using idis onlinefor the emergency solutions … idis onlinefor the emergency solutions grants...

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.

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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

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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: [email protected]

• 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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• 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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• 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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Level 1

• ESG: Federal Fiscal Year Allocation• IDIS: One HESG Project

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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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• 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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• 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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• 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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• 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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• 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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• 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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• 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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• 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


• Select Secondary Activity Categories that applyIDIS Activity IDIS Secondary Activity CategoryIDIS Activity

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Street Outreach

Shelter H lHomeless Prevention

Rapid Rehousing 3636

IDIS Edit HESG Setup Detail Screen

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• 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

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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 ( )

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Creating ESG Drawdown

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Approving ESG Drawdown

• The Drawdown must be approved by another IDIS Useranother IDIS User

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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

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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%

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• 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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• 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

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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

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Additional Information and Resources

•The IDIS Technical Assistance Unit (TAU)– Phone: 1-877-483-8282Phone: 1 877 483 8282– E-mail: [email protected]

• 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

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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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using idis onlinefor the emergency solutions … idis onlinefor the emergency solutions grants...

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