Section N: Annual Progress Report

In this section...

Link to the APR

The purpose of the Annual Progress Report (APR) is to track program progress and accomplishments in HUD's competitive homeless assistance programs. The APR is required of all SHP grantees to review their programs and annually report outcomes to HUD (see 24 CFR 583.300 (g)). HUD measures performance on how each project has helped participants achieve increased residential stability, increased skill level and/or income and greater self-determination. The APR should also be used by grantees to evaluate their own performance and set future goals for their programs.

This section will describe the Annual Progress Report and how it can be used as a tool for grantees, field offices, and headquarters to assess the progress of grantees in an operating year. Detailed guidance on determining when an operating year begins and ends is found in Section F Important Dates.

Components of the APR

Grantees should complete all questions in the APR unless a written agreement has been reached with the HUD Field Office concerning which questions can be answered using estimates, or in rare instances, skipped. SSO, Safe Haven and HMIS projects should review the APR instructions for special guidance before completing the APR.

Project Progress

The first section of the APR collects general project information, including the dates of the operating year and the program type and component. It also collects information on the clients a project served during the operating year, including household type, demographic and special needs information, prior living situation, income, length of stay in the project, supportive services received while in the project, reason for leaving the project and destination upon leaving the project.

The APR also asks grantees to report on progress toward achieving their program goals in this section.

Financial Information

The second section of the APR documents financial information, such as match and project expenditures, for the operating year.

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Cycle of the APR

When grantees are awarded funding by HUD, they should receive a copy of the APR at their start-up conference. The grantees are then aware of the information that they will be responsible for reporting to HUD. Grantees are responsible for submitting the APR to HUD; therefore they are also responsible for collecting information from project sponsors and incorporating the information into an APR for each grant received (not for each project, since projects may receive more than one SHP grant). After the end of each project’s operating year, the grantee has 90 days to submit the APR to HUD.

Grantees should submit one copy of the APR directly to HUD Headquarters:

APR Data Editor, Office of Special Needs Assistance Programs
U.S. Department of Housing and Urban Development
451 7th Street, SW , Room 7262
Washington, DC 20410

Grantees must also submit one copy of the APR to their local HUD field office. If the APR has not been submitted after 110 days, an “edit” in the LOCCS system will not allow the grantee to draw funds. Field offices remove “edits” in the LOCCS system when the APR is submitted. The field office will review your APR for substantive issues and may contact you to obtain corrections or clarification.

Data editors at HUD Headquarters review each APR for completeness and contact grantees when inconsistencies are located. When the APR is complete, the data are entered into a central tracking database where project information can be referred to for monitoring purposes, or to respond to Congress and the general public, as well as to field office requests, regarding the implementation of the program.

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Reporting on a Partial-Year in the APR

The APR is organized on an operating year basis. If a project receives an extension for a partial year, then an APR is submitted for the operating year and another APR is submitted for the extension period.

To complete the APR for an extension, a grantee should:

  • Indicate on the cover page of the APR that the APR is for an extension period;
  • Enter the beginning and ending dates of the extended period on the cover page and circle the number indicating the SAME operating year for which the APR is an extension; and
  • Report on the partial-year term in the APR itself.

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Guidance for Acquisition-Only, New Construction-Only and Rehabilitation-Only Projects

For those SHP projects receiving acquisition, new construction, or rehabilitation funds only, the operating year start date is established: 1) after the grantee completes all development activities; 2) after sending a copy of the Certificate of Occupancy to the local HUD Field Office; and 3) when the first participant is accepted into the project (see Section F Important Dates for more guidance on operating start dates). The first APR submitted should document the match requirement and will be due 90 days after the start of the first operating year. If a project received another SHP grant, the grantee is required to submit another APR for that grant.

Grantees that received SHP funding for new construction, acquisition, or rehabilitation are required to operate their facilities for 20 years. Beginning in 2007, projects that received SHP funds for only acquisition, new construction or rehabilitation and are still operating during the required period of use must now complete and submit an APR on June 30th of each year until the 20-year use requirement is completed. The Annual Certification of Continued Project Operation is no longer required since these projects will be submitting an APR each year.

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Section N: Frequently Asked Questions

  1. How should HMIS projects complete the APR?

    HMIS grantees should complete the front page of the APR (for operating year and identification information) and then the financial information section. Grantees should also report on milestones/goals established in their application and/or technical submission.

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