idhs bureau of homeless services & supportive housing: completing the quarterly report june 29,...

IDHS Bureau of Homeless Services & Supportive Housing:

Completing the Quarterly Report

June 29, 2011

IDHS Supportive Housing Program:Overview

• Provide supportive services coupled with housing to low-income homeless and at-risk individuals and families

• Housing funded by other sources of funding• Services enable households to live

independently

IDHS Supportive Housing Program:Deliverables

• Case management, counseling, and advocacy services within 5 days

• Service plan developed within 1st week• Services plans must include monthly outcomes

and ongoing goals• Intake and assessment • Progress and supportive services documented

in participant file

IDHS Supportive Housing Program:Program Services

• Advocacy• Alcohol Abuse Services• Case Management• Counseling• Child Care• Children’s Services• Domestic Violence• Education• Employment Services• English as a Second

Language

• Follow-up Services• Health/Dental Services• Housing

Location/Inspection• Legal Service Referrals• Mental Health Services• Outreach• Substance Abuse

Services• Transportation

IDHS Supportive Housing Program:Reporting

• IL Homeless Reporting Portal– web-based quarterly reporting system– www.ilhomelessreport.org

• Compatible with federal homeless programs• SHP providers submit quarterly service and

financial web-based reports to the Bureau• Next Quarterly Report– 4th Quarter – April 1, 2011 – June 30, 2011– Due Date – July 20, 2011

IL Homeless Reporting Portal Home Pagewww.ilhomelessreport.org

• Click login• Enter Username and password

QUARTERLY SERVICE REPORTING

Select the IDHS Fiscal Year and

click submit

Under Supportive Housing Select the Program and click Submit

This page includes the Agency, Program Name and Contract Number

Select the Quarter and Click Load

Quarter

This is the first screen after downloading the quarter & is the 1st of 22 Steps to complete the entire Service Quarterly Report.Click Save Entries after completing each step & Click Next Step to continue entering dataDuring the 1st quarter, all participants are considered new in SH.

Step 3a automatically calculated by system

Step 3b – only enter new participants as of the specific quarter

Data entered in this Step should correlate to participant assessments, intakes, individualized service plans and case notes

Step 4 – Only enter information for those entering the program during the specific quarter

Step 5 – Only enter information for those entering the program during the specific quarter

Step 6 – Only enter information for those entering the program during the specific quarter

Step 7 – Only enter information for those entering the program during the specific quarter

Step 8 – Only enter information for those entering the program during the specific quarter & participants may have multiple special needs

Step 9 – Only enter information for those entering the program during the specific quarter

Step 10 – Only enter information for those entering the program during the specific quarter

Step 11 – Only enter participant income for those entering and exiting the program during the specific quarter

Step 12 – Only enter cash income for those entering and exiting the program during the specific quarter

Step 13 – Only enter non-cash benefits for those entering and exiting the program during the specific quarter

Step 14 – Only enter food stamp benefits for those entering the program during the specific quarter

Step 16 – Enter DUPLICATE counts of all instances of supportive service to all participants served during the quarter

Step 17 – Enter information only for those exiting the program during the quarter

Step 18 – Enter information only for those exiting the program during the quarter

Step 19 – Enter information only for those exiting the program during the quarter and not expected to return

Step 22 – Only enter information for those entering the program during the specific quarter

Continuation of Step 22….

Click Printer Friendly for an entire Quarterly Report with entered Data

Click Submit Report to send report to IDHS

QUARTERLY FINANCIAL REPORTING

Supportive Housing Funding Plan

Before completing the Quarterly Report important to review the SH Funding Plan to remember what was included in the budget and especially in planning for the 4th Quarter. Prior to the 4th quarter, staff should be monitoring expenses as last minute sub-contract request to expend unused service funding cannot be allowed.

Budget Instructions• 4 parts of Budget

1. Direct Personnel – staff, job title, average monthly salary, % of time, # of months

2. Administration Personnel - # of staff, job title, average monthly salary, % of time, and # of months

3. Funding Sources - funding that the applicant receives for the supportive housing project from other sources• Federal Sources, State Sources, and Local Community Sources • required 25 percent cash match

4. Budget Page - Direct Costs and Administrative Costs• Use whole dollar amounts when completing the

budget pages

Budget Instructions

• Direct Costs - associated with direct participant services

• Administrative Costs - costs that include but may not be limited to overseeing and managing the program & administrative costs may not exceed 15 % of the funds requested

• Expending grant funds for Indirect Costs/ Operating Costs are prohibited

Financial Quarterly Report

Scroll over ‘Enter Report Data’ and click on Financial Data to enter financials for a specific quarter

Select the appropriate Fiscal Year which you will be providing quarterly financial reporting

Click the arrow for the SH program to select your program and then click submit

Select the Appropriate Quarter and click Submit

IDHS Approved Budget amounts will already be entered and the amount available

Agency, Program and Contract Number will appear - if you have more than one grant make sure you are entering information for the correct program

Enter the Actual Expenditures for the Quarter, click Save Report, and Click Submit Report when complete

At any time you can access all the Quarterly reports for your agency and programs by scrolling over ‘Get Reports’ and selecting a specific Quarter

QUESTIONS?

Contact Information

Lore Baker, SHPAshpa@att.net

Aaron Eldridge, Sr., SHPAa.eldridge.shpa@gmail.com

Lindsey Bishop, CSHlindsey.bishop@csh.org