FHPAP Funding Assessment Form

Overview

This article provides users instructions for how to complete the FHPAP Funding Assessment form within an FHPAP project enrollment workflow, how to check for recent FHPAP payments within a Client Record, and provides a definition overview of the five types of FHPAP funding.

More About This — Further important information is found in this section.
Details — Specific details and/or step-by-step workflows will be described in this section.
Video — Any relevant videos will be posted in this section.

More About This

The FHPAP (Family Homelessness and Prevention Assistance Program) Funding Assessment Form is completed at project enrollment during an Intake Workflow, when a client is being enrolled into a FHPAP project. The form captures two data important data elements: whether a client has received a recent FHPAP Payment and what FHPAP Funding Type the client is receiving.

Details

Recent FHPAP Payment

The first data element field presented on the FHPAP Funding Assessment Form is the Recent FHPAP Payment question. This data element is required to be collected at project entry for all Heads of Households enrolled in your FHPAP project, from June 1st, 2023 onward.

Why do I need to answer this question?

The Recent FHPAP Payment question prevents duplicate payments to a landlord, made on a client's behalf, by confirming whether or not agencies have checked a client's record in HMIS for payments from within the last 60 days

Data Collection Instructions:

At project entry, check within the client’s record for recent FHPAP payments. Record this data using the dropdown menu, answering either “Yes” or “No

Where to check a Client's Record for recent FHPAP payments:

Client Enrollments

Referencing a client's enrollments from their Client Record Dashboard can help to identify if a client is currently, or was recently, enrolled in an FHPAP project. The presence of an enrollment for another agency's FHPAP project may indicate that another agency is making a payment on the client’s behalf.

Client Service History

The second way to identify if a client has received a recent FHPAP payment, such as rent or a housing deposit, is by viewing a client's service history from their client record Service Folder.
Users can view a client's service history by navigating to the Client Record and selecting Service Folder from the menu options as shown below:
Once clicked, the Service Folder will display a history of all services a client has received that are visible to your agency, as shown in the example below:

FHPAP Funding Type

The second data element field presented on the FHPAP Funding Assessment Form is the FHPAP Funding Type question. The FHPAP Funding Type data element is required to be collected at project entry for Heads of Household with an open enrollment in an FHPAP project from June 1st, 2023 and onward.

Why do I need to answer this question?

The FHPAP funding type data element was created to help agencies track which FHPAP funding source is associated with a client throughout their time in your program. Starting June 1st, 2023, all Heads of Households active in any FHPAP project are required to have an FHPAP funding type entered in HMIS to pull correctly into reports.

Data Collection Instructions:

The FHPAP Funding Type is the second question on the FHPAP Funding Assessment Form. and should be answered at project enrollment for the Head of Household. Any changes to the FHPAP Funding Type during a client’s time enrolled in your project should be recorded through an Assessment Update.

To answer, from the drop-down menu select which FHPAP Funding type the Head of Household is receiving, as shown:

Updating the FHPAP Funding Type

Any changes to the FHPAP funding type for a Head of Household's active FHPAP project enrollment is required to be updated through an Update Assessment.

To begin, perform a search for your the Head of Household using the Find a Client functionality, or if you know their ClientTrack Client ID number, you can enter it in the Global Search field as well.

On the client's Dashboard, locate the Enrollments section, and find the row for the client's current enrollment in your FHPAP project:
Select the three-dot Action Button to the left of the FHPAP enrollment in need of an update, and select Update/Annual Assessment from the menu:
Scroll down to the Household section and verify the family members included on the enrollment.

Click Save to continue.
On the next screen, select the New During Program Enrollment/Update Assessment option:

At the top of the first form, verify the date of the Assessment Update matches is the same as the date the FHPAP funding type changed for your client
Follow the guided workflow prompts to complete the update forms as they appear, starting with the Universal Data Assessment, updating any of your client's information that may have changed since their last assessment.
The final form in the Update Assessment workflow is the FHPAP Funding Assessment. Before proceeding, verify once more that the Assessment Date at the top of the form matches the date the FHPAP funding type changed for your client.
For the question FHPAP Funding Type, select the new type of funding the client is receiving from the drop-down menu.
When finished click the Save button on the bottom right of the form.
As always, the most important part of any guided workflow is hitting the Finish button at the end. Navigating away from any guided workflow before clicking on the Finish button on the final page will cause data quality issues.

FHPAP Funding-Type Options

There are five different FHPAP funding options available in the picklist. 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 1st, 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 (Fast-Track Round Two)

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. 

Video

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