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Narration Notes:Welcome to the Continuum of Care, commonly referred to as CoC, Registration training module for the 2008 e-snaps online application system. In this module, we will explain what e-snaps is, provide a general overview of the system, and take you through the steps of the initial CoC Registration process. CoC Registration involves registering your CoC and supplying CoC contact information. In addition, you will be setting up usernames and passwords for CoC lead agency colleagues that you anticipate will be completing Exhibit 1 in e-snaps; additional colleagues can be added at a later date.

Now that you have an understanding of what will be covered in this module, let’s review this module’s learning objectives.

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Module Objectives

• By the end of this module, you should be able to:– Explain the purpose of e-snaps– Identify key information needed prior to starting the

CoC Registration process– Create a user profile to access the e-snaps system as

well as add and delete other CoC users– Register your CoC within e-snaps– Identify the geographic areas your CoC is claiming– Identify the primary and alternate contacts for your

CoC– Submit your CoC Registration to HUD

Narration Notes:By the end of this module, you should be able to:

• Explain the purpose of e-snaps;• Identify key information you will need prior to starting the CoC Registration process;• Create a user profile to access the e-snaps system as well as add and delete other

CoC users;• Register your CoC within e-snaps;• Identify the geographic areas that your CoC is claiming;• Identify the primary and alternate contacts for your CoC; and• Submit your CoC Registration to HUD.

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Overview of e-snaps

• e-snaps is an electronic application and grants management system – Developed and maintained by HUD’s Office of Special Needs

Assistance Programs (SNAPs) in the Office of Community Planning and Development

– Can be accessed at http://www.hud.gov/esnaps– Debuting in 2008

• e-snaps allows:– CoCs to prepare and submit their applications to SNAPs electronically– Applicants to save their application information as they prepare their

proposal – SNAPs to decrease the CoC application review time

• e-snaps has been developed to:– Streamline the application submission and review process– Minimize data entry errors

Narration Notes:e-snaps is an electronic application and grants management system developed and maintained by HUD’s Office of Special Needs Assistance Programs in the Office of Community Planning and Development. e-snaps is being used for the first time for the 2008 CoC application. e-snaps can be accessed at www.hud.gov/esnaps.

The main benefit of e-snaps is that it allows CoCs to prepare and submit their homeless assistance funding applications electronically. It also allows CoCs to save the information they have entered into the system so that they can work on the application as needed before submitting the completed application to HUD. Finally, it allows HUD to decrease the time it takes to review CoC applications, since the applications are available electronically and HUD is no longer required to enter application data manually prior to reviewing the applications.

A number of factors prompted the development of e-snaps. One of the primary reasons for its development was the goal of streamlining the application submission and review process. Another reason was to simplify the process the CoC uses to pull together these applications by automating the process. Lastly, the electronic system will reduce errors.

If at any time during the registration process you have questions, please visit www.hudhre.info/esnaps for information on who to contact.

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Decisions to Make Before Logging In

• CoCs will need to identify the following items before starting the CoC Registration process:– The CoC lead agency– The CoC name and number – The CoC’s geographic areas – Contact person for receiving messages from HUD

NOTE: To verify your CoC name or geographic area, visit the Homelessness Resource Exchange at www.hudhre.info.

Narration Notes:There is some information your CoC will need to have on hand before starting the CoCRegistration process.

• First, your CoC will have to identify who its lead agency is. A CoC lead agency is that agency or organization designated by the CoC primary decision-making body to be the entity that submits the CoC application.

• Second, your CoC should correctly identify its CoC name and number, as prescribed by HUD.

• Third, your CoC should identify the geographic areas that it will be serving. • Lastly, your CoC should identify a primary contact who will receive messages from

HUD during the application process.

Note that you can verify the full name of your CoC or geographic area by visiting the Homelessness Resource Exchange at www.hudhre.info.

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DUNS Number and CCR

• CoC lead agencies that are also project applicants must have a DUNS Number and register with the Central Contractor Registry (CCR) to submit an Exhibit 2

• Neither a DUNS Number nor CCR registration are required for the CoC Registration processin e-snaps

To access the DUNS Number and CCR job aid, pause this presentation and then minimize this window and select the Reference Room tab from the training home page to download the document.

Narration Notes:Two requirements to take note of before you start the CoC Registration process are the DUNS Number and registration with the Central Contractor Registry, commonly referred to as CCR. CoC lead agencies that are also project applicants must have a DUNS Number and register with the CCR in order to submit an Exhibit 2. Note, however, that neither a DUNS Number nor CCR registration are required for the CoC Registration process in e-snaps.

For more information about these requirements, refer to the DUNS Number and CCR job aid in the Reference Room. To view the job aid at this time, pause the presentation and then minimize this window and select the Reference Room tab from the training home page to download the document.

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Review of e-snaps Icons and Buttons

• Common icons and buttons you will see on e-snaps:– “Magnifying glass” icon– “New/Add” icon– “Open Form/Folder” icon– “Save” button– “Save & Next” button– “Back to List” button – Dropdown menus

• Use the left menu bar on each screen to navigate through the e-snaps system

• Do not use your web browser’s back button, except for when you create a PDF of your CoC Registration

Narration Notes:Now that you know some of the information you will need for the CoC Registration, let’s learn a little about e-snaps.

As you complete the CoC Registration process in the e-snaps system, you will see some common icons and buttons:

• The “magnifying glass” icon is generally used to open or expand a topic. Just think of looking at things in detail, or expanding on something, when you select this icon.

• The “New/Add” icon allows you to create a new entry or add an item on a particular screen. • The “Open Form” icon, which resembles a folder, serves to open a form or open a folder.• The “Save” button stores the CoC information you enter in the system. This is very important because, if you leave a

screen without selecting the “Save” button first, all of the data you entered on that screen will be lost and have to be reentered.

• The “Save & Next” button performs the same function as the “Save” button but also advances you to the next screen. • The “Back to List” button allows you to return to a summary list. You will encounter this button a couple of times

during the CoC Registration process. For example, if you are entering information for a particular contact person, this button allows you to return to the summary list that shows all of the contact persons you have added to the system.

• Lastly, you will encounter several dropdown menus in the CoC Registration process. These dropdown menus contain preloaded information that you can select from. A common example is a State dropdown menu, which contains the abbreviations for all 50 states; here, you will be selecting the state your CoC is located in. Other dropdown menus allow you to select a “Yes” or “No” response to a question. You will learn more about specific dropdown menus later in this training module.

In addition to these common icons and buttons, it is important to know that all of the screens in e-snaps contain a left menu bar that allows you to navigate through the system. Be sure to use this left menu bar rather than your web browser’s “back arrow” button. You will only use your web browser’s “back arrow” button once during the CoC Registration process, when you are exporting a copy of your CoC Registration to a PDF for your files. This is one of the last steps in the process, which you will learn more about later in this training module. Otherwise, using the web browser’s “back arrow” button may cause e-snaps to incorrectly process the information you enter.

Image Description: Images of the “magnifying glass” icon, “New/Add” icon, “Open Form/Folder” icon, “Save” button.“Save & Next” button, and “Back to Submissions List” button.

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e-snaps vs. HUD Terminology

• Note that some terminology used in the CoC Registration process in e-snaps system has a different meaning than the HUD usage:– Applicant: CoC (use CoC number)– Funding opportunity: CoC Registration process– Project: CoC number and “CoC Registration”

• If you do not know your CoC number, please visit http://www.hudhre.info

• If you are a new CoC and do not have a CoC number, please contact your local HUD field office at http://www.hud.gov/offices/cpd/about/staff/fodirectors

Narration Notes:Some terms used in e-snaps for the CoC Registration process are different from the common HUD usage.

For example, HUD uses the term “applicant” to refer to an applicant for homeless assistance funds; however, when “applicant” is referred to within the CoC Registration process in e-snaps, it means the organization completing the registration. In other words, in the CoC Registration process, the term “applicant” refers to the Continuum of Care.

Similarly, for the CoC Registration process in e-snaps, the term “funding opportunity” does NOT refer to homeless assistance funding. Instead, this term refers to the current action you are completing –the CoC Registration process.

In addition, the term “project” in the CoC Registration process does NOT refer to the Supportive Housing Program, Shelter Plus Care, or Moderate Rehabilitation for Single Room Occupancy projects that organizations within your CoC operate. For the CoC Registration process in e-snaps, the term “project” simply refers to your specific CoC Registration. Therefore, when asked to enter the “project” name, you should enter your CoC number and the words, “CoC Registration.”

We will remind you of these different uses of terminology as we encounter them throughout this training module.

If you do not know your CoC number, please visit the Homelessness Resource Exchange at www.hudhre.info. You can find a list of the 2008 CoC names and numbers under the CoC Grant Application Materials Quick Link on the home page.

If you are a new CoC and do not have a CoC number, please contact your local HUD field office. Contact information for your local HUD field office can be located at www.hud.gov/offices/cpd/about/staff/fodirectors.

We are now ready to review the CoC Registration process.

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Overview of the Registration Process

• Should take no more than 30 minutes• Notifies HUD of your CoC’s intent to apply for

funding• Involves the following steps:

– Identifying which geographic areas claimed by your CoC

– Calculating the Preliminary Pro Rata Need (PPRN), the Maximum Amount Allowed for Samaritan Housing, and the Maximum Amount Allowed for Rapid Re-housing

– Providing your CoC contact information to HUD

Narration Notes:Registering your CoC in the e-snaps system is a fairly straightforward process and should take you no more than 30 minutes to complete.

The purpose of the registration is to notify HUD of your CoC’s intention to apply for CoC funding. During the registration process, you are:

• Identifying which geographic areas your CoC is claiming; • Calculating your CoC’s Preliminary Pro Rata Need, Maximum Amount Allowed for

Samaritan Housing, and Maximum Amount Allowed for Rapid Re-housing; and • Providing your CoC contact information to HUD.

As in the past, Samaritan Housing is permanent housing for chronically homeless individuals.

For those unfamiliar with Rapid Re-housing, it is a new demonstration project funded by Congress that provides short-term rental assistance and supportive services to households with dependent children.

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Registration Process Timeline

• Registration period = May 1st through June 30th

– CoCs must submit their registrations to HUD by June 15th

– HUD will process CoC Registrations submitted by June 15th no later than June 28th

– CoCs must confirm Hold Harmless Need (HHN) in e-snaps (all disputes must be resolved by June 28th)

– HUD encourages CoCs to register as early as possible

Narration Notes:Registration will open on May 1st and must be completed by June 30th. CoCs must submit their registrations to HUD by no later than June 15th so that HUD has sufficient time to review geography claims and validate the Hold Harmless Need, also referred to as HHN, and Preliminary Pro-Rata Need before the actual application process begins in July. HUD will process CoC Registrations submitted by June 15th by no later than June 28th. Once HUD has processed your CoC Registration, your CoC must then confirm its HHN amount in e-snaps. We will review how to do this later in this training module. Please note that all disputes must be resolved by June 28th. The entire process closes on June 30th. Because this is a new system, HUD encourages CoCs to complete the CoC Registration as early as possible.

Only one person in your CoC needs to complete the CoC Registration process; this should be the person who is authorized to submit the application on behalf of the CoC and will be readily available to send and receive e-mail notifications concerning the CoC Registration process. This authorized lead will be responsible for acting as the representative for the CoC during the CoC Registration process, receiving e-mail messages indicating HUD’s approval of their CoC’s registration and adding additional users as necessary to their e-snaps application.

Now that you have an overview of the registration process, let’s walk through each of the steps for registering your CoC.

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Accessing the e-snaps System

• e-snaps can be accessed at http://www.hud.gov/esnaps• CoC lead creates a profile to establish him/herself as a

user in e-snaps

Narration Notes:The first step of the CoC Registration process is gaining initial access to the e-snaps system. Begin by typing the following URL into your Internet browser window: www.hud.gov/esnaps. This will take you to the e-snaps Welcome screen.

The CoC lead must then create a profile to establish him/herself as a user in e-snaps. To do this, select “Create Profile” from the left menu bar.

Image Description: Screen capture of the e-snaps Welcome screen with “Create Profile”highlighted in the left menu bar.

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Creating a User Profile

Narration Notes:After selecting “Create Profile,” the User Profile screen will appear. Here, you are establishingyourself as the CoC’s lead contact for the CoC Registration and are supplying basic user information. As denoted by the asterisks, all of the fields on this screen are mandatory.

Most of the fields are self-explanatory. However, it is important to note that the e-mail address you enter is where you will receive e-mail confirmation that your CoC Registration has been submitted, as well as a notification when your CoC’s Hold Harmless Amount is ready to be reviewed. We will discuss this in more detail later on in this module.

Also, be sure to create a username and password that you will remember. You will be using the same username and password throughout the application process. You may add additional users to assist in completing Exhibit 1 prior to July 1st.

In the event that you forget your password, you can select the “Forgot Your Password” link on the Welcome screen and the system will send you the question you entered in the “Personal Confirmation Question” field. After entering the correct Personal Confirmation Answer, you will be directed to a link that will allow you to change your password. The system also allows you to change your e-mail address and password at any time.

Once you have completed all of the fields, select the “Save” button at the bottom of the screen. The information you entered will now be stored in the CoC Registration and will be available to you if you need to leave the system and return at a later point to complete the registration process. From now on, you can access the system by entering the username and password you just created on the e-snaps Welcome screen.

Image Description: Screen capture of the User Profile screen.

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e-snaps Registrant

• CoC lead is now a registrant in e-snaps• CoC lead, as the registrant, is responsible for the CoC

Registration process– CoC lead must certify CoC registration and submit to HUD

• CoC lead may designate other staff of the CoC lead organization to complete data entry of CoC Registration information– Add or delete users as necessary– HUD encourages each CoC lead to add at least one but not

more than two users for the CoC Registration process

To access the Adding Additional Users job aid, pause this presentation and then minimize this window and select the Reference Room tab from the training home page to download the document.

Narration Notes:After completing the user profile, your CoC lead contact is now a registrant in e-snaps. Please note the following items regarding registrants in e-snaps. Each CoC may have only one person be the registrant for the CoC Registration process. HUD expects the CoC lead to be the person who is the registrant for this process. The CoC lead will then be able to add and delete additional users for the CoC for both the CoC Registration process and the completion of Exhibit 1.

For information on how to add and delete users, refer to the Adding Additional Users job aid in the Reference Room. To view the job aid at this time, pause the presentation and then minimize this window and select the Reference Room tab from the training home page to download the document.

It is imperative that CoCs not have more than one registrant for the CoC Registration process. CoCs that fail to follow this requirement may have difficulty submitting a correct CoC Registration to HUD and/or submitting Exhibit 1 later on.

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Establishing CoC as an Applicant

• Select “Applicants” from the menu (under Workspace)• Select the “New Applicant” icon to add your CoC as an

applicant

Narration Notes:The next step is to establish your CoC as an applicant in the CoC Registration process. Note that, here, you are not establishing your CoC as an applicant for HUD funds, but simply as an organization completing a registration in e-snaps.

From the left menu bar, select “Applicants” under “Workspace.” This brings you to the Applicants screen. To add your CoC as an applicant, select the “New Applicant” icon that appears just above the word “All.”

Image Description: Screen capture of the Applicants screen with the “Applicants” link in the left menu bar and the “New Applicant” icon highlighted.

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Establishing CoC as an Applicant

• Enter Applicant Details– Type = Organization– Applicant Name = CoC Name– Applicant Number = CoC Number

• Verify your CoC information at www.hudhre.info

Narration Notes:This brings you to a screen where you will enter applicant details.

• As a CoC, your applicant type is “Organization.”• Enter your CoC’s official name as assigned by HUD in the “Applicant Name” field. • Enter your HUD-defined CoC number in the “Applicant Number” field.

Your CoC number serves as a unique identifier, as your CoC is the only applicant with that particular number. You can verify your CoC name and number by visiting www.hudhre.info. If you are a new CoC and do not have a CoC number, please contact your local field office. Your field office will work with your CoC to assign a CoC name and number.

When you are finished, select the “Save” button. You will notice that the left menu bar has updated and now contains additional options under the Workspace section: Funding Opportunity Registrations, Projects, and Submissions. We will talk about Funding Opportunity Registration next.

Image Description: Screen capture of the Applicant Details screen.

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Funding Opportunity Registration

• Select the “magnifying glass” icon next to “CoC Registration Process”

Narration Notes:When you select “Funding Opportunity Registrations” from the left menu bar, the screen shown appears. Only one funding opportunity will be listed. Select the “magnifying glass”icon next to “CoC Registration Process.” The Funding Opportunity Details screen will appear. As we mentioned earlier, the term “funding opportunity” here just means that you are getting your CoC set up in the system; it does not refer to the actual HUD funding opportunity.

Image Description: Screen capture of the Funding Opportunity Registrations screen with the “Funding Opportunity Registrations” link in the left menu bar and the “magnifying glass”icon to the left of “CoC Registration Process” highlighted.

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Funding Opportunity Registration

• Move your CoC to the “Registered Applicants” list by using the right arrow button

Narration Notes:On the Funding Opportunity Details screen, you need to move your CoC from the “Non-Registered Applicants” list to the “Registered Applicants” list. To do this, select your CoC name and then select the right arrow button. Note that your CoC name and number displayed on the screen is the same one that you established in the “Applicants” step. When you are finished, select the “Save” button to store this information in e-snaps.

Image Description: Screen capture of the Funding Opportunity Details screen with Alaska Balance of State CoC (AK06-500) in the “Non-Registered Applicants” list and the single right arrow button highlighted.

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Registering Your CoC as a Project

• Select “CoC Registration Process” from the “Funding Opportunity Name” dropdown menu

• Select the “Add Project” icon to create a project (note that this icon will not appear until after you select a Funding Opportunity Name)

Narration Notes:The next step is to add your CoC Registration as a project, so select “Projects” from the left menu bar. Remember that the term “project” is different from the Supportive Housing and Shelter Plus Care projects that your CoC operates. Here, “project” simply refers to the funding opportunity that you are applying to. In this case, the project is “CoC Registration Process.”

On the Projects screen, select “CoC Registration Process” from the “Funding Opportunity Name” dropdown menu. Next, select the “Add Project” icon that appears above the word “All.” Note that this icon will not appear until AFTER you’ve selected a Funding Opportunity Name. The Create a Project screen will appear.

Image Description: Screen capture of the Projects screen with the “Projects” link in the left menu bar and the “Add Project” icon highlighted.

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Registering Your CoC as a Project

• Enter project information– Applicant = Your CoC (pre-populated)– Project Name = Your CoC number and “CoC Registration”

Example: “PA-508 CoC Registration”

Narration Notes:On the Create a Project screen, you will see your CoC already listed in the “Applicant” field. In the “Project Name” field, enter your CoC number followed by the words, “CoC Registration.” For example, the Scranton/Lackawanna County CoC will enter “PA-508 CoC Registration.” All CoCs will use this naming convention as the project name for this CoC Registration process.

When you select the “Save” button, you will be returned to the Projects screen. You will now see the project name you just added listed in the menu. You may select the “magnifying glass” icon to the left of your newly created project to view the project details; however, it is not necessary to enter any notes on this page.

Image Description: Screen capture of the Create a Project screen,

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Submissions

• Enter information about your CoC:– Geographic Areas– CoC Lead Agency

Information– Primary and

Alternate Contacts– Certification– Submitting to HUD

Narration Notes:Now that you have registered your CoC in e-snaps, you will need to enter information about your CoC. This includes identifying your CoC’s geographic areas; entering lead organization information; providing details for the primary and alternate contact persons; and, finally, certifying your CoC Registration and submitting it to HUD.

To begin, select “Submissions” from the left menu bar. Then, on the Submissions screen, select the “Open Form” icon next to the project you established. The CoC Geography Profile screen will appear.

Image Description: Screen capture of the Submissions screen with the “Submissions” link in the left menu bar and “Open Forms” icon next to the name of the new project highlighted.

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Geographic Profile

• Select your CoC from the dropdown menu• Identify the state in which your CoC is located

Narration Notes:Now you are ready to claim your CoC’s geographic areas. First, select your CoC number and name from the dropdown menu at the top of the Geographic Profile screen.

Once you have selected your CoC, you must select the state or states in which your CoC is located. If your CoC spans more than one state, simply press the Ctrl button on your keyboard as you make your selections. When you are finished, select the right arrow button to move your state into the “Selected Items” list, then select the “Save & Next” button to advance to the next screen. Be careful to select the “Single Arrow” button rather than the “Double Arrow” button to move geographies from “Available Items” to “Selected Items.”Selecting the “Double Arrow” button may create an unusually long delay in processing the information.

Image Description: Screen capture of the Geographic Profile screen with the single right arrow button highlighted.

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Geographic Areas

• Claim your CoC’s geographic areas• Review Preliminary Pro Rata Need, Samaritan Housing,

and Rapid Re-housing Amounts

Narration Notes:On the Geographic Areas screen, you are going to claim the geographic areas that your CoC serves. To claim multiple geographic areas, hold down the Ctrl key on your keyboard as you select all that apply. Move them to the “Selected Items” list by selecting the “Single Arrow” button in the middle of the screen. Remember, be careful to select the “Single Arrow” button rather than the “Double Arrow”button to move the geographic areas. If you are having trouble moving multiple geographic areas to the “Selected Items” list, it may be easier to move the geographic areas to the “Selected Items” list one at a time. When you are finished, select the “Save” button. You will then see that the Preliminary Pro Rata Need, the Maximum Amount Allowed for Samaritan Housing, and the Maximum Amount Allowed for Rapid Re-housing have been calculated.

It is very important that each CoC properly claim all of its geographic areas. Note that HUD will NOT be able to make corrections to the geographic areas that a CoC has claimed after registration is complete. HUD will check to see that two CoCs have not claimed the same geographic area, but HUD will not be able to add a geographic area that a CoC forgot to claim. When one or more CoCsclaim the same geographic area, HUD will determine which CoC has the best claim based upon past experience and the participation and desires of the predominant number of homeless service providers in the disputed geographic area. The HUD decision on allocating geographic areas is final and competing CoCs will be notified of HUD’s determination. Again, it is very important that you verify your CoC’s geographic areas before proceeding.

When you are finished, select the “Save & Next” button to advance to the next screen.

Image Description: Screen capture of the Geographic Areas screen with the single right arrow button and Save button highlighted.

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CoC Lead Organization Information

• Enter CoC lead agency contact information• Examples:

– Birmingham/Jefferson, St. Clair, Shelby Counties CoC Lead Agency: Metropolitan Birmingham Services for Homeless

– New Mexico Balance of State CoCLead Agency: New Mexico Coalition to End Homelessness

Narration Notes:When you select the “Save & Next” button, you will be taken to the Lead Organization Information screen where you will be asked to enter information about the lead agency in your CoC. It is important to note that the name of the lead organization for the CoC is not the CoC name but rather the name of the agency itself. For example, the lead agency for the Birmingham/Jefferson, Saint Clair, Shelby Counties CoC is the Metropolitan Birmingham Services for Homeless. Similarly, the lead agency for the New Mexico Balance of State CoC is the New Mexico Coalition to End Homelessness. Be sure to complete all mandatory fields in this form. When you are finished, select the “Save & Next”button. The Contact Information screen will appear.

Image Description: Screen capture of the CoC Lead Organization Information screen.

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CoC Contact Information

• Establish which members of the CoC lead agency will have access to e-snaps

Narration Notes:On the Contact List screen, you will establish which members of the CoC lead agency will have access to e-snaps. To add a contact to the list, select the “Add New Item to List” icon that is located just above the word “All.” The CoC Point of Contact screen then appears.

Image Description: Screen capture of the Contact List screen with the “Add New Item to List” icon highlighted.

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CoC Contact Information

• Primary Contact– Person from the

lead CoC agency who is authorized to submit the CoC application

– Only one primary contact permitted

• Alternate Contacts– Person(s) who may

enter information into Exhibit 1

– Must work for or be an agent of the CoC lead agency

NOTE: HUD encourages CoCs to be cautious when allowing access to Exhibit 1. As the number of users increases, so does the risk for errors.

Narration Notes:The e-snaps system only allows one primary contact, but you can have multiple alternate contacts. The CoC lead person should add each of the alternate contacts as users in e-snaps by July 1st. This will allow each of these persons to have access to your CoC’sonline application. However, note that the more users there are, the greater the risk for errors. Therefore, you may want to be conservative when creating users for the system. Large CoCs are more likely to have more alternate contacts than smaller CoCs.

As we mentioned earlier in this module, the primary contact should be the CoC lead person; the person with responsibility for ensuring that Exhibits 1 and 2 are submitted correctly to HUD. The primary contact is the person authorized by the CoC to submit the CoC’s application. The primary contact will also receive messages from HUD during the application process.

Again, be sure to complete all mandatory fields in this form. When you are finished, you may either select the “Save & Add Another” button to enter information for additional contacts or select the “Save & Back to List” button to return to the Contact List screen. From there, you will need to select the “Next” button to continue to the CoC Certification screen.

Image Description: Screen capture of the CoC Point of Contact screen.

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Certification and Submission

• Review and acknowledge the CoC Certification

Narration Notes:Finally, you will be asked to certify that you are an authorized representative for your CoC. Read the certification carefully and select the certification box to acknowledge that you have read and understood the certification. When you are done, select the “Save & Next”button. The Submission Summary screen will appear.

Image Description: Screen capture of the CoC Certification screen with the checkbox highlighted.

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Certification and Submission

• Review your Submission package and export to PDF• Submit your CoC Registration to HUD

Narration Notes:The Submission Summary screen shows all of the items you have entered as part of the CoC Registration Process. This includes the geographic profile, geographic areas, lead organization, points of contact, and certification. The system will provide a list of any incomplete items, in which case you can navigate to that item by selecting the corresponding link in the Notes section and filling in any missing information. After completing the missing information, be sure to select the “Save” button at the bottom of that screen. You cannot submit your CoC Registration until all items have been completed.

To create a hard copy of your submission for your records, select the “Export to PDF”button. This creates a PDF document that displays all of the information you have entered for the CoC Registration. Please review this document and retain a copy in your files.

You are now ready to submit your completed CoC Registration to HUD. Select the “Submit” button.

Image Description: Screen capture of the Submission Summary screen with the “Export to PDF” button highlighted.

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What Happens After Selecting “Submit”

• You will no longer be able to make any changes to your CoC Registration

• HUD will receive notification that your CoC Registration is ready for their review

• HUD will approve or reject the geographic areas that your CoC claimed and will determine the CoC’s HHN

• HUD will notify the CoC primary contact via email when the approved geography and HHN amount is ready for review by the CoC

Narration Notes:After you have selected the “Submit” button, HUD will receive a notification that your CoC Registration is ready for their review. At this time, your CoC can no longer make changes to its CoC Registration. Your submission will then undergo several levels of review at HUD. HUD staff will review the geographic areas that your CoC has claimed and will approve or reject the CoC’s claim. HUD will also determine the CoC’s HHN Amount. HUD will notify the CoC primary contact via e-mail when the CoC’s approved geography and HHN Amount are ready for review. The CoC registrant is the person who initially created a user profile in e-snaps; this person should have been the CoC lead.

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Agreement with HHN Amount

• The CoC must approve or dispute the HHN amount in e-snaps

• All disputes must be resolved by June 28th

Narration Notes:As soon as the CoC Primary Contact receives the email from HUD indicating that confirmation of HHN is required, the CoC should review the HHN in the e-snaps system and approve or dispute the amount. To do so, follow the link provided in HUD’s email to access the CoC Review/Confirm HHN Amount screen. Please note that, since the entire process closes on June 30th, all disputes must be resolved by June 28th.

To approve the HHN amount, simply select “Yes” from the dropdown menu in the center of the screen to indicate your agreement with HUD’s assessment and select the “Save & Next” button. You will be taken to a Submission Summary screen where you will need to select the “Submit” button to send your response to HUD. HUD will then send a confirmation email and the CoC will be ready to complete Exhibit 1, as well as begin reviewing and ranking Exhibit 2s submitted by applicants, beginning in July.

If the CoC has any concerns about the assessed HHN amount, before selecting “No” from the dropdown menu, you must consult your local HUD Field Office. If after consulting your local Field Office, you still disagree, select “No” from the dropdown menu and include an explanation in the “If don’t agree with the HHN Amount, specify why:” field. HUD will then review your comments and provide the final decision before you can complete the application.

Now that we have walked through the entire CoC Registration process, let’s review what you have learned.

Image description: Screen capture of the CoC Review/Confirm HHN Amount screen with the “CoCagrees with the Hold Harmless Need (HHN Amount) assessed” dropdown menu highlighted.

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Knowledge Check

Question 1: Users can only access the CoC Registration process once. a. Trueb. False

Narration Notes:The following slides contain a series of knowledge check questions. Review the question and determine your response. The next slide will then review the correct answer and provide feedback. Let’s get started.

Question 1: Users can only access the CoC Registration process once. Is this statement True or False?

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Knowledge Check – Feedback

Question 1: Users can only access the CoC Registration process once.a. Trueb. False

FEEDBACK:

Users may sign on as many times as needed before they submit their CoC Registration to HUD and afterwards to review.

Narration Notes:The correct answer is False. Users can access the CoC Registration process as many times as they need to before they submit their CoC Registration to HUD and afterwards to review. Anyone with a user name and password can return to the CoC Registration process at any time. This means that the CoC primary contact, who should have been the original registrant, as well as any other users the CoC lead added in e-snaps can add, delete, or change information until the CoC Registration has been submitted to HUD.

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Knowledge Check

Question 2: Three important dates in the CoC Registration process are:a. May 1, June 1, and July 1.b. May 1, June 15, and July 1.c. May 1, June 15, and June 30.d. May 15, June 15, and June 30.

Narration Notes:Question 2: Three important dates in the CoC Registration process are:

a. May 1st, June 1st, and July 1st;b. May 1st, June 15th, and July 1st;

c. May 1st, June 15th, and June 30th; ord. May 15th, June 15th, and June 30th.

Please determine the best response.

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Knowledge Check – Feedback

Question 2: Three important dates in the CoC Registration process are:a. May 1, June 1, and July 1.b. May 1, June 15, and July 1.c. May 1, June 15, and June 30.d. May 15, June 15, and June 30.

FEEDBACK:May 1st is when the CoC Registration process opens. HUD will process CoC Registrations submitted on or before June 15th by no later than June 28th. June 30th is when your CoC must have confirmed the HHN amount in e-snaps. Your CoC will be prepared to start completing Exhibit 1 and reviewing Exhibit 2s submitted to your CoC in July.

Narration Notes:The correct answer is C: May 1st, June 15th, and June 30th. May 1st is when the CoC Registration process opens. HUD will process CoC Registrations submitted before or on June 15th by no later than June 28th. June 30th is when your CoC must have confirmed the HHN amount in e-snaps. Your CoC will be prepared to start completing Exhibit 1 and reviewing Exhibit 2s submitted to your CoC in July.

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Module Wrap-Up

• You should now be able to:– Explain the purpose of e-snaps– Identify key information needed prior to starting the CoC Registration

process– Create a user profile to access the e-snaps system as well as add and

delete other CoC users– Register your CoC within e-snaps– Identify the geographic areas your CoC is claiming– Identify the primary and alternate contacts for your CoC– Submit your CoC Registration to HUD

• This is a new system, so HUD strongly encourages you to start the process in early May

Congratulations! You completed the CoC Registration module.

Narration Notes:Congratulations! You have completed the CoC Registration module. You should now be able to:

• Explain the purpose of e-snaps;• Identify key information you will need prior to starting the CoC Registration process;• Create a user profile to access the e-snaps system as well as add and delete other

CoC users;• Register your CoC within e-snaps;• Identify the geographic areas that your CoC is claiming;• Identify the primary and alternate contacts for your CoC; and• Submit your CoC Registration to HUD.

Because this is a new system, HUD strongly encourages all CoCs to start the CoC Registration process as early as possible.

Continue to the next slide to complete the provided web form.

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Module Completion Web Form

Now that you have completed this CoC Registration online training module, select the web link below so that you may fill out the web form.

e-snaps Online Training Module Completion Web Form

NOTE: To continue your learning experience, visit www.HUDHRE.info/esnaps for training modules on completing Exhibit 1 and Exhibit 2 in e-snaps, beginning in mid-June.

Narration Notes:Now that you have completed the e-snaps CoC Registration process online training module, select the web link that is titled, “e-snaps Online Training Module Completion Web Form” (which is http://esnaps.hudhre.info/training/modulecompletion.cfm?moduleid=M020 ) so that you may complete the form.

After you complete the form, you may close this window. Note that additional training modules will be available to assist your CoC in completing Exhibits 1 and 2. Please check the Homeless Resource Exchange at www.hudhre.info/esnaps for these modules beginning in mid-June.