Capacity and management Challenges federal programs March 13, 2017 Washington, DC Donna Enrico, DCED
Pennsylvania’s Program Act 179 Entitlement Program 205 small entitlement municipalities Approximately 100 contracts annually Approximately 400-500 small projects annually Competitive Set-aside 13% of an annual allocation Max grant is $750,000 4 year contracts
142 Activities per Manager 1424 Open CDBG Activities 10 Grant Managers 142 Activities per Manager Staffing Program Management Reorganize to Specialist not Generalist Encourage smaller number of projects Encourage ready to go projects Compliance Staff assisting with monitoring
Fold unit into Grant Management Responsibilities Staffing Monitoring Unit Unit added – Current reorganization Responsibility is monitoring only Looking to the Future Fold unit into Grant Management Responsibilities What’s old is new again…
CHANGES to management of programs Staffing Difficult to add new staff with smaller annual allocations Staff with experience; utilize the strengths of existing staff Staff training Redesign Program Encourage lesser number of projects Encourage ready to go projects
Changes to management of Programs VIC - Very Important Calendar Managing requirements Multiple Programs Consolidated Plan Submissions Monitoring Implemented Desk Reviews Compliance Staff assisting with monitoring key compliance areas Risk Based Analysis – annual on-site reviews of grantees exhibiting highest risk
Changes to management of programs Partnering with Other State Agencies PEMA – Buyouts HFA – HOME Program and CDBG-DR Multi- Family Housing Community Action Agency – Down-payment Assistance Program Third Party Contractors Supplement staffing without adding complement Procurement
Memorandum of Understanding HUD and DCED Consequences Memorandum of Understanding HUD and DCED Technical Assistance to access capacity and redesign the program Re-organization of the unit
Understanding what you cannot control Hiring Freezes Limited Funds in the Budget WORK IN PROGRESS Flexible Adjust to circumstances Utilize resources available Other agencies 3rd party contractors Talk with other state agencies