2015 Renewal CoC Project Evaluation Guidance
Transcription
2015 Renewal CoC Project Evaluation Guidance
2015 Renewal CoC Project Evaluation Guidance Ohio Balance of State Continuum of Care Ohio Balance of State Continuum of Care 2015 Renewal CoC Project Evaluation Guidance Introduction and Background The Ohio Balance of State Continuum of Care (BoSCoC) Project Evaluation Workgroup is charged with developing the annual renewal CoC project evaluation process and tools. The evaluation process helps the Ohio BoSCoC fully maximize CoC Program funds and informs funding decisions. Target Audience This renewal CoC project evaluation process is only applicable to HUD CoC-funded projects renewing their CoC project funding in 2015. A list of all the renewing CoC projects can be found in Appendix A. Renewal CoC Project Evaluation Process Project Evaluation: Overview The Ohio BoSCoC Project Evaluation Workgroup developed a renewal CoC project evaluation process and tool that will be used to review, score, and rank all renewal CoC projects as part of the 2015 CoC Competition. The evaluation areas are as follows: Project Participant Impact • Housing stability • Access to income and benefits • Length of time homeless Meeting Community Need • Bed utilization • Targeting hard to serve persons/households • Prioritizing PSH for chronically homeless Project Capacity • Unspent funds • HMIS data quality • Cost effectiveness Best Practices • Demonstrated use of Housing First practices • Prioritizing chronically homeless Data Sources Almost all data used for project evaluation will be derived from HMIS via the HMIS Project Evaluation Report. Additional HMIS data quality information will be obtained from the Data Quality: Entry Exits and Assessments report and the Data Quality: Households and Services report and unspent funds information comes from HUD’s LOCCS. Details about the data source for each priority area are listed in the Project Evaluation Items and Goals document in Appendix B. To be considered for bonus points, project recipients must submit additional information directly to COHHIO. More details about the type of information to submit and the timeframe in which it must be submitted can be found in Appendix C. Special Considerations When evaluation project performance data is based only on those who exited the project, projects with no leavers (i.e., no one exited the project during the reporting period) will be considered to have met the goal and will receive full points for the evaluation item. In cases where a participant dies during their program stay, that ‘deceased’ exit will be excluded from any evaluation item that is based on leavers. 2 Renewal Project Evaluation Exceptions CoC funded projects renewing funding for the first time in 2015 will be evaluated as part of this process, except for the four new projects that were funded in FY2014 for 1-year periods. These four projects (noted in Appendix A) cannot be evaluated because they have not yet begun operations, even though they are renewing funding in 2015. Because of this, these four projects will automatically be ranked in the first four positions within the overall project ranking. The Salvation Army’s Rapid Re-housing Ohio project will be evaluated using the Transitional Housing (TH) project evaluation items, even though it is a rapid re-housing project by design. The CoC’s performance goals in the 2014 Performance Management Plan for RRH and TH projects are identical for almost every item; therefore the project evaluation process is similar as well. Non-HMIS participating projects will not be evaluated on the HMIS data quality item. These projects will automatically receive those 5 points. Renewal Project Scoring, Ranking, and Funding Recommendations The Ohio BoSCoC Steering Committee and CoC staff will complete a renewal project evaluation for each renewing CoC project. After completing all project evaluations CoC staff will rank all renewal projects according to their evaluation score – projects scoring highest are ranked best, those scoring lowest are ranked at the bottom. The Ohio BoSCoC Steering Committee and CoC Board will not make final funding recommendations until HUD releases the 2015 CoC Competition Notice of Funding Availability (NOFA). The CoC NOFA will include details about the total CoC funds available for renewal and new projects as well as any information related to HUD’s ranking or reallocation requirements. Final project evaluation scores and ranking results will, in part, inform final funding decisions. CoC staff, in conjunction with the Ohio BoSCoC Steering Committee, will review HUD’s funding requirements and allocation, project evaluation scores, and project expenditure histories to make funding recommendations to the CoC Board. HMIS Project Evaluation Report As mentioned previously, HMIS will provide all performance data for all renewing CoC projects (except for non-HMIS participating providers, such as victim services agencies). This data will be pulled for the period 1/1/14 – 12/31/14 using the Project Evaluation 2015 Report in HMIS. A preliminary HMIS Project Evaluation Report will be run on March 20, 2015 (for the 1/1/14 – 12/31/14 period). Within one week, the preliminary reports will be shared directly with CoC project recipients so they can review their HMIS data and ensure its accuracy and/or make corrections to HMIS data as needed. The final HMIS Project Evaluation Report will be run on April 3, 2015 (for the 1/1/14 – 12/31/14 period). There is no opportunity to correct HMIS data after the final HMIS Project Evaluation Report has been run. Detailed project evaluation results will be publicly shared by May 15, 2015. Bed Utilization Report The Bed Utilization Report will be run for the last Wednesday of every month between 1/14 and 12/14. Average utilization will be calculated for each project, only counting the months the project had active beds. CoC Project recipients are advised to run the Bed Utilization by Provider for Project Evaluation 2015 report to ensure all client counts are accurate. A detailed project evaluation timeline can be found on the last page of this document. HMIS Data Quality Since HMIS data supplies all CoC project performance data for the project evaluation process, it is critical that all projects maintain quality HMIS data. The Ohio BoSCoC HMIS Data Quality Standards state that HMIS-participating providers should have 0% missing data for most data elements. For purposes of this project evaluation process, renewing CoC projects must not have more than 2% missing data for 3 any evaluated item. Projects with more than 2% missing data rates on an evaluated item will be considered to have failed to meet the goal and will receive zero points on that particular scored item. For example, Permanent Supportive Housing (PSH) projects can receive 10 points if at least 85% of their project leavers (in the 1/1/14 – 12/31/14 reporting period) received 1 or more sources of non-cash benefits or health insurance. If the HMIS Project Evaluation Report shows a CoC PSH project with an 85% rate of leavers receiving non-cash benefits and health insurance, but their missing data rate for that item was 4%, then the PSH project will receive 0 points for the evaluated item because their data quality was too poor (i.e., their missing data rate was too high) to evaluate performance on the scored item. The only exceptions to the missing data rate standard are the project evaluation items looking at destinations at exit. The only missing data in HMIS associated with this data element would be associated with end users recording ‘no exit interview/data not collected’ in HMIS for the leaver’s destination. Since missing data associated with this response is not an indicator of data quality, these missing data rates will not prohibit evaluation of performance on the scored item. It is critical that CoC project recipients evaluate and correct their HMIS data well in advance of the pulling of the preliminary and final HMIS Project Evaluation Reports. Recipients can use the HMIS Project Evaluation Report 2015 Project-Level, the Bed Utilization by Provider for Project Evaluation 2015 report, and the Data Quality: Entry Exits and Assessments and the Data Quality: Households and Services reports to monitor their performance and data quality and determine where corrections are needed. Please email [email protected] for any needed assistance. Non-HMIS Participating Providers’ Project Evaluation Report CoC staff will use Annual Performance Report (APR) data for the 1/1/14 – 12/31/14 period to evaluate project performance for non-HMIS participating CoC projects. If an APR for that period has not already been submitted, then the non-HMIS participating provider must submit an APR by 4/1/15 to CoC staff at [email protected]. Renewing CoC projects must not have more than 2% missing data for any evaluated item. Projects with more than 2% missing data rates on an evaluated item will be considered to have failed to meet the goal and will receive zero points on that particular scored item. A list of all the non-HMIS participating providers renewing CoC projects in 2015 can be found in Appendix A. Evaluating Cost Effectiveness New in 2015, renewal CoC projects will be evaluated on cost effectiveness - namely, the annual cost to retain or move someone into permanent housing. In order to evaluate cost effectiveness, all renewal CoC projects must submit annual project budget information (for their CoC-funded project only) for the 1/1/14 – 12/31/4 period to CoC staff. Budget information should include CoC funds and all other cash match associated with the CoC project. Cash match sources may include local foundation funds, city or county funds, or funds from ODSA’s HCRP or SHP program, for example. Rent paid by clients will not be considered cash match, since HUD doesn’t allow it to be reported as match either. Refer to Appendix D to access the Project Budget Information Submission Form, which must be used to submit budget information for all renewing CoC projects. Project budget information is due to COHHIO ([email protected]) by April 1, 2015. Project Evaluation Bonus Points Submission of Project Information Renewal CoC project recipients seeking the Housing First practices and PSH chronically homeless prioritization bonus points must provide a narrative describing the use of those practices as well as evidence of the use of those practices. Detailed information about these bonus points opportunities, and details about the types of documentation that must be provided can be found in Appendix C. All 4 documentation must be provided to CoC staff ([email protected]) by April 1, 2015. Late documentation will NOT be accepted. CoC project recipients failing to submit ALL of the required documentation for the Housing First or PSH chronically homeless prioritization bonus points may not be considered for the available points. Appealing Project Evaluation Results or Ranking Renewal CoC project recipients may submit appeals of final project evaluation results and/or final CoC project ranking. Appeals must be submitted in a letter to the CoC Director ([email protected]) by May 8, 2015. Late appeals will not be considered. Appeals will only be considered if they are submitted because of errors in fact or demonstrated undue hardship. Submitted appeals must clearly indicate exactly what is being appealed (project evaluation results and/or ranking decisions) and must clearly demonstrate and explain how the results or ranking were the result of an error in fact or a specific undue hardship. The Ohio BoSCoC Steering Committee will review all accepted appeals and will communicate all decisions regarding those appeals by May 15, 2015. Steering Committee decisions are FINAL. Project Evaluation Timeline The Ohio BoSCoC Steering Committee and the Project Evaluation Workgroup reserve the right to revise the following timeline at any point, pending release of the 2015 CoC Competition NOFA and the opening of the CoC Competition. DATE COMPLETE ACTIVITY • Ohio BoSCoC: 2015 CoC Competition Training o Process and timeline for 2015 CoC Competition o New CoC Projects Priorities o Project Evaluation Process • Preliminary HMIS Project Evaluation Report run o Reporting period = 1/1/14 – 12/31/14 • Release preliminary HMIS Project Evaluation Reports directly to recipients • Recipients correct HMIS data as needed • Project Budget Information submitted o Submit to [email protected] • Recipients seeking bonus points for using Housing First practices and/or prioritizing PSH beds for chronically homeless must submit all required documentation (see Appendix C for details) o Submit to [email protected] • HUD field office provides CoC projects’ expenditures information • Final HMIS Project Evaluation 2015 Reports run and HMIS Data Quality reports run o Reporting Period = 1/1/14 - 12/31/14 period Release final project evaluation results and final CoC project ranking (updated) 3/11/15 3/20/15 3/25/15 3/25/15 – 4/1/15 4/1/15 4/1/15 4/1/15 4/3/15 5/15/15 • 5 • Recipients submit any appeals of the final project evaluation results and ranking (updated) o Submit to [email protected] • Ohio BoSCoC Steering Committee will communicate decisions re: all received appeals (updated) o Ohio BoSCoC Steering Committee decisions are FINAL • Final CoC project ranking released (updated) o Includes renewal CoC projects, project conversions, and new CoC projects 5/22/15 5/29/15 6/8/15 6 APPENDIX A: 2015 Renewal CoC Projects Grantee Name Project Name Alcohol, Drug Addiction & Mental Health Services Tuscarawas County TRA Board of Tuscarawas and Carroll Counties Allen Metropolitan Housing Authority Appleseed Community Mental Health Center, Inc. Ashtabula County Mental Health and Recovery Services Board Athens Metropolitan Housing Authority Athens Metropolitan Housing Authority Beatitude House Butler County Butler County, Ohio Butler County, Ohio Catholic Charities Diocese of Toledo Inc City of Marietta, Ohio/PHA City of Springfield, Ohio City of Springfield, Ohio City of Springfield, Ohio Clermont Metropolitan Housing Authority Coleman Professional Services Columbiana County Mental Health Clinic dba The Counseling Center Columbiana Metropolitan Housing Authority Columbiana Metropolitan Housing Authority Columbiana Metropolitan Housing Authority Community Action Commission of Fayette County Community Action Commission of Fayette County Community Action Partnership of the Greater Dayton Area Fairfield Metropolitan Housing Authority Fairfield Metropolitan Housing Authority Family & Community Services Family & Community Services, Inc. Family & Community Services, Inc. Family Abuse Shelter of Miami County, Inc. Family Abuse Shelter of Miami County, Inc. Family Recovery Center Family Violence Prevention Center of Greene County, Inc. Project Project Excluded Type from Evaluation? PH Allen Shelter Plus Care Vouchers PH Appleseed RRH PH Ashtabula Shelter Plus Care Vouchers for homeless persons with mental illness Athens Shelter Plus Care Athens Serenity Village SAMI Shelter Plus Care A House of Blessing, Warren Butler S+C Chronic II Butler SPC for Adults with Chronic Homelessness Butler SPC for Homeless Individuals and Families Miriam House Marietta/Washington Shelter Plus Care Springfield St Vincent DePaul Shelter + Care Springfield Shelter Plus Care 1 Springfield Shelter Plus Care 3 Clermont MHA Shelter Plus Care Coleman PSH Permanent Housing for Persons with Disabilities Columbiana MHA Shelter Plus Care 1 Columbiana Free Choice II - The Counseling Center Hearthside Shelter Plus Care CAC Transitional Housing CAC Permanent Supportive Housing (aka: Destination HOME) Harding Place Transitional Housing Program Fairfield County S+C Fairfield MHA S+C Ravenna Permanent Supportive Housing Portage Area Transitional Housing 3 Portage Area Transitional Housing 2 Miami County Family RRH Family Abuse Shelter PSH Fleming House Supportive Opportunity & Services* Y PH PH PH TH PH PH PH TH PH PH PH PH PH PH PH PH PH PH TH PH TH PH PH PH TH TH PH PH TH TH Y Y Fayette Metropolitan Housing Authority Findlay Hope House for the Homeless, Inc Geauga County Board of Mental Health & Recovery Services Geauga County Board of Mental Health & Recovery Services Greene Metropolitan Housing Authority HM Housing Development Corp HM Housing Development Corp Hocking Metropolitan Housing Authority Interfaith Hospitality Network of Springfield Interfaith Hospitality Network of Springfield Ironton Lawrence County Area CAO, Inc. Jefferson County Community Action Council Jefferson County Prevention and Recovery Board Jefferson County Prevention and Recovery Board Jefferson County Prevention and Recovery Board Knox Metropolitan Housing Authority Lake County Alcohol, Drug Addiction and Mental Health Services Board Lake County Alcohol, Drug Addiction and Mental Health Services Board Lake County Alcohol, Drug Addiction and Mental Health Services Board Lawrence County Port Authority Licking County Coalition for Housing Licking Metropolitan Housing Authority Licking Metropolitan Housing Authority Licking Metropolitan Housing Authority Lorain Metropolitan Housing Authority McKinley Hall, Inc. Medina County Alcohol, Drug Addiction and Mental Health Board Medina Metropolitan Housing Authority Mental Health & Recovery Board of Union County Mental Health & Recovery Board of Union County Mental Health & Recovery Board of Union County Mental Health, Drug and Alcohol Services Board (Logan & Champaign) Mental Health, Drug and Alcohol Services Board (Logan & Champaign) Mental Health, Drug and Alcohol Services Board (Logan & Champaign) New Housing Ohio, Inc. New Sunrise Properties, Inc. Ohio Department of Development Pickaway County Community Action Organization, Inc. Fayette Shelter Plus Care Able Housing PH PH SPC Geauga County TRA PH Permanent Supportive Housing PH Greene County Tenant Rental Assistance FAITH House Faith House II Hocking Shelter Plus Care Permanent Housing with Supportive Services Saint Vincent House Lawrence County One-Stop TRA Supportive Housing Program PH TH PH PH Beacon House SH Jefferson County Shelter Plus Care PH Shelter Plus Care 2 PH Knox County TRA PH Lake S+C II PH Lake S+C III PH Lake County SPC PH Lawrence One-Stop Shelter Plus Care LCCH Transitional Housing Shelter Plus Care Chronic Shelter Plus Care Vouchers 2 Licking Shelter Plus Care Lorain Shelter Plus Care Dimensions Women's Transitional PH TH PH PH PH PH TH Northland II PH Medina County TRA PH Homeward Bound TH I'm Home PH Shelter Plus Care Union County PH Logan/Champaign Housing PH Family Housing PH Madriver/Park Street PH Warren County Permanent Supportive Housing Supportive Housing Homeless Management Information System Haven House Supportive Housing Project* PH PH TH PH PH PH HMIS TH Y Portage Metropolitan Housing Authority Preble County Mental Health and Recovery Board Project Woman of Springfield and Clark County Project Woman of Springfield and Clark County Residential Administrators, Inc. The Center for Individual and Family Services The Salvation Army, a New York Corporation The Salvation Army, a New York Corporation Tri-County Board of Recovery & Mental Health Services Trumbull County Mental Health and Recovery Board Trumbull County Mental Health and Recovery Board Trumbull County Mental Health and Recovery Board Trumbull County Mental Health and Recovery Board Trumbull County Mental Health and Recovery Board Volunteers of America of Greater Ohio, Inc. Volunteers of America of Greater Ohio, Inc. Volunteers of America of Greater Ohio, Inc. Warren Metropolitan Housing Authority Warren Metropolitan Housing Authority Wayne Metropolitan Housing Authority WSOS Community Action Commission, Inc WSOS Community Action Commission, Inc WSOS Community Action Commission, Inc. YWCA of Elyria YWCA of Elyria YWCA of Hamilton Ohio Inc. Zanesville Metropolitan Housing Authority Portage Shelter Plus Care PH Prestwick Square PH Chrysalis Transitional Program* Reign of Renewal* Residential Administrators PSH Next Step Delaware County Permanent Supportive Housing for Families Rapid Re-Housing Ohio TH PH PH PH Miami County SPC PH Joey's Landing PH Trumbull Shelter Plus Care for homeless persons with a mental illness 1 PH Trumbull New Shelter Plus Care Chronic PH Trumbull New Shelter Plus Care Vouchers PH Shelter Plus Care Vouchers for Families PH Serenity House Supportive Housing Program Crossroads Supportive Housing Program Mansfield Transitional Housing Program Transitions Warren S+C Wayne Shelter Plus Care WSOS Homenet Permanent Supportive Housing WSOS Homenet Permanent Supportive Housing Program - DV WSOS Homenet Transitional Housing Program Women's Campus Project Women In Secure Housing Goodman Place Zanesville Metropolitan Housing Authority (ZMHA) Shelter Plus Care TRA Program PH TH TH TH TH TH PH PH PH PH TH TH PH TH PH *These projects do not participate in HMIS. Recipients must submit an e-snaps APR to COHHIO in order to have performance evaluted and receive a project evaluation score. Y APPENDIX B Ohio BOSCOC Project Evaluation Items and Goals PH and Safe Haven Projects *Projects achieving the goal will receive full points for the priority area. Projects coming within 5% of the goal will receive 75% of the available points for the priority area. Reporting Period = 1/1/4 - 12/31/14 Goal Points Possible Data Source % participants who remained in project as of end of reporting period or exited to PH during the reporting period ≥90% 10 HMIS Project Eval Report Tab B % Exits to participants' own housing unit (permanent tenure) ≥80% 10 HMIS Project Eval Report Tab C % participants who exited to PH and returned to ES, TH, SH, or outreeach within 6 months ≤2% 10 Recurrence Report % participants who exited to PH and returned to ES, TH, SH, or outreach within 6-24 months ≤5% 10 Recurrence Report ≥85% 10 HMIS Project Eval Report Tab F ≥50% 10 HMIS Project Eval Report Tab E ≥90% 10 2014 Bed Utilization Report ≥85% ≥40% 10 10 HMIS Project Eval Report Tab G HMIS Project Eval Report Tab H not evaluated this year Project Evaluation Item Project Participant Impact Housing Stability Accessing Mainstream Resources and Income % participants with 1+ source of non-cash benefits or health insurance at exit % participants age 18 and older who maintained or increased their total income (from all sources) as of the end of the reporting period or program exit Meeting Community Need Project Demand Average daily bed utilization Targeting Hard to Serve % entries from streets/emergency shelter only (adults only) % entries with no income % entries with previous episodes of homelessness Project Capacity Cost Effectiveness Annual cost per exit to or retention of PH Cost per PH exit or retention ≤ $8,000 Cost per PH exit or retention = $8,001 - $12,000 Cost per PH exit or retention > $12,000 If 24 month return to homelessness rate is greater than 5%, 0 points awarded Unspent Funds 2012 - 2013 Total CoC Expenditures = 2013 - 2014 Total CoC Expenditures = On track to spend 2014-2015 CoC Award ≤ 5% of unspent funds yes 5 2 0 Project Budget Info and HMIS Project Evaluation Report 5 HUD LOCCS 5 HUD LOCCS 5 HUD LOCCS HMIS Data Quality No clients with Dupllicate, incorrect, or missing data (1/1/4 - 12/31/14) Acceptable Missing Data Rates (1/1/14 - 12/31/14) 0% missing data 0.1% - 2% missing data 2.1% - 5% missing data 5.1% - 8% missing data > 8% missing data 1 4 3 2 1 0 "Data Quality: Entry Exits and Assessments" and "Data Quality: Households and Services" reports Bonus Points Project uses Housing First practices Project prioritizes or dedicates beds for chronically homeless TOTAL PROJECT SCORE 10 10 Project documents Project documents 135 *For non-HMIS participating providers, their submitted APR will serve as the data source instead of the HMIS Project Evaluation Report. APPENDIX B Ohio BOSCOC Summary of 2015 Project Evaluation Items and Goals TH Projects Reporting Period = 1/1/4 - 12/31/14 *Projects achieving the goal will receive full points for the priority area. Projects coming within 5% of the goal will receive 75% of the available points for the priority area. Goal Points Possible Data Source ≥83% ≥80% ≤7% ≤12% 9 9 8 8 HMIS Project Eval Report Tab A HMIS Project Eval Report Tab C Recurrence Report Recurrence Report % participants with 1+ source of non-cash benefits or health insurance at exit ≥85% 8 HMIS Project Eval Report Tab E % participants age 18 and older who maintained or increased their total income (from all sources) as of the end of the operating year or program exit ≥70% 8 HMIS Project Eval Report Tab D 181-240 days 8 HMIS Project Eval Report Tab F ≤180 days 10 HMIS Project Eval Report Tab F ≥90% 10 2014 Bed Utilization Report ≥75% ≥30% 10 10 HMIS Project Eval Report Tab G HMIS Project Eval Report Tab H not evaluated this year 5 2 0 Project Budget Info and Project Evaluation Report 5 HUD LOCCS 5 HUD LOCCS HUD LOCCS Project Evaluation Item Project Participant Impact Housing Stability % TH participants moving from TH to PH at exit % Exits to participants' own housing unit (permanent tenure) % participants who exited to PH and returned to ES, TH, SH, or outreeach within 6 months % participants who exited to PH and returned to ES, TH, SH, or outreach within 6-24 months Accessing Mainstream Resources and Income Length of Time Homeless Average length of stay in TH Average length of stay in TH Meeting Community Need Project Demand Average daily bed utilization Targeting Hard to Serve % entries from streets/emergency shelter only (adults only) % entries with no income % entries with previous episodes of homelessness Project Capacity Cost Effectiveness Annual cost per exit to PH Cost per PH exit ≤ $8,000 Cost per PH exit = $8,001 - $12,000 Cost per PH exit > $12,000 If 24 month return to homelessness rate is greater than 12%, 0 points awarded Unspent Funds 2012 - 2013 Total CoC Expenditures = 2013 - 2014 Total CoC Expenditures = On track to spend 2014-2015 CoC Award ≤5% unspent funds yes 5 HMIS Data Quality No clients with Dupllicate, incorrect, or missing data (1/1/4 - 12/31/14) Acceptable Missing Data Rates (1/1/14 - 12/31/14) 0% missing data 0.1% - 2% missing data 2.1% - 5% missing data 5.1% - 8% missing data > 8% missing data 1 4 3 2 1 0 "Data Quality: Entry Exits and Assessments" and "Data Quality: Households and Services" reports Bonus Points Project uses Housing First practices TOTAL PROJECT SCORE 20 Project documents 135 *For non-HMIS participating providers, their submitted APR will serve as the data source instead of the HMIS Project Evaluation Report. APPENDIX C: Project Evaluation Bonus Points As part of the 2015 CoC Renewal Project Evaluation, CoC projects have the opportunity to seek bonus points for using Housing First practices, and/or prioritizing or dedicating Permanent Supportive Housing (PSH) beds for the chronically homeless. This appendix provides pertinent information related to what projects/recipients need to understand, have in place, and submit in order to be considered for those bonus points. Housing First Practices Housing First is a model of housing assistance that centers on providing people experiencing homelessness with housing as quickly as possible, and then providing services as needed. Assistance is offered without preconditions or service participation requirements. Housing First projects share critical elements: • A focus on helping individuals and families access and sustain permanent housing as quickly as possible without time limits. • A variety of services delivered to promote housing stability and individual well-being on an asneeded basis; client participation in these services is voluntary. • A standard lease agreement – housing is not contingent on compliance with services o Although standard leases between program participants and landlords may not exist for TH projects, some kind of occupancy or sub-occupancy must be in place, at minimum • A focus on reducing barriers to project entry, including: o Sobriety is not a requirement upon entry o Drug testing is not required upon entry o Minimum income level is not required upon entry o Employment is not required upon entry Additional information about Housing First practices can be found at the following links. • http://www.endhomelessness.org/pages/housing_first • http://usich.gov/usich_resources/solutions/explore/housing_first • http://www.desc.org/housingfirst.html Submitting Evidence of Housing First Practices CoC Permanent Supportive Housing (PSH), Safe Haven, Transitional Housing (TH), and Rapid ReHousing (RRH) recipients seeking bonus points for the use of Housing First practices in their project must submit all of the following items to be considered: 1. Brief narrative describing the Housing First practices used within the project and how they are used (one paragraph is sufficient) 2. Formal written project policies and procedures documents 3. Blank project intake and/or assessment forms 4. Client responsibility documents, rules, participant handbook, etc. 5. Blank individualized service planning documents 6. Blank rental/occupancy/lease agreements (or sub-occupancy/sub-lease agreements) All of the documents listed above must be submitted to Erica Mulryan, CoC Director, at st [email protected] by April 1 , 2015. Failure to submit ANY of the documents referenced above may result in the project receiving zero bonus points for Housing First practices. If your project does not have one of the above-mentioned items as part of its formal project documents, you should indicate which items are lacking and why. 1 Prioritizing PSH Beds for Chronically Homeless Prioritizing Permanent Supportive Housing (PSH) beds for chronically homeless persons means that the PSH project is actively assessing for and documenting chronic homeless status and that the project places those chronically homeless persons into their PSH beds as a priority before other eligible but nonchronically homeless persons. PSH projects that are prioritizing chronically homeless persons within their project have the following policies/processes in place: • Assess for chronic homeless status during intake o Collect information on length of time on the streets, in emergency shelter, hotel/motel paid for by an agency or faith-based voucher, or safe haven o Collect information about disability status • Document chronic homeless status o Collect third-party written verification of previous homeless episodes that contribute to the length of time homeless determination ! Or, if self-certification or other types of documentation are used, provide evidence of due diligence to collect third party written verification of previous homeless episodes o Collect documentation of disability status that confirms the disability is of long-continuing or indefinite duration • Have policies and procedures in place that outline how chronically homeless persons are prioritized and placed into PSH beds Submitting Evidence of Chronically Homeless Prioritization CoC PSH project recipients seeking bonus points for prioritizing beds (or dedicating beds) for chronically homeless persons in their project must submit all of the following items to be considered: 1. Brief narrative describing how the project identifies and prioritizes (or dedicates beds to) chronically homeless persons (one paragraph is sufficient) 2. Formal written project policies and procedures documents 3. Blank Project intake and/or assessment forms 4. Blank Homeless verification forms 5. Blank Disability verification forms Renewing CoC PSH project recipients that are officially dedicated to chronically homeless should also provide the above-mentioned items to be considered for the bonus points. However, official designation as a chronically homeless dedicated PSH project will be considered as well. 2 APPENDIX D: 2015 CoC Project Budget Information Submission Form In Table #1, provide information about your renewing CoC project’s annual budget for calendar year 2014 (1.1.14 – 12.31.14). Only provide information about the CoC Program funds expended and other cash resources used to support the project. You do NOT need to report the value of any in-kind services or match provided. In Table #2, provide information about all the sources of cash match, the amount of the contributions, and the dates the contribution was available for use by your CoC project. Please only report cash match sources that were available during the 2014 calendar year. Cash match sources may include local foundation funds, city or county funds, or funds from ODSA’s HCRP or SHP program, for example. Rent paid by clients will not be considered cash match, since HUD doesn’t allow it to be reported as match either. This complete 2015 CoC Project Budget Information Submission Form must be submitted to CoC staff at [email protected] by April 1, 2105. Applicant Name: ___________________________________________ CoC Project Name: _________________________________________ Budget Table #1: CoC Program Funds and Cash Match Expenditures (1.1.14 – 12.31.14) Total CoC Program CoC Program Funds Cash Match Total Expenditures Expenses Supportive Services Leasing Rental Assistance Operating Costs Project Administrative Costs TOTAL EXPENSES Budget Table #2: Sources of Cash Match (add additional rows as needed) Source of Contribution Amount of Contribution Dates Contribution Available (organization name) Example: United Way of Central Ohio $10,000 TOTAL CASH MATCH CONTRIBUTION = 1.1.14 – 12.31.14 ______________________ APPENDIX E: HMIS Data Quality Information for the 2015 CoC Project Evaluation Process On the April 3, 2015, the COHHIO HMIS team will run an aggregate Data Quality report for dates from 1/1/2014 through 12/31/14 for all HMIS participating Ohio BoSCoC renewing CoC projects. The report will be built on the same logic as the regular Data Quality reports, but will only look at “Missing” data (EXCEPT for Destination), Duplicate Entry/Exits, Incorrect Entry/Exit Type, Children Only Households, and Missing Heads of Household. It will not count “Incorrect”, “unlikely”, or “questionable” data issues against the provider or project. The Data Quality report used will not be made available to users because it is simply a variant of the Data Quality: Entry Exits and Assessments and the Data Quality: Households and Services reports that show less information about the quality of their data. HMIS users should be sure they have their Data Quality reports clear of Missing Data (except for Destination), Duplicate Entry/Exits, Incorrect Entry/Exit Types, Children Only Households, and Missing Head of Households by April 3rd. Scoring HMIS Data Quality A maximum of five (5) points are available for the HMIS Data Quality item in the project evaluation process. The breakdown of those five points is as follows: • 1 point for having no clients with: o Duplicate Entry/Exits (EE), o Incorrect EE Type, o Children Only Households (HHs), or o Missing Heads of Household (HoH) • 4 points available for having no Missing data: o If the agency has 0% Missing Data, they will get all 4 points o If the agency has greater than 0% and up to 2%, the agency will get 3 of the 4 points o If the agency has greater than 2% and up to 5%, the agency will get 2 of the 4 points. o If the agency has greater than 5% and up to 8%, the agency will get 1 of the 4 points. What does Missing mean? The chart below clarifies what will be considered “Missing Data”. If any of the following data elements are either null or have an answer of “Data not collected”, the client will be counted as having “Missing Data”. Data Element Logic Name If the first or last name is null and the Name Data Quality is something other than Don’t Know/ Refused OR the Name Data Quality is either null or Data not Collected. Social Security Number If the SSN Data Quality field is null or Data not collected OR if the SSN Data Quality field is null and the SSN Data Quality field is something other than Don’t Know/Refused. If the DOB field is null and the DOB Type is not Don’t Know/ Refused/ Approximate, OR the DOB field is either Data not collected or null. Date of Birth Gender If the Gender field is either null or Data not collected OR the Gender is “Other” and the “If Other Gender, specify” field is null. Race If the primary and secondary race fields are null or the Race listed in either field isn’t one of the HUD answers. Ethnicity If Ethnicity field is null or Data not collected or Ethnicity not one of the HUD answers. Residence Prior If the client is an adult and the field is either null or Data not collected OR the selected answer is “Other” and the “If Other Type of Residence, specify” field is null OR the answer is not one of the HUD answers. Veteran The client is an adult or their Client Age is unknown AND the field is null or Data not collected. Relationship to Household If the client did not exit prior to 10/1/2014 AND the field is either null or Data not collected. Client Location If the client did not exit prior to 10/1/2014 and either The Relationship to Head of Household is “Self” or their relationship in the Household is “Head of Household” AND the field is null. Domestic Violence If the client is an adult and this is not an SSVF project and the field is either null or Data not Collected OR the field is “Yes” but the “If yes, when experience occurred” is null. In Permanent Housing? If the provider is Rapid Rehousing and the client did not exit prior to 10/1/2014 and the field is null or the field is answered Yes but the Move-In Date is null. Homeless 1 Year If the client is an adult who did not exit prior to 10/1/2014 and the field is either null or Data not collected. # Times Homeless in the past 3 years If the client is an adult who did not exit prior to 10/1/2014 and the field is either null or Data not collected OR the field is answered “4 or more” but the “If 4 or more…” question is either null or Data not collected. # Months Homeless prior to Entry Status Documentation Income from any Source If the client is an adult who did not exit prior to 10/1/2014 and the field is null. Non Cash Benefits from any Source If the client exited prior to October 1, 2014, it checks to see if the field is either null or Data not collected. If the client did NOT exit prior to October 1, 2014 and the client is an adult, it checks to see if the field is either null or Data not collected. Covered by Health Insurance If the client did not exit prior to October 2014, and the field is either null or Data not collected. Disability If the field is either null or Data not collected. Duplicate Entry Exits If the client has more than one Entry Exit that shares either an Entry Date, and Exit Date, or both dates with another Entry Exit into the same project. Incorrect Entry Exit Type If the client’s Entry Exit has an Entry Exit Type inconsistent with the type they are meant to use for that project. Children Only Household Any client less than 18 without a Household ID or in a Household by themselves OR the maximum age in the household is less than 18. Missing Head of Household Any client and Household ID where the number of clients marked as “Head of Household” is not equal to 1. (It could be 0 or 2 or more and show as “Missing”.) If the client is an adult who did not exit prior to 10/1/2014 and the field is null. If the client exited prior to October 1, 2014, it checks to see if the field is either null or Data not collected. If the client did NOT exit prior to October 1, 2014 and the client is an adult, it checks to see if the field is either null or Data not collected.