Balance of State CoC Renewal Project Application Training

1. Balance of State CoC Renewal Project Application Training Carrie Poser, COC Director August 2017

2. Important Deadlines Updated COC Competition information can be found at: http://www.wiboscoc.org/2017-hud-coc-competition.html

3. Types of Project Applications • Renewal Application: Permanent Supportive Housing (PSH) • Renewal Application: Rapid Re-housing (RRH) • Renewal Application: Transitional Housing (TH) • Renewal Application: Safe Haven (SH) • Renewal Application: HMIS (HMIS) • New Project Application: Permanent Supportive Housing (PSH) • New Project Application: Rapid Re-Housing (RRH) • New Project Application: Expansion • New Project Application: Supportive Service Only – Coordinated Entry (SSO-CE)

4. Documents You Need • HUD Approved Grant Inventory Worksheet (GIW) FY2017 • Project Application submitted in FY2016 • Most recently HUD submitted APR – could be out of e-snaps or SAGE • ESNAPS Project Application Instructions • Detailed Project Application Instructions • Notice of Funding Availability (NOFA) • This Power Point 

5. Disclaimer • The purpose of this Power Point and training is to help project applicants: • Clarify key changes, • Discuss components that applicants have struggled with in the past, and • Identify areas of significant importance. • The purpose of this Power Point and training is NOT to replace project applicant responsibility to thoroughly review: • The Project Application Detailed Instructions developed by HUD, • The Project Application E-SNAPS Instructions developed by HUD, • The Notice of Funding Availability (NOFA) released by HUD, and • FAQs posted on the HUD Exchange website • This Power Point does NOTgo through each and every part of the renewal application.

6. Importing Data • If you chose to import data from the previous year’s project application, you should carefully review the imported information to ensure it is accurate. • If your FY16 project application was tagged with an issue or condition by HUD that you had to resolve before issuance of the grant agreement, you should ensure the FY2017 project application is corrected accordingly. • Similarly, you should ensure that all responses adhere to the FY2017 COC Competition NOFA. • Based on past experience, I strongly discourage importing data.

7. Project Applicant Profile

8. Project Applicant Profile • When the COC Competition opens and e-snaps users log in, the Applicant Profile may be marked as complete and an “Edit” button will appear on the “Submission Summary” screen. You need to put your Applicant Profile in edit-mode. • Please review: • Profile Type • Organization Information • Contact Information • Additional Information • Forms & Attachments • Click “Complete” when you are ready to submit. • More information can be found at: https://www.hudexchange.info/resources/documents/Project-Applicant-Profile-Instructional-Guide.pdf

9. Project Applicant Profile - Forms • HUD-2880 • Required • In the past, this form was an attachment. Starting in FY2017, this is a form within the e-snaps profile itself. And will be associated with all applications linked to the same profile. • Code of Conduct • Required • Nonprofit Documentation • Required • Survey on Equal Employment Opportunity • Required

10. HUD-2880 • Detailed instructions on how to complete this document can be found at: https://www.hudexchange.info/resources/documents/How-to-Complete-the-HUD-Form-2880-in-e-snaps.pdf • Applicant/Recipient Information: • Question 4 should be blank in the Applicant Profile. • The statement below means that the dollar amount in Question 4 will appear in the Project Application (not the Applicant Profile) after you complete the Project Application Budget Screens.

11. HUD-2880 • Part I: Threshold Determination – Question 1 and 2 are not related. • #1 indicates you are applying for at least one project. • #2 asks about overall funding during the fiscal year Oct. 1 – Sept. 30 (this answer will populate in your Project Application). • Note: the $200,000 is cumulative. It is not for a specific project. • See 24 CFR Sec. 4.9 for more information • Part II: Other Government Assistance Provided or Requested/Expected Sources • If the answer to #2 (in Part I) is “Yes”, this section will appear.

12. HUD-2880 • Other Government Assistance • Project applicants must report any other government assistance involved in the project (grant). • “Other government assistance" is defined to include any loan, grant, guarantee, insurance, payment, rebate, subsidy, credit, tax benefit, or any other form of direct or indirect assistance from the Federal government (other than that requested from HUD in the CoC Program project application), a State, or a unit of general local government, or any agency or instrumentality thereof, that is, or is expected to be made, available with respect to the project (grant) for which the assistance is sought. • For purposes of this definition, other government assistance is expected to be made available if, based on an assessment of all the circumstances involved, there are reasonable grounds to anticipate that the assistance will be forthcoming. • Applicant disclosures must include all other government assistance involved with the HUD assistance, as well as any other government assistance that was made available before the request, but that has continuing vitality at the time of the request. • Examples of this latter category include tax credits that provide for a number of years of tax benefits, and grant assistance that continues to benefit the project at the time of the assistance request.

13. HUD-2880 • Non-Government Assistance • Note that the applicant disclosure report must specify all expected sources and uses of funds–both from HUD and any other source–that have been or are to be, made available for the project (grant). • Non-government sources of funds typically include (but are not limited to) foundations and private contributors.

14. HUD-2880 • Part III: Interested Parties • If the answer to #2 (in Part I) is “Yes,” this section will appear. • Project Applicants must provide information on: • All developers, contracts, or consultants involved in the application for the assistance or in the planning ,development, or implementation of the project or activity; and • Any other person who has a financial interest in the project or activity for which the assistance is sought that exceeds $50,000 or 10% of the assistance (whichever is lower).

15. HUD-2880 • A financial interest means any financial involvement in the project or activity including, but not limited to: • situations in which an individual or entity has an equity interest in the project or activity, • shares in any profit on resale or any distribution of surplus cash or other assets of the project or activity, or • receives compensation for any goods or services provided in connection with the project or activity. • Residency of an individual in housing for which assistance is being sought is not, by itself, considered a covered financial interest.

16. Code of Conduct • HUD must have a copy of the organization’s Code of Conduct. • An applicant that has a name listed on the HUD’s website is not required to submit another copy in e-snaps. • Note: for FY2017, most of the existing Codes of Conduct have been removed to due non-compliance with 2 CFR part 200. • If you are uncertain about whether you need to upload the Code of Conduct, you are encouraged to upload it anyway. Upload the first 5 pages of the document. https://portal.hud.gov/hudportal/HUD?src=/program_offices/spm/gmomgmt/grantsinfo/conduct

17. Nonprofit Documentation • Nonprofit Documentation is a required form for all nonprofit organizations. This screen will appear only for those selected Nonprofit as the Organization Type on the “Organization Information” screen. • The uploaded document must be legible. • Sources of eligible attachments include: • IRS letter or ruling showing 501c3 status • Documentation showing certified United Way agency status • Certification from licensed CPA (see NOFA for conditions) • Letter from authorized state official showing applicant as organized and in good standing as a public nonprofit organization

18. Survey on Equal Employment Opportunity • Survey on Ensuring Equal Opportunities for Applicants (SF-424 Supplement) • The Faith-Based Survey on Ensuring Equal Opportunities (EEO) for Applications (SF-424 Supplement) Attachment screen is applicable to Project Applicants that indicated the organization is a nonprofit. • If you submitted this attachment during a prior year’s competition, you must submit a new current date SF-424 Supplement. • If the form is still attached, you need to delete it. Complete a new attachment and upload it. https://www.hudexchange.info/resources/documents/Survey-on-Ensuring-Equal-Opporunity-for-Applicants.pdf

19. Accessing Applications

20. Funding Opportunity Registration • All Project Applicants must register the organization for the FY2017 Renewal Project Application funding opportunity. • Select “Funding Opportunity” Registration on the left menu bar. • Select “Register” icon next to “Renewal Project Application FY2017.” • Select “Yes” to confirm.

21. Creating the Project Application Project • Project Applicants must create a project for the Renewal Project Application on the “Projects” screen. • Select “Projects” on the left menu bar. • Select “Renewal Project Application FY2017” from the “Funding Opportunity Name” dropdown. • The screen refreshes and an “Add” icon appears on the left side of the screen above the column heading. • Select “Add” and the “Create a Project” screen appears. • In the “Applicant Project Name,” enter the name of the project. At this point you can decide to import data from your FY16 project application. See slide 6.

22. Submissions • Project Applicants may now enter the Project Application through the “Submissions” screen. • Select “Submissions” on the left menu bar. • Locate the Project Application project you established.

23. All Renewal Applications

24. Parts of the Renewal Application • Part 1: HUD Forms and Certifications • Part 2: Sub-recipient and Recipient Information and Experience • Part 3-6: Component Types • Permanent Housing – Permanent Supportive Housing (PSH) *includes Shelter Plus Care • Permanent Housing – Rapid Re-housing (RRH) • Transitional Housing (TH) • Safe Haven (SH) • Homeless Management Information System (HMIS) • Part 7: Attachments and Certification • Part 8: Submission Summary

25. Part 1: SF-424 • Screen 1A: Application Type • Question 5b - Federal Award Identifier: new this year – only enter first 6 characters (project PIN) of their grant number into this field • Must match what is listed on the Final FY2017 GIW Example: WI0025L5I001609 • The PIN will remain the same from year-to-year. • Screen 1B: Legal Applicant • Question 8a – Applicant: legal name must match organization’s articles of incorporation. • Do NOT use abbreviations or acronyms. • Must be the recipient of record for the grant requesting renewal. • Screen 1D: Congressional Districts • Question 16b – Project: Identify the congressional district(s) in which the project is operating. To verify: www.nationalatlas.gov/printable/congress.html

26. Screen 1D: Congressional Districts • Question 17 – Proposed project: Provide the start and end dates for the proposed project’s upcoming operating year. • Established renewals must use the start and end dates corresponding to the current dates in the grant agreement and eLOCCS. • First-time renewal projects that have yet to begin operation should enter an “expected” start and end date for CY2018 (between January 1, 2018 and December 31, 2018). The start date must be on the 1st of the month. • Screen 1E: Compliance • Question 19 – Is the Application Subject to Review By State Executive Order 12372 Process?B • Question 20 – Is the Applicant delinquent on any Federal debt? • Select Yes/No to indicate whether the project applicant owes debt to any Federal agency. If Yes, provide an explanation.

27. Screen 1G: HUD 2880- Residents in the Project Applicant Profile and as a “read only” copy within each project application on Screen 1G. • Information completed in the Project Applicant Profile will auto-populate. If you need to edit the response, you will have to go back to the Project Applicant Profile and update the response. • “I agree” certification will appear at the bottom of the screen within the Project Applicant Profile and within the HUD-2880 from each project application. Must certify in both locations. • Screen 1H: HUD 50070- Certification of a Drug Free Workplace • Information auto-populates from the Project Applicant Profile and relevant data from the FY2017 project application. If you need to edit the response, you will have to go back to the Project Applicant Profile and update the response. • Project applicants must read and certify by checking the box toward the bottom of the screen. • Fully form instructions: https://portal.hud.gov/hudportal/documents/huddoc?id=50070.pdf

28. Screen 1I: Certification Regarding Lobbying *new question* • Information auto-populates from the Project Applicant Profile and relevant data from the FY2017 project application. If you need to edit the response, you will have to go back to the Project Applicant Profile and update the response. • Project applicants must read and certify by checking the box toward the bottom of the screen. • Screen 1J: SF-LLL- Disclosure of Lobbying Activities • Information auto-populates from the Project Applicant Profile and relevant data from the FY2017 project application. If you need to edit the response, you will have to go back to the Project Applicant Profile and update the response. • “The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to include an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with a covered Federal Action.” https://www.hudexchange.info/resources/documents/HUD-Form-Sflll.pdf

29. Caution • Parts 2-7 of the application will remain hidden in e-snaps until all the required information in Part 1 is completed and saved. • If data was imported, Project Applicants must review every screen. • The application is in “Read Only” mode. The only editable screens will be 6D (Sources of Match), 7A (Attachments), and 7B (Certifications). • If you find areas that need to be edited, you will select which screens you want to open up for editing. Once you select a screen and “Save,” you will not be able to unselect it. • If data was NOT imported, Project Applicants must complete every screen.

30. Part 2: Subrecipient and Recipient Informatin and Experience • Screen 2B: Recipient Performance • Question 1 – Has the recipient successfully submitted the APR on time for the most recently expired grant term related to this renewal project request? YES/NO • If this is a first-time renewal, select “no.” • Question 1a – Explain why the APR for the most recently expired grant term related to this renewal project requested has not been submitted. • If a project answered “no” to Question 1 and is a first-time renewal, write “First-time renewal and grant term has not yet expired.” Then provide the date by which the APR must be submitted. • Question 2 – Does the recipient have any unresolved HUD Monitoring and/or OIG Audit findings concern any previous grant term related to this renewal project request? YES/NO • If there are any unresolved findings, regardless of the funding year – mark “Yes.” • Question 2a – Explain why the finding(s) remains unresolved • If a project answered “yes” to Question 2, provide a brief explanation for why the monitoring or audit findings remains unresolved and the steps taken towards resolution.

31. Question 3 – Has the recipient maintained consistent Quarterly Drawdowns for the most recent grant term related to this renewal project request YES/NO • If this is a first-time renewal and less than one quarter has passed, select “no.” • Question 3a – Explain why • If a project answered “no” to Question 3, provide a brief explanation for why the quarterly drawdowns have not been maintained. • If a project answered “no” to Question 3 and is a first-time renewal and less than one quarter has passed, write “First-time renewal and less than one quarter has passed.” • Question 4 – Have any funds been recaptured by HUD for the most recently expired grant term related to this renewal project request? YES/NO • If all awarded funds were not spent during the previous completed grant term, mark “Yes.” • Question 4a – Explain why the funds have been recaptured. • If a project answered “yes” to Question 4, provide a brief explanation for why the total awarded funds were not expended and what will be done in future to expend them.

32. The following slides for Part 3 are the SAME or SIMILAR for all Renewal Applications.

33. Part 3: Project Information • Screen 3A: Project Detail • Question 1. Expiring grant PIN Number – auto populates the number entered from the “Federal Award Identifier field on Screen 1A. • Question 2a. CoC Number and Name – select WI-500 • Question 2b. CoC Collaborative Applicant Name – select WI Balance of State CoC • Question 4. Project Status – select Standard • Question 5. Component Type – must match the component type listed on the FY2017 GIW. • Options include: PH, TH, SH, SSO, and HMIS • Note: Permanent Supportive Housing (PSH) and Rapid Re-housing (RRH) are both PH.

34. Screen 3B: Description • Question 1. Provide a description that addresses the entire scope of the proposed project • Community needs target population(s) to be served • project plan for addressing identified housing & services needs projected outcome(s) • Coordination with other resources or partners reason COC funding support is required • Must not conflict with other parts of the project application. • Question 2. Does your project have a specific population focus? YES/NO • If yes, Question 2a asks you to check the specific subpopulation. • By indicating “yes,” your project has special capacity in its facilities, program designs, tools, outreach, or methodologies for a specific subpopulation(s). • This does NOT mean you are exclusively serving this population, but that the project is uniquely equipped to serve them.

35. Question 3. Housing First • 3a. Does the project quickly move participants into permanent housing? YES/NO • Select “no” if your project requires additional steps before securing permanent housing opportunities • 3b. Does the project ensure that participants are no screen out based on the following items? Select all that apply (first four are required for project to be considered low barrier) • If these barriers still exist at the time of this application, select “None of the Above.” • 3c. Does the project ensure that participants are not terminated from the program for the following reasons? Select all that apply • If a program participant can be terminated for any of these reasons at the time of this application, select “None of the Above.” • 3d. Does the project follow a “Housing First” approach? *Response auto-populates based on responses in 3a, 3b, and 3c.

36. Part 4: Housing and Services • Screen 4A: Supportive Services for Participants • Question 1. For all supportive services available to participants, indicate who will provide them and how often they will be provided. • Do not limit this selection to just the supportive services that may be requested in your project application. Include supportive services other organizations or grants will provide. • Provider options – • Sub-recipient must be indicated on Screen 2A. • Partner is an organization that is not a sub-recipient but with whom a formal agreement or MOU has been signed and will provide the service. • Non-Partner is a specific organization with whom no formal agreement has been established regularly provides the service to program participants. • If more than one “Provider” or “Frequency” is relevant for a single service, select the one that is used most. • Question 2a. Transportation assistance to clients to attend mainstream benefit appointments, employment training, or jobs? YES/NO • Select “yes” if project providers regular or as needed transportation assistance to mainstream and community resources, such as appointments, employment training ,educational programs, or jobs. Assistance may include bus passes/taxi fare, vehicle owned by the organization, etc. • Select” no” if transportation will not regularly provided or cannot be provided consistently as requested.

37. Question 2c. Regular follow-ups with participants to ensure mainstream benefits are received and renewed?YES/NO • Select “yes” if the project provides regular follow-ups with program participants at least annually to ensure that they have applied for, are receiving their mainstream benefits, and renew when required. • Select” no” if the project provides no or irregular follow-up concerning mainstream benefits. • Question 3. Do program participants have access to SSI/SSDI technical assistance provided by the applicant, sub-recipient, or a partner agency?YES/NO • Select “yes” if program participants have access to assistance with SSI/SSDI applications. This can be through ha formal or informal relationship. • Select” no” if there is no or significantly limited access to assistance with SSI/SSDI applications. • Question 3a. Has the staff person providing the technical assistance completed SOAR training in the past 24 months? YES/NO • Select “Yes” if the staff person has completed SOAR training, online or in person, in the past 24 months. If there is more than one person, select “Yes” only if all persons have completed the training.

38. Screen 4B. Housing Type and Location • To begin adding information to this list, add a housing site by selecting the “Add” icon. Then the detail screen will appear. • Question 4. Address – dependent on project type • Question 5. Select the geographic area(s) associated with the address. • Report the geographic area(s) in which the housing type, units, and beds are actually located. • Multiple areas can be selected if units are located in more than one county or city.

39. Part 5: Participants and Outreach • Screen 5A: Program Participants – Households • The number on Screen 5A are the previously approved proposed number of households and number of persons to be served at given night when the project is at full operational capacity. Numbers should match the most recently approved project application or as changed by amendment. • One exception – if funds are being reduced due to reallocation, all numbers can be reduced proportionally to the budget amount reduction. • Definition of Households: • Households with at least One Adult and One Child – there must be at least one person at or above the age of 18, and at least one person under the age of 18 • Adult Households without Children – there must be at least one person at or above the age of 18, and no person(s) under the age of 18 • Households with Only Children – there may not be any person(s) at or above the age off 18; only person(s) under the age of 18 • Definition of Persons: • Accompanied Children under age 18 – includes all children and youth under the age of 18; accompanied is defined as in the company of parent or legal guardian regardless of the age of the parent or legal guardian • Unaccompanied Children under age 18 – includes all children and youth under the age of 18; unaccompanied is defined as without a parent or legal guardian and can include persons under 18 who themselves have dependents, siblings, or other household members.

40. The number and characteristics of persons that the project is expected to serve is recorded on Screen 5A and should match the total number of units and beds requested on Screen 4B.

41. Screen 5B: Program Participants – Subpopulations • Similar to Screen 5A, the numbers here are intended to reflect the households and persons proposed to be served when the project is at full operational capacity. • The screen is collectively exhausted and must account for each person identified on Screen 5A. • There are 3 tables corresponding to the 3 households types on Screen 5A. • Columns 1-3 are mutually exclusive. A single person can only identify with one of the them. • Columns 4-9 are not mutually exclusive and may contain duplicate entries. • Column 10 is mutually exclusive to all other columns.

42. Subpopulation Columns • Mutually Exclusive • Chronically Homeless Non-Veteran • Chronically Homeless Veteran • Non-Chronically Homeless Veteran • May Contain Duplicate Entries • Victim of Domestic Violence – meets criteria of Category 4 of the homeless definition • Mutually Exclusive to All Other Columns • Persons no represented by an identified subpopulation – not diagnosed with or identified Veteran = all persons who served in the military, regardless of discharge status

43. Screen 5C: Outreach for Participants • Question 1. Enter the percentage of homeless person(s) who will be served by the proposed project for each of the following locations. • The total must equal 100%. • Each project type has different eligibility criteria. • Safe Haven is a HUD recognized project, not a shelter with the words “safe” or “haven” in the name. • Individuals coming from an institution where they have resided for 90 days or less AND have entered the institution from the street, emergency shelter, or safe haven, maintain their homeless status during that time. Include them in the percentages for those locations accordingly.

44. Part 6: Budget Information • The budgets you are required to complete must correlate to the budget line items (BLIs) indicated on the most recent Grant Agreement or Grant Agreement amended. • The budget screens must match the dollars values included on the COC’s final FY2017 HUD-approved GIW. • New for FY2017, HUD is no longer requiring renewal projects to list detailed descriptions and quantities for various budget line items (BLIs). • Budget screens are different based on the project type.

45. Screen 6D: Sources of Match • Program income may be counted as match for COC Program funds. COC Program eligible costs paid for by program income may be considered match for grants. • Question 1. Does this project generate program income that will be used as Match for this grant? YES/NO • If yes, 1a & 1b will appear. • Question 1a. Briefly describe the source of the program income. • Enter a description of the source of the program income. This can include occupancy charges paid to the recipient. • Question 1b. Estimate the amount of program income that will be used as Match for this project. • Match information must be based on current commitments at the time of the project application, covering the requested grant operating period and NOT based on projections. • Match can be cash or in-kind and must total at least 25% of the total grant request of all eligible costs including Admin but excluding Leasing.

46. HUD strongly encourages project applicants to review the FAQs posted at: www.hudexchange.info/coc/faqs/ by search for the keyword “match.” • Sources of Match Details • Type of Commitment: cash or in-kind • If applications include third-party in-kind match on Screen 6D, a separate 7A attachment screen will appear that project applicants should use to attach MOU(s) documentation that confirms the in-kind match commitment. • If the MOU documentation is not available at application submission, it will be a condition for grant execution, if HUD conditionally awards the project. • Screen 6E. Summary Budget • There is no separate screen for supportive services, leased structures, operating, or HMIS budgets. • The requested funding amount for each of these is located on the Summary Budget screen.

47. Part 8: Submission Without Changes • Imported • Question 1. Select Yes/No to indicate whether the project application budget is less than the amount of the FY2016 award due to reallocation. • Question 2. Select “Make Changes” or “Submit without Changes” • Question 3. Review the list of screens and check the boxes next to those that require changes. • Question 4. provide a descript on of the changes that will be made to the project information screens. • Did Not Import • Question 1. Select Yes/No to indicate whether the project application budget is less than the amount of the FY2016 award due to reallocation.

48. Project Specific Renewal Applications

49. The following slides contain specific information for specific project types.

50. PH-Permanent Supportive Housing (PSH) • Screen 3B: Description • Question 4. Does the PH project provide PSH or RRH?PSH • Question 4b. Is this SHP project that has been approved by HUD to change the renewal project budget from leasing to rental assistance?No • Screen 3C: Dedicated Plus • Question 1. Indicate whether the project is “100% Dedicated” or “Dedicated PLUS,” according to the information provided above.100% Dedicated • Beds dedicated to Chronically Homeless Individuals and Families within a COC’s geographic area - when a program participant exits the project, the bed must be filled by another chronically homeless participant unless there are no chronically homeless persons located within the COC’s geographic area.