SSVF Email Update: January 15, 2016
From: SSVF
Sent: Friday, January 15, 2016 1:26 PM
Subject: SSVF Email Update: January 15, 2016
Importance: High
Sent: Friday, January 15, 2016 1:26 PM
Subject: SSVF Email Update: January 15, 2016
Importance: High
Topics:
2. National SSVF Webinar: January 21st at 2:00 pm Eastern – Register Below
3. SSVF Educational Webinar: January 28th at 2:00 pm Eastern – Register Below
4. Community Plan Submissions: Due January 29th
5. SSVF FY16 Program Changes and Reporting Requirements
6. Resource: SAMHSA SOAR TA Center is Accepting Applications from CoCs for SOAR Technical Assistance
7. Resource: VAMC Expedited Assistance in Documenting Veteran Eligibility for Services
8. Resource: Notice to CoCs Regarding HIC and PIT Data Collection
9. Resource: HEARTH Final Rule - Defining Chronic Homelessness
1. National SSVF Webinar: January 20th at 2:00 pm Eastern – Cancelled
Please note that there will be no webinar on this date.
2. National SSVF Webinar: January 21st at 2:00 pm Eastern
This webinar will review SSVF procedures for all SSVF grantees with programs operating during this FY 16. The presentation will cover the Community Plan Submission, requesting Program Changes, the grantee online quarterly certification, and an overview of the process to request a waiver to the Rapid Rehousing requirement. After registering, you will receive a confirmation email containing information about joining the webinar. Please register here: https://zoom.us/webinar/register/d6e6d635176431d84ac87b605f06faf5
3. SSVF Educational Webinar: January 28th at 2:00 pm Eastern
This Educational Webinar will highlight SSVF grantee practices in using data to inform local strategies and shelter diversion. The presentation will feature SSVF providers and there will be an opportunity for peer to peer discussion. After registering, you will receive a confirmation email containing information about joining the webinar. Please register here: https://zoom.us/webinar/register/af67d9a19d6ca5c24ac87b605f06faf5
4. Community Plan Submission: Due January 29, 2016
SSVF has been involved in community planning to end Veteran homelessness since the first rounds of Veteran Boot Camps in 2013. Later, the 25 Cities Initiative was built on the foundation of those Boot Camps. This eventually led to the awarding of grants in SSVF Priority 1 communities. By the fall of October 2014, SSVF significantly increased system capacity by expanding community planning to end Veteran homelessness and introducing a structure to allow for consistent planning and goal setting across the nation. Your commitment to ending Veteran homelessness has proven that every achievement, no matter how small, is becoming one amazing success!
The Program Office has converted this process to the online SSVF Grants Management System. The first submission for 2016 is due on Friday, January 29, 2016. SSVF is refining the format and submission timeline for Community Plans in 2016. Submission will be done on an online format including Questions and Answers in a drop down box. Please refer to the SSVF Special Edition Email you received on 1/12/2016. The January 21st webinar will present an opportunity for further questions and answers.
5. SSVF FY16 Grantee Program Changes and Reporting Requirements Update
The Program Change Request process for FY16 will follow the same timeline as the previous grant year. Grantees have the opportunity to submit requests for significant program changes 30 days before the end of Quarters 2, 3, and 4. This procedure has been converted to the online SSVF Grants Management System (GIFTS) and will require that grantees submit requests through the online Requirement form that will be available within your GIFTS user account. The online Requirement forms for Program Changes will be activated in Quarter 2 (mid-January). Only one Requirement form will be available to grantees per quarter so it is important to plan accordingly and only submit the request when it is complete. Grantees do not need to take any action with the online Requirement form for Program Changes if they do not have any change requests. Please do not submit the online Requirement form if you are not requesting changes. The Program Office will review and notify grantees of the status of Program Change Requests by the end of the Quarter. To clarify, the schedule is as follows:
Grantees May Submit Online Requirement Form for Program Changes No Later Than: 3/1/2016, 6/1/2016, 9/1/2016
Online forms will be deactivated after the established deadlines.
SSVF Program Office Notifies Grantee of Status No Later Than: 3/31/16, 6/30/16, 9/30/16
Reporting Requirements:
Have you been wondering where your customized Quarterly Performance Report template is? The SSVF Program Office has determined that all grantees operating during FY16 have had at least one full year of SSVF program implementation, with the exception of a few Priority 1 programs that began operating in April 2015. Additionally, the VA has implemented several reporting mechanisms since its inception in 2011 that can now provide the most accurate and up to date information regarding SSVF grantee performance. Please note the following reporting modifications that will take place immediately for FY16:
Qualitative QPR Submissions (Narrative):
Since program inception, VA has implemented an administrative process that allows for grantees to request technical assistance, to report on Critical Incidents, and to request significant changes to their grant program. The Resolution submissions that take place at the beginning of each grant term describe the specific services that are to be delivered to SSVF clients each quarter. The VA Repository uploads allow for monthly assessment of client service delivery and progress toward program goals. Furthermore, the community planning efforts have further strengthened the communication between grantees and the SSVF Regional Coordinators. It is our expectation that grantees will continue to inform Regional Coordinators of any critical needs or challenges with program implementation. With these procedures in place, the SSVF Program Office is removing the requirement to submit a quarterly narrative performance report.
Quantitative QPR Submissions (Financial):
The HHS Payment Management System has been adopted as the most accurate mechanism for assessing grantee spending rates. The Resolution submissions that took place at the beginning of the grant term allowed for a final submission of budgeted spending during this grant term. Since all grantees have been operating for at least one full year, the VA does not anticipate significant variances in quarterly spending that cannot be identified within the Payment Management System. Therefore, the SSVF Program Office will no longer require grantees to submit a quarterly expenditure report for each budgeted line item. Instead, SSVF will require that grantees submit a financial expenditure report (similar to the QPR used in the past) at the end of the year (Quarter 4). The final expenditure report template will be provided to grantees during Quarter 4 and will be based off of the approved budget that was submitted with the Resolution, including any significant program changes that were adopted throughout the grant year. Please understand that SSVF reports data to national leadership on spending rates and refers to the HHS Payment Management System for these monthly assessments. It is imperative that your agency draw grant funds as frequently as possible in order for the SSVF Program Office to report accurate data.
Replacement Reporting Requirement:
Since the quarterly reporting submissions used since 2011 will no longer be required, the SSVF Program Office will ask that grantees certify compliance with the SSVF Final Rule and grant agreement on a quarterly basis using the online Requirement process within the online SSVF Grants Management System (GIFTS). The SSVF Program Office will conduct monthly assessments of the VA Repository submissions and the HHS Payment Management System expenditure reports. The certification requirement will include a data quality component that asks grantees to confirm their ongoing review of data quality scores and summary reports that are provided from the VA Repository. Overall, this quarterly certification requirement will reduce the current administrative burden for SSVF reporting and will allow for VA and SSVF grantees to utilize the systems that currently exist for program assessment. There will be more details provided to grantees on the January 21st webinar.
6. Resource: SAMHSA SOAR TA Center is Accepting Applications from CoCs for SOAR Technical Assistance
The SAMHSA SOAR TA Center is accepting applications from Continua of Care (CoCs) that have not yet participated in the federally sponsored SOAR Technical Assistance Program.
CoCs are invited to submit a brief, three to five-page application to participate in the SOAR TA Project by February 5, 2016. Only one application per CoC will be accepted and the application must be submitted by the CoC or someone designated by the CoC. We expect that up to five CoCs will be selected. Review the RFA attachments here: https://list.prainc.com/t/33315/113899/883/17/
7. Resource: VAMC Expedited Assistance in Documenting Veteran Eligibility for Services
Homeless and at-risk Veterans seeking SSVF services may not possess a DD214 or a Veterans Health Administration (VHA) Health Identification Card. As these Veterans and their eligible family members are facing a housing crisis that can have profound implications for their health and mental health, the Department of Veterans Affairs Medical Centers (VAMC) will prioritize requests to determine their eligibility for SSVF services. Once requested, VA will provide written proof of eligibility within one working day to either the Veteran or to the SSVF grantee. If the Veteran requesting eligibility documentation is not available, where possible, VAMCs can send proof of eligibility by encrypted email or fax if this will speed receipt of needed documentation.
8. Resource: Notice to CoCs Regarding HIC and PIT Data
This Notice provides information to Continuums of Care (CoCs) on what information to collect in order to successfully complete their 2016 Housing Inventory Count (HIC) and Point-in-Time (PIT) count. As CoCs begin to organize and plan these activities, staff should review this guidance and use it as a reference to ensure that they are capturing all of the required information.
Resource Links:
Notice CPD-15-010: 2016 HIC and PIT Data Collection for CoC and ESG Programs: https://www.hudexchange.info/resources/documents/Notice-CPD-15-010-2016-HIC-PIT-Data-Collection-Notice.pdf
Preparing for Your 2016 Housing Inventory Count (HIC) & Point-in-Time (PIT) Count Webinar: https://www.hudexchange.info/training-events/courses/preparing-for-your-2016-housing-inventory-count-hic--point-in-time-pit-count-webinar/
9. Resource: HEARTH Final Rule – Defining Chronic Homelessness
This final rule establishes the definition of "chronically homeless" that will be used in the U.S. Department of Housing and Urban Development's (HUD's) Continuum of Care (CoC) Program, and in the Consolidated Submissions for Community Planning and Development (CPD) Programs. This definition has been the subject of significant public comment which has guided HUD in establishing the definition of "chronically homeless" that will be used in its homeless assistance programs. The final rule also establishes the necessary recordkeeping requirements that correspond to the definition of "chronically homeless" for the CoC Program. Historically, other programs within HUD, as well as other agencies such as the United States Interagency Council on Homelessness (USICH) and the Department of Veteran Affairs (VA), have adopted HUD's definition of chronically homeless and may also choose to adopt the definition of "chronically homeless" included in this final rule, however, it is not required. The final regulation was published in the Federal Register on December 4, 2015. CoC recipients must comply with the regulations promulgated by this rule as of January 15, 2016.
Resource Link: Defining "Chronically Homeless" Final Rule: https://www.hudexchange.info/resources/documents/Defining-Chronically-Homeless-Final-Rule.pdf
Sincerely,
The SSVF Program Office