CDBG Program Efficiencies 2018 NCDA WINTER meeting CDBG Program Efficiencies COMMUNITY DEVELOPMENT COMMISSION OF THE COUNTY OF LOS ANGELES 700 W. Main Street, Alhambra, CA 91801 www.lacdc.org

The Largest Urban County Program in the Country COUNTY OF LOS ANGELES The Largest Urban County Program in the Country    CDBG $20,779,423 new FY 17-18 funds $ 1,043,366 as a joint applicant with two entitlement cities $ 9,453,315 in CDBG funds from prior Fiscal Years $ 2,500,000 estimated ‘17-’18 CDBG Program income   HOME $6,435,647 in FY 17-18 funds ESG $1,868,101  in FY 17-18 funds $42,079,852 Leveraged Funds Projected for 17-18 $23,820,099 GRAND TOTAL $65,899,951

OUR CDBG PROGRAM Using HUD’s Formula, CDBG funds are allocated to 54 jurisdictions 49 Participating Cities 5 Board of Supervisors Districts serving the unincorporated areas Our Subrecipient Partner Agencies implement approximately 200 different activities such as youth programs, graffiti removal, meals for seniors, minor home repair programs, and construction of new public facilities The Service Delivery Network includes: Participating Cities Community-Based Organizations Other Public Agencies such as School Districts County Departments CDC Divisions

OUR CDBG PROGRAM Our participating cities share approximately 50% of the Urban County’s annual allocation to fund their own community and economic development activities The cities keep local control by designing and operating CDBG projects based on local needs Subrecipient management is our primary administrative focus Staffing – Currently at 26 staff for program administration down from a high of 60 in 2003-04

THE EVOLUTION REVOLUTION grants and contracts management system CDC/County of LA determined that it needed to invest in technological efficiencies to automate grant administration responsibilities and subrecipient contracts

OUR PRIMARY GOALS Consolidate and Automate Administrative Functions: Subrecipient contract development Disbursement of funds to agencies Financial review and management Quarterly data collection Research, and analysis In-progress monitoring Electronically Generate Plans, Reports, Contracts, and Payments Allow for efficient operations in a paperless environment Require all agencies to have basic information technology systems Facilitate data collection and entry into IDIS and the disbursement of appropriated grant formula funds.

OUR PARTNER PAGE Allows for the exchange of individualized agency information through a secure CDC website Allows Partner Agencies to enter project information and access CDBG policy bulletins, training manuals, and other regulatory and resource information Allows Partner Agencies to download documents such as contracts and contract amendments which they approve online and return to the CDBG Division for final execution Uses digital signatures for all contracts and amendments

OUR INTEGRATED SYSTEM Grant Planning Contract Development Action Plan In-Progress Monitoring Quarterly Reporting Performance Analysis CAPER

OUR INTEGRATED SYSTEM Facilitates the electronic tracking of contracts and amendments Integrates geographic information functions in the development of contracts which allow staff to develop service area maps for funded activities Integrates the use of Property Identification Forms used by the Environmental Services Unit in clearing residential rehabilitation activities Integrates the Residential Rehabilitation and Public Service client information that provides on-line monitoring options

OUR INTEGRATED SYSTEM Facilitates performance reporting and management of the funding pools Enables the CDC to store and track supporting documentation Links to our financial system (Peoplesoft) which allows CDC internal and Partner Agencies' external users to submit payment requests electronically Supporting documentation scanned and uploaded into the database Payments are made through direct deposit Tracks project expenditures in real time

GRANT management Grants Management System Planning Module   Project Planning Contract Development/Execution Project Implementation/Monitoring Reporting Planning Module Web based Client Data Input Project Eligibility Review Budget Development Electronic Internal Approval Project Module Project transfers to contract Budget transfers to contract Insurance is verified Contract posted to website Electronic execution by client Internal approvals completed Final contract posted for client Implementation Modules Payment request module - Peoplesoft interface Project beneficiary review -Rehab screens -Public service screens All beneficiary data entered in system transfers to reporting module Reporting Module Client data input Auto email notice to clients on due dates and delinquency. Quarterly data compiles for annual reporting Data transfers directly to HUD reporting format Grants Management System

MANAGING THE CAPS Compliance with the Public Service and Planning/Administration Authority Caps are controlled during the Planning Cycle The Grants Management System calculates the maximum amounts per jurisdiction available to program under the related HUD Codes Prohibits the submission of contracts exceeding that amount The Financial Management Module prohibits submission of reimbursement requests over the project budgets so the CAPS can never be exceeded

CONTRACT DEVELOPMENT Priority Need Codes link the Consolidated Plan to the One-Year Action Plan to the CAPER The primary data input factors for each funded activity define scope of work:   CDC Priority Need, HUD matrix code, HUD National Objective Activity Description, Budget, Performance Indicator, Goals Objective and Outcome Performance Measurements Data is pulled from different fields in the GMS database to populate the contract Documents are electronically submitted, routed, and approved No paper copies

FINANCIAL REVIEW AND MANAGEMENT Pre-funding accounting systems and fiscal internal controls review conducted for all proposed new agencies to assess their capacity to administer funds in compliance with all fiscal requirements Administer reimbursable contracts only New and High Risk Agencies upload supporting documentation (i.e. timecards, invoices) with all reimbursement funding requests Conduct risk-assessed annual or biannual financial monitoring of agency internal controls and project reimbursed expenditures Leverage Single Audit Reports and Financial Statements to identify and remedy any deficiencies or areas of concern

IN-PROGRESS MONITORING Deficiencies are identified early in program year Allows CDBG staff to provide agency tailored T/A Enables agency to correct deficiencies Prevents/Reduces questioned or disallowed costs Reduces drawdown compliance obstacles Enhances partnership between CDBG and agency

BONUS POINTS Efficiency Ripple Effect – all of our participating agencies benefit from the system efficiency for their CDBG projects No Duplicative Entry - Allows for Prior Year Activity Information to be Pushed Forward for Revisions Brings a Great Sense of Accomplishment when Added Efficiencies Are Discovered and Savings Realized Empowers Agencies to Take More Responsibility for Their Programs Streamlines Processes – Even Eliminated Some!!! Helps Us Survive Lean Years Eliminated 32 File Cabinets  

CDBG – Putting Dollars into Action!! Questions? CDBG – Putting Dollars into Action!!