New and Existing Agency Onboarding Orientation · 2016. 10. 26. · Clarifies system flow to increase ease of access, navigation, and linkage to housing and services; Increases efficiency,

New and Existing Agency Onboarding Orientation

Fall 2016

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LAHSA Regional Coordination


Regional Coordination

Support Community

Community Planning and Engagement

Capacity Building and Technical

Assistance

Bringing Resources

Liaison and Conveners


CES Coordination

Goal of CES

Efficient and Effective Use of Resources

Common Triage Tool

Overview of CES

Adults

Families

Youth


Outreach Coordination

Countywide Street Based Outreach and

Engagement

Coordination at the SPA level

Technology Platform

Create Multi-disciplinary Specialist Street

Teams


Coordination Team

• Regional Coordinators

CES Coordinators

Outreach Coordinators

CES Outreach/Engagement Coordinators

Multidisciplinary teams

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LAHSA’S NEW IAST CONTRACTING

SERVICE MODEL

LAHSA’S NEW IAST CONTRACTING SERVICE MODEL

Integrated Agency Support Teams (“IASTs”)

What they do:

The IASTs are internal LAHSA teams assembled upon the award of

funding to an Agency to provide optimized technical assistance and

contracting support to awarded Agencies.

The IAST works collaboratively with the Agency throughout the Contract

lifecycle to plan how LAHSA can best support the Agency in executing its

contracts, invoicing & close-out, reporting through HMIS, preparing for

monitoring visits, or gaining technical assistance.

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An Agency’s IAST is composed of an assigned

team of interdepartmental LAHSA staff

including:

Contract Specialist

Homeless Systems Analyst(s)

Program Accountant

Monitor (Program & Fiscal)

HMIS Support

These staff remain assigned to the Agency

throughout the lifecycle of the Contract.

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Who they are:


LAHSA will, over the next 6 months, be implementing a new Contract

Management Software platform developed by Contract Logix. This

software will:

Facilitate collaborative communications between and among IAST members and Agencies

Support collaborative document generation

Enable Electronic Signatures

Optimize Contract Lifecycle Management

LAHSA has adopted Team Gantt to provide optimized Project

Management to both internal and external programs.

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Tools to Support the IASTs:

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CES OVERVIEW

CES Overview

How are we envisioning CES?

CES Overview

Function of the CES

Reinforces common purpose, guidelines, and shared

processes to assist all populations;

Clarifies system flow to increase ease of access,

navigation, and linkage to housing and services;

Increases efficiency, effectiveness, and fairness of

access to and distribution of resources;

Facilitates exits from homelessness to stable housing in

the most rapid manner possible, given available

resources.

CES Overview

Essential Components of CES Entry Point No wrong door to the system regardless

of population or point of entry; including

outreach, crisis housing, and access centers.

Common Approach Providers utilize Housing First, Harm

Reduction, and client-centered service delivery.

Assessment Uses population appropriate triage tool to

identify which housing intervention is best

suited for each household’s needs. The

triage and assessment phase collects

information for: diversion, crisis and bridge

housing or other emergency needs, and

targeted prevention services for families, etc.

CES Overview

Essential Components of CES

Prioritization Ensures households with the most severe

needs and levels of vulnerability are prioritized

for housing and homeless assistance.

Housing Navigation Ongoing engagement, case management,

and document collection in order to facilitate a

linkage to an appropriate housing resource.

Linkage Connects households to the best suited,

safe and stable housing and resources.

CES Overview

Essential Components of CES Housing Stabilization Short term or indefinite supportive services,

depending on need, either attached to

housing or in the community, in order to

support stable housing.

Information Sharing Common HMIS database and case

conferencing/care coordination.

Coordination Strategic effort to enhance system efficiency

and effective resource management through

SPA-wide collaboration to promote an

integrated and sustainable response to

homelessness.

CES Overview

CES: System Flow

CES Overview

CES: Scope’s of Required Services

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REGIONAL & OUTREACH

COORDINATON SCOPE OF REQUIRED

SERVICES

Outreach & Regional Coordinator SRS

Activities of Regional Coordinator

Applies to both the single adult and youth systems

Act in the role of regional leadership for CES

(represent CES locally and Countywide)

Provide Coordination & Partnership

Organize and/or facility case conferencing

Expanding the CES system regionally (create and

maintain a SPA-wide referral network

Facilitate the housing match process

Maximize the use of CES & CoC resources

Outreach & Regional Coordinator SRS

Activities of Outreach Coordinator

Creating a SPA-wide outreach plan

Coordination of street outreach and engagement

Creating partnership with other outreach

systems/programs

Ensuring outreach staff are knowledgeable on

resources and referral networks for singles, youth,

families, veterans and resources for other target

populations.

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HOUSING NAVIGATION SCOPE OF

REQUIRED SERVICES

Housing Navigation SRS

Activities of Outreach & Engagement

Locate, identify and build relationships with unsheltered people

experiencing homelessness.

Complete initial assessment and eligibility screening: CES Survey

Packet or Next Step Tool.

Addressing urgent physical and mental health needs through

providing linkage and referrals.

Actively connect and provide referrals for mainstream benefits and

housing resources.

Providers are expected to provide these services for any person

being encountered, including families.


Activities of Case Management Applies to both the single adult and youth systems

Linking and supporting people to access housing resources,

including the utilization of bridge housing

Assisting participants in creating an individualized housing plan

Provide support with gathering documents and any needed

process in order to obtain housing

Assisting participants in connecting with leveraged resources

including: Crisis/Bridge Housing, Employment Services,

Vocational Training, Education, Benefits Connection, Legal

Services, Mental Health Services, Physical Health Services,

Reunification/Diversion, etc.


Eligibility

• Outreach and Case Management

• Persons who are literally homeless within LA City

City General Funds

• Outreach

• Persons who are literally homeless within LA County

County Strategy E6

• Outreach

• Persons who are homeless within non-entitlement cities State ESG

• Case Management

• Persons residing in crisis beds who are not linked to case management

County Strategy E8

• Case Management

• Youth 16-24 who are homeless within LA County

County Strategy E14


Length of Enrollment

Eligibility for services is not time limited. Participants

to be exited upon the following:

Participant linked to program with supportive services

Completion of housing goals and is in permanent

housing

Participant relocate to another CoC

Reunification services are provided

Participant is a safety risk to contractor’s staff

Participant has refused contact for 90 days or more

Participant is hospitalized or incarcerated for 90 days or

more

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RAPID REHOUSING SCOPE OF

REQUIRED SERVICES

Rapid Rehousing SRS

Activities of Rapid Rehousing

Standardized Assessment: CES Survey Packet or

Next Step Tool

Housing Identification: Housing search and placement

process

Rent and Move-In Assistance: Financial assistance

Case Management & Supportive Services: Housing

plans, Case management services are voluntary

however must be offered at a minimum of 1x monthly.

Rapid Rehousing SRS

Eligibility

• Persons who are literally homeless within LA City

• Must be below 50% of AMI

• 90-day recertification of eligibility

City General Funds

• 18-24 who are literally homeless within LA County



County Strategy

B3

• Persons who are homeless within non-entitlement cities



State ESG

Rapid Rehousing SRS


Services and support to locate and complete a housing

placement have no time limit.

Initial eligibility for supportive services is six months post

the person obtaining permanent housing, however can be

extended with justification of person needing ongoing

support to maintain housing.

TAY (18-24) have an initial eligibility of 12 months for

services post obtaining housing

Maximum rental assistance is 12 months in a two year

period

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CRISIS HOUSING SCOPE OF REQUIRED

SERVICES

Crisis Housing SRS

Activities of Crisis Housing

Standardized assessment: CES Survey Packet or Next

Step Tool

Provision of the following: 24-hour bed availability,

residential supervision, crisis intervention, security,

meals, restrooms & showers

Creation of a housing plan if the person is not currently

linked to a housing navigator or housing services

Referral and linkage to housing navigation and other

community resources

Crisis Housing SRS

Eligibility

Bridge Housing: Open beds should first be targeted to the CES

Regional Coordinator to see if they have a participant to match to

the open bed. Targets people who have been connected with a

housing navigator or are high-acuity (VI-SPDAT priority score of

3) and not currently connected to housing navigation.

Short-Term Crisis: First come first serve upon bed availability.

Participant has an initial eligibility of 30 days. If participant is not

able to resolve their housing crisis the bed will then be operated

as a bridge housing bed.

Crisis Housing SRS

In PROCESS

• Currently homeless or at risk of becoming homeless within LA City

City General Funds

• Currently homeless or at risk of becoming homeless within LA County

County General Funds


• Discharge from criminal justice system within past 5 years

County Strategy B7 -

AB109


• Discharge from an institution within past 6 months

County Strategy B7 -

HPI

Crisis Housing SRS


Length of stay within crisis housing is an initial 90 days.

An extension can be requested if the participant is in

need of additional time and is working towards housing

goals, for a maximum 180 days.

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ELEMENTS WITHIN ALL SCOPES OF

REQUIRED SERVICES

Compliance with ADA and fair housing laws

Process for approval of subcontractors

95% data quality in HMIS for all programs

Housing First and Harm Reduction approach

Internal implementation of customer service tracking

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HOMELESS MANAGEMENT

INFORMATION SYSTEM (HMIS)

HMIS

HMIS

A locally administered, electronic data collection system that stores longitudinal

personal-level information about persons who access the homeless service system

HMIS Participants

Homeless service providers, housing groups, healthcare providers, and other

appropriate service providers

The LA/OC HMIS is shared by separate CoCs: LA County, Orange County, Glendale, and

Pasadena.

Benefits

Understand scope of homelessness

Unduplicated count of homelessness

Decrease in duplicative intakes/assessments

Coordination of case management and services among providers

Tracking of performance targets

Flexible reporting capabilities

HMIS

HMIS Requirements & Data Quality Data Collection Requirements

HMIS Data Standards - Universal and Program-Specific Data Elements

Data Quality Reports

Data Integrity Report (DIR) – generate at least once a month

Occupancy Report – for residential programs only

HMIS Technical Support & Resources

Help Desk: [email protected]

Assigned Data Analyst

Support via phone, email, remote session, and in-person

Tutorial videos available via HMIS website and specific-training courses

HMIS 150 – Data Quality Troubleshooting Workshops

HMIS 200 – Data Quality Reports

mailto:[email protected]

HMIS

HMIS Training HMIS Organization & Program Setup Submit to HMIS Support inbox:

HMIS Participating Organization Agreement for new organizations

Program Setup Form for new program. Upon receipt of email, your assigned Data

Analyst will contact you to review the information that was provided.

HMIS User Access Submit to HMIS Support inbox:

Acknowledgement Form that you have read and understood the HMIS Policies &

Procedures

HMIS User Agreement

HMIS Training Requirements HMIS Policies & Procedures – HMIS 10

HMIS Basic Navigation – HMIS 509 (CES for Individuals & Youth), HMIS 507

(CES for Families), or HMIS 102 (Street Outreach)

HMIS Training Registration Create account and register for course(s) at http://training.lahsa.org/

http://training.lahsa.org/

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QUARTERLY HMIS REPORTS

HMIS

Quarterly Reporting Process for CES

CES projects report on a quarterly basis each grant year. Reminders are emailed to Sub-recipients one month before the

due date of the report.

LAHSA generates reports beginning on the 8th of each month

following the end of the quarter.

Reports are emailed to Sub-recipient for review.

Sub-recipients reviews report for accuracy and signs a

Certification within specified due date

HMIS

Quarterly Reporting Process for CES

Other considerations Unresolved HMIS/Data Issues

Sub-recipients are encouraged to check data quality in HMIS on a monthly basis

Tools are available to assist sub-recipients in tracking data quality

Unresolved issues should be reported to LAHSA in advance of reporting due

dates

Late Submissions

Extension requests may be requested by emailing [email protected]

Requests should include a reason why extension is needed

Without prior approval, late submissions may impact risk assessments and

funding decisions

Failure to submit reports may result in funding request payment holds until report

is adequately received

mailto:[email protected]

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BUDGET OVERVIEW

Budget Overview

Budget

The Budget Process

Sources of Funding

Budget Modifications

Funding Request

Expenditure Allocation (RADAR)

Documentation and Submission

Budget Overview

The Budget Process

Proper planning includes identifying program goals

and outcomes

Assess Needs to Match Goals

Personnel Costs vs. Non-personnel costs

Prepare for unanticipated expenditures

Identify Funding Source(s)

Utilize your awards efficiently

Match sources to allowable expenditures

Budget Overview

CES Award Allocations

CES for Individuals and Youth Funding

Funding Type Funding Amount (FY2016-

2017)

City of Los Angeles – General Funds (GF) $ 22,043,727

County of Los Angeles – General Funds

(GF)

$ 8,347,898

State Emergency Solutions Grant (ESG) $ 1,304,035

Total Projected Funding Available $ 31,695,660

Budget Overview

Sources of Funding

City of Los Angeles

General Funds


Rapid-Rehousing

Crisis Housing

General Funds (Outreach)

• Housing Navigation – Street Outreach

General Funds (Navigation)

• Housing Navigation –Case Management

Budget Overview

Sources of Funding

County of Los Angeles

ESG (State)

Housing Navigation – Street Outreach

Rapid-Rehousing

General Funds

• Regional Coordination

• Crisis Housing

Homeless Initiative – B3 (Youth Only)

• Rapid-Rehousing

Budget Overview

Sources of Funding

County of Los Angeles Cont'd

Homeless Initiative – B7 (AB 109-Probation Funding)

Interim/Bridge Housing Funding for those exiting

institutions

Crisis Housing

Homeless Initiative – B7 (General Funds)

• Crisis Housing

Homeless Initiative – E6 Countywide Outreach System

Outreach Coordination

• Housing Navigation – Case Management

Budget Overview

Sources of Funding

County of Los Angeles Cont'd

Homeless Initiative – E7 Strengthen the

Coordinated Entry System


Homeless Initiative – E8 Enhance the Emergency

Shelter System

Housing Navigation – Case Management

Budget Overview

Sources of Funding

Homeless Initiative – E14 (Youth Only)

Enhance Services for Transition Age Youth

• Regional Coordination

• Housing Navigation – Case Management

• Crisis Housing

Budget Overview

Budget Modifications

Request for budget modification or amendment

Budget Modification

Moving funds between categories or within a category (if

applicable)

Submission on the 1st month of the last Qtr

Budget Amendment

Request for additional funding due to unanticipated

needs

Measure expenditures to program outcome and

performance on a quarterly basis

Budget Overview

Funding Request

Ensure that requests conform with contractual,

program, federal and other funding requirements

$$ To eliminate disallowances and questioned costs

during the funding request review and monitoring site

visits

Submission of error free requests by deadline

$$ Timely reimbursement of program costs

Budget Overview

Funding Request

Program costs billed are eligible expenses, within the

contract period and are included in the budget.

Expenses billed are within the correct activity, sub-activity

and line item (as applicable) that corresponds to the

approved budget.

Required supporting documentation is submitted with the

funding request.

Program costs are verifiable and traceable to the GL.

Funding request is submitted in a timely manner.

Budget Overview

Expenditure Allocation

Allowable costs per funding sources

Use most restrictive fund source first

Costs must be recorded in general ledger for

each separate funding source

Budget Overview

Use your RADAR

Reasonable

Allowable

Documented

Allocable

Regular, Consistent Treatment

Budget Overview

Supporting Documents

Statement of Revenues

& Expenses

Detailed General

Ledger

Supplemental Schedule

Trial Balance

Aged Accounts

Payable

Cash Disbursement

Journal

Source Documentation

Other documentation

as necessary to

validate costs

Budget Overview

Submission

Timely submission of funding requests

Submission of error free invoices by deadline 7th

of the month following

Timely payment of funding requests

No delays in processing due to errors and no

disallowances

Within 30 days upon submission (per contract

provision)

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MONITORING AND COMPLIANCE

Monitoring & Compliance

Why does LAHSA monitor

As a pass-through entity LAHSA is required under 2 CFR,

Part 200 to monitor subrecipients

Purpose of Monitoring

Ensure funds are spent according to federal statues, contract,

original award, and Generally Accepted Accounting

Principles (GAAP)

Performance goals are achieved


How to prepare for a monitoring visit

Read and understand your contract

Follow guidance in 2 CFR Part 200, GAAP, LAHSA Toolkit,

and LAHSA Contractor’s Accounting Handbook

Review Internal Policies and Procedures

Document participant eligibility

Document program performance

Maintain your facility in accordance with LAHSA Shelter

Standards


What we monitor-fiscally

Internal Controls

Personnel and Non-personnel costs

Cost Allocation Plan

Match (if applicable)

Contract Compliance

Financial Management


What we monitor programmatically

Contract Compliance

Facility Review

Utilization of HMIS

Participant Eligibility

Services Provided

Performance Targets

Grievance Procedures

ADA Compliance


Monitoring Visit Overview

Intent to Monitor Letter

Entrance Conference

File Review and Site visit

Exit Conference

Monitoring Report

Agency Response

Clearance Letter

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COMMUNICATIONS

Communications

Department of two. Tom Waldman, the Director, and

Administrative Assistant, Carolyn Pruitt

Oversee internal communication

Handle external media inquiries

Work with elected officials on media events and joint

messaging

Run social media accounts

Manage communications and messaging around the

annual homeless count

Communications Overview

Communications

Internal Communication

Interview and write weekly

features on individual

employees, shared with all

staff members

Work with departments to

write, edit and distribute

information to partnering

agencies and/or for use on

the website

Communications

External Communication

Pinpoint newsworthy stories and achieve

media coverage of them

100-Day Youth Homeless Challenge

HOPE Outreach teams

Library Aid program

Communications

Social Media

Los Angeles Homeless Services

Authority is on Facebook and

Twitter (@LAHomeless)

Engage with agencies and

organizations

Publish success stories from the field

Bring awareness to events and

programs

LA Homeless Count is also on

Facebook and Twitter

Communications

What You Should Know

Usage of Logo: Unauthorized use of the LAHSA logo is prohibited.

Please contact the LAHSA Director of Communications to obtain

approval to use the LAHSA logo for any internal and external

documents.

Media inquiries: Should you receive a media inquiry regarding

LAHSA funding, policies and procedures, or data on homelessness in

Los Angeles County, please refer the reporter to the LAHSA Director

of Communications.

Please engage with us on social media. We love to include our

partners in Tweets/Facebook posts.

Communications

Contact Information

Tom Waldman

Director of Communications

(213) 225-8491

(213) 247-5726 (cell)

[email protected]

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Q & A