SSVF Program Grantee National Call Live Meeting 2011 NOFA Renewal Application SelfAssessment Tool and Quarterly Reporting December 15 2011 at 2 PM EDT Phone 1 8662663378 ID: 696008
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Supportive Services for Veteran Families
(SSVF) Program
Grantee National
Call (Live Meeting)
“2011 NOFA/ Renewal Application, Self-Assessment Tool, and Quarterly Reporting”
December 15,
2011 at 2 PM EDT
Phone
: 1-
866-266-3378
Access
Code:
8224620016Slide2
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2011 NOFA and Renewal Application
Grantee Self-Assessment Tool
Quarterly Reporting RequirementOverviewQuarterly Performance Report (Fillable PDF Form)Attachment 1: Quarterly Financial Report (Excel)
AgendaSlide3
Notice of Funding Availability (NOFA) Workshop for Existing Grantees Only
John Kuhn
NOFASlide4
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NOFA
Available FundingAllocation (Section E of NOFA)
Approx. $100 million available for SSVF grants this year (with up to $60 million available for Funding Priority 1, i.e. renewals)
Maximum allowable grant size is $1 million per year per grantee per state and $3 million per grantee nationwide.
Supportive Services Grant Award Period (Section F of NOFA)
SSVF grants awarded this year will be for a one-year period
If funding allows, future NOFAs may continue to be issued to enable grantees to renew their grant through a simplified application processSlide5
Two funding priorities, described in section J of the NOFA.
Priority given to renewals who are eligible under “Funding Priority 1”. Renewal applications are about one-third the length of new applications.
Since $60 million available under Funding Priority 1, potentially all grants can be re-funded.
Funding not automatic. Threshold score must be higher than 85 overall. Meet threshold requirements (Executive Summary B in renewal application)5EligibilitySlide6
Renewal applications can only be used by existing grantees proposing “substantially the same” program as their original funded application.
Grant request cannot vary by more than 10% (subject to the limits in Section E of the NOFA)
Significant changes would require new application (as per NOFA’s Funding Priority 2).
Minor changes in personnel, target populations, geographic areas, allocations of budgeted financial assistance allowed.6Eligibility (cont.)Slide7
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SSVF Financial Assistance
Type of Temporary Financial Assistance
Time/Amount Limitation
Rental Assistance*
Max. of 8 months in a 3-year period; no more than 5 months in any 12-month period
Utility-Fee Payment* Assistance
Max. of 4 months in a 3-year period; no more than 2 months in any 12-month period
Security Deposits or Utility Deposits*
Max. of 1 time in a 3-year period for security deposit;
Max. of 1 time in a 3-year period for utility deposit
Moving Costs*
Max. of 1 time in a 3-year period
Emergency Supplies*
Max. $500 during a 3-year period
Child Care**
Max. of 4 months in a 12-month period
Transportation**
Tokens, vouchers, etc. – no time limit
Car repairs/maintenance – max. of $1,000 during 3-year period
*See §
62.34 of Final Rule for additional requirements and restrictions.
**See §
62.33 of Final Rule for additional requirements and restrictions.Slide8
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Requirements for the Use of SSVF Grant Funds (NOFA Section G)
NOFA
Uses of SSVF Grant Funds
*Note: Maximum of 30% of supportive services costs may be used for temporary financial assistance paid directly to a third party on behalf of a participant for child care, transportation, rental assistance, utility-fee
payment assistance, security deposits, utility deposits, moving costs, and emergency supplies in accordance with §§ 62.33 and 62.34 of Final Rule.
60-75%
<10%
Admin
20-35%
(Categ. 1: Residing in Perm. Housing)
60-75%
(Categs. 2 & 3:
Transitioning from Homelessness to
Perm. Housing)
<10%
AdminSlide9
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NOFA
Payments of SSVF Grants
Payments of Supportive Services Grant Funds (NOFA Section M)
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:
Time Period
Limitation on Cumulative Requests for Grant Funds
During 1st Qtr of Grant Award Period
May not exceed 35% of the total grant award without written approval by VA
End of 2nd Qtr of Grant Award Period
May not exceed 60% of the total grant award without written approval by VA
End of 3rd Qtr of Grant Award Period
May not exceed 80% of the total grant award without written approval by VA
End of 4th Qtr of Grant Award Period
May not exceed 100% of the total grant awardSlide10
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Scoring
Criteria
Section
Points
Elements
Program Outcomes
55
Housing Stability
Participant Satisfaction
Program Timeline
Homelessness Prevention
Reduction in Homelessness
B.
Cost-Effectiveness
30
Cost per Household
Program Budget
C.
Compliance with Program Goals and Requirements
15
SSVF Program GoalsLaws, Regulations, and GuidelinesGrant AgreementApplication ReviewScoring CriteriaSlide11
DO:Follow exact formatting and submission requirements. Be sure to answer the questions posed in the SSVF application.
Focus on current grant performance
Program’s impact on homelessness
Where performance could be improved, explain barriers to success and remediation efforts11General AdviceSlide12
DON’T:
Rewrite and/or re-justify original grant
Spend time explaining need
Describing program structure12General AdviceSlide13
Section with highest point value, worth 55 points.
The VA is funding these programs to end homelessness among Veterans so our primary focus is on outcomes.
What did you achieve?
Critical to answer with data demonstrating effectiveness in meeting objectives in grant proposal.Effectiveness in reducing homelessness and promoting housing stability.13Section A: Program OutcomesSlide14
Ability to meet implementation timeline. Describe barriers to delayed implementation & remediation efforts. Be specific,
for example
, “Program coordinator resigned after 1 month, so…”
Participant satisfaction. Describe feedback and efforts to improve service.Break out outcomes for prevention (question 4) and rapid re-housing (question 5).14Section A: Program OutcomesSlide15
Section B is worth 30 points.Provide data demonstrating efficiency.
Did you serve the number of participants you expected?
If not, explain result and remediation efforts.
For example, “Grant target was that 20% of all served would have AMI less than 30%, but we ended up serving 70% with AMI less than 30%, so…”15Section B: Cost EffectivenessSlide16
Grantees must specify, in both the narrative and budget form, proposed changes in program costs. These changes are limited to 10 percent of the overall grant.
Complete the excel budget template.
Explain if program was not implemented according to approved budget (approved changes to the grant agreement do not need to be addressed).
Grantees should include estimated costs related to utilization of HMIS including system access and training, if necessary.Consider costs for training of SSVF personnel including those beyond VA-sponsored events.16Section B: Cost EffectivenessSlide17
Section C is worth 15 points.
Did you meet grant requirements (serve target population, follow use of funding rules, satisfy time criteria, deliver required services).
Straightforward certification, but explain any issue.
Grant agreement, your proposal, is part of overall compliance. Did you follow what you promised in your grant proposal? If not, explain deviation. 17Section C: ComplianceSlide18
Exhibits II & III: Monthly SSVF Program Budget and Budget Narrative
Grantees must specify (in both the narrative and budget form) what program costs will be used for the direct provision and coordination of supportive services [to be included in Section I of the budget] and which costs are associated with the management of the program [to be included in Section II of the budget].
Grantees should research and include estimated costs related to utilization of HMIS (system access and training, if necessary).
Line items in each budget should be clearly specified in Section D narrative, including estimated cost and time commitments of SSVF personnel.Consider costs for training of SSVF personnel (beyond VA-sponsored events).18Budget ExhibitsSlide19
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II. SSVF Grantee Self-Assessment ToolMarge WherleySlide20
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Initial Grantee Self-Assessment
Self-Assessment ToolSlide21
Purpose: SSVF “Learning Community”
Through periodic program surveys, Grantees, VA staff and TA providers will learn about the stages of SSVF program development—including both “universal” and unique obstacles and solutions.
Self-Assessment ToolSlide22
Benefits to your program
Enables you to do a check-up of your own program to identify:
At this point, are we (and our subgrantees) on track in meeting program requirements?
What partnerships are in place; which ones are still missing?What are our strengths and barriers? What actions are needed to overcome barriers Self-Assessment ToolSlide23
Benefits to VA
Enables us to gain an overview of SSVF program implementation to identify:
Patterns of implementation obstacles
Best practice strategies for implementing a new programSubjects for national training curriculumWhere to allocate limited TA resourcesHow to plan start-up assistance for new grantees in Year 2Self-Assessment ToolSlide24
Filling out the Survey
You should rate your program’s current stage of program development for each program area separately.
For example, your connections with VA Partners for employment may be different from your connections to VA Partners for health care. Rate each separately. This will help VA identify where internal program assistance might be helpful.
If you have subcontractors and more than one is responsible for a program component, score that component at the level of the subcontractor that is facing the most obstacles. This will help everyone identify areas where more within-program actions or VA/TA assistance may be helpful. Self-Assessment ToolSlide25
“Comments” Section
If you score a program component as a 1 (high performing, could share successful strategies with other grantees) or 5 (serious obstacle in this area), we’re asking you to include a brief comment about your rationale or issues.
If you believe you might want/need technical assistance for one or more components, please add “DISCUSS TA” in the Comments section.
Survey includes other places where you can fill in details about: any issues from similar grant programs, or problems partnering with VA programs.THE SPACE WILL EXPAND TO ACCOMMODATE YOUR COMMENTS so don’t be shy. Tell us what you want us to know!Self-Assessment ToolSlide26
Due Date: COB January 13, 2012
Please complete the Self-Assessment Tool electronically
Please send completed Self- Assessment Tool to your assigned Regional Coordinator
Please ask questions!Self-Assessment ToolSlide27
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III. SSVF Quarterly Reporting RequirementsLinda SouthcottSlide28
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Quarterly
Report Requirement
SSVF Reporting Overview Monthly APRs / Dashboards
Due 5
business days
after the end of each month
Program Office only accepts HPRP APR from HMIS
Check your calculations! APR #s must match Coversheet #
s
Quarterly Performance Reports
Due 10 calendar days after the end of each quarter
Includes programmatic and financial informationSlide29
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Programmatic ReportingSignificant events that have occurred within program during quarterAssistance required from SSVF Program OfficeLocations where outreach has been conducted
List of organizations/entities referring >5% of Veteran families
Copy of participant screening form being used
# of ineligible participants screened
Types of supportive services provided
Most requested supportive services (top 3)
Types of temporary financial assistance provided
Any participant safety issues that arose
Program goals and outcomes
Best practices
HMIS data entry
Notable cases
Grant agreement compliance
Quarterly Report RequirementSlide30
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Financial ReportingActual expenditures during quarter (compared to estimated costs)Explanation of any variances
Subcontractor expenses
Total funding drawn down compared to total funds expended
Number of participants served
Current caseload
New participants served
New participants served by category of “occupying permanent housing”
Target populations of new participants served
Non-VA funding sources used for SSVF program
Quarterly Report RequirementSlide31
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Timeline
for Submission of
Quarterly Reports
Quarterly Reporting Period
Due Date
Q1: 9/15/2011 – 12/31/2011
Q2: 1/1/2012 – 3/31/2012
Q3: 4/1/2012 – 6/30/3012
Q4: 7/1/2012 – 9/30/2012
1/10/2012
4/10/2012
7/10/2012
11/13/2012
Timeline for Submission of Quarterly Reports
Send Quarterly Reports to
Y
our
Regional CoordinatorSlide32
Thank you for participating!
Questions? Email:
SSVF@va.gov
This presentation will be posted at http://www.va.gov/homeless/ssvf.asp