From: SSVF
Sent: Friday, August 18, 2017 4:28
PM
To: SSVF
Subject: SSVF Program Update Friday
August 18, 2017
Attachments: HP_Screening_Toolkit_FAQs_FINAL.pdf;
VirtruPro_ProviderResource_April.pdf;
SSVF_HP_Eligibility_Targeting_Threshold_Score_Form_v2_July_2016_Fillable.pdf
Topics:
1. Important: SSVF Grantee Data Quality Household Served and Uploaded Data Quality
2. New: Grant Extension Opportunity for FY17 (Non-Surge Grants Only)
3. Reminder: Quarter 4 Program Change Process
4. Reminder: Homelessness Prevention Threshold Score
5. New: VHA Homeless Program Office Nationally Deploys Virtru Pro
6. Announcement: VA Secretary’s Award for Outstanding Achievement in Service for Homeless Veterans
Important: SSVF Grantee Data Quality Household Served and Uploaded Data Quality
The SSVF Program Office has nearly completed the review of Quarterly Certification submission by grantees. Additionally, SSVF Regional Coordinators are comparing grantee quarterly certification responses to the monthly Repository uploads. It is imperative that SSVF grantees are making every effort to ensure that data is reported accurately, submitted on time, and is corrected when necessary. Grantees must ensure that they are implementing their established data quality and verification procedures. There have been several grantees with zero data reported on SSVF clients served. Please note that files that are successfully uploaded/accepted into the Repository may result in zero data record, if there are errors within the upload file. Additionally, grantees only select either RRH or HP when entering client level data in HMIS. "Other" should never be selected and will result in missing data when uploading to the VA Repository. Grantees who have received notifications from Regional Coordinators regarding data reported on households served are asked to respond as soon as possible.
New: Grant Extension Opportunity for FY17 (Non-Surge Grants Only)
The SSVF Program Office is offering a 30 day, no-cost extension to non-surge grants. All non-surge grantees interested in requesting an extension should complete the published requirement in GIFTS no later than September 1st. This extension will extend the grant period to October 30, 2017. Failure to submit the requirement by the due date will be considered as a grantee’s declination to request an extension. All non-surge grantees will receive confirmation from the Program Office of the extension request approval.
Please plan your program operations accordingly. Grantees that receive an extension are reminded that the final date for submitting payment requests in the HHS Payment Management System will be December 15th. Instructions for providing all other required materials for closing out the grant will be provided by the Program Office.
Reminder: Program Change Process
All requests for program changes, including budget modifications, must be submitted to the SSVF program office though the GIFTS grant management system. For the final quarter of the grant year, the program office offered two opportunities for requesting program change requests: August 15 and September1. Grantees who have did not submit an August 15, 2017 request may submit the Program Change requirement form by September 1, 2017. Grantees are encouraged to review the Program Change Companion Guide prior to submitting their change request in GIFTS. The Companion Guide provides detailed instructions for completing the Program Change requirement form and includes information on timelines for submission and approval of requests. The link to the Program Change Companion Guide on the SSVF website can be found here:
https://www.va.gov/HOMELESS/ssvf/docs/Companion_Guide_to_Program_Changes_FY2017_Final.pdf
Reminder: Homelessness Prevention Threshold Score
In October 2016, the update Homelessness Prevention Screening Form was published. Each grantee developed a new Homelessness Prevention Threshold score for FY17. After using this tool for 10 months, the SSVF Program Office is reminding grantees of the process for modifying the threshold score, should current data and resources indicate a need for a change. Increasing the targeting threshold score does NOT require grantees to request VA approval; however, such changes should be discussed with community stakeholders as part of ongoing community planning. A decrease in the targeted threshold score requires that grantees submit an updated HP Eligibility and Targeting Threshold Score Form and discuss the reasons for proposed decreases with their SSVF Regional Coordinator (i.e., potentially shifting resources from rapid re-housing to homelessness prevention). The FAQs are attached and also available on the SSVF website:
http://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/participant_eligibility
The HP Eligibility and Targeting Threshold Score Form is attached and also available on the SSVF website:
New: VHA Homeless Program Office Nationally Deploys Virtru Pro
Last week, the VHA Homeless Program Office nationally deployed Virtru Pro, an Outlook add-in that provides a secure method for exchanging protected health information (PHI) between VA and community providers using encrypted e-mail. The deployment of Virtru Pro is an important initiative for Veterans as it:
• Improves care coordination by ensuring VA and community providers can share patient documentation.
• Reduces the time it takes to share Veterans’ PHI by allowing VA staff to send this information securely over email instead of via fax or by mail.
• Provides a secure, electronic platform for emailing files to community providers to support the development and management of By-Name Lists.
The installation process will vary by Medical Center; however, full deployment to designated VA Homeless Program Staff is expected to be complete by the end of September, 2017.
Using Virtru Pro is very simple and does not require any software installation by non-VA recipients. A provider guide is attached for your reference.
Announcement: VA Secretary’s Award for Outstanding Achievement in Service for Homeless Veterans
In July, the VA honored community providers working to address Veteran Homelessness. "Helping Veterans get housing is vital for them, but it also demonstrates clearly to the nation our enduring commitment to those who have served so well," said VA Secretary David J. Shulkin. VA Secretary’s Award for Outstanding Achievement in Service for Homeless Veterans recognizes top achievers in the field. The SSVF program office congratulates SSVF providers, Veterans Northeast Outreach Center, Family Endeavors, Inc. and Project Community Connections for receiving this award. An article featuring bios and photos of awardees can be found in VA’s Vantage Point publication here:
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.