
Start PGY End Date 2001 2002 2003
on Time Summ Submit US-H020024 3/1/2003
3/31/2006 06/30 -- -- N Y
Missing
  • Snapshot of grantee reporting status
  • Verify Contact and Reporting Information with
    Field Office
  • Send updated information to hopwa_at_hud.gov

60
HOPWA Works! Competitive Accomplishment Data
Legend
  • Grantee Data Deficiency Report
  • Notes/Alerts from HQ on erroneous or deficient
    report submissions
  • Grant Number (R if renewed grant)
  • Program Year coverage
  • APR Due Date
  • Reminder of Report Deadlines
  • APR Submission Status
  • Y indicates report has been received, N
    indicates report has not been received by HQ, -
    indicates report not due
  • Funds spent on time
  • Competitive grantees should spent approximately
    1/3 total allocation each year
  • Year of last executive summary submission

61
Section B
  • Data Verification Worksheets

62
Data Verification Worksheets CAPER Information
63
IDIS Information Supportive Services
64
IDIS Information Beneficiary Data
65
Data Verification Worksheets Role of the
Grantee
  • Review CAPER and IDIS data
  • Coordinate with Field Office to ensure data
    accuracy
  • Verified worksheets due to HQ and Field Office
    ASAP. Please email to hopwa_at_hud.gov

66
Section C
  • Reporting
  • Tutorials

67
HOPWA 101 Performance Reporting Tutorials
  • In depth case studies
  • Brief overview of reporting requirements for
  • CAPER
  • IDIS
  • APR
  • Common deficiencies in reporting
  • Available online on HOPWAs website
  • http//www.hud.gov/offices/cpd/aidshousing/program
    s/index.cfm

68
Where can I get more information?
  • Use tools provided by Headquarters
  • HOPWA Works! Grantee Reports
  • Data Verification Worksheets
  • HOPWA Reporting Tutorials
  • Refer to the HOPWA Website
  • http//www.hud.gov/offices/cpd/aidshousing/program
    s/index.cfm
  • Call (202) 708-1934 and ask for Sarah Finnane or
    Danielle McLeod

69
Questions?
  • Webcast participants, send questions to
    hudtv_at_hud.gov or call in to (202) 708-6073
  • After webcast, forward questions to hopwa_at_hud.gov
  • Visit HOPWAs website for additional information
    and tutorials located at www.hud.gov

70
Part III
  • Client OutcomesThe Future of HOPWA Reporting

71
Why change?
  • Provide results on client outcomes and other
    accomplishments
  • Better oversight on expenditures
  • Ensure consistency among reports
  • Information on area sponsors
  • Qualitative evaluation of assistance

72
Output ResultsHousing
  • STRMU58 of clients
  • 660 per household average cost per year
  •  
  • Rental Assistance35 of clients
  • Average of 2,650 per year, (Section 8 housing
    choice voucher average of 6,600 per year)
  • Facility-based units7 of clients
  • Average over 4,000 per year direct housing costs
    plus other leveraged housing and service funds

73
Outcome Goals
  • Long-term goals for rental assistance and housing
    facilities, continued support and possible
    outplacement.
  • Short-term rent programs avoid an immediate
    housing crisis and allow for a connection to
    permanent housing and other support.

74
Outcome Goals
  • Clarity on status of household each year
  • Remained in permanent housing
  • Moved to other housing situations
  • Other results (back to short term efforts)
  • disconnected
  • Adapt support to the clients challenges by
    planning within collaborations

75
Outcome Goals
  • Clarity on other outcomes
  • Access to benefits support via case management
  • Obtain job via job training
  • Other model results (project options)
  • Assess baselines on housing stability and target
    higher achievement (80)

76
Revised CAPER for Formula Grants
  • Part 1, Narrative, remains the same
  • Part 2, Accomplishment Data
  • Combine charts 1 2 with actual compared to
    planned performance
  • All costs, such as housing information, resource
    identification, supportive services, and
    grantee/sponsor administrative costs
  • Outcomes in chart 3, Housing Stability

77
Revised CAPER (cont.)
  • Implementation date to be set with future grant
    cycle in FY2005
  • CPD Guidance on preparing 2005 Consolidated Plans
    (7/29/04)
  • Consolidated Planning Management Process (CPMP)
    tool (option available to ease data collection
    and organization)

78
CPMP Tool
  • Consolidated Plan Management Process (CPMP)
  • www.hud.gov/cpmp
  • Creates reusable format for the Strategic Plan,
    along with up to 5 Action Plans and up to 5
    CAPERs

79
HOPWA CPMP Elements
Captures both narrative and data elements
80
HOPWA Outcomes
Expanded focus from outputs with
outcomesindicate the housing status of clients
each year or as they leave the program
81
CPMP submission
  • The CPMP Tool can be submitted electronically
    (SF 424 and Certifications still require a
    signature and must be submitted on paper)
  • For assistance and submission send an email to
    CPMP_at_HUD.gov

82
Revised APR for Competitive Projects
  • Special Projects of National Significance and
    other competitive grants to use extra funds for
    data collection to comply with new format
  • Quick start on project data on client outcomes to
    help planning with formula programs
  • Integrate with evaluations underway
  • Implementation date to be set with future grant
    cycle in FY2005

83
Revised APR
  • Allow study on targeted special populations such
    as chronic homeless, post-incarcerated, colonias,
    rural, clients with multiple diagnoses
  • Elements tied to new HMIS standards
  • Info on Stewardship Units (use under 10-year
    commitments)
  • Technical assistance on sharing evaluations

84
Revised APR
  • Focus on project and client outcomes to better
    determine the results for project activities
  • Stable Housing
  • Case Management
  • Employment Services
  • Leveraged Funds category by source and use
  • Tracks the type of housing or service by sponsor
  • Client effects shown in income/benefit changes

85
Planned Changes to IDIS
  • New HOPWA Matrix codes 31 series to reflect
    Activity Type (e.g. Facility-Based Housing)
  • Design changes to be implemented in FY 2005-2006
    with other CPD program edits
  • Internet accessibility, standard reports for
    grantees

86
Direct Client Benefits
  • A better housing situation, more appropriate to
    the persons needs, in housing that is safe,
    decent and affordable
  • Related health outcomes for persons with HIV, a
    direct connection of the housing base with life
    improvements from engaging in care.
  • Reductions in disparities in access to care.

87
For More Information
  • HUD Office of HIV/AIDS Housing
  • HOPWA_at_HUD.GOV
  • HOPWA Website
  • www.hud.gov/offices/cpd/aidshousing

88
Questions?
  • Webcast participants, send questions to
    hudtv_at_hud.gov or call in to (202) 708-6073
  • After webcast, forward questions to hopwa_at_hud.gov
  • Visit HOPWAs website for additional information
    and tutorials located at www.hud.gov
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