HPRP Program Close OutHPRP Program Close Out

Rashida A. CloudRashida A. Cloud

AgendaAgenda• Monthly TA Visits• Final Monitoring Visits• Developing an Internal Close Out Process• Special Projects Task

- Task 1: Updating Client Data- Task 2: Previously Discharged Clients- Task 3: Discharging Clients- Task 4: Follow-Ups Due

• Questions/Comments

Monthly TA VisitsMonthly TA Visits

TA GOALS• Monthly TA Visits or Webinars

- Data Cleaning Issues

- Follow-Ups Due Report

• To produce Quarterly APRs and QPRS to ensure accuracy of data

Monthly TA Visits Monthly TA Visits (continued)(continued)

• Reports that will be monitored– Data Exports

• Q2A (Data for Services)• Q2B (Data for Destinations)• Program Monitoring Export

– Statistical• HPRP QPR Report

– Summary• Follow Ups Due (Discharge)

Final Monitoring VisitsFinal Monitoring VisitsItems to be reviewed are

1. Financial HPRP records

2. Data that has been input into HMIS for HPRP clients

3. Paper Files of randomly selected HPRP clients

Developing an Internal Close-Out Developing an Internal Close-Out ProcessProcess

• CONTRACT REQUIREMENTS

Exhibit D, page 2 states:

“ E) The Grantee will collect data on a daily basis within HMIS and on formats prescribe by GHFA on all beneficiaries of activities funded under this Agreement, and will submit reports to GHFA summarizing activity performance and participation statistics, in any format prescribed by GHFA. The Grantee acknowledges that GHFA may withhold funds, deobligate funds or terminate this Agreement if Grantee fails to meet any or all reporting deadlines specified by GHFA.”

Developing an Internal Close-Out Developing an Internal Close-Out Process Process (continued)(continued)

Ensuring that there is adequate staff to:

• Complete the 90-day follow-ups on all clients that were enrolled into the HPRP program and are now discharged

• Ensure all clients are appropriately discharged from the HPRP program

• Any other necessary projects that may arise before final program close-out relating to the production of the final APR

Special Projects: TASK 1Special Projects: TASK 1

– Update current client information in the HMIS

– Update all required intake screens for HPRP

• General information Page – for all household members (ex. Missing/partial Social Security numbers)

• Income & Employment Page• Barriers to Housing Stability (every 90 days)• Setting and updating Goals and Status• 90-days after discharge, update Program page

Updating Client DataUpdating Client Data

Special Projects: TASK 1 Special Projects: TASK 1 (continued)(continued)

Data entered should follow data entry standards:

– Data should be entered no less than within one week after intake

-Initial Intake-Barriers to Housing Stability (every 90 days)-Set Housing Stability Goals

– Update

-Client Goals twice (2) a month-Current Housing Status

-Intake-As Necessary-Program Discharge

Updating Client DataUpdating Client Data

Special Projects: TASK 2Special Projects: TASK 2

Clients who were discharged between

October 1, 2010 – December 31, 2010October 1, 2010 – December 31, 2010

The “HOUSING STATUS”“HOUSING STATUS” at exit needs to be updated on the PROGRAMSPROGRAMS page

Run a “Program Monitoring Export”“Program Monitoring Export” with the above date range and look for clients who were dischargeddischarged during this date range and update their housing status.

Previously Discharged Clients Previously Discharged Clients

Special Projects: TASK 3Special Projects: TASK 3

Work within the guidelines of your internal process and begin guiding your clients to “housing stability”“housing stability”.

When Discharging a client from HMIS:

1. Be sure to UPDATE the INCOMEINCOME information for ALLALL household members AT EXITAT EXIT and the verified dateverified date needs to reflect the same exit dateexit date.

2. Check off ALLALL household members and discharge ALLALL at once.

3. Choose the most accurate discharge reason & destination

Discharging Clients Discharging Clients

Special Projects: TASK 4Special Projects: TASK 4

Run a Follow-Ups Due report and focus on the clients based on Follow Ups Initiated Follow Ups Initiated by DISCHARGEby DISCHARGE clients.

Select :

>Summary from Reports Menu

>Program under Category

>Follow Ups Due under Report

Follow-Ups DueFollow-Ups Due

Special Projects: TASK 4Special Projects: TASK 4 (continued)(continued)

On the ProgramsPrograms Screen in the client account choose the appropriate OUTCOMEOUTCOME from the drop down menu.

Follow-Ups DueFollow-Ups Due

Questions/Comments?Questions/Comments?

Rashida CloudRashida CloudRashida.cloud@pcni.org

678-642-3164

Additional Resources:Additional Resources:www.pcni.info

www.hudhre.info