1 FFY2010 August 12 & 13, 2009 St. Cloud Minnesota Holiday Inn EAP Annual Training Section 0.0 Introduction Includes Agenda EAP State of the Program, WAP State of program, Overview of Training and Train-the-Trainer

2 DOC Staff  Sue Lenarz  Doug Burns  Mary LeFebvre  Kathy Hochreiter  Pam Tienter-Laird  Amanuel Asghedom  Jeff Mitchell  Ken Benson  Mark Kaszynski  Marilou Cheple  David Miller  Richard Gooley  Tracy Smetana

3 Agenda  Welcome & State of the Program  Weatherization Program  Training Approach  1. Control Environment  2. Risk Management  3. Control Activities  4. Communication and Information  5. Monitoring  Debriefs  Close & Adjourn

4 Agenda 1. Control Environment  Business Strategy Model  State of the Program  Internal Control Framework  State Plan  PAC and EACA  Contract and Local Plans  Startup Procedures  Coordinator Responsibilities

5 Agenda—Continued 2. Risk Management  Risk Assessment  Risk Mitigation  Date Practices  Garnishment  Security

6  Fiscal Controls Fiscal Operations Travel and Purchasing Requests Slow Down, ROOM and End of Program Payments and Refunds  Reports  Vendor Management Vendor Policy and Agreement Vendor Meetings Vendor Fiscal Management Consumption 3. Control Activities  Application  Processing Application  Best Practices  Safe at Home  eHEAT  Eligibility  WAP Eligibility  Benefits Primary Heat, Crisis, Assurance 16, Energy Related Repairs, Reach Out of Warmth Cold Weather Rule Agenda—Continued

7 4. Communication and Information  Communication Strategy  Outreach 5. Monitoring  Monitoring Process and Focus  Quality and Performance Control  Debrief  Close and Adjourn Agenda—Continued

8 State of the Program The State of the Program is Sound God bless America!

9 Minnesota’s LIHEAP FFY2009 allocation three parts for amounts:  MN LIHEAP Allocation$144,527,532  Contingency $19,454,863  FFY2009 Leveraging$ 239,126  Total$164,221,521 (Compared to approx. $102,000,000 last year)

10 Services to Households Increase FY2009 households served  Served 153,685 HHDs up from 126,911 in FY2008  Served 73,000 HHDs in crisis up from 42,000 in FFY2008  Serve more households needing ERR  Serve more HHDs between 50% & 60% SMI with ROFW

11 Application Status FFY2009 EAP Application Status as of August, ( With Comparison to 2007 & 2008) #Status10-Aug-079-Aug-0810-Aug-09Description 1.Approved120,417125,899153,663 Applications in payable, in-progress or paid 2.Complete Has all info. and ready to determine eligibility 3. Sub Total120,456125,911153,685 Total of Lines 1 and 2 4. Incomplete2545 Applied and being processed 5.Logged3 2 Received & in queue to be processed 6. Denied18,87719,09218,714 Applied, processed and determine ineligible 7. Closed Due to known move or deceased 8. Sub Total140,227145,625173,243 Total of Lines 1,2 and Pre Log30,87226,31324,281Previous FFY Applicants mail to but have not reapplied 10Void Cancelled applications

12 Obligated as of August 10, 2009  PH: $ 75,730, % (FFY08 $65,651,736)  Crisis: $34,938, % (FFY08 $14,403,822)  ERR $8,240, % (FFY08 $5,397,030)  ROFW $684, % (FFY08 $379,391)

13 State of the Program  We got a lot of money in FFY2009  Prices are rising  Economic conditions are strained  Arrearages have grown  Pressure on this program to do even more  Unclear where any additional efficiencies could be gained  Ultimately it’s a resource question  Accountability

14  Minnesota’s congressional delegation is well informed on LIHEAP  Funding is always fluid and unpredictable  Continued pressure of volatile fuel prices  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)  Grand Portage will be served by AEOA this coming year Federal Fiscal Year 2010

15 FY2010 Key Start Up Dates  Federal funding  Mailing starts Today and ends August 28  Resources to open the doors October 1  Consumption gathering began August 3  Matrix October 1

16 State of the Program Summary  It will be a difficult year, as usual  Our job is to run the best program possible  We can’t help everyone  Attention is focused on the program

17 MN Weatherization Assistance Program Update  2009 in Review  American Recovery and Reinvestment Act – ARRA  Other Program changes or not

in Review  Total Dwellings Weatherized: dwelling units utilized DOE funds – The production goal for the year was dwelling units utilized EAP/WX funds 1391 dwelling units utilized CIP funds Note: All numbers are approximate.

in Review  Reporting improvements and expansion Many new reports are available in WA (Weatherization Assistant) – They contain an excellent summary of data by individual conservation measures and aggregate information, including: ° Health and Safety ° Conservation ° Mechanical These reports are accessible to all SP coordinators. – May be shared with Directors – May be shared with others with data privacy considerations

in Review  The Tribal governments have taken steps toward self-sufficiency in the Weatherization Assistance Program (WAP). Three tribes have hired auditors, are learning the software, and are working with contractors or their own housing units to complete production work.

21 ARRA  Since January we have been immersed in preparing for the American Recovery and Reinvestment Act (ARRA).  Office of Energy Security leaders spent considerable time working with legislators as they crafted state bills governing ARRA funding.  The Funding Opportunity Announcement was dated March 12, 2009.

22 ARRA  “The American Recovery and Reinvestment Act of 2009, Pub. L , was enacted to preserve and create jobs and economic recovery.” Financial Assistance Funding Opportunity Announcement DE-FOA , March 12, 2009.

23 ARRA Permanent Changes  Eligibility income level was increased.  The average expenditure per dwelling was increased to $6500.  A larger percentage of the total funding was allowed for training and technical assistance.  The date allowed for reweatherization was changed.

24 ARRA – Davis Bacon*  Production using ARRA funding will not likely begin until the Department of Labor has issued a wage category for Weatherization workers, and has issued a list of the prevailing wages by county for that category.  Training for Davis Bacon will begin soon after these two critical issues have been resolved. * Required for ARRA funding only.

25 Other Changes at the Federal Level  HUD and DOE have entered into a Memorandum of Understanding regarding eligibility in multifamily rental buildings. The residents of a particular group of buildings will become automatically eligible for WAP services.

26 WAP Changes at the State Level  Increases have been made in The General Repair limit Health & Safety average per home

27 Weatherization - Unchanged  All household income is obtained and entered for WAP program eligibility.  DOE priorities remain: Elderly Disabled Families with children under 19 High consumption households (determined by eHEAT) High energy burden

28 DOE and ARRA – Numbers and Dollars and Contract Years  Regular DOE funding (1 year) $15,972,943  Supplemental DOE funding – 2009 (Over 2 years) $10,717,281  ARRA Funding (Three year grant) $131,937,411

29 Production Projection  Units completed 2009 – Approximately 4000 (DOE regular funding) 2010 – Estimated 11,000 (DOE and ARRA funding at the higher average) – Based on a goal of spending 75% of the ARRA funds by September 30, 2010

30 Capacity Expansion  Hiring 7 Field monitors – Five field monitors – One training/field monitor – One dedicated Tribal monitor 2 Fiscal monitors  Monitoring on-site completions Increasing inspections from 5% to 10% of all jobs

31 Training Opportunities  Residential Auditor Training – Dunwoody  Advanced Residential Auditor Training – Dunwoody  Advanced Insulation/Air Sealing Training – Dunwoody  State training  Local agency training and mentoring  Mentoring for Weatherization and Utilities – Coalition  Insulation Installer – Summit Academy  Other training opportunities

32 What lies ahead?  Hints from the Administration Funding – ARRA is a three year grant – not likely to 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

33 Overview of Training

34 Training 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

35 Values We value--  An informed and well-trained service provider system  An advocacy orientation  Compliance with program rules and consistent application  Service provider sharing of best practices

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

37 Focus Continued  Training on changes and selected topics as needed Review applications Program improvements Addressing compliance issues from last year  Identifying and preparing trainers  Debriefing  Following up TAD Train-the-trainer materials

38 Focus 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 requirements

39 DOC Roles 1  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 the other context, direction, constraints and needs of the program

40 DOC Roles 2  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

41 Coordinator’s Role  Stakeholders  Program Implementation  Training  Communication  Vendor Management  More on this later in the training

42 Communication  The Energizer All formal communications except for rare emergency Approximately weekly Require Coordinator and staff attention Carries the weight of the Manual  Spark  EAP.mail  eHEAT.doc  EACA & MinnCAP Director meetings  Rarely—Other approaches

43 Training-The-Trainer Training EAP Coordinators (plus 1) who train their agency Staff Training-The-Trainer

44 OR Training-The-Trainer

45 ”What Happens In St. Cloud Doesn’t Stay In St. Cloud!” Training-The-Trainer

46 Coordinator’s Training Role “Training” varies by the audience  Direct program staff Receptionists and Data Entry Outreach workers Processors and Certifiers Assurance 16 ERR  Accounting/Fiscal Staff  Data Privacy Manager  Executive Director Training-The-Trainer

47 Training Focus  Communicate the program  Train for program-related tasks  Describe expectations  Influence attitudes Training-The-Trainer

48 State Priorities:  Customer Service  Consistency  Using eHEAT  Data Practices  Internal Control Framework  Quality & Performance Control Training-The-Trainer

49 State Priorities: Consistency  JADs – including document/policy reviews by  EACA - SMEs  Effort Definitions - Foundation  Rationale  Only one State Policy/Procedure  Reasonable decisions Based on the best information available Using applicable manual policies Using common sense, program knowledge, experience, and expertise in a particular situation Document the decision process and decision Training-The-Trainer

50 State Priorities: eHEAT  Tool for EAP and Program Consistency Delivery Administration  Collector/Receptor of data  State policies and procedures are based on the belief that all SPs use eHEAT consistently and correctly Training-The-Trainer

51 Selecting Training Topics and Methods Training-The-Trainer

52 Preparation  Plan for MORE More households More calls More crisis More ERR More Staff – EAP 101 More space – For staff and files Training-The-Trainer

53  Determine who needs what information  Use this training to decide who to train, what to train on, and how to train What materials to use  Cross-training other agency staff Resources within the agency Preparation Training-The-Trainer

54 Decide Training Audience & Content  Reflect & debrief FFY 2009 with staff for improvement Team Building  Review Monitoring Letter  What has changed?  Do changes affect any work we do?  Who does the work?  Who else is affected?  What do we need to work on? Training-The-Trainer

55 Training Tools In Folder:  Copies of the slides Best Practice: Write notes next to slide  WAP Map - Service Areas  Business Strategy Model (BSM)  ERR – FSR Model  Outreach List  Exotic Fuels Worksheet  Leveraging Report Other :  EAP Policy Manual  The PowerPoint slides  Tools on the Commerce Website  The Turn-Around-Document (TAD)  Training Q & A Training-The-Trainer

56 eHEAT as a Tool  Could we use eHEAT better for quality control?  Anything new in eHEAT? Who needs to know? How do these changes affect the way we work?  Any improvements we can make in the way we enter data into eHEAT? Is ERR data complete and up-to-date? Entering EB and EBA correctly? Are we doing unnecessary data entry (entering data or changing entries we don’t need to)? How can we improve our A16 data entry? Training-The-Trainer

57 Intake Staff Candidate Training Topics  EAP Manual  State priorities Consistency eHEAT Data Practices  Application  eHEAT and Data Entry  Eligibility  Crisis & ERR  Vendors and Energy Costs Training-The-Trainer

58 EAP Manual  Use extensively for training – it has basics 101  EAP FFY2010 Manual Change List  Effort Definitions Intentions Values Focus Context Training-The-Trainer

59 Manual Corrections Corrections will be printed in The Energizer. The following were identified:  Qualified Eligibility – Chapter 5, p.37 Households that have only one any of the following sources of income and no other income are eligible at the lowest level of income under the state median income guidelines.  Household Definition – Chapter 5, p. 53 An applicant who rents a room to this renter must count the rental income, may deduct rental expenses and, if included, must have residential consumption costs reduced by the renter’s percent of living space in the dwelling. Service Providers must check the box in eHEAT that asks if the household operates a business in their home. eHEAT will use the BACK UP MATRIX for the primary heat benefit.  Chapter 8 page numbers should be 58 thru 67  Chapter 9 is numbered so there are pages with the same numbers  Chapter 26 in the table of contents is listed as p. 154 but there is no 154 it is currently p. 155 Training-The-Trainer