2012 COC Program HUD NOFA Presentation November 30, 2012

Agenda 2012 COC Program HUD NOFA Application Process Overview COC Application Project Applications Timeline Resources 2

NOFA Overview: 2012 COC Program Application Process The Application to HUD consists of COC Application and Project Application. COC Application, formerly Exhibit 1 – completed by COC (DHS). Project Application, formerly Exhibit 2 – completed by Project Applicants (Providers). All applications must be submitted through e-snaps. Make sure you have an active e-snaps username and password! e-snaps help can be found here.here Make sure that your DUNS is accurate in e-snaps and your registration status in SAM (formerly CCR) is active. DUNS and SAM information is here.here All Project Applications are due in e-snaps by December 18, 2012 by 5:00 pm. 3

COC Application: Content and Scoring 4 Max Score COC Performance 34 COC Strategic Planning 55 COC Housing, Services, and Structure 14 Leveraging 6 HMIS 13 PIT count data 8 Total130 Bonus points 4 Minimum score to get new projects funded97

COC Application COC Operations, Committees, Member Organizations, Project Review and Selection Process, HIC HMIS - Bed and Service Volume Coverage; Data Quality; Data Usage; Data, Technical, and Security Standards, Training, PIT count Discharge Planning – Foster Care, Health Care, Mental Health, Corrections COC Coordination – ConPlan, ESG, VA, Youth, HOPWA, Educational Assurances, Centralized & Coordinated Assessment System 5

COC Application: Strategic Planning Objectives 1. Create New Permanent Housing Beds for Chronically Homeless Persons 2. Increase the Percentage of participants remaining in CoC funded permanent housing projects for at least six months to 80% or more. 3. Increase the percentage of participants in CoC-funded transitional housing that move into permanent housing to 65% or more. 4. Increase percentage of participants in all CoC-funded projects that are employed at program exit to 20 percent or more. 5. Increase the percentage of participants in all CoC-funded projects that obtained mainstream benefits at program exit to 20% or more. 6. Decrease the number of homeless individuals and families. 7. Intent of the CoC to reallocate SSO and TH projects to create new PH projects. 6

COC Application: FY11 Achievements 1. Create new permanent Housing Beds for the chronically homeless 2. Increase the percentage of homeless persons staying in PH over 6 months to at least 77% 3. Increase the percentage of homeless persons moving from TH to PH to at least 65% 4. Increase the percentage of homeless persons employed at exit to at lest 20% 5. Decrease the number of homeless households with children 6. Length of stay, recidivism, outreach, prevention. 7

COC Application: FY11 Achievements 1. Chronic Homeless progress 2. Housing performance 3. Cash Income 4. Non-cash benefits 5. Energy Star 6. Section 3 Employment 7. CoC effort to improve access to mainstream programs 8. Homeless Assistance providers enrollment and participation in mainstream programs 8

9 Project Application (Exhibit 2): Renewal Projects PH TH SH SSO HMIS Bonus Reallocation COC Planning

Project Application: Threshold Criteria To be eligible for funding projects must meet the minimum standards for Project eligibility Timeliness Performance HUD will be reviewing LOCCS, APRs and information from the field office about Outstanding obligations to HUD Audit findings with overdue or unsatisfactory response History of inadequate financial management Evidence of untimely expenditures History of other major capacity issues 10

Project Application Submission Process in E-snaps 1. Complete the Project Applicant ProfileProject Applicant Profile 2. Access the Application in e-snapsAccess the Application Funding Opportunity Registration Create Project Application 3. Complete and Submit the Renewal Project ApplicationComplete and Submit Project Application Part 6: Performance Measures Project Application Part 7: Budget Information Detailed instructions on completing the project application can be found here.here 11

Step 1: Complete the Project Applicant Profile - AttachmentsProject Applicant Profile Applicant/Recipient Disclosure/Update (HUD form 2880): HUD requires that you submit one 2880 per project annually, even if nothing has changed from previous year. Code of Conduct (even if already on file with HUD, please attach it again). SF-LLL - Disclosure of Lobbying Activities (even if not applicable, attach a document stating not applicable). HUD – Certification for a Drug-free Workplace. 12

Step 1: Complete the Applicant Profile - The Completed Project Applicant Profile 13

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Project Application: Part 1 SF424 5B – be sure to enter expiring grant number 19 - asks the following “Is the Application Subject to Review By State Executive Order Process”. Answer is “b. Program is subject to E.O but has not been selected by the State for review.” Form 1F – if the declaration isn’t checked, the rest of the application will not become visible 16

Project Application: Part 3 Project Information Form 3A, 2a COC Number and Name: NY-600 New York City COC. (This field was pre-populated in FY2011. Be sure to enter our COC). 4 Project status – leave as default “standard” Form 3B – 2 -NYC CoC is not eligible to serve youth under category 3 4b -TH should not select “unlimited” when indicating length of rental assistance 17

Project Application: Part 4 Housing, Services and HMIS Form 4A 1 Education Services– if you serve children, answer “yes”, if you do not serve children, answer “not applicable” 4-7 Outcome measures – describe how outcome measures will be achieved. Acknowledge needs of target population and how those will be addressed. Form 4B Total beds = total CH beds + total non-CH beds at a point in time when project is at full capacity Studio or efficiency = 1 unit, 1 bedroom, 1 bed Form 4C – HMIS Contact Nicketa if you need 18

Project Application: Part 5 Participants and Outreach Information Form 5A- Households New age categories: under 18, 18-24, 24+ now 24+ New household categories: Households with adults and children, households with no children, households with only children Form 5B - Subpopulations Mutually exclusive: Chronically homeless non- veterans, Chronically homeless veterans, Non- chronically homeless veterans. PICK ONE! May Contain Duplicate Entries: chronic substance abuse, persons with HIV/AIDS, severely mentally ill, victims of DV Numbers reflect point in time at full operating capacity, not number served over the year 19

Project Application: Part 5 Participants and Outreach Information Form 5C- Outreach 1 - % persons served from various locations. NOTE: not all locations are appropriate for all component types. Make sure you are indicating that you are outreaching to individuals who meet HUD’s definition of homelessness! 20

Project Application: Part 6 Performance Form 6A- Income – all component types choose one of the two performance measures. Earned income should only include income from wages and investments, not public benefits. Universe – total # of persons about whom the measure is expected to be reported. Target - # of applicable persons who are expected to achieve the measure within the operating year. Target % - will calculate automatically but caution against having target % lower than HUD’s threshold. See training module 21

Project Application: Part 7 Budget Form 7A- Must use information from the GIW to complete all forms. Match must = 25% of total grant request including Admin but excluding leasing costs. Match is not on line items but total budget Form 7C – Leased Units Budget New this year for projects requesting Leased Units costs Form 7D – Leased Structures Budget New this year if Leased Structures budget cost is selected See training module 22

Project Application: Part 7 Budget Form 7E – Short-term/Medium-term Rental Assistance Pre-populates type of rental assistance from Form 3B. Have to go to Form 3B if need to change. Form 7F – Long-term Rental Assistance Pre-populates type of rental assistance from Form 3B. Have to go to Form 3B if need to change. Form 7G – Supportive Services Budget “Other” no longer allowed Case Management will be capped at 20% for Bonus projects Form 7H – Operations Budget “Other” no longer allowed See training module 23

Project Application: Part 7 Budget Form 7J – Summary Budget Admin – Can enter up to 10%, but request no more than 7% so NYC COC can earn 2 points. Match must be completed in order to submit must equal minimum of 255 of “total assistance plus admin requested” minus amount requested for leased structures and units Must qualify as eligible program expenses under CoC Rule Form 7K – Sources of Leverage Required for New Projects by HUD, but CoC is requiring for renewals as well to earn points See training module 24

Final Tips Please read the e-snaps Training Modules carefully! Attach all required documents. Double check budget line items, total budget figures, and expiring grant #s match the GIW. Final Project Application deadline: 5:00 pm on December 18, We encourage you to submit by December 14th to ensure there are no technical glitches! 25

Resources: Gather Information Visit to: Download a copy of the NOFANOFA Read all of the relevant training modules and detailed instructions. View Frequently Asked Questions Visit for updates and announcementswww.nychomeless.com 26

Timelines Renewal Projects 12/18/2012 – Project Application due into e- snaps 1/3/2013– Notification if Project Application has been accepted or rejected Bonus/ Reallocation Projects 11/30/2012- New Project RFP released 12/7/2012- RFPs Due Hand deliver or mail 1 original and 4 copies by 5:00 pm to Merih Anil or Aleida Valentin, Department of Homeless Services, 33 Beaver Street, 20 th Floor, New York, NY /12/ Decision on Project(s) to be submitted to HUD for funding 12/18/2012 – Project Application for selected projects due into e-snaps 27

Resources: Ask a Question The HRE Virtual Help Desk is available to assist with e-snaps issues. Go to and submit your question. Merih Anil regarding Project Application submissions: Contact Nicketa Nusum with HMIS related questions. 28