User Guide e-snaps: Project Application (NOFA)

Login to e-snaps 1. Go to http://www.hud.gov/esnaps 2. Enter Username and Password

a. If applicable, click “Forgot your Password?,” then enter User Name or Email Address and click Send Password Reset Link. The Password Reset Link will be sent to your email address specified in your profile.

b. If you do not have a User Name and Password, click Create Profile, complete all open fields and click Save. A colleague must add you as a registrant (see “Add Registrant” instructions below) for appropriate access upon login.

3. Click Login Add Registrant(s) NOTE: This is applicable for granting new users access to an existing Project Applicant within e-snaps. 1. Click Applicants from the left menu 2. On the Applicants screen, click the Registrant icon

3. Click the Add Registrant icon 4. On the Applicant Details page:

a. Enter User Name of registrant b. Enter Password of registrant c. Click Add Registrant

Create Applicant Profile NOTE: This step is for new applicants that are also new to e-snaps (captures organization-level data). 1. Click Applicants from the left menu 2. Click Add Applicants icon 3. On the Applicant Details page:

a. Select Organization as the Applicant Type

b. Enter Applicant Name (Project Applicant’s legal name) c. Enter Applicant Number (Enter DUNS Number) d. Click Save

Complete Applicant Profile NOTE: This step is for all FY2013 Project Applicants. 1. Click Applicants from the left menu 2. Select the Open Folder icon 3. The Applicant Profile left menu options are now available

a. NOTE: To edit a previously completed profile, click Submission Summary from left menu, then click the Edit button.

b. NOTE: Throughout e-snaps, additional “instructions” may be hidden at the top of the screen. Click “show” to unhide.

c. NOTE: Required Fields have an asterisk*

4. On the Profile Type screen: a. Select Project Applicant as the Applicant Profile Type b. Click Save & Next

5. On the Organization Information screen: a. Complete all fields b. Click Save & Next

6. On the Authorized Representative Contact Information screen:

a. Complete all fields b. Click Save & Next

7. On the Alternate Contact Information screen: a. Complete all fields b. Click Save & Next

8. On the Additional Information screen: a. Highlight the appropriate congressional

district(s) in the Available Items column (left). Hold down Ctrl key to select multiple items. Then click arrow button to move them into the Selected Items column on right.

b. Complete all other fields c. Click Save & Next d. NOTE: If the project applicants’ Code of

Conduct is posted at HUD’s website, it will not need to be submitted with FY2013 Project Application unless the name of the organization or authorized official has changed.

9. On the HUD Form 2880- Applicant/Recipient Disclosure/Update Report screen:

a. Click the link under Document Type to view Attachment Details screen

b. Enter the name of the document in the Document Description field

c. Click Browse to upload the file from your computer

d. Click Save & back to List to return to the Attachment screen.

e. On the Attachment screen, click Next. f. Repeat steps above for all other Attachment

screens. g. NOTE: The Attachments that appear on the

left menu bar are determined by the Applicant’s selection for “Organization Type” on the Organization Information screen. Here is a complete list of potential attachments:

h. HUD Form 2880- Applicant/Recipient Disclosure/Update Report i. SF-LLL- Disclosure of Lobbying Activities j. Code of Conduct k. HUD Form 50070- Drug Free Workplace Certification l. Nonprofit Documentation m. Survey on Equal Employment Opportunity n. Other Attachments

10. On the Submission Summary screen:

a. Review Page and Last Updated columns for any revisions to be made.

i. Revise by clicking on the screen name in left Page column, and click Save after any changes.

ii. The Last Updated column will indicate “Please Complete,” for any required items that are missing. NOTE: The Last Updated column dates should reflect 2013.

b. Click Complete i. NOTE: The Complete button will

be inactive (i.e. unable to be clicked) if required items are missing.

Funding Opportunity Registrants NOTE: This step is for all FY2013 Project Applicants. 1. Click Funding Opportunity Registrants from the

left menu to view list

2. Click the Register icon next to the appropriate Funding Opportunity Name

a. For example, “New Project Application FY2013” or “Renewal Project Application FY2013”

3. The Funding Opportunity Details & registration message displays

4. Click Back Create Project Applicant Profile NOTE: This step is for all FY2013 Project Applicants. 1. Click Projects from Left Menu 2. Select appropriate Project Status

(Ex. Open Projects) 3. Select appropriate Funding

Opportunity Name (ex. Renewal Project Application FY2013)

a. NOTE: Add Project icon will then appear in upper left corner of Projects list

4. Click Add Project icon

5. Create a Project screen displays 6. Enter Applicant Project Name 7. Click Save

8. Project Details screen displays 9. Enter Notes 10. Click Save

a. NOTE: The Applicant Project Name now appears within the Submissions list (viewable by clicking Submissions from the left menu).

Complete Project Applicant Profile NOTE: This step is for all FY2013 Project Applicants. 1. Click Submissions from the left menu 2. Enter Submission Filters, then click Filter 3. In the Submission list:

a. Click the Open Folder icon, located next to the appropriate Project Name

4. Read through “Before Starting the Project Application” page, then click Next

a. NOTE: Left menu options include Part 1 –SF424, and 9B. Summary at this time. Upon completing Part 1, additional Parts of the Project Application will be visible.

Part 1-SF 424

Part1- SF 424 must be completed to view all other Parts of the application.

If needed, click [show] for additional instructions in all screens

Certain fields pre-populated from the Applicant Profile. Review for accuracy.

If there are any discrepancies, or errors: o Click View Applicant Profile from the left-menu bar, o Place the Project Applicant Profile in “edit” mode to correct the information (this means click

6. Submission Summary from left menu, then click Edit button) o When the update/correction has been completed, place the Project Applicant Profile in

“complete” mode before clicking on “Back to FY 2013 Renewal Project Application” from the left-menu bar.

o NOTE: Only field 5b. is editable here. If revisions are needed, make changes within the Applicant Profile.

Required Fields contain an asterisk * 5. On Form 1A. Application Type:

a. Complete field 5b. Federal Award Identifier i. If Renewal Funding Project Applicant,

enter Expiring Grant Number (11 or 15 characters, as per FY2013 GIW)

ii. If New Funding Project Applicant, leave field 5b. blank

b. Click Save & Next 6. Review Form 1B. Legal Applicant for accuracy and

complete any additional fields. Then click Next. 7. Review Form 1C. Application Details for accuracy and

complete any additional fields. Then click Next. 8. On Form 1D. Congressional District(s):

c. Review pre-populated fields 15. & 16.a for accuracy. d. Complete any additional fields.

i. Highlight the appropriate choices in the Available Items column(s) (left). Hold down Ctrl key to select multiple items. Then click arrow button to move them into the Selected Items column on right.

ii. NOTE: Fields 14., 17.a, & 17.b are required. a. Click Save & Next

9. On Form 1E. Compliance: a. Complete all fields b. NOTE: Field 19. “Is the Application….State

Executive Order 12362 Process?” ANSWER = b. “Program is subject to E.O. 1237 but has not been selected by the State for Review.”

c. Click Save & Next 10. On Form 1F. Declaration:

a. Read through Declaration b. Checkmark the checkbox, “I agree” c. Click Save & Next d. NOTE: The left menu bar now displays all Application Parts.

Complete the Project Application Part 2- Recipient and Sub-recipient Information:

NOTE: Sub-recipients are only applicable to Shelter + Care

11. On Form 2A. Sub-recipients: a. If applicable, list all sub-recipients and their

designated contacts b. Follow Instructions on top of page to Add,

View, or Update sub-recipients c. If desired, click [Show Filters] for additional

search criteria d. Click Next

12. On Form 2B. Experience of Applicant, Sub-recipients, & other Partners - Project Applicants and potential sub-recipients must have satisfactory capacity, funds draw down history, and performance for existing grants.

Part 3- Project Information

If needed, click [show] for additional instructions in all screens

13. On Form 3A. Project Detail: a. NOTE: The selections made on this form will

determine which additional forms need to be completed.

b. Select “NY-600- New York City CoC” from the 2a. CoC Number and Name drop down list

c. Complete all fields i. NOTE: Keep default “Standard” for 4.

Project Status ii. NOTE: Your answer to 5. Component

Type determines the rest of the application forms d. Click Save & Next

14. On Form 3B. Project Description: a. Click [show] for detailed instructions on how to answer field “1. Provide a description that

addressees the entire scope of the proposed project” i. NOTE: Include 1) Clear picture of target populations to be served, 2) Plan for

addressing the identified needs/issues of the CoC target population(s), 3) Projected outcome(s), and 4) Coordination with other source(s)/partners

b. Complete all fields i. NOTE: *Await NYC CoC response to

answer “…Coordinated Assessment System?”

ii. NOTE: “Does the PH Project provide PSH or RRH?” ANSWER = “PSH”

iii. NOTE: “Do you plan on serving youth under category 3…?” ANSWER = “No”

c. Click Save & Next

Part4- Housing Services, and HMIS 15. On Form 4A. Supportive Services for Participants:

a. Complete all fields b. NOTE: For questions 1a. and 1b.(ex. 1b. “ ….children are

enrolled in school and receive education services…”) If you do not serve children, ANSWER = “Not Applicable”

c. Click Save & Next 16. On Form 4B. Housing Type & Location:

a. Review list for accuracy. b. If applicable, click Add Housing icon

i. Complete all fields ii. NOTE: A unique detail form should be completed

for each structure. In the case of clustered apartments, a single complex with multiple addresses may be entered on one detail form. In the case of scattered-site apartments, all scattered-site units within a single FMR area may be entered on one detail form.

iii. Click Save & back to List c. NOTE: Total Beds = Dedicated CH Beds + Non-dedicated CH

Beds d. Click Save & Next

17. On Form 4C. HMIS Participation: a. Complete all fields b. NOTE: Question 1. ”Does this project provide client level

data to HMIS at least annually? Domestic Violence (DV) Project Applicants ANSWER “No.” All others answer “Yes.”

c. Click Save & Next Part 5- Participants and Outreach 18. On Form 5A. Project Participants- Households:

a. Complete all fields b. NOTE: “Households with at least one adult and one child,” means at least one person over

the age of 18 and one person under the age of 18.

c. NOTE: Each non-shaded field is intended to reflect a single point in time at maximum occupancy the number of households or persons served.

d. Click Save to automatically calculate totals. Review for accuracy.

e. Click Save & Next

19. On Form 5B. Subpopulations: a. NOTE: This form can only be completed once Form 5A. has been

completed and saved. b. Complete all fields

i. NOTE: Each non-shaded field is intended to reflect a single point in time at maximum occupancy

ii. NOTE: The last 3 columns are NEW in FY2013 NOFA c. Click Save to automatically calculate totals. Review for accuracy. d. Click Save & Next

On Form 5C. Outreach for Participants:

a. Click [show] for detailed instructions b. Complete all fields c. NOTE: “…imminent risk…” is only applicable to TH

and SSO Projects d. NOTE: If question #1. “Total of above percentages”

does not equal 100%, provide an answer to question #2.

e. NOTE: ANSWER = 0% for “Homeless Persons as defined under other federal statues”

f. Click Save & Next Part 6- Performance Measures 20. On Form 6A. Standard Performance Measures:

a. Click [show] for detailed instructions b. Enter Housing Measure Target (#) and

Universe # c. Choose Income Measure a. or b. and

enter appropriate Target (#) and Universe #

d. NOTE: Universe (#): Enter the total number of persons about whom the measure is expected to be reported. The Universe is the total pool of persons that could be affected. Target (#): Enter the number of applicable clients from the universe who are

expected to achieve the measure within the operating year. The Target is the total number of persons from the pool that are affected.

e. Click Save & Next

21. On Form 6B. Additional Performance Measures: a. NOTE: You may submit up to 3

additional performance measures to be incorporated in the Annual Performance report (APR). However, for SHP-SSO projects that are not street outreach programs and do not having activities related to a housing goal, the project applicant must enter at least one additional performance measure.

b. If not applicable, click Next c. If applicable, click the Add icon to view

the “Additional Performance Measures Detail” screen

i. Click [show] for detailed instructions

ii. Enter 1a. Proposed Measure, 1b. Target (#), 1c. Universe (#)

iii. NOTE: The Target (%) field will be calculated automatically when all required fields are entered and saved.

iv. Complete all fields. Use the text box to provide as much detail as possible.

v. If applicable, click Save & Add Another. Then repeat steps above . vi. Click Save & Back to List

vii. Review the Proposed Measure List for accuracy viii. Click Next

Part 7- Budget Information 22. On Form 7A. Funding Request:

a. Select appropriate answers from the drop down lists to complete all fields

b. NOTE: ”1. ...have an active restrictive covenant?” If unknown select “No.”

c. NOTE: “3. ...reduced from the previous award as a result of reallocation?” ANSWER = “No.”

d. Checkmark the applicable checkbox(es) for“6. Select the costs for which funding is being requested,”

e. NOTE: Your response to “6. Select the costs

…,” determines the applicability of Forms 7B through 7H & form naming conventions may vary per the Project Application Component Type.

f. Click Save & Next

23. On Acquisition/Rehabilitation/New Construction Budget screen: a. NOTE: This is form is only

applicable to New Project Applicants (PH) and will not be an option to select on form 7A (not visible) to renewal applicants

b. Click the Add icon to view

Acquisition/Rehabilitation/New Construction Budget Detail screen c. Click [show] for detailed instructions d. Complete all applicable fields e. Click Save to view total calculations f. Review for accuracy. g. If applicable, click Save & Add Another. Then repeat steps above. h. Click Save & Back to List i. Review the totals and the list for accuracy, then click Save & Next

24. On Leased Units Budget screen (Form # varies): a. Click the Add icon to view

Leased Units Budget Detail screen

b. Click [show] for detailed instructions

c. Complete all applicable fields

d. If applicable, click Save & Add Another. Then repeat steps above. e. Click Save & Back to List f. Review the list for accuracy, then click Next

25. On Leased Structures Budget screen (Form # varies): a. Click the Add icon to view

Leased Structure(s) Detail screen

b. Click [show] for detailed instructions

c. Complete all applicable fields d. If applicable, click Save & Add Another. Then repeat steps above. e. Click Save & Back to List f. Review the list for accuracy, then click Next

26. On Short-term/Mid-term Rental Assistance Budget screen (Form # varies): a. Click the Add icon to view

Leased Structure(s) Detail Screen

b. Click [show] for detailed instructions

c. Complete all applicable fields d. If applicable, click Save & Add

Another. Then repeat steps above. e. Click Save & Back to List f. Review the list for accuracy g. NOTE: Ability to click [Show Filters] for search criteria, then click Filter to view modified list. h. Click Next

27. On Supportive Services Budget screen (Form # varies): a. Click [show] for detailed instructions b. Complete all applicable fields c. Click Save to view total calculations d. Review for accuracy, then click Save & Next

28. On Operating Budget screen (Form # varies):

a. Click [show] for detailed instructions b. Complete all applicable fields c. Click Save to view total calculations d. Review for accuracy, then click Save & Next

29. On HMIS Budget screen (Form # varies): a. Click [show] for detailed instructions b. Complete all applicable fields c. Click Save to view total calculations d. Review for accuracy, then click Save & Next

30. On Sources of Match/Leverage screen (Form # varies): a. Click the Add icon to view Sources of Match/Leverage

Detail screen b. Click [show] for detailed instructions c. Complete all applicable fields d. If applicable, click Save & Add Another. Then repeat steps

above. e. Click Save & Back to List f. Review the list for accuracy g. NOTE: Ability to click [Show Filters] for search criteria, then

click Filter to view modified list. h. Click Next

31. On Summary Budget screen (Form # varies):

a. Click [show] for detailed instructions b. Complete Admin field c. NOTE: The NYC CoC voted (FY2013 NOFA) to ANSWER = equal

to or less than seven percent (<7%) d. Click Save to view total calculations e. Review for accuracy, then click Save & Next

Part 8- Attachment(s) & Certification 32. On Form 8A. Attachment(s):

a. Click [show] for detailed instructions b. If required, click on link within Document Type column c. Attachment Details screen displays d. Enter Document Description e. Click Browse, locate file, highlight the item and click

Open f. Click Save & Back to List g. Repeat steps above for Other Attachments, then click

Next

33. On Form 8B. Certification: a. Read through page b. Complete all applicable fields c. Checkmark the “I Certify…” checkbox d. Click Save & Next

Part 9- Submission Summary 34. On Form 9B. Submission Summary:

a. Review Last Updated column for updates reflecting 2013 & No Input Required

b. Click on link within the Page column for any “Please Complete” items found in the Last Updated Column. Complete the applicable fields, click Save. Return to the Submission Summary page.

c. NOTE: All items must be completed prior to having an active Submit button on the Submission Summary page

d. Click Submit