1. CDBG Program Efficiencies
2018 NCDA WINTER meeting
CDBG Program Efficiencies
COMMUNITY DEVELOPMENT COMMISSION OF THE COUNTY OF LOS ANGELES W. Main Street, Alhambra, CA

2. 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 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 funds
ESG $1,868,101  in FY funds
$42,079,852
Leveraged Funds Projected for $23,820,099
GRAND TOTAL $65,899,951

3. 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

4. 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

5. 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

6. 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.

7. 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

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

10. 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

11. 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

12. 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 notice to
clients on due dates and
delinquency.
Quarterly data compiles
for annual reporting
Data transfers directly
to HUD reporting format
Grants Management System

13. 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

14. 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

16. 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

17. 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

18. 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

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