Introductions Our Team: Dave Thomas, Vice President of Community - PowerPoint PPT Presentation

1/15/2019 Introductions Our Team: • Dave Thomas, Vice President of Community 2019 Local Evaluation Partnerships Instrument Process: • Karen Kowal, Director of Continuum of Care Programs • Renee Crolius, Senior Program Manager Intent to Renew • Elizabeth Perez, Senior Program Manager • Jennifer Fabbrini, Program Coordinator, Monitoring & Technical Assistance • Max Burns, Program Coordinator, Continuum of Care Webinar Presented By: • Torelen Winbush, Training Coordinator Karen Kowal and Jennifer Fabbrini • Julie McKelphin, Senior Program Associate 1

1/15/2019 Training Objectives To ensure all agencies know and understand: The Local Evaluation Instrument (LEI) Process How it may be used to determine funding priorities for Chicago The Intent to Renew and its LOCAL EVALUATION INSTRUMENT purpose PROCESS OVERVIEW How to successfully complete and submit the Intent to Renew on time 2

1/15/2019 Local Evaluation Instrument Context Local Evaluation Instrument Context • Local • The Local Evaluation Instrument Process is – CoC Board of Directors establishes policies and a tool used by the CoC to evaluate project priorities for the CoC and funding process, based on HEARTH Act and Plan 2.0 priorities performance, project operations, and – Ranking Committee (Project Prioritization Work general grant management Group) typically utilizes the results in determining ranking priorities • Developed and updated annually by the – Determine projects to receive a monitoring review Evaluation Tool Committee • HUD • Administered by the Collaborative – CoC Program Competition NOFA released by HUD outlines national priorities and application Applicant for the Chicago CoC (All Chicago) requirements – HUD requires that the CA evaluate and monitor all – Funds are competitively awarded projects 3

1/15/2019 Local Evaluation Instrument Context NOFA Cycle Housing Inventory • System performance Measures & Point In Time Count (HIC / PIT) – Length of time homeless Longitudinal Systems Analysis – Extent those who exit return to homelessness CoC Registration (LSA) [ formally AHAR ] – Thoroughness in reaching those experiencing Jan -March Oct – Dec homelessness HUD NOFA Competition Release System – Overall reduction in homelessness Performance • CoC Application Submission Measures (SysPM) • Project Applications Submission • Ranking and Review (Priority Listing) – Jobs and income growth July – Sept April - June – Reducing first-time homelessness New Projects Grant Inventory Process Worksheet (GIW) Local Evaluation Process (Renewals ) 4

1/15/2019 Overview of CoC Application Process Why Change? Two Part Process: 1. Chicago’s Local Evaluation Instrument (LEI) was excessively long 2. Service Providers and All Chicago spent a Local Evaluation HUD Application Process Instrument Process significant amount of time on the LEI (Dependent Upon 3. Challenges in providing time and opportunity (January - April) Release of the NOFA) for project to improve 5

1/15/2019 2019 Chicago CoC New Goals Local Evaluation Instrument • Simplify the LEI for agencies and All Chicago; Intent to Renew Local Evaluation • Minimize risk to the Chicago CoC by ensuring ❖ Certification Checklist ❖ Project Performance all agencies and projects are in compliance Report ❖ Initial Desk Audit with HUD and meeting local priorities and ❖ Housing First thresholds both programmatically and fiscally; Assessment • Create a collaborative process that provides ✓ Pass ❖ Consumer Engagement ✓ Pass with and emphasizes proactive support and Assessment Findings technical assistance to agencies and projects in order to strengthen the Chicago CoC. ✓ Scored 6

1/15/2019 2019 Local Evaluation Timeline - DRAFT Initial Desk Intent to Renew Evaluation Initial Audit Review & TA Instrument Scorecards & All Chicago reviews and Guidance Deadline Appeals “grades” Intent to Renew Released Process submissions. Final day for agencies 4/26/2019 5/17/2019 12/6/2018 2/4/2019 All Chicago releases to update data for Scores provided to Initial scorecards are guidance on the Initial agencies by February 22 nd , Project Performance sent to agencies. Desk Audit so agencies report and to submit 2019 Agencies can submit can review project All Chicago provides TA to Local Evaluation appeals for their policies and procedures Component agencies through March projects. before release of the 31, 2019 Intent to Renew. 1/7/2019 4/1/2019 4/29/2019 7/8/2019 Intent to Local Evaluation Final Renew Evaluation Instrument Scorecards INTENT TO RENEW Released Released Review Final Score cards released to agencies for all projects Local Evaluation released Intent to Renew is released All Chicago begins to the community. to the community. reviewing and scoring Agencies review and Intent to Renew is due Evaluation Instrument February 4 th , 2019 update HMIS data and submissions for all prepare Local Evaluation projects. Components. Initial scorecards are developed. 2 4 6 8 7

1/15/2019 Who is Required to Submit? Submission Information • Agencies with a CoC-funded project operating between January 1, 2018 and December 31, 2018, in order to be One survey per agency eligible to apply for renewal in FY19 – Includes all LTRA projects, regardless of renewal status • The survey is designed for the agency to input information – New Projects awarded in FY2017 and started in 2018 about all of its projects within one survey submission. – HMIS and CE-SSO projects do NOT need to complete at this time. • Agencies do not have to submit a separate survey for each • Any agency not interested in renewing a CoC grant for FY19 project. must contact All Chicago ASAP • Each checklist question is formatted to ask you to identify if there is a different response for a project or set of projects • Agencies do not need to submit an Intent to Renew for • Each file upload question allows you to upload multiple sets of projects not funded in FY18 files - different files for different projects. Please use a cover • If you are unsure if a project needs to submit an Intent to page to clearly identify which files relate to which projects. Renew, contact CoCPrograms@allchicago.org. Exempt projects have already been notified. 8

1/15/2019 Submission Information Submission Information • To access the Intent to Renew Form click on the following Browser Compatibility: link: We recommend using Firefox or Google Chrome as your browser when • https://bit.ly/2RfM6gO working with SurveyGizmo. Please see the following from the Survey Gizmo site: • The first time you enter the survey, login with username “SurveyGizmo tests and supports use of our application in all major browsers & password sent to you by All Chicago: including Google Chrome, Firefox, Safari, and Internet Explorer 8, 9, 10 and 11. We recommend always keeping your browser up to date with the most current version to ensure continued compatibility. Older versions of supported browsers might present quirks or inconsistencies when compared to their up-to-date counterparts. IE users using high security settings (generally between medium-high to high depending on the version) might run into issues when using the SurveyGizmo application. High security settings may block JavaScript which SurveyGizmo uses to make the application interactive. ” Note: There is one username/password per agency 9

1/15/2019 SurveyGizmo Basics SurveyGizmo Basics – Save and Continue Navigating through a survey: • Click to Save and Continue • Enter your email address twice ✓ Check to be sure you have Required Questions: received the email before • In order to make it easy to navigate forward and backward within the survey, none of the questions have been marked as required. navigating away from the However, this is only for ease of navigation. survey! • All questions must be answered. 10

1/15/2019 SurveyGizmo Basics – Save and Continue SurveyGizmo Basics – Save and Continue • Save and Continue • When you want to stop working on the survey and return to it • You will receive an email from noreply@surveygizmo.com that later, go to the email you received from looks like the one below. noreply@surveygizmo.com and click on the link. • There is sometimes a delay, so if you don’t receive the email right away, check again in a few hours. Also check your junk mail • When you utilize the “Save and Continue” link, you do not box. need to login again with your agency’s given • Save the email. username/password. If you login with the username/password, you won’t see your saved work. To pick up where you left off, you must utilize the link that you receive via email after clicking on “Save and Continue.” 11

1/15/2019 SurveyGizmo Basics – Types of SurveyGizmo Basics – Save and Continue Questions – Add another • You must complete the page you are working on and click on “next” at the bottom of the page in order for the work done to be saved. • Partially completed pages will not be saved. If you need to indicate that a “No” response applies to more than one project, click here to submit another project name and explanation. 12