HUD and Federal Partner Setup and Workflows

VA: SSVF Services & Programs

 

Steps to Complete Before Creating SSVF Programs

Before proceeding with the following steps, please review our How to Set Up a Program: Detailed Instructions article.

Complete the following items before creating the SSVF Program itself:

  • Create the Program Template.
  • Create the  VA: SSVF screens for the current year and upload them to the new Program Template.
  • Create the "VA: Supportive Services for Veteran Families" Funding Source

Options for Creating Programs and Services

You may either of the following two processes when creating the SSVF Programs and Services/Service Items. In this article, we will outline an example of each method:

  • Process One: Create the Program (MANAGE > PROGRAMS), create the Service (MANAGE > SERVICES), then link the services to the Program using the steps we will discuss below.
  • Process Two: Use the program provisioning template (SETUP > TEMPLATES > Program Templates). This process is a great time saver because you only have to set up the Service once, which is helpful if you have multiple agency SSVF programs. 

Required Service and Service Items

SSVF has specific Service and Service Item requirements. As a System Administrator or agency manager, you are responsible for setting Clarity's Services/Service Items for correct reporting.

As we work through an example of each of the two processes, refer to this list of required SSVF Service/Service Items:

Service Name Service Item 
Returning Home  Returning Home
Extended Shallow Subsidy  Extended Shallow Subsidy 
Outreach Services (SSVF) Outreach
Case Management Services Case Management
Rapid Resolution Service (Other Non-TFA) Rapid Resolution Service (Other Non-TFA)
Rapid Resolution Rapid Resolution
Assistance Obtaining VA Benefits Requires - multiple Service Items*

Assistance Obtaining/Coordinating- 

Other Public Benefits

Requires - multiple Service Items*

Direct provision of other public benefits Requires - multiple Service Items*
Financial Assistance Requires - multiple Service Items*
Returning Home Returning Home
Extended Shallow Subsidy Extended Shallow Subsidy
Outreach Services (SSVF) Outreach
Case Management Services Case Management
Rapid Resolution Service (Other Non-TFA) Rapid Resolution Service (Other Non-TFA)
Rapid Resolution Rapid Resolution
Assistance Obtaining VA Benefits Requires - multiple Service Items*

Assistance Obtaining/Coordinating- 

Other Public Benefits

Requires - multiple Service Items*

Direct provision of other public benefits

Requires - multiple Service Items*

 

* For those Services that require multiple Service Items, please reference for Service/service item setup:

Service Name Service Item Name
Assistance Obtaining VA Benefits

Educational assistance

Employment and training services

Health care services

VA vocational and rehabilitation counseling

Assistance Obtaining/Coordinating Other Public Benefits

Child care

Daily living services

Fiduciary and representative payee services

Health care services

Housing counseling

Income support services

Legal services - eviction prevention

Legal services - outstanding fines and

penalties

Legal services - child support

Legal services - other

Legal services -restore/acquire driver's license

Personal financial planning services

Transportation services

Financial Assistance

Rental Assistance

Utility fee payment assistance

Security Deposit

Moving Costs

Transportation Services: tokens/vouchers

Transportation Services: vehicle repair/ maintenance

Child Care

General Housing Assistance

Extended Shallow Subsidy: rental assistance

Food Assistance

Direct provision of other public benefits

Fiduciary and representative payee services

Legal services - eviction prevention

Legal services - outstanding fines and

Penalties

Legal services - child support

Legal services - other

Legal services -restore/acquire driver's license

Personal financial planning services

Transportation services

Income support service

Child care

Note: Setting up Services for the SSVF may require a Service that will have multiple Service Items; for example, as seen in the above list, the "Assistance Obtaining VA Benefits requires" Service has four listed Service Items.

Note: Financial Assistance service(s) allows payments made by the project on behalf of or for the client's benefit to be entered when provided to the client. Unless the financial assistance provided was for a particular benefit (Service Item) of a single household member, the financial assistance payments should be made to the Head of Household.

Based on your funding options, you can set up other services available through the SSVF program/benefits for your Program. Refer to Introduction to Services.

GPD and HCHV funded programs may use a portion of the SSVF services; we encourage you to review the VA Data Guide 2022.

Creating Programs and Services: Process One

Now that you are ready to set up the SSVF Programs Homeless Prevention (HP) and SSVF Rapid Re-housing (RRH) Programs, click on the launchpad and select MANAGE > PROGRAMS.

Click ADD NEW PROGRAM and begin to enter the correct information for the program type.  

 

In our example, we are creating the SSVF Housing Prevention (HP) Program. Make the selections listed below, then click ADD RECORD.

Program Name = SSVF HP or Housing Prevention Program (your CoC determines this)

Alias Field = If needed

Program Description = As applicable

Program Template = current SSVF program/screen template (created prior to program setup process)

Operating Start = Required

Operating End = Not required at setup

Status = Automatically defaults to active

After completion of the required fields, the screen will prompt for additional information.

Funding = VA: Support Services for Veteran and Family (created before program setup)

Program Applicability = same as Program Type

Program Type = (in this case) Homeless Prevention

Continuum Project = Yes

Target Population = Not Applicable

Geocode = (your area’s code)

Continuum of Care = (your CoC)

Public Listing = (usually = none) 

The other toggle program features are toggled based on the data collection needed at the Program level. The only one that we highly recommend toggling on is Enrollment Age Warning; keep the threshold at "17 Years (Default)."

 

Creating SSVF Services

To create a new Service, click on MANAGE > SERVICES, then click ADD NEW SERVICE.

 

Enter the following in the CREATE A NEW SERVICE section, then click SAVE CHANGES.

Service Title = Name

Category = VA SSVF Services

Site = Single site Single building (in most cases)

Site Type = Non Residential: Services only (in most cases)

Once you save the Service, the header changes to SERVICES: DETAIL. 

Create SSVF Service Items

To begin creating a Service Item, scroll down to the SERVICE ITEMS section of the SERVICES: DETAIL page and click ADD ITEM.

 

Begin entering the details in the SERVICES: ITEM DETAIL screen. Tip: if you start by selecting the Category field, the selection you choose will auto-fill the Item Title field.

Note: You can add the Item Title field manually as well.

Depending on the Category you enter, a Category 2 field may appear. Select from the list of available responses.

 

Note: If you select "Other (non-TFA) supportive service approved by VA" for the Category field, the Category 2 field appears, but the only option to select is "Other (allow custom naming)." After you select that option, the Category Custom Name text field will appear for you to enter a name for the category.

 

Complete the remaining necessary fields, e.g., Delivery Type, Group Placement Option, Start Availability, and End Availability if applicable, and GeoCode

 

Connecting the Services and Service Items to the Program

When creating the SSVF Program(s), you must also connect the Service(s) to the Program(s). For each SSVF Service that you create, scroll down to the PROGRAM OPTIONS section of the SERVICES: DETAIL page and complete the following:

  1. Set Program Usage to "Programs Only" (enrollment is required for SSVF)
  2. Find the applicable Program(s) in the Program Usage area and toggle them on.

The Services and Service Items will then be linked to the Program(s) you selected. 

Creating Program and Services: Process Two

The other option for configuring SSVF Programs and Services is to enable Automated Provisioning in the Program Template. Automated Provisioning allows Services to be provided to the Programs automatically through the Template so that you don't have to create the services for each individual Program.

To create a program, automated provisioning template, navigate to SETUP > TEMPLATES > Program Templates > click CREATE A NEW PROGRAM TEMPLATE.

 

Enter the Name, then select the Program Screen, Enrollment Screen, Case Status Screen, and Exit Screen (be sure to select the current year's screens). Select "Enabled" for Automated Provisioning.

 

With Automated Provisioning enabled, you can now scroll down to the SERVICES section of the Program Template and click ADD NEW SERVICE.

 

While still in the Program Template, enter the details in the ADD NEW SERVICE section. 

 

Next, create the applicable Service Item(s) by clicking ADD NEW ITEM.

 

Now that you have created the SSVF Program Template and added the required SSVF Services and Service Items to the Template, the next step is to create the Program(s) in MANAGE > PROGRAMS. Search for the SSVF Template in the Program Template field by clicking the down arrow.

 

No matter which setup method you use (Process One or Process Two), the required SSVF Services will be linked to the SSVF Programs when you complete the process.