FFY2011

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FFY2011

Presented at FFY2011 EAP Annual Training August 11 & 12, 2010

Section 1 contents:

State of Program

WAP Overview Training

Approach New Manual

EAP EAP Annual Annual TraininTraininggSection 1Section 1 (Of 6)(Of 6)

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New CoordinatorsNew Coordinators Pat from MLBO Missy from Bois Forte Tammy from SCD Mary from AEOA Phil from Todd County

FFY2011

EAP Annual TrainingEAP Annual Training

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First things firstFirst things first Thank you Another record year Two record years in a row EAP helped 446,227 in Minnesota Just plain amazing work!

FFY2011 EAP Annual TrainingEAP Annual Training

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MN’s LIHEAP funding FFY2010MN’s LIHEAP funding FFY2010Allotment $144,527,532 10-26-09 $108,395,649 01-14-10 $34,984,532 02-12-10 $1,147,351Emergency Cont. $11,566,739Leveraging Funds $218,781Total to date $156,313,052

Emergency Contingency Funds Remaining ($100 million). No additional funds are expected

FFY2011 State of the ProgramState of the Program

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Services to HouseholdsServices to Households FFY2010 was a record year

$156,313,052 164,806 households served


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Application StatusApplication Status


Report Consists of Data from 2010-07-12Report Consists of Data from 2010-07-12

Status Count As Of: 2010-07-12 Count As Of: 2009-07-12 Count As Of: 2008-07-12

Approved 164,327 152,078 125,928

Complete 254 370 11

SUB TOTAL 164,581 152,448 125,939

Incomplete 175 1,385 4

Logged 19 161

Denied 19,213 17,571 18,994

Closed 862 723 600

SUB TOTAL 19,407 19,117 18,998

Pre-Logged 29,263 24,337 26,331

Void 600 631 594

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By the NumbersBy the NumbersIncrease in ERR 2009 7,430 $8,235,812 2010 8,048 $8,748,193

Increase in ROFW 2009 3,235

$1,252,109 2010 5,713

$2,145,713

Increase in Households Served 2009 153,710 $ 75,229,903 2010 164,806 $104,672,895

Decrease in Crisis 2009 73,015 $33,219,629 2010 71,727 $30,135,364


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State of ProgramState of Program We got a lot of money in FFY2010, again Prices are moderate Economic conditions continue to be strained Arrearages are more stable Pressure on this program to do even more Unclear where any additional efficiencies could be gained Ultimately it’s a resource question Accountability, Accountability, Accountability (yes that’s three

accountabilities!)


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Federal Fiscal Year 2011Federal Fiscal Year 2011 Minnesota’s congressional delegation is informed on LIHEAP Funding is always fluid and unpredictable Continued pressure of volatile fuel prices Less large bills being carried over from one season to the next There is a direct relationship between the economy and demand Foul weather often drives funding We served a lot of households last year, so expectations will be high this

year (again) Ottertail County will be served by Ottertail-Wadena CAP this coming

year – Thanks Peggy


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State of Program ContextState of Program Context Internal Controls Framework (ICF) is major theme

Incorporating ICF into more aspects of EAP business This will continue Expertise at the State and local levels continue to increase

Fraud in Pennsylvania Led to a GAO Report

7 states programs were reviewed GAO found LIHEAP in general lacks program integrity (similar to ICF) Major ramifications include

• additional information in the State Plan (from 26 pages to 91 pages) • requiring and verifying SSN as control for eligibility• Developing a National Workgroup to address problems identified in GAO report


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FFY2011 Key Start Up DatesFFY2011 Key Start Up Dates Federal funding Mailing starts next week and ends August 31 Resources to open the doors October 1 Consumption gathering began August 2 Matrix by October 1


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State of the Program State of the Program SummarySummary It will be a difficult year, as usual Our job is to run the best program possible We can’t help everyone Focus attention on EAP program Accountability (did I say that already?)


Minnesota Weatherization Assistance Program Update - 2010

The Good, The Very Good, and The Almost Ugly

Marilou Cheple

FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP)Minnesota’s Weatherization Assistance Program (WAP)

The Good The Good WAP completed the 2010 DOE Regular contract with

2123 households served. 2083 households were served using EAP/WX transfer

funds. (DOE Regular and ARRA funds) MN WAP created over 450 jobs in the last quarter of

the 2010 Federal Year.


The Very GoodThe Very Good MN WAP reached the goal of 30% of ARRA units

completed in May 2010. Resulted in receiving the final 50% of ARRA funds.

As of June 30, 2010, 6383 households have received weatherization using ARRA funds.

Nine Service Providers received $9.75 million in Performance Funding in June of 2010.

About $46,741,566.40 million of the $132 million has been spent.


The Almost UglyThe Almost UglyThe biggest challenge for the ARRA Grant has been: Choose only one! Hiring enough auditors Training auditors, crew members, and contractors Davis Bacon requirements

Davis Bacon


What lies ahead?Hints from the Administration Funding

ARRA is a three year grant – will not be renewed. Programs

Weatherization at the national program level is likely to be expanded to include middle class income families.

• Perhaps in the State Energy Program


Thank youThank youWe could not be where we are with the ARRA funding without the help of many. We want to thank you for your part in making Minnesota one of the top states in production, money spent, and quality assurance.


A little levity from an introvert…….



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Training IntentionsTraining Intentions To promote compliance with state standards and

program consistency To build skills and understanding To influence attitudes To identify and address program changes To enable coordinators to train their staff

FFY2011 EAP Annual Training OverviewEAP Annual Training Overview

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ValuesValues An informed and well-trained service provider system An advocacy orientation Compliance with program rules and consistent

application Service provider sharing of best practices


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FocusFocus Training for program implementation EAP Management Approach Coordinated Responsible Model Internal Controls Framework (ICF) Business Strategy Model Quality & Performance Control Promising Practices


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FocusFocus, continued, continued Training on changes and selected topics as needed

Review applications Program improvements Addressing compliance issues from last year

Identifying and preparing trainers Debriefing Follow up

TAD Train-the-trainer materials


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FocusFocus, continued, continued Audience: Coordinators plus 1 Assumptions

The Local Program Experts The Local Program Trainers: Train-the-Trainer

Excludes EAP 101 Making EAP policy Designing eHEAT enhancements


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DOC RolesDOC Roles Assure intentions of taxpayers Assure compliance with the law Envision and develop the ideal EAP program Catalyze change driven by the community need Seek and respect input for continuous improvement Discuss, validate and advance or eliminate ideas Balance input and recommendations with all context,

direction, constraints and needs of the program


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DOC RolesDOC Roles (continued)(continued) Respond to recommendations & communicate

outcomes Deliver quality energy assistance services Provide quality program delivery tools Promote program consistency statewide Train local program staff Evaluate outcomes & adjust based on evaluation Improve and advance partnerships


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Coordinator’s RoleCoordinator’s Role Stakeholders Program Implementation Program Improvement Training at local level Communication Vendor Management More on this later in the training


Training Focus Communicate the program Train for program-related tasks Describe expectations Influence attitudes

FFY2011 EAP Annual Training Train-the-Trainer

Customer Service Consistency Using eHEAT Data Practices Internal Controls Framework Quality & Performance Control

State PrioritiesState Priorities


Selecting Training Topics & Methods


Developing Your TrainingDeveloping Your Training Reflect & debrief FFY2010 with staff for improvement

Team Building Review Program Audit Report (PAR) Review Local Plan What has changed? How do changes affect any work we do? Who does the work? Who else is affected? What do we need to work on? What changes are necessary due to the increased number of

household applications?


Training MaterialsTraining Materials Manual PPT Logistics and other


ManualManual Use extensively for training – it has basic for EAP 101 EAP FFY2011 Manual Change List Effort Definitions

Intentions Values Focus Context

PDF version Links are a tool for training Use find feature Put shortcut on desktop


Manual Manual PDF version, Use hyperlinks & “Find” featuresPDF version, Use hyperlinks & “Find” features


ManualManual “Find” feature, continue to next occurrence


How to find the “Find” button for the toolbarHow to find the “Find” button for the toolbar


Right

Click

ManualManual PDF version & “Find” word/phrase be “unique”


How to add Manual to your desktopHow to add Manual to your desktop


How to add Manual to your desktopHow to add Manual to your desktop


How to add an icon to your desktop for How to add an icon to your desktop for the Manualthe Manual


PowerPointPowerPoint Additional Notes on PowerPoint printout Go through and select sections for audience Look at last year’s PowerPoint

Slides for training not repeated


LogisticsLogistics Paper version of the Manual – take notes Turn-Around-Document (TAD) for reference and PPT

on Web ASAP Think about training for new staff

Annual vs. on-going SP are expert on eHEAT

Use UAT to train & practice Get User ID and Password from eheat.doc


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Why Characterization of Changes Structure

Special thanks to Service Provider staff who reviewed chapters: Jennifer & Cheryl at CAPSH, Colana at LSS, Nancy at Mahube, Nancy at Brown Cty.

FFY2011 New Manual DesignNew Manual Design

Training TopicsTraining Topics

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Why?Why? Manual was last redone 7 years ago Over the years chapters were fit into the Manual Organized to follow the business process Reorganized content within chapters and improved

general flow of the Manual


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Why?Why? (Continued)(Continued)

Desire to improve ease of use, clarity of content Reflect increased use of technology, i.e. links,

appendices & forms on web EZ items from last year were added



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Characterization Characterization of Changesof ChangesEach chapter’s subsections are detailed in the Table of Contents and at the beginning of each chapter.

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Characterization of ChangesCharacterization of Changes Appendices are all hyperlinked from Manual to

DOC webpage for Service Providers. The Appendices are no longer attached to the end of each chapter. More of the forms are electronic (ERR, Self-

Employment Worksheets, Biofuels Worksheet) One place on the web to find forms

Each chapter has it’s own page numbering.


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Characterization of ChangesCharacterization of Changes (Continue)

Chapters are reorganized under three headings EAP Administration

These chapters provide general, overview information and administrative tasks

EAP Service Delivery The chapters in this section of the manual are organized to mirror the

process of handling applications Grant Contract Administration

This section details the requirements and processes for administering the program


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StructureStructureEAP Administration Chapter 1 Program Control Environment Chapter 2 Overview of Service Provider Responsibilities Chapter 3 Energy Vendors


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StructureStructure (Continued)EAP Service Delivery Chapter 4 Applications and Application Processing

Applications and Application Processing chapters combined, plus Customer Service & Coordination moved here

Chapter 5 Program Eligibility Requirements Chapter 6 Primary Heat

New chapter: Benefit and Heating Cost Determination chapters combined


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StructureStructure (Continued)EAP Service Delivery, continued

Chapter 7 Crisis Chapter 8 Energy Related Repair Chapter 9 Reach Out For Warmth (ROFW) Chapter 10 Assurance 16

Outreach moved here

Chapter 11 Benefit Payments and Refunds Chapter 12 Client and Vendor Notification


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StructureStructure (Continued)Grant Contract Administration Chapter 13 Incidents

New chapter covering appeals, errors, fraud, disaster & emergency planning

Chapter 14 Data Practices and Records Chapter 15 Communication, Information and Reports

Chapter combining former Information & Reporting chapter with Communication and Leveraging


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StructureStructure (Continued)Grant Contract Administration, continued

Chapter 16 Grant Contracts Including former Changing Program Providers chapter information

Chapter 17 Program Fiscal Management Formerly the Funding and Cash chapter. Also includes the Audit

chapter information

Chapter 18 Monitoring and Technical Assistance


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Training follows ManualTraining follows ManualThis annual training will follow the structure of the Manual that was just described. Starting with Chapter One various State staff will present each chapter.


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