Attachment D - Regional Assessment and Plan Template.pdf

RFA #S-91400-00014184 (OHCS #9185) – Statewide Shelter Program Att D

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ATTACHMENT D

REGIONAL ASSESSMENT AND PLAN TEMPLATE

About the Regional Assessment and Plan

The purpose of this Regional Assessment and Plan is to detail the services and outcomes planned for Regions supported with Statewide Shelter Program (the “Program”) Grant funds. Regional Coordinators are required to actively seek and incorporate community input into their Regional Assessment and Plan. This process must involve collaboration with Planning Partners.

Regional Coordinators must submit a Regional Assessment and Plan to Oregon Housing and Community Services (“Agency”) as follows:

Regional Assessment & Plan Period Due Date

July 1, 2026 – June 30, 2029 March 31, 2026

July 1, 2029 – June 30, 2031 March 31, 2029

Subsequent Regional Assessment and Plan documents must be updated and provided to Agency every two years and are subject to Agency’s approval.

Regional Coordinator Information

Regional Coordinator: Agency Grant #:

Regional Assessment & Plan Period:

Date Submitted:

Region(s) Served:

Planning Partners:

Submitted By (Name):

Email:

Phone:

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Services and Investments

1. Services. Provide the number of each type of Shelter bed available in your Region(s) as well as the average cost per Shelter bed per year across the Region(s). Attach the 2025 Housing Inventory Count (“HIC”) for your Region(s).

Shelter Type Total

Year-Round Shelter Beds

Total Inclement Weather

Shelter Beds

Average Annual Cost per Shelter Bed Emergency Shelter – Adult with Children

Adult Only

Youth

Other:

2. Local Investments. Complete the table below by entering the total amount of funding provided for each Shelter type, by source.

Shelter Type City County State Federal Private Total

Adult with Children

Adult Only

Youth

Other:

Total Investments

Impact Assessment

Baseline Data

Agency will use data to evaluate outcomes for the upcoming Regional Assessment and Plan period. The following questions will help Agency understand the current landscape of your Region(s).

1. How many people in your Region(s) experienced Unsheltered homelessness in 2025 according to the 2025 Point in Time (“PIT”) count?

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2. Input the Shelter outcomes from your Region(s) for the period July 1, 2024 – June 30, 2025. Agency recognizes Regional Coordinators may have varying levels of expertise and experience with Homeless Management Information System (HMIS) or comparable databases. If you do not have the information requested below, please describe your plan to obtain these metrics for your Region(s). If you need additional resources or support, please contact Agency’s Grant Administrator.

a. Provide the percentage of unduplicated Households who exited to a permanent housing destination from each Shelter type. Include all Shelters in your Region(s) for which you have sufficient data to include in this calculation.

i. Permanent housing placements from Shelter (all Shelter types):

A. Permanent housing placements from basic overnight Shelter (HMIS Project Type: Emergency Shelter – Night-by-Night):

B. Permanent housing placements from Housing Focused Shelter (HMIS Project Type: Emergency Shelter – Entry Exit):

ii. Permanent housing placement from Safe Temporary Emergency Placement Sites

(STEPS):

iii. Permanent housing placement from Street Outreach:

b. Provide the percentage of unduplicated Households who exited to the exit destination: “place not meant for habitation.” Include all Shelters in your Region(s) for which you have sufficient data to include in this calculation.

i. Returns to Unsheltered homelessness from Shelter (all Shelter types):

A. Returns to Unsheltered homelessness from basic overnight Shelter (HMIS Project Type: Emergency Shelter – Night-by-Night):

B. Returns to Unsheltered homelessness from Housing Focused Shelter (HMIS Project Type: Emergency Shelter – Entry Exit):

c. Describe how you came to these metrics. Include any qualifiers or omissions due to insufficient data.

Assessing Disproportionality and Disparities

To address racial inequities in Oregon’s homelessness response systems, Regional Coordinators must analyze data to identify racial disparities in their Region(s). The following questions seek to determine whether Program outcomes vary depending on the race and ethnicity of Households experiencing homelessness.

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1. Use the Agency-provided table to understand the impact of Unsheltered homelessness at the subpopulation level in your Region(s). Which racial and ethnic subpopulations are most impacted by Unsheltered homelessness in your Region(s)?

2. Identify the subpopulations in your Region(s) that experience disparate Shelter outcomes, such as placements into permanent housing from Shelter and returns to Unsheltered homelessness.

Include specific data on Shelter exit placements by race and ethnicity from your Region(s). You may use the Agency-provided Race & Ethnicity Equity Mapping Tool or a different methodology. Attach the tool or methodology used to determine these disparities.

3. What culturally responsive services are available and accessible to the subpopulations identified as facing disparities in your Region(s)? As a Regional Coordinator, how will you ensure these services are available to impacted populations in your Shelters? How will you work toward more equitable outcomes for Shelters in your Region(s)?

Community Engagement

Regional Coordinators are required to engage with their communities to ensure their perspectives and experiences inform regional priorities. Community engagement is critical to understanding and tailoring services to the specific needs of each Region, and integrating and supporting the sovereignty of tribal governments in your Region(s) is an essential part of administering the Program. This engagement should include both qualitative and quantitative data collection to develop a comprehensive understanding of the challenges and needs related to Unsheltered homelessness in your Region(s).

Please attach your community engagement summary. You may use or build upon existing engagement plans, but this community engagement summary must minimally include the following elements:

• A list of any federally recognized tribes of Oregon with ancestral lands or a service area within your Region(s), along with documentation of engagement or attempted engagement with those tribe(s);

• A list of Planning Partners you engaged and the subpopulations they support;

• Efforts made to ensure that perspectives of disproportionately impacted groups experiencing homelessness, culturally responsive organizations, frontline service providers, and tribal governments inform regional priorities;

• How and to what extent the Planning Partners are involved in decision-making processes;

• Feedback and input gathered; and

• Any additional qualitative or quantitative data that was shared for you to better understand the impact of homelessness on disproportionately impacted groups.

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Community Barriers

1. Identify any immediate or major barriers to sustaining Shelter capacity in your Region(s).

2. Identify strategies you will implement to overcome the barriers to sustaining Shelter capacity.

3. Identify any immediate or major barriers to housing placement and stability in your Region(s).

4. Identify strategies you will implement to overcome the barriers to housing placement and stability.

Goal Setting

1. Identify the number of Shelter beds your Region(s) will sustain with Program Grant funds during this Regional Assessment and Plan period. Include how many of these beds meet Low-Barrier requirements.

2. Identify your Program outcome goals for this Regional Assessment and Plan period. If you need additional resources or support to develop your goals, please contact Agency’s Grant Administrator.

a. Provide the percentage of unduplicated Households who will exit to a permanent housing destination from each Shelter type.

i. Permanent housing placements from Shelter (all Shelter types):

A. Permanent housing placements from basic overnight Shelter (HMIS Project Type: Emergency Shelter – Night-by-Night):

B. Permanent housing placements from Housing Focused Shelter (HMIS Project Type: Emergency Shelter – Entry Exit):

ii. Permanent housing placement from STEPS:

iii. Permanent housing placement from Street Outreach:

b. Provide the percentage of unduplicated Households who will exit to the exit destination:

“place not meant for habitation.”

(Calculation: total # of Households exiting to “Place not Meant for Habitation” / total # of Households exiting the Program)

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i. Returns to Unsheltered homelessness from Shelter (all Shelter types):

A. Returns to Unsheltered homelessness from basic overnight Shelter (HMIS Project Type: Emergency Shelter – Night-by-Night):

B. Returns to Unsheltered homelessness from Housing Focused Shelter (HMIS Project Type: Emergency Shelter – Entry Exit):

c. Describe how you came to these metrics (brief narrative):

Strategies

Regional Coordinators must outline the strategies planned to meet the goals identified in this Regional Assessment and Plan.

1. What strategies will you use to ensure there is no net loss in Shelter beds in your Region(s)?

2. The following strategies are proven to support Shelter capacity and improve access and outcomes for Households experiencing homelessness. Please indicate which strategies you plan to use in your Region(s):

Evaluating emergency Shelter rules that may unnecessarily punish, divert, harm, or discourage people from using emergency Shelters and instead seek Unsheltered respite.

Providing training and technical assistance to subgrantees on integrating more Housing Focused Activities in Shelter.

Coordinating and integrating Shelter through a Region’s coordinated entry system.

Other (please describe):

3. In addition to Shelter operations, which of these activities will you implement with the Program Grant funds?

Street Outreach

STEPS

Housing Focused Activities

4. There may be subpopulations who experience higher rates of Unsheltered homelessness in your Region(s) (as identified in the “Assessing Disproportionality and Disparities” portion of this Regional Assessment and Plan). What strategies will you use to increase access to Shelter and

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5. Considering where there may be differences in Program exit outcomes by race and ethnicity, what strategies will you use to improve outcomes through an equity lens? Include how you will track progress toward equitable outcomes and accountability measures.

6. Please describe A) your history coordinating with federally recognized tribal government(s) in your Region(s), and B) your plan to coordinate with federally recognized tribal government(s) in your Region(s) about the ongoing regional planning and implementation of the Program and the importance of maintaining no net bed loss in tribal communities. This should include details about how you will integrate and support tribal sovereignty and self determination. Attach your tribal consultation policy if you have one.

7. Regional Coordinators are responsible for following Oregon Administrative Rules and Program guidance, including requirements around Low-Barrier policies, exit and separation policies, and minimum service requirements for Shelter and STEPS programs. If you anticipate you will not be able to meet these requirements by July 1, 2026, please contact Agency’s Grant Administrator.

8. Describe how you will work to align or integrate Program services with rehousing services, behavioral health systems, and Medicaid for people experiencing homelessness.

Subgranting

1. Describe your methodology or approach to selecting subgrantees for your Region(s). Include how you will determine funding levels.

2. Provide a list of planned subgrantees, including name, project name (Statewide Shelter Program), HMIS project type, HMIS project ID, number of Agency-funded Shelter beds (if applicable), populations served, activities funded, and services provided. Regional Coordinators will be required to submit information about the Agency-approved subgrantees through Agency’s designated subgrantee reporting process no later than July 1, 2026.