2010 nofa training

8/8/2019 2010 NOFA TRAINING

http://slidepdf.com/reader/full/2010-nofa-training 1/69

October 7, 2010DHHR OfficeFlatwoods, WV

WEST VIRGINIA COALITION TO END HOMELESSNESSAnna Burns, Trainer

2010 NOFA TRAINING



NOFA Resources:y www.hudhre.info

y Exhibit 1 and Exhibit 2, directions embedded;y NOFA for Homeless Assistance Programs in the Federal Register

Sept. 20, 2010, listed as CoC NOFA on first page of hudhre.info;y NOFA, General Section for most HUD programs, in the Federal

Register, listed on hudhre.info;y E-Snaps training and resources, including Q and A, embedded in

hudhre.info, both CoC and e-snaps;y

Supportive Housing Desk Guide (SHP Desk Guide).



Exhibit 1 Training Modules« (posted onhudhre.info as CoC Training)

y How to register (should have been completed by now);y How to import the 2009 Exhibit 1 (done by now);y How to complete all the 2010 Ex. 1 forms;y How to upload Ex. 2s;y

How to submit the Ex. 1 to HUD.



Exhibit 2 Training Modules (posted onhudhre.info as Project Applicants training)

y SF-424 ² Complete Applicant Profiles;y

Import data from 2009 Ex. 2;y Access 2010 Ex. 2s;y Complete required Ex. 2 Formsy Submit the application to your CoC (not HUD!).



´ Reference Roomµ Training Module onhudhre.infoy Access resources that are helpful to CoCs and/or Project

Applicants, such as:y How to add or delete a user in e-snaps;y

Glossary of terms;y Funding Opportunity Registration and establishing Projects;y The Broadcast about the 2010 NOFAy Lots of other materials!



For Assistance in completing Ex. 1 and/orEx. 2:y Use the HUD Virtual Help Desk for direct and correct

information ² find the link on hudhre.info;y DO NOT CALL HUD HEADQUARTERS OR HUD

FIELD OFFICE STAFF WITH QUESTIONS!y For assistance with strategic questions (advice on how to

score the most points) about Exhibit 1 or design afundable Exhibit 2 , which HUD staff are not allowed toaddress while the NOFA is ´openµ, email Anna Burns [email protected].



Submission method is only e-snaps:

y Exhibits 1 and 2 are electronically submitted through e-snaps(www. hud.gov/e-snaps);

y All new project applicants must first fill out the SF 424 inorder to be able to access Exhibit 2 forms;

y All Exhibit 2 project applications will be submitted to theCoC electronically;

y

The deadline for WV Balance of State project submissions isOct. 30, via e-snaps. Send the pdf version first to getassistance if you need it.

y Ex. 1s due to HUD on Nov. 18, 2010.



A webpage to check at least weekly forthose working on Ex. 1:y http://www.hudhre.info/esnaps/index.cfm?do=viewEs

napsIssuances

y This page will give corrections or updates to the 2010NOFA.

y Make sure your Ex. 1 preparer checks this pagefrequently!



Additional HUD Guidance on hudhre.infoy http://www.hudhre.info/esnaps/index.cfm?do=viewEs

napsIssuancesy On this webpage are additional topics:

y Geo-codes, preliminary pro rata need amounts;y Grant Inventory Workbook information;y Information on merging CoCs;y DUNS Number Guide; Logic Models guide;y

Calculating unmet need;y Rural counties submitting separately from CoCs.



If you are new to McKinney-Vento homelesscompetitive programsy The rules and subtleties of these programs are very

complex and difficult to find in just one place.y Do not try to wade through explanations of the HUD

rules by yourself if you do not already have a very goodidea of what you want to do.y There is a person within your CoC who is hired to do

your Ex. 1 and to help you with your Ex. 2.y That person can help you figure out if your proposed

project can fit into the needs of the CoC this year.



THE NOFA ´ RULESµ FOR 2010y

Two-step awards process, for projects endingbetween Jan. 1 and Dec. 31, 2011:

y Renewals will be awarded expedited funding by HUD in

winter, 2011 (end of January?);y Grant Agreements for renewal projects to be sent out by

HUD this winter, probably early 2011.y Project Funding allowed for renewals for one year term

only;y Project Grant Amount fixed by HUD ² verified by CoC

during registration process ² amounts on Grant InventoryWorksheet in possession of CoC Lead Agency;



Second step« New Projects

y Only new Projects are ranked by CoC in order of priority;renewals are exempt from this process.

y Housing Emphasis and Leveraging points are calculated onlyon new projects (minus dedicated HMIS projects and admin.costs in all projects);

y

HUD will announce awards in late winter or early spring,2011.y Technical Submissions to be done spring, 2011.



On new projects submitted in 2010y HUD will announce conditional awards in early spring,

2011.y Technical Submission documents (more budget detail) to

be submitted 30 days after announcement.y Grant Agreement (contract with HUD for the project)

to be executed 30-45 days after approval of technicalsubmission.

y Match amounts must be dated prior to Nov. 18 anddocumentation sent in with technical submission.



Permanent Housing Bonus: now includes Families

y Permanent Housing Bonus: for any household where atleast one adult in the household is disabled, not just for thechronically homeless; (HUD encourages units for thechronically homeless and homeless vets);

y There can be more than one bonus project, but the totalamount for all bonus projects cannot exceed 15% of PPRNamount;

y

No more than 20% of grant can be used for casemanagement;y PPRN amounts cannot be used to supplement bonus project

budgets.



Major changes for 2010 NOFA:y Hold Harmless Need Reallocation (HHN) OK this year;y Certificate of Consistency with Consolidated Plan now part

of Exhibit 1, and submitted as part of Exhibit 1 (not the

project Exhibit 2) and this must contain a list of all new andrenewal projects in the project listing;y Identification of coordination with HPRP and other ARRA-

funded programs required for Exhibit 1 (NSP and HUD-

VASH, among others);y S+C and SRO must apply for 100% of Fair Market Rents (no

more and no less).



Education is new area of emphasis in Ex. 1y The CoC will be required to demonstrate that it is

collaborating with local education agencies to assist inthe identification of homeless families as well as

informing these homeless families and youth of theireligibility for McKinney-Vento education.

y The CoC will be required to demonstrate that it isconsidering the educational needs of children whenfamilies are placed in emergency or transitional shelter.



more on education«y P roject applicants must demonstrate that their

programs are establishing policies and practices that areconsistent with other laws relating to the provision of educational and related services to individuals andfamilies experiencing homelessness.

y P roject applicants must demonstrate that programsthat provide housing or services to families aredesignating a staff person to ensure that children areenrolled in school and connected to the appropriateservices within the community.



Also new in 2010y The Exhibit 1 no longer contains the section on Removal

of Regulatory Barriers to Affordable Housing.

y Less paperwork for your Exhibit 1 preparers!!!!

y Yea, HUD!!



Very rural areasy In order to achieve greater geographic diversity, HUD

will give selection priority to projects located in 100percent rural areas.

y

This is not in addition to the PPRN funding amounts, butis only a funding preference and a target HUD is settingfor $30 million of the competitive funds.



Housing Inventory and PIT Charts in Ex. 1y Housing Inventory Charts and Point-in-Time Count

Data: CoCs submitted their 2010 data directly into thenew HUD Homelessness Data Exchange (HDX) web site

in May, 2010y HUD will continue to score CoCs on this information as

part of the application.y The methodology of how the inventory and counts were

done is the most important part of the scoring elementsfor this competition.



« reminders from 2009 NOFA:

y Transitional Housing (TH) and Supportive Services Only(SSO) projects may serve persons being discharged from aninstitution (including prisons, mental health institutions and

hospitals) :y where the person has been a resident for more than 90

days and where no subsequent housing has been identifiedy The person lacks resources and support networks needed

to obtain housing.Prior to the 2009 NOFA the residency requirement was 30 days.



Match and Leveraging

y Match is the statutory amount that is required in project budgets: 20% for supportive services, 25% for operations,etc. It does not all have to be cash directly from the projectsponsor/grantee.

y Leveraging is the amount (in the aggregate) that is used by thproject or its clients to help them to become independent and

self sufficient (e.g. TANF, mental health services, Medicaid,Social Security).

y Leveraging is part of Ex. 1 scoring, so it is IMPORTANT!



About using other funds for projects

HUD encourages all projects to utilize the followingprograms as a source of leveraging:y Neighborhood Stabilization Program (NSP)y HUD-VASHy any HUD-managed American Recovery and Reinvestment Act

(ARRA) programs

Scoring emphasis:y Housing emphasis and leveraging will be calculated on eligible

new projects only.y CoCs will be required to address how they are coordinating with

local HPRP resources.



A word about CoC size and capacity:y Each CoC jurisdiction has a Pro Rata Need amount

based on CDBG formula: these funds are the building blocks.

y

More building blocks means a larger PPRN = moreplanning resources.y HUD encourages CoCs to merge so that they can

increase capacity and avoid duplication of effort,especially where clients travel back and forth across CoC boundaries to access homeless services.



Hold Harmless Need (HHN) Reallocation

y

CoCs whose FPRN is based on their HHN amount or theHold Harmless Need Merger calculation may usereallocation to create new PH or HMIS projects.

y New SHP projects may be for 1, 2 or 3 years.

y New SHP projects are awarded using the selection criteria

for renewals detailed in the NOFA.

y New S+C applications must be for 5 or 10 years and newSROs for 10 years



CoC Scoring in 2010, almost the same as 2009

Exhibit 1 is competitively scored on 100 point scale:y CoC Housing, Services, and Structure:14 pointsy Homeless Needs and Data Collection:26 pointsy CoC Strategic Planning:22 pointsy CoC Performance:32 pointsy Emphasis on Housing Activities:6 points Will be calculated

on eligible new projects onlyDo NOT need 100% housing activity to receive fullpoints for this section



My Personal Opinions about PerformanceMeasures (Client Outcomes) and their Scoring y Every year more points are awarded for performance

measures.y This year at least 2 points are dropped by eliminating the

´Removing Regulatory Barriersµ section.y Therefore, since performance counts the same number of

points as last year (32), more emphasis is on HUD·sperformance measures themselves.

y Notice the shift in points towards data collection and

performance from 2006 to now!! This means your HMIS andPIT are two of the most important elements to yoursuccessful strategic planning effort!!



How to use HMIS to help you score more points

y Check your performance measures monthly through HMIS;are the projects meeting your targets?

y Have a CoC committee that reviews monthly; look at waysto improve inadequate project performance.

y Get a report to your CoC monthly on performance of eachproject and its measures, and steps needed to improve clientoutcomes;

y

Provide the aggregate reports to your monitoring team;y Use the information on project/agency performance in

ranking new projects by the same agency.



Threshold Requirements for All Projects

HUD reviews for:y Project eligibility: does the project serve the correct population

and meet quality threshold criteria?

y Applicant/sponsor eligibility: are the applicant and sponsoreligible to receive the type of grant requested?



Project Eligibility

All grants must serve eligible populations as stated in the 2010NOFA under Section III.A.l.



Project Quality Reviews

New Projects:y Type and scale of housing

y Type, scale and location of services

y Access to services

y How the program assists clients to obtain and remain in

permanent housingy Applicant experience and capacity



Other Requirements

Good Standing:

New and renewal projects will not be funded if applicanthas significant, long standing, unresolved audit,monitoring, or legal problems



Use and Repayment Covenant Requirements

All awarded rehabilitation, new construction andacquisition projects will be required to have a HUD-

approved 20-year use and repayment covenant



Fair Housing Requirements

y All grantees must comply with Fair Housing regulations.

y NOFA language on Fair Housing requirements reflectcurrent regulations.



Duties of the Grantee (for new projects, theApplicant, who then becomes the Grantee):y Overall management of the grant;y Distributing funds to project sponsors, if any;y Overseeing project sponsors, if any;y Reporting to HUD (submission of APRs);y Providing performance data to the CoC for community-

level analysis;y

Collecting information to provide the CoC with countsof the homeless through HMIS, and participating inHMIS.



Project Renewal Threshold

HUD will reject from consideration projects forfundingnot meeting minimum project eligibility, capacity,

timeliness and performance standards identified inthis NOF A . This includes projects not correctlylabeled as Bonus.

HUD will assess these factors to demonstrateacceptable thresholds of these standards as part of the NOF A funding process.



Applicant/Grantee/Sponsor Capacity Issues:

HUD will A ssess an R enewal A pplicant·s :

1. Performance against plans and goals established in the

initial application, as amended;2. Timeliness in the expenditure of grant funds, as HUDexpects all projects to be drawing down funds at leastquarterly throughout the course of the grant term;

3. Assisting participants achieve and maintain independentliving, and record of success.



« more on capacity issues

HUD will also consider if an applicant:

1. has been unwilling to accept technical assistance,2. has a continued history of inadequate financial

management accounting practices,3. has indications of mismanagement of the part of the

recipient (of grant funds),

4. Has made program changes without prior HUD approval,5. Has lost control of the project site.



« more on capacity issues:

HUD reserves the right to reject a request from anorganization for the following reasons:

1. Outstanding obligation to HUD that is in arrears or forwhich a payment schedule has not been agreed upon;

2. Audit finding for which a response is overdue orunsatisfactory;3. History of inadequate financial management accounting

practices;4. Evidence of untimely expenditures on prior award, or;5. History of other major capacity issues significantly impactin

the project and its performance.



NOFA Submission Dates and Timesy It·sNovember 18, 2010 , before 11:59:59. But please

don·t wait that long!!y Exhibit 2 deadlines shall be set by each individual CoC.

PR INT A COPY OF THE S UMI SS ION SUMM ARY BEFOR E CLOS ING Y OUR BR OWSER (this is yoursubmission receipt).

Y OU CA N EXP OR T TO P DF A NY TIME A ND PR INTIT AS NEEDED.



Annual Homeless Assessment Report (toCongress, by HUD ² the AHAR)

CoC·s Exhibit 1 will be scored based on the extent in whichthey have participated in AHAR, which they do through theirHMIS.

To be eligible for AHAR, there needs to be a minimum 50%HMIS bed coverage in a category, but 65 ² 70% is preferred.



Steps of the Annual Strategic Planning Cycle

1. The PIT count, last week of January (required every otheryear);

2. Assessing changes in populations and subpopulations,changes in services/resources

3. Assessing gaps in services, based on #24. Determining priorities and goals/action steps required to

achieve those goals5. Ranking projects for funding, with information gleaned

from annual CoC project monitoring and HMIS data (APRand other, as requested by CoC).



Work of CoC committees in carrying our thestrategic planning process:

y Conducting annual homeless counts;y Annual survey of all shelter and supportive services in the area;y Annual program and outcomes monitoring of all projects funded

with HUD McKinney-Vento money, including client access tomainstream resources;

y Annual determination of gaps and priorities for HUD funds;y At least quarterly monitoring of functioning of HMIS.



Exhibit 1 scoring:

y How thoroughly and correctly you perform the steps in thestrategic planning cycle counts toward 94 of the 100 pointsHUD will score;

y

You cannot get a good score on Exhibit 1 unless you gothrough all these strategic planning steps, document themaccurately, and explain them well in the Ex. 1 answers to thequestions;

y

Don·t think an experienced grants person can get you agood score ² this is a team sport, and doing the strategicplanning job well puts you into a position to translate youractivities into a good score!



« more on Ex. 1 scoring y HUD scores the NOFA applications based on frequency

and quality of participation with all the requisitemembers of the CoC group;

y

Workgroups must be organized and must carry out allthe functions of the strategic planning process;y Documentation and outcomes of this work is presented

in the Exhibit 1, and it should be clear, using the

´vocabularyµ HUD uses in its documents and trainingmodules.



Where most CoCs lose points (in order):

y Inadequate functioning of their HMIS, important tomonitoring, including how the data is utilized;

y Lack of management oversight of project performance onHUD·s national goals, made more difficult with lowperforming HMIS, and therefore low performance scores;

y Low % of beds in HMIS;y

Inadequate methodologies and low participation in the PITcount;



The significance of a good score in Exhibit1:y Scoring is done on the Exhibit 1 document, the

document describing the strategic planning process aCoC undertakes;

y

If an Exhibit 1 scores the requisite points, then newprojects submitted by the community can be funded;y If the Exhibit 1 does not score the requisite

points, only renewals of current projects will be

funded for one year, no new projects.



Performance Measures (national HUDgoals):

HUD will collect information in Exhibit 1 about (and you will be scored on) three indicators:

1. Percentage of formerly homeless individuals remaininghousing in HUD permanent housing projects for at least 6months will be at least77% ;

2. Percentage of homeless persons who have moved fromHUD transitional housing into permanent housing will be a

least65%

;3. The employment rate of persons exiting HUD homelessassistance projects will be at least20% .



How to get good scores on PerformanceMeasures in your Exhibit 1

y Your score is the aggregate total of the data in the latestsubmitted APRs of all your existing projects;

y HUD has entered the data at HQ and e-snaps scoresperformance off their database, not your Ex. 1 data;

y The CoC needs a committee (or staff) to review the APR data all projects at least quarterly with reports generated by theHMIS System Administrator;

y Projects having difficulty, over time, getting adequate to poorresults on the performance measures need to be identified forfurther action.



Recommended Actions for Projects not getting goodresults on relevant APR performance measures:

y Determine what the difficulties/obstacles are;y Identify corrective actions and set timetable for carrying

out;y Determine capacity of project management to carry out

corrective actions;y Offer technical assistance from some source or mentoring

by other providers;y Monitor monthly progress made in carrying out corrective

actions;y Report to CoC on progress/lack of progress.



Options for the CoC when projects fail tomeet performance standards set by CoC:

In consultation with project sponsor/grantee, set timetablefor actions by the CoC:

1. Determine whether the project can be improved by the

current sponsor/grantee;2. If it is determined that this is not the case, identify

other agencies who might become a more effectivesponsor/grantee;

3. Work with HUD to substitute sponsor/grantee so thatthe project might again perform.



Match Requirements for SHP

y Acquisition, Rehabilitation, New Construction: $1:$1y Operations (of a TH or PH facility): 25%y Supportive Services: 20%y HMIS: 20%

This match must be ´in handµ, documented by theproviding agency or organization showing theamount to be given on their official letterhead, anddated prior to 11/18/2010 (date of submission of NOFA ).



Ranking of New Projects should be by:

y % of budget going to housing activity (leasing, operatingexpenses, capital expenses) vs. supportive services;

y % of budget available as match, and as leveraging;y Demonstrated need of project;y Demonstrated capacity of applicant for type of project and

experience with client population;y Two-year grant term, not 3-year grant term;y Expected timeliness (site control, if applicable).



Exhibit 2 applications:Housing/Services Projects of the CoC

y Every new project, if a new HUD sponsor/grantee, firstcompletes an SF-424 as part of the registration process,and obtains a DUNS number.

y

If your organization is planning to submit a new project,regardless of whether it is for the Bonus Amounts or not,work closely with your CoC workgroup to determinewhat is needed in your CoC·s community and what type

of project to propose.y Failure to do this may result in a lower-ranked project.



Service Elements of a Continuum of Care

y Homeless Preventiony Outreach, Intake and Assessmenty Emergency Sheltery

Transitional Housingy Supportive services (includes HMIS)y Permanent housingy Permanent Supportive Housing

Only those types underlined can obtain HUD fundingthrough the competitive funding process with theNOFA! ES G funds emergency shelter, and H PRP fundsprevention, outreach, intake and assessment.



Component Type for SHPy

Transitional Housingy Leasing, New Construction, or Acquisition/Rehabilitationy Permanent Supportive Housing

y Leasing, New Construction, or Acquisition/Rehabilitationy Supportive Services Only (including dedicated HMIS)y SRO (single Room Occupancy): ´dormitoryµ style with

shared living spaces/kitchen/dining and individual bedroomsy Safe Haven: low demand common housing for persons with

mental illness, substance abuse, etc. who are reluctant toengage in service plan

y Innovative Supportive Housing



Eligible Activities for SHP

y Acquisitiony Rehabilitationy New Constructiony Leasingy Operating Costsy Supportive Servicesy

HMISy Administrative Costs = 5% of sub-total of request



Eligible Activities for S+Cy Only Rental Assistance and 8% Administrative Costs

There needs to be a $1:$1 match for S+C, for supportive

services that deal with the issues of the client population.

Ideally, service slots are ´targetedµ by the public healthagencies for those clients as the match.



New Construction, Acquisition/RehabilitationAdditional Requirements

y Must demonstrate site control within 12 months of date of grant award letter;

y

Must begin construction within 18 months of date of grantaward letter;y Must complete construction within 36 months of date of

grant award letter;y Client services must begin within 3 months of construction

completion;



Shelter Plus Care (S+C) Componentsy Project-based Housingy Sponsor-based Housingy Tenant-based Housing (TRA)y SRO-based Housing

y Initial terms: 5 years for TRA with no rehabilitation and10 years for SRO and PRA with rehabilitation



Grant Term of SHP projects:

1. 2 or 3 years for new SHP2. 1,2 or 3 years for new HMIS3. 1 year for all renewal projects for CoCs in HHN status4. 1 year for renewal projects in CoCs under PPRN status



Client Populations given special consideration:(those for SHP may have additional scoring points in Ex. 1)

1. For SHP:Homeless Individuals with disabilitiesHomeless Families with childrenVeterans

2. Chronically Homeless for both SHP and S+C



Project Eligibility (Threshold) Requirements

y Applicants and sponsors must provide evidence of eligibilityand capacity, and submit the required certifications in theNOFA.

y Client population served must meet eligibility requirementsof the specific program (p. 26 of NOFA).

y Only persons coming from streets, emergency shelters, safehavens or transitional housing (originally from streets oremergency shelter) can be served by permanent housingprojects.



« more on project eligibility

y Projects involving rehab or new construction must meetaccessibility requirements of all laws.

y Projects must be cost-effective, including costs associated

with construction, operations and supportive services withsuch costs not deviating substantially from the norm in thatlocale for the type of structure or kind of activity.

y Applicants agree to participate in the local HMIS when it isimplemented in their CoC (except for DV providers). Thismeans regularly entering client data.



Project Quality Threshold

The housing and services proposed must be appropriate to theneeds of the program participants and the community. HUDwill assess:

y That the type, scale and general location of the housing fit theneeds of the participants and that the housing is readilyaccessible to community amenities;

y That the type, scale and location of the supportive services fitthe needs of the participants and the mode of transportation tothose services is described;



« more project quality thresholdassessments:

y That the specific plan for ensuring clients will beindividually assisted to obtain the benefits of the mainstreamhealth, social service, and employment programs for which

they are eligible, is provided;y How participants are helped to obtain and remain in

permanent housing is described;y How participants are assisted to both increase their incomes

and live independently using mainstream housing andservice programs is described;



« more on project quality thresholdassessment:y Applicants and project sponsors must evidence

satisfactory capacity, and performance for existinggrant(s);

y

For expansion projects, applicants must clearly articulatethe part of the project that is the actual expansion;y Applicants must demonstrate that they will be able to

meet all timeliness standards (including for renewal

projects).



Final Wordsy Get familiar with all the resources on hudhre.info and

use them liberally.y Work with your CoC Lead Agency to find out what the

requirements are, and what the submission dates are, for both new and renewal projects.

y Submit your latest APR to your CoC Lead Agency asap ifyou are submitting a renewal.

y Use the SHP Desk Guide for help.y Email questions to your Exhibit 1 preparer if you cannot

figure out answers to questions!

2010 nofa training

Documents