From:                                         SSVF

Sent:                                           Thursday, September 15, 2016 11:03 AM

Subject:                                     SSVF Program Updates September 15, 2016

Attachments:                          FY16_HHS_Transfer_Form.xlsx

 

Importance:                            High

 

Topics:

 

1.     Important: ***HMIS Data upload for FY2016 close out****

2.     Register for the SSVF National Webinar on September 22, 2016 at 2:00 PM EDT

3.     HHS Subaccount Transfer Process for FY2016 closeout

4.     Clarification on SSVF Regional Meeting Participation

5.     VA Releases SSVF Proposed Rule for Public Comment

6.     Grantee Action Needed Regarding Outstanding FFR Financial Status Reports (FSR)

 

HMIS Data upload for FY2016 close out

 

The HMIS data upload period to close out FY 2016 will start on September 30 and end on October 9, 2016. All data for FY 2016 must be entered into HMIS prior to export (through 9/30) for the final FY 2016 upload. This upload should reflect all of your grant performance for the year, including all entries, exits, services and TFA. Only data exported from HMIS and uploaded to the Repository will be considered in evaluating grantee performance.

 

Data collection and upload requirements for FY 2016 remain in effect until final uploads are completed in October. For that reason, uploads will only be accepted using CSV 4.1 format.

 

Checklist for closing out your FY 2016 data submissions:

š       As soon as possible, check with your HMIS Administrator to ensure that you organization will able to properly export its HMIS data in CSV 4.1 to meet the upload deadline.

š       Get caught up on lingering data entry needed now.

š       Start addressing any outstanding data quality issues from your September upload now.

š       For each upload successfully completed a data validation report is shown on the submitting computer. Use that report to double check the accuracy of the number of client records submitted in each upload.

š       Email ssvfhmis@abtassoc.com if you have concerns about completing your final FY 2016 upload by the 10/9 deadline.

 

SSVF National Webinar on September 22, 2016 at 2:00 PM EDT

 

Topic:  SSVF HMIS: Closing Out FY2016 and Changes for FY2017 on September 22, 2016 2:00 PM EDT

 

TA staff will provide explicit instructions for the final Repository upload of this fiscal year and highlight all the critical changes in HMIS data for the upcoming fiscal year. The timing and structure of uploads is especially important during the changeover of fiscal years so all SSVF staff involved in data collection, reporting or Repository uploads should attend or make plans to listen to the recorded webinar.

 

Register here: 

 

https://attendee.gotowebinar.com/register/2272632637695842050

 

After registering, you will receive a confirmation email containing information about joining the webinar.

 

HHS Subaccount Transfer Process for FY2016 closeout

 

As the end of the FY2016 grant year quickly approaches, please be reminded that HHS Subaccount Transfers will be processed on the 1st and 15th of each month, through December 15, 2016. Please use the attached template to prepare your transfer request and submit to your Regional Coordinator. Your Regional Coordinator will review and forward to the Program Office for processing. Prior to preparing your request, please carefully review your current authorized Subaccount balances within the Payment Management System. Program Changes throughout the year may have resulted in changes to these authorized balances. Submission of incorrect authorized Subaccount balances on a grantee request will result in a denial and a new submission timeframe. If you have any questions about how to complete the template or  verify your authorized Subaccount balances (prior to submitting your request) please contact your Regional Coordinator.

 

 

Clarification on SSVF Regional Meeting Participation

We would like to provide clarification regarding the SSVF Regional Meetings. The Regional Meetings are currently being held through early October at 10 locations throughout the U.S.  Grantees are assigned to one of these 10 locations and will receive an email notification regarding meeting sites and registration details.  Please note that the Regional Meeting is a one-day event that offers SSVF 101 training as well as and practices related to rapid rehousing, Housing First, and homelessness prevention.  Due to space limitations, grantees may register no more than two (2) program staff for this one-day Regional Meeting.  Furthermore, grantee representatives may attend only one of two tracks that will run concurrently at the Regional Meeting: 1) a track targeted for Direct Service staff, or 2) a track targeted for Program Management staff.    

Grantees with more than one SSVF grant award may send up to two (2) representatives per grant award.  Registration for many of the Regional Meetings has opened and assigned grantees have received these notifications.  When you receive the registration email (sent to the primary and secondary contacts within your agency’s SSVF grants management account) please be sure to complete registration before it closes.

IMPORTANT:  For those grantees who serve the location (city) in which the regional meeting is being held, VA has added an additional day for grantees and community stakeholders that will focus on community coordination efforts.  These meetings are customized to meet the needs of the local community.  If you have questions, please contact Bobby Thompson at:  robert.thompson2@va.gov.

 

VA Releases SSVF Proposed Rule for Public Comment

 

The VA has released proposed changes to the SSVF Final Rule, which is open for public comment until September 26, 2016.  The link to the proposed rule can be found at:

 

https://www.gpo.gov/fdsys/pkg/FR-2016-07-27/pdf/2016-17624.pdf

 

Grantee Action Needed Regarding Outstanding FFR Financial Status Reports (FSR)

 

This is a reminder to grantees that they must close any outstanding (FY 14 and FY 15) FFR Financial Status Reports in the HHS Payment Management System.  It is a Federal requirement that all SSVF grantees submit the Financial Status Report portion of the Federal Financial Report (SF-425). Grantees must complete this report for all subaccounts within the HHS Payment Management System no later than 45 days after the end of the grant term, or at the end of an approved grant extension.

 

IMPORTANT:  Effective August 31, 2016, any failure to complete this process will cause a suspension of your HHS SSVF account.  Your HHS account will remain frozen until this delinquency is resolved.  Please note that all SSVF grant accounts associated with that grantee’s banking will be frozen.

 

Instructions can be found within the HHS website:

 

https://www.dpm.psc.gov/training/ffr_training.aspx?explorer.event=true.

 

Please note that only the FFR Financial Status Report (FSR) is required and the FFR Cash Transaction Report is NOT required.

 

 

 

Thank you,

 

SSVF Program Office

NOTE:  If you are receiving this email in error, please disregard.  We request your patience as the SSVF Program Office continues to address system issues with the grants management database.