2014 home annual performance report training webinar 7/8/14

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2014 HOME Annual Performance Report Training Webinar 7/8/14 State of California State of California Department of Housing and Community Development

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2014 HOME Annual Performance Report Training Webinar 7/8/14. State of California Department of Housing and Community Development. Annual Performance Report Training Agenda. Annual Performance Report (APR) Overview What’s New APR Procedures Definition of “Completion” - PowerPoint PPT Presentation

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Page 1: 2014 HOME Annual Performance Report Training Webinar 7/8/14

2014 HOME Annual Performance Report

Training Webinar 7/8/14

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 2: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Annual Performance Report Training Agenda

Annual Performance Report (APR) OverviewWhat’s NewAPR ProceduresDefinition of “Completion”APR Date to RememberTraining on completing the APR Attachments

Page 3: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Where To Find the Forms

Page 4: 2014 HOME Annual Performance Report Training Webinar 7/8/14

APR Overview

The reporting period is:July 1, 2013 through June 30, 2014

Why do we require an APR? HUD requires the State to report annually To collect data to complete our HUD reports

Page 5: 2014 HOME Annual Performance Report Training Webinar 7/8/14

What’s New?

Changes to the APR forms:

Updated Attachment F (Section 3) to eliminate duplicate entries

Attachment B (MBE/WBE) and Attachment F (Section 3) work together

Pop-ups Drop-downs

Page 6: 2014 HOME Annual Performance Report Training Webinar 7/8/14

APR Procedures

APRs will not be accepted if they are: Old Forms PDF Faxed Hard copies Included in the body of the email

APR forms must be emailed to HOME inbox: [email protected]

Page 7: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Completion

APR is considered “received” when it is – “Complete” “Accurate” Including required Stand-Alone reports

from Contractors and Subcontractors

Page 8: 2014 HOME Annual Performance Report Training Webinar 7/8/14

APR Date to Remember

HOME Recipient’s submission deadline:

Thursday, July 31, 2014

Page 9: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Keep in Mind

Your HOME Representative is available throughout the process for clarification of forms and procedures.

If you have problems with formatting the forms (i.e. can’t enter date), please contact Juanita Bermudez at (916) 263-2321 or [email protected]

Page 10: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Annual Performance Report Training Agenda APR Workbook

MatrixAttachment A (Program Income)Attachment B (MBE/WBE) Attachment D (Relocation & Real Property

Acquisition)Attachment E (Demographic Analysis)Attachment F (Section 3)

Page 11: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Matrix

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 12: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Questions?

Page 13: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Attachment A: Program Income (PI) and Recaptured Funds (RF)

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 14: 2014 HOME Annual Performance Report Training Webinar 7/8/14
Page 15: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Who should file an Attachment A?

All State Recipient (SR) contractors must file:

Even if there is no PI or RF to report for the fiscal year

Even if all of a jurisdiction’s HOME Standard Agreements have expired

Reporting Program Income (PI) and Recaptured Funds (RF)

Page 16: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Completing Attachment A:The beginning PI/RF balance (Activity & Admin) must match ending balances from last yearIf no APR was filed last year, we will match this year’s Attachment A beginning PI/RF balance to the ending balance from April - June 2013 Quarterly Program Income Report (QPIR)

Reporting HOME PI/RFAttachment A

Page 17: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Completing Attachment A:

The ending PI/RF balance must match ending PI/RF balance from the April – June 2014 QPIR if received

Reporting HOME PI/RFAttachment A

Page 18: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Completing Attachment A:

SR & HOME Rep should discuss plans to use large PI/RF balances reported, when over $100,000

Please no longer report negative PI/RF balances (Activity or Admin)

Please do not leave fields blank on page 1; Enter zeros if there is nothing to report

Reporting HOME PI/RFAttachment A

Page 19: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Reporting HOME PI/RF, Attachment AFor all PI/RF projects, mark whether

completed in column 9 of page 2

Page 20: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Reporting HOME PI/RF, Attachment AComplete all household data for each

project funded with only PI/RF on page 3

Page 21: 2014 HOME Annual Performance Report Training Webinar 7/8/14

For FTHB only, make sure column 7 on page 2 and column 2 on page 3 match

Page 22: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Reporting HOME PI/RFAttachment A

HUD now requires that completed projects funded with Only PI/RF funded be entered into IDIS

oAfter reporting all household data on Attachment A, check as completed in column 9, page 2

oSRs must submit a Setup/Completion Report for the completed project labeled as “PI-Only”

oFor any PI admin expended, SR must submit a Drawdown Request labeled as “PI-Only”

Page 23: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Questions?

Page 24: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Attachment B: Minority Business Enterprise (MBE) and Women Business

Enterprise (WBE)

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 25: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Questions?

Page 26: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Attachment D Relocation & Real

Property Acquisition

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 27: 2014 HOME Annual Performance Report Training Webinar 7/8/14

ATTACHMENT D (TOP)

- ttttta

Report all acquisitions and all displacements.

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TABLE I (Middle)

Report the total number and the total cost of the following:1. Properties acquired;2. Businesses permanently displaced;

3. Nonprofit organizations permanently displaced; and

4. Households temporarily relocated for less than 12 months.

Page 29: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Table II asks the HOME Recipients to report the total number of households permanently displaced in accordance with their race and ethnicity group; and the total relocation costs associated with each group.

TABLE II (Bottom)

Page 30: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Questions?

Page 31: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Attachment E: Demographic Analysis

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 32: 2014 HOME Annual Performance Report Training Webinar 7/8/14

First Things First

PurposeThis form addresses the question “Do all residents and potential residents of this jurisdiction have equal access to housing regardless of race, color, religion, sex, disability, familial status, age, or national origin? If not, why not?”

Page 33: 2014 HOME Annual Performance Report Training Webinar 7/8/14

First Things First

This is a stand-alone Excel worksheet found on our APR page.

Complete at least one Attachment E if you had any active Program Activity contracts during this reporting period (2013-2014 fiscal year).

Page 34: 2014 HOME Annual Performance Report Training Webinar 7/8/14

First Things First

Complete one Attachment E per program activity (even if funded by CDBG also)

Submit as a separate attachment(s) with your HOME Annual Performance Report

Except for waiting list, this form asks for reporting period (fiscal year) data

Page 35: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Form (page 1 top)

Page 36: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Form (page 1 bottom)

Selecting a jurisdiction will populate the census data automatically on the left side

Page 37: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Form (page 2 top)

Selecting a jurisdiction will populate the census data automatically on the left side

Page 38: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Form (page 2 bottom)

Selecting a jurisdiction will populate the census data automatically on the left side

Page 39: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Selecting a jurisdiction will populate the census data automatically on the left side

If your jurisdiction isn’t on the list, contract your HOME Program Activities Representative.

Select Fiscal Year 2013-2014

Page 40: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Check all Funding Sources used for this program activity (e.g. FTHB):

Page 41: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Check one HOME Program Activity unless applicants are from same program (applicant pool/waiting list). Example: FTHB Acq. Only and Acq. with Rehab. Check a CDBG box too if it’s the same FTHB program/waiting list.

Page 42: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

HOME OOR and CDBG Housing Rehab 1-4 (only CDBG OOR) boxes should both be checked if one program (applicant pool/waiting list).

Page 43: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Enter all Standard Agreement Number(s) (e.g. 11-HOME-1234) for this program activity that were still within their expenditure period after July 1, 2013 (HOME 2011 - 2013 Program Activities contracts).

Page 44: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Next, input data into all yellow fields, keeping in mind:Data you’re entering is for Head of Household (the first name on the application)Everyone has an ethnicity (Hispanic or Latino, or not); and everyone has a race.Disability Data must be manually retrieved and populated following the instructions on the last page of the form.

Page 45: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Warning!

The disability boxes won’t turn red when they should, but be sure to

address any difference exceeding 10%.

Page 46: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Applicants Column

Enter data for only those whose applications were received during this reporting period (2013-2014 fiscal year).

Page 47: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Beneficiaries Column

Enter data for only those who received benefits during this reporting period, even if they applied during a prior reporting period.

Page 48: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Rejected Applicants Column

Enter data for only those who either were rejected or who withdrew during this reporting period.

Page 49: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

Waiting List Column

Enter data for all who are on this program activity’s waiting list regardless of which fiscal year they applied. This is everyone except beneficiaries and rejected/withdrawn applicants.

Page 50: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

“Wait! Don’t the numbers in a row have to add up?”

No. The numbers within a row probably won’t add up, since beneficiaries, rejected/withdrawn, and waiting list people could be applicants from prior fiscal years.

Page 51: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

CASE STUDY

Page 52: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Case Study (left half)

Selecting a jurisdiction will populate the census data automatically on the left side

Page 53: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Tips for Properly Completing Attachment E

The Point of the Exercise

Whenever the raw difference is more than 10%, the box turns red and you must provide extra explanation/analysis in the provided boxes.

Page 54: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Analysis Page

Selecting a jurisdiction will populate the census data automatically on the left side

Page 55: 2014 HOME Annual Performance Report Training Webinar 7/8/14

The Analysis Page

Selecting a jurisdiction will populate the census data automatically on the left side

Page 56: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Questions?

Page 57: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Attachment F: Section 3 Employment

and Procurement

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Page 58: 2014 HOME Annual Performance Report Training Webinar 7/8/14

Questions?