Frequently Asked Questions
Below you will find responses to frequently asked questions. DVP will update this site frequently to provide DVP funded programs with pertinent information. Questions are categorized by topic area.
TOPIC: QUARTERLY REPORTS
DATE: 10/28/11
QUESTION: With the new quarterly report requirements, shelter is now defined to include: onsite shelter, motel vouchers, and safehomes. Are clients that receive motel vouchers and safehome services considered residential clients?
ANSWER: Yes. Now that the definition of shelter includes onsite shelter, motel vouchers, and safehomes, all of these services are categorized as residential services. This information is captured in Section 5, Question 8 on the new quarterly report form. Again, this applies only to new, unduplicated clients. Section 4, Shelter is where the cumulative number of nights of shelter and unmet requests are categorized.
DATE: 11/2/11
QUESTION: How do I save the new electronic form so I can open and work on it anytime I want to? Do I add it to my favorites? When I finish, I don’t understand how I email it to you.
ANSWER: Saving the form: Simply click on the “done” box at the end of the form. You should click “done” even if you have not completed your responses. If you fail to click done you may lose any portions you have completed.
Going back to work on it: Return to the email with the link and simply click on the link. This will re-open the form you started. If you can access the email with the link from any computer, you can start the survey on one computer and finish it on another. Or, save the link in your favorites and open it that way. Remember that if you save the link in your favorites and access the survey that way, you can only recall the link from the computer where you saved it.
Emailing the form: There is no need to email DVP the form. DVP is able to automatically view all responses through the Survey Monkey database system.
DATE: 11/30/11
QUESTION: Where do I count transitional housing client contacts on the DVP report?
ANSWER: Funded programs should no longer count transitional housing client contacts on the DVP report. Only count the number of clients served (unduplicated) in transitional housing. Section 8 is exclusively dedicated to questions pertaining to transitional housing. This is the only place where you provide information pertaining to your transitional housing clients other than Question 24, which addresses the survey questions.
DATE: 12/12/11
QUESTION: When counting community education presentations should ALL presentations (including presentations to children and youth) be counted in the first question? Or should we count only general/mixed audience presentations in the first question and then the children and youth presentations separately?
ANSWER: Only count general/mixed audience presentations in the first question and then the children and youth presentations separately.
DATE 1/6/12
QUESTION: Is there a place on the DVP website where we can access our quarterly reports after submission?
ANSWER: To get a copy of your report, you have two options:
1) Use your web browser to print a copy. This can be done before you click “done.” If you have already clicked “done” and still would like to print a copy of the report, go back to the link you used to access the report and all your responses should appear. When you have your report on your screen, go to “File” and then click “Print.” When you print your own copy, your web browser may cut off portions of the narrative boxes, if your text goes beyond the size of the box. This problem can be eliminated if using Firefox or Google Chrome. There will be shading in the bottom right corner of the narrative box. Click there and expand the box and then print.
2) Contact DVP and we can email you a copy. The copy of the report DVP receives will show the entire narrative box and that copy can be emailed to programs at any time.
DATE 1/10/12
QUESTION: Once I hit done does a copy get sent to you? Do you send a message back saying you received it?
ANSWER: When you hit done, it registers your responses in Survey Monkey, and then DVP can login to our account to see the completed reports. You won't receive a message directly, but if you send DVP an email we can login to Survey Monkey to verify that everything went through.
DATE: 1/13/12
QUESTION: Why am I receiving an error message, “A positive number needs to be entered.” Or “A whole number needs to be entered” when I click “done” on Survey Monkey?
ANSWER: Survey Monkey does not accept any decimal points. For example, if the number of volunteer hours for the quarter is 200.25, please round this to 200.
DATE: 1/18/12
QUESTION: We made an error on our report and have already clicked “done.” How can we go about making the change?
ANSWER: Go back to the link you used to access the report. All your responses should automatically appear. Make your edit and click “done” again.
TOPIC: FISCAL/BUDGETS
DATE: 11/22/11
QUESTION: Our staff person who is 100% supported through DVP recently resigned and we need to payout unused vacation hours. Although this was done on 9/30 (Fiscal Year 2011), can we charge the unused hours to our new Fiscal Year 2012 contract?
ANSWER: No. The current, FY 2012 contract can only support costs for the period October 1, 2011 – September 30, 2012.
DATE: 11/22/11
QUESTION: After a staff member recently resigned two other staff worked overtime to keep the program going. Can we bill their hours to our DVP contract?
ANSWER: Yes. However, you may need to submit a budget revision and reallocate dollars originally intended for the vacant position to the other staff positions.
DATE: 12/13/11
QUESTION: We use direct deposit for our payroll so we do not have copies of checks. What other documents should we retain beside pay stubs and time sheets?
ANSWER: Be sure that your timesheets show the number of hours billed to DVP for each pay period. DVP may also request copies of quick books or other financial record keeping.
DATE: 1/24/12
QUESTION: Since relationship type was not something that was asked before, I didn’t make it a required field in ALICE (I have now). As a result, I do not have a relationship type for each client. Should I mark all of my unknowns as other, or just have a total that doesn’t match my total client count?
ANSWER: If the relationship type is unknown, count that under the “Other” category.