DOC

hivstd-comprehensive-services-branch-reporting-coversheetdoc

By Brenda Rogers,2014-07-08 05:18
8 views 0
hivstd-comprehensive-services-branch-reporting-coversheetdoc

    Texas Department of State Health Services

    HIV/STD Comprehensive Services Branch Reporting Coversheet

    Name of Agency

    Region

    Scope of Work Source of Funds Contract No.

     Quarter/Reporting Period Year Period Covered

    Prepared By: Name:

    Title:

    Email:

     If Initial Report If Revised Revision Date: Check box? Revision Number: Report

    Check box?

    *Reports must be e-mailed in MS Word or PDF format to:

    hivstdreport.tech@dshs.state.tx.us

    CC your:

    Field Operations Consultant (all scopes except EACPS, THMP and MAI)

    Public Health Regional HIV/STD Program Manager (all scopes except EACPS, THMP and MAI)

    Nurse Consultant (for services, EACPS, THMP and MAI)

    Quality Management Coordinator (for services only)

    DSHS Planner (for services only)

    URS Data Manager (for services only)

    All DSHS e-mail addresses follow the format: firstname.lastname@dshs.state.tx.us

    *If electronic submission is not an option, please contact your field operations consultant

    (or nurse consultant for EACPS, THMP and MAI)

    Reporting due dates:

    Contract Q1 Q1 Due Q2 Q2 Due Q3 Q3 Due Q4 Q4 Due PREVF Jan-Mar April 20 Apr-June July 20 July-Sept Oct 20 Oct-Dec Jan 20 PSHIP

    Perinatal

    RW/SS Apr-Jun July 20 JulySept Oct 20 Oct Dec Jan 20 JanMar April 20 RWSNP

    MAI

    EACPS Sept-Nov Dec 20 Dec-Feb Mar 20 Mar-May June 20 June-Aug Sept 20 PREVS

    HOPWA Feb-Apr May 20 May-July Aug 20 Aug-Oct Nov 20 Nov-Feb 20*

    Jan*

    * The 4th Quarterly Report for HOPWA is a cumulative year-end report.

     Page 1 DSHS HOPWA Quarterly Report Revised 5/07

    Housing Opportunities for Persons

    With AIDS (HOPWA) Program

    Quarterly Progress Report

    Measuring Performance Outcomes

     Page 2 DSHS HOPWA Quarterly Progress Report Revised 5/07

    Table of Contents

    Overview, General Instructions, and Definitions.................................................................................................................................. 4 Administrative Agency Summary Information ..................................................................................................................................... 6

    A. ADMINISTRATIVE AGENCY PERFORMANCE MEASURES .................................................................................. 6

    B. SERVICE DELIVERY AND EXPENDITURES .............................................................................................................. 6

    C. PROGRAM MANAGEMENT ACTIVITIES ................................................................................................................... 7 Project Sponsor Information .................................................................................................................................................................. 8 Part 1: Narrative and Performance Measures Assessment ................................................................................................................. 9

    A. STATUS OF HOPWA WAITING LIST ........................................................................................................................... 9

    B. PERFORMANCE MEASURES EVALUATION ............................................................................................................. 9

    C. OUTCOMES ASSESSED.................................................................................................................................................... 9

    D. BARRIERS AND RECOMMENDATIONS .................................................................................................................... 10

    E. TECHNICAL ASSISTANCE ............................................................................................................................................ 10 Part 2: Information on HOPWA Clients, Beneficiaries, Households, and Family Units .............................................................. 11

    A. HOPWA CLIENTS ............................................................................................................................................................ 11

    A1. HOPWA CLIENTS ................................................................................................................................................. 11

    A2. SPECIAL NEEDS CLIENTS ................................................................................................................................. 11

    A3. PRIOR LIVING SITUATION ................................................................................................................................ 12

    B. HOPWA BENEFICIARIES .............................................................................................................................................. 13

    B1. TOTAL NUMBER OF HOPWA BENEFICIARIES ........................................................................................... 13

    B2. AGE AND GENDER OF BENEFICIARIES ........................................................................................................ 13

    B3. RACE AND ETHNICITY OF BENEFICIARIES ................................................................................................ 13

    C. HOPWA HOUSEHOLDS ................................................................................................................................................ 14

    C1. HOUSEHOLD AREA MEDIAN INCOME .......................................................................................................... 14

    C2. HOUSEHOLD MONTHLY INCOME AT ENTRY AND EXIT ........................................................................ 14

    C3. HOUSEHOLD BY NUMBER OF BEDROOMS................................................................................................ 14

    D. HOPWA FAMILY UNITS ................................................................................................................................................ 15 Part 3: Performance and Expenditure Information ........................................................................................................................... 16

    A. HOUSING ASSISTANCE PERFORMANCE AND EXPENDITURES ...................................................................... 16

    B. SUPPORTIVE SERVICES PERFORMANCE AND EXPENDITURES .................................................................... 16

    C. PERMANENT HOUSING PLACEMENT SERVICES ................................................................................................. 17

    D. ADMINISTRATIVE SERVICES PERFORMANCE AND EXPENDITURES ........................................................... 17

    E. LEVERAGED HOUSEHOLDS........................................................................................................................................ 18

    F. LEVERAGED SOURCES BY PURPOSE ...................................................................................................................... 18 Part 4: HOPWA Performance Outcomes ............................................................................................................................................ 19

    A. HOUSING STABILITY..................................................................................................................................................... 19

    A1. TBRA HOUSING STABILITY OUTCOMES...................................................................................................... 19

    A2. STRMU HOUSING STABILITY OUTCOMES .................................................................................................. 20

    B. ACCESS TO CARE AND SUPPORT .............................................................................................................................. 21 Appendix A: Worksheet on Determining HOPWA Outcomes .......................................................................................................... 22 Appendix B: Quarterly Progress Report FAQs ................................................................................................................................. 23

     Page 3 DSHS HOPWA Quarterly Progress Report Revised 5/07

Overview, General Instructions, and Definitions

OVERVIEW The U.S. Department of Housing and Urban Development is emphasizing grantee performance and the use of client outcome measures in demonstrating program effectiveness. Towards this end, the HOPWA Quarterly Report has been revised to incorporate new performance measure reporting requirements. The report format is designed to help grantees and project sponsors aggregate results from the use of HOPWA resources: (1) to provide housing assistance as the annual beginning of the project year. output measure; and (2) to collect client information demonstrating the outcome for improved housing stability for this special needs population. HUD At Exit or Continuing: At Exit indicates the household status at the time of collaborated with grantees and technical assistance providers to implement the departure from the HOPWA program, or the household status at the end of the reporting information to measure this new performance outcome. This outcome quarter/project year for those households continuing from the prior year. measure will identify HOPWA-assisted households that have been enabled to establish and/or better maintain a stable living environment in housing that is Beneficiary: A beneficiary is the HOPWA Client and family members and/or safe, decent, and sanitary (per the regulations at 24 CFR 574.310(b).) to reduce persons determined necessary to the care and well-being of the HOPWA Client the risks of homelessness and improve access to health care and other support. by a physician. Any individual(s) residing with the HOPWA Client whose Recipients need to assess accomplishments in achieving this outcome and report income is not considered in the HOPWA Client‟s income eligibility criteria is not on program progress. These assessments will help inform the community as well considered a beneficiary, i.e. roommates, paid caregivers, live-in aides. as HUD in assessing past performance and helping to direct future efforts. Additionally, programs can use the information to consider alternatives or Chronically homeless person: A “chronically homeless person” is “an program enhancements if activities are not meeting the stated outcome. unaccompanied homeless individual with a disabling condition who has either been continuously homeless for a year or more OR has had at least four HUD collects the necessary information under the authority of the AIDS Housing episodes of homelessness in the past three years.” For this purpose, the term Opportunity Act (AHOA), as amended, 42 U.S.C. 12901-12912. This Act “homeless” means “a person sleeping in a place not meant for human habitation authorizes HUD to provide states and localities with the resources and incentives (e.g., living on the streets) or in an emergency homeless shelter.” This does not to devise long-term comprehensive strategies for meeting the housing needs of include doubled-up or overcrowding situations. persons living with acquired immune deficiency syndrome (AIDS) or human immunodeficiency virus (HIV) infection and their families. The reports assist Disabling condition: A “disabling condition” is “a diagnosable substance use HUD in monitoring the use of federal funds and ensuring statutory and regulatory disorder, serious mental illness, developmental disability, or chronic physical compliance. illness or disability, including the co-occurrence of two or more of these conditions.” In addition, a disabling condition may limit an individual‟s ability to work or perform one or more activities of daily living. An HIV/AIDS diagnosis is considered a disabling condition. Domestic Violence Survivor: A self-reported current or past victim of domestic violence. GENERAL INSTRUCTIONS Purpose. The HOPWA Quarterly Report fulfills statutory reporting Duplicated count: A household/client that received more than one HOPWA requirements and provides DSHS with the necessary information to report service in the same project year, i.e. a client received both STRMU and TBRA program outcomes to HUD and to assess the overall performance and or a client received both HOPWA-funded Case Management and Smoke accomplishments of the Administrative Agency and Project Sponsor‟s program detectors. activities under the approved goals and objectives. Entered the program: The point when the client‟s eligibility and housing needs Assembly of Report. Project Sponsors must complete the report for each are assessed, housing plan is established, or the client or family starts to receive quarter in which HOPWA grant funds were expended with quality assurance rental assistance. provided by the Administrative Agency. Information on each Project Sponsor is to be reported in a separate report and submitted by the Administrative Agency. Faith-based organization: A nonprofit organization affiliated with a particular The quarterly progress reports should reflect year-to-date performance for each place of worship or faith, but established as a separate entity. project sponsor for the project year. The fourth quarterly progress report will serve as the annual progress report.Family: A household composed of two or more related persons. The term "family" also includes one or more eligible persons living with another person or persons who are determined to be important to their care or well being, and the Record Keeping. Names and other individual information must be kept surviving member or members of any family described in this definition who confidential, as required by 24 CFR 574.440. However, HUD reserves the right were living in a unit assisted under the HOPWA program with the person with to review the information used to complete this report for grants management AIDS at the time of his/her death. [24 CFR 574.3] oversight purposes, except for recording any names and other identifying information. Information is reported in aggregate to HUD without personal Family Unit: A household with a HOPWA Client and 1 or more other identifications. Do not submit client or personal information in data systems beneficiaries. to HUD. Grassroots organization: A “grassroots organization” means an organization that is headquartered in the local community to which it provides services; and, (i) has a social services budget of $300,000 or less, or (ii) has six or fewer full-DEFINITIONS time equivalent employees. Local affiliates of national organizations are not The HOPWA regulations provide definitions at 24 CFR 574.3. The following considered “grassroots.” terms supplement these definitions for the use of preparing this Quarterly Progress Report. HOPWA Client: A person with HIV/AIDS who qualifies for and receives HOPWA assistance. Administrative Costs: Non-service related operating costs of administering the HOPWA program (may include salary, fringe, benefits, etc.) Project sponsor Household: Refers to a client and all other beneficiaries residing with that administrative costs are limited to 7% of the total project sponsor grant award. client. In situations where no other beneficiaries reside with the client, the client constitutes a household unto him/herself. Non-beneficiaries who reside in the At Entry or Continuing: At Entry indicates the household status at the time shared unit are not part of the household. eligibility and housing needs are assessed. For households continuing from the previous year, the entry date would be the status of the household at the

Page 4 DSHS HOPWA Quarterly Progress Report Revised 5/07

Housing Stability: See Appendix A for definitions of stable and unstable housing situations. Multiple Diagnosed Issues: A disease or condition, such as serious mental illness or substance abuse, co-existing with risk of homelessness for persons living with HIV/AIDS. Non-Facility based Housing Assistance: All HOPWA Housing expenditures for the current project year to support tenant-based rental assistance or short- term, rent, mortgage, and utility assistance. Non-HOPWA leveraged sources: Refers to cash resources separate from the DSHS HOPWA grant award, and may include: CDBG, HOME, ESG, SHP, S+C, SRO Mod Rehab, Housing Choice Vouchers (Section 8), PHA units, Supportive Housing for Persons with Disabilities/Elderly (Section 811/202), Low Income Housing Tax Credits (LIHTC), Historic Tax Credits, USDA Rural Housing Service, Ryan White CARE Act programs, other federal programs at HHS, VA, DOL, etc, state funds, local government funds, and private philanthropy. While other HOPWA funds may be used in conjunction with this grant, the amounts are not counted as leveraging and performance is reported under the applicable HOPWA grant. Non-HOPWA supportive services: All other supportive services the HOPWA client receives related to HIV/AIDS and the client‟s well-being, including medical care, transportation, food, drug treatment, social services, etc. Output Assessed: Output refers to the number of households assisted during the year, as measured by the annual use of HOPWA funds. Outcome Assessed: The HOPWA assisted households who have been enabled to establish or better maintain a stable living environment in housing that is safe, decent, and sanitary, (per the regulations at 24 CFR 574.310(b)). and to reduce the risks of homelessness, and improve access to HIV treatment and other health care and support with the goal that this result increases through use of annual resources to be achieved by 80 percent of all HOPWA beneficiaries by 2008. Permanent Housing Placement Services: Assistance for reasonable security deposits up to 2 months rent maximum, and related application fees and credit checks. Project year: The DSHS HOPWA project year is always February 1- January 31. Short-term Rent, Mortgage, and Utility Assistance (STRMU): A housing subsidy for short-term rent, mortgage, and utility payments to prevent homelessness of the tenant or mortgagor of a dwelling. This program enables assistance for a period not to exceed 21 weeks in any 52-week period. These payments are for eligible individuals and their household family members who are already in housing and who are at risk of becoming homeless. STRMU was previously known as Emergency Assistance in Texas. Supportive Services: DSHS-approved supportive services include case management for all HOPWA clients, and purchase of smoke detectors and telephone service. To the extent possible, case management for HOPWA clients should be funded through some source other than HOPWA (e.g., Ryan White Part A or Part B, State Services, or local funds). Tenant-based Rental Assistance (TBRA): A housing subsidy for tenant based rental assistance, including assistance for shared housing arrangements. It assists income eligible clients with their rent and utilities until there is no longer a need, or until they are able to secure other affordable housing. TBRA was previously known as Rental Assistance in Texas. Veteran: Anyone who served or is currently serving in the military forces. Year-to-date (YTD): Cumulative information starting from the beginning of the project year up to the current reporting quarter. Page 5 DSHS HOPWA Quarterly Progress Report

Revised 5/07

    Administrative Agency Summary Information

    Instructions: Complete a Reporting Coversheet for the AA, an AA Summary Information page, a Project Sponsor

    Information page and quarterly progress report for each Project Sponsor, and Exhibit A. Please review responses to

    assure accuracy and completeness before submission. Do not aggregate Project Sponsor Quarterly Progress Reports.

    Timely submission of reports is critical and extensions will not be granted.

    A. ADMINISTRATIVE AGENCY PERFORMANCE MEASURES

List progress to date toward meeting each the performance measures contained in the current HOPWA contract, as

    shown below. All Performance Measures apply to the entire HIV Administrative Service Area. Please include

    additional information explaining progress that significantly exceeds or falls short of projections.

1. Contractor shall ensure that each project sponsor expends no more than seven percent (7%) of the amount of

    funds received by said project sponsor for administrative costs.

2. Contractor shall ensure that all project sponsors establish a written policy that outlines the management of a

    HOPWA waiting list for clients. This policy should include standards and priorities for managing the waiting

    list according to HOPWA eligibility criteria and Special Needs clients, as defined by HUD

    http://www.hud.gov/offices/cpd/aidshousing/programs/aprguide.doc.

3. 100% of clients receiving HOPWA assistance will receive case management services, and all clients must have a

    comprehensive housing plan that includes periodic contact with a case manager/benefit counselor and a primary

    care physician.

4. 100% of clients receiving HOPWA TBRA will apply for Section 8 housing to determine eligibility and renew

    their applications every ninety (90) days or as required by the local Section 8 program.

    B. SERVICE DELIVERY AND EXPENDITURES

     Using the following table, provide summary data for all Project Sponsors on HOPWA expenditures during this

    reporting period. Amounts reported here should correspond to those reported by Project Sponsors.

    Expenditures

    Summary of HOPWA Expenditures Quarter YTD Project Sponsor Administration $ $ (DSHS Code 058)

    Tenant Based Rental Assistance $ $ (DSHS Code D76)

    Short Term Rent, Mortgage and Utility Assistance $ $ (DSHS Code D77)

    Supportive Services (Case management, smoke detectors, $ $ telephone service)

    (DSHS Code 055)

    Permanent Housing Placement (security deposits, application $ $ fees, credit checks)

    (DSHS Code 472)

    $ $ Total Expenditures this quarter

     Page

    6 DSHS HOPWA Quarterly Report Revised 5/07

     Amount of AA Leveraged Administrative Expenditures Quarter YTD $ $

C. PROGRAM MANAGEMENT ACTIVITIES

1. Discuss any concerns related to staffing at the administrative agency level.

    2. Discuss any concerns and/or significant changes related to staffing at the Project Sponsor level (e.g. staff positions

    vacant longer than 90 days).

    3. Describe any needs assessments or other activities to solicit community input that occurred during the quarter.

    Include public meetings/forums, advisory group meetings; ad hoc group meetings, web-based activities and any major

    material distribution activities. (If appropriate, please attach copies of minutes and agendas to this report.)

    4. List and describe all monitoring, technical assistance, meeting facilitation, (such as QI meetings), etc. provided to

    Project Sponsors by the Administrative Agency during the quarter.

    5. Describe coordination activity that occurred during the quarter between the Administrative Agency and other service

    providers, including but not limited to other housing programs, TB elimination programs, immunization programs,

    STD clinics, Federally Qualified Health Centers (FQHCs), health care delivery systems, and Ryan White Parts A, C,

    and D.

    6. List and describe training provided by the Administrative Agency to Project Sponsors during the quarter.

    7. Describe training/technical assistance (TA) needs expressed by Administrative Agency or Project Sponsor staff.

    Describe the steps taken to secure training/TA. If further assistance is required in securing training/TA, please

    provide details.

     Page 7 DSHS HOPWA Quarterly Progress Report Revised 5/07

    Project Sponsor Information

    Instructions: Please complete a separate quarterly progress report for each project sponsor. Report year-to-date information thfor each quarterly progress report; the 4 quarterly progress report serves as the annual progress report. Please review responses to assure accuracy and completeness before submission.

Project Sponsor Agency Name Name & Title of Contact at Project Sponsor Agency Email Address

    Business Address City, State, Zip Phone (include area code) Fax Number (include area code) Website

    Total HOPWA Subcontract Amount for this Project Sponsor Primary Service or Site Information: Project Zip Code(s) Yes No Is the project sponsor a nonprofit Please check if project sponsor is a nonprofit faith-based organization. organization? Please check if project sponsor is a nonprofit grassroots organization.

     Page 8 DSHS HOPWA Quarterly Progress Report Revised 5/07

Part 1: Narrative and Performance Measures Assessment

A. STATUS OF HOPWA WAITING LIST

    Provide the current number of HOPWA-eligible individuals on the waiting list for STRMU and TBRA. The waiting list

    criteria for STRMU and TBRA are as follows: a) Are HIV Positive, b) Are Income Eligible (as defined in the DSHS HOPWA

    Manual: http://www.dshs.state.tx.us/hivstd/fieldops/hopwa.shtm), c) Have an identified housing need as determined through

    the individual's needs assessment for TBRA or have a short-term emergency situation that may put the individual at risk of

    becoming homeless for STRMU, and d) Are unable to receive TBRA or STRMU due to insufficient HOPWA funds.

Number of eligible individuals on waiting list for STRMU

    Number of eligible individuals on waiting list for TBRA

B. PERFORMANCE MEASURES EVALUATION

    Provide an overview of your program‟s performance measure accomplishments for the project year as established in the

    program plan. Report the progress of the current quarter and year-to-date, the yearly goals established in the program plan,

    and the percent of the goals achieved (year-to-date/yearly goal).

    % of Progress yearly

    Current Year-to-Yearly goal

    Performance Measure Quarter date Goal achieved a. # of households to receive TBRA b. # of households to receive STRMU c. # of households to receive Supportive Services d. # of households to receive Permanent Housing Placement Services

C. OUTCOMES ASSESSED

    Briefly assess how HOPWA-assisted households were enabled to establish and/or better maintain a stable living environment

    in housing that is safe, decent, and sanitary, and reduce their risks of homelessness and improve their access to health-care and other supportive services. Compare current year outcomes with any baseline of prior efforts. Provide success stories

    illustrating how the HOPWA program prevented them from becoming homeless and helped them access medical care and

    support services. Attach additional pages as needed.

     Page 9 DSHS HOPWA Quarterly Progress Report Revised 5/07

Part 1: Narrative and Performance Measures Assessment (continued)

D. BARRIERS AND RECOMMENDATIONS

    Select one or more barriers encountered during this quarter from the following list:

     HOPWA/HUD Regulations

     Planning Issues

     Housing Availability

     Rent Determination and Fair Market Rents

     Eligibility Issues

     Discrimination/Confidentiality

     Multiple Diagnosed Issues

     Supportive Services

     Technical Assistance or Training Issues

     Other- please specify

Please describe the issues involved, actions taken in response to the barriers, and plans toward program improvement. For the th4 quarterly report, please summarize Barriers and Recommendations for the entire project year. Attach additional pages as

    needed.

E. TECHNICAL ASSISTANCE

    Based on the program‟s experience during this quarter, are there any areas in which technical advice or assistance is needed?

    If so, please describe.

     Page 10 DSHS HOPWA Quarterly Progress Report Revised 5/07

Report this document

For any questions or suggestions please email
cust-service@docsford.com