Accessing Exhibit 2 Through eSnaps

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Accessing Exhibit 2 Through e-Snaps

• Each applicant must have an authorized
  representative and obtain a username.
• The applicants authorized representative must
  complete an SF-424 for the organization.
• The applicants authorized representative must
  add all of its organizations projects into
  e-snaps in order to access Exhibit 2.
• The applicants authorized representative adds
  users who will be completing Exhibit 2 to the
  e-snaps system.
• http//esnaps.hudhre.info/training

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Required SF-424 Information

• Applicant
• Name
• Taxpayer ID number
• Address
• DUNS number
• Contact person information
• Type of applicant (e.g. non-profit) if
  non-profit must submit documentation as an
  attachment

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Completing the SF-424

• This year applicants are not required to complete
  all of the sections of the SF-424.
• Sections required to be filled out are
• Marked by an asterisk ()
• Marked by a black label
• DO NOT ENTER INFORMATION IN SPACES WITH LIGHT
  GRAY LABELS

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Submission of SF 424 (cont.)

• The primary e-snaps registrant should be the
  Authorized Representative or his/her designee.
• Applicants e-snaps registrant will create
  profiles for e-snaps user IDs
• Applicant e-snaps registrant adds other users
  needing access to Exhibit 2 (creates user IDs and
  passwords)
• Exhibit 2 will not be visible until SF 424 is
  completed.

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Be careful when entering the Project Name. The
way it is entered at this step is the way it will
appear throughout e-snaps, in press releases, in
award letters, etc.
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SF-424 Attachments

• Code of Conduct (if not already on file with HUD)
• Disclosure of Lobbying (if applicable)
• Non-profit status documentation (if applicable)
• Applicant/Recipient Disclosure/Update Report (HUD
  2880)
• Grant Applicant Survey (optional)
• Certification of Consistency with Consolidated
  Plan
• 1 Certification per Con Plan jurisdiction
• Attach list of projects in each Con Plan
  jurisdiction
• Attach as 1 pdf even if multiple Certifications

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SF 424 Instructions

• Only complete those sections of the form that
  have an asterisk () prior to the label name
• Do not enter information in sections with light
  grey labels
• Do not enter information in sections with black
  labels
• Applicants should only complete one SF-424 unless
  there is more than one authorized representative
• If applicant has projects in multiple CoCs but
  projects have same authorized rep one SF 424

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SF-424 Required Additional Information

• Congressional districts project will serve
• Faith-based? (yes/no)
• Ever received a federal grant? (yes/no)
• Source documentation on non-profit status (if
  applicable)
• Code of conduct on file with HUD? (yes/no) if
  not it must be attached
• Contact information for other staff that will
  enter info into e-snaps

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SF-424 Attachments

• Additional attachments for applicants that are
  non-profit corporations
• Survey on ensuring equal opportunity for
  applicants
• Disclosure of lobbying activities
• Certification of Consistency with CON Plan must
  also be attached
• Applicant/recipient Disclosure/Update Report must
  also be attached
• Grant applicant survey is optional

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Once SF-424 is Completed

• You can
• Select funding opportunities
• Set up project(s)
• Start completing Exhibit 2

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Exhibit 2

• To access the application for Exhibit 2, SF-424
  must be completed
• Select project name from drop-down menu project
  names have been entered into the SF-424
• To begin Exhibit 2 you must select correct CoC
  Number and Name from drop-down list (NY600)
• Enter in correct project, program and component
  type
• Based on these selections e-snaps will take you
  to the specific forms that need to be completed
  incorrect information will lead to wrong forms

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Important Information Regarding Exhibit 2

• If additional users will be entering information
  into Exhibit 2, they must be added as users on
  the SF-424
• Information must be added to the Exhibit 2 for
  the correct project from the submissions form
• Once Exhibit 2 is completed it is uploaded and
  submitted to the correct CoC (further
  instructions forthcoming on this process)
• A matrix (available here http//esnaps.hudhre.inf
  o/training/files/Exhibit2Matrix.pdf) provides
  information on the forms that will need to be
  completed for each type of project in Exhibit 2

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HMIS

• New must identify HMIS software package/vendor
• New must identify any plans to change software
  in next 18 months
• New Safe Havens are broken out as a separate
  category and HMIS bed coverage must be reported
  for this category of activity
• New question as to whether CoC participated in
  the AHAR (Annual Homeless Assessment Report) for
  AHAR 3 or 4
• New in addition to reporting on age of null and
  missing values must also report on records where
  value is refused or unknown for universal data
  elements
• New many yes/no questions have been replaced
  with questions asking about how often reviews or
  assessments take place

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HMIS (2)

• New Use of HMIS data (optional questions last
  year)
• Must report on the frequency with which CoC uses
  HMIS data for
• Generating unduplicated counts
• PIT counts of sheltered and unsheltered
• Program assessment
• Program management
• Integration of HMIS with mainstream systems
• Options will include monthly, quarterly,
  semi-annually, annually, never or does not apply

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HMIS (3)

• Data and Technical Standards Compliance
• New. Last year HUD asked Y/N questions this year
  it is frequency (monthly, quarterly,
  semi-annually, annually, never) regarding
  compliance assessment of
• User names and passwords
• Secure location
• Virus protection
• Firewalls
• Restricted access
• New compliance with HMIS policy and procedures
  manual
• New validation of off-site storage

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HMIS (4)

• New How often does CoC assess compliance HMIS
  data and technical standards?
• How often does CoC aggregate data to central
  location? (now must give frequency last year
  just asked about annually)
• New Does CoC have an HMIS Policy and Procedures
  manual?
• If yes, last review or update?
• If no, when will it be developed?
• Revised Last year questions regarding HMIS
  training were Y/N this year the questions are
  frequency of training (monthly, quarterly,
  semi-annually, annually, never)

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Exhibit 2 Attachments

• Logic Model
• Rapid Re-housing Assessment Tool (for RRH
  applicants only)
• Non-profit status determination
• PHA letter (Section 8 SRO only)

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E-Logic Model

• Must be attached for every Exhibit 2
• Excel workbook
• 12 worksheets
• 4 Active Years 1, 2, 3, and Total
• 8 Provide instructions and information
• Single year grants need only complete Year 1
  worksheet
• Multiple year grants fill out a worksheet for
  each year plus a Total worksheet

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Macros in E-Logic Model

• After downloading Excel file, you will need to
  enable macros to complete the form
• This may require lowering Excel security settings
• Instructions tab on E-Logic Model will explain
  how to do this
• Instructions tab found at the bottom of the
  worksheet
• Expand the Problem, need, situation, Service
  or Activities/output, or Outcome columns for
  better viewing
• Do not cut and paste items from one column to
  another

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Column 1 Policy

• Review list of HUD Goals and Priorities located
  on GoalsPriorities tab
• Select goals and priorities from drop-down menu
• For most homeless projects, most appropriate
  response for HUD Goals is C-4 Strengthen
  Communities end chronic homelessness move
  homeless families and individuals to permanent
  housing
• Most appropriate response for policy priorities
  is one or more of the items F1-F7
• You may select more than one HUD goal and priority

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Column 2 Planning

• Review list of Needs Statements on Needs tab
• Select appropriate statements from drop-down menu
• You may select multiple need statements provided
  that they apply to what you plan to accomplish
• Needs statements should directly relate to
  services or activities and outcomes chosen

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Column 3 -- Programming

• Review list of Services or Activities/Output on
  Services tab
• Select services or activities from drop-down menu
• After completing year 1, proceed to subsequent
  years (if applicable) and on Total tab be sure to
  incorporate all the information entered from
  Years 1, 2 and 3
• If the services/activities do not reflect
  project, you may choose other and add up to 3
  entries these 3 other entries are cumulative
  if you add 1 other in Year 1, there will be
  only 2 others for years 2 and 3

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Column 4 Measure

• Enter number of units you are proposing to
  deliver/accomplish in the Pre column
• The Post column is locked and will be used
  later for reporting

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Column 5 Impact

• Review the list of outcomes on the Outcomes tab
• Select outcomes that correspond to the need and
  services/activities from the drop-down menu
• Use as many outcome rows as necessary to describe
  project
• You may use other if the outcomes in the
  drop-down menu do not adequately reflect project

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Column 6 Measure

• Enter the number of Outcome units your are
  proposing to accomplish in the Pre column
• The Post column is locked and will be used
  later for reporting
• When you select an Outcome from the drop-down
  menu, the corresponding unit of measure
  auto-populates Column 6

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Column 7 Accountability

• Evaluation/Tools column contains the following
  components
• Tools for measurement
• Where data is maintained
• Source of data
• Frequency of collection
• Processing of data
• Select from drop-down menus for components A-E
• B1, C1, D1 and E1 should correspond to A1

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e-Logic Model as Reporting Tool

• If project is funded, the e-Logic Model will be
  used as a monitoring and reporting tool
• HUD will open the reporting side of the model and
  actual outputs and outcomes will be entered

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Worksheet Headers

• Select Year 1 Tab
• Enter information for
• Applicant Name
• Project Name
• Component Name (if applicable)
• Do not complete information for term, HUD
  program, period, Start Date, and End Date fields
• Year 1 information will automatically populate
  Years 2, 3, and Total charts

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Resources

• www.nychomeless.com
• www.hudhre.info

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Questions

• For questions, go to esnaps_at_hudhre.info
• HUD Helpline 1-877-6esnaps (637-6277)
• E-Mail or call Anthony Stasi for questions
  regarding Exhibit 2 submissions
• astasi_at_dhs.nyc.gov
• 212-607-6238