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

Annual Performance Report Training Agenda

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

Where To Find the Forms

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

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

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: home@hcd.ca.gov

Completion

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

from Contractors and Subcontractors

APR Date to Remember

HOME Recipient’s submission deadline:

Thursday, July 31, 2014

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 Juanita.Bermudez@hcd.ca.gov

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)

The Matrix

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Questions?

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

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

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)

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

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

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

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

completed in column 9 of page 2

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

project funded with only PI/RF on page 3

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

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”

Questions?

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

Enterprise (WBE)

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Questions?

Attachment D Relocation & Real

Property Acquisition

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

ATTACHMENT D (TOP)

- ttttta

Report all acquisitions and all displacements.

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.

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)

Questions?

Attachment E: Demographic Analysis

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

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?”

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).

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

The Form (page 1 top)

The Form (page 1 bottom)

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

The Form (page 2 top)

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

The Form (page 2 bottom)

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

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

Tips for Properly Completing Attachment E

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

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.

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).

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).

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.

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%.

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).

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.

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.

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.

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.

Tips for Properly Completing Attachment E

CASE STUDY

Case Study (left half)

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

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.

The Analysis Page

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

The Analysis Page

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

Questions?

Attachment F: Section 3 Employment

and Procurement

State of CaliforniaState of CaliforniaDepartment of Housing and Community Development

Questions?