U.S. Department of Veterans Affairs Veterans Health Administration Supportive Services for Veteran Families (SSVF) Program SSVF Grantee Uniform Monitoring Procedures 1

U.S. Department of Veterans Affairs Veterans Health Administration 2 Authority 38 CFR Part 62 SSVF Final Rule Visits to monitor operations and compliance Purpose Ensure compliance within 38 CFR and meets other SSVF program requirements 2

U.S. Department of Veterans Affairs Veterans Health Administration Monitoring Process 1. 1.Notification Letter 2. 2.Entrance Conference 3. 3.Documentation, Data Acquisition and Analysis 4. 4.Exit Conference 5. 5.Follow-up Monitoring Letter 3

U.S. Department of Veterans Affairs Veterans Health Administration Notification Letter SSVF Program Office will mail a SSVF Monitoring Notification letter 2 weeks prior to the monitoring visit Request a workspace be available for the SSVF Program Office to conduct file reviews, use a personal laptop, and meet with grantee staff 4

U.S. Department of Veterans Affairs Veterans Health Administration Entrance Conference Take place at the beginning of the monitoring Explain how the monitoring will be conducted Identify and confirm key grantee staff Set-up and confirm meeting and interview times Verify the activities to be reviewed and how to access files 5

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Supportive Services – –Assess the grantee’s performance in conducting on-going participant needs assessments and in providing the supportive services identified in the approved application Case file reviews Written policy and procedures that define access to services to include how admissions are prioritized, who is responsible for making admission decisions, and exclusionary criteria List of who the grantee is working with to provide services Plan for the coordination of services 6

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Supportive Services (cont.) – –Documentation of entry, transition, and exit criteria for each client – –Individualized Service Plans Overall goals Measurable objectives Method and techniques to achieve the objective Notes who is responsible for the implementation – –Ongoing assessments – –Are there procedures in place to assist them in securing housing that is safe, affordable, accessible, and acceptable? – –Documentation that TFA provided was necessary 7

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Program Progress – –Are the numbers served consistent with the number in the approved application? – –How is outreach being conducted? – –Is the Drawdown rate consistent with point in time expenditures for the project’s grant term? – –Is staffing proportionate to the number served? 8

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Participant Eligibility – –Describe the process for determining participant eligibility – –When person is ineligible for the program what is the process to: Inform the ineligible person as to the reasons Recommend alternatives Provide referrals – –Do the files document the following: Occupying permanent housing status Annual Median income at or below 50% AMI Population consistent with target in the approved application 9

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Subcontractor Management –Describe the management system for oversight of subcontractors –Does the grantee review subcontractors for evidence of conflicts of interest –When written agreements exist between grantee and subcontractor: Do statements of work contain descriptions of services/activities Is there a method for amending agreements 10

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Overall Management Systems –Describe the system for ensuring that SSVF funds are used in accordance with program requirements –How are responsibilities delegated –Do written procedures describing management of program exist –Are costs charged to the program eligible costs 11

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Financial Management –Do written procedures exist for: Recording financial transactions Maintenance of accounting records –Are staff duties separated so that no one individual has complete authority over an entire financial transaction –Are payments for employee salaries documented by timesheets documenting actual times –Drawdowns are supported with source documents 12

U.S. Department of Veterans Affairs Veterans Health Administration Evaluation Cost Allowability –SSVF Costs are: Reasonable Necessary Eligible Leased Vehicle –Vehicle is operational and being used as outlined in the grant application –Vehicle is registered and insured 13

U.S. Department of Veterans Affairs Veterans Health Administration Exit Conference –Takes place end of monitoring review –Preliminary conclusions will be discussed with grantee staff 14

U.S. Department of Veterans Affairs Veterans Health Administration Findings and Concerns Findings –Deficiencies are identified and corrective action is required Corrective action identifies actions needed to resolve the issue Corrective action will include time frame by which grantee is to respond to finding Concerns –Will be brought to grantees attention, recommended action discussed, corrective action is not required 15

U.S. Department of Veterans Affairs Veterans Health Administration Monitoring Letter and Completion Written Monitoring letter within 60 days –Listing of areas reviewed –Monitoring conclusions –Findings will be clearly identified –Response time frames indicated Closing Findings –Monitoring process not complete until deficiencies have been corrected 16