REMINDERS: Last Chance to Register for "HMIS Training" and "HMIS Data and Report Card Review"


Only a few more seats available!!!

HMIS TRAINING: New Users and Refresher (excludes Screening Unit)
DATE+TIME: 8/20/14, 1:30pm to 4:30pm
LOCATION: Team HMIS HQ (BCDP), 105 West Chesapeake Ave, Suite 201, Towson, MD 21204
REGISTER: Submit request via Support Portal at our hmisdamin.com site, or contact Samantha Just
NOTE: New users must submit full name, email, phone, default provider, additional providers (if applicable)


HMIS REVIEW: Data and Report Card
DATE+TIME: 8/19/14, 1:30pm to 2:30pm
LOCATION: Team HMIS HQ (BCDP), 105 West Chesapeake Ave, Suite 201, Towson, MD 21204
REGISTER: Submit request via Support Portal at our hmisdamin.com site, or contact Samantha Just
   





   
Jason Burns, MCSE   
Systems Administrator
HMIS Support Team   

hmisadmin.com   
(410) 887-5968   
       

SNAPS In Focus: Lessons Learned in FY 2013


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U.S. Department of Housing and Urban Development HUD Exchange Mailing List

SNAPS In Focus: Lessons Learned in FY 2013


Welcome to the next message in our new “SNAPS In Focus” series. This week, I’m going to focus on the results of the FY 2013 portion of the FY 2013 - FY 2014 CoC Program Competition now that the final award announcement has been made. This was a unique competition and while a full debriefing will be made available in the next few weeks, I wanted to take a few minutes to highlight what generally went well and where communities could make improvements in the future.
I’d like to start on a positive note by saying that we at HUD were incredibly encouraged to see in the competition (and hear about anecdotally through our partners) that communities took on the challenge of strategic resource allocation. You read our Weekly Focus messages and carefully considered the policy priorities which resulted to important conversations about how the homeless services system should work and perform at the local level. We saw more projects being created through reallocation than ever before, with 229 CoCs that reallocated existing projects to create new permanent supportive housing for people experiencing chronic homelessness or rapid re-housing for families with children coming from the streets or emergency shelter.
We also were encouraged to see how communities embraced the new concepts such as prioritization for persons experiencing chronic homelessness and housing first. In the last few weeks we have released additional information and guidance on these topics, including the Notice on Prioritizing Persons Experiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping Requirements for Documenting Chronic Homeless Status and a brief on Housing First in Permanent Supportive Housing . These are intended to provide CoCs and recipients with guidance on how to implement these policies, and we will continue to put out guidance and tools to assist communities in these efforts.
This was also the first year that the national Annual Renewal Demand (ARD) exceeded the total amount available for the FY 2013 CoC Program Competition. This made the room for error even less than any other year, yet it was evident upon review of the project applications that many CoCs are not reviewing project applications in a meaningful way and therefore failed to catch errors that resulted in projects either being rejected by HUD or not being awarded due to insufficient funding. I cannot stress enough how important it is for CoCs to thoroughly review each project application that is submitted for consideration—both new and renewal. Mistakes at the project application level can cost a CoC greatly. Reviewing project applications is also an opportunity for the CoC to identify potential capacity issues so that they can work with the recipients to resolve them sooner, hopefully avoiding monitoring findings or possible denial of funding by HUD.
Below, I want to highlight some of the areas that had the biggest impact to hopefully help CoCs and project applicants from making similar mistakes in the future:
  • Each project application must pass the eligibility and quality threshold requirements as laid out in the NOFA in order to be funded, regardless of how it is ranked or prioritized by the CoC. CoCs are expected to take the time and carefully review EACH application that is ranked and included on the CoCs Priority Listing to make sure all applications are as strong and competitive as possible.
  • Tier 1 and Tier 2 are financial thresholds to help CoCs plan and prioritize projects when the total amount of funding available is less than the national Annual Renewal Demand, as was the case in FY 2013. The Tier 1 funding line was firm and projects had to either fall entirely within Tier 1 or they were automatically pushed into Tier 2. CoCs must carefully review each budget to ensure that funding requests are accurate and precise.
  • Project applicants should closely review the NOFA to ensure that the population they propose to serve is an eligible population for the type of project being requested. Applicants should answer each question thoroughly and provide the best information possible to describe what is being proposed and ensure that information is consistent throughout.
  • A new reallocated project is a new project—not the continuation of an existing project. Even where the applicant and some aspects of the new project may be the same, the new reallocated project must meet all of the characteristics as required by the NOFA for the project type being requested. This means, for example, that when a transitional housing project is being reallocated to create a new permanent housing project, the participants in the transitional housing project were not eligible to be served by the new permanent housing project.
In the next couple of weeks, HUD will release a debriefing broadcast and will send out debriefing summaries to all CoCs to provide more detail about what we saw during the review of the FY 2013/FY 2014 CoC Applications and Project Applications. CoCs, recipients, and project applicants that were denied funding are all encouraged to view the broadcast when it becomes available. 

I want to close this message by simply saying thank you. We recognize the extraordinary challenges that you are up against and the importance of the work that you do. As a former provider, I know how difficult the decisions we are asking you to make can be. We are working hard in SNAPS to identify areas where we can provide CoCs with more flexibility and provide better guidance so that CoCs and recipients are able to make informed decisions. We are all on the same mission together—to end homelessness for all persons. 
As always, thank you for your service to people who are homeless and at-risk of homelessness.
Ann Marie Oliva
Deputy Assistant Secretary for Special Needs
Acting Director, Office of Special Needs Assistance Programs

Download this SNAPS In Focus: Lessons Learned in FY 2013


SAMHSA Creates New Office of Tribal Affairs and Policy

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SAMHSA


Dear Friends,
This past June, President Obama, accompanied by the First Lady, made a trip to Indian Country. During the trip, the President announced several initiatives that build on the significant progress the Administration has made in the government-to-government relationship with tribal nations, and he also acknowledged the work that remains. SAMHSA has an important responsibility to build on our good work to promote prosperous and resilient tribal nations.
In support of the President's initiatives, SAMHSA has created the Office of Tribal Affairs and Policy (OTAP) to serve as SAMHSA's primary point of contact for tribal governments, tribal organizations, federal departments and agencies, and other governments and agencies on behavioral health issues facing American Indian and Alaska Native (AI/AN) populations in the United States. Establishing OTAP will support SAMHSA's efforts to advance development and implementation of data-driven policies and innovative practices that promote improved behavioral health for AI/AN communities and populations.
OTAP will bring together SAMHSA's tribal affairs, tribal policy, tribal consultation, tribal advisory, and Tribal Law and Order Act responsibilities to improve agency coordination and meaningful progress. I have asked the new OTAP to work collaboratively with SAMHSA's centers and offices, as well as other federal agencies. I look forward to the meaningful progress that SAMHSA will make in partnership with tribal nations.
Sincerely,
Pamela S. Hyde, J.D.
Administrator, SAMHSA

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Notes: SSVF North Atlantic Regional Call on 8/6


Hi SSVF North Atlantic Team,

Below, please find my brief notes from our regional call on 8/6. Thanks to Phil, Nadine, Emily, and Mo for presenting on our call.

I am attaching the VAMC SSVF POC quarterly call powerpoint from May as a reference. There are some good examples of how grantees are doing housing case management and how they explain SSVF as well as a VAMC comparison between VASH case management and SSVF case management.

I am also including the link to the SSVF website that includes the award announcement from today http://www.va.gov/homeless/ssvf.asp Please note that the list contains Priority 2 renewal grants along with some Priority 3 funding for new grantees. The VA anticipates it will soon announce additional Priority 1 (3-year non-renewable grants) funding decisions, as well as additional Priority 3 awards, once the FY 2015 budget is finalized.

Notes from 8/6 North Atlantic Call
·         See power point for details
·         Reviewed topics to think about during the 4th quarter
·         Discussed the importance of assessing your program and progress. Provided sample metric/dashboard that could be used by plugging in your own grantee numbers. This is the information that is reviewed at the Program Office. Shared that grantees also have examples of dashboards that they can share.
·         Provided feedback on Q3 reports from a regional perspective. Referred grantees back to their individual feedback email and also the QPR tips. Reviewed questions 6,7, and 9 on the narrative report. Discussed success story and focusing on rapid re-housing for next quarter with hopefully a theme or topic to write on each quarter during new grant year. Commented on Operation Stand Down Rhode Island's success of conducting partner visits (not subcontractors) to community agencies. Other points shared by grantees in narrative report: strong coordination with CoC, assisting with coordinated assessment, outreach targeting Veteran households experiencing literal homelessness.
·         Reviewed financial report. Reminded grantees that if they have a cost to report under emergency supplies on tab 2 (cat 1 or cat 2 and 3), they need to include the amount in both the General Housing Stability Assistance total and also on the emergency supplies line. The formula in the excel file backs out the emergency supply line item from the total since the overarching category is general housing stability assistance. Grantees should double check this before submitting their 4th quarter reports to make sure their total, overall  expenditures are correct. Grantees need to make sure that they are completing tabs 2 and 4. Grantees need to make sure that there is data for all quarters and must note variances by line item and also any variances in draw downs.
·         Review report with finance team. Strategy, strategy, strategy
·         Grantees may not submit a significant budget modification during the next round of program changes due 9/1. They may submit a request for a HHS subaccount transfer. Grantees should refer to the Companion Guide to Program Changes and their specific templates. Items for a HHS subaccount transfer request should include: Change request form with the appropriate check box(es) complete, completed HHS subaccount transfer form, and quarterly report excel file with appropriate budget modification tab completed. Questions, email Adrienne before 9/1.
·         Reminder to submit legal partners, subcontractors, or SSVF legal staff contact information (name, email, phone) to ssvflegal@tacinc.org so that they can be included in the September legal call
·         Presentation by Phil on Domestic Violence webinar:
o   See slide for recording and contact information
o   Housing first, housing focus---no barriers
o   Mobile advocacy (especially in rural areas)
o   Cross system services
·         HUD/USICH Housing First and Rapid Re-housing Webinar (see ppt for link to recording)
·         VAMC POC Quarterly Call in May (see attachment)
·         Updates
o   Video Project due 8/15
o   Critical Incidents (F/up)
§  Slide as a reminder from the last regional call. Expectations: grantees review and revise their critical incident policies to include specific types of incidents and how they will be handled.
o   Confidentiality/Information Security
§  Grantees must have a policy and procedure for maintaining confidentiality. It is important that grantees also include information on information security such as how they ensure that information is secure and protected.
§  Ensure policy in place for  you and subcontractors
§  Do not save confidential information on hard drives
§  Develop  a plan to ensure that if equipment is stolen, no confidential information is released
§  Do not share client information via email without appropriate encryption
§  Use HMIS as a tool
o   Regional Meetings
§  All registrants should have received their confirmation email. If you did not, please reach out to TAC.
o   Important things happening with HUD timeline (just for reference as work with CoCs)
·         Reminder on waiver process (ex. GPD)
·         Innovation: Benefits Access Center (Utility Emergency Services Fund) and Transportation Resources (Veterans Multi-Service Center)
·         Open discussion and questions
o   Taxes (can refer to tax credits, legal services, etc.)
o   Proposed final rule (not final yet, still pending)
o   Desire to have contact box on ssvf website
o   Utilizing befits and consistent way of assessing for which benefits household has and which ones might be eligible form as well as documentation
o   General question: extensions
§  Expectation that grantees are not using it as a reprieve but that they have a very solid fiscal strategy

Dates to Remember
·         SSVF legal contacts to ssvflegal@tacinc.org  due ASAP
·         SSVF Video Project Submissions Due 8/15
·         Save the date: SSVF National Call/Webinar on 8/21 at 2pm
·         Program Changes due 9/1
·         Upcoming: Announcement on extension requests
·         Upcoming: Pre-Agreement/Resolution calls

Thanks so much!


Adrienne



[MARHMIS] Re: Tracking meals - HMIS, or, other software?

Kelly,

I second Abram's recommendation of biometric technology. The resources saved are worth the investment. Perhaps NJ can share specs and estimates with MARHMIS for consideration. In lieu of biometric, perhaps your system supports batch processes whereby clients with minimum profile information (enough to avoid duplication) can be entered, then using their unique ID have services posted, such as meals, in quick succession.

On Wednesday, July 2, 2014 9:26:49 AM UTC-5, Blechertas, Kelly A. wrote:
Hi everyone,

This might be slightly off-topic (or, maybe not!) but I have a faith-based organization looking for help finding a fast and efficient way to track the clients they serve meals to at their daily hot meal program. Some of these clients are in their housing programs, but some are not. We are looking at how it would work in ServicePoint, but I'd like to see if anyone else has a great recommendation for accomplishing this. This particular agency is severely understaffed and I have concerns that doing it in ServicePoint may end up being too time consuming.

Right now, they're working off a spreadsheet of sorts. They aren't looking for a lot of special details (we'd originally looked at scanners and cards, but that seems to be too costly for right now), but primarily would love to see a name, a picture, and the number of meals served to the individual – all in a quick enough format that someone could record it as the clients come in at mealtimes.

You can email me back privately at kable...@yorkcountypa.gov

Thanks!

Kelly Blechertas
GIS & Information Systems Administrator 
         
Human Services Office:
York County Human Services                     
100 West Market Street, Suite 401              
York, Pennsylvania 17401                          
P: (717) 771-9347                                       
F: (717) 771-4663

Planning Commission Office:
York County Planning Commission
28 East Market Street, 3rd Floor
York, Pennsylvania 17401
P: (717) 771-9870
F: (717) 771-9511                                   



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[MARHMIS] RE: Children/ Youth Protective Services and Housing Partnerships

Hi Emma,

We have one housing program that opened in May that may fit what you are looking for. The 4 apartments were rehabbed using CoC funds (with the intention of applying the following year for operational dollars). The next year, after rehabilitation, operational costs as a new project were not funded.  Our Office of Children, Youth, & Families then partnered with the agency who did the rehabbing to utilize the 4 apartments for families involved in their care, and pay for the operations.

I’m not the expert on it by any means – but if you’re looking for specific information just shoot me an email and I’ll get someone on it. J

Kelly Blechertas
GIS & Information Systems Administrator 
         
Human Services Office:
York County Human Services                     
100 West Market Street, Suite 401              
York, Pennsylvania 17401                          
P: (717) 771-9347                                       
F: (717) 771-4663

Planning Commission Office:
York County Planning Commission
28 East Market Street, 3rd Floor
York, Pennsylvania 17401
P: (717) 771-9870
F: (717) 771-9511                                   

From: marhmis@googlegroups.com [mailto:marhmis@googlegroups.com] On Behalf Of Weisser, Emma
Sent: Thursday, August 14, 2014 2:07 PM
To: marhmis@googlegroups.com
Subject: [MARHMIS] Children/ Youth Protective Services and Housing Partnerships

Hello,

Are any communities partnering housing dollars with child/family protective services dollars?

Thank you,
Emma

Emma Weisser
Clarity Program Manager
Montgomery County Department of Housing & Community Development
425 Swede Street, Suite 411
P. O. Box 311
Norristown,  PA  19404-0311
T: 610- 278- 3827
F: 610- 278- 3636

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[MARHMIS] Children/ Youth Protective Services and Housing Partnerships

Hello,

Are any communities partnering housing dollars with child/family protective services dollars?

Thank you,
Emma

Emma Weisser
Clarity Program Manager
Montgomery County Department of Housing & Community Development
425 Swede Street, Suite 411
P. O. Box 311
Norristown,  PA  19404-0311
T: 610- 278- 3827
F: 610- 278- 3636

Fwd: Important: SSVF Program Update: August 12, 2014


Hi Team,

I just wanted to follow up to make sure that everyone received this email. Please read thoroughly.

1.       Awards were announced. I will have additional information about pre-agreement/resolution calls to you soon.

2.       Requests for extensions. These are due no later than 8/22.

·         You must send to the appropriate email address and cc me (see below). If you think that you might need one but are not sure, you should apply. If you end up not needing it, it is not a problem. However, if you end up needing one and did not apply, there is nothing that I can do for you at that point.
·         You must use the attached letter.
·         You must have a solid plan and timeline and should work on this plan prior to 8/22.
·         Remember that your plan will most likely involve a need to request changes to your HHS subaccounts so you will need to submit the subaccount change by 9/1.
·         If you apply for a 90 day extension, it does not mean that you will need to use the full 90 days. For example, if you finished in 30 days, that would be okay.  
·         If you have questions, please contact me via email.
·         I will also hold office hours on Monday (calendar invite to come momentarily) to answer any questions.

3.       Reminder: the national webinar will take place on 8/21. More details to come.

From: SSVF
Sent: Tuesday, August 12, 2014 1:13 PM
To: SSVF
Subject: SSVF Program Update: August 12, 2014



1.    VA Announces 2014 SSVF Awards
2.    SSVF Grant Extensions
3.    August 21st Webinar



VA Announces 2014 SSVF Awards
On August 11, 2014, Secretary of Veterans Affairs Robert A. McDonald announced the award of $300 million in grants that will help approximately 115,000 homeless and at-risk Veterans and their families.  This announcement included awards for Priority 2 renewal grants along with some Priority 3 funding for new grantees. The VA anticipates it will soon announce additional Priority 1 (3-year non-renewable grants) funding decisions, as well as additional Priority 3 awards, once the FY 2015 VA budget is finalized.  For the full list of awards, please visit the SSVF website at www.va.gov/homeless/ssvf.asp.

SSVF Grant Extensions
SSVF grantees may have an opportunity to extend their current grant by 90 days in order to meet the goals and objectives of the agreement.  The SSVF Program Office has provided a sample template of the request for this extension (see attached).  Please note that grantees must submit this written request, on agency letterhead, to the SSVF Program Office at SSVF@va.gov no later than August 22, 2014.  It is important that the letter is sent directly to SSVF@va.gov , although SSVF Regional Coordinators should be copied on this correspondence.  Please contact your Regional Coordinator if you have questions.

Update on August 21st Webinar
A pre-recorded webinar will be offered on Thursday, August 21.   This webinar will cover details on closing out existing grants and preparing for the next grant year.  SSVF staff will also discuss the extension opportunity.  The SSVF Program Office will send a link for the Webinar in the coming days, along with additional details.



Watch the 2014 Voice Awards Live Webcast Tonight

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SAMHSA


Voice Awards. Learning about Young Adult Behavioral Health, Wednesday, August 13, University of California, Los Angeles

2014 Voice Awards Live Event Webcast
Join live tonight, August 13, as SAMHSA and its Voice Awards program partners honor consumer/peer leaders and television and film professionals whose work and personal stories of resilience are educating the public about behavioral health.
Meet individuals who are demonstrating that people with mental and/or substance use disorders can and do recover and lead meaningful lives. Learn how stories about behavioral health and recovery are making their way into entertainment programming as we recognize Voice Award-nominated productions that include Frankie & Alice, Home, Short Term 12, The Spectacular Now, "Elementary," "Mike & Molly," "Mom," and "Nashville." This year, the Voice Awards is pleased to be collaborating with an institute of higher education for this opportunity to learn about the experiences of young adults and others who are dealing with mental and/or substance use disorders.
2014 VOICE AWARDS
Wednesday, August 13, 2014 @ 7:30 p.m. Pacific Time (10:30 p.m. Eastern)
Royce Hall, UCLA

The Voice Awards program honors consumer/peer leaders in recovery from mental and/or substance use disorders who have played a vital role in raising awareness and understanding of behavioral health problems. The awards also recognize television and film writers and producers who have given a voice to people with behavioral health problems by incorporating dignified, respectful, and accurate portrayals of these individuals into their scripts, programs, and productions.

Like SAMHSA on Facebook   Follow SAMHSA on Twitter   Subscribe to SAMHSA's YouTube Channel   Visit the SAMHSA Dialogue Blog