Supportive Services for Veteran Families SSVF Program Overview of Program, Notice of Fund Availability Application WE

1. Supportive Services for Veteran Families (SSVF) Program Overview of Program, Notice of Fund Availability & Application WEBCAST December 2010

2. 2 Ending Veteran Homelessness Introduction to SSVF Program Program Overview Background Operations Participant Eligibility Supportive Services Application Selection Applicant Eligibility Threshold Requirements Notice of Fund Availability (NOFA) Overview Application Available Funding Uses of SSVF Grant Funds VA�s Goals and Objectives Payments of SSVF Grants Application Overview and Grant Writing Best Practices

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18. 18 Application Availability Application package is posted on the SSVF website (http://www1.va.gov/homeless/SSVF.asp) Application is also available on http://www.grants.gov Technical Assistance VA and Corporation for Supportive Housing (CSH) will host 5 regional grant-writing workshops in January 2011 Workshops will help applicants better understand the SSVF Program and provide grant-writing application tips Workshops will take place in Chicago, IL; Los Angeles, CA; Seattle, WA; Houston, TX; and New York, NY More information on available Technical Assistance can be found on the SSVF website: http://www1.va.gov/homeless/SSVF.asp

19. 19 Allocation (Section E of NOFA) Approx. $50 million available for SSVF grants this year Maximum allowable grant size is $1 million per year per grantee Supportive Services Grant Award Period (Section F of NOFA) SSVF grant awarded this year will be for a one-year period If funding allows, a future NOFA may be issued to enable grantees to renew their grant through a simplified application process

20. 20 Requirements for the Use of SSVF Grant Funds (NOFA Section G)

21. 21 Goals and Objectives for Awards under NOFA (NOFA Section J) Enhance the housing stability and independent living skills of very low-income Veteran families occupying permanent housing across geographic regions Rapidly re-house or prevent homelessness among the following target populations who also meet all requirements for being part of a very low-income Veteran family occupying permanent housing: Veteran families earning less than 30% of area median income (AMI) as most recently published by HUD (http://www.huduser.org) Veterans with at least one dependent family member Chronically homeless Veteran families Formerly chronically homeless Veteran families

22. 22 Payments of Supportive Services Grant Funds (NOFA Section L) Payments will be made to grantees electronically via the Department of Health and Human Services� (HHS) Payment Management System Grantees may request payments as frequently as they choose, subject to the following limitations:

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24. Supportive Services for Veteran Families (SSVF) Program: Overview of Application and Grant Writing Best Practices  www.csh.org

25. Application Overview Section A: Background, Qualifications, Experience, & Past Performance of Applicant and Any Identified Subcontractors Section B: Program Concept & Supportive Services Plan Section C: Quality Assurance & Evaluation Plan Section D: Financial Capability & Plan Section E: Area or Community Linkages and Relations Section F: Certifications Grant Writing Best Practices Next Steps

26. I. Application Overview

27. Application Requirements

29. Attachment A: Veterans Integrated Service Network (VISNs) Map Attachment B: Applicant Budget Template (Microsoft Excel File) Exhibit I: Eligible Entity Legal Authority Exhibit II: Applicant Organizational Chart Exhibit III: Evidence of Relationship between Applicant and Subcontractors Exhibit IV: Articles of Incorporation, Corporate Resolutions, Certified Partnership, Joint Venture, or LLC Agreement Exhibit V: Key Personnel Resumes Exhibit VI: Reference Contact Information Exhibit VII: Map of Program Area or Community Exhibit VIII: Previous Year�s Audited Financial Statements Exhibit IX: One Year Program Budget (Complete Attachment B) Exhibit X: (Optional) Documentation of Financing

30. II. Section A: Background, Qualifications, Experience, & Past Performance of Applicant and Any Identified Subcontractors

31. Section A1: Background and Organizational History Scoring Criteria Applicant�s, and any identified subcontractors�, background and organizational history are relevant to the program. Applicant, and any identified subcontractors, maintain organizational structures with clear lines of reporting and defined responsibilities. Applicant, and any identified subcontractors, have a history of complying with agreements and not defaulting on financial obligations. Application Subsection Summary Organizational structure Subcontractors Applicant incorporation documents Applicant overview Any convictions, judgments, etc. against applicant

32. Key Considerations ??? Alignment between mission, services/programs, expertise, target groups and SSVF Program Partnerships and use of Memorandums of Understanding Enhancing your application by partnering with subcontractors with specific expertise Outline roles and responsibilities of subcontractors Include guiding principles, responsibilities and scope of services for subcontractors If applicant would like VA to consider any subcontractors, along with the applicant, in evaluation of application, list as �identified subcontractors� Note: Applicant is not required to have selected subcontractors at time of application Be specific in terms of current and past programs/services: cite number of clients served, measurable outcomes, specific services provided, communities/neighborhoods served Mention any awards or mentions that your organization/program/services have received Mention who funds programs/services, contract performance, and repeat funders

33. Scoring Criteria Applicant�s staff, and any identified subcontractors� staff, have experience working with very low-income families. Applicant�s staff, and any identified subcontractors� staff, have experience administering programs similar to the SSVF Program. Application Subsection Summary Staff experience providing supportive services to very low-income families Staff experience administering programs similar to proposed program Staff resumes

34. Key Considerations ??? Be specific about staff roles in programs/projects, timeframe for projects, outputs and outcomes, funding sources, target populations, services provided, and collaboration with other nonprofit and public agencies Highlight staff roles in program success and/or oversight Applicant and subcontractor staff experience providing services to very low-income families, highlight any experience with HUD�s Homelessness Prevention and Rapid Re-Housing Program (HPRP) or similar programs Applicant and subcontractor staff experience administering programs similar in size and scope to the proposed program, any experience with HPRP or similar programs Distinguish between staff experience and organizational experience Attach resumes for key personnel in Exhibit V

35. Scoring Criteria Applicant, and any identified subcontractors, have organizational experience providing supportive services to very low-income families. Applicant, and any identified subcontractors, have organizational experience coordinating services for very low-income families among multiple organizations, Federal, State, local and tribal governmental entities. Applicant, and any identified subcontractors, have organizational experience administering a program similar in type and scale to the SSVF Program to very low-income families. Application Subsection Summary Organizational experience providing supportive services to very low-income families Organizational experience coordinating services for very low-income families among multiple organizations Organizational experience administering programs similar to proposed program � provide 3 examples References

37. Scoring Criteria Applicant�s staff, and any identified subcontractors� staff, have experience working with Veterans. Applicant, and any identified subcontractors, have organizational experience providing supportive services to Veterans. Applicant, and any identified subcontractors, have organizational experience coordinating services for Veterans among multiple organizations, Federal, State, local and tribal governmental entities. Application Subsection Summary Staff experience working with Veterans Organizational experience providing supportive services to Veterans Organizational experience coordinating services for Veterans among multiple organizations �

38. Key Considerations ??? Define collaboration with other nonprofit and public agencies (e.g. level of formality, monitoring, timeframe, measures for success, goals, successes, challenges) Highlight any relationship with VA or other public service entity Applicant and any identified subcontractor staff experience working with Veterans Applicant and any identified subcontractor organizational experience providing supportive services to Veterans Applicant and any identified subcontractor organizational experience coordinating services for Veterans among multiple agencies, including VA Demonstrate your understanding of the unique issues that face Veteran population

39. III. Section B: Program Concept & Supportive Services Plan

40. Scoring Criteria Applicant has shown a need amongst very low-income Veteran families occupying permanent housing in the area or community where the program will be based. Applicant understands the unique needs for supportive services of very low-income Veteran families. Application Subsection Summary Describe the location where the Program will operate, name counties, parishes, municipalities and/or tribal lands to be targeted List Veterans Integrated Service Network (VISN) for target area (see Attachment A) Identify the geographic regions for the target area/community (e.g. urban, rural, tribal land, other) Estimate total number of Veteran homeless families in the target area/community Estimate total number of very low-income Veteran households who are at-risk of homelessness in the area Describe needs and characteristics of the very low-income Veteran families who would be eligible for services under the proposed SSVF Program

42. Scoring Criteria Applicant has a feasible outreach and referral plan to identify and assist very low-income Veteran families occupying permanent housing that may be eligible for supportive services and are most in need of supportive services. Applicant has a plan to process and receive participant referrals. Applicant has a plan to assess and accommodate the needs of incoming participants. Application Subsection Summary Narrative describing plan to identify and assist those very low-income Veteran families most in need Processing and screening plan (including list of screening questions to be used) Description of referral process for ineligible Veteran families Explanation of needs assessment for incoming participants

44. Scoring Criteria Applicant�s program concept, size, scope, and staffing plan are feasible. Applicant�s program is designed to meet the needs of very low-income Veteran families occupying permanent housing. Application Subsection Summary Proposed program concept, size, scope and staffing Narrative on 4 required supportive services to be provided (outreach, case management, VA benefits, other public benefits) Narrative on optional supportive services (temporary financial assistance or other supportive services) to be provided (if any) Staffing plan Housing model in which services are provided Describe frequency of engagement of services Housing and service coordination Confidentiality Safety protocols and procedures Individual goal setting/service philosophy

45. Key Considerations ??? Answer the who, what, where, when and how for all program components Potential service models (HPRP, Critical Time Intervention, Permanent Supportive Housing Service Enhancements) Evidence-based practices and service approaches (service needs assessments, motivational interviewing, peer mentoring, PTSD screening, trauma-informed practices) Connecting to VA benefits Connecting to mainstream benefits Complete and include check box responses contained in application in response Consideration of different types of program settings (single site vs. scattered site, etc.) Consideration of whether and how to provide direct temporary financial assistance How confidentiality and safety of participants will be assured

46. Scoring Criteria Applicant�s program will be implemented in a timely manner and supportive services will be delivered to participants as quickly as possible and within a specified timeline. Applicant has a hiring plan in place to meet the applicant�s program timeline or has existing staff to meet such timeline. Application Subsection Summary Table describing program�s implementation timeline Implementation Plan (narrative) Narrative around potential implementation obstacles Key Considerations ??? Note services you already provide and would leverage for the SSVF Program Adhere to VA guidance on timeline for program implementation (begin outreach within 30 days of grant execution; program fully operational within 60 days) Be ambitious but realistic; don�t over-promise and set yourself up for failure Note other program/projects that you were able to set up and/or operationalize within a similar timeframe

47. Scoring Criteria Applicant is committed to ensuring that its program meets VA�s requirements, goals and objectives for the SSVF Program as identified in the Final Rule and the NOFA. Applicant has sufficient capacity, including staff resources, to undertake the program. Application Subsection Summary Include plan for coordination and communication with local VA facility Describe how the program�s design, implementation and evaluation will meet the goals, requirements & objectives outlined in the NOFA & Final Rule Estimate percent of Veteran participants who are homeless and transitioning to permanent housing Specify what percentages of participants served will comprise the target populations set out in NOFA Describe applicant team�s ongoing project/program commitments

48. Key Considerations ??? Have you already worked with VA? Will your SSVF Program build on that working relationship? If not, have you reached out to VA to gain their support for the proposed program? [Note: Section E requests letter of support from local VA] Be specific, show your knowledge of local VA services and processes Target populations and percentages should line up with needs identified in Section B1 Specify any competing programs/projects that may consume the proposed team�s time and explain how these competing priorities will be balanced to ensure proposed SSVF outcomes can be achieved

49. IV. Section C: Quality Assurance & Evaluation Plan

50. Scoring Criteria Applicant has created clear, realistic, and measurable goals that reflect the SSVF Program�s aim of reducing and preventing homelessness among very low-income Veteran families against which the applicant�s program performance can be evaluated. Applicant plans to continually assess the program. Applicant has adequate controls in place to regularly monitor the program, including any subcontractors, for compliance with all applicable laws, regulations, and guidelines. Applicant has adequate financial and operational controls in place to ensure the proper use of supportive services grant funds. Applicant has a plan for ensuring that the applicant�s staff and any subcontractors are appropriately trained and stays informed of industry trends and the requirements of the SSVF Program. Applicant has a plan to establish a system to remediate non-compliant aspects of the program if and when they are identified. Applicant�s program management team has the capability and a system in place to provide to VA timely and accurate reports at the frequency set by VA.

51. Application Section Summary Narrative on goals and outcomes Explanation of how qualitative and quantitative outcomes will be measured Frequency of evaluations Plan for monitoring quality of service delivery and compliance with program requirements Performance evaluations for staff and subcontractors Plan for staff training Operational and finance controls to ensure compliance Explain how non-compliant aspects of program will be fixed Role of management team in reporting activities Plan to ensure data accuracy in web-based HMIS system

52. Key Considerations ??? Make goals and outcomes as tangible and quantifiable as possible Propose only those goals or outcomes that are measurable Be specific: who, what, where, when and how for collecting numerical data & qualitative information (e.g., what data will be collected, who will collect it, what systems will be used for tracking, how often will it be collected and reviewed?) Reference any familiarity with, knowledge of, or experience with HMIS or comparable data systems Describe applicant�s record of monitoring delivery of quality services for comparable programs Provide overview of internal performance review processes Identify specific staff training certification opportunities Discuss fiscal control system that will allow applicant to adequately track temporary financial assistance spending (if any) Be specific: who, what, where, when and how for collecting data, creating reports & online data submission Mention other programs funded with government grants/contracts or with similar reporting requirements

53. V. Section D: Financial Capability & Plan

54. Scoring Criteria Applicant, and any identified subcontractors, are financially stable. Application Subsection Summary Provide summary of financial health of applicant and any identified subcontractors (sources and uses) Attach previous year�s audited financials Provide in narrative format any additional information the VA should consider around financials Key Considerations ??? Explain negative net income or gross fluctuations, if any, for current or previous year Highlight diversity of funding sources and/or categories (e.g. individual donors, events, foundation grants, government contracts) Draw attention to multi-year funding sources and funding agencies Include previous year�s financial statement for applicant and any identified subcontractors as Exhibit VIII

55. Scoring Criteria Applicant has a realistic plan for obtaining all funding required to operate the program for the time period of the supportive services grant. Applicant�s program is cost-effective and can be effectively implemented on-budget. Application Subsection Summary Submit one year budget (complete Attachment B, see next slide) Administrative Costs Total supportive services grant request Average estimated grant amount to be utilized per household Percentage breakdown of costs by use (e.g., supportive services type, administrative, etc.) Describe use of funds in proposed program and detail how funds spent will be tracked by participants� occupying permanent housing category Plan for delivering program on budget

58. Key Considerations ??? Budget should be for one-year period and include both SSVF-funded and non-SSVF-funded costs Microsoft Excel template (Attachment B � see previous slide) must be used Maximum percentages of funds that can be used for certain purposes can be found in NOFA: 10% administrative cost cap 60-75% of grant funds on participants who are homeless or scheduled to become residents of permanent housing within 90 days 20-35% of grant funds on participants who are residing in permanent housing but at-risk of becoming homeless 30% temporary financial assistance cap

61. VI. Section E: Area and Community Linkages and Relations

65. VII. Section F: Certifications

67. VIII. Grant Writing Best Practices

68. Grant Writing Best Practices:Make the reviewer's job easier!!

69. Grant Writing Best Practices:Show, don't tell!!

70. IX. Next Steps

71. Your Action Plan for Applying Identify the local need and your target population Define a program model that responds to the need/unique issues faced by your target population Assemble applicant team Self-assess capacity to develop and operate program, identify potential roles & responsibilities to fill gaps Outreach to partners and/or subcontractors and develop MOU(s) Identify and develop skeleton of program / application response Complete SSVF Application and submit by deadline listed in NOFA Grant Awards estimated Summer 2011

72. For Further Assistance and Information