Budget Collection FAQ
The following is a list of frequently asked questions for the MDHI budget collection process. MDHI has engaged Focus Strategies to complete an in-depth analysis of our seven-county regional homeless system.
The deadline to submit budget data is 8/25 at 5:00pm (MST).
All programs, regardless of population served or staffing, are included in the performance analysis and impact findings at the system level. Discussion of any variability between the costs of successful exits across specific programs will attempt to address potential causes, including under-utilization, long lengths of stay, low rates of permanent housing exit, population served, staffing patterns, or other possible factors.
We would like number of single adult and/or families that the project is "budgeted" to serve in a year.
Total project budget complications
We started on the spreadsheet and are not able to complete. I think you are asking for the “total project budget” but we don’t cost account down to the project level and even if we did I am not sure this gives data that is meaningful. For instance, our [PSH] program partners with Shelter Plus so we would not be including any rental assistance in the total project budget because we don’t know what that RA budget is. Also, we have grants (and people) and overhead that crosses programs and we can’t spend the time to cost allocate that for that at the project level.
We will be receiving the RA budgets from another source, but do need the services budgets that pair with the RA dollars. Agencies that have grants, people, and overhead that cross programs typically take their total budgets and split them proportionally by FTE. For people (or overhead) that support multiple projects, those are typically split amongst the number of projects they support. Please let us know if we can be of any further assistance.
Inclusion of DV providers
What do we do with DV providers since they are not allowed to enter their data into HMIS. They are interested and eager to participate, and would love to find a way to improve their system as well and think this is a good start, but since there is no data to evaluate, what would be the next steps.
We often include DV programs if they can generate data from their HMIS comparable database. We would be able to include them in the performance analysis if they can do that. Regardless of whether we get data, they should submit budget information so we have that as part of the entire system cost.
We would like to receive most recently completed budget (not the current operating year) since that is the budget that will most closely align with the 2016 HIC.
Please add this to the notes section of budget template.
Please include notes about the number of vouchers and funding available for them. We will include those as appropriate.
Cost analysis changes over time
I believe the instructions said to use the last completed year (HUD 2016). I assume you are referring to our fiscal year-same as HUD (October 1, 2015 to September 30, 2016)? The earlier we go back, the lower confidence I have in the numbers we send you as being representative of today’s costs. We have had numerous changes over the last couple years which impact our actual costs of service we currently are delivering.
The budget instructions DO request the last completed operation year. The timeframe of the budget year is based on how the program operates. If it is on the HUD FY, that works for this analysis.
We agree that if a program is no longer in operation we would not include it in the analysis.
Shelter Plus Care Grants
For my Shelter Plus Care Grants that are listed do I include the total award budget from HUD that is listed in the expenditure reports or do I include the total amount spent for the year? I have been able to add extra certificates based on the budget, shall I include that in the capacity?
Please use the total award, not expenditures, as we are interested in capturing the planned budget. Please provide the total number of certificates you were able to allocate (the real capacity), we want to account for over-leasing.
Scattered site vs. congregate model change on the HIC
We moved facilities and changed program models in early 2016. The project is now scattered site not congregate. In our budget, we do not break out these projects as the HIC does. Can our Finance Person present the information for those two together?
This is fine, the project budgets can be presented together.
This analysis focuses on units that are dedicated to homelessness, so should include only those that have support services for homelessness