Completing the IDHS Quarterly Report

Report
IDHS Bureau of Homeless Services &
Supportive Housing:
Completing the Quarterly Report
June 29, 2011
IDHS Supportive Housing Program:
Overview
• Provide supportive services coupled with
housing to low-income homeless and at-risk
individuals and families
• Housing funded by other sources of funding
• Services enable households to live
independently
IDHS Supportive Housing Program:
Deliverables
• Case management, counseling, and advocacy
services within 5 days
• Service plan developed within 1st week
• Services plans must include monthly outcomes
and ongoing goals
• Intake and assessment
• Progress and supportive services documented
in participant file
IDHS Supportive Housing Program:
Program Services
•
•
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•
•
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•
•
•
•
Advocacy
Alcohol Abuse Services
Case Management
Counseling
Child Care
Children’s Services
Domestic Violence
Education
Employment Services
English as a Second
Language
• Follow-up Services
• Health/Dental Services
• Housing
Location/Inspection
• Legal Service Referrals
• Mental Health Services
• Outreach
• Substance Abuse Services
• Transportation
IDHS Supportive Housing Program:
Reporting
• IL Homeless Reporting Portal
– web-based quarterly reporting system
– www.ilhomelessreport.org
• Compatible with federal homeless programs
• SHP providers submit quarterly service and
financial web-based reports to the Bureau
• Next Quarterly Report
– 4th Quarter – April 1, 2011 – June 30, 2011
– Due Date – July 20, 2011
IL Homeless Reporting Portal Home Page
www.ilhomelessreport.org
• Click login
• Enter Username and password
QUARTERLY SERVICE REPORTING
Select the IDHS
Fiscal Year and
click submit
Under Supportive Housing
Select the Program and click
Submit
This page includes the
Agency, Program Name
and Contract Number
Select the Quarter
and Click Load
Quarter
This is the first screen after downloading the quarter & is the 1st of 22
Steps to complete the entire Service Quarterly Report.
Click Save Entries after completing each step & Click Next Step to
continue entering data
During the 1st quarter, all participants are considered new in SH.
Step 3a automatically
calculated by system
Step 3b – only enter new
participants as of the
specific quarter
Data entered in this Step
should correlate to
participant assessments,
intakes, individualized
service plans and case
notes
Step 4 – Only enter
information for those
entering the program
during the specific
quarter
Step 5 – Only enter
information for those
entering the program during
the specific quarter
Step 6 – Only enter
information for those
entering the program during
the specific quarter
Step 7 – Only enter information
for those entering the program
during the specific quarter
Step 8 – Only enter information for thos
entering the program during the specific
quarter & participants may have multiple
special needs
Step 9 – Only enter information for
those entering the program during
the specific quarter
Step 10 – Only enter
information for those
entering the program
during the specific quarter
Step 11 – Only enter participant income for those entering
and exiting the program during the specific quarter
Step 12 – Only
enter cash
income for
those entering
and exiting the
program during
the specific
quarter
Step 13 – Only
enter non-cash
benefits for
those entering
and exiting the
program during
the specific
quarter
Step 14 – Only enter food stamp
benefits for those entering the
program during the specific
quarter
Step 16 – Enter
DUPLICATE counts of
all instances of
supportive service to
all participants served
during the quarter
Step 17 – Enter
information
only for those
exiting the
program during
the quarter
Step 18 – Enter
information
only for those
exiting the
program during
the quarter
Step 19 – Enter
information only
for those exiting
the program
during the quarter
and not expected
to return
Step 22 – Only enter information
for those entering the program
during the specific quarter
Continuation of Step 22….
Click Printer Friendly for an entire Quarterly
Report with entered Data
Click Submit Report to send report to IDHS
QUARTERLY FINANCIAL REPORTING
Supportive Housing Funding Plan
Before completing the Quarterly Report
important to review the SH Funding Plan
to remember what was included in the
budget and especially in planning for the
4th Quarter. Prior to the 4th quarter, staff
should be monitoring expenses as last
minute sub-contract request to expend
unused service funding cannot be
allowed.
Budget Instructions
• 4 parts of Budget
1. Direct Personnel – staff, job title, average monthly salary,
% of time, # of months
2. Administration Personnel - # of staff, job title, average
monthly salary, % of time, and # of months
3. Funding Sources - funding that the applicant receives for
the supportive housing project from other sources
•
•
Federal Sources, State Sources, and Local Community Sources
required 25 percent cash match
4. Budget Page - Direct Costs and Administrative Costs
• Use whole dollar amounts when completing the
budget pages
Budget Instructions
• Direct Costs - associated with direct participant
services
• Administrative Costs - costs that include but may
not be limited to overseeing and managing the
program & administrative costs may not exceed 15
% of the funds requested
• Expending grant funds for Indirect Costs/ Operating
Costs are prohibited
Financial Quarterly Report
Scroll over ‘Enter
Report Data’ and
click on Financial
Data to enter
financials for a
specific quarter
Select the
appropriate Fiscal
Year which you will
be providing
quarterly financial
reporting
Click the arrow for the SH
program to select your
program and then click
submit
Select the
Appropriate
Quarter and click
Submit
IDHS Approved
Budget amounts
will already be
entered and the
amount available
Agency, Program and
Contract Number will
appear - if you have
more than one grant
make sure you are
entering information for
the correct program
Enter the Actual
Expenditures for
the Quarter, click
Save Report, and
Click Submit
Report when
complete
At any time you
can access all the
Quarterly reports
for your agency
and programs by
scrolling over ‘Get
Reports’ and
selecting a specific
Quarter
QUESTIONS?
Contact Information
Lore Baker, SHPA
[email protected]
Aaron Eldridge, Sr., SHPA
[email protected]
Lindsey Bishop, CSH
[email protected]

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