HOPWA Performance Management and Monitoring

Performance Measurement

Performance measurement is important for two primary reasons:

  • Meeting Federal Requirements: At the Federal level, HUD is required to meet the standards of the Government Performance and Results Act (GPRA) of 1993, which holds all Federal agencies accountable for establishing goals and objectives and measuring outcomes.
  • Enhancing Program Capacity: Additionally, performance measurement is an important management tool that can enhance program capacity and performance. Performance data allows program managers to identify what is working well and where adjustment needs to be made to more effectively address the needs of persons living with HIV/AIDS.

The HOPWA program helps beneficiaries improve their health by providing stable housing as a basis for increased participation in comprehensive care. Program achievements are measured though performance reports submitted annually by program grantees.

HOPWA Program Reporting

In 2022, the Consolidated Annual Performance and Evaluation Report (CAPER) for HOPWA formula grantees and “Annual Progress Report” (APR) for HOPWA competitive grantees were consolidated into a single report. HOPWA formula and competitive grantees will now submit the same report to fulfill the annual reporting requirements, as outlined in 24 CFR Part 574.

The new Consolidated APR/CAPER is an Excel-based series of workbooks that will collect both grantee and project sponsor performance data. For a description of the differences between the old and new forms, and detailed instructions on how to complete the new form, please review the resources on the New Consolidated APR/CAPER landing page.

Consolidated APR/CAPER Submission

Formula grantees must submit one Consolidated APR/CAPER annually that includes information about all of the HOPWA formula grants against which costs were incurred during the operating year. Competitive grantees must submit a separate Consolidated APR/CAPER package for each of their HOPWA competitive awards. If a competitive award’s period of performance end date is extended for 6 months or more, a separate Consolidated APR/CAPER should be submitted that includes information on activities that occurred between the original end date and the new end date. If a competitive award’s period of performance end date is extended for less than 6 months, the information for the extension time period can be included in the final Consolidated APR/CAPER for that grant.

All HOPWA annual reports due on or after January 1, 2023 (in other words, grantees with operating years ending on October 1, 2022 or after) will submit their annual HOPWA performance data using the new Consolidated APR/CAPER.

Reports are due to HUD 90 days after the end of each operating year. Corrective actions may be taken if reports are not complete or timely. Completed Consolidated APR/CAPERs must be submitted to:

  1. The grantee’s local HUD Field Office
  2. The Office of HIV/AIDS Housing at HOPWAReports@hud.gov

Stewardship Reporting on Capital Development Activities

For programs involving the use of HOPWA funds for new construction, acquisition, or for substantial rehabilitation of a building or structure, a grantee is required to operate the facility or structure to benefit HOPWA eligible persons for a minimum of ten years, although funds must be expended within three years from the date of grant agreement. A Consolidated APR/CAPER must be submitted for each operating year during which HOPWA funds are expended. However, HUD may request information on the continued use of the building or structure for any year during the ten-year use period, even if no additional funds were available.

Also, for programs involving the use of HOPWA funds for non-substantial rehabilitation or repair of a building or structure, the requirement to operate the facility extends for three years. Again, a Consolidated APR/CAPER must be submitted for each operating year during which funds are expended, and HUD may request additional information.

Grantee Oversight of Project Sponsors

While HUD Field Office Staff are responsible for monitoring grantees, grantees are responsible for monitoring their project sponsors and subrecipients. Monitoring is the process used to ensure that HOPWA projects are being carried out in accordance with program requirements and that they are meeting identified needs and performance standards. Close and ongoing collaboration between HOPWA grantees and their project sponsors is an important part of the HOPWA program's success. Working together, grantees and sponsors make sure that recipient households receive high-quality and well-managed housing resources that are also compliant with federal regulations. An important part of this is the grant oversight and monitoring process.

Below are important reasons for monitoring the use of HOPWA funds and the outcomes achieved:

  • Ensure compliance with HOPWA and other Federal requirements
  • Evaluate organizational and project performance
  • Ensure effective use of resources
  • Ensure production and accountability
  • Ensure responsiveness to community needs
  • Identify potential compliance issues before they become serious violations

The HOPWA program allows for a variety of eligible activities, but this can present challenges to grantees and sponsors both. To help grantees fulfill their monitoring and oversight obligations, and to ensure project sponsors understand the standards against which they are being monitored, HUD's Office of HIV/AIDS Housing issued the HOPWA Grantee Oversight Resource Guide.

The HOPWA Grantee Oversight Resource Guide provides HOPWA formula and competitive grantees with detailed guidance in fulfilling HOPWA grants management responsibilities regarding the oversight of project sponsors. This guidance is a tool to be used by grantees in navigating the grants management responsibilities to achieve the HOPWA program's housing stability performance outcome measures of maintaining stable housing arrangements, reducing risks of homelessness, and improving access to care. Each of the appendices and checklists, including a rent calculation worksheet, that appear in this publication are also available to download.