IDHS Bureau of Homeless Services & Supportive Housing: Completing the Quarterly Report

1. IDHS Bureau of Homeless Services & Supportive Housing: Completing the Quarterly Report June 29, 2011

2. IDHS Supportive Housing Program:Overview • Provide supportive services coupled with housing to low-income homeless and at-risk individuals and families • Housing funded by other sources of funding • Services enable households to live independently

3. IDHS Supportive Housing Program:Deliverables • Case management, counseling, and advocacy services within 5 days • Service plan developed within 1st week • Services plans must include monthly outcomes and ongoing goals • Intake and assessment • Progress and supportive services documented in participant file

4. IDHS Supportive Housing Program:Program Services • Advocacy • Alcohol Abuse Services • Case Management • Counseling • Child Care • Children’s Services • Domestic Violence • Education • Employment Services • English as a Second Language • Follow-up Services • Health/Dental Services • Housing Location/Inspection • Legal Service Referrals • Mental Health Services • Outreach • Substance Abuse Services • Transportation

5. IDHS Supportive Housing Program:Reporting • IL Homeless Reporting Portal • web-based quarterly reporting system • www.ilhomelessreport.org • Compatible with federal homeless programs • SHP providers submit quarterly service and financial web-based reports to the Bureau • Next Quarterly Report • 4th Quarter – April 1, 2011 – June 30, 2011 • Due Date – July 20, 2011

6. IL Homeless Reporting Portal Home Pagewww.ilhomelessreport.org • Click login • Enter Username and password

7. Quarterly service reporting

9. Select the IDHS Fiscal Year and click submit

10. Under Supportive Housing Select the Program and click Submit

11. This page includes the Agency, Program Name and Contract Number Select the Quarter and Click Load Quarter

12. This is the first screen after downloading the quarter & is the 1st of 22 Steps to complete the entire Service Quarterly Report. Click Save Entries after completing each step & Click Next Step to continue entering data During the 1st quarter, all participants are considered new in SH.

14. Step 3a automatically calculated by system Step 3b – only enter new participants as of the specific quarter Data entered in this Step should correlate to participant assessments, intakes, individualized service plans and case notes

15. Step 4 – Only enter information for those entering the program during the specific quarter

16. Step 5 – Only enter information for those entering the program during the specific quarter

17. Step 6 – Only enter information for those entering the program during the specific quarter

18. Step 7 – Only enter information for those entering the program during the specific quarter

19. Step 8 – Only enter information for those entering the program during the specific quarter & participants may have multiple special needs

20. Step 9 – Only enter information for those entering the program during the specific quarter

21. Step 10 – Only enter information for those entering the program during the specific quarter

22. Step 11 – Only enter participant income for those entering and exiting the program during the specific quarter

23. Step 12 – Only enter cash income for those entering and exiting the program during the specific quarter

24. Step 13 – Only enter non-cash benefits for those entering and exiting the program during the specific quarter

25. Step 14 – Only enter food stamp benefits for those entering the program during the specific quarter

27. Step 16 – Enter DUPLICATE counts of all instances of supportive service to all participants served during the quarter

28. Step 17 – Enter information only for those exiting the program during the quarter

29. Step 18 – Enter information only for those exiting the program during the quarter

30. Step 19 – Enter information only for those exiting the program during the quarter and not expected to return

33. Step 22 – Only enter information for those entering the program during the specific quarter

34. Continuation of Step 22…. Click Printer Friendly for an entire Quarterly Report with entered Data Click Submit Report to send report to IDHS

35. Quarterly financial reporting

36. Supportive Housing Funding Plan Before completing the Quarterly Report important to review the SH Funding Plan to remember what was included in the budget and especially in planning for the 4th Quarter. Prior to the 4th quarter, staff should be monitoring expenses as last minute sub-contract request to expend unused service funding cannot be allowed.

37. Budget Instructions • 4 parts of Budget • Direct Personnel – staff, job title, average monthly salary, % of time, # of months • Administration Personnel - # of staff, job title, average monthly salary, % of time, and # of months • Funding Sources - funding that the applicant receives for the supportive housing project from other sources • Federal Sources, State Sources, and Local Community Sources • required 25 percent cash match • Budget Page - Direct Costs and Administrative Costs • Use whole dollar amounts when completing the budget pages

38. Budget Instructions • Direct Costs - associated with direct participant services • Administrative Costs - costs that include but may not be limited to overseeing and managing the program & administrative costs may not exceed 15 % of the funds requested • Expending grant funds for Indirect Costs/ Operating Costs are prohibited

39. Financial Quarterly Report Scroll over ‘Enter Report Data’ and click on Financial Data to enter financials for a specific quarter

40. Select the appropriate Fiscal Year which you will be providing quarterly financial reporting

41. Click the arrow for the SH program to select your program and then click submit

42. Select the Appropriate Quarter and click Submit

43. IDHS Approved Budget amounts will already be entered and the amount available Agency, Program and Contract Number will appear - if you have more than one grant make sure you are entering information for the correct program Enter the Actual Expenditures for the Quarter, click Save Report, and Click Submit Report when complete

44. At any time you can access all the Quarterly reports for your agency and programs by scrolling over ‘Get Reports’ and selecting a specific Quarter

45. Questions?

46. Contact Information Lore Baker, SHPA shpa@att.net Aaron Eldridge, Sr., SHPA a.eldridge.shpa@gmail.com Lindsey Bishop, CSH lindsey.bishop@csh.org