HPRP Program Close Out Rashida A. Cloud

Agenda Monthly TA Visits Final Monitoring Visits Developing an Internal Close Out Process Special Projects Task - Task 1: Updating Client Data - Task 2: Previously Discharged Clients - Task 3: Discharging Clients - Task 4: Follow-Ups Due Questions/Comments

Monthly TA Visits TA GOALS Monthly TA Visits or Webinars - Data Cleaning Issues - Follow-Ups Due Report To produce Quarterly APRs and QPRS to ensure accuracy of data

Monthly TA Visits (continued) Reports that will be monitored –Data Exports Q2A (Data for Services) Q2B (Data for Destinations) Program Monitoring Export –Statistical HPRP QPR Report –Summary Follow Ups Due (Discharge)

Final Monitoring Visits Items to be reviewed are 1.Financial HPRP records 2.Data that has been input into HMIS for HPRP clients 3.Paper Files of randomly selected HPRP clients

Developing an Internal Close-Out Process CONTRACT REQUIREMENTS Exhibit D, page 2 states: “ E) The Grantee will collect data on a daily basis within HMIS and on formats prescribe by GHFA on all beneficiaries of activities funded under this Agreement, and will submit reports to GHFA summarizing activity performance and participation statistics, in any format prescribed by GHFA. The Grantee acknowledges that GHFA may withhold funds, deobligate funds or terminate this Agreement if Grantee fails to meet any or all reporting deadlines specified by GHFA.”

Developing an Internal Close-Out Process (continued) Ensuring that there is adequate staff to: Complete the 90-day follow-ups on all clients that were enrolled into the HPRP program and are now discharged Ensure all clients are appropriately discharged from the HPRP program Any other necessary projects that may arise before final program close-out relating to the production of the final APR

Special Projects: TASK 1 –Update current client information in the HMIS –Update all required intake screens for HPRP General information Page – for all household members (ex. Missing/partial Social Security numbers) Income & Employment Page Barriers to Housing Stability (every 90 days) Setting and updating Goals and Status 90-days after discharge, update Program page Updating Client Data

Special Projects: TASK 1 (continued) Data entered should follow data entry standards: –Data should be entered no less than within one week after intake -Initial Intake -Barriers to Housing Stability (every 90 days) -Set Housing Stability Goals –Update -Client Goals twice (2) a month -Current Housing Status -Intake -As Necessary -Program Discharge Updating Client Data

Special Projects: TASK 2 Clients who were discharged between October 1, 2010 – December 31, 2010 “HOUSING STATUS” PROGRAMS The “HOUSING STATUS” at exit needs to be updated on the PROGRAMS page “Program Monitoring Export” discharged Run a “Program Monitoring Export” with the above date range and look for clients who were discharged during this date range and update their housing status. Previously Discharged Clients

Special Projects: TASK 3 “housing stability” Work within the guidelines of your internal process and begin guiding your clients to “housing stability”. When Discharging a client from HMIS: INCOMEALL AT EXITverified date exit date 1.Be sure to UPDATE the INCOME information for ALL household members AT EXIT and the verified date needs to reflect the same exit date. ALLALL 2.Check off ALL household members and discharge ALL at once. 3.Choose the most accurate discharge reason & destination Discharging Clients

Special Projects: TASK 4 Follow Ups Initiated by DISCHARGE Run a Follow-Ups Due report and focus on the clients based on Follow Ups Initiated by DISCHARGE clients. Select : >Summary from Reports Menu >Program under Category >Follow Ups Due under Report Follow-Ups Due

Special Projects: TASK 4 (continued) Programs OUTCOME On the Programs Screen in the client account choose the appropriate OUTCOME from the drop down menu. Follow-Ups Due

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