DSHS HOPWA Quarterly Progress Report Training

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DSHS HOPWA Quarterly Progress Report Training

• May 10, 2007

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Summary of DSHS HOPWA Program changes

• Added basic telephone service assistance to
  Supportive Services
• Added Permanent Housing Placement Services-
  assistance for security deposits up to 2 months
  rent, related application fees and credit checks
• Established (optional) annual STRMU Cap formula
  per client
• Established calendar day method to track STRMU.
  21-weeks worth of assistance 147 days
• Established 21-week tracking worksheet in Excel!
  (Appendix Z of program manual)

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DSHS Annual STRMU Cap Formula

• Maximum amount of STRMU assistance a client can
  receive in a 52-week period
• More restrictive than the allowable 21-week
  period of assistance to allow a PS to assist more
  clients
• Optional for Project Sponsors but must be applied
  in uniform, consistent, non-discriminatory manner
• DSHS formula - no less than 1 month of the FMR
  for the appropriate unit size and no more than
  the PSs budgeted STRMU funds per client per year
• If STRMU Cap is reached, then that is considered
  21-weeks worth of assistance

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STRMU 21-week Tracking Worksheet
Clients rent 500 Clients utility bill 70
STRMU Cap 1000 Calculation ( days in
month/total clients rent and utilities) total
STRMU payment Total Actual days assisted
28 days / 570 client rent utilities 570
STRMU payment 28 days assisted
350.00
45.00
395.00
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850.00
115.00
965.00
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Purpose of DSHS HOPWA Quarterly Progress Report

• To aggregate Project Sponsor program data and
  outcomes for the annual CAPER report to HUD
• To monitor and assess program performance and
  expenditures on a quarterly basis
• To assess training/TA needs for program
  improvement

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Key Instructions

• Complete only 1 Report Coversheet for the AA
• Complete only 1 AA Summary Information page for
  the AA
• Complete 1 Project Sponsor Information page and 1
  Quarterly Progress Report for each Project
  Sponsor
• Do not aggregate Project Sponsor Reports
• AAs must review reports for QA before submission
  to DSHS

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Changes to Report Coversheet

• To track report submissions and revisions

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Key Definitions

• HOPWA Client
• Beneficiary
• Household
• Duplicated count
• Supportive Services
• Permanent Housing Placement Services

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HOPWA Client

• A person with HIV/AIDS who qualifies for and
  receives HOPWA assistance.
• Different from eligible individual a person
  who qualifies for HOPWA but not yet accepted in
  the program and may be on the waitlist.
• Number of HOPWA Clients Number of Households

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Beneficiary

• A beneficiary is the HOPWA Client and family
  member(s) and/or persons determined necessary to
  the care and well-being of the HOPWA Client by a
  physician. Any individual(s) residing with the
  HOPWA Client whose income is not considered in
  the HOPWA Clients income eligibility criteria is
  not considered a beneficiary, i.e. roommates,
  paid caregivers, live-in aides.

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Household

• Refers to a client and all other beneficiaries
  residing with that client. In situations where
  no other beneficiaries reside with the client,
  the client constitutes a household unto
  him/herself. Non-beneficiaries who reside in the
  shared unit are not part of the household.

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More clarification

• A single HOPWA client is a household
• A HOPWA client living with his/her beneficiaries
  is a household
• Dont let this confuse you, but remember that all
  HOPWA clients are households

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Duplicated Count

• A household/client that received more than one
  HOPWA service in the same project year
• Example a client received both STRMU and TBRA
• Example a client received both STRMU and
  Permanent Housing Placement
• Helpful note charts where TBRA and STRMU are
  broken out, report duplicated counts. Where it
  is consolidated, report unduplicated counts.

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Supportive Services

• Case management. To the extent possible, case
  management for HOPWA clients should be funded
  through some source other than HOPWA (e.g., Ryan
  White Part A or Part B, State Services, or local
  funds).
• Purchase of smoke detectors (for STRMU households
  only).
• Basic telephone service (new!).

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Permanent Housing Placement Services

• Assistance for reasonable security deposits up to
  2 months rent maximum, and related application
  fees and credit checks.
• Guidelines for return of security deposits
  Appendix AA in program manual

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New! AA Summary Information page

• Aggregate Project Sponsor Expenditures

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New! AA Leveraged Admin Expenditures

• As of 4/01/07, no AA Admin expenditures allowed
• Report leveraged AA Admin expenditures

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Part 1- Narrative and Performance Measures

• Report the goals and progress of the number of
  households served.

• Outcomes Assessed also provide success stories
  illustrating how the HOPWA program prevented
  clients from becoming homeless and also accessed
  medical care.

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Part 2 Info on HOPWA clients, beneficiaries,
households, and family units

• What is your total UNDUPLICATED number of HOPWA
  clients?
• Also includes HOPWA clients ONLY receiving
  Supportive Services or Permanent Housing
  Placement Services.

Chart A1. HOPWA Clients (page 11)
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New! Special Needs Clients

• Of your TBRA clients, how many were homeless?
• Of those TBRA clients that are homeless, how
  many were chronically homeless?

• Of all your HOPWA clients, which are Veterans
  and/or Domestic Violence Survivors?

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Part 2- B1. Total Number of HOPWA Beneficiaries

• New Columns added! Total Receiving Supportive
  Services and Permanent Housing Placement
• row a These are your duplicated counts and
  important for cross-checking with Charts A3, C2,
  C3, Part 4 Charts A1, A2
• row b- All other beneficiaries not including the
  HOPWA client(s) above
• row c- Important numbers for cross-checking with
  Chart B2, B3

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Cross-checking
Total numbers on Charts B1-B3 should all match
total number of beneficiaries. Chart B2. Age and
Gender of Beneficiaries
Please check Row (e) should equal row (c)
above- Total TBRA, STRMU, and beneficiaries.
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Chart B3. Race and Ethnicity of Beneficiaries
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Part 2- C1 Household Area Median Income

Please check Row (e) should equal Part 2 chart
A1 Total number of unduplicated HOPWA Clients
(page 11).
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Chart C2. Household monthly income at entry and
exit
Please check Row (i) should equal should equal
Part 2 Chart B1 row (a) Total TBRA and STRMU
households (page 13).
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Part 3. Performance and Expenditure Info

• Total Duplicated number of households 24
• Number of duplicated households 1
• Total Unduplicated number of households 23

1
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B. Supportive Services Performance and
Expenditures

• New row added! - Telephone service assistance

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New! Permanent Housing Placement Services

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Administrative Services and Total Expenditures

• Check that your total PS admin expenses are no
  more than 7 of your expenditures in row 13.

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New! Part 3. E. Leveraged Households
Instructions Enter the total HOPWA-eligible
households assisted with non-HOPWA funds. DO NOT
include the HOPWA households receiving DSHS HOPWA
funds, which have already been reported or other
households receiving non-DSHS HOPWA funds.
Leveraged households are clients of your agency
and are eligible for HOPWA but are assisted by
other funds or another housing assistance
program. Example You have a HOPWA eligible
household receiving emergency housing assistance
through the Emergency Shelter Grant (ESG) program.
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(No Transcript)
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X 11
X 5
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Lets Cross-check!
Please check Column 1 (households continuing)
Column 2 (households exiting/end of project year)
should equal the total number of TBRA households
(Part 2 chart B1 row (a) page 13).
Column 1 11 TBRA households continuing Column 2
7 TBRA households exited (top section) Total
continuing exited 18 TBRA households
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4
1
3
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Worksheet to determine housing stability outcomes
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1
94
1
5
17
17
6
74
Not too shabby outcomesHUDs goal is to reach
80 stability by 2008. State of Texas reached 83
stability in 2006! Woo hoo!
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We
HOPWA!