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Supportive Services for Veteran Families (SSVF) Webinar Series SSVF Webinar Series HHS Payment Management System: Payment Requests Performance Reporting Requirements: Quarterly, Narrative and Financial Reports January 30, 2015 Audio can be accessed through the following conference line: 1 (702) 489-0008 Access code: 539-601-654 1

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Webinar Format Webinar will last approximately 1.5 hours Participants phone connections are muted due to the high number of callers Questions can be submitted during the webinar using the chat function Questions can also be submitted anytime to SSVF@va.gov 2

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How to Submit Questions during the Webinar Open and hide your control panel Submit questions and comments via the Questions panel Note: Todays presentation is being recorded and will be posted onto SSVF University. Your Participation 3

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HHS Payment Management System: P ayment Requests

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HHS Payment Management System: Accessing the Site 5 Go to: www.dpm.psc.gov Click on Payment Management System Review messages on this page

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HHS Payment Management System: Accessing the Site 6 Click on Payment Management System

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HHS Payment Management System: Accessing the Site 7 *For first time users, the initial password is provided by DPM. User name: Established by DPM (For training: All upper case - e.g., JPSMITH) Password: Initial password is issued by DPM and must be changed by users. New password must be at least nine alpha-numeric and/or special characters (e.g., #Grantee1)

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HHS Payment Management System: Accessing the Site 8 Review for new messages; then click on Click Here for Access to the Payment Management System

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HHS Payment Management System: Grantee Online Inquiries 9 1) Click on Inquiry 2) Click on Adhoc Grantee Inquiry 3) Select Inquiry Type from the dropdown menu 5) Click on Continue

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HHS Payment Management System: Grantee Online Inquiries 10 Account Balance Data Authorized grant award information, payments made and funds available Authorization Transactions Award amount, budget period and date posted in PMS Payment Data Payment History including payments deposited and rejected Summary Grant Data Grant expenditures will equals payments

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HHS Payment Management System: Requesting Payments 11 Payment requests may be made as often as needed: Daily Weekly Monthly Bi-monthly Monthly drawdowns are encouraged by VA. Remember: Funds must be spent within three business days!

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HHS Payment Management System: Requesting Payments 12 1) Click on Payment 2) Click on Request for Payment 3) Enter your Account Number 5) Click on Account

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HHS Payment Management System: Requesting Payments 13 1.Enter DUNS 2.UPDATE Requestor Information or Click the Check Box If No Changes Are Required 3.Enter Payment Due Date 4.Enter Expected Disbursement Amount 5.Enter Cash on Hand 6.Enter Payment Request Amount 7.Click on Continue

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HHS Payment Management System: Requesting Payments 14 2AA5B 123456789

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HHS Payment Management System: Requesting Payments 15 2AA5B 123456789 2014-CA-400-ADM14 SUBACCT 2014-CA-400-SER14 SUBACCT 2014-CA-400-TFA14 SUBACCT

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HHS Payment Management System: Requesting Payments 16 2AA5B 123456789 2014-CA-400-ADM14 2014-CA-400-SER14

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HHS Payment Management System: Requesting Payments 17 2AA5B XX-CA-400-ADM14 XX-CA-400-SERVICES14

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HHS Payment Management System: Requesting Payments 18

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HHS Payment Management System Grantee Changes to HHS User Accounts Add or change the registered user Add or change agency information (name change, address) Add or change agency bank account Grantees should submit appropriate forms (HHS User Access Form and/or Direct Deposit Form) to HHS Account Liaison: Mirabelle Ramos (email: Mirabelle.Ramos@psc.hhs.gov) Forms can be found on SSVF University Reporting 19

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QUESTIONS 20 Submit questions and comments via the Questions panel Your Maribelle Ramos DPM Account Liaison Maribelle.Ramos@psc.hhs.gov 301-492-5031

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Performance Reporting Requirements: Quarterly Narrative and Financial Reports

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Quarterly Performance Reports (QPR) Two components: Narrative/Qualitative/Programmatic Financial Must use VA templates for both Due 20 calendar days after the end of each quarter Submit to Regional Coordinator Additional information: Companion Guide to Quarterly Reports FY 2015 on SSVF University 22

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Quarterly Performance Reports (QPR) 23 Question 3: Identify the types of places where you conduct outreach (specific shelter names, addresses, etc., are not necessary). The SSVF Program Office is seeking high level category names only. Note: Describe why you chose these locations, identify trends, and share your adapted outreach strategy based from past quarters. Question 2: Describe any issues/topics for which you would benefit assistance from the SSVF Program Office. Include ongoing issues that you have been working on and identify specific technical, training, and/or reporting assistance that is needed because this will be helpful in developing future national/regional training sessions. Note: Send an email to your Regional Coordinator for support as the need arise (prior to the end of the quarter). Question 1: Alert the SSVF Program Office to any problems that have arisen during the quarter. Share any positive/noteworthy events for which your program should be recognized. Note: Consider addressing the following questions: --Where are you in terms of the number of households served? --How are you doing with rapid re-housing? --Where are you with coordination/community planning? --Are you on target to reach functional zero by December 2015?

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Quarterly Performance Reports (QPR) 24 Question 5 Identify those organizations from whom you are receiving a substantial number of referrals (>5%). Specific shelter/org & names/addresses are not necessary. Note: The SSVF Program Office is seeking high level category names only. Question 7 Select directly/indirectly/both from drop down boxes to specify which supportive services your program provided directly, indirectly (using referrals only) or both directly and indirectly (using SSVF grant funds). List any additional approved supportive services provided either directly or via referrals using SSVF grant funds. Note: Approved services are listed on your Resolution Form or authorized Program Change throughout the year. Please do not list Temporary Financial Assistance (TFA) types of services. See #9 to include TFA types of services. Question 8 Include three supportive services offerings. Note: Please be as specific as possible (e.g., TFA for rental arrears, referrals for legal services, etc., that are most popular among your participants). Note: TFA is considered one kind of service. Briefly explain how they are provided. Do not list three types of TFA.

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Quarterly Performance Reports (QPR) 25 Question 9 Select the boxes of those other Temporary Financial Assistance (TFA) services that your program provided. Include any approved Other TFA services not specifically mentioned in the table and Select Yes. Note: Approved services are listed on your Resolution Form or authorized Program Change throughout the year. Please do not add non-TFA supportive services. Question 10 Describe any instances in which participant safety was a concern. Note: Cite if a Critical Incident Report has been submitted to SSVF Program Office via email ssvfcriticalincidents@va.gov Note: Do not include any identifiable participant info. Question 11 Highlight notable participant cases from this quarter. Note: Do not include any identifiable participant info. Consider including something related to rapid re-housing or innovative in your community. Question 12 Confirm that all participant data from the Homeless Management Information System (HMIS) has been exported and uploaded to the SSVF Data Repository on a monthly basis. Note: Please provide a specific explanation of situation, including any relevant documentation from your HMIS System, for unsuccessful monthly uploads.

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Program Change Requests

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27 Grantees compile all program change request materials. Grantees submit requests directly to the Program Office via SSVF_ChangeRequests@va.gov Please CC Regional Coordinator on submission Grantees can submit up to 30 days prior to the end of each quarter Ex: deadline for Q2 is 3/1/2015 Program Office reviews and provides response to Grantees within 30 days prior to the end of quarter.

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New for FY 2015 Request types are limited to major program changes and budget modifications. Regional Coordinators can give contingent approval for certain changes. Financial QPR workbook now includes: One budget modification template per quarter. HHS Subaccount Transfer Forms are linked to the quarterly budget modification template. No changes to Tab 1 of the QPR will be made by the Program Office. Placeholder line items included instead. 28

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Program Change Form MS Excel Form required for all changes or notifications Based on changes selected, the Grantee Submission Checklist on page 2 automatically indicates necessary supportive materials. 29

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Program Change Form Example: 30

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Budget Modifications Grantees may only submit one budget modification per quarter. SSVF Budget Modification Templates are linked to Tab 2 of the QPR; allowing Grantees to make modifications by line item and provide a detailed explanation of changes to each line item. Grantees must provide an explanation for any requested changes to line items. 31

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Budget Modification Template 32

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Budget Modifications Enter any increases/decreases and provide explanations for any line item change. 33

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Budget Modifications To add line new items to Personnel or OTNP: 34

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Budget Modifications The bottom section shows the total amounts for each column in the template: If there are any errors in the budget submission the template will show a Denied message in the SSVF Program Office Response box: Otherwise it will say Pending Review: 35

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Budget Modifications Once the Program Office has approved your request, you will receive an updated QPR template with the SSVF Program Office Response section of the budget modification changes to APPROVED. The changes will then be reflected in the budget modification template for the next quarter. 36

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HHS Subaccount Transfer Requests Grantees no longer need to complete a separate HHS Subaccount Transfer Form with their program change request. The template is now included in the Financial QPR and linked to the respective quarterly budget modification template. Therefore grantees are limited to one HHS subaccount transfer per quarter. The template is locked and cannot be modified by the grantee. The only way to make a change to HHS subaccounts is to modify the corresponding quarterly budget modification form. The SSVF Program Office will process the HHS Forms along with the Budget Modifications. Once an APPROVED budget modification is received the HHS subaccounts automatically update for the following quarter. 38

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HHS Subaccount Transfer Requests Example: 39

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Common Submission Issues from FY14 Not submitting to SSVF_ChangeRequests@va.gov Missing or incomplete explanations for all budget increases and decreases Missing signed versions of letters Missing signed MOUs for new subcontractors Budget modifications that resulted in >50% TFA and/or >10% Admin. 40

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Subcontractor Changes Terminating a subcontractor Explain how this change will not affect continuation of services for SSVF clients. Change in subcontractors must not disrupt services designated in your grant agreement. Provide signed MOU for replacement subcontractor If not replacing a subcontractor, include a budget modification designating where the costs will be absorbed within the budget. 41

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Regional Coordinator Contingent Approval RCs can provide contingent approval for the following types of changes: Addition/Termination of Subcontractor, Service Area Expansion, Supportive Services Addition/Removal, or Budget modifications that include the addition of a new line item (e.g. personnel changes). Changes approved by the Regional Coordinator will be effective the day the Coordinator provides written approval. Still required to submit a change request packet to the Program Office for final approval. Contingent Approvals will be issued sparingly on a case by case basis. 42

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Program Change Requests The SSVF Program Office processes a high volume of program change requests each quarter. It is the responsibility of the grantee to ensure the change request packet is accurate and complete prior to submission. Include Regional Coordinator on all submissions. 43

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Additional Resources Refer to the Companion Guide to Program Changes FY 2015 on the SSVF University. Questions / Feedback: Rico Aiello at Riccardo.Aiello@va.gov Lindsay Hill at Lindsay.Hill@va.gov 44

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QUESTIONS 45 Submit questions and comments via the Questions panel Your

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Additional Questions? SSVF Program Office Email: ssvf@va.gov Website: www.va.gov/HOMELESS/ssvf.asp Thank You! 46