FHPAP Funding Sub-Assessment

Introduction

The FHPAP Funding (Family Homeless Prevention and Assistance Program) sub-assessment was created to help agencies track the FHPAP financial assistance associated with clients throughout their time in your project. Starting June 1st, 2023, all clients enrolled in an FHPAP project in HMIS need to have the FHPAP Funding sub-assessment completed, in order for their information to pull correctly into your reports.

Note - This data element only needs to be completed for the Head of Household's record!

FHPAP Funding-Type Option

There are five different FHPAP funding options available in the sub-assessment. Pay close attention to which funding source you are selecting for your client. What funding source you select will determine if a client is included or excluded in reports.

Standard: This is the base FHPAP funding that that starts over with the beginning of a new biennium. The current biennium is October 1,2023 through September 30, 2025.

Fast Track: This is the one-time FHPAP funding that started June 1^st, 2023. Additional Fast Track funds were awarded as a part of the 2023-2025 biennium.

Direct Allocation: This funding type is for the FHPAP Tribal or Neighborhood House direct allocation funding that started during the 2023-2025 biennium.

FHPAP RD2: This is the second round of Standard FHPAP funds that will be awarded in late spring 2024. Projects should not use this funding source before June 2024.

FT RD2: This is the second round of Fast Track funding that will be awarded in late spring 2024. Projects should not use this funding source before June 2024.

Note: If you have questions regarding if your agency or project receives a specific type of FHPAP funding, you should reach out to your FHPAP Grant Administrator or MN Housing.

Adding a New FHPAP Project Entry

Whenever you are adding a new client to your FHPAP project in HMIS, follow these steps to complete the FHPAP Funding sub-assessment.

Click to Enter Data As (EDA) to the correct FHPAP provider for your agency, and then locate the client’s record in ClientPoint.
In the client record, navigate to the Entry/Exit tab and create a new Entry enrollment.
1. For a refresher on creating an Entry, you can re-watch the video on the topic on MN's Moodle training site, or view the instructions in our General HMIS Instructions guide (page 12).
Once on the Entry assessment screen, you'll see the FHPAP Funding sub-assessment toward the beginning of the page.
In the FHPAP Funding sub-assessment, click the Add button to create a new record:
In the sub-assessment pop-up:
1. The Start Date should match the client’s project start date into your FHPAP provider.
2. For FHPAP Funding Type, choose the most appropriate option from the list: Standard, Fast Track, Direct Allocation, FHPAP RD2, or FT RD2.
3. The End Date field can be left blank for now.
4. Notes is an optional field for you to add further details about the funding your client is receiving.
5. Once you have finished entering all the necessary information, click Save to close.

Adding to an Existing FHPAP Project Entry

For agencies with currently enrolled clients in an FHPAP HMIS project, any client that has an open Entry in your FHPAP project on or after June 1st, 2023 needs the FHPAP Funding sub-assessment completed!

Click to Enter Data As (EDA) to the correct FHPAP provider for your agency, and then locate the client’s record in ClientPoint.
Open the Head of Household's record. (Note: You do not need to be in back date mode when updating this sub-assessment)
Navigate to the Entry/Exit tab, click on the edit pencil to the left of the Project Start Date to open the Entry Assessment that was previously created for your FHPAP project. Click on Save & Continue in the first pop-up.
Next locate the FHPAP Funding sub-assessment toward the beginning of the page, and click the Add button to record the client's FHPAP funding information.
To complete the FHPAP Funding sub-assessment pop-up:
1. The Start Date should be the same date as the Project Start Date.
2. For FHPAP Funding Type, choose the most appropriate option from the list: Standard, Fast Track, Direct Allocation, FHPAP RD2, or FT RD2.
3. The End Date field can be left blank for now.
4. Notes is an optional field for you to add further details about the funding your client is receiving.
5. Once you have finished entering all the necessary information in the FHPAP Funding sub-assessment, click Save to close.

When and How to Update the FHPAP Funding Sub-Assessment

During a client’s enrollment in your FHPAP project, the funding used to assist the client may change. In this event, you will need to update the client's financial assistance data in the FHPAP Funding sub-assessment through an Interim Review.

Click to Enter Data As (EDA) to the correct FHPAP provider for your agency, and then locate the client’s record in ClientPoint.
IMPORTANT: Remember to also Back Date to the date the funding changed for your client.
In the client record, navigate to the Entry/Exit tab and and click on the notebook icon in the Interims column, on the project enrollment that was previously created for your FHPAP project.
In the Interim Reviews pop-up, click the Add Interim Review button.
1. For Interim Review Type, select Update.
2. The Review Date should match whichever date the client received the new financial assistance, to which you just Back-Dated.
3. Click Save & Continue.
On the Interim assessment, locate the FHPAP Funding sub-assessment toward the beginning of the page.
Click on the edit pencil to the left of the row previously created to record your client's financial assistance:
In the pop-up:
1. Fill in an End Date with the date the client's previous funding amount ended.
2. Then click the button to Save and Add Another:
In the sub-assessment pop-up:
1. The Start Date should already match the Interim Review Date, when the client started receiving the new financial assistance, to which you just Back-Dated.
2. For FHPAP Funding Type, choose the most appropriate option from the list: Standard, Fast Track, Direct Allocation, FHPAP RD2, or FT RD2.
3. The End Date field can be left blank for now.
4. Notes is an optional field for you to add further details about the funding your client is receiving.
5. Once you have finished entering all the new information in the FHPAP Funding sub-assessment, click Save to close the pop-up.
Back on the Interim assessment, you should now see the change in the client's funding reflected by two rows in the FHPAP Funding sub-assessment:

Adding to an FHPAP Project Exit

For agencies exiting clients from their project in HMIS, it is required that you add an End Date to the FHPAP funding sub-assessment data as well. To complete the FHPAP Funding sub-assessment at Exit:

Click to Enter Data As (EDA) to the correct FHPAP provider for your agency, and then locate the client’s record in ClientPoint.
In the client record, navigate to the Entry/Exit tab and find the client's enrollment in your FHPAP project. Click on the edit pencil next to the blank Exit Date field to add and exit.
1. For a refresher on creating an Exit, you can re-watch the video on the topic on MN's Moodle training site, or view the instructions in our General HMIS Instructions guide (page 14).
Once on the Exit assessment screen, you'll see the FHPAP Funding sub-assessment toward the beginning of the page.
In the FHPAP Funding sub-assessment, locate and click on the edit pencil to the left of the row for the client's most recent and active funding record:
In the pop-up:
1. Fill in an End Date with the date the client's funding amount ended.
2. Then click on Save to close.

FHPAP Funding Data Quality Check

The SHP-50-SAG-296 - FHPAP Supplemental report that allows users to check that their FHPAP Funding sub-assessment data was recorded correctly.

New Report Prompts

An additional report prompt has been added to allow HMIS users to run the report for one or more of the different funding sources. Users will run the FHPAP supplemental report similar to the previous version but with the addition of the “Select FHPAP Funding Type" prompt. How this prompt is completed will determine if client and service transaction data is included or excludes from the report.*

*Note if you are running this report for Homework Starts with Home you do not need to complete this prompt.

Flagging missing values for new data elements

The FHPAP Funding Sub-assessment data elements have been added to the "Entry Exit Detail and Errors" Tab of the report

"FHPAP Funding Type" sub-assessment is located in column L.

If the cell is yellow, this indicates the head of household does not have at least one row entered in the sub-assessment. If a client is missing the FHPAP funding assessment, they will not pull into the summary tabs of this report.
Response of "Standard (prior to 6/01/2023)" represent entries created prior to that date where a sub-assessment is not required and the entry is defaulted to count as Standard funding.
If a client has multiple rows in the sub-assessment, they will just have one row of data on this tab, and it will list all of the funding types assigned to that client.
If there is a "-" the sub-assessment is not applicable (this is only required for the head of household)

Update to the Service Transactions Tabs

The "Service Details" and Service Not Counted" tabs are updated to reflect the addition of the funding source options.

For Fast Track only reports: only service transactions with the "FHPAP Fast Track" as the funding source will be included in the report.
For Standard only reports: only service transactions with the "FHPAP" as the funding source will be included into the report.
For Direct Allocation reports: only service transactions with the "FHPAP Direct Allocation" as the funding source will be included in the report.
For FHPAP RD2 reports: only service transactions with the "FHPAP RD2" as the funding source will be included in the report.
For FT RD2 reports: only service transactions with the "FHPAP FT RD2" as the funding source will be included in the report.
If you run the report with multiple FHPAP funding sources selected in the prompts, service transactions with those funding types should display on the “Service Details” and “Service Not Counted” tabs of the report.