Important HUD Updates

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Bowman Client Update
Important HUD Updates
Per recent HUD listserv we want to pass along some important information and include relevant ServicePoint/ART Gallery information where applicable:

1) PIT/HIC Submission Deadline - The Homelessness Data Exchange (HDX) will be open between 03/1/2017 and 05/01/2017 for the upload and submission of your 2017 PIT/HIC reports. All needed reports for this submission are available in the ART Gallery as shown below:
• 0628 - HIC Supplemental - V7 - This report has been created to provide the client and household data needed to complete the PIT count column of the Housing Inventory Count in the HIC module of the HUD HDX.  It also provides RRH counts as required. 
• 0629 - Housing Inventory Chart - V14 - This report produces the HMIS available elements needed for the Housing Inventory Count required by HUD.
• 0630 - Sheltered-Unsheltered PIT 2016 - V19 - This report has been created to provide the client and household data needed to complete the sheltered and unsheltered portion of the “Homeless Populations” tab and the “Homeless Subpopulation” tab in the Annual Point-In-Time module of the HUD HDX. 
• 2017 Unsheltered PIT Survey V1 - This document has the workflow for how to enter Unsheltered clients into ServicePoint if desired. This document is available in CollaboranGo.
2) System Performance Measures - Homelessness Data Exchange (HDX) will be open 04/02/2017 - 05/31/2017 for the submission of the System Performance Measures for the reporting period of 10/1/2015 - 09/30/2016 and the newly required Data Quality tab (information below). You will also have the opportunity to resubmit the prior year period as well if you have updates. These reports are available in the ART Gallery as the 0700 series of reports.

3) CoC APR - The CoC APR otherwise known as the 0625/0631 ART Gallery reports will be replaced with the Provider or "canned" CoC APR report in time for the HUD deadline of 04/01/2017. On 04/01/2017 going forward HUD will no longer accept submissions of the 0625 CoC APR format so these reports will be removed from the ART Gallery on 3/31/17.

4) Data Quality Framework – This is a new report required by HUD for all CoCs.  Data Quality percentages will be submitted at the same time as the System Performance Measures via the HDX.  This report will be available in mid to late March, prior to the opening of the HDX and contains Data Quality items related to missing values, data entry timeliness and Inactive Records for Street Outreach and Emergency shelter.  More information about the report will be sent out in a sub-sequent NewsFlash.

Please contact your CSS if you have any questions!

REMINDER: Friday Deadline for Data Segmentation & Consent Management Opportunity!

SAMHSA invites you to a free opportunity to help you increase the integration of behavioral health information through data segmentation and to empower patients to control access to their health information through consent management.

We have attached the application form for a free 6-month Delivering Information through Segmentation and Consent (DISC) Learning Collaborative sponsored by SAMHSA.

The deadline for submitting applications is this Friday February 10 at 5:00 p.m. ET.

What is the DISC Learning Collaborative? The DISC Learning Collaborative is designed for health information exchanges (HIEs), primary health care organizations and practices, behavioral health care organizations, local health agencies, and others interested in expanding their capacity to electronically share sensitive health information, particularly behavioral health information.

What will I Learn from the DISC Learning Collaborative? By participating in the DISC Learning Collaborative, you can expect to:
  • Increase integration of behavioral health data across the care continuum
  • Gain knowledge about regulations and technologies regarding data segmentation and consent management
  • Learn about the skills and considerations needed to move forward with implementing these functions in their own organizations
  • Increase readiness to implement data segmentation and consent management solutions
How does the DISC Learning Collaborative Work? DISC Learning Collaborative participants will participate in:
  • One 1-hour webinar with all DISC Learning Collaborative participants per month
  • Two 1-hour coaching calls with the full team and the team’s coach per month
  • An additional 5 hours each month to work with teammates on supplementary activities
How can I Participate in the DISC Learning Collaborative? Attached is the DISC Learning Collaborative Application. It provides all the information about the background, purpose, expectations, and eligibility to participate in the DISC Learning Collaborative. It includes everything you need to apply for the DISC Learning Collaborative.

What is the Application Deadline? As described in the DISC Learning Collaborative Application, applications must be received by 5:00 p.m. Eastern Time on Friday, February 10, 2017. Applications must be submitted electronically to SAMHSALearningCollab@feisystems.com.

Questions? If you have questions about the DISC Learning Collaborative, please submit them by email to SAMHSALearningCollab@feisystems.com.

SSVF Program Update February 3, 2017


Hi Team,

I hope that you had a nice weekend. Below, please find Friday's Program Update. There are a few items that I am going to highlight below. These highlights should not replace your very thorough read of the actual Program Update. Our next regional call will be on February 14th at 2pm EST. An invite has been sent. Please forward any items that you would like to include on the agenda.


·         REGISTER NOW: SSVF National Webinar on February 9th, 2017 at 2:00PM EST : Audit Guidelines, Fraud Prevention, Reporting and Compliance
o   This is absolutely mandatory. You must have at least 1 staff member participate in this webinar.

·         NEW: SSVF Regional Meeting Travel Expense Guidance
o   This is enhanced information from the regional meeting information that you may have received. Please read it carefully in particular the section related to VA travel.
o   Please note that for our region, not all grantees have been invited. If you have been invited, you already received registration information. If you have questions, please let me know.

·         NEW: SSVF Participant Telephone Survey Update
o   Last week, MDavisCo emailed each grantee the attached letter. Please note, this attachment was not included in the Program Update since it was sent individually to grantees; I attached it for your reference.
o   This information is extremely important and should be shared with all staff registering Veterans for the survey.
o   All Veterans should be registered for the survey at exit only (within 30 days).
o   The primary method for survey completion is online (computer or smart phone via text message).
o   If a Veteran is unable to complete the survey online, they can use the phone option for a live interview (implemented on 1/3/17).
o   It is critical that grantees register Veterans because they will receive a unique registration number that is used for the online option or the phone option.
o   Grantees SHOULD NOT give Veterans the id number that was listed on the national webinar slides. This was only a sample.
o   If you have questions or need to speak to someone regarding the SSVF Consumer Survey, please email vassvf@mdavisco.com
o   If you would like to refer to the recorded webinar including information on the Consumer Survey, please click here: https://attendee.gotowebinar.com/recording/2271381389749890050

·         REMINDER: Voluntary vs. Mandatory Return of SSVF Grant Funds
·         Per the grant agreement between VA and SSVF grantees, the SSVF Program Office will recoup funds from grantees who are not meeting the minimum expenditure rates.  This is the first year mandatory returns will be implemented.  However, the SSVF Program Office has elected to waive this process for first quarter of FY17.  The grant agreement (MOA) describes that, after each quarter, grantees are required to have a minimum percentage of funds drawn from the HHS Payment Management System; 1st quarter – 15% or more; 2nd quarter – 40% or more; 3rd quarter – 65% or more.  The SSVF Program Office is currently developing the procedures for how this will be completed and will inform grantees as soon as possible.  In the meantime, please review your grant expenditures and your projected spending for the remainder of the grant year. The first mandatory return of funds will take place immediately following the end of the 2nd quarter (April). If you have questions about this new process for FY2017, please contact your Regional Coordinator.

·         RESOURCE: HUD releases New Guidance to Help Communities Strengthen Implementation of Coordinated Entry 

o   HUD has published additional guidance on Coordinated Entry. We will review this information together during our Regional Call.


Have a great week!

Thanks so much!

Adrienne

-----Original Message-----
From: SSVF Program Office [mailto:mail@grantapplication.com]
Sent: Friday, February 03, 2017 9:41 AM
Subject: [EXTERNAL] SSVF Program Update February 3, 2017

Topics:

1.            REGISTER NOW: SSVF National Webinar on February 9th, 2017 at 2:00PM EST : Audit Guidelines, Fraud Prevention, Reporting and Compliance
2.            NEW: SSVF Regional Meeting Travel Expense Guidance
3.            NEW: SSVF Participant Telephone Survey Update
4.            REMINDER: Voluntary vs. Mandatory Return of SSVF Grant Funds
5.            RESOURCE: HUD releases New Guidance to Help Communities Strengthen Implementation of Coordinated Entry 
6.            Reminder: SSVF NOFA Applications Due TODAY: February 3, 2017 at 4pm EST!


REGISTER NOW: SSVF National Webinar on February 9th, 2017 at 2:00PM EST

Title: Audit Guidelines, Fraud Prevention, Reporting and Compliance

The webinar reviews key areas assessed during financial audits and highlights strategies for preventing fraud, waste and abuse of grant funds. Compliance staff and auditors will discuss requirements for reporting potential allegations of fraudulent activity to VA. This webinar will be included as an updated version to the existing SSVF Grantee Orientation Guide and should be reviewed on an annual basis by all SSVF staff. Please register here:


After registering, you will receive a confirmation email containing information about joining the webinar.


NEW:  SSVF Regional Meeting Travel Expense Guidance

SSVF grantees should not be using grant funds to pay for VA staff travel. In order to attend any SSVF supported training, VA staff must go through the appropriate VA approval process. SSVF grantees can continue to support the travel of key stakeholders, such as CoC leads, when the SSVF program office has indicated that their attendance at a SSVF sponsored event in permitted. If you have any questions, please contact your Regional Coordinator or email SSVF@VA.gov.


NEW:  SSVF Participant Telephone Survey Update

As of 1/3/17, if Veterans are unable to take the SSVF Participant Survey via internet or smart phone, they have the opportunity to take the survey over the telephone with a live interviewer.  All Veterans still need to be registered within 30 days of exit using your organization's link.  When you register a Veteran, you will receive a unique registration number for each Veteran.  This number should be given to the Veteran if he/she plans to take the survey by phone.  When the Veteran calls, he/she will be asked for this unique registration number that will allow the survey response to be linked to your organization.  The Veteran ID # on the slide in the webinar was only an example.  DO NOT GIVE THIS NUMBER TO VETERANS.   Again, each Veteran will have a unique registration number created at the time of registration into the survey system.

Question regarding the SSVF Participant Surveys should be sent to vassvf@mdavisco.com (staff will respond within 24 hours) or call 215-790-8900 ext. 132.   If you need to leave a message, someone will return your call by the next business day.


REMINDER: Voluntary vs. Mandatory Return of SSVF Grant Funds

During the current grant year, FY 2017, the SSVF Program Office is implementing two methods for recouping unspent grant funds in order to maximize the use of SSVF resources and redistribute to other areas of high need.  The first method is the voluntary return of SSVF grant funds.  Within the 1st and 2nd quarter certification forms, grantees have the opportunity to identify their interest in returning funds that will not be spent by the end of the grant year.  Those who indicate "yes" to this question will receive a separate GIFTS requirement requesting details about the interest in returning of funds.

The second method for recouping unused grant funds is the mandatory return of unspent grant funds. Per the grant agreement between VA and SSVF grantees, the SSVF Program Office will recoup funds from grantees who are not meeting the minimum expenditure rates.  This is the first year mandatory returns will be implemented.  However, the SSVF Program Office has elected to waive this process for first quarter of FY17.  The grant agreement (MOA) describes that, after each quarter, grantees are required to have a minimum percentage of funds drawn from the HHS Payment Management System; 1st quarter – 15% or more; 2nd quarter – 40% or more; 3rd quarter – 65% or more.  The SSVF Program Office is currently developing the procedures for how this will be completed and will inform grantees as soon as possible.  In the meantime, please review your grant expenditures and your projected spending for the remainder of the grant year. The first mandatory return of funds will take place immediately following the end of the 2nd quarter (April). If you have questions about this new process for FY2017, please contact your Regional Coordinator.


RESOURCE:  HUD Releases New Guidance to Help Communities Strengthen Implementation of Coordinated Entry 

On January 23, 2017, HUD published a Notice Establishing Additional Requirements for a Continuum of Care (CoC) Centralized or Coordinated Assessment System. HUD has also published a Checklist of Essential Elements (the Checklist) to provide communities with a comprehensive list of coordinated entry requirements outlined in the Notice as well as additional recommended and optional policy considerations. HUD's Notice outlines the requirements around coordinated entry that Continuums of Care must be able to meet by January 23, 2018. HUD's Notice is available at:



REMINDER: SSVF NOFA Applications Due TODAY: February 3, 2017 at 4pm EST!
Any applications submitted after 4:00 PM eastern will NOT be accepted.


Thank you,

SSVF Program Office

NOTE:  If you are receiving this email in error, please disregard.  We request your patience as the SSVF Program Office continues to address system issues with the grants management database.