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March 31, 2009, Minneapolis Field Office of HUD's Annual Supportive Housing Program (SHP) Start-up Conference for All SHP Grant Recipients. SNAPS Field Office Training Satellite Location near you. From 9:30 a.m. to 4:00 p.m. on Tuesday, March 31, 2009. Overview of training and materials.
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March 31, 2009,Minneapolis Field Office of HUD's Annual Supportive Housing Program (SHP) Start-up Conference for All SHP Grant Recipients SNAPS Field Office Training Satellite Location near you From 9:30 a.m. to 4:00 p.m. on Tuesday, March 31, 2009
Today’s presentations are mainly for agencies that: Have an SHP grant agreement or fund reservation from 2008 or earlier or agencies who expect a new or renewal SHP grant from a future SuperNOFA competition.
TOPICS TO BE COVERED: Overview, Documenting and justifying costs to bill to HUD’s grant, Discussion on accessing your grant funds through LOCCS, Importance of Annual Progress Reports (APR) for you and your Continuum of Care that Includes goals and outcomes, Income Determination/Rent Calculation, Obligations under the grant agreement to HUD, More on next slide
TOPICS Continued: Accessing HMIS Training and Technical Assistance, Support Services requirements including Assessment of Client needs and services provide, HUD Definition and Documentation of Homeless, Common Monitoring Findings How to prepare for a HUD Monitoring; and depending on time a panel Q&A
Today’s Agenda • Program Overview • Discussion on accessing your grant • funds through LOCCS • Documenting and justifying costs to • bill to HUD’s grant • Break • More on next page
Today’s Agenda Continued • HUD definition and documentation of • homeless and services • LUNCH (On Your Own) • Income Determination/Rent • Calculation; Importance of Annual • Progress Reports, and goals • Break • Monitoring and Q&A panel
Resource and training material • Resource and training material is • available from a HUD website to • be announced for you to • download and print. • http://www.hud.gov/local/mn/wo • rking/cpd/
Presenters Introducing Presenters Outline their topics, and announce breaks First is Tom Koon presenting an overview of programs and related topics, please welcome him
1. Things to consider when preparing for a monitoring visit. 2. Some common Findings 3. A Q&A panel on monitoring and top finding
Once you receive an executed Grant Agreement Your organization will sometime in the future have a monitoring review
Risk Analysis • Why us? You may ask… • We first complete a Risk Analysis… • HUD policies require that monitoring • be risk-based • Risk-based monitoring is used to • target attention to program activities • and participants that represent the • greatest risk for that program.
Risk Analysis Continued • “We consider: • Your total awards, • Number of clients, • The last time you were monitored, • Change in personnel, • APRs, • Number of grant programs, and • Areas that may be lacking in • performance” • After the Analysis is completed; then a selection is made…
If your selected: Your organization will be notified After confirming with your organization of possible dates and times and Prior to a monitoring visit you will receive a monitoring confirmation letter [We usually try to get these letters out at least 30 days prior to the monitoring] The purpose of a confirmation letter is: To outline the monitoring schedule, Identify the areas to be reviewed, And the names and titles of the HUD staff conducting the monitoring
Grantee Monitoring Handbookhttp://www.hud.gov/offices/cpd/library/monitoring/handbook.cfm
Click on the Program to "jump to" that specific chapter and associated exhibits.
SHP Monitoring Exhibits EXHIBIT 13-1Guide for Review of SHP Supportive Services EXHIBIT 13-2Guide for Review of SHP Project Progress EXHIBIT 13-3Guide for Review of SHP Housing EXHIBIT 13-4Guide for Review of SHP Clients EXHIBIT 13-5Guide for Review of SHP Match Documentation EXHIBIT 13-6Guide for Review of SHP Sponsor Management EXHIBIT 13-7Guide for Review of SHP Overall Management Systems
Exhibits Continued EXHIBIT 13-8Guide for Review of SHP Financial Management EXHIBIT 13-9Guide for Review of SHP Cost Allowability EXHIBIT 13-10Guide for Review of SHP Procurement EXHIBIT 13-11Guide for Review of SHP Equipment and Equipment Disposition EXHIBIT 13-12Guide for Review of SHP Other Federal Requirements
What to expect during the review Entrance Conference: The purpose is to explain how the monitoring will be conducted Also, to confirm staff and participant interviews And to address any changes
The Assessment Process The work begins… Evaluate: Exhibit questions: These are designed to assess and document compliance with program requirements File Review: To determine accuracy of the information, using both automated and manual data and reports Interviews with program staff and participants
Exit Conference At the end of the monitoring review, we will conduct an exit interview: The purpose of this conference is to discuss preliminary conclusions or go over any remaining questions or additional materials provided.
What to expect next?The Monitoring Report The report due to the grantee within 45 days following the monitoring review. The report will detail the areas covered during the review. The report will not include any participant’s personal identifiers within the body of the report.
The Monitoring Report Continued • The report may contain: Conclusions, such as: • Performance was adequate or exemplary; • There were Significant achievements; • There were Concerns that need to be brought to attention of the grantee; • Technical Assistancewas provided; • There were Findings that require corrective actions
More on Conclusions; moreover On Findings and Concerns First on Findings: Identified deficiencies and non-compliance with HUD regulations, SuperNOFA, the approved applications This action results in a Finding; the Finding will include a: condition, criteria, cause, effect, and required corrective action. They mean:
HUD Findings Condition - What was wrong Criteria - Cite regulations or statutory requirements Cause - Why this happened Effect - What happened as a result, and Corrective action - Steps needed to resolve the findings may include: Providing additional information; Or change a practice; Also, steps do not necessary require repayment of funds; And grants are seldom cancelled
Concerns. Monitoring concerns are brought to the program participant’s attention They should include the condition, cause, and effect. The HUD reviewer will suggest or recommend actions that the program can take to address a concern, based on sound management principles or other guidelines. However, a response is not required.
For Example: Monitoring Issues could come from: Confusing the usage of FMR and Leasing FMRs are used to establishthe maximum amount available to the applicant during the competitive process. Once a project is approved, the actual lease amount (not exceeding the FMR) then becomes the Leasing budget line item amount. Or the reasonable rents if less.
Monitoring Issues could come from: Not documenting the Supportive Services participants received • Such as: • Costs (might be time sheets) associated with providing direct services to homeless participants. • Which may includes: • Outreach; • Case management; • Counseling; • Child care; and, • Job training.
Monitoring Issues could come from:Not documenting Match Supportive Services 80/20 split: [SHP grantees must share in the costs of supportive services, including a 20 percent cash match of the total services budget.] Operations 75/25 split [In addition, grantees must provide a cash contribution equal to 25 percent of the total operating costs budget.] Capitol 50/50 split [Acquisition, Rehabilitation, New Construction: The recipient must match the funds received for this purpose with money from other sources. ] Grantees must have records that document the match provided. You should develop a system for collecting match information from any participating agencies. (see MB slides)
Ineligible Participants Do you have the necessary source documentation supporting Homelessness? If your serving Chronically Homeless, are they and do you have their history documented If it’s a permanent housing project for persons with disabilities do you have the documentation demonstrating their disability?
Calculating Resident Rents Visit HUD’s website for http://www.hudhre.info/index.cfm?do=viewShpDeskguideK SHP allows grantees to charge participants rent under specific guidelines outlined in 24 CFR 583.315. Rent collected from participants is considered program income. This means that grantees and project sponsors must comply with the regulations at 24 CFR 84.24and 24 CFR 85.25 regarding the use of program income or use rent as permitted by 24 CFR 583.315 (b). (see SB slides)
Communicationswith your CPD Rep Before contacting your Rep for questions concerning your monitoring; we recommend that you have available the monitoring confirmation letter to refer too If you email your question: Please provide the background information and summary of the issue, including the grant numbers please
Communicationswith your Rep We always appreciate your timely responses to our monitoring confirmation letter or other requests prior to the monitoring
Wrap-Up When you get back to your office Please take time to bookmark the monitoring website: Department’s homeless assistance programs. Good Afternoon and have a safe trip home.
