Public Housing Family SelfSufficiency

1
Public Housing Family Self-Sufficiency

• For Fiscal Year 2008
• CFDA 14.877

2
REQUEST

• PLEASE READ THE ENTIRE NOFA SEVERAL TIMES AND
  READ THE GENERAL SECTION.
• WATCH THE LOGIC MODEL AND GRANTS.GOV WEBCASTS

3
PH FSSPROGRAM PURPOSE

• Funding for PHAs to hire a program coordinator
  to link participating families to the supportive
  services they need to achieve self-sufficiency.

4
FUNDS AVAILABLE

• 12 million
• no rollover

5
PH FSS Eligible Activity

• Pay salaries and fringe benefits to PH FSS
  coordinator for one year.

6
INELIGIBLE ACTIVITIES

• Salary for an FSS Coordinator for the HCV FSS
  program
• Services for program participants
• Administrative Activities
• May not pay a contract administrator or grant
  writer
• May not be used for administrative costs

7
PH FSSMAXIMUM FUNDING

• New Applicants 68,000 max for ONE full-time
  position, (TOTAL salary AND fringe benefits) (up
  from 65,500)
• Renewal PHAs 68,000 max per each full-time
  program coordinator position awarded under the
  last two years of ROSS PH FSS NOFAs.

8
PH FSS Maximum Funding

• Salaries may increase by up to 3 over your last
  funding, up to cap
• For more than 3, approval must be granted by the
  Field Office.
• Even with a part-time program coordinator, the 25
  slot minimum must be maintained

9
APPLICATION DEADLINE

• July 18, 2008
• 115959pm Eastern
• No exceptions
• Received AND validated (which may take 24-48
  hours)

10
Application Deadline Date/Waivers

• See NOFA for requirements for waiver request.
• May email request, but must be received at least
  15 days before due date.
• No deadline extension will be granted for paper
  application
• DUNS number is still required

11
Changes from 2007

• Max program administrator salary 68,000
• Programs funded in 2005, 2006 and/or 2007 qualify
  as renewals (used to be only the last two years)
• AFFH statement required at grant agreement, not
  in application
• Match certification is now required at grant
  agreement.

12
ELIGIBLE APPLICANTS

• PHAs and Tribes/TDHEs
• Applicants must administer a low-rent public
  housing program
• Applicants must have an approved PH FSS Action
  Plan on file with their local HUD Field
  Office/Area ONAP office prior to this NOFA
  application deadline.

13
ELIGIBLE APPLICANTS

• In general - Applicants may submit up to one
  application for each ROSS funding category
  (ROSS-Service Coordinators, PH FSS)
• Only one application per PHA/Tribe/TDHE
• Joint applications are eligible with a joint
  minimum of 25 slots.
• You may not submit both a sole and joint
  application
• You may have both HCV and PH FSS program
  coordinators as long as you have two approved
  plans and meet the requirements of both programs.

14
ELIGIBLE DEVELOPMENTS PARTICIPANTS

• Only conventional Public and Indian housing
  developments may be served by ROSS grant funds.
• All participants must be residents of
  conventional public housing or NAHASDA-assisted
  housing.
• HCV residents are not eligible.

15
GRANT TERM

• All grants are for one year from the date of
  Grant Agreement
• Grant begins when the HUD-1044 is signed by both
  grantee and HUD
• Anywhere in the application that asks for dates,
  estimate.

16
FUNDING RESTRICTIONS

• Salaries only up to 68,000 for salary and
  fringe benefits
• Must have documentation on file that the salary
  is comparable to similar professions in local
  area

17
PH FSS

• New 2007 grantees have until the due date to
  enroll participants in order to be considered
  renewals.
• You must indicate more than 1 on the HUD-52767
  question 9b total number of PH FSS
  Participants

18
JOINT APPLICANTS

• Joint Applicants must designate a lead
  applicant.
• Lead applicant must be registered with Grants.gov
  and must submit the application
• Lead applicants are subject to all threshold
  requirements

19
Joint Applicants

• Non-lead applicants are subject to Threshold
  Requirements outlined in Section III.C. of the
  General Section
• All parties to the joint application must be
  eligible applicants

20
Threshold Requirements

• FSS Action Plan
• PHAs must have an approved FSS Action Plan
  (specific for PUBLIC AND INDIAN HOUSING HCV FSS
  Action Plans will need to be amended)
• If this is a new or amended Plan, it will need to
  be submitted to the Field Office with enough time
  for review and approval before the deadline for
  this NOFA
• FSS Action plans must comply with 24 CFR 984.201

21
Threshold Requirements

• The Field Office/Area ONAP will do a Past
  Performance review check in with them that they
  will give you a Pass on that. If you check
  now, you may have time to correct any problems
• Also check that your FSS Action Plan is approved
  and on file.

22
THRESHOLD REQUIREMENTS

• For Troubled PHAs, Contract Administrator
  Partnership Agreement (you may not pay for a
  Contract Administrator)
• All General Section requirements
• Code of Conduct
• Statement on Affirmatively Furthering Fair
  Housing is now a requirement at Grant Execution,
  not in the application

23
Program Coordinator

• Responsible for
• Linking FSS program participants to supportive
  services
• Ensuring services included in participants
  contracts of participation are being provided
• Ensuring participants are fulfilling their
  responsibilities
• Ensuring escrow accounts are established and
  properly maintained

24
Program Coordinator

• Work with Program Coordinating Committee and
  local service providers
• Case management
• Job development
• Outreach to residents with disabilities
• Monitor the progress and evaluate overall success

25
Program Coordinator

• Under normal circumstances, a full-time FSS
  coordinator should be able to serve approximately
  50 FSS program participants.
• A full-time position should manage at least 25
  slots
• A part-time position is eligible, but must still
  have at least 25 slots.

26
Application Requirement

• Evidence of salary comparability to similar
  positions in the local jurisdiction must be kept
  on file in the local office.
• There is a box to check on HUD-52767 to attest to
  this. (7f for renewals and 10b for new)

27
PROGRAM REQUIREMENT

• PHA must use a Program Coordinating Committee to
  secure the necessary resources to implement the
  FSS program.
• See 24 CFR 984.202 for more information

28
PROGRAM REQUIREMENT

• Participating families must enter into a contract
  of participation. The contracts shall be for
  FIVE years.
• THEREFORE, even though the grant term for this
  grant is ONE year, the PHA must be able to
  sustain its FSS program for FIVE years.
• Think seriously before establishing a new
  Program. Not getting funded by HUD is NOT an
  acceptable reason to invalidate Contracts of
  Participation.

29
Program Requirement

• Escrow Accounts
• Shall be computed using the guidelines set forth
  in 24 CFR 984.305.

30
Review

• NO BUDGET
• NO RATING FACTORS/NARRATIVES

31
Funding Priority

• 1st renewals for applicants that have achieved
  High Performer status on most recent PHAS review
• 2nd standard performer renewals
• 3rd Troubled performer renewals
• 4th New applicants
• There will be no expansion funding this year

32
Order of Funding

• First all eligible applicants in Category 1,
  then, Category 2, etc.
• If not enough funds for all of a category,
  highest Graduation Percentage first
• If a tie, highest Positive Escrow Percentage
• Then, largest program size

33
Order of Funding

• Graduation Percentage
• Percent of PH FSS families that have successfully
  graduated from the program
• See question 9g on HUD-52767

34
Order of Funding

• Positive Escrow Percentage
• Number of PH FSS families with positive escrow
  balances as a percentage of total PH FSS enrolled
  families
• See question 9d on HUD-52767

35
Reminder

• Although the NOFA says that PIC can be consulted,
  its YOUR RESPONSES to the HUD-52767 that are the
  primary source for documentation of eligibility

36
Program Change from 2007

• 25 match documentation is now required for PH
  FSS
• This is not a requirement of application at this
  point.
• If selected, you will be required to have your ED
  attest to 25 match in the form of cash or
  in-kind services before the grant agreement will
  be signed.
• Probably the new ROSS Form HUD-52769 will be
  used.
• Match letters will need to be kept on file.

37
Section 3

• PH FSS and ROSS are subject to Section 3
  requirements.
• There are separate reporting requirements that
  have been required in the past which include an
  annual HUD-60002 paper or online submission
• Section 3 is getting serious about this and may
  in the future impose penalties for non-reporting
  that may include in-eligibility for future
  funding.

38
Application Submission

• In the Grants.gov application package only the
  Adobe forms, such as the SF-424, are identified
  as mandatory documents.
• HOWEVER, the Logic Model and other application
  forms ARE ALSO REQUIRED of all applicants. These
  forms are included in the optional documents
  section or in the Instructions Download.

39
Submission Change from 2007

• The forms on grants.gov are now in Adobe 8.1.2
  instead of pure-edge. if you do not have this
  version of Adobe, you will need to download it
  from grants.gov.
• These forms are still only fillable and not
  saveable unless you have Adobe Professional 6.0
  or higher.
• If you have Adobe Professional, you will need to
  set your DEFAULT to the Adobe 8.1.1 please see
  the General Section for more information (p.12755)

40
Submission Change from 2007

• Unlike in Pure-edge, in the new Adobe format, to
  complete a form in mandatory documents or
  optional documents you must first move the form
  over to the submission box then open the form
  and fill it out.

41
Application Submission

• Please see the NOFA for a checklist of required
  application content
• You do not have to submit this checklist

42
Application Submission

• Application forms in the Instruction Download
  should be saved to your hard drive, completed and
  then attached to your electronic application
  package for submission to Grants.gov.
• DO NOT download the application and save to or
  attempt to upload from a USB flash drive.
  Applicants have had difficulty with this in the
  past. Save and upload from your hard-drive.

43
Application Requirements - Forms

• SF-424 DO THIS FIRST it will fill in sections
  of other forms automatically
• Found in mandatory forms
• Federal Identifier 5a PHA code
• Federal Award Identifier is for renewals ONLY
  last years grant number
• Renewals ONLY select continuation for 2
  Type of application. All others new

44
Application Requirements - Forms

• SF-LLL Disclosure of Lobbying Activities (if
  applicable)
• Found in Optional Documents called Disclosure
  of Lobbying Activities
• SF-LLL-A Disclosure of Lobbying Activities
  Continuation Sheet (if applicable)
• You can either download it from HUDCLIPS or make
  one up yourself. Its basically a blank piece of
  paper.

45
Application Requirements - Forms

• HUD-2880 Applicant/Recipient Disclosure/Update
  Report
• Found in Optional Documents
• called HUD Applicant-Recipient Disclosure
  Report
• Question 2 in Threshold Determinations applies
  only to THIS grant application.
• Signature signs upon submission

46
Application Requirements - Forms

• HUD-2991 Certification of Consistency with
  Consolidated Plan (if applicable)
• Found in Instructions Download
• called HUD-2991
• Everyone needs either this one or the HUD-52752

47
Application Requirements - Forms

• HUD-52752 Certification of Consistency with
  Indian Housing Plan (if applicable)
• Found in Instructions Download
• called HUD-52752
• Everyone needs either this one or the HUD-2991

48
Application Requirements - Forms

• Contract Administrator Partnership Agreement (if
  applicable)
• Required for All Troubled applicants
• Found in Instructions Download called HUD-52755
  Administrator Partnership Agreement

49
Application Requirements - Forms

• HUD-96011 Facsimile Transmittal
• Required of all applicants even if not
  transmitting any faxes (indicate no faxes with
  this submission and 0 for number of pages)
• Found in Mandatory Documents called HUD
  Facsimile Transmittal
• NEW PHONE NUMBERS
• 800-894-4047 toll free
• 215-825-2796 - non-toll free

50
Side note on Faxes

• Use HUD-96011 as the cover sheet if you submit
  any fax attachments or they will NOT be read.
• Entire applications submitted by fax will NOT be
  accepted
• Use a separate HUD-96011 cover sheet for each
  document and fax separately
• If you downloaded the application more than once,
  make sure that you use the fax cover sheet that
  came with the version of the application that you
  ultimately submit
• If you re-submit electronically, you must wait
  for validation, then re-fax all faxes

51
Application Requirements

• HUD-52767 Family Self-Sufficiency Funding
  Request Form found in Instructions Download
  called HUD-52767

52
HUD-52767 notes

• Question 6 Funding Category for this
  Application choose 1,2,3, or 4 based on Funding
  Priority List
• Question 7d please list the salary/fringe of
  EACH position for which you are requesting
  funding. The total goes in 7e

53
Application Requirements - Forms

• HUD-2994-A You are Our Client Applicant Survey
  (optional)
• Found in Instruction Download called HUD-2994
• This is where you tell us about your application
  experience. PLEASE take the time to fill this
  out and include comments.

54
Application Requirements Logic Model

• Logic Model HUD 96010
• Found in Instructions Download
• Excel File (dont make into a PDF)
• Please watch the archived webcast from on the
  Logic Model its a little different this year.

55
Application Requirements Logic Model

• Enable macros read directions re security
  settings
• Drop down menus
• Year 1 ONLY required (but dont delete anything)
• May add up to 3 others right on form

56
Application Requirements - Attachments

• Please label your attachments clearly see
  General Section for more information please
  name it EXACTLY what it is and who you are if you
  can.
• Please use the Logic model Naming conventions in
  the Logic Model instructions in the form

57
Reminder

• All applicants must submit a Code of Conduct that
  has been approved by their Field Office
• UNLESS your organization is listed on the Code
  of Conduct page http//www.hud.gov/offices/adm/gra
  nts/codeofconduct/cconduct.cfm and none of the
  following have changed
• Executive director
• Address
• Organization name

58
Grants.gov

• Register EARLY
• If you havent already registered with
  Grants.gov, do it now.
• Registration checklist and other information at
  www.grants.gov/GetStarted
• View webcast on electronic registration and
  application submission on HUD website.
• Read the Early Registration publication in the
  Federal Register, March 10, 2008
• Includes corrective actions for application
  submission problems that affected past applicants

59
Application hints

• General Section publication also has LOTS of
  information on registering
• Hint when you are at the grants.gov Download
  Application Package page, enter only the CFDA
  number. Do not put anything in the other boxes.
• Register for updates with grants.gov
• Watch the Federal Register or funds available
  page for Technical Corrections or FAQs

60
Submitting your application

• When attaching documents use ONLY the formats
  indicated in the general section
• This year, Office 2007 can be used
• This year, submission is compatible with MS Vista
  and Mac
• Use Explorer or Netscape (apparently Firefox
  doesnt work well)

61
Submitting your application

• Most PDF forms are only saveable if you have
  Adobe Acrobat Professional.
• If you do not, fill out the form and PRINT IT OUT
  and FAX IT IN with the FAX COVER SHEET
• Fax number can be found in NOFA. DO NOT fax to
  program office!
• I recommend faxing everything that you attach,
  just in case.

62
Submitting your application

• If you choose to attach saved PDF files, please,
  after you save them, open them back up again to
  see if what you entered is really saved.
• If you have just the free version of Acrobat
  READER, you WILL NOT BE ABLE TO SAVE you will
  probably just be saving a blank form.

63
Submitting your application

• If you zip your attachments, use only WINZIP
• Zip in only normal or maximum options

64
Important Resources

• Funds Available Page lots of good stuff here
• http//www.hud.gov/offices/adm/grants/fundsavail.c
  fm
• Or - Go to www.hud.gov - grants funds available
• On this page, scroll down to find links to
  program NOFAs. (check back here for FAQs)
• Get the Find/Apply Brochure and Registration
  Brochure
• Code of Conduct
• FAQ

65
Webcasts

• In the yellow Helpful Tools box on the funds
  available page
• Click on Broadcasts Training Materials to get
  the powerpoints from the webcasts. From there,
  go to 2008 webcast schedule or 2008 Archived
  Broadcasts to view the TA webcasts.
• View these webcasts as well as the Program
  Section
• General Section
• Logic Model
• Registering/Applying through grants.gov

66
General Section

• Published in the Federal Register
• March 19, 2008
• THERES IMPORTANT STUFF IN HERE!! READ IT!!

67
First Time Registration Process

• 1. Obtain Data Universal Number System (DUNS)
  Number.
• 2. Register with the Central Contractor
  Registration (CCR)
• Register with the Credential Provider
• Authorized Organization Representative (AOR) must
  register with Grants.gov
• E-Business Point of Contact authorizes the AOR to
  submit grant application.

68
Renewal/Update Registration Process for CCR POCs

• You must renew your CCR Registration annually
• At www.ccr.gov click on Update or Renew
  Registrations Using TPIN
• Enter your DUNS Number and TPIN and click submit
• If there are any changes, make the changes and
  click submit.
• If you dont know the TPIN, you can ask for the
  TPIN number. It will be emailed to CCR POC

69
Registration Process

• If you arent already registered, BEGIN YOUR
  REGISTRATION PROCESS IMMEDIATELY!
• If your Authorized Representative has left,
  follow registration steps 3-5 to have a new one
  registered and authorized to submit the
  application.
• Incomplete registration was the most common error
  and resulted in applicants not receiving funding.

70
Registration Process

• If you change your eBusiness Point of Contact, in
  the CCR Registration, make sure that the new
  eBusiness Point of Contact has also granted
  permission to the person submitting the
  application to be the Authorized Organizational
  Representative (AOR)

71
Application Submission

• Instructions on how to submit an electronic
  application to HUD on the web site
  www.grants.gov/Apply.
• A full set of instructions on how to complete a
  grant application is at
• www.grant.gov/CompleteApplication

72
Electronic Application Submission

• Upon successful submission, applicants will
  receive an e-mail notification confirming receipt
  and indicating that the application is being
  validated.
• The validation process will be completed in
  approximately 24 to 48 hours.
• You will then get a validation email. It is only
  at this point that you can breathe.

73
Electronic Application Submission

• If the application does not pass the validation
  check, it will be rejected and the applicant
  notified of the reason for the rejected
  application.
• DO NOT ASSUME that the application has been
  successfully submitted until you receive the
  validation notice.
• If a rejection notice is received, you must
  correct the error and resubmit.

74
Application Hint

• If there is a problem with your application
  submission, an email will be sent to the person
  designated in your REGISTRATION, not in your
  APPLICATION because we will not have been able to
  read your application yet.
• Make sure that the person designated in your
  REGISTRATION is checking his/her email in
  anticipation of a validation email.

75
Hint

• Make sure that someone will be available to cure
  deficiencies, both at time of application
  submission and during the competition processing
  time!
• This could be several months after submission if
  the point of contact for the application goes on
  vacation, designate someone to cover for them.

76
Electronic Application Submission

• SAVE every email correspondence, email
  validation, the log number/call number every time
  you call the help desk, etc. These may become
  crucial if there is a problem.
• SAVE all fax transmission sheets that your fax
  machine produces.

77
Electronic Application Help

• Help with Grants.gov process, please call
• 1-800-518-GRANTS or send an email to
  support_at_grants.gov
• Please do not call the Program office with
  Grants.gov questions

78
Application Info

• Check http//www.hud.gov/offices/adm/grants/fundsa
  vail.cfm for updates, FAQs, Tips, Guidance, etc.
• This is the Funds Available page
• HUD.gov Grants Funds Available then go to
  your program page

79
REQUEST

• PLEASE READ THE ENTIRE NOFA SEVERAL TIMES AND
  READ THE GENERAL SECTION.
• WATCH THE LOGIC MODEL AND GRANTS.GOV WEBCASTS

80
How to Find Me

• Anice Schervish
• Anice.m.schervish_at_hud.gov OR anice_at_hud.gov
• 202-402-2341
• leave a message with your question
• I work late
• You can call Ron Ashford (my boss)
  202-402-4258 but he will forward your call to me!