HOMELESS SERVICES (agencies using HMIS ServicePoint)
FY 2014-15 PROGRAM STATUS REPORT
INSTRUCTIONS
Instructions: Please complete Sections I-VIII for both the Mid-year and Year-End Program Status Report.
The report template is available on the CD provided by the City. It is important, when preparing this report,
to be familiar with the approved Program Plan, which is Exhibit B of your executed Grant Agreement with
the City. A separate Program Status Report must be prepared for each Program Plan specified in your
Grant Agreement.
GRANTEE PROGRAM STATUS REPORT
Agency:
Program:
Reporting Period:
Mid-Year: July 1, 2014-December 31, 2014
Year-End: July 1, 2014-June 30, 2015
SECTION I: PROGRAM ACCOMPLISHMENTS, CHALLENGES, AND CHANGES
Provide a brief summary of your program accomplishments, challenges and changes that occurred during the
reporting period. Please also provide information or observations related to population or service trends.
SECTION II: ASSESSMENT, EVALUATION AND PARTICIPANT INVOLVEMENT
Briefly describe or list any program assessment or evaluation efforts during the reporting period and summarize
the results achieved. Specifically highlight any program participant involvement in these efforts.
Please highlight any new efforts to collaborate with other service providers and/or leverage services. Please
include the agency name(s) and service(s) provided.
SECTION III: BOARD INVOLVEMENT
Please indicate:
 Number of Board meetings conducted during the reporting period
 Average Board member attendance
 Board development activities conducted during the reporting period
 Significant policy directions or actions taken by the Board during the reporting period
 Number of board members who reside and/or work in Santa Monica
 Board vacancies and plans to fill those vacancies, if applicable
SECTION IV: STAFFING PATTERN
Have there been any staffing changes during the reporting period (i.e. staff vacancies, staff recruitment, changes
in F.T.E.)? Please describe. If staff vacancies exist, please provide an expected hiring date and explain how case
loads/work has been distributed to ensure service levels are maintained.
Please indicate how volunteers or paid or unpaid interns were used during the reporting period. Provide the total
number of volunteers or interns and hours provided. If interns were used, please indicate their program level (e.g.
undergraduate, masters).
SECTION V: SPECIAL FUNDING CONDITIONS
Provide a status report on how the agency is meeting its funding conditions listed in Exhibit A of your Grant
Agreement, clearly addressing each individual funding condition in bullet point format.
Human Services Division - FY 2014-15 Human Services Grants Program
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SECTION VI: DEMOGRAPHICS
Please provide accurate complete demographic information by submitting an appropriate ServicePoint CCM
report summary sheet signed by an agency authorized signer. The following demographic information will be
reviewed from the report. For your reference, a document detailing the sources of these data in ServicePoint is
attached to this reporting template. Please verify the accuracy of these items:
 Household ID (HH ID) and Head of Household (HoH)
 Demographics
 Disabilities
 Housing Placements
 Employment Placements
 Exit Data
 Santa Monica Residency
Is the actual number of program participants significantly below or above the year-end
target level (within 10% of target at year-end)?
Check one of the boxes.
Yes
No
If Yes, please explain:
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SECTION VII: PROGRAM SERVICES AND OUTCOMES
Provide a status report on the program activity levels and outcomes for the program participants indicated in Section III of your Program Plan. Service
levels and outcome achievement must match the attached ServicePoint CCM summary report. For outcome achievement not documented in a
report, please provide narrative explanation and/or documentation of how outcome data is captured.
OUTPUT AS SHOWN IN
PROGRAM PLAN
EXAMPLE:
Service: 80 clients will receive
case management services.
OUTPUT STATUS REPORT
OUTCOMES AS SHOWN IN
PROGRAM PLAN
(Actual number of unduplicated
people who received the output
during the reporting period)
EXAMPLE:
Service: At mid-year, 45 clients
have received case
management services.
EXAMPLE:
Outcome 1: 40 of 80 (50%)
clients receiving case
management services will be
placed in temporary housing
within 4 months of initial
engagement.
Outcome 2: 20 of 80 (25%)
clients receiving case
management services will be
placed in permanent housing
within 8 months of initial
engagement.
OUTCOME STATUS REPORT
(Actual number and percentage of
unduplicated participants who
achieved the outcome during the
reporting period)
EXAMPLE:
Outcome 1: By mid-year, 15 of
45 clients receiving case
management services (33%)
were placed in temporary
housing within 4 months of initial
engagement.
Outcome 2: By mid-year, 10 of
45 clients receiving case
management services (22%)
were placed in permanent
housing within 4 months of initial
engagement.
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Variance Report:
Mid-year: Please identify specific outputs or outcomes not on track for being meet by year-end. Provide an
explanation of the barriers the program is experiencing and the steps the staff is taking to mitigate the situation.
Year-end: Please provide an explanation for each output or outcome for which achievement is above or below
10% of the projected target.
SECTION VIII: PROPERTY MANAGEMENT
If this program has entered into a lease agreement with the City of Santa Monica, please provide a status report
of facility improvements and routine maintenance performed during the reporting period.
I certify that this report is true, complete and accurate to the best of my knowledge.
Authorized Signature:
(Signature of Authorized Individual)
Title:
Date:________________________
City approval: _______________________________Date:_________________________
Human Services Administrator
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ServicePoint
Sources of Key Data
The following demographics are closely reviewed by City staff at mid-year and year-end. Please verify that
the ServicePoint report is consistent with your records. For your reference, the following information is
provided to facilitate understanding of the sources of data in the ServicePoint system.

Household ID (HH ID) and Head of Household (HoH)
As required by LAHSA, each client must belong to a household, and each household must designate a
Head of Household (HoH). Households must be created before an entry screen is completed. For
households of more than one person, the household type must be chosen accordingly. For single
individuals, the Household ID and Head of Household designation is automatically generated.

Demographics
As required by HUD, these data elements include but are not limited to chronically homeless, gender,
race, ethnicity, veteran status, date of birth and prior living situation must be entered.

Disabilities
Each disability must have a separate sub-assessment record on the HUD assessment.

Housing Placements
Housing Placements must be entered on the Head of Household’s Housing Placement Assessment when
the Household has been placed into housing. For housing placements to count towards the reporting
period, the Start Date of the Housing Placement Assessment must be between the program-provider
Entry and Exit dates and the reporting period, and the “Provider Making Housing Placement” must also
match the Entry program-provider. End dates are required for all housing placements that have ended.
For example, for clients that move from Emergency or Transitional Housing to Permanent Housing, an
end date must be entered for that Emergency or Transitional Housing Placement record.

Employment Placements
Employment Placements are recorded for each client that has been placed in the Employment/Income
Assessment in the Work History sub-assessment. The Start Date must be between the program-provider
Entry and Exit dates, and the “Provider Making Employment Placement” must also match the programprovider.

Exit Data
When a client has completed or left a program, the Exit Reason and Destination must be indicated on the
Exit screen. For clients with other members in their household, each household member must be exited
with Exit Reasons and Destinations as well.

Santa Monica Residency
In ClientTrack, Santa Monica Residency was determined by a single question, “Santa Monica Resident?”
In ServicePoint, a series of questions related to a client’s history of homelessness determines their
residency in Santa Monica.
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