Grantee Program Status Report

HOMELESS SERVICES (agencies using HMIS ServicePoint) FY2017-18 PROGRAM STATUS REPORT

INSTRUCTIONS

Instructions: Please complete Sections I-VIII for both the Mid-Year and Year-End Program Status Reports. It is important, when preparing this report, to be familiar with the approved Program Plan, which is Exhibit B of your executed Grant Agreement with the City. A separate Program Status Report must be prepared for each Program Plan specified in your contract.

GRANTEE PROGRAM STATUS REPORT

Agency:

Program:

Reporting Period: First Period: July 1, 2017 - December 31, 2017 (Mid-Year)

Second Period: July 1, 2017 - June 30, 2018 (Year-End)

SECTION I: PROGRAM ACCOMPLISHMENTS, CHALLENGES, AND CHANGES

Provide a brief summary of your program accomplishments, challenges, and changes that occurred during the reporting period. Please also provide information or observations related to population or service trends.

SECTION II: ASSESSMENT, EVALUATION AND PARTICIPANT INVOLVEMENT

Briefly describe or list any program assessment or evaluation efforts during the reporting period and summarize the results achieved. Specifically highlight any program participant involvement in these efforts.

Please highlight any new efforts to collaborate with other service providers and/or leverage services. Please include the agency name(s) and service(s) provided.

SECTION III: BOARD INVOLVEMENT

Please indicate:

• Number of Board meetings conducted during the reporting period
• Average Board member attendance
• Board development activities conducted during the reporting period
• Significant policy directions or actions taken by the Board during the reporting period
• Number of board members who reside and/or work in Santa Monica
• Board vacancies and plans to fill those vacancies, if applicable

SECTION IV: STAFFING PATTERN

Have there been any staffing changes during the reporting period (i.e. staff vacancies, staff recruitment, changes in F.T.E.)? Please describe. If staff vacancies exist, please provide an expected hiring date and explain how case loads/work has been distributed to ensure service levels are maintained.

Please indicate how volunteers or paid or unpaid interns were used during the reporting period. Provide the total number of volunteers or interns and hours provided. If interns were used, please indicate their program level (e.g. undergraduate, masters).

SECTION V: SPECIAL FUNDING CONDITIONS

Provide a status report on how the agency is meeting its funding conditions listed in Exhibit A of your Grant Agreement, clearly addressing each individual funding condition in bullet point format.

SECTION VI: DEMOGRAPHICS

Please provide accurate complete demographic information by submitting an appropriate ServicePoint CCM report summary sheet signed by an agency authorized signer. The following demographic information will be reviewed from the report. For your reference, a document detailing the sources of these data in ServicePoint is attached to this reporting template. Please verify the accuracy of these items:

• Household ID (HH ID) and Head of Household (HoH)
• Demographics
• Disabilities
• Housing Placements
• Employment Placements
• Exit Data
• Santa Monica Residency

Is the actual number of Santa Monica program participants significantly below or above the year-end target level (within 10% of target at year-end)?

Check one of the boxes.YesNo

If Yes, please explain:

The following tables will track data on program participant needs and the inter-agency relationships utilized to address them. Please provide this information as completely and accurately as possible for participants entering your program.

1. “Do you or anyone in your household have unmet employment needs?”

1. ”Have you missed or been late on a home rental or mortgage payment within the last 12 months?”

1. “Do you or anyone in your household have an unmet childcare/afterschool need?”

Human Services Division - FY 2017-18 Human Services Grants Program

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SECTION VII: PROGRAM SERVICES AND OUTCOMES

Provide a status report on the program activity levels and outcomes for the Santa Monica program participants indicated in Section III of your Program Plan. Service levels and outcome achievement must match the attached ServicePoint CCM summary report. For outcome achievement not documented in a report, please provide narrative explanation and/or documentation of how outcome data is captured.

EXAMPLE:

Service: 150 children will receive counseling.

EXAMPLE:

Outcome 1: 112 of 150 (75%) children will experience reduced stress levels according to the Stress Test within 3 months of entering counseling.

Outcome 1: By mid-year, 50 of the 60 children served at mid-year (83%) experienced reduced stress levels within 3 months of entering counseling.

Outcome 2: 90 of 150 (60%) children will show improved performance on the Intelligence Test within 5 months of entering counseling.

Human Services Division - FY 2017-18 Human Services Grants Program

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Human Services Division - FY 2017-18 Human Services Grants Program

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Variance Report:

Mid-year: Please identify specific outputs or outcomes not on track for being met by year-end. Provide an explanation of the barriers the program is experiencing and the steps the staff is taking to mitigate the situation.

Year-end: Please provide an explanation for each output or outcome for which achievement is above or below 10% of the projected target.

SECTION VIII: PROPERTY MANAGEMENT

If this program has entered into a lease agreement with the City of Santa Monica, please provide a status report of facility improvements and routine maintenance performed during the reporting period.

I certify that this report is true, complete and accurate to the best of my knowledge.

Authorized Signature: (Signature of Authorized Individual)

Title: Date: ______

City Approval: ______Date:______

Human Serivces Administrator

ServicePoint

Sources of Key Data

The following demographics are closely reviewed by City staff at mid-year and year-end. Please verify that the ServicePoint report is consistent with your records. For your reference, the following information is provided to facilitate understanding of the sources of data in the ServicePoint system.

• Household ID (HH ID) and Head of Household (HoH)

As required by LAHSA, each client must belong to a household, and each household must designate a Head of Household (HoH). Households must be created before an entry screen is completed. For households of more than one person, the household type must be chosen accordingly. For single individuals, the Household ID and Head of Household designation is automatically generated.

• Demographics

As required by HUD, these data elements include but are not limited to chronically homeless, gender, race, ethnicity, veteran status, date of birth and prior living situation must be entered.

• Disabilities

Each disability must have a separate sub-assessment record on the HUD assessment.

• Housing Placements

Housing Placements must be entered on the Head of Household’s Housing Placement Assessment when the Household has been placed into housing. For housing placements to count towards the reporting period, the Start Date of the Housing Placement Assessment must be between the program-provider Entry and Exit dates and the reporting period, and the “Provider Making Housing Placement” must also match the Entry program-provider. End dates are required for all housing placements that have ended. For example, for clients that move from Emergency or Transitional Housing to Permanent Housing, an end date must be entered for that Emergency or Transitional Housing Placement record.

• Employment Placements

Employment Placements are recorded for each client that has been placed in the Employment/Income Assessment in the Work History sub-assessment. The Start Date must be between the program-provider Entry and Exit dates, and the “Provider Making Employment Placement” must also match the program-provider.

• Exit Data

When a client has completed or left a program, the Exit Reason and Destination must be indicated on the Exit screen. For clients with other members in their household, each household member must be exited with Exit Reasons and Destinations as well.

• Santa Monica Residency

In ClientTrack, Santa Monica Residency was determined by a single question, “Santa Monica Resident?” In ServicePoint, a series of questions related to a client’s history of homelessness determines their residency in Santa Monica.

Human Services Division - FY 2017-18 Human Services Grants Program

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