2015 CoC Local ProcessRenewals Bidders’ Conference

April 21st, 2014 1:00pm-3:00pm

1. Welcome 2. Responses from last community meeting3. Overview of Renewal Application4. Q and A Session

The 2015 NOFA Committee’s Guiding Principles

•Maximize the resources available to the community;•Prioritize protecting programs in which people

reside;•Keep the renewal process as simple as possible;•Continue to emphasize project performance and the

submission of projects that will meet HUD’s thresholds;

•Support individual projects seeking to reallocate or reclassify where relevant;

•Facilitate a clear, fair, and transparent local process.

2

Our Local Process and Key Dates

•February 2015: The NOFA Committee identified possible changes to the process and local application.

•March 12th Community Meeting: Committee invited community input on strategies.

•April 9th Community Meeting: After further refining strategies Committee introduced concrete changes for feedback.

3

Our Local Process and Key Dates

•April 21st Bidders Conference: Committee finalized local process and application and releases it to renewal applicants in advance of the HUD NOFA.

•April 24th – May 4th : Staff and NOFA Committee will address applicant questions.

•May 19th 12:00 p.m.: Renewal Applications due.

• June 5th: Renewal rankings and Scores released.

4

Community Input at 4/9/15 Meeting60 Point Threshold Score• Input: Consider pro-rating the threshold for project types

which cannot score as high, as lower scores are not necessarily indicative of poor performance, just differing activity types.

• Outcome: The Committee determined that the 60 Point Threshold Score will stand and is obtainable for all project types. SSO projects can earn a maximum of 76 pts and TH a maximum of 84. If strong performers, such projects can gain points in other areas.

5

Community Input at 4/9/15 MeetingSpending

• Input: Clarify the basis for the 5% threshold. Consider having a different scoring scale for this criteria based on project type (i.e. rental assistance).

• Outcome: All projects are asked to explain any under-spending for most recent year and a pattern of multiple years of 5% under-spending. The 5% comes from the NOFA application from previous years. Scoring on the reasonableness of under-spending will be determined by committee members based on the narrative and can account for the nature of the project at scorer discretion.

6

Community Input at 4/9/15 MeetingExits to Homelessness

• Input: Review the benchmarks for Outcome D, ‘Exits to Homelessness’ to ensure that they are not simply the inverse of Outcome A, ‘Obtains/Retains Permanent Housing’. Ensure measures used are consistent with community measures.

• Outcome: With staff the Committee reviewed the Outcome benchmarks from “Attachment B” along with outcomes measured in Exhibit 1, and determined, that while not perfect, the Exits to Homelessness was an appropriate measure and not an inverse of Outcome A.

7

Elements of 2015 Renewal Process

•The NOFA Committee has elected to run a full rating and ranking process in 2015 ahead of the NOFA release

•The 60 point threshold score reinstated

•New projects with less than one year of operation or have not had their contracts with HUD executed do not need to submit a full local renewal application

•Adjustments to point allocations

•Refinement of performance measures

8

Renewal Applications

9

Renewal Applications

•Total points available = 100 (depending on program type)

•Due to EveryOne Home Electronically on Tuesday, May 19th at Noon (12:00pm)

•Send submissions in PDF form to info@everyonehome.org

10

Mandatory Attachments

•HMIS Demographics Report—1/1/14-12/31/14.•The project’s Annual Performance Report (APR) for

1/1/14-12/31/14•Project Leveraging chart from last e-snaps

application•Data Completeness Report Card (EE)v9, Program

Summary Tab for January 1, 2014-December 31, 2014

•The grantee’s most recent annual independent audit as PDF or with a link to on-line version

11

General Section (30 pts)

• Information about Project and applicant• Points on this section for:

– Project Type – up to 16 points– HUD’s priorities -- 14 points

– Does PSH for CH or RRH for families (up to 8)– Uses a Housing First Approach (up to 6)

• Shorter submission for non-renewing or renewals with less than 12 months operating

•Cost per housing outcome added

12

Outcome Measures (38 Points)• Uses information APR’s, complete outcomes measure

charts for the project types.• Measures required and benchmarks vary depending on

program typeA. Obtains or Retains Permanent Housing (16 pts)B. For those entering with no income, obtains some

OR

B. Obtains earned income (9 pts) (for SSO Employment Programs only = 12 pts)

C. Obtains/maintains mainstream benefits (9 pts) (SSO emp only = 6pts)

D. Exits to Homelessness (4 pts)

13

Outcome A: Info from APR (PSH Only)

Length of Participation by Exit StatusNumber of Persons

  Total Leavers Stayers

Less than 30 days   A H

31 to 60 days   B I

61 to 180 days   C J

181 to 365 days  

366 to 730 days (1-2 Yrs)  

731 to 1095 days (2-3 Yrs)  

1096 to 1460 days (3-4 Yrs)      

1461 to 1825 days (4-5 Yrs)      

More than 1825 Days (>5 Yrs)      

Information Missing      

Total   G P     

Housing Retention >6 months: (P – H – I – J + G) – A – B – C / (P – H – I – J + G) = % of persons

14

Outcome A: Info from APR (RRH, TH, SSO)

Obtaining Permanent Housing: (A + B) / C = % of persons obtaining permanent housing

15

29a1. Destination by Household Type and Length of Stay (All Leavers who Stayed More than 90 Days)

Number of Leavers in HouseholdsPermanent Destinations

  Total

Without

Children

With Children and Adults

With Only

Children

Unknown HH

TypeOwned by Client, no Ongoing SubsidyOwned by Client, with Ongoing SubsidyRental by Client, no Ongoing subsidyRental by Client, with VASH SubsidyRental by Client, with other Ongoing SubsidyPSH for Homeless PersonsLiving with Family, Permanent TenureLiving with Friends, Permanent TenureSubtotal A

29a2. Destination by Household Type and Length of Stay (All Leavers who Stayed 90 Days or Less)

Number of Leavers in Households

Permanent Destinations

  TotalWithout Children

With Children

and Adults

With Only

Children

Unknown

HH Type

Owned by Client, no Ongoing Subsidy

Owned by Client, with Ongoing Subsidy

Rental by Client, no Ongoing subsidy

Rental by Client, with VASH Subsidy

Rental by Client, with other Ongoing Subsidy

PSH for Homeless Persons

Living with Family, Permanent Tenure

Living with Friends, Permanent Tenure

Subtotal B

7. HMIS or Comparable Database Data Quality

Total number of records for All Clients

Total number of records for Adults Only

Total number of records for Unaccompanied Youth

Total number of records for Leavers C

Outcome B: Info from APR (RRH, SSO Employment)

16

Obtained or Maintained Employment Income: (A + B) / D = % of people who obtained or maintained Employment Income

25a1. Cash Income Types by Exit Status - Leavers

Cash-Income SourcesType of Cash-Income Sources by Number of Persons - Leavers

  Total Adults Children Age Unknown

Earned Income A

Unemployment Insurance

SSI

SSDI

Veteran's Disability

Private Disability Insurance

Worker's Compensation

TANF or Equivalent

General Assistance

Retirement (Social Security)

Veteran's Pension

Pension from Former Job

Child Support

Alimony (Spousal Support)

Other Source

TOTAL

         

25b1. Cash-Income Sources - Stayers

Cash-Income SourcesType of Cash-Income Sources by Number of Persons - Stayers

  Total Adults Children Age Unknown

Earned Income B

Unemployment Insurance

SSI

SSDI

Veteran's Disability

Private Disability Insurance

Worker's Compensation

TANF or Equivalent

General Assistance

Retirement (Social Security)

Veteran's Pension

Pension from Former Job

Child Support

Alimony (Spousal Support)

Other Source

TOTAL

7. HMIS or Comparable Database Data Quality

Total number of records for All Clients

Total number of records for Adults Only D

Total number of records for Unaccompanied Youth

Total number of records for Leavers

Outcome B: Info from APR (PSH, TH, SSO Outreach)

17

Persons Entering with No Income, Obtaining: (A – B – C ) / A = % of people who entered with no income and exiting with some

24.a Number of Adults By Income Category Adults at EntryAdults at Latest Follow-up

(Stayers)Adults at Exit

(Leavers)

Adults with Only Earned Income

Adults with Only Other Income

Adults with Both Earned Income and Other Income

Adults with No Income A B C

Adults with DK/R Income Information

Adults with Missing Income Information

Total Adults

Adults with Income Information at Entry and Follow-up/Exit

Outcome C: Info from APR (PSH, TH, SSO Outreach)

18

26a2. Non-Cash Benefits by Exit Status - Leavers

Client Non-Cash Benefits by Exit StatusNumber of Non-Cash Benefits by Number of Persons - Leavers

         

  Total Adults Children Age Unknown

No Sources

1+ Source(s) B

Don't Know / Refused

Missing this Information

TOTAL E

26b2. Number of Non-Cash Benefit Sources - Stayers

Client Non-Cash Benefits by Exit StatusNumber of Non-Cash Benefits by Number of Persons - Stayers

  Total Adults Children Age Unknown

No Sources

1+ Source(s) G

Don't Know / Refused

Missing this Information

TOTAL J

(B + G) / (E + J) = % of adults non-cash mainstream benefits

Outcome D: Info from APR (all project types)

19

29a1. Destination by Household Type and Length of Stay (All Leavers who Stayed More than 90 Days)

Number of Leavers in Households

Temporary Destinations         

Emergency Shelter A

TH for Homeless Persons B

Staying with Family, Temporary Tenure

Staying with Friends, Temporary Tenure

Place Not Meant for Human Habitation C

Safe Haven D

Hotel or Motel, Paid by Client

Subtotal

29a2. Destination by Household Type and Length of Stay (All Leavers who Stayed 90 Days or Less)

Number of Leavers in Households

Temporary Destinations         

Emergency Shelter E

TH for Homeless Persons F

Staying with Family, Temporary Tenure

Staying with Friends, Temporary Tenure

Place Not Meant for Human Habitation G

Safe Haven H

Hotel or Motel, Paid by Client

Subtotal

7. HMIS or Comparable Database Data QualityTotal number of records for All Clients

Total number of records for Adults Only

Total number of records for Unaccompanied Youth

Total number of records for Leavers I

PH, TH, RRH: For Permanent Housing, Transitional Housing, and Rapid Re-housing projects, the outcome measure

captures People who Exit to Homelessness. These project types should use the following formula to calculate their

measure:Exits to Homelessness: (A + B + C + D) + (E + F + G + H) /

I = % of persons who exit to homelessnessSSO – Employment: For SSO Employment projects, the outcome

measure captures People who Exit to Streets or Shelter. These project types should use the following formula to calculate their

measure:Exits to Streets or Shelter: (A + C) + (E + G) / I = % of

persons who exits to streets or shelterSSO-Outreach: For SSO Street Outreach projects, the outcome

measure captures People Who Exit to Places not Meant for Human Habitation. These project types should use the following

formula to calculate their measure:Exits to Places not Meant for Human Habitation: (C + G)

/ I = % of persons exiting to places not meant for human habitation

Spending (12 pts)

a. Report on amount of unspent funds for past 3 years

b. Explain unspent grant funds in most recent grant year

c. Underspending of 5% or greater in most recent year and one other in last 3 years must be explained

• Narratives with detailed explanations and corrective strategies will earn more points

20

HMIS (2 pts)

• Report on data quality for required Universal data elements using Bowman “Data Completeness Report Card (EE) - v9”

• Points based on percent of data quality must be higher than 95% to get 2 points, 90% to get 1

• When prompted to include services in the report, select ‘no’

21

Data quality report card

22

Leveraging (3 pts)

• Attach Leveraging Chart from most recent application in e-snaps

• If total leveraged amount in application differs from attached chart please explain

• Leverage letters do not need to be submitted with local application but do need to be on file with HCD, the collaborative applicant, by time of submission to HUD

23

Quality Assurance (12 pts)•Narrative on use of best practices, customer

satisfaction, performance monitoring, use of data staff training and quality of care

•Reviewers will score on the quality and comprehensiveness of narrative as well as how specific it is to the project versus being generic

•Audits will be scored under this section – projects are required to submit their full audits with applications

24

Submission Deadlines and Requirements

• All project applications are due to EveryOne Home by Noon (12:00 pm) on May 19th, 2015 – applications should be submitted electronically to info@everyonehome.org

• Include back-up documentation in a PDF – this file name must include the name of the program.

• Applicants that have on-line audits may provide a link in your cover email to the online location of your documents and do not need to submit a PDF of the audit.

25

Resources on website

• Electronic versions of the applications can be downloaded from the EveryOne Home website at: www.everyonehome.org by the end of the week.

• Word versions of the application will be emailed by Close of Business, 4/21/15.

26

27