e-snaps Transition APR Guidebook - HMIS of … files/esnapsTransitionAPRGuidebook.pdf · e-snaps Transition APR Guidebook Sept., ... Transition APR Template ... HUD-40118 APR Where

Transitioning from the HUD-40118 APR to the New APR

For CoC grant-funded Programs

Supportive Housing ProgramsShelter Plus Care Programs

SRO for the Homeless Programs

e-snaps Transition APR

Guidebook

Sept., 2010

U S D E PA R T M E N T O F H O U S I N G A N D U R B A N D E V E L O P M E N T

Contents

Guidebook Introduction �� 1

Guidebook Features �� 2

Navigating the APR �� 2

Begin in e-snaps �� 4

Log into e-snaps �� 4

Create the APR Project Information Formlet in e-snaps ��5

Complete the COC APR Project Information ��9

Q1 Contact Information �� 9

Q3 Project Information �� 11

Q4 Site Information �� 14

Grant Number Confirmation �� 15

Project Information – Submission Summary �� 16

Create a CoC Annual Performance Report �� 17

Q2 Submission Certification �� 18

Q5 Bed and Unit Inventory �� 19

Q6 HMIS Bed Participation Rate �� 20

Program Outputs �� 22

Q8 Persons Served �� 22

Q9 Households Served �� 23

Client Characteristics �� 24

Q15a1 Gender Adults �� 24

Q15a2 Gender Children �� 25

Q16 Age �� 26

Q17 Ethnicity and Race �� 27

Q18 Physical and Mental Health Conditions at Entry �� 29

Q19 Domestic Violence Status �� 30

Q20 Prior Residence �� 31

Q21 Veterans Status �� 33

Q23 Client Monthly Cash-Income Amount by Entry and Exit Status �� 34

Q27 Length of Participation by Exit Status �� 35

Q29 Destination at Program Exit �� 36

Financial Information �� 38

Q30 Supportive Housing Program Financial Information �� 38

SHP Expenditures – Developmental Costs �� 39

SHP Expenditures – Supportive Services �� 39

SHP Expenditures – Leasing, Operating and Administration �� 40

Q31 Shelter Plus Care Expenditures and Value of Services �� 41

Q33 SRO Value of Services Received �� 42

Q40 Significant Program Accomplishments �� 43

Q42 Additional Comments �� 43

Submission Summary �� 44

Definitions: �� 45

E-snaps Questions for the Transition APR �� 48

Transition APR Template �� 49

1

Guidebook Introduction

In 2010, the U.S. Department of Housing and Urban Development (HUD) replaced the HUD- 40118 form called the Annual Progress Report (APR). The new report, called the Annual Performance Report (APR), is required of both HUD CoC-funded Projects, as well as Homeless Prevention and Rapid Re-housing Programs (HPRP) that are funded through the American Recovery and Reinvestment Act (ARRA).

The APR is a reporting tool used by HUD to track the progress and accomplishments of programs funded by the Department, inform the Department’s competitive process for homeless assistance funding, and report on program performance to the Congress and other Federal agencies.

Beginning with grants ending on or after July 1, 2010, your APR information is required, by HUD, to be entered into e-snaps. Grantees have 90 days from the end of their operating year to submit their HPR.

HUD is aware that some HMIS vendors will not have the new APR program ready in your system yet. Vendors are not required to have the new APR programmed until June 1, 2011. All vendors have been instructed that they must support either a “Transition APR” using the HUD-40118 APR or program the new APR.

This guidebook is intended to help grantees who are using the HUD-40118 APR to determine where and how to enter that information into e-snaps.

If your HMIS vendor has programmed a new APR report – you should use that form for data entry into e-snaps. If you are using a new APR report generated through your HMIS you may find the Full e-snaps Guidebook available at www.hudhre.info a more helpful guide to data entry and to understanding the new APR than this Guidebook.

You will find that the Transition e-snaps APR does not require you to report on all of the questions in the new APR report. That is because HUD recognizes many questions in the new APR are based on the new data standards, which were required to be in your HMIS on June 1, 2010, and for which you have not yet collected a year’s worth of data.

This guidebook is intended to assist you with the data entry into e-snaps for all Supportive Housing Program (SHP), Shelter Plus Care (S+C) and SRO grant types, with the exception of SHP grants for dedicated HMIS Dedicated Projects. You should refer to this guidebook after your data is extracted from HMIS or a comparable database and you are ready to enter data into e-snaps�

Important Notes

This guidebook assumes that

you have already calculated your APR (through your HMIS or other comparable

database) and are ready to begin

entering the APR data into

e-snaps for submission to HUD.

APRs should be generated through

data collected in your HMIS and

should match the data saved within

your HMIS.

All Questions regarding the APR

or e-snaps

should be addressed to the hudhre.info Virtual Help Desk.

http://www.hudhre.info/apr/

http://www.hudhre.info



2

Guidebook Features

The guidebook uses several symbols to highlight important information about the new APR.

The arrow indicates an area where frequent mistakes are made. You should pay special attention to the details in sections marked with an arrow.

HUD-40118 APR Where this label is found you are seeing a clip of the HUD-40118 APR form that you will need to use the data from to complete your e-snaps APR. The column for chronic homelessness has been removed – as none of the chronic homeless information collected on the HUD-40118 APR moves to the new e-snaps APR.

You may also see a column inserted that assists you in identifying where to move the information for that row or field to the new e-snaps APR.

Red boxes cover up specific answers in the HUD-40118 APR that are not required to be reported on in the e-snaps APR.

E-snaps questions that correspond to the HUD-40118 APR questions are identified by a “Q” number immediately below the HUD-40118 APR form clip. These Q numbers relate to the tabs on the left side of the e-snaps screen that identifies each question.

Instructions for completing the Transition APR Form are found within green boxes.

Navigating the APR

The e-snaps APR is a multi-step process:

After logging on to • e-snaps follow the instructions in this Guidebook to set up the Funding Opportunity - which in this case is the CoC Annual Performance Report.

Then, again following instructions in this Guidebook, complete the APR Step 1 – Project Information which records • the grant number you are filing the APR for in the e-snaps system and prevents multiple reports for the same grant number.

Finally, following the STEP 2 – Transition APR instructions in this Guidebook complete all questions for your grant • type, review the information, have your Authorized Grantee Official certify it’s completeness and accuracy and submit it electronically to HUD.

The APR has many questions that will need to be completed before submission. The forms are identified with a question number (e.g. Q1) and a question name. For the transitional period for grants with operating year ends between July 1, 2010 and May 31, 2011, you will be seeing only forms for a Transition e-snaps APR and there will be gaps in the numbering of your APR. For a complete list of the transitional questions, see the Questions by for the Transition APR at the end of this Guidebook.

HUD-40118 APR

e-snaps Q#

Leave Section Blank

3

Moving between forms is easy. Simply click on the name of the form you want to move to and e-snaps will take you to that form.

Once you have entered data on a form, you must save your work. Buttons at the bottom of each page are designed to help you navigate the system and save your work. Do not use your web browser’s back button, except when you create a pdf report at the end of your APR. Use of the web browser’s back button will cause e-snaps to disable and incorrectly process the information you entered.

Save – saves the work you have done on that form, will not move you to a new • form but will make visible any calculations that are done by e-snaps automatically (e.g. sum a column). If you leave a screen without saving the information it will be lost.

Save & Back – saves the work you have done on that form and moves you back one • form.

Save & Next – saves the work you have done on that form and moves you forward one form.•

Back or Next – moves you backwards or forwards but • does not save any of your work.

Check Spelling – will spell check the spelling of the entries made on that specific screen and will provide you with • the opportunity to correct any mistakes. This will not, however, save your information.

e-snaps h will allow you to move between questions without answering unless the question is identified with an asterisk*. Where there is an * the field is required to be completed in order for you to be able to submit the APR to HUD. If a required question is not complete the Submission Summary will indicate this with a “please complete” beside that question.

After entering information in a field, use the tab button on your keyboard to move between fields on the hquestions. Using the enter button will enable the calculations, but will not move your cursor to the next field.

Many of the fields in each question are automatically calculated. Where boxes are h shaded gray e-snaps will automatically calculate the sum of a row or column.

Some questions have an automatic validation check. If the system detects an error in your data, a message will happear alerting you of the error after you press “save”.

Instructions that appear on the Transition APR questions in h e-snaps refer to the use of the new APR form. All instructions for completing the Transition APR (moving data from the HUD-40118 APR to the e-snaps APR) are found in this Guidebook.

4

Begin in e-snaps

Log into e-snaps

E-snaps is the new application and grants management system for HUD’s Homeless Programs. It supports the collaborative application process known as the Continuum of Care (CoC) Homeless Assistance Competition.

HUD provides on-line training and e-snaps information at http://esnaps.hudhre.info/ If you are a first time user of e-snaps HUD highly recommends you review the training provided at this site.

E-snaps is to be used by authorized persons only. Go to the e-snaps welcome page at www.hud.gov/esnaps. Enter the user name and password you created when applying for your grant. Then select the Login button.

If you cannot remember your password you will need to contact the Virtual Help Desk at www.hudhre.info/helpdesk and request a password reset.

New users will need to create a profile�

http://esnaps.hudhre.info/

http://www.hud.gov/esnaps

http://www.hudhre.info/helpdesk

5

Create the APR Project Information Formlet in e-snaps

To open an APR form in e-snaps you will need to select “Funding Opportunity Registrations”�

Then select the CoC Annual Performance Report in the Funding Opportunity Name column.

6

Next, you will need to select the Applicant associated with this APR by selecting the appropriate Applicant Name from the list in the box on the left. Then select the right-facing arrow in the middle of the screen to add the Applicant to “Registered Applicant” list on the right. Then Save your entry.

Now select Projects. The project screen will open.

7

Now select “CoC Annual Performance Report” from the Funding Opportunity Name drop-down list and click on the add icon�

8

Select your Applicant name from the drop down list.

Provide your project name – which is the name of your grant as it was submitted to HUD.

Click “Save & Back”

Your final step is to click on “Submissions”. Then click on the icon next to the Project that you named in the previous step.

You are now ready to begin APR Step 1 – Project Information!

9

Complete the COC APR Project Information

The project information required for reporting within the APR must exactly match the grant information you submitted and received from HUD when your grant was awarded.

Q1 Contact Information

HUD-40118 APR

Grantee: HUD Grant or Project Number:

Project Sponsor: Project Name:

e-snaps Q1

Complete all fields on e-snaps Q1.

10

Detail Required to be Completed in e-snaps Where you find this information

Project Name: Exhibit 2 – the project name should not be changed from the name you called your grant when you applied for it.Project Sponsor:

Grantee: Exhibit 2 and HUD award notification

Grant Number: HUD award notification – the grant number will tie your APR back to your project. Entering the wrong number will not enable your APR to be recognized as your submission and may cause you to lose your access to funding through LOCCS.

Note: If your grant was applied for or renewed through e-snaps your grant number should be 15 characters look like this example: ST 000# C 5E 00 08 02. The 02 represents the number of times the grant has been renewed and will change with each renewal – be sure you have the correct number for the grant you are reporting on listed in this field. (Note: if you did not make your grant application through e-snaps you will still have an older formatted grant number which is 11 characters in length and looks like this example: ST16B90-0004.)

Prefix:

The contact information supplied in these fields is for the person that the HUD Field Office or Headquarters in Washington should contact regarding your APR submission information should there be any questions or issues. The contact person should be familiar with both the grant program and the APR submission.

First Name:

Middle Name:

Last Name:

Suffix:

Title:

Street Address 1:

Street Address 2:

City:

State:

Zip code: (Format: 12345 or 12345-1234)

E-mail Address:

Confirm E-mail Address:

Phone Number: (Format: 123-456-7890)

Extension:

Fax Number: (Format: 123-456-7890)

11

Q3 Project Information

Carefully select the answers to the questions on this form as they determine what forms you are required to answer for the APR. Selecting the incorrect answer will give you incorrect forms to complete.

Detail required to be completed Q3 Explanation

Type of Grant Identify the type of grant you were funded under:SHP – Supportive Housing ProgramS+C – Shelter Plus Care SRO – Single Room Occupancy for the Homeless

Component Type Each grant type has a component – be sure to identify the component you were funded under (refer to your Exhibit 2 or 3 if you are not sure which component you selected).For SHP select either TH (Transitional Housing), PH (Permanent Housing), SSO (Supportive Services Only), SH (Safe Haven), or HMIS (HMIS Dedicated Project).For S+C select either TRA, SRA, PRA, PRAR, or SROFor SRO there are not component types – just select SRO again�

Each time you enter data in a “click save to update for” field you must press save. You will either see additional questions to answer. Be sure to press save not save and next or save and back. Review your answers and be sure to answer additional questions which became visible

A full APR will only be generated

for operating years ending on or after

June 1, 2011�

A Transition APR will be

generated for earlier end

dates�

12


If you select the SSO component, you will be asked: What type of SSO does this grant fund?

SSO projects will need to select: from the following : Outreach Only, SSO with a housing goal, SSO without a housing goal (e.g. child care, dental, etc.).

Is this project operated by a victim service provider as defined by the Violence Against Women and Department of Justice ReauthorizationAct of 2005 (VAWA)?

Selecting “yes” to this question identifies you as a victim service provider covered under VAWA. Victim services providers will not be asked to report on HMIS participation.

Was this project funded under a special initiative? Choose one of the special initiatives that your project was funded under (Samaritan Bonus, PH Bonus, RRH Demonstration), if applicable – if no special initiative applies to your project select “no”

Target Subpopulation: If you identified a target subpopulation when you applied for your grant on Exhibit 2 you should identify the same population here. If a subpopulation was not identified in your grant, choose “none” even if you served one of the subpopulations listed.

CoC Number and Name: Select your continuum from the drop down list.If the CoC has merged with another CoC since you were awarded this grant – use the current CoC number and name.

Amount of Contract or Award: This should match your grant award letter from HUD.

Operating Year Start Date: Your operating start date was identified, by you, in LOCCS with the first draw you made on your grant. It does not correspond with the date on your grant agreement with HUD. Enter your operating start date.If you are filing an APR on an extension grant you will file two APR’s – one for the original one year period and one for the extension period. The operating start date in the case of the extension is the day after your one-year operating end date.

Operating Year End Date: This date should be the last day of the operating year you are reporting on. If you are filing an APR on an extension grant the operating end date is the final day of your extension.

Operating Year Covered by this APR: Select which operating year you are reporting on. For example if you are in year one of a two year grant select 1. Be careful to identify the correct year.

13


Is this an extension APR? An extension APR is for a SHP or a S+C grant that applied for and received an extension of their grant term from the HUD Field Office. A separate APR is required for the operating year and for the extension period.

Is this a final APR? If this APR is covering the last operating year of your grant or your grant was for only a one year term check “yes”.

Is this a corrected APR? If you are submitting a corrected or amended APR check “yes”. A corrected APR requires the prior approval by HUD for submission. If HUD has not approved your submission e-snaps will indicate there has already been an APR filed on this grant and will not allow you to file another one.

Is this APR fulfilling the reporting obligation associated with a 20-year use requirement?

Projects that received funding for acquisition, new construction and rehabilitation (e.g. hard costs) are required to maintain the facility as a homeless program for a 20 year period, which is documented by submitting an APR each year. Select “yes” if this APR is fulfilling the reporting obligation associated with the 20-year use requirement under either of these conditions:

The original grant was only for hard costs 1� (acquisition, new construction, rehabilitation), or

The original grant was for hard costs and soft costs 2� (leasing, operations or supportive services) and the grantee declined to renew the soft costs at some point.

Note: if you select “yes” press save and you will be asked to identify the year that the 20 year use period on the facility ends.

Select “no” if this project is currently receiving SHP, S+C or SRO funding to support leasing, operations, or supportive services in this property, as the project is required to submit an APR to fulfill the reporting obligations associated with the current grant.

In what year does the 20-year use requirement end?

14

Q4 Site Information

HUD-40118 APR – This question was not asked on the HUD-40118 APR. Grantees should however have the answer to the question, based on their knowledge of the program.

The answers to this question were identified in your grant application in Exhibit 2 or 3. The site information address is the address of the principal program service site. If this is a program with multiple-sites (e.g. mobile outreach program, scattered-site housing program, etc.) enter the programs administrative office address. Victim service providers are exempt from recording address information. Enter DV on each line of the address form instead of an address.

e-snaps Q4

The answers to this question were identified in your grant application. The site information address is the address of the principal program service site. If this is a program with multiple sites (e.g. mobile outreach program, scattered-site housing program, etc.) enter the program’s administrative office address. Victim service providers are exempt from recording address information. Enter DV on each line of the address form instead of an address.

In this question, you need to identify the characteristics of the site. If a change was made in your site between grant application and implementation, or at any time in your grant year complete the text box explaining any changes made.


Identify the program site configuration type: Select the type of site your program operates out of: a single site in one building, a single site with multiple buildings, or multiple sites.

15


Identify the site type for the principal service site: If your program is a “services only” program with no residential component (like child care) then select - non residential: services only. If your program is a residential program that houses homeless persons in a setting with non-homeless, non-disabled persons, then select - residential: special needs and non-special needs. If your program is a residential program that serves exclusively a special needs population, then select -residential: special needs only.

Identify the housing type for the principal service site: If you provide services within a housing program identify which type of housing you are servicing.

Note: If you do not provide services in housing at all under this grant select “not applicable: non-residential program.”

Grant Number Confirmation

For all grants you must now confirm your grant number. Review the number carefully, since grant numbers change upon renewal. Be sure that you are reporting on the correct grant. If you found you made a mistake return to Q1- Contact information and fix the grant number shown there.

Once you are sure you have the right grant number click the check box�

16

Project Information – Submission Summary

Review your submission summary information. When the “Last Updated” indicates that the form was completed on that date and all required fields have been entered. If the words “Please Complete” appear it means that you have not completed one or more mandatory fields of information for that question. Click on the question name and you will be returned to the page to complete or correct information. An error message on the page requiring correction should appear to help guide you to the information that is missing or wrong.

Export your information to a PDF file for your records.

Then press Submit (Note if any item is marked “Please Complete” you will not be able to submit the form until you have corrected that question.)

Your screen will now show that your submission has been sent.

Now return to the Submission List by clicking “Back to Submission List”

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17

Create a CoC Annual Performance Report

You are now ready to begin creating your APR. Click on the icon next to APR Step 2 of the Project that you named in the previous step.

This will open your full APR for completion based on your grant and component type. All questions required for the grant and component you selected will now be available for you to complete.

The information you submitted in APR Step 1 - Project Information has now been transferred to your APR Step 2 e-snaps form.

Move through the APR by answering each question. You may edit any information that was entered in Step 1 except for your grant number. If you find you made an error in entering your grant number you will need to contact HUD via the APR helpdesk at: http://www.hudhre.info/apr/. You must complete all other questions shown.

You are now ready to begin APR Step 2 – Completing the APR.

18

Q2 Submission Certification

Checking the certification button tells HUD that the person named on this form has certified that all the information in the form is true and accurate. The Authorized Grantee Official must fill-in their name and title/position. Each authorizing official is electronically signing the APR after completion of all of the questions and prior to submission through e-snap by checking the certification button.

Note: Q2 should be completed after you have answered all the questions on your APR and they have been reviewed. The Authorized Grantee Official is saying to HUD, by checking this certification, that all information reported in all questions of the APR are true and accurate.

19

Q5 Bed and Unit Inventory

HUD-40118 APR: This question was not asked on the HUD-40118 APR. Grantees should however have the answer to the question, based on the information in their grant application exhibit and their knowledge of the current inventory.

The Actual Bed and Unit Inventory is the number of beds/units reliably ready for occupancy starting on or before • the last day of the project’s operating year.

If some or all of the beds are not designated exclusively for one type of household then report beds in each type Êbased on the average use of those beds. (Be sure your total beds/units = your actual total – if not adjust your averages.)

Projects that only have units (no fixed number of beds – e.g. apartment units) should estimate the number of Êbeds�

This chart should match the information you submitted in the grant application (or

amendment).

This is the actual number of beds and units you had

operational under this grant during the reporting

period.

If there is a difference between the beds/

units you proposed and what you actually have operational, you must explain the difference.

20

The Chronically Homeless beds are those that were identified in your grant application as a subset of the total beds. • The number of actual chronically homeless beds represents those that are reliably set-aside for individuals who are homeless. Though you may have served a chronic homeless person in a bed that was not identified in your grant application as restricted to the chronically homeless you should not include that bed in this count. Only consider a bed “chronically homeless” if it is specially put aside or targeted in your grant application for chronically homeless persons.

Projects that do not have a fixed number of units may record either the number of facilities operated (e.g. 1 unit = • 1 facility) or may use the number of bedrooms (e.g. 5 units = 5 bedrooms) as is appropriate for the type of facility.

Q6 HMIS Bed Participation Rate

HUD-40118 APR - This information was not collected previously. Your program should have the answers to this question however, without a HUD-40118 APR form.

In Q5 you indicated how many beds you have operational in the program. This question is asking you how many of those beds are covered in your HMIS system (i.e. do you enter all required data on the persons in those beds into your HMIS). A bed is considered covered in HMIS if 1) the project is making all reasonable efforts to record all universal and applicable program-level data elements on all clients served by that bed and 2) discloses these data elements through agreed upon means to the HMIS Lead Agency at least once annually.

e-snaps Q6

Victim Services Providers as defined by the Violence Against Women Act are excluded from answering this question. To be excluded you must have said “yes” on Q3 to the third question.

21

Detail Required to be Completed Q6 Explanation

The total number of year-round beds in HMIS for households without children:

Of the total beds reported in Q5 allocate those beds by family type. If you have not specifically designated beds by family type – then report the beds based on the average utilization by each household type.The total number of year-round beds in HMIS for

households with children:

HMIS bed coverage rate for year-round beds for households without children:

These fields automatically calculate based on the number of beds you showed in the top two questions on this page divided by the total number of year round beds you reported as actually bed inventory in Q5.HMIS bed coverage rate for year-round beds for

households with children:

Total HMIS bed coverage rate for all year-round beds:

22

Program Outputs

Q8 Persons Served

HUD-40118 APR

2. Persons Served during the operating year.

Number of Singles Not in Families

Number of Adults in Families

Number of Children in Families

Number of Families

a Number on the first day of the operating year

b Number entering program during the operating year

c Number who left the program during the operating year

d Number in the program on the last day of the operating year (a + b - c) = d

e-snaps Q8

Move some data to e-snaps�

To complete e-snaps Q8: Add

together the number on the first day of

the operating year + number entering the program during the

operating yearLeave Section Blank

Leave Section Blank

23

Q9 Households Served

2. Persons Served during the operating year.

Number of Singles Not in Families

Number of Adults in Families

Number of Children in Families

Number of Families

a Number on the first day of the operating year

Sum

Sum

b Number entering program during the operating year + +

c Number who left the program during the operating year

d Number in the program on the last day of the operating year (a + b - c) = d

e-snaps Q9

To complete e-snaps Q9: Add together the number on the first day of the operating year

+ number entering the program during the operating year

Leave Section Blank

24

Client Characteristics

The e-snaps APR does not collect special information on chronic homelessness. You will not need to report on any of the information collected in the HUD-40118 APR in the chronic homeless columns to the e-snaps APR.

Q15a1 Gender Adults

HUD-40118 APR

5. Age and Gender

Single Persons (from 2b, column 1)

Move data to “Without Children” column in e-snaps�

Add indicated cells together and move the sum to e-snaps.

a� 62 and over Sum

Sum

b� 51-61 + +c� 31-50 + +d� 18-30 + +e� 17 and under does not move does not move

Persons in Families (from 2b, columns 2 & 3)

Move data to “With Children and Adults” f. 62 and over Sum

Sum

g� 51 - 61 + +h. 31 - 50 + +i� 18 - 30 + +j. 13-17 does not move does not move

k� 6-12 does not move does not move

l. 1-5 does not move does not move

m. Under 1 does not move does not move

e-snaps Q15a1

Leave Section Blank

Leave Section Blank

To complete e-snaps Q9: Add together the number on the first day of the operating year

+ number entering the program during the operating year

To complete e-snaps Q15a1: Add together the bracketed

cells on HUD-40118 and place the total in the cell where the

arrow indicates�

The total on this chart should match the total adults Q8- if it does not mark the difference

in Information Missing�

25

Q15a2 Gender Children

HUD-40118 APR

5. Age and Gender

Single Persons (from 2b, column 1)

a� 62 and over does not move does not move

b� 51-61 does not move does not move

c� 31-50 does not move does not move

d� 18-30 does not move does not move

Move data to “With Only Children” column in e-snaps�

>Move only data on persons age 17 and under.

e� 17 and under


f. 62 and over does not move does not move

g� 51 - 61 does not move does not move

h. 31 - 50 does not move does not move

i� 18 - 30 does not move does not move

Move data to “With Children and Adults” column in e-snaps.

Add together all the male children and move the sum.

Add together all the female children and move the sum.

j. 13-17 Sum

Sum

k� 6-12 + +l. 1-5 + +

m. Under 1 + +

e-snaps Q15a2

To complete e-snaps Q15a: Add together the bracketed

cells on HUD-40118 and place the total in the cell where the

arrow indicates�

The total on this question should match the total children Q8 - if it does not mark the difference in Information Missing. (If you

find someone reported as other – also put them in information

missing.)

Leave Section Blank

Leave Section Blank

26

Q16 Age

HUD-40118 APR

5. Age and Gender

Single Persons (from 2b, column 1) Age Male Female e-snaps corresponding cell

Move data to “Without Children” column in e-snaps�

Follow the formula to determine how to move data add + add = sum – cell to move data to.

a 62 and over add + add = Sum and move to 62+

b 51-61 add + add = Sum and move to 55-61

c 31-50 add + add = Sum and move to 31-50

d 18-30 add + add = Sum and move to 18-30

Move data to “With Only Children” column in e-snaps�

e 17 and under add + add = Move to With Only Children 17 & under

e-snaps corresponding cell


f 62 and over add + add = Sum and move to 62+

Move data to “With Children and Adults” column in e-snaps�

Follow the formula to determine how to move data add + add = sum - cell to move data to.

g 51-61 add + add = Sum and move to 55-61

h 31-50 add + add = Sum and move to 31-50

i 18-30 add + add = Sum and move to 18-30

j 13-17 add + add = Sum and move to 13-17

k 6-12 add + add = Sum and move to 5-12

l 1-5 add + add = Move total to under 5

m Under 1 add + add =

e-snaps Q15a2

To complete e-snaps Q16:Add together the indicated cells and move them to their corresponding cells in Q16.HUD understands that the age ranges on e-snaps do not exactly correlate with HUD -40118. Record information and age ranges as instructed here.

The total on this question should match the total persons on Q8 - if it does not

mark the difference in Information Missing�

Move some data to e-snaps.

Leave Section Blank

Leave Section Blank

27

Q17 Ethnicity and Race

HUD-40118 APR

7. Ethnicity

a� Hispanic or Latino move to Hispanic/Latino

b� Non-Hispanic or Non-Latino move to Non-Hispanic/Latino

e-snaps Q17a

Move all data to e-snaps�

The total persons in Q8 should match the total persons for this question - if it does not mark the difference in Information

Missing�

To complete e-snaps Q17a & Q17b Show the values from HUD -40118 in the

unknown column on e-snaps� Where the rows have the same name move

the values to the corresponding cell in e-snaps�

Leave Section Blank

28

HUD-40118 APR

8. Race

a� American Indian/Alaskan Native move to Am. Indian/Alaskan Native

b� Asian move to Asian

c� Black/African American move to Black/African American

d� Native Hawaiian/Other Pacific Islander move to Native Hawaiian/Other PI

e� White move to White, Missing Ethnicity

f. American Indian/Alaskan Native & White Sum and move to Multiple Races

g� Asian & White +

h. Black/African American & White +

i� American Indian/Alaskan Native & Black/African American +

j. Other Multi-Racial +

e-snaps Q17b


The total persons in Q8 should match the total persons for this question - if it does not mark the difference in Information Missing�

Leave Section Blank

29

Q18 Physical and Mental Health Conditions at Entry

HUD-40118 APR

9a. Special Needs

a� Mental illness Move to Q18 – Mental Illness

b� Alcohol abuse Move to Q18 – Alcohol Abuse

c� Drug abuse Move to Q18 – Drug Abuse

d� HIV/AIDS and related diseases Move to Q18 – HIV/AIDS and related diseases

e� Developmental disability Move to Q18 – Developmental Disabilities

f. Physical disability Move to Q18 – Physical Disability

g� Domestic violence see next Guidebook page

h. Other (please specify) Does not move

e-snaps Q18a1

Move some data to e-snaps�

To complete e-snaps Q18 and Q19 Show

the values from HUD- 40118 in the unknown column on e-snaps� Move all rows with

the same names to the corresponding cell in

e-snaps�

Leave Section Blank

30

Q19 Domestic Violence Status

HUD-40118 APR

9a. Special Needs

a� Mental illness See previous Guidebook page.

b� Alcohol abuse

c� Drug abuse

d� HIV/AIDS and related diseases

e� Developmental disability

f. Physical disability

g� Domestic violence Move to Q19 - yes

h. Other (please specify) Does not move

Leave Section Blank

Leave Section Blank

31

Q20 Prior Residence

10. Prior Living

a� Non-housing (street, park, car, bus station, etc.) Move to 20a1 – Place not meant for human habitation

b� Emergency shelter Move to 20a1 – Emergency Shelter

c� Transition housing for homeless persons Move to 20a1 – Transition housing

d� Psychiatric facility* Move to 20a2 – Psychiatric facility

e� Substance abuse treatment facility* Move to 20a2 – Substance abuse or detox

f. Hospital* Move to 20a2 - Hospital

g� Jail/prison* Move to 20a2 – Jail, prison, juvenile detention

h. Domestic violence situation Refer to next page.

i� Living with relatives/friends

j. Rental housing

k� Other (please specify)

e-snaps 20a1

e-snaps 20a1

To complete e-snaps Q20 Show the values from HUD -40118 in the unknown column on e-snaps� E-snaps has split Prior Living

into 3 questions� Move all rows with the

same names to the corresponding cell in

e-snaps�


Leave Section Blank

Leave Section Blank

32

HUD- 40118 APR

10. Prior Living (Continued)

a� Non-housing (street, park, car, bus station, etc.) Refer to previous page.

b� Emergency shelter

c� Transition housing for homeless persons

d� Psychiatric facility*

e� Substance abuse treatment facility*

f. Hospital*

g� Jail/prison*

h. Domestic violence situation Move to 20a3 - move to living with family

i� Living with relatives/friends Move to 20a3 - move to living with friends

j. Rental housing Move to 20a3 - move to rental/no subsidy

k� Other (please specify) Move to 20a3 - move to other

e-snaps 20a3

To complete e-snaps Q20 Record the values from HUD- 40118 in the unknown column on e-snaps� Move all rows with the same

names to the corresponding cell in e-snaps�

The total on both questions should match the total persons in Q8 - if it does not mark the

difference in Information Missing�

Leave Section Blank


33

Q21 Veterans Status

HUD-40118 APR

6a. Veterans Status

How many participants were veterans?

e-snaps Q21


To complete e-snaps Q21 move the number of

veterans on HUD-40118 to the unknown column on

e-snaps� Leave Section Blank

34

Q23 Client Monthly Cash-Income Amount by Entry and Exit Status

HUD-40118 APR

11. Amount and Source of Monthly Income at Entry and Exit

A. Monthly Income at Entry B. Monthly Income at Exit

No income move to no income No income move to no income

$1-150 move to $1-150 $1-150 move to $1-150

$151 - $250 move to $151-250 $151 - $250 move to $151-250

$251- $500 move to $251-500 $251- $500 move to $251-500

$501 - $1,000 move to $501-750 $501 - $1,000 move to $501-750

$1001- $1500 move to $1,000-1,250 $1001- $1500 move to $1,000-1,250

$1501- $2000 move to $1,501-1,750 $1501- $2000 move to $1,50-1,750

$2001 + move to $2001+ $2001 + move to $2001+

e-snaps Q23


To complete e-snaps Q23 move the amount of income on HUD -40118 to the corresponding entry and exit column

on e-snaps� HUD understands that the

age ranges on e-snaps do not exactly correlate with HUD 40118� Record

information and age ranges as instructed

here�

Leave Section Blank

35

Q27 Length of Participation by Exit Status

HUD-40118 APR

12a. Length of Stay in Program – for those who left 12b. Length of Stay in Program – for those who did not leave

a� Less than 1 month move to less than 30 days a� Less than 1 month move to less than 30 days

b� 1 to 2 months move to 31-60 days b� 1 to 2 months move to 31-60 days

c� 3 - 6 months move to 61-180 days c� 3 - 6 months move to 61-180 days

d� 7 months - 12 months move to 181-365 days d� 7 months - 12 months move to 181-365 days

e� 13 months - 24 months move to 366-730 days e� 13 months - 24 months move to 366-730 days

f. 25 months - 3 years move to 731-1095 days f. 25 months - 3 years move to 731-1095days

g� 4 years - 5 years move to 1461-1825 days g� 4 years - 5 years move to 1461-1825 days

h. 6 years - 7 years Sum – move to more than 1825

h. 6 years - 7 years Sum – move to more than 1825

i� 8 years - 10 years i� 8 years - 10 years

j. Over 10 years j. Over 10 years

e-snaps Q27


To complete e-snaps Q27

Move the data in 1� HUD- 40118 question 12a to the Leavers column in e-snaps�

Move the data in 2� HUD- 40118 question 12b to the Stayers column in e-snaps�

HUD understands there is not an exact match

in time periods� Use the instructions provided to

move data�

The total in both columns should match the total persons in Q8 - if it does not mark the difference in Missing/No Follow-up�

!

36

Q29 Destination at Program Exit

HUD-40118 APR

14 Destination

PERMANENT a� Rental house or apartment (no subsidy) Move to “Permanent: Rental by Client, no ongoing subsidy”

b� Public Housing Sum and move to “Permanent: rental by client other ongoing subsidy” c� Section 8

d� Shelter Plus Care Sum with “Other Supportive Housing” and move to “Permanent: Supportive Housing for Homeless” Persons

e� HOME subsidized house or apartment Sum with “Public Housing and Section 8” sum and move to “Permanent:Rental by Client” other ongoing subsidy f. Other subsidized house or apartment

g� Homeownership Move to “Permanent: Owned by Client, no subsidy”

h. Moved in with family or friends Move to “Permanent: With Family”

TRANSITIONAL i� Transition housing for homeless persons

Move to “Temporary: TH for homeless persons”

j. Moved in with family or friends Move to “Temporary: With Family”

INSTITUTIONAL k� Psychiatric hospital Move to “Institutional: Psychiatric Facility”

l. Inpatient alcohol or other drug treatment facility

Move to “Institutional: Substance Abuse or Detox Facility”

m. Jail/prison Move to “Institutional: Jail or prison”

EMERGENCY SHELTER n� Emergency shelter Move to: “Temporary: Emergency Shelter”

OTHER o� Other supportive housing Sum with “Shelter Plus Care” and move to “Permanent: Supportive Housing for Homeless” Persons

p. Places not meant for human habitation (e.g. street)

Move to “Temporary: Place not meant for human habitation”

q. Other (please specify) Move to “Other: Other”

UNKNOWN r� Unknown Move to “Other: Information Missing”


To complete e-snaps Q29� Use the unknown column in e-snaps�

Move the total of all cells indicated to move to in the above chart to their new location in 1� e-snaps�

Add together public housing, Section 8, HOME subsidized house or apartment, and Other 2� subsidized house or apartment and move that total to Permanent: Rental by Client (non-VASH) on-going subsidy in e-snaps�

Add together Shelter Plus Care with Other supportive Housing and place that total in 3� Permanent: Supportive Housing for Homeless Persons�

37

e-snaps Q29

Leave Section Blank

38

Financial Information

Your program type (SHP, S+C or SRO) will determine which financial form(s) you will complete.

Q30 Supportive Housing Program Financial Information

Q30 is for SHP grantees only to report on cash match and SHP expenses for the operating year. The forms are set up using the same expense categories as you had when you applied for the grant in Exhibit 2.

Match means the cash used to provide the required match level under HUD regulations as was indicated in Exhibit 2 and of your grant application, your Technical Submission or your amended budget. If your grant application exceeded the amount of match required for the project, you must record all cash match expended that is at least equal to the amount you indicated in your Exhibit 2 grant application or your amendment.

Every box on these forms is a required field. If you do not have a line item in your grant record a “0” in each box associated with that expense.

HUD-40118 APR

19. Supportive Housing Program: Leasing, Supportive Services, Operating Costs, HMIS Activities and Administration

SHP Funds Cash Match Total Expenditures

a�

b�

c�

d�

e�

f.

The question in e-snaps is divided into three sections, for ease of entry:

Complete all three Q30 questions if your project is an SHP grant– budget instructions are found below the screen shot�

Place a “0” in the field if you have not received/spent funding in that line item�

39

SHP Expenditures – Developmental Costs

In the first column, report on all SHP funds expended during the operating year for the acquisition, rehabilitation, and new construction of the project. In the second column, report all cash matching funds expended during the operating year in these same line items.

e-snaps Q30a1

HUD-40118 APR

20. Supportive Housing Program: Acquisition, Rehabilitation, and New Construction

SHP Expenditures – Supportive Services

Report all SHP funds expended during the operating year on supportive services. The supportive services form divides service expenditures into the same categories as Exhibit 2 including: outreach, case management, life skills, alcohol/drug abuse services, mental health services, AIDS related services, other health care services, education, housing placement, employment assistance, child care, transportation, legal and other. In the row titled Match report all matching funds expended on supportive services during the operating year.

e-snaps Q30a2

!

40

SHP Expenditures – Leasing, Operating and Administration

Report all SHP funds expended during the operating year on 9 real property leasing. [No match is required for leasing.]

Report all SHP funds expended during the operating year on 9 operations. In the second column report all matching funds expended on operations during the operating year.

Report all SHP funds expended during the operating year on 9 administration. [No match is required for administration.]

e-snaps Q30a3

The total line on this question is totaling the entire amount of SHP expenditures made for the operating year by adding Q30 a, b, and c together.

The total budget summary is automatically calculated from the subtotals of Q30a1, Q30a2 and Q30ca3 questions�

Review your total SHP and Cash Match expenditures� If you find an error you will need to correct the error in the questions generating the answer�

41

Q31 Shelter Plus Care Expenditures and Value of Services

HUD-40118 APR – Only Match was reported on HUD-40118 APR (in 18. Supportive Services). Financial information is now required.

Report all of the Shelter Plus Care funds expended during the operating year.

Under Rental Assistance report all S+C funds expended on rental assistance • including: rent, deposits, damage payments, etc.) as is allowed for under S+C regulation.

Under Administration report all funds S+C funds expended on administration that • were drawn during the operating year.

Supportive Services Match is reported under the heading “Value of Supportive Services Received by S+C Clients during the Operating Year”. The same format as was in Exhibit 3 of your grant application. Report the value of all services that can be counted as match that you received for the S+C program residents associated with this grant and for which you have documented match value during the operating year. Every box on these forms is a required field. If you do not have a line item in your grant record a “0” in each box associated with that expense.

e-snaps Q31

Complete Q31 if your project is an S+C grant– budget instructions are found below the screen shot�

Place a “0” in the field if you have not received/spent funding in that line item�

42

Q33 SRO Value of Services Received

HUD-40118 APR

18. Supportive Services Value

Supportive Services Dollars

a� Outreach

b� Case management

c� Life skills (outside of case management)

d� Alcohol and drug abuse services

e� Mental health services

f. AIDS-related services

g� Other health care services

h. Education

i� Housing placement

j. Employment assistance

k� Child care

l. Transportation

m. Legal

n� Other (please specify)

o� TOTAL (Sum of a through n)

Cumulative amount of match provided to date for the Shelter Plus Care Program under this grant

This report documents the value of supportive services received by homeless persons residing in the SRO during the operating year. Every box on this form is a required field. If you do not have a line item in your grant record a “0” in each box associated with that expense.

Complete Q33 if your project is an SRO grant – budget instructions are found below the screen shot.

Place a “0” in the field if you have not received/spent funding in that line item.

43

e-snaps Q33

Q40 Significant Program Accomplishments

HUD-40118 APR – This is a new question.

Describe in a brief narrative form (no more than 2,000 characters) any significant accomplishments achieved by your program during the operating year.

Q42 Additional Comments

HUD-40118 APR – This is a new question.

Describe in a brief narrative (no more than 2,000 characters) any additional comments on other areas of the APR that you believe need explanation to HUD. For example if you had a difference in the number of persons projected to be served and the number of persons actually served – explain in this box why that difference occurred.

Optional Question

44

Submission Summary

Review your submission summary information. When the “Last Updated” is a date that means that the form was completed on that date and all required fields have been entered. If the words “Please Complete” appear it means that you have not completed one or more mandatory fields of information for that question. Click on the question name and you will be returned to the page to complete or correct information. An error message on the page requiring correction should appear to help guide you to the information that is missing or wrong.

Export your information to a PDF file for your review and for your records.

Press Submit (e-snaps will not allow you to submit unless all of the forms labeled “Please Complete” have been corrected.)

You have completed your APR!

!

45

Definitions:

Client Types:

Adult –An adult is any person 18 years of age or older. A person’s age is based on the program entry date closest to the end of the operating year. If a person entered the program prior to the start of the operating year, the person’s age should be based on the first day of the operating year.

Children – Children are defined as any person under the age of 18. A person’s age is based on the program entry date closest to the end of the operating year. If a person entered the program prior to the start of the operating year, the person’s age should be based on the first day of the operating year.

Household Types:

Household – A “household” is either a single person or multiple persons who jointly participate in a program.

Household without Children – A household that does not include any children, including unaccompanied adults, multiple adult households, and pregnant women not accompanied by other children. For the purposes of APR reporting, households without children that contain multiple persons should be counted as one (1) household without children.

Household with Children – Any household with at least one child. There are two types of households with children:

Households with at least one adult and one child include households composed of at least two persons, one of whom is an adult and one is a child.

Households with only children are composed only of persons age 17 or under, including unaccompanied youth, adolescent parents and their children, adolescent siblings, or other household configurations composed only of children.

General Definitions:

Chronically homeless person – HUD defines a chronically homeless person as “an unaccompanied homeless individual with a disabling condition who has either been continuously homeless for a year or more OR has had at least four (4) episodes of homelessness in the past three (3) years.” To be considered chronically homeless, a person must have been on the streets or in an emergency shelter (i.e., not in transitional housing) during these episodes.

Continuum of Care (CoC) Number – The CoC Number is a HUD-assigned unique number given to each Continuum of Care. Projects should only have one CoC Number.

Disabling condition - HUD defines a disabling condition as: (1) A disability as defined in Section 223 of the Social Security Act; (2) a physical, mental, or emotional impairment which is (a) expected to be of long-continued and indefinite duration, (b) substantially impedes an individual’s ability to live independently, and (c) of such a nature that such ability could be improved by more suitable housing conditions; (3) a developmental disability as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act; (4) the disease of acquired immunodeficiency syndrome or any conditions arising from the etiological agency for acquired immunodeficiency syndrome; or (5) a diagnosable substance abuse disorder�

46

Engagement (Street Outreach Programs only) – An engagement is defined as an interactive client relationship that has led to a deliberate client assessment. For the purpose of the APR, street outreach programs must report the date that the client was engaged. Programs may decide whether this is equivalent to the program entry date or a distinct date that may occur before, concurrent with, or after the program entry date.

Entered the program – Entered the program refers to the first day a client receives services. For a residential program, this date would represent the first day of residence in the program’s housing. For supportive service only programs, this date may represent the day of program enrollment, the day a service was provided, or the first date of a period of continuous participation in a service (e.g., daily, weekly, or monthly).

For S+C and SRO programs, the program entry date is the date that the client starts to receive rental assistance (i.e., is housed). For S+C, services provided prior to this point are recognized as necessary for outreach/enrollment and are eligible to count as match.

Exited the program – Exited the program refers to the last day a client receives services. For a residential program, this date would represent the last day of residence in the program’s housing. For supportive service only programs, the exit date may represent the last day a service was provided or the last date of a period of continuous service. If a client leaves the program temporarily (e.g., for a hospitalization) but is expected to return within 30 days, do not count that client as having left the program.

For S+C programs, the program exit date refers to the date the client stops receiving rental assistance and is not expected to return to S+C assisted housing. If the client returns to S+C assisted housing within 90 days, the person should not be considered as exiting from the program. If the person returns to S+C assisted housing after 90 days, that person is considered a new client.

Grantee - means the entity that signed the grant agreement with HUD.

Leaver – The term “leaver” refers to clients who exited and were not in the program on the last day of the operating year.

Operating year – For SHP programs, the operating year is the 12-month period beginning on the Operating Start Date. For new grants without funds for acquisition, construction or rehabilitation, the operating start date is the first day of the month in which the grantee or sponsor begins incurring eligible costs. The date is set by the grantee at the time of first draw down from HUD LOCCS. For new projects with funds for acquisition construction or rehabilitation, the operating start date is the earlier of (1) the first day of the month following completion of acquisition, construction or rehabilitation activities or (2) the date the NOFA established as the deadline to begin operating the project. For renewals, the operating start date is the day after the end of the previous grant term.

For dedicated HMIS projects, the operating year begins when any eligible cost included in the approved project budget is incurred. For S+C (SRA, PRA and TRA components), the first operating year begins on the date HUD signs the grant agreement. For S+C/SRO and for Sec. 8 SRO, the first operating year begins with the effective date of the Housing Assistance Payments (HAP) Contract.

The operating year start date is automatically entered into the APR based on the date that corresponds to the operating start date entered into LOCCS. The operating year end date is automatically calculated based off the start date.

Person Served – The term person (or client) served refers to all adults and children served by the program during the operating year. This includes all persons for whom a program entry date has been entered into HMIS. This does not include caregivers who live with a disabled adult and children who are not in the care of a parent or guardian or not residing with them.

47

Project Sponsor – The organization responsible for carrying out the daily operation of the project, if the organization is an entity other than the grantee.

Target Subpopulation – The target subpopulation codes are: DV, the program targets victims of domestic violence; VET, the program targets veterans; and HIV, the program targets persons with HIV/AIDS.

Stayer – The term stayer refers to clients who were in the program on the last day of the operating year. This includes clients who exited the program and re-entered the program before the end of the operating year.

Victim Service Provider – A nonprofit or nongovernmental organization including rape crisis centers, battered women’s shelters, domestic violence transitional housing programs, and other programs whose primary mission is to provide services to victims of domestic violence, dating violence, sexual assault, or stalking.

48

E-snaps Questions for the Transition APR

Question e-snaps Tab Name Header Title

Q1 Contact Information Contact Information

Q2 Submission Certification Submission Certification

Q3 Project Information Project Information

Q4 Site Information Site Information

Q5 Bed & Unit Inventory Bed & Unit Inventory

Q6 HMIS Bed Participation HMIS Bed Participation

Q8 Persons Served Persons Served

Q9 Households Served Households Served

Q15a1 Gender - Adults Gender - Adults

Q15a2 Gender - Children Gender - Children

Q16 Age Age

Q17a Ethnicity/Race - Ethnicity Ethnicity/Race - Ethnicity

Q17b Ethnicity/Race - Race Ethnicity/Race - Race

Q18a1 Condition Type @ Entry Physical and Mental Health Condition Types at Entry

Q19 DV Status Domestic Violence Status

Q20a1 Prior Residence - Homeless Residence Prior to Program Entry - Homeless Situations

Q20a2 Prior Residence - Institutional Residence Prior to Program Entry - Institutional Settings

Q20a3 Prior Residence - Other Residence Prior to Program Entry - Other Locations

Q21 Veterans Status Veterans Status

Q23 Cash Income @ Entry and Exit Client Monthly Cash - Income Amount by Entry and Exit Status

Q27 Participation Length Length of Participation by Exit Status

Q29a1 Destination Destination at Program Exit

Q30a1 SHP Financial - Development SHP Expenditures - Development Costs

Q30a2 SHP Financial - Services SHP Expenditures - Supportive Services

Q30a3 SHP Financial - All Other SHP Expenditures – Leasing, Operating, & Admin

Q31 S+C Financial & Match S+C Expenditures and Value of Services

Q33 SRO Match SRO Value of Services Received

Q40 Performance - Accomplishments Significant Program Accomplishments

Q42 Additional Comments Additional Comments

Submission Summary Submission Summary

1

Template for HUD’s Transition Annual Performance Report (TARP) For Continuum of Care (CoC) Homeless Program Grants

This is a template designed to assist grantees required to complete the TAPR. It is a model of the data collected in e-snaps. It is not intended to replace electronic data collection in e-snaps. Field layout in e-snaps may differ from the layout presented below. Q1. Contact Information

Project Name

Project Sponsor

Grantee

Grant Number

Prefix

First Name

Middle Name

Last Name

Suffix

Title

Street Address 1

Street Address 2

City

State

Zip Code

E-mail address

Confirm E-mail Address

Phone Number

Extension

Fax Number

Q2. Submission Certification

Name of Authorized Grantee Official

Title/Position

2

Q3. Project Information

Type of Grant ---select---

Component Type ---select---

Is this project operated by a victim service provider as defined by the Violence Against Women and Department of Justice Re-authorization Act of 2005

---select---

Was this project funded under a special initiative ---select---

Target Subpopulation ---select---

CoC Number and Name ---select---

Amount of Contract or Award ---select---

Operating Year Start Date ---select---

Operating Year End Date ---select---

Operating Year Covered by this APR ---select---

Is this an extension APR ---select---

Is this a final APR ---select---

Is this a corrected APR ---select---

Is this APR fulfilling the reporting obligation associated with a 20-year use requirement?

---select---

Q4. Site Information

Street/PO Box

City

State

Zip Code Format: 12345 or 12345-1234

Identify the program site configuration type ---select---

Identify the site type for the principal service site ---select---

Identify the housing type for the principle service site ---select---

Explain any changes made in this section from the information provided in the original application:

Maximum Characters: 2000

3

Q5. Bed & Unit Inventory

Proposed Bed and Unit Inventory Total Number of Year Round Beds/Units from Application

Beds CH Beds (PSH Only) Units

Households without Children

Households with Children

Total e-snaps completes e-snaps completes e-snaps completes

Actual Bed and Unit Inventory Total Current Number of Year Round Beds/Units

Beds CH Beds (PSH Only) Units

Households without Children

Households with Children


Q5 (b): Explanation of Changes Explain any difference in the actual inventory from the information provided in the application

Maximum Characters: 2000

Q6. HMIS Bed Participation

The total number of year-round beds in HMIS for households without children

The total number of year-round beds in HMIS for households with children

HMIS bed coverage rate for year-round beds for households without children %

HMIS bed coverage rate for year-round beds for households with children %

Total HMIS bed coverage rate for all year-round beds %

4

Q8. Persons Served

Number of Persons in Households Served During the Operating Year

Total Without Children

With Children and Adults

With Only Children

Unknown Type

Adults e-snaps completes

Children e-snaps completes

Don’t Know/Refused

e-snaps completes

Information Missing e-snaps completes

Total e-snaps completes e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes

Average Number of Persons Served Each Night



With Only Children

Unknown Type

Average Number of Persons e-snaps completes

Point-in-Time Count of Persons on the Last Wednesday in:



With Only Children

Unknown Type

January e-snaps completes

April e-snaps completes

July e-snaps completes

October e-snaps completes

Q9. Households Served

Number of Households Served During the Operating Year



With Only Children

Unknown Type

Households e-snaps completes

Point-in-Time Count of Households Served on the Last Wednesday in:



With Only Children

Unknown Type

January e-snaps completes

April e-snaps completes

July e-snaps completes

October e-snaps completes

5

Q15a1. Gender - Adults Gender of Adults

Number of Adults in Households

Total Without Children With Children and Adults

Unknown Type

Male e-snaps completes

Female e-snaps completes

Transgendered e-snaps completes

Don’t Know/Refused e-snaps completes


Subtotal e-snaps completes e-snaps completes e-snaps completes

e-snaps completes

Q15a2. Gender - Children

Gender of Children Number of Children in Households

Total With Children and Adults

With Only Children

Unknown Type

Male e-snaps completes

Female e-snaps completes

Transgendered e-snaps completes



Subtotal e-snaps completes e-snaps completes

e-snaps completes e-snaps completes

Q16. Age

Age Number of Persons in Households


With Children and

Adults

With Only children

Unknown Type

Under 5 e-snaps completes

5 - 12 e-snaps completes







62 + e-snaps completes




e-snaps completes

e-snaps completes

e-snaps completes

6

Q17a. Ethnicity/Race - Ethnicity

Ethnicity Number of Persons in Households


With Children and

Adults

With only Children

Unknown Type

Non-Hispanic/Non-Latino e-snaps completes

Hispanic/Latino e-snaps completes




e-snaps completes

e-snaps completes

e-snaps completes

Q17b. Ethnicity/Race - Race

Race Number of Persons in Households



With Only Children

Unknown Type

White, Non-Hispanic/Non-Latino

e-snaps completes

White, Hispanic/Latino e-snaps completes

White, Missing Ethnicity e-snaps completes

Black or African- American e-snaps completes

Asian e-snaps completes

American Indian or Alaska Native

e-snaps completes

Native Hawaiian or Other Pacific Islander

e-snaps completes

Multiple Races e-snaps completes



Total Minority e-snaps completes e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes

Total Non-minority e-snaps completes e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes


e-snaps completes

e-snaps completes

e-snaps completes

7

Q18a1. Physical and Mental Health Types of Conditions

Known Physical and Mental Health Conditions Number of Persons in Households

Total Persons Without Children

With Children

and Adults

With Only

Children

Unknown Type

Mental Illness e-snaps completes

Alcohol Abuse e-snaps completes

Drug Abuse e-snaps completes

Chronic Health Condition

e-snaps completes

HIV/AIDS and Related Diseases

e-snaps completes

Developmental Disability

e-snaps completes

Physical Disability e-snaps completes

Q19. DV Status

19a. Past Domestic Violence Experience Number of Adults and Unaccompanied Youth in Households


With Children

and Adults

With Only Children

Unknown Type

Yes e-snaps completes

No e-snaps completes




e-snaps completes

e-snaps completes

e-snaps completes

19b. When Past Domestic Violence Experience Occurred

Number of Adults and Unaccompanied Youth in Households

Total Without children

With Children

and Adults

With Only Children

Unknown Type

Less than 3 Months e-snaps completes

3 to 6 Months Ago e-snaps completes

6 to 12 Months Ago e-snaps completes

More than a Year Ago e-snaps completes



8

Q20a1. Residence Prior to Program Entry – Homeless Situations

Residence Prior to Program Entry – Homeless Situations Number of Persons in Households


With Children

and Adults

With Only Children

Unknown Type

Emergency shelter e-snaps completes

Transitional housing for homeless persons

e-snaps completes

Place not meant for human habitation

e-snaps completes

Safe Haven e-snaps completes


e-snaps completes

e-snaps completes

e-snaps completes

Q20a2. Residence Prior to Program Entry – Institutional Settings

Residence Prior to Program Entry – Institutional Settings Number of Persons in Households



With Only Children

Unknown Type

Psychiatric facility e-snaps completes

Substance abuse or detox center

e-snaps completes

Hospital (non-psychiatric)

e-snaps completes

Jail, prison, or juvenile detention

e-snaps completes

Foster care e-snaps completes


e-snaps completes

e-snaps completes

e-snaps completes

9

Q20a3. Residence Prior to Program Entry – Other Locations

Residence Prior to Program Entry – Other Locations Number of Persons in Households


With Children

and Adults

With Only Children

Unknown Type

PSH for homeless persons e-snaps completes

Owned by client, no subsidy e-snaps completes

Owned by client, with subsidy

e-snaps completes

Rental by client, no subsidy e-snaps completes

Rental by client, with VASH subsidy

e-snaps completes

Rental by client with other subsidy

e-snaps completes

Hotel/Motel, paid by client e-snaps completes

Staying or living with family e-snaps completes

Staying or living with friend(s)

e-snaps completes

Other e-snaps completes




e-snaps completes

e-snaps completes

e-snaps completes


e-snaps completes

e-snaps completes

e-snaps completes

Q21. Veteran Status

Veteran Status Number of Adults in Household



Unknown Type

Veteran e-snaps completes

Not a Veteran e-snaps completes




e-snaps completes

e-snaps completes

10

Q23. Client Monthly Cash-Income Amount by Entry and Exit Status

Client Monthly Cash – Income Amount Number of Adult Leavers

Program Entry Income at Entry

Income at Exit

Less Income at

Exit

Same Income at

Exit

More Income at

Exit

Unknown Income at

Exit

Average Change

($) Monthly Income

per Adult

No Income

$1 - $150

$151 - $250

$251 - $500

$501 - $750

$751 - $1,000

$1,001 - $1,250

$1,251 - $1,500

$1,501 - $1,750

$1,751 - $2,000

$2,001 +

Don’t Know/Refused

Missing/No Follow-up

Total e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes

Q27. Participation Length

Length of Participation by Exit Status Number of Persons

Total Leavers Stayers

Less than 30 days e-snaps completes

31 to 60 days e-snaps completes



366 to 730 Days (1-2 Yrs) e-snaps completes




More than 1825 Days (> 5 Yrs) e-snaps completes



11

Q29a1. Destination at Program Exit

Exit Destination Number of Leavers in Households

Permanent Destinations


With Children

and Adults

With Only

Children

Unknown Type

Owned by client, no ongoing subsidy e-snaps completes

Owned by client, with ongoing subsidy e-snaps completes

Rental by client, no ongoing subsidy e-snaps completes

Rental by client, VASH subsidy e-snaps completes

Rental by client other ongoing subsidy e-snaps completes

PSH for homeless persons e-snaps completes

Living with family, permanent tenure e-snaps completes

Living with friends, permanent tenure e-snaps completes

Temporary Destinations

Emergency shelter e-snaps completes

TH for homeless persons e-snaps completes

Staying with family, temporary tenure e-snaps completes

Staying with friends, temporary tenure

e-snaps completes

Place not meant for human habitation e-snaps completes

Safe haven e-snaps completes

Hotel or motel, paid by client e-snaps completes

Institutional Settings

Foster care e-snaps completes

Psychiatric facility e-snaps completes

Substance abuse or detox facility e-snaps completes

Hospital (non-psychiatric) e-snaps completes

Jail or prison e-snaps completes

Other Destinations

Deceased e-snaps completes

Other e-snaps completes




e-snaps completes

e-snaps completes

e-snaps completes

12

Q30a1. SHP Expenditures – Development Costs only completed by SHP grantees

SHP and Cash Match Expenditures During the Operating Year – Development Costs

Expenditure Type SHP Funds Cash Match Match % Total Expenditures

Acquisition e-snaps completes

e-snaps completes

Rehabilitation e-snaps completes

e-snaps completes

New Construction e-snaps completes

e-snaps completes

Development Costs – Subtotal e-snaps completes

e-snaps completes

e-snaps completes

e-snaps completes

Q30a2. SHP Expenditures – Supportive Services only completed by SHP grantees

SHP and Cash Match Expenditures During the Operating Year – Supportive Services


Outreach

Case management

Life skills (not case management)

Alcohol and drug abuse services

Mental health services

AIDS – related services

Other health care services

Education

Housing placement

Employment assistance

Child care

Transportation

Legal

Other

Services - Subtotal e-snaps completes

Cash Match Expended e-snaps completes

e-snaps completes

13

Q30a3. SHP Expenditures – Leasing, Operating and Administration only completed by SHP grantees

SHP and Cash Match Expenditures During the Operating Year – Leasing, Operating & Admin


Real Property Leasing

Operating Costs

Administration

Leasing, Operating, Admin – Subtotal

SHP and Cash Match Expenditures During the Operating Year – Totals

Total SHP Expenses SHP Funds Cash Match Match % Total Expenditures

Development e-snaps completes e-snaps completes e-snaps completes e-snaps completes

Supportive Services e-snaps completes e-snaps completes e-snaps completes e-snaps completes

Real Property Leasing e-snaps completes e-snaps completes

Operating Expenses e-snaps completes e-snaps completes e-snaps completes e-snaps completes

Administration e-snaps completes e-snaps completes

Total Expenses e-snaps completes e-snaps completes

Q31. S+C Expenditures and Value of Services only completed by S+C grantees

S+C and Documented Services Match During the Operating Year

Expenditure Amount

Rental Assistance

Administration

Total S+C Expenditures e-snaps completes

Value of Supportive Services Received by S+C Clients During the Operating Year

Documented Service Match Value ($)

Outreach

Case management

Life Skills (outside of case management)





Education

Housing placement


Child care

Transportation

Legal

Other

Total documented services e-snaps completes

14

Q33. SRO Value of Services Received only completed by SRO grantees

Value of Supportive Services Received by SRO Clients During the Operating Year

Supportive Service Match Value ($)

Outreach

Case management

Life Skills (outside of case management)





Education

Housing placement


Child care

Transportation

Legal

Other

Total e-snaps completes

Q40. Significant Program Accomplishments Please describe any significant accomplishments achieved by your program during the operating year Maximum Characters: 2000

Q42. Additional Comments Please provide any additional comments on other areas of the APR that need explanations, such as difference in anticipated and actual programs outputs or bed utilization Maximum character limit is 2000

Documents

e-snaps Transition APR Guidebook - HMIS of … files/esnapsTransitionAPRGuidebook.pdf · e-snaps Transition APR Guidebook Sept., ... Transition APR Template ... HUD-40118 APR Where