As described in CPD Notice 12-009 (issued April 30, 2012), all Emergency Solutions Grants (ESG) recipients are required to use the eCon Planning Suite to prepare the ESG portion of the CAPER, as of October 1, 2012. Also, at this time, all recipients/subrecipients receiving ESG funding are expected to be entering data into their Continuum of Care’s Homeless Management Information System (HMIS), per the requirements at 24 CFR 576.400(f) and §576.107 in the ESG Interim Rule. ESG recipients/subrecipients should be collecting, at a minimum, all Universal Data Elements listed in the 2010 HMIS Data Standards.
The ESG recipient should, to the greatest extent possible, complete the CAPER in IDIS with data generated by their HMIS, and then submit the report to HUD as it normally would (via hard copy along with the full CAPER submission). In order to complete this submission, the ESG recipient will need to aggregate the data collected at the subrecipient level. Therefore, all subrecipients funded with ESG will need to submit the data to the recipient (the city, county, territory, or state that awarded them the funding) at the end of the ESG recipient’s program year. ESG recipients should provide their subrecipients with instructions on how to submit their data along with:
- A specific date that this information is due to them; and
- Clear information on the reporting year (start/end dates)
HUD has provided HMIS vendors with programming instructions necessary for generating the information required on the ESG Persons Assisted screens (CR-65). HUD recommends that ESG recipients and HMIS Leads read the Programming Instructions because it contains guidance that addresses a number of reporting questions that HUD has received.
**Please note that the programming instructions include specific detail on how to set up projects in HMIS for ESG. Unlike HPRP, homelessness prevention and rapid re-housing are two separate project types. It is important that HMIS leads set these projects up as SEPARATE projects in HMIS for ESG in order to be able to pull data properly for the CAPER.**
The programming instructions are not intended to be comprehensive guidance for recipients; HUD is currently preparing a notice that will provide more detail about the ESG reporting requirements. An announcement will be sent via this listserv when the notice is published. ESG recipients should also review the screen-by-screen instructions for completing the ESG portion of the CAPER in the eCon Planning Suite Desk Guide.
HUD is planning to host webinars for both ESG recipients/subrecipients and HMIS Leads. The webinar for HMIS Leads will focus on program set-up in HMIS and will review the ESG CAPER programming instructions. This webinar is scheduled for Tuesday, July 30th, 2013. Register for the ESG CAPER Webinar on the OneCPD Resource Exchange.
The webinar for ESG recipients and subrecipients will focus on how to complete the ESG-only portion of the CAPER in accordance with HUD’s requirements, HUD’s expectations for the “transition” CAPER, reporting for recipients with multiple ESG subrecipients, and community-based reporting. The date for this webinar has not yet been finalized. Once finalized, the date and time will be sent via this listserv, along with a link to register.
Submit Questions to OneCPD Ask a Question
Questions about the ESG portion of the CAPER can be submitted to OneCPD Ask a Question on the OneCPD Resource Exchange. On “Step 2” of the question submission form, please select ESG: Emergency Solutions Grants under the “My question is related to” field.
General Questions about the Con Plan and CAPER can also be submitted to OneCPD Ask a Question on the OneCPD Resource Exchange. On “Step 2” of the question submission form, please select ConPlan: e-Con Planning Suite under the “My question is related to” field.