Annual Progress g Report (APR)

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Purpose of the APR • Information provided to Congress to justify continued Federal funding of homeless programs • Used byy HUD Reps p to determine need for technical assistance or monitoring

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Purpose of the APR • Upon receipt of the APR, APR our office sends a copy to the applicable CoC • We review the APRs as our workload permits and send a copy p py of the review letter to the Grantee and the CoC

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Who Completes the APR? • Usually the Grantee or the Sponsor • If sponsor is involved, make sure APR responsibilities are covered in the MOU • Timeline should include ample time for Grantee to review the APR – the th Grantee G t is i ultimately lti t l responsible ibl ffor the accuracy of the information

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APR Is Important Because… • Used by Continuum of Care Groups to determine ranking for renewals • Information provided on APR will be reviewed during monitoring to ensure accuracy of APR numbers • The data in your APR can affect your CoC’s future funding 5

How Data from your APR can Affect your Funding • It is used in the Exhibit One NOFA application • For permanent housing projects, the information from questions 12(a) and 12(b) determines the percentage of participants that stayed in permanent housing seven months or longer for the CoC (2008 goal is at least 71.5%) 6

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How Data from your APR can Affect your Funding • For transitional housing projects, the information in question 14 determines the percentage of participants who moved from transitional housing to permanent housing for the CoC (2008 goal is at least 63.5%)

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How Data from your APR can Affect your Funding • The information from question 11 determines the percentage of participants within the CoC that gained access to mainstream resources and employment (2008 goal is that 19%of the participants who exit will be employed) 8

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How Data from your APR can Affect your Funding • The information in your CoC’s CoC s Exhibit One (from individual program APRs) is compared with Exhibit One’s across the country • Points for CoC Performance are awarded depending on the data • In 2008, CoC Performance was worth 28 of the 100 total points 9

How to Complete the APR • Use HMIS (ServicePoint) – Seriously! – HMIS will complete questions 2-15 – Make sure the data entered into ServicePoint is accurate

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Running the HUD-40118 APR in ServicePoint 1) Log in to ServicePoint 2) Highlight the green “Reports” tab and mouse over the “Provider Reports” option op o 3) Select “HUD-40118” from the list 11

Running the HUD-40118 APR in ServicePoint 4) Complete “Report Report Options” Options information: Provider: select your program from the dropdown list – This provider AND its children: click the circle if you wish to include data from multiple programs in your agency (refer to your agency tree in your packet for reference) – This provider ONLY: click the circle if you only wish to include data from the specific program or sub-program you have selected 12

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Running the HUD-40118 APR in ServicePoint 4) Complete “Report Options” information: – Entry/Exit Type: select “HUD-40118” – Operating Year Date Range: enter the dates you wish the report to cover – Legal Adult Age: enter the age at which clients are considered adults by your program 13

Running the HUD-40118 APR in ServicePoint 5) Click Build Report 6) Check data quality: – Click on numbers underlined in blue to see which clients are included in a particular category – Select a report category (date of birth birth, race, etc.) (beneath the Build Report button) and click Show Null Data to show clients who have missing data for that category. 14

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Completing the APR Manually • Use the current version of the APR! – go to www.hudclips.org – click on forms – click on HUD-4 – scroll down to HUD-40118 HUD 40118 and click on it to open the APR • READ THE INSTRUCTIONS 15

Completing the APR Manually • Use the correct grant number on the cover page, especially if you have multiple grants • The numbers for questions 1a should be t k from taken f your APPROVED application li ti or technical submission

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Completing the APR Manually • Question 2a: Persons served during the operating year – the numbers on the first day of this operating year should correspond to the numbers b on th the llastt d day off th the previous i operating year

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Completing the APR Manually • Children are only reported on in questions 2 and 5 • The total for questions 7 (ethnicity) and 8 (race) should be the same---according to HUD each participant has one ethnic HUD, category and one racial category

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Completing the APR Manually • Questions 6-10 6 10 are only for participants (singles not in families and adults in families) who ENTERED the project during the operating year • Questions 11-15 are only for participants (singles not in families and adults in families) who LEFT the project during the operating year 19

Completing the APR Manually • Questions 6 through 15 refer to the number of PARTICIPANTS, not households – Singles not in families and adults in families – Does NOT include children or caregivers Example: You may have had five households enter your program but six participants because one of your households had two adults. 20

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Completing the APR Manually • Question 10: Prior Living Situation – Report on each participant that entered the program during the operating year – Only possible answers for chronically homeless o e ess pa participants c pa s a are: e • non-housing (a) • the streets (b) 21

Completing the APR Manually • Question 11: Amount and Source of Income at Entry and Exit – only report on those participants who LEFT during the operating year – HUD compares the amount and source(s) of income at entry vs vs. at exit – Current HUD goal is that 19% of participants who exit will have employment income 22

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Completing the APR Manually • Questions 12a and 12b: Length of Stay – report on length of stay of those participants who were in the program at any time during the operating year

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Completing the APR Manually • for permanent housing projects, HUD’s expectation is that 71.5% of participants will stay at least six months • if less than six months, it can indicate program g flexibility y a lack of p • if there are special/unique circumstances, please include an explanation!! 24

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Completing the APR Manually • Question 14: Destination – for transitional housing programs, HUD’s expectation is that 63.5% will move to permanent housing • Red flag if most participants leave to an “unknown” unknown destination • if there are special/unique circumstances, please include an explanation! 25

Completing the APR Manually • Question 15: Supportive Services – Supportive services received by those who left the program • Question 16: Program Goals – Reviewed by local HUD office and CoCs

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Completing the APR Manually • Question 17a: Beds • Question 18: Supportive Services – Describes how the SHP supportive service money was spent (case management, life skills, etc.) 27

Completing the APR Manually • Q Question estion 19 19: Supportive S pporti e Ho Housing sing Program Costs – Reports on the amount of SHP funds and cash match expended during the operating p g yyear

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Completing the APR Manually • Question 19: Supportive Housing Program Costs – Expenditures are reported on by activity type: leasing, supportive services, operating, HMIS, and administration – The SHP amounts are compared with LOCCS – Cash match reviewed 29

Don’t Forget… • Having a third party look at the APR can help prevent errors • Does your CoC have an APR review committee?

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National APR Helpline APR@abtassoc com [email protected] 1-877-APR-1460 or 1-877-277-1460 31

ServicePoint APR Help [email protected] HMIS@wilder org 1-800-328-2972 Wilder research main office: 651-280-2700 New! Helpline main number: 651-280-2780 32

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Local APR Helpline... • • • • • •

HUD Minneapolis CPD 612.370.3019 612 370 3019 Sara Bergen ext. 2103 Mary Burbank ext. 2102 Joe Geary ext. 2157 Debra Healy ext 2215 ext. Tom Koon ext. 2108 33

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