Performance Measures Implementation We’ve Come A Long Way Baby But We Still Have A Ways To Go

Proposed Performance Measures Approved by OMB November 2014 Energy Burden Targeting (benefits are targeted to households with lowest income and highest energy costs). Restoration of Home Energy Services Prevention of Loss of Home Energy Services

What Is Energy Burden? The percent of a family’s income spent on home heating and electricity. For Example: A Family whose annual income is $25,000 Whose annual energy consumption if $5,000 This family’s energy burden is 20% 20% of the households total income goes towards energy If they receive $500 in heating assistance, their burden is reduced from 20% to 18%. Their burden was reduced by 10%.

Why Heating and Electric Costs Are Being Collected Electricity is needed to run boilers, furnaces, etc. Some households use electric heaters to supplement their primary fuel Some states provide cooling assistance under LIHEAP and these costs are shown in electric use

Optional Data Collection Items Consumption: Units of fuel used (versus dollars) Secondary Heat Sources Air Conditioning Use (If Used and Type)

Since OMB has approved these Performance Measures States have been: Adding clarifying questions and revising their releases of information on their LIHEAP applications. Meeting with vendors to determine the best ways to collect the required data. Meeting with their subcontractors to develop a plan for collecting the required data. Meeting with their software vendors to develop a way to collect and report on these measures. Testing

Timeline FY 2015 States revise vendor agreements to allow for collection of Performance Measures Data States meet with subcontracts and vendors to finalize requirements and how data will be collected States update IT systems to allow for data collection Fall 2015 – test data with 2015 cases. January 2016 – Report 2015 data (not mandatory)

Timeline Continued FY 2016 Mandatory that all states collect data for FY 2016 (October 1, 2015 through September 30, 2016). FY 2016 data will be reported in January 2017.

I’ll now turn the presentation over to Melissa Torgerson who will give you an overview of where states are with implementation including challenges they’ve overcome and best practices that have been identified.

Implementing LIHEAP Performance Measures NEUAC June, 2015 Melissa Torgerson, Verve Associates LLC

Overview To briefly review required LIHEAP Performance Measures and related data. To review steps grantees/partners are taking to collect and report Performance Measure data. To highlight key considerations and strategies related to implementation of Performance Measures.

Resources Documents referenced during this webinar include: LIHEAP Performance Measures Data Collection Guide This guidance outlines the data needed to report LIHEAP Performance Measures, as well as concrete steps for grantees to begin data collection. b. Vendor Data Exchange Example Packet This packet includes an example information sheet to provide vendors, as well as example templates for grantee data requests and vendor reporting. Grantees who need a copy of these documents should visit the Performance Management website, or contact APPRISE.

Measures Restoration of Home Energy Service Prevention of Loss of Home Energy Service Reduction of Energy Burden Targeting Benefits b. Reducing Energy Burden

What household data do I need to collect to report on Restoration and Prevention Performance Measures? Status of Home Energy Service at Time of Application (Applicant provided) 1. Households without Energy Service:   Is the household disconnected? Is the household out of fuel? Does the household have inoperable equipment? 2. Households at “Imminent Risk” of Losing Home Energy: Does the household have a Past Due or Shut-Off Notice? Is the household nearly out of Fuel? Does the household have equipment that is still operable, but places them at imminent risk of losing their home energy service? Fuel type where the household LIHEAP benefit is applied. Electric Gas Fuel Oil Propane Other

What data do I need to collect to report on Energy Burden Reduction Performance Measures? Annual Household Income Annual household income should be calculated in the same way it is calculated for the annual LIHEAP Household Report Form, using gross income. Zero income households should be included. Annual LIHEAP Benefit The total LIHEAP bill payment assistance granted to the household during the reporting period, including heating, cooling, and crisis assistance (cash or bill-payment only). Main Fuel Type Electric, Gas, Fuel Oil, Propane, Other Annual Household Main Fuel Bill Grantees will need to collect annual household energy cost data for household’s main fuel. Grantees are only required to collect data from the top 5 natural gas vendors, top 5 electric vendors, top 10 fuel oil vendors, top 10 propane vendors, and top 10 other fuel vendors in the state. Annual Household Electricity Bill Grantees will need to collect annual household cost data for electricity from the top five electric vendors.

Performance Measure Data Most data for Performance Measures will come from the applicant and/or state data system. The following data will need to be collected from energy vendors: Annual Household Main Fuel Bill (Costs) Annual Household Electricity Bill (Costs)

Performance Measure Data Policy, Coordination of Service Delivery Client Applications and Subgrantee Data Collection Vendor Collaboration IT Systems

Policy Coordination Policy, Coordination of Program Delivery Determine criteria for “imminent risk.” At-risk criteria should correspond with grantee’s existing policy manuals, state plan. Establish Equipment Repair and Replacement Criteria related to “Restoration and Prevention” with LIHEAP Weatherization Contractors. This includes establishing when LIHEAP is used to restore home energy versus prevent home energy loss. Coordinate Reporting of “Restoration and Prevention” with LIHEAP Weatherization Contractors. This includes asking contractors to specify on invoices, work orders, audits, or databases whether equipment repair/replacement is necessary to restore energy or prevent home energy loss.

Client Application/Subgrantee Data Collection Client Applications, Subgrantee Data Collection Add Home Energy Status to Application. Includes Disconnected, out of fuel, inoperable equipment, past-due or shut-off notice, nearly out of fuel, etc. Add Main Fuel Type to the Client Application. At minimum, this includes Natural Gas, Electricity, Fuel Oil, Propane, and “Other.” Add Vendor Account Numbers to Client Application for both Main Fuel and Electricity. Add or Modify Waiver (Release of Information) on Client Application. This will assure that data exchanges can occur once vendor agreements are in place.

Vendor Partnerships Vendor Collaboration Vendor Agreements. This includes outlining expectations in terms of providing annual bill data, data exchange processes, and timeline, as well as use of data. In states where subgrantees are responsible for vendor agreements, contract language should allow for state-level (grantee) data requests. A best practice is to create a “minimum standard” template in collaboration with major vendors at the state level that all subgrantees can adopt. Vendor Agreements should include protections for vendors. Collaboration with Multi-State Vendors

Section II: Necessary Steps for Collecting Vendor Data Develop Data Exchange Process/System. Some grantees have an automated information exchange with utilities, and use annual energy costs at the time of intake as part of their benefit determination process. These grantees will need to update their systems to assure they are collecting 12 months of cost data for households. They also need to be able to separate households with calculated “proxy” energy costs (versus those with actual bill data). Many grantees exchange information with vendors at the end of the program year using Excel or other database software. Most vendors require a secure transfer protocol (FTP site, password protected, and/or encrypted data).

Vendor Data Exchange Examples

Overarching Strategies for Implementing Performance Measurement Just Do It. It is easy to get overwhelmed when looking at the big picture. Start with identifying what data you still need and how you will collect it on the application. When working with vendors--start with the largest vendors and/or those vendors with whom you have established relationships and go from there. Don’t rely on a single approach. Reach out and provide information to partners in multiple ways (utility networking meetings, PUC, individual conversations, letters). Collaboration. Include vendors and subgrantees in as much of the implementation as possible (development of waivers, designing exchange process, creating language for vendor agreements).

Overarching Strategies for Implementing Performance Measures Collaborate to reach multi-state vendors. This includes working with other grantees and vendors to develop streamlined agreements and common processes. Assure vendors that you value data privacy as much as they do. This includes demonstrating that you’ve considered household release of information (waiver) language, secure data transfers, and vendor protections. Do your homework. Providing partners with clear (and consistent) information, making sure client information releases/waivers are in place, as well as collecting accurate address and account numbers for all households will demonstrate to stakeholders that you respect their time and partnership.

Wyoming Ready! NEUAC June, 2015 Brenda Ilg, State of Wyoming

Wyoming-Ready: How Did We Get Here? ALL HANDS ON DECK Sharing Performance Measure Updates with sub-grantee, ALIGN, & DFS Administrative team Brainstorming session with ALIGN Outreach to fuel vendors Annual fuel vendor meetings implemented Fuel vendor buy-in Computer system modifications Updated fuel vendor agreements Application updates Information exchange protocols & formats

Brainstorming

Outreach to Fuel Vendors Began talking to fuel vendors in 2012 Fuel Vendor Brochure Invitation to Vendor Meeting (2013) Asked for help – more brainstorming – addressed barriers Breakout sessions by fuel type Solicited feedback and ideas Goal = fuel vendor buy-in & collaboration Second fuel vendor meeting (2014) Third fuel vendor meeting (August 2015) Testing

Collective Collaboration

Behind the Scenes Work Application updated Information exchange form created Fuel vendor agreements updated Computer system enhancements Continual communications and updates

Keys to Successful Implementation Collaboration and partnering between sub-grantee and fuel vendors and DFS admin. team Early start Positive spin Addressed questions and concerns early Common goal: customer service Implemented before we had to Buy-in Preliminary testing

QUESTIONS

Thank You! Contact Information Brenda Ilg, LIEAP/WAP Program Manager (307) 347-6181 ext. 34 Brenda.ilg@wyo.gov

Training and Technical Assistance As you can see, we’ve come a long way. But, we’re not there yet. For States that need help, assistance abounds: APPRISE (Applied Public Policy Research Institute for Study and Evaluation) APPRISE is contracted by OCS to provide Training and Technical Assistance to grantees. Peer-To-Peer State Coordinators helping one another Performance Measures Implementation Work Group Newsletter NCAT Clearinghouse Performance Management Website OCS Liaisons

QUESTIONS??

Thank You For Your Time and Interest Please contact us if you have questions: Susan Marshall, State of Alaska, 907-465-3099 susan.marshall@alaska.gov Melissa Torgerson, Verve Associates, 503-706-2647, melissa@verveassociates.net Brenda Ilg, State of Wyoming, 307-347-6181, Brenda.Ilg@wyo.gov