hud continuum of care program application...
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The Seattle - King County Continuum of Care Consolidated Application Process for the 2017
HUD Continuum of Care Program Application Workshop
YWCA Opportunity Place 2024 Third Avenue, Seattle, WA
DIRECT HUD Grantees
Wednesday, August 16, 2017 2:30pm to 3:30pm
AGENDA
Welcome FY 2017 CoC Program Application--New and Noteworthy:
- Renewal Project Application functions differently - Forms embedded in esnaps - Option “submit without changes”
Updating the Applicant Profile - Form 2880 embedded in esnaps - Data pre-populates forms in Part 1 of Project Application - Must still upload 501c.3. Code of Conduct, Supplemental SF424
Accesssing the FY 2017 Project Application Complete Part 1 -- SF 424
- Screen a. Application Type -check mark Grant PIN# - Screen d. Congressional District-Q 17 change grant dates to 2018-2019!!!!
Complete HUD Forms –embedded in esnaps � HUD 50070 – check :”I Agree” � Form 2880 – Prepopulated from Applicant Profile: review and check “I agree” � SF-LLL - Select Yes/No to reveal additional questions then check “True and
Correct” Magic! The Rest of Your Project Application Appears
- Everthing is in Read Only Mode exception is Screen 3C Dedicated Plus and Screen 6 Budget Information. Use the Submssion Summary to Check
- There is no Budget Detail Required --Verify Budget Summary from GIW handout - New --Submission without Changes
VERIFY!! VERIFY!! VERIFY!! PDF of esnaps CoC Program application is due to the CoC
Thursday, August 24, 2017 by 4pm—Submit to: [email protected]
Direct Grantee NOFA Application Workshop
2017 Seattle-King County Continuum of CareWednesday, August 16, 2017
Agenda
• What’s new in 2017• Project Applicant Profile
• Updates• Forms and Attachments
• Project Application • Creating it!• Finding it!• Filling it out! *live action*
• Phase 1 - SF 424 Form• Phase 2 - Full Application
• Don’t-forget-me Tips
What’s new in 2017 -- #1
What’s new in 2017 -- #2
What’s new in 2017 -- #3
What’s new in 2017 -- #3 continued
What’s new in 2017 -- #4
Project Applicant Profile
• The applicant profile must be updated and completed before starting the application process.
. . . “How do I update my profile? Where is it?”
Accessing the Applicant Profile – via esnaps
Step 1 Step 2 Step 3
Accessing the Applicant Profile – via esnaps
Accessing the Applicant Profile – via esnaps
Project Application ProfileForms & Attachments
HUD
2880
NOTE: Most information on this first page will have already been populated, based on the Applicant Profile.
HUD
2880
HUD
2880
Moving on from
Project Applicant Profile to
Project Application
Accessing the Applicant Profile – via esnaps
Creating your Project’s Application
Note: this is a real screenshot from our CoC’s application. Thanks, DESC!
Creating your Project’s Application
Note: this is fake application, provided by HUD. Thanks, HUD!
Creating your Project’s Application
After you click the ‘add’ button, you’ll be taken to this screen
From the drop-down menu, select the project that is being renewed. esnaps will then import last year’s information into your 2017 application.
This will save you lots of time!
Finding your friend!
LIVE ACTION in esnaps
Phase 1 - SF 424 Form*Phase 2 - Full Application
*You cannot access the full application until your SF 424 is completed and submitted. Don’t be fooled!
Project Application -- Verify you PIN !!don’t forget!!
Project Application – 1D. !!don’t forget!!
.
.
.
Enter your project’s PROPOSED start and end dates.
FYI – this is NOT your ‘17-’18 funding; it IS your 18’-19’ funding.
Example of an Incomplete SF 424 Form
WARNING! You must complete all screens within the SF 424 Form AND then submit it in order to proceed to the full application.
Full Application – 6D. !!don’t forget!!
Full Application – Part 8. Submission w/o Changes
Contact Information
For City of Seattle For King County (excluding Seattle)
Eileen Denham, City of Seattle HSD Janice Hougen, King County [email protected] [email protected]
206.684.0915 206.263.9089
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Process for Completing FY 2017 Renewal Project Application Screens
The Renewal Project Application screens function differently in FY 2017 than they did in FY 2016 for project applicants who import data. Project applicants who import data into the Renewal Project Application will be unable to edit most of the application screens until they navigate to the “Submission
Without Changes” screen and select “Make Changes.” The “Submission Without Changes” screen is
listed in the left menu bar of the Renewal Project Application in Part 8, directly above the “Submission
Summary” screen.
All Project Applicants must first complete Part 1: SF-424. Much of the data for Part 1 is pre-populated from the Project Applicant Profile. (If the pre-populated information is incorrect, the Project Applicant must navigate back to the Applicant Profile and update the information. The corrections should carry through to the application.)
Once Part 1 is completed, Parts 2-8 will appear.
If data was imported:
Most of the screens are in “Read Only” mode. The only editable screens are the following:
o 3C (Dedicated Plus for PH-PSH)
o 6D (Sources of Match)
o 7A (Attachments)
o 7B (Certification)
After reviewing the data on the Read Only screens and completing 3C (if applicable), 6D, 7A, and 7B, Project Applicants will navigate to Part 8: “Submission Without Changes” and indicate
whether they want to submit the application without changes or make changes prior to submitting the application.
o If Project Applicants do not want to edit any screens, they will continue to the "Submission Summary" screen.
o If Project Applicants want to edit any screens, they can select the specific screens they want to open for editing. Once a Project Applicant selects a check box for a screen and then selects the “Save” button, the check box cannot be unselected. If a Project Applicant selects a screen to edit by mistakes and then selects “Save,” this will not cause any issues. They will simply have to navigate to that screen to re-save the data.
o After the Project Applicant selects specific screens to open for editing, they should navigate to those screens to update/change the data on these screens. On each screen, the Project Applicant should remember to select “Save” before navigating to another screen. When all
updates have been completed, the Project Applicant should navigate back to the “Submission
Summary” screen to review the status of all screens in their application.
If data was NOT imported (e.g., the application is a First Time Renewal):
Project Applicants must complete every screen.
The Part 8: “Submission Without Changes” screen will automatically be set to “Make Changes”
and Project Applicants must enter data on each screen.
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The following depicts the options for importing data, updating information, and submitting the application for a renewal project.
Renewal Project
Import Data From prior year
Data not imported (e.g., first time renewal)
Make Changes
Select the check box
next to each screen
that needs editing.
Screens are not
editable until selected.
Submit Without Changes
No screens are editable.
Submit application.
Complete Part 1
Navigate to Part 8: Submission Without Changes screen
Screen requires active selection for
submitting without changes or making
changes
Review Parts 2 - 7 (Read only)
Complete Part 1
Navigate to Part 8: Submission Without Changes screen
Screen defaults to “Make Changes”
and a check box is next to all screens.
Complete Parts 2 - 7 (All screens are editable)
The Seattle - King County Continuum of Care Consolidated Application Process for the 2017
DIRECT HUD GRANTEES
DIRECT HUD GRANTEE - 2017 NOFA Workshop 8/16/17
For a CoC Program Project Application to be considered for renewal in the 2017 competition, the Seattle King County Continuum of Care requires that the related application is finalized in the HUD e-snaps system as noted below: DO NOT “submit” the application to HUD via esnaps until instructed by the CoC.
DEADLINE: Submit a pdf of the esnaps application to the CoC for its review no later than 4:00 pm Thursday, August 24, 2017.
Once approved by the CoC, each applicant/project will be notified to press the e-snaps “submit” button.
Don’t wait for the deadline. Timelines are tight, we urge you to finalize and submit your applications to the CoC as early as possible.
PDF of esnaps CoC Program application is due to the CoC Thursday, August 24, 2017 by 4pm
Submit to: [email protected] To submit an application in the 2017 competition, each agency must confirm, and update as necessary, its agency profile and required HUD forms in the e-snaps system. HUD provides detailed instructions regarding how to update your profile and complete forms, as well as to how to access and complete the CoC Program project application. Helpful documents can be found as follows: 1. Accessing and Completing the Applicant Profile in esnaps
https://www.hudexchange.info/resource/2958/instructions-for-updating-the-project-applicant-profile/
2. Accessing the CoC Project Application: Renewal Applications in esnaps https://www.hudexchange.info/resource/2908/coc-project-application-instructions/
3. Process for completing the FY 2017 Renewal Project Application Screens https://www.hudexchange.info/resources/documents/Process-for-Completing-FY-2017-Renewal-Project-Application-Screens.pdf
--------------------------------------------------------------------------------------------------------------------- CONTACTS for the 2017 Seattle-King County McKinney application process are: For City of Seattle Eileen Denham Phone: (206) 684-0915 City of Seattle HSD E-mail: [email protected] For King County Janice Hougen Phone: (206) 263-9089 (outside Seattle) King County DCHS E-mail: [email protected]
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There are Four Steps to Accessing your Project Application 1. Project Applicant Profile 2. Funding Opportunity Registration 3. Projects to Create Project Application 4. Access Application through Submissions
Step 1: Completing the Applicant Profile
Confirm your Applicant Profile
PLEASE NOTE: The Applicant Profile MUST be updated in order to successfully advance to you project application.
1. Go to “Applicants” in left menu bar to access your profile
2. Put the Applicant Profile in EDIT MODE by navigating to the “Submission Summary” screen. To Open and Update the Profile you must click on the "Edit" button at the bottom of the summary screen.
3. Review all screens to ensure all information is accurate.
4. Once the required information has been entered and the required attachments uploaded go to the submission summary screen again and click the "Complete" button.
HUD Forms in the Applicant Profile NEW: Many forms are no longer separate attachment but a
form coded into esnaps � HUD Form 2880 is now divided between the Applicant Profile and the
Project Application. This form must be complete in the Applicant Profile before you can move to the next step and access to your project applications.
� Information in the Applicant Profile will prepopulate in your in Project Application(s) and will be a part of the project SF 424. See link below for additional guidance.
� https://www.hudexchange.info/resources/documents/How-to-Complete-the-HUD-Form-2880-in-e-snaps.pdf
Attachments to the Applicant Profile
� Non-Profit Documentation: You must re-attach for 2017.
� Code of Conduct: Only attach if your Code of Conduct is not with HUD. If not, you must attach the first 5 pages. See link below:
http://www.hud.gov/offices/adm/grants/codeofconduct/cconduct.cfm
� Survey on Ensuring Equal Opportunities for Applicants (SF-424) Supplement): This is applicable to a Project Applicant that is a nonprofit. You must upload a new one current date. I the from is still attached from last year, you will need to delete the attachment and complete and upload a new attachment.
Direct HUD Grantee 2017 NOFA Workshop 8/17/17
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Step 2: Completing Funding Opportunity Registration
Register for FY 2017 Funding Opportunity
Navigate to Funding Registration:
Click on “Renewal Project Application FY2017
Click “Yes” and hit the “Back“button once the screen refreshes and indicates you are registered
Step 3: Projects -Create a Project
Create your Project Move to “Projects” in the Left Menu Bar
Select “Renewal Project Application 2017” from the funding opportunity dropdown menu.
Click on + icon on the far-left side: The “Create a Project” Screen will appear. Enter the Applicant Project Name as it should appear.
Move to the Import Data From line. Use the Arrow to find your FY 2016 grant and click on it to bring forward your previous application information. Will save you massive time!!!
NOTE!!!!! Review data carefully to ensure accuracy.
Step Four: Select “Submissions” to Access the Application
Part 1: Form SF 424 Navigate to “Submissions” in left menu bar. Then search for “Renewal
Project Application FY2017”. Open it!
There are 8 Parts to the Project Application:
Part 1 SF-424 must be completed in its entirety before the rest of the application will appear!
Information from the Applicant Profile will partially populate the SF-424. Confirm prepopulated information! If not correct, you must return to the applicant profile to make corrections
Of Note:
SF 424 Section 1A Application Type Q5b: HUD is only requesting verification of the project’s 6-digit PIN. Pin # is the first 6 digits of your HUD grant number. NOTE: Verify your PIN by checking a check box in Q5b to confirm!
SF 424 Section 1D Congressional District Screen-Q17: a project must have a proposed start / end date for your proposed project eg., you are applying for 2018-2019 funding.
NOTE: You MUST change start and end dates to 2018-2019.
DIRECT HUD GRANTEE - 2017 NOFA Workshop 8/16/17
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Part 1 SF 424 (Continued)
• Form 50070 Certification of a Drug-Free Workplace
• SF-LLL Disclosure of Lobbying Activities
• Form 2880 Applicant Recipient Disclosure
These forms are now embedded in the SF 424 in esnaps and must be “completed” for each CoC Program project application.
HUD 50070 –“I agree” is checked. “
SF-LLL – Select yes /no to reveal additional questions. “True and Correct” is checked
Form 2880 – information is prepopulated from applicant profile-Review for accuracy—Any incorrect information must be corrected in Applicant Profile. “I agree” is checked
REMEMBER you will NOT have access to your renewal application until these forms are complete and all boxes checked
New and Noteworthy In FY 2017
NEW: HUD is making it easier to submit a renewal application!
Applicants can now submit their applications with little to no change from the previous grant application. When you first access to you project application, it will be in a “Read-Only” format. Please review your information carefully!
NOTE: Part 3C for PSH and Part 6D have new questions so these sections MUST be edited and HUD has left them open in “open edit mode” to allow for specific updates. See below:
Part 3 Project Information
3C. Dedicated Plus Screen: This screen will only show for renewal PSH projects.
NEW--The CoC is NOT adopting Dedicated Plus for renewals in FY 2017. All applicable projects will remain either:
- 100% dedicated (if you were originally funded as 100% dedicated to CH); or
- N/A (if beds are prioritized for CH at turn-over).
Part 6 Budget Information
6A. Funding Request - Details, Descriptions, and Quantities: HUD is no longer requiring renewal applications to submit detailed budgets. Review 6E Summary Budget carefully—amounts should match your GIW handout.
6D. Sources of Match: Enter your updated FY 2017 25% Match information NOTE: CoC Policy Update allows the use of program income as match.
NEW--There is a new yes /no question in 6D related to using program income as match. If yes is selected, new questions will show.
Part 7 Attachments and Certification
7A. Attachments: should not be applicable for most projects.
7B. Certification: must certify that the program will comply with applicable laws. Make sure to click the box!!!!
Direct HUD Grantee 2017 NOFA Workshop 8/17/17
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New and Noteworthy In FY 2017 (continued)
Part 8 Submission Summary” See link below for more guidance. https://www.hudexchange.info/resources/documents/Process-for-Completing-FY-2017-Renewal-Project-Application-Screens.pdf
Renewal Applicants may select one of two options:
1. “Submit Without Changes” to indicate you wish leave Parts 2 through 6 in “READ Only” mode and are not making any changes.
EXCEPTIONS: Part 3C for PSH and 6D have new questions so are automatically checked and MUST be edited (See above). Changes to these screens do not affect your ability to select “Submit without Changes”
2. “Make Changes” if there is/are updates required. A menu of the application screens opens. Check the box(s) by each screen you want to change. Press “save” makes the screen available for edit.
NOTE: In general HUD is discouraging applicants from making annual update changes and we also encourage as few changes as possible.
Prepare and Submit your CoC Program Application(s) in pdf.
Complete an CoC Application (Exhibit 2) for each project for which your agency is a direct grantee
DO NOT PRESS THE “SUBMIT” BUTTON UNTIL INSTRUCTED BY THE COC!!!!
Applicant must finalize their application(s) in e-snaps and then create a pdf.
Submit the pdf. to the CoC by the deadline below: .
PDF of esnaps CoC Program application is due to the CoC Thursday, August 24, 2017 by 4pm
Submit to: [email protected] CoC Application Review
CoC Review period 8/17/17 to 8/31/17
Once each completed CoC application is received as a pdf., it will be reviewed by Seattle / King County staff.
It may be sent back to you for updating/correction between 8/17/17 and 8/31/17
With CoC approval you will then be asked to press the “submit button” on the submission summary page.
Direct HUD Grantee 2017 NOFA Workshop 8/17/17