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TRANSITIONAL HOUSING RAPID REHOUSING RENEWALS
FY20 22 Renewal Project Optional Self-Scoring Tool
HUD Continuum of Care Homeless Assistance Grant
Instructions
This tool contains worksheets to help applicants seeking renewal CoC funding to conduct a self-score. Completing a self-score will help organizations gain a better understanding of how the project scores are calculated, and to provide an estimate of the score the organization may expect to receive. Completion of this tool is optional. Completed tools should not be submitted to HAND with the application materials. This tool is provided for the organization’s purposes only. HAND will be conducting its own review and scoring of the applications. The calculations & scores determined by HAND will be deemed the official calculations and scores. Detailed instructions on how to perform the calculations are given throughout the tool. Please note there are separate tools for each of the different types of projects. If your organization chooses to complete the tool, please be sure the correct one is completed. Data to complete this tool will primarily be taken from a Calendar Year (CY) APR generated from HMIS for the project for the time period of 1/1/ 2021 – 12/31/ 2021 , although other data sources used are also noted throughout. Conducting calculations In most of the worksheets, you will identify a numerator and a denominator. The numerator is divided by the denominator and then multiplied by 100 to arrive at the percentage. Any calculations resulting in decimal points .5 and over will be rounded up to the next whole number. Calculations resulting in decimal points less than .5 will be rounded down to the previous whole number. Example:
- Numerator = 5
- Denominator = 8
- (5 ÷ 8 ) x 100 = 62.5%
- Rounded = 63% For the joint-component project: If you generate two separate APRs for this project (one for TH, one for RRH), you will need to combine the data from each APR to determine the score on a given component.
Score Summary Chart
Using the chart below, input the points scored from the different components, as calculated. This chart will provide an at-a-glance overview of the project’s potential score. Informational only questions from the application are not included. Max Points Possible Points Scored Component #1: Mainstream Resources & Employment A) Leavers with any cash income 7 B) Leavers with any non-cash benefits 5 C) Leavers with earned income (employment) 5 D) Increases in Total Cash Income (either earned or non-earned) for leavers and stayers 3 Component #2: Housing Performance & Quality A) Exits to Permanent Housing 35 B) Utilization Rates 10 D) Returns to Homelessness 3 Component #3: Financial Performance A) Spending Rates 8 B) Outstanding Audit/Monitoring Findings (if applicable) - 10 (if applicable) Component #4: HMIS Participation A) Agency Admin meeting attendance 3 B) Data Quality & Completeness 5 C) Accurate Reporting of Annual Assessment 1 D) Exits to known destinations 6 E) 2022 HIC submission 5 Component #5: Inclusion of Persons with Lived Experience A) Consumer Participation 2 B) Meaningful Participation of Persons with Lived Experience 6 Component #6: CoC Participation A) 2022 Unsheltered PIT Participation 2 Component # 7 : CAM Participation A) Referral Outcome Reporting (CoC Project) 2 B) Referral Outcome Reporting (all other projects) 2 C) New Client Entries 2 D) Housing Move-In Date Completion 4 TOTAL 116
Measurement & Source Numerator Denominator Result (%) Scoring Range & Points Possible (D): Increases in Total Cash Income (either earned or non-earned) for leavers and stayers. Percentage will be calculated using data in APR question 19a1 and 19a2. See page 16 for details.
Component #2: Housing Performance and Quality
Measurement & Source (A): Exit to Permanent Housing Percentage of participants who, over the course of 2021, exited the project to permanent housing. Excluded from the calculations:
- Clients with an exit in 20 21 to one of these destinations will be removed from the calculations: o Death o Foster Care o Hospital/Residential Non-Psychiatric facility o Nursing home/Long-term care facility To calculate, refer to guidance provided on pages 17 - 18. Numerator Q23c Exits to Positive Destinations – no Housing Move In Date with exits to PH: Denominator APR 5a 5 Total leavers served (minus exclusions): Result (%) Scoring Range & Points
- 90 % - 100%: 3 5
- 8 0% - 89 %: 2 0
- 75% - 79%: 15
- 70% - 74%: 10
- < 70 %: 0 Score: ______
Measurement & Source (D) Returns to Homelessness within 6 months of exit from project to permanent housing Projects will be scored based on the percentage of clients who exited the project in 2021 to permanent housing and who returned to homelessness within 6 months of that exit. Note: This measure will not include clients who exited in 2020 and returned in 2021, nor will it include clients who exited in 2021 and returned in 2022. It will only include clients who exited and returned in 2021. For projects that do not report in HMIS, data for this measure will be requested of the agency via other means. To conduct a self-score, the agency may look to their APR to determine the total exits in 2021 to a permanent destination, and may need to examine individual client records in HMIS to determine if any of those exits returned to homelessness within 6 months. The formula used to calculate the rate is: [ 𝑂𝑓 𝑐𝑙𝑖𝑒𝑛𝑡𝑠 𝑒𝑥𝑖𝑡𝑒𝑑 𝑖𝑛 2021 𝑡𝑜 𝑎 𝑃𝑒𝑟𝑚𝑎𝑛𝑒𝑛𝑡 𝐻𝑜𝑢𝑠𝑖𝑛𝑔 𝑑𝑒𝑠𝑡𝑖𝑛𝑎𝑡𝑖𝑜𝑛, 𝑡ℎ𝑒 𝑛𝑢𝑚𝑏𝑒𝑟 𝑤ℎ𝑜 𝑟𝑒𝑡𝑢𝑟𝑛𝑒𝑑 𝑡𝑜 ℎ𝑜𝑚𝑒𝑙𝑒𝑠𝑠𝑛𝑒𝑠𝑠 𝑤𝑖𝑡ℎ𝑖𝑛 6 𝑚𝑜𝑛𝑡ℎ𝑠 𝑜𝑓 𝑡ℎ𝑎𝑡 𝑒𝑥𝑖𝑡 𝑇𝑜𝑡𝑎𝑙 𝑐𝑙𝑖𝑒𝑛𝑡 𝑒𝑥𝑖𝑡𝑒𝑑 𝑓𝑟𝑜𝑚 𝑝𝑟𝑜𝑗𝑒𝑐𝑡 𝑖𝑛 2021 𝑡𝑜 𝑎 𝑃𝑒𝑟𝑚𝑎𝑛𝑒𝑛𝑡 𝐻𝑜𝑢𝑠𝑖𝑛𝑔 𝐷𝑒𝑠𝑡𝑖𝑛𝑎𝑡𝑖𝑜𝑛 ] Numerator Of clients exited in 2021 to a Permanent Housing Destination, those who returned to homelessness with 6 months of the exit Denominator Total clients exited in 2021 to a Permanent Housing Destination Result (%) (^) Scoring Range and Points
- 3% or fewer: 3 pts.
- 4% - 5%: 2 pts
- 6% - 15%: 1 pt
15%: 0 pts
Component #3: Financial Performance
Measurement & Source Scoring Range & Points Possible (A) Spending Rate Expenditure information will be taken directly from Sage. Reference Appendix A in the “FY202 2 HUD Continuum of Care Funding Competition Renewal Application and Evaluation Policies and Procedures” for the percentage of funds expended from CoC grants. Percentage Expended as Given in Appendix A: Projects without a rental assistance budget line:
- 90 - 100%: 8 pts
- 85 – 89 %: 4 pts
- < 85 %: 0 pts Projects with a rental assistance budget line:
- 85 - 100%: 8 pts
- 75 – 84 %: 4 pts
- < 75 %: 0 pts Score: ________________ (B) Deduction for Outstanding Audit Findings Up to 2 points may be deducted from a project’s score for each of the following that apply :
- Agency Financial Audit (other than A-133 Audit): Repeat and/or unresolved audit findings from prior audit year.
- A-133 Audit: Repeat and/or unresolved audit findings from prior audit year associated with CoC grants.
- A-133 Audit: Repeat and/or unresolved audit findings from prior audit year associated with federal grants other than CoC grants.
- HUD CoC Program Monitoring report: No Corrective Action Plan submitted by HUD’s deadlines, or Correction Action Plan submitted did not meet HUD’s approval.
- City Homeless Program Monitoring Report: No Corrective Action Plan submitted by City’s deadlines, or Correction Action Plan submitted did not meet City’s approval. Up to - 10 if applicable: Score: ________________
Measurement & Source Result Scoring Range & Points Possible (B) : Data Quality and Completeness Agency will be scored based on the percentage error rates for the following:
- Name
- Date of Birth
- Relationship to Head of Household
- Income Source at Entry
- Income Source at Exit Projects may earn 1 point for each of the 5 data elements given where the error rate is 5% or less. Up to 5 points total may be earned (1 point for each data element) % of Error Rate If <5%, input “1” into cell Name (APR 6a) Date of Birth (APR 6a) Relationship to HoH (APR 6b) Income Source at Entry (APR 6c) Income Source at Exit (APR 6c) Sum (this is the score; max 5 pts): (C) Accurate Recording of Annual Assessment Agency will be scored based on the percentage of people served for which the annual assessment has been accurately recorded. The formula to be used to determine performance rate is: 𝑄 18 : 𝑁𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝑎𝑑𝑢𝑙𝑡 𝑠𝑡𝑎𝑦𝑒𝑟𝑠 𝑤𝑖𝑡ℎ𝑜𝑢𝑡 𝑟𝑒𝑞𝑢𝑖𝑟𝑒𝑑 𝑎𝑛𝑛𝑢𝑎𝑙 𝑎𝑠𝑠𝑒𝑠𝑚𝑒𝑛𝑡 𝑄 5 𝑎 9 : 𝑁𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝐴𝑑𝑢𝑙𝑡 𝑠𝑡𝑎𝑦𝑒𝑟𝑠 Percentage of persons served without required annual assessment:
- 5% or less: 1 pt
- 6% or more: 0 pts Score: ___________
Measurement & Source Result Scoring Range & Points Possible (D): Known Destinations Projects will be scored based on the percentage of persons who exit to a known destination. The formula to be used to determine performance rate is: 𝑄 5 𝑎 5 : 𝑁𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝐿𝑒𝑎𝑣𝑒𝑟𝑠 − 𝑄 23 : 𝐷𝑎𝑡𝑎 𝑁𝑜𝑡 𝐶𝑜𝑙𝑙𝑒𝑐𝑡𝑒𝑑 (𝑛𝑜 𝑒𝑥𝑖𝑡 𝑖𝑛𝑡𝑒𝑟𝑣𝑖𝑒𝑤 𝑐𝑜𝑚𝑝𝑙𝑒𝑡𝑒𝑑) 𝑄 5 𝑎 5 : 𝑁𝑢𝑚𝑏𝑒𝑟 𝑜𝑓 𝐿𝑒𝑎𝑣𝑒𝑟𝑠
______%
- 75% - 100%: 6 pts
- 6 0% - 74%: 3 pts
- < 6 0%: 0 pts Score: ___________ (E): 2022 HIC Submission Did your organization submit the required HIC information by the following date: ___ February 1 1 , 202 2 : All HICs agency was required to submit ___ Yes ___ No
- Yes = 5 pts
- No = 0 pts Score: ___________
Component #6: CoC Participation
Measurement & Source Result Scoring Range & Points Possible (A) Did your organization participate in the January 2022 Unsheltered Point-in- Time count by at least one of the following? Having a team on the street during the street count (night of Jan 26 , 20 22 )? ___ yes ___ no OR Having a team participate in a next-day interview shift on either January 27 or 28? ___ yes ___ no
- Yes to at least one = 2 pts
- No to both = 0 pts Score: ___________
Component # 7 : CAM Participation
Measurement & Source Numerator Denominator Result Scoring Range & Points Possible (A) Referral Outcome Reporting Projects will be scored having reported outcomes for referrals received from CAM from January-December 202 1. The Referral Report will be used to determine this. This report will be run for the project under review for the period of 1/1/202 1 – 12/31/202 1. If needed, the client’s record in HMIS will also be reviewed to determine if the outcome referral was completed. Clients transferred from one PSH program to another will be excluded. By “referral outcome” meaning the receiving agency has indicated in HMIS if the referral from CAM is accepted, declined, or canceled. Number of referrals received from CAM in 2021 that had referral outcome completed: Total number of referrals project received from CAM in 202 1 : % of referrals received from CAM in 2021 that outcome reporting was completed:
Score: _________ (B) Referral Outcome Reporting Agencies will be scored based on the extent to which outcomes to referral to non-CoC funded projects received from CAM in 2021 are recorded. The Referral Report will be used to determine this. This report will be run for all of an agency’s projects in Appendix C for the period of 1/1/2021 – 12/31/2021. If needed, the client’s record in HMIS will also be reviewed to determine if the outcome referral was completed. Clients transferred from one PSH program to another will be excluded. By “referral outcome” meaning the receiving agency has indicated in HMIS if the referral from CAM is accepted, declined, or canceled. Number of referrals received from CAM in 2021 that had referral outcome completed: Total number of referrals project received from CAM in 2021: % of referrals received from CAM in 2021 that outcome reporting was completed:
Score: _________
Component # 1 D Calculation Guidance (Leavers & Stayers with increase in cash income)
The data for this component is taken from APR questions 19a1 (stayers) and 19a2 (leavers). The percentage will be calculated as in the example below. Formula: [
]
Example:
[
( 𝑄 19 𝑎 1 𝐴𝑑𝑢𝑙𝑡𝑠 𝑤ℎ𝑜 𝐺𝑎𝑖𝑛𝑒𝑑 𝑜𝑟 𝐼𝑛𝑐𝑟𝑒𝑎𝑠𝑒𝑑 𝐼𝑛𝑐𝑜𝑚𝑒+ 𝑄 19 𝑎 2 𝐴𝑑𝑢𝑙𝑡𝑠 𝑤ℎ𝑜 𝐺𝑎𝑖𝑛𝑒𝑑 𝑜𝑟 𝐼𝑛𝑐𝑟𝑒𝑎𝑠𝑒𝑑 𝐼𝑛𝑐𝑜𝑚𝑒 )
(𝑄 19 𝑎 1 𝑡𝑜𝑡𝑎𝑙 𝑎𝑑𝑢𝑙𝑡𝑠)+(𝑄 19 𝑎 2 𝑡𝑜𝑡𝑎𝑙 𝑎𝑑𝑢𝑙𝑡𝑠) ]^ =^
( 29 + 11 ) ( 50 )+( 21 ) =^ 40 71
Component #2A Calculation Guidance (Exit to Permanent Housing)
Use the formulas below to follow the example provided on the following pages. Use data from the following APR questions: Q5a 5 (number of leavers) and Q2 3 c (exit destinations) to answer this question. The example in the box below uses data from the sample reports given on the following screen shots. Excluded from the calculations:
- Clients with an exit to one of these destinations: o Death o Foster Care o Hospital/Residential Non-Psychiatric facility o Nursing home/Long-term care facility Formula:
[
]
Example:
[
] =
Component #2B Utilization Rates Calculation Guidance
Note: for the TH-RRH project that uses a comparable database, this element will be reviewed using only the data in the APR, which is slightly different from other projects. Utilization rates will be calculated based on the number of households served on the following five dates: 1/2 7 /2 1 , 4/2 8 /2 1 , 7/2 8 /2 1 , 10/2 7 /2 1 , 12/ 31 /2 1 (note this is the last day of the calendar year, rather than the last Wed in December). This data will be determined by using the data given in questions 7b (for TH) and 8 b (for RRH) in the CYAPR. AVERAGE UTILIZATION RATE Households Served FY1 9 Application Question 4B* Point-in-Time Count of Persons (7b) or Households (8b) Served the Last Wednesday of: TH portion (question 7b) RRH portion (question 8b) Total TH Beds Total RRH Units January (1/ 27 /2 021 ) X X 8 20 April (4/2 8 /20 21 ) X X 8 20 July (7/ 28 /20 21 ) X X 8 20 October (10/ 27 /20 21 ) X X 8 20 Last Day of the Year (12/31/2021) X X 8 20 SUM COLUMNS XX XX 40 100 SUM ALL HOUSEHOLDS and SUM ALL BEDS + UNITS XXX 140 Calculate Average Occupancy Using this Formula: (SUM OF ALL HOUSEHOLDS/SUM OF ALL BEDS +UNITS) * = Average Occupancy Percentage
XXX/
Overall Average (may be greater than 100%) *completed for the NLSM TH-RRH project
