MODULE 5: REPORTING REQUIREMENTS

Indiana HPRP Training1

HPRP Reporting Requirements

Overview:General Reporting Requirements & ProcessHMISDMS – internal to IHCDA, then to IDISQuarterly Performance Report (QPR)

components Initial performance report QPR Schedule

Annual Performance Report (APR) componentsNew HPRP data elements

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General Reporting Requirements

Recovery Act requires use of HMIS or comparable data base for data collection

Grantees and subgrantees providing HPRP assistance/services must report client-level data into CoC’s HMIS or comparable database

Comparable database must be consistent with HMIS Data and Technical Standards and meet HPRP reporting requirements. Requires review and approval by HUD.

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Reporting Overview

Report Type Reporting Period Preliminary Report Due

Date

Final Report Due Date

Initial Performance Report, Due 10/10/09

Date of grant agreement execution through 9/30/09

10/3/09 11/5/09

Quarterly Performance Reports, Due 10 days after end of each quarter

October 1 to December 31January 1 to March 31April 1 to June 30July 1 to September 30

3 days after end of each quarter

5th of month following preliminary due date

Annual Performance Report, Due 60 days after end of Federal Fiscal Year

October 1 to September 30

30 days after the end of each federal fiscal year

N/A

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HPRP and IDIS

HPRP grantees use DMS to report HPRP expenses. IHCDA uses IDIS to draw down and track funds

IDIS will not collect beneficiary data but DMS will gather some reporting elements.

Minimal data entryWill start in legacy or re-engineered IDIS –

depending on timing

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IDIS will not be Modified for HPRP

HUD will establish a new Grant in IDIS for HPRP

Grantees use ESG Program Path to set up IDIS activities for HPRP

Grantee will commit funds from HPRP grant (Activity Funding)

Grantee will “pre-fund” subgrantee accounts with about 90 days of anticipated expenditures.

Thereafter, each claim submission will allow IHCDA to re-fund the subgrantee account to the 90 day level.

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HPRP follows ESG Project/Activity Structure in IDIS

ESG projects = Shelter or ProgramActivities = Eligible HPRP activity category

Administration Homelessness Prevention Rapid Re-housing*

* Report under “Homeless Assistance” Category in re-engineered IDIS or under “Essential Services” category in legacy IDIS

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Sample of IDIS Project for HPRP8

IDIS Disbursements

Funds disbursed by eligible activityGrantees encouraged to draw down monthlyHUD will review expenditure ratesState of Indiana will review expenditures

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Quarterly Performance Report

Grantees submit QPR to HUD and OMB Unduplicated accounting required

QPRs are cumulative (inclusive of activities from prior quarters)

Data is reported for each quarter and for the entire grant period to date

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Initial Performance Report

Supplement to first quarterly report includes: Maintenance of effort

Amount of HPRP used to continue existing services Grant Allocation Schedule

Subgrantee awards by activity Projected program outputs

Projected persons and households to be served during the grant period by homeless status at entry and eligible service activity

Homeless Prevention Targeting – description of targeting approach and activities

HMIS plan

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QPR Components

Grantee Information Contact, authorizing entity, project information

Program Performance Persons and households served

Organized by Homeless status at entry Type of service activities

Housing outcomes of persons servedTo be counted as HPRP program participants,

households must have an entry housing status reported (homeless or non-homeless) and receive Financial Assistance and/or Housing Relocation and Stabilization

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QPR Components – 2

Financial Information HPRP expenditures by eligible activity type

Financial assistance Housing relocation and stabilization services Data collection and evaluation Administration

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QPR Components –3

Financial Information HPRP Expenditures by service type and eligible

service activity Homelessness prevention Homeless assistance

Within each by service activity Financial assistance Housing relocation and stabilization

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APR Components

Grantee informationProgram outputsClient characteristics by household typeClient characteristics by exit statusHPRP expenditures by service type, eligible

activity and sub-activitiesProgram performance by service typeNarrative

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Additional HMIS Data Elements for HPRP Reporting

New data elements for HPRP: Grantee and SubgranteeIdentifier Financial Assistance Provider Housing relocation and stabilization services provider

New universal data element: Housing status – separation of homeless and non-

homeless populations for reporting purposes – must be collected at program entry and exit Literally homeless Imminently at risk of becoming homeless Precariously housed and at risk of homelessness Stably housed

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Data Element: Financial Assistance Provided

HPRP funded financial assistance ONLY Start date End date Amount Type

Rental assistance Security deposit Utility deposit Utility payment Moving cost assistance Motel/hotel voucher

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Financial Assistance Data Element

Purpose is to determine type and amount of financial assistance received by program participant

Required for HPRP APR and QPRRecord HPRP funded assistance paid to 3rd

party for benefit of program participant Start date End date Type Amount

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Financial Assistance Data

Collect for each instance of financial assistance and each type of assistance

Start/end dates may be same for one-time assistance

For on-going rental assistance Start/end dates different Collected at least once every three months during

program enrollment and consecutive months of assistance

If rental assistance exceeds 3 months, also collected at program exit

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Financial Assistance: Short or Medium Term Assistance

For HPRP reporting Short or medium term rental assistance will be

determined by the number of months of rental assistance provided during continuous program participation

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New Data Element: Housing Relocation and Stabilization Services Provided

HPRP funded services ONLY Start date End date Type

Case management Outreach and engagement Housing search and placement Legal services Credit repair

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Housing Relocation and Stabilization

Purpose is to determine HPRP funded services provided during program participation

Required for QPR and APRsCollected at least every three months during

program participationIf enrollment exceeds 3 months, also

collected at program exit

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Income and Sources Data Collection

Must be collected from participants At entry At exit At least once annually

Income is counted if received within last 30 days

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Household reporting24

Households that are other than literally homeless at entry are reported in the homeless prevention columns

Homeless assistance columns include people who were literally homeless at entry

Homelessness Prevention and Homeless Assistance Data Shells for Reporting

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Financial Assistance

Persons Served: Quarterly and cumulative

Households Served: Quarterly and Cumulative

Rental Assistance

Security and utility deposits

Utility payments

Moving cost assistance

Motel and Hotel Vouchers

Homeless Prevention and Homeless Assistance Reporting Data Shells

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Housing Relocation and Stabilization Services

Persons Served: Quarterly and cumulative

Households Served: Quarterly and Cumulative

Case Management

Outreach and Engagement

Housing Search and Placement

Legal Services

Credit Repair

Housing Outcomes Destination

Needed for HPRP QPRsCollected at program exit – if person still

enrolled as of the last day of the reporting period, no housing outcome data should be reported

Revised to include destination type with tenure and subsidy types

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Housing Outcomes for HPRP

Permanent Housing Permanent supportive housing for homeless persons

(SHP, etc) Rental by client, no housing subsidy Rental by client VASH subsidy Rental by client other (non-VASH) housing subsidy Owned by client, no housing subsidy Owned by client, with housing subsidy Staying or living with family, permanent tenure Staying or living with friend, permanent tenure

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Housing Outcomes for HPRP29

Temporary destinations Emergency shelter including hotel or motel paid for

with emergency shelter voucher Transitional housing for homeless people (including

youth) Staying or living with family, temporary tenure Staying or living with friend, temporary tenure Hotel or motel not paid by emergency shelter voucher Place not meant for human habitation Safe haven

Housing Outcomes for HPRP30

Institutional Destinations Psychiatric hospital or other psychiatric destination Substance abuse treatment facility or detox center Hospital (non-psychiatric) Jail, prison, or juvenile detention facility Foster care home or foster care group home

OtherDeceasedDon’t know/refusedMissing information – Do Not Use!

Government-Wide Report Requirements for ARRA

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OMB imposed reporting requirements on all agencies disbursing ARRA funds

Additional data elements that will be required include: Jobs created and retained (expressed in full-time-equivalents) –

number of positions Brief description of types of jobs created/retained Under certain circumstances, 5 most highly compensated

officers must be named and total compensation reported If, in the preceding fiscal year, organization received 80% or more

of annual gross income from Federal contracts/grants/loans and The organization received over 25,000 in annual gross revenues

from Federal contracts and The public does not have access to information about

compensation through reports filed with the SEC or IRS

ARRA Reporting Data Elements32

Sub-grantee financial information Name, DUNS number, location, contract amount,

Congressional District Names and total compensation of 5 most highly

compensated officers if conditions on prior slide are met