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Using IDIS Online for the Emergency Solutions Grants
ProgramProgramPresenters: Kevin Kissinger
Chris PitcherChris Pitcher
Ready, SET, Go! Webinar SeriesOffice of Special Needs Assistance Programs
U.S. Department of Housing and Urban Development
Webinar Format
• Webinar will last approximately an hour.
• Recording of webinar will be posted on the HUD’s Homelessness Resource Exchange.g
• Materials will be posted within one week ofMaterials will be posted within one week of today.
• Audience members are “muted” due to the high number of participants.
22
Audio Issues During the Webinar
• For audio, please use the telephone, not your computercomputer
• If you have technical difficulty with the audio or video portions of this webcast try:or video portions of this webcast, try: – Logging off, then logging in again– Requesting help through the “questions”Requesting help through the questions
function in the “Go To Webinar” toolbar
33
Submitting Questions
• If you have an IDIS question that is not answered during the webinar, submit it to HUD’s IDISduring the webinar, submit it to HUD s IDIS Technical Assistance Unit (TAU)
Phone: 1 877 483 8282• Phone: 1-877-483-8282• E-mail: IDIS.help@hud.gov
• Reference this presentation Using IDIS Online for the Emergency Solutions Grants Program i tiin your question
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Objectives of the Webinar
Webinar participants will be able to:• Set up an ESG Project and set up its
associated Activities in IDIS• Fund ESG Activities and select
Subrecipient Organizations in IDISSub ec p e O ga a o s S• Draw ESG Funds by Activity and
Subrecipient Organizations in IDISSubrecipient Organizations in IDIS
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Webinar Topics
• Introduction to IDIS Online for ESGESG Project and Acti it Set p• ESG Project and Activity Setup
• Administration Subfund• Activity Funding and Subrecipient
Organization Selection• ESG Drawdown Procedures• FY2011 ESG Guidance• FY2011 ESG Guidance
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INTRODUCTIONINTRODUCTION77
Introduction to IDIS for ESG
• Webinar is not an introduction to using IDISFY2010 ( d i ) ESG f d “ESG”• FY2010 (and prior) ESG funds use “ESG” Path in IDIS
• FY2011 (and beyond) ESG funds use “HESG” (HEARTH-ESG) Program Path In IDIS
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Introduction to IDIS for ESG
• New “HESG” Program Path• Align the new program with the strategies to• Align the new program with the strategies to
prevent and end homelessnessNew Consolidated Plan requirements– New Consolidated Plan requirements
– Continuum of Care strategies HUD’s strategic plan– HUD s strategic plan
– Opening Doors, the Federal Strategic Plan to End Homelessnesso e ess ess
– Improve financial data and reporting for analysis by HUD, Recipients, Continuums of Care
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Introduction to IDIS for ESG
• ESG Recipients use IDIS to:S t ESG P j t F d l Fi l Y (FFY)– Setup one ESG Project per Federal Fiscal Year (FFY)
– Create (up to six) ESG Activities per FFY– Fund Activities and Select Subrecipient OrganizationsFund Activities and Select Subrecipient Organizations– Draw ESG Funds by Activity and Subrecipient
Organization– Run Financial Reports via Microstrategies, a reporting
platform used by IDIS
At thi ti ESG R i i t ill t• At this time, ESG Recipients will not use IDIS to report Client Beneficiary Data
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Introduction to IDIS for ESG
Level 1
• ESG: Federal Fiscal Year Allocation• IDIS: One HESG Project
1
Level • ESG: Eligible Program Components• IDIS: Create up to Six HESG Activity in IDIS the match ESG Program
Categories2 Categories
Level• ESG: Contracts with Subrecipient Organizations
IDIS S l t S b i i t O i ti t A ti it F diLevel 3
• IDIS: Select Subrecipient Organizations at Activity Funding
L l• ESG: Reimbursement for eligible costs by eligible component
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Level 4
• IDIS: Drawdown by Activity Category and Subrecipient Organization
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Introduction to IDIS for ESG
• Federal Fiscal Year is “2011” for the first year of the Emergency Solutions Grants programthe Emergency Solutions Grants program
• If the Recipients “Program Year” is different from the Federal Fiscal Year there are specialfrom the Federal Fiscal Year there are special procedures for:
Project Naming Convention– Project Naming Convention– Activity naming Convention
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Quiz: IDIS for ESG
Who is required to enter ESG information into IDIS?
a. ESG Subrecipient Organization
b. Continuum of Care
c. ESG Recipient
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SETTING UP AN ESG PROJECT1414
Project Setup
• An ESG Project represents the entire ESG allocation received by the ESG Recipientallocation received by the ESG Recipient
• Recipients can only set up one ESG P j t ESG F d l Fi l YProject per ESG Federal Fiscal Year
• ESG Project setup occurs on the “Add Project Screen” in IDIS
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Project Setup
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IDIS Add Project Screen
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IDIS Add Project Screen
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Project Setup Instructions
• For the Program Year field, select the Federal Fiscal Year from which ESG fundsFederal Fiscal Year from which ESG funds were allocated from the Program Year drop down menudrop-down menu– If the Program Year is not in the drop-down
menu add a New Program Yearmenu, add a New Program Year
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Project Setup Instructions
• Enter a Project Title ESG P j t N i C ti “ESG11”– ESG Project Naming Convention: “ESG11” space “Recipient Name”E ample ESG11 HUD ille– Example: ESG11 HUDville
– If the Recipient’s Program Year is different from HUD’s Federal Fiscal Year place that in ( ) afterHUD s Federal Fiscal Year place that in ( ) after Recipient Name
– Example: ESG11 HUDville (2012)– Assign a Grantee/PJ Project ID (optional)
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Project Setup Instructions
• Enter a brief project Description in the narrative field that includes proposed use ofnarrative field that includes proposed use of ESG funds that a citizen can understand
E l “HUD ill ’ 2011 ESG f d ill b• Example: “HUDville’s 2011 ESG funds will be used to provide outreach to persons living on the streets operate a shelter for the homelessstreets, operate a shelter for the homeless, provide emergency rental assistance to prevent homelessness, implement rapid re-housing , p p gstrategies, and for program administration and data collection through HMIS.”
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Project Setup Instructions
• Only ESG Recipients can access IDIS• Therefore do not select (click):• Therefore, do not select (click):
– “Allow Another Organization to Set up Activities under this Project”Activities under this Project
– “Select Sponsor Organization” under the “Assign Sponsor for this Project” (only forAssign Sponsor for this Project (only for HOPWA or HOPWA-C programs)
• Enter the Estimated Amount of ESG funds inEnter the Estimated Amount of ESG funds in the HESG row– Entire 2011 allocation (First + Second) 22Entire 2011 allocation (First + Second) 22
Project Setup
• FY2011 (and beyond) E S l iEmergency Solutions Grant Program– Enter entire ESG grant
amount next to “HESG”– Do not enter a grant
amount next toamount next to “ESG”
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SETTING UP ESG ACTIVITIES2424
Activity Setup
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Activity Setup
IDIS Activity Category ESG Component
Street Outreach Street OutreachStreet Outreach Street OutreachShelter Emergency Shelter
Homeless Prevention Homelessness PreventionHomeless Prevention Homelessness Prevention
Rapid Re-Housing Rapid Re-housing Assistance
Data Collection (HMIS) HMISAdministration Administration
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• ESG components represent Consolidated Plan strategies to prevent and end homelessness
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Activity Setup
• Set up one ESG IDIS Activity per ESG Activity Category per yearActivity Category per year
• ESG Activity setup occurs on two screens:“Add Activity Screen” required for all activities– Add Activity Screen required for all activities
– “Edit HESG Setup Detail Screen” required for all activities except Data Collection (HMIS)all activities except Data Collection (HMIS) and Administration
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IDIS Add Activity Screen
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Activity Setup Instructions
• Select year from the Program YearSelect IDIS Project ID/Project Title• Select IDIS Project ID/Project Title
• Enter an Activity Name:– ESG Activity Naming Convention: “ESG11”
space “Activity Category”– Example: “ESG11 Street Outreach”
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Activity Setup Instructions
• If ESG Recipient’s Program Year is different from HUD’s Federal Fiscal Year place that year inHUD s Federal Fiscal Year place that year in parenthesis Component name
Example: “ESG11 Street Outreach(2012)”– Example: ESG11 Street Outreach(2012)• On the HESG Program line, select the
eligible Activity Category that correspondseligible Activity Category that corresponds with the Activity Name
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IDIS Add Activity Screen
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Activity Setup Instructions
• Select the appropriate response in the Environmental Assessment fieldEnvironmental Assessment field
• Only ESG Recipients can access IDIS• Therefore do not select (click): “Allow Another• Therefore, do not select (click): Allow Another
Organization to Access this Activity”
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Activity Setup Instructions
• Enter a brief Activity Description:– “Funds will be provided to the Good SamaritanFunds will be provided to the Good Samaritan
Organization for an Outreach Case Management Program that builds relationships between street g poutreach workers and persons experiencing homelessness who are living on the street. Funds
ill l b id d t H f th H l fwill also be provided to Hope for the Homeless for medical outreach service to the person experiencing homelessness ”experiencing homelessness.
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IDIS Edit HESG Setup Detail Screen
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Activity Setup Instructions
• Performance Objective & Performance Outcome is based on the Activity Category in IDISbased on the Activity Category in IDIS
ESG Activity Category in
Performance Objective Performance Outcome
Create Provide Decent Availability/g y
IDIS Suitable Living Environments
Affordable Housing
Availability/Accessibility Affordability
Shelter Shelter Street Outreach H lHomeless Prevention Rapid Re-Housing 35Housing 35
Activity Setup Instructions
• Select Secondary Activity Categories that applyIDIS Activity IDIS Secondary Activity CategoryIDIS Activity
CategoryIDIS Secondary Activity Category
(ESG eligible activities)tio
n/b tia
les on
s
ng
on &
tio
n-ia
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e
ng
on &
tio
n-ia
les al nc
e
Ren
ovat
Reh
ab
Ess
ent
Ser
vic
Ope
ratio
Hou
sin
Rel
ocat
ioS
tabi
lizat
Fina
ncA
ssis
tan
Hou
sin
Rel
ocat
ioS
tabi
lizat
Fina
ncS
ervi
c
Ren
t aA
ssis
tan
Street Outreach
Shelter H lHomeless Prevention
Rapid Rehousing 3636
IDIS Edit HESG Setup Detail Screen
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Activity Setup Instructions
• Address Field (optional)A i i S C l f d• Activity Setup Complete; you can now fund the activity.
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Quiz: IDIS for ESG
Activity Setup includes the selection of Subrecipient Organizations.
True False
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ADMINISTRATION SUBFUND4040
Administration Subfund
• A Subfund is required for the Administration ActivityActivity
• The Subfund cannot exceed 7.5% of the entire ESG Allocationentire ESG Allocation
• Recipients can only commit funds to each ’ ESG Ad i i t ti f th t ’year’s ESG Administration from that year’s
“AD” Subfund• Recipients that did not create an “AD”
Subfund for their first allocation MUST NOW4141
IDIS Add Subfund Screen
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Administration Subfund
• “Authorized Amount for this Subfund” field– Enter the amount budgeted for administrationEnter the amount budgeted for administration
for the program year (maximum of 7.5%)• Unexpended AD Subfund must be de-• Unexpended AD Subfund must be de-
committed or the funds are trapped
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FUNDING ESG ACTIVITIES4444
Funding ESG Activities
• Metropolitan City, Urban County and Territory Recipients must follow timeliness requirements setRecipients must follow timeliness requirements set forth in the ESG Regulation
IDIS Activity Category Require-ment
Obli t f d (f th d t HUD i thObligate funds (from the date HUD signs the contract) 180 Days
Reimburse subrecipient organizations 30 daysReimburse subrecipient organizations 30 days
Expend all ESG funds 2 Years4545
Funding ESG Activities
• State Recipients must follow timeliness requirements set forth in the ESG Regulationrequirements set forth in the ESG Regulation
IDIS Activity Category Require-mentment
Obligate funds (from the date HUD signs the grant agreement) 60 daysgrant agreement)
Select subrecipient organizations 120 Days
Reimburse subrecipient organizations 30 days
Expend all ESG funds 2 Years4646
Activity Funding Overview
• All Activities funded with “EN” except Administration (funded with “AD”)Administration (funded with AD )
• Fund at the Activity levelS l t S b i i t O i ti d i• Select Subrecipient Organizations during funding– Subrecipient Organizations need to be
selected for each Activity for which they receive funding (for example: Shelter andreceive funding (for example: Shelter and Street Outreach)
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IDIS Edit Activity Funding Screen
4848
Activity Funding
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Quiz: IDIS for ESG
Which of the following must be done to completely fund your various ESG Activities?
a. Add AD Subfund
b. Fund Activities
c Add Subrecipientsc. Add Subrecipients
d. All of these
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DRAWING ESG FUNDS5151
Drawing ESG Funds
• ESG Funds must be drawn at least Quarterly (every 3 months)Quarterly (every 3 months)
• Drawdown vouchers must specify the amounts paid to each Subrecipientamounts paid to each Subrecipient Organization under each of the six possible activitiespossible activities
• ESG Drawdown Two-step Process:C t D d V h (4 t )– Create Drawdown Voucher (4 separate screens)
– Approve Drawdown Voucher5252
Drawing ESG Funds
• Recipients must reimburse Subrecipient Organization within 30 daysOrganization within 30 days
• Reimbursement supporting documentation:• Federal Fiscal Year (2011)• Federal Fiscal Year (2011)• Total Amount of Reimbursement• Reimbursement by Activity Category (for exampleReimbursement by Activity Category (for example
Street Outreach Amount and Shelter amount)• IDIS Activity Number• Eligible Expenses by ESG Component are detailed in
the ESG Regulation 576.101 (Page 86) though 576.109 (Page 112) 53576.109 (Page 112) 53
Creating ESG Drawdown
• Create Drawdown Screens:– Create Voucher -Page 1 of 4 (Select Activities)Create Voucher Page 1 of 4 (Select Activities)
Screen – Create Voucher - Page 2 of 4 (DrawdownCreate Voucher Page 2 of 4 (Drawdown
Amounts) Screen – Create Voucher - Page 3 of 4 (Confirmation) g ( )
Screen– Create Voucher - Page 4 of 4 (View) g ( )
5454
Creating ESG Drawdown
5555
Approving ESG Drawdown
• The Drawdown must be approved by another IDIS Useranother IDIS User
5656
COMPLETING ESG ACTIVITIES AND USING ESG REPORTS 57AND USING ESG REPORTS 57
Completing ESG Activities
• No Beneficiary Data required in IDIS• 2 Year Expenditure Requirement• 2 Year Expenditure Requirement• Close Activities when all funds are
d dexpended• Administration Funds can be trapped in
AD Subfund– De-obligate “AD” subfund– Re-commit balance to another activity for
same program year5858
ESG Reports
• ESG Microstrategy Reports available now– PR01 – HUD Grants and Program IncomePR01 HUD Grants and Program Income– PR02 – List of Activities by Program Year and Project – PR05 – Drawdown Report by Project and Activity– PR07 – Drawdown Report by Voucher Number– PR08 – Grantee Summary Activity Report
• More ESG Specific Reports in Spring 2012
5959
SECOND ALLOCATION 20116060
Second Allocation 2011
• Project Setup– First Allocation + Second Allocation = HESG Total inFirst Allocation Second Allocation HESG Total in
“HESG” Row
• Activity Setupy p– Rapid Re-Housing– Data Collection (HMIS)
• Administration Subfund– Confirm or create an “AD” Subfund– Add additional Administration funds up to 7.5%
6161
Second Allocation 2011
• Activity Funding– Allocate Second Allocation Funds (to non-Shelter andAllocate Second Allocation Funds (to non Shelter and
Street Outreach Activities)– Select Subrecipient Organizations for each Activity
C tCategory
• Drawdown– Identify Subrecipient Organizations in each drawdown– Revise any drawdowns for FY2011 funds that you have
already completed without Subrecipient Organizationsalready completed without Subrecipient Organizations
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Second Allocation 2011
• ESG Path vs. HESG Path– Confirm that no ESG Projects Contain HESGConfirm that no ESG Projects Contain HESG
Activities– Confirm that no HESG Projects Contain ESGConfirm that no HESG Projects Contain ESG
Activities
6363
Quiz: IDIS for ESG
All ESG Recipients will have to make changes to their IDIS Activities and Project following the ESG Regulation.
True False
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Where To Get More Information
Use the www.HUDHRE.info to download additional information and submit questions
6565
Additional Information and Resources
•The IDIS Technical Assistance Unit (TAU)– Phone: 1-877-483-8282Phone: 1 877 483 8282– E-mail: IDIS.help@hud.gov
• USING IDIS ONLINE FOR THE EMERGENCY SOLUTIONS GRANTS PROGRAM (to be published in December 2011)
• Questions on ESG IDIS Participation should be submitted via the ESG HUDHRE Virtual Helpdesk
6666
Additional Helpful Resources
• Resources on www.hudhre.info will eventually include all of the following: ―User Guides
―McKinney-Vento Act, as amended by the HEARTH Act
―All published program regulations
―Webinar recordings
―At-a-glance charts and sample formsg p
―ESG Help Desk (now available)
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Other ESG-Related Webinars
ESG Webinar Date12/13
Determining and Documenting Homeless and At-Risk Status, Income, and Disability (for ESG, SHP, and S+C)
TBDESG General Administrative and Program Requirements
ESG Substantial Amendment TBD
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Webinar Evaluation
• You should now be able to successfully create:ESG P j t– ESG Project
– ESG Activities– Administration Subfund– Administration Subfund
• You should also be able to:– Fund Activities and select Subrecipient OrganizationsFund Activities and select Subrecipient Organizations– Draw Funds and select Subrecipient Organizations
• Please complete the on-line survey to rate howPlease complete the on line survey to rate how well this webinar met its objectives
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