FFY2015

1

• FFY2015
• EAP Annual Training
• August 12 13, 2014
• St. Cloud

Assurance 16
1
2

• Agenda
• Introduction Background
• A16 Things to Consider
• FFY15 Policy Manual Changes
• A16 Moving Forward
• Q A

3

• Introduction Intentions
• Introduce A16 changes to some
• Reinforce A16 changes for others
• Train on new information with examples
• Address initial questions

4

• Background History
• FFY13 A16 changes discussed
• EAP Policy Advisory Committee (PAC)
• SP Subject Matter Experts (SME)
• FFY14 - A16 changes
• May 2014 EACA A16 discussion
• May/June 2014 SP SME

5

• Background Lessons learned
• Together, we have learned a lot
• A16 is not like Primary Heat, Crisis and ERR
• SPs and DOC have different and shared demands and
  responsibilities
• Outreach and accessibility are important, but
• Need to focus more clearly on energy need
  reduction

6

• A16 Things to Consider

7

• A16 Things to Consider
• Here are some things weve considered
• Are A16 and processing EAP applications similar
  activities? Or different?
• Is it just as easy to tell if youre doing a good
  job with one, as it is for the other?
• How do you know?

8

• A16 Things to Consider
• The following has helped us think differently
  about A16.

9

• A16 Things to Consider
• Political Scientist James Q. Wilson classified
  government agencies into four functional types
• Procedural
• Craft
• Coping
• Production

10

• A16 Things to Consider
• Organizations with different objectives and ways
  of working have different characteristics.
• Which is EAP? And what are the effects? How are
  A16 and PH/Crisis similar or different?

11

• A16 Things to Consider
• Terms
• Activity or input What you do your work
• e.g., processing applications, processing Crisis
  benefits
• Output The things that result from your work
• e.g., household receives primary heat benefit,
  crisis benefit, etc.
• Outcome The impact of your outputs
• e.g., households energy burden reduced, loss of
  heat prevented

12

• A16 Things to Consider
• Procedural
• Managers observe what subordinates are doing
  (inputs), but not the outcome (if any)
• Example The Occupational Safety and Health
  Administration (OSHA) mental health hospitals

13

• A16 Things to Consider
• Craft
• Activities are hard to observe but outcomes are
  relatively easy to evaluate
• Examples The military (during war) Army Corps
  of Engineers US Forest Service

14

• A16 Things to Consider
• Coping
• Cannot observe either the outputs or outcomes of
  key operators
• Examples a police department, school systems,
  and the State Department

15

• A16 Things to Consider
• Production
• Observable outputs and routine work processes,
  laws, and regulations
• Example The Social Security Administration, IRS

16

• A16 Things to Consider
• Wilsons Law
• Work that produces measurable outcomes tends to
  drive out work that produces unmeasurable
  outcomes.

17

• A16 Things to Consider
• PH, Crisis ERR are clearly
• Production - observable outputs and routine work
  processes, laws, and regulations
• A16 is somewhere between
• Craft - activities are hard to observe but
  outcomes are relatively easy to evaluate
• Coping - cannot observe either the outputs or
  outcomes of their key operators

18

• A16 Things to Consider
• We also learned we have different needs
• SPs need
• Clarity on outreach providing access to EAP
• Clarity on eligible A16 activities and allowed
  costs
• Reduce burdensome and ineffective/unproductive
  reporting/documentation requirements
• DOC needs
• Accountability
• Demonstrable impact
• Both need
• Maximize household impact

19

• A16 Things to Consider
• In sum To make A16 work, and have an appreciable
  impact on households, we must find meaningful
  ways to balance flexibility and creativity with
  accountability and demonstrable impact.

20

• FFY15 A16 Policy Changes
• A16 Structure Funding Limits
• Clarify outreach referral/advocacy
• Simplify A16 accounting
• Reduce unnecessary reporting
• Increase focus and clarity of eligible/ineligible
  activities allowable costs
• Begin work group for ongoing A16 development

21

• A16 Structure Funding Limits

22

• A16 Structure Funding Caps
• Two A16 Activity Categories Outreach Energy
  Self-Sufficiency
• Outreach
• Informational
• Accessibility
• Energy Self-Sufficiency
• Responsive
• Proactive

23

• A16 FFY15 Policy Changes

Sub-Categories
Activity Category
Funding
Informational
Outreach
Accessibility
A16 Allocation
Responsive
Energy Self-Sufficiency
Proactive
24

• A16 FFY15 Policy Changes
• Outreach
• Informational Outreach activities Service
  Providers engage in to promote awareness of the
  Energy Assistance Program, with the related goal
  of increased program enrollment.

25

• A16 FFY15 Policy Changes
• Informational Outreach
• Some examples
• Dropping off applications at the local food shelf
• Set up and staffing of EAP outreach booth at the
  annual community fair
• Costs for producing and placing EAP
  advertisements in local buses
• What are some other examples?

26

• A16 FFY15 Policy Changes
• Outreach
• Accessibility Outreach activities specifically
  aimed at enabling households to apply for EAP
  benefits who would otherwise be unable to
  successfully do so without such assistance.

27

• A16 FFY15 Policy Changes
• Accessibility Outreach
• Some examples
• Helping a senior get income documentation, when
  they cant get their SSA income documentation
  online on their own
• Translation of materials and bilingual
  accommodation to convey eligibility requirements
  and assist persons with limited English
  proficiency during the application process
• What are some other examples?

28

• A16 FFY15 Policy Changes

Sub-Categories
Activity Category
Funding
Informational
Informational
Outreach
Outreach
Accessibility
Accessibility
A16 Allocation
Responsive
Energy Self-Sufficiency
Energy Self-Sufficiency
Proactive
29

• A16 FFY15 Policy Changes
• Energy Self-Sufficiency
• Activities that contribute toward reducing
  household energy need and enabling energy
  security by impacting one or more of the
  following areas

30

• A16 FFY15 Policy Changes
• Energy Self-Sufficiency

31

• A16 FFY15 Policy Changes
• Energy Self-Sufficiency Example

32

• A16 FFY15 Policy Changes
• Energy Self-Sufficiency Example

33

• A16 FFY15 Policy Changes
• Energy Self-Sufficiency (ESS)
• Some examples
• Referring a household to HeatShare
• Providing a household with a financial literacy
  pamphlet
• What are some other examples?

34

• A16 FFY15 Policy Changes
• Energy Self-Sufficiency (ESS)
• Responsive vs. Proactive ESS
• Difference is primarily in the approach to how
  activities are conducted
• Certain specific activities could be conducted
  for either

35

• A16 FFY15 Policy Changes
• Responsive Energy Self-Sufficiency (ESS)
• Activities that are reactive, reflexive,
  spontaneous, occasional, short-term, and/or less
  intensive.
• Performed with or on behalf of households in
  response to an immediate need
• More likely to be carried out for just a short
  period of time

• Do not include extensive follow up
• May include providing information, educational
  resources or basic short-term advice or guidance
• Generally performed with households that are not
  specifically selected for ESS services

36

• A16 FFY15 Policy Changes
• Proactive Energy Self-Sufficiency (ESS)
• Activities that reduce household energy need in a
  manner that is planned, comprehensive,
  intentional, deliberate, focused, long-term,
  and/or intensive.
• Sustained, substantial change in a households
  energy security
• Limited number of households in an intensive, or
  thorough, manner
• More likely to be performed over a longer period
  of time (e.g., weeks to months)
• May include extensive follow up, case management,
  and assessment of how the services affected the
  household

• May include education in a classroom or intensive
  counselling format
• Often done with households identified and
  selected through a needs assessment process

37

• A16 FFY15 Policy Changes
• Proactive vs. Responsive ESS
• You each have different-colored paper with
  proactive and responsive written on them
• Im going to show some examples, and I want you
  to hold up your paper showing the kind of ESS you
  think the example represents
• Keep in mind were taking a developmental
  approach to A16

38

• A16 FFY15 Policy Changes
• Proactive vs. Responsive ESS
• An eligible household calls with a Crisis.
  Although theyve already used up all available
  benefits, the SP refers them to county emergency
  assistance. No follow up is done with the
  household.
• Responsive

39

• A16 FFY15 Policy Changes
• Proactive vs. Responsive ESS
• When helping a household apply for EAP benefits,
  a SP gives the household a list of referral
  agencies and a pamphlet with energy conservation
  tips. The SP provides no other assistance at that
  time and doesnt follow up.
• Responsive

40

• A16 FFY15 Policy Changes
• Proactive vs. Responsive ESS
• 15 households identified through a needs
  assessment commit to a half-year, bi-monthly
  energy conservation class. The SP assesses their
  learning through pre- and post-class interviews.
• Proactive

41

• A16 FFY15 Policy Changes
• Proactive vs. Responsive ESS
• An SP develops criteria to enroll households in
  long-term, comprehensive case management
  services. Households receive multiple referrals
  over time, with occasional check-ins and
  follow-up. Household impact is assessed with a
  questionnaire and household needs assessment
  tool.
• Proactive

42

• A16 FFY15 Policy Changes
• Proactive vs. Responsive ESS
• What do you think? Other examples?
• Break into groups to discuss
• Youll report back for your group

43

• A16 FFY15 Policy Changes
• A16 Funding
• A16 funding will be handled differently in FFY15
• Clearly define limit to Outreach spending
• Reserve a portion of A16 funds specifically for
  Proactive ESS proposals

44

• A16 FFY15 Policy Changes

Sub-Categories
Activity Category
Funding
Informational (Determined by SP)
Outreach (50 or less of A16)
Outreach (50 or less of A16)
Accessibility (Determined by SP)
A16 Allocation
Responsive (Flexible, based on remaining funds)
Responsive (Flexible, based on remaining funds)
ESS (50 or more of A16)
ESS (50 or more of A16)
Proactive (No less than 25 of A16)
Proactive (No less than 25 of A16)
45
A16 FFY15 Policy Changes

• Why up to 50 for outreach?
• Why reserve 25 for Proactive ESS?
• What about flexibility to determine activities?
• Do we have to propose activities?

46
A16 FFY15 Policy Changes
Funding Rules
Outreach 50 or less
Responsive ESS 25 (more, if outreach is less than 50)
Proactive ESS at least 25
47
A16 FFY15 Policy Changes
Funding Rules
Outreach 50 or less
Responsive ESS 25 (more, if outreach is less than 50)
Proactive ESS at least 25
48
A16 FFY15 Policy Changes
Funding Rules
Outreach 50 or less
Responsive ESS 25 (more, if outreach is less than 50)
Proactive ESS at least 25
49
A16 FFY15 Policy Changes
Funding Rules
Outreach 50 or less
Responsive ESS 25 (more, if outreach is less than 50)
Proactive ESS at least 25
50
A16 FFY15 Policy Changes
Funding Rules
Outreach 50 or less
Responsive ESS 25 (more, if outreach is less than 50)
Proactive ESS at least 25
51
A16 FFY15 Policy Changes
Funding Rules
Outreach 50 or less
Responsive ESS 25 (more, if outreach is less than 50)
Proactive ESS at least 25
52
A16 FFY15 Policy Changes

• Funding
• DOC will allocate 75 of A16 to all SPs based on
  admin formula
• Remaining 25 is reserved for Proactive ESS
• Will only be allocated with an approved proposal
• Proposals for FFY15 must be submitted by Feb. 1,
  2015

53
A16 FFY15 Policy Changes

• Funding
• SPs will receive NFAs with the allocation.
• SPs manage Outreach Responsive ESS
• Report by A16 category on FSR
• Policy is cannot exceed 50 Outreach, but
  allocation does not control this
• If SP exceeds 50 Outreach, the additional costs
  could be disallowed
• We will have a webinar in September including
  fiscal staff to train on the details of managing
  A16 funds in eHEAT

54
A16 FFY15 Policy Changes

• Simplify A16 Accounting
• Previous DOC guidance was unclear and confusing
• SPs will not have to link A16 tasks directly to
  time
• SPs will track time/expenses to three A16 funds
  categories
• Outreach
• Responsive ESS
• Proactive ESS
• A16 Expenses will be reported by three A16
  categories on monthly FSRs

55
A16 FFY15 Policy Changes

• Simplify A16 Accounting
• SPs do not need to do this
• Enter time for each A16 task
• Add up the time for each task by employee eHEAT
  ID
• Use this information as the basis for employee
  A16 payroll costs

56
A16 FFY15 Policy Changes

• Simplify A16 Accounting
• Instead, SPs should
• Track employee time and expenses as you regularly
  would
• Be able to distinguish time between different A16
  categories (i.e., Outreach, Responsive ESS, and
  Proactive ESS), and from non-A16 categories
• Use this information as the basis for employee
  A16 payroll and supplies/equipment/other
  allowable costs

57
A16 FFY15 Policy Changes

• Simplify A16 Accounting
• Example

Department Energy Assistance Department Energy Assistance   Pay End Date 7/15/14 Pay End Date 7/15/14
Employee Name Jane Doe Employee Name Jane Doe Energy Assistance Specialist Energy Assistance Specialist Energy Assistance Specialist
Earning Code Monday Tuesday Wednesday Thursday
Admin 5.0 4.0 3.0 0.0
Outreach 1.0 2.0 1.0 1.0
Responsive ESS 2.0 1.0 3.0 0.0
Proactive ESS 0.0 1.0 1.0 7.0
58
A16 FFY15 Policy Changes

• Reduce Unnecessary Reporting

59

• Go from this

To this.
60
A16 FFY15 Policy Changes

• Reduce Unnecessary Reporting
• What do we want reported?
• Information demonstrating
• Your preparedness to conduct A16 activities
• What you actually did
• Why?
• Validate your expenses (accountability)
• Can be used to improve what we do (impact)

61
A16 FFY15 Policy Changes

• Reduce need to report unnecessarily
• Dramatically reduce the logging requirements in
  eHEAT
• Responsive ESS
• Providing client with specific referrals
• Providing applicants with a list of referral
  agencies
• Provide energy self-sufficiency information
• Outreach
• Make applications available
• Outreach events
• Informational materials

62
A16 FFY15 Policy Changes

• A16 eHEAT
• Logging in eHEAT should be helpful to you
• Only log activities that it makes sense to count
• Specific referrals referral sheets
• Informational materials
• Events
• All info logged in eHEAT relates to required
  report information, but not all required report
  information is logged in eHEAT

63
A16 FFY15 Policy Changes

• Reduce Unnecessary Reporting
• Lets see what eHEAT looks like eHEAT

64
A16 FFY15 Policy Changes

• eHEAT A16 Search

65
A16 FFY15 Policy Changes

• eHEAT - Outreach

66
A16 FFY15 Policy Changes

• eHEAT Referral Advocacy

67
A16 FFY15 Policy Changes

• eHEAT - Accessibility

68
A16 FFY15 Policy Changes

• eHEAT - Accessibility

Note No more A16 button, since you should not
be logging activities by household
69
A16 FFY15 Policy Changes

• Reduce Unnecessary Reporting
• Local Plan went from about 5 pages, to just over
  2
• A16 Report went from over 4 pages, to less than 2

70
A16 FFY15 Policy Changes

• Referral Advocacy Preparation
• Local Plan
• Report

Activity Describe planned activity (how, when, who)
Building Network of Local Resources  
Familiarize Staff with Local Government Resources  
Training Staff to Elicit Client Needs  
Activity Describe activity (how, when, who)
Building Network of Local Resources  
Familiarize Staff with Local Government Resources  
Training Staff to Elicit Client Needs  
71
A16 FFY15 Policy Changes

• Providing clients with specific referrals
• Local Plan
• Report

Brief description of common resources households are referred to. Add rows, if applicable. Estimated of referrals for FFY15
Example Resolve energy emergency by referring to County Crisis Services  
Example SNAP  
Example MFIP  
Brief description of common resources households were referred to. Add rows, if applicable. of referrals for FFY15
Example Resolve energy emergency by referring to County Crisis Services  
Example SNAP  
Example MFIP  
72
A16 FFY15 Policy Changes

• Example Referral Advocacy Preparation

Activity Describe activity (how, when, who)
Building Network of Local Resources In October 2014, EAP Coordinator went through the list of local referral resources and updated it, ensuring contact information was still correct.
Familiarize Staff with Local Government Resources In November 2014, EAP Coordinator held a 2-hour training with all EAP staff to present available resources, update on resource changes, etc.
Training Staff to Elicit Client Needs  N/A
73
A16 FFY15 Policy Changes

• Example Providing Clients with Specific Referrals

Brief description of common resources households were referred to. Add rows, if applicable. of referrals for FFY15
Resolve energy emergency by referring to County Crisis Services 150
SNAP 100
MFIP 75 
74
A16 FFY15 Policy Changes

• Ideas for Recording Activities
• Specific referrals create a tally sheet of
  common referrals. Have staff tally their specific
  referrals daily/weekly. Enter the totals for each
  referral organization into eHEAT on a regular
  basis (weekly/monthly).

75
A16 FFY15 Policy Changes

• Ideas for Recording Activities
• Referral list 1) tally sheet, have staff email
  A16 Coordinator with total provided daily. Enter
  total in eHEAT regularly. 2) Count the total you
  print. When you run out, enter the amount
  provided into eHEAT.
• What are some others?
• Take 5 minutes to discuss
• Report back

76
A16 FFY15 Policy Changes

• What you should do
• Review FFY15 EAP Policy Manual Appendix 9C
• Think about
• How staff will record offline
• Input into eHEAT
• Download and summarize the different required
  reporting elements
• Contact me with your questions or requests for
  clarification or support (michael.schmitz_at_state.mn
  .us)

77
A16 FFY15 Policy Changes

• Increase Focus Clarity of Remaining A16
  Activities
• For Responsive ESS, Referral and advocacy are
  combined into one category
• Define referral more broadly (Advocacy is an
  aspect)
• Enabling households to access non-EAP resources
  (e.g., other social support programs, energy
  vendor help)
• Because it is Responsive, it does not include
  case management (which, by definition, is more
  holistic, longer term, focused)

78
A16 FFY15 Policy Changes

• Responsive ESS Clarifying Referral Advocacy
• Referral Advocacy involve
• Collaborating or coordinating services with
  appropriate community programs or other resources
  (including energy vendors) to strengthen or
  improve household energy security, build
  self-sufficiency skills, or stabilize a
  households situation
• Advocating on behalf of the client for
  appropriate services
• Maintaining collaborative contacts with social
  work or other related professionals

79
A16 FFY15 Policy Changes

• Responsive ESS Referral Advocacy Tasks
• Providing client with specific referrals. This
  activity includes providing specific referrals to
  households based on a responsive, and generally
  minimal, needs assessment. It includes advocating
  for the household to make sure services can be
  accessed
• This task may also include

80
A16 FFY15 Policy Changes

• Referral Advocacy may include
• Needs assessment
• Accessing services
• Stabilizing household situations
• Resolving energy emergency

It does not include administering PH, Crisis, or
ERR
81
A16 FFY15 Policy Changes

• Responsive ESS Other Referral Advocacy Tasks
• Providing applicants with a list of referral
  agencies
• Referral and Advocacy Preparation Activities
• Building network of local resources
• Familiarizing staff with local and government
  resources
• Training staff to elicit client needs

82
A16 FFY15 Policy Changes

• Other Responsive ESS Tasks
• Self-Sufficiency Skills Building Activities
• Informal coaching and/or counselling
• Providing energy self-sufficiency information
• Informational materials
• One-off classes, seminars, information sessions,
  etc.

83
A16 FFY15 Policy Changes

• Outreach
• Informational Outreach activities are essentially
  the same as before
• Accessibility Outreach is more clearly allowable
• Application assistance (to meet a households
  special need)
• Assistance obtaining application verification
  documents

84
A16 FFY15 Policy Changes

• Eligible Activities
• Informational Outreach is only for informing
  about or enabling access to the Energy Assistance
  Program (i.e., not non-EAP programs)
• Accessibility Outreach is only for enabling
  potentially eligible households to apply for
  EAP(i.e., not non-EAP programs)
• Responsive Energy Self-Sufficiency funds may only
  be used for activities conducted with, or on
  behalf of, households who have already applied
  for EAP benefits (see Chapter 9 for when
  applications are not available). Households
  determined ineligible for EAP benefits may
  receive services to meet their immediate needs.
• Proactive Energy Self-Sufficiency funds may only
  be used for activities conducted with, or on
  behalf of, households who have applied and have
  been determined eligible for EAP benefits in the
  current program year

85
A16 FFY15 Policy Changes

• Eligible Activities (Examples)
• A Service Provider distributes information
  informing anyone who enters their office about
  HeadStart
• Is this eligible? If so, what is it?
• Answer
• Ineligible, unless targeted to EAP applicant
  households.

Informational Outreach
Accessibility Outreach
Responsive ESS
Proactive ESS
86
A16 FFY15 Policy Changes

• Eligible Activities (Examples)
• A Service Provider helps an EAP-eligible
  household access another social services program
• Is this eligible? If so, what is it?
• Answer
• Eligible

Informational Outreach
Accessibility Outreach
Responsive ESS
Proactive ESS
87
A16 FFY15 Policy Changes

• Eligible Activities (Examples)
• During the heating season, a Service Provider
  helps a household that hasnt applied for EAP
  access another social services program
• Is this eligible? If so, what is it?
• Answer
• Ineligible

Informational Outreach
Accessibility Outreach
Responsive ESS
Proactive ESS
88
A16 FFY15 Policy Changes

• Eligible Activities (Examples)
• In mid-July, a Service Provider helps a household
  that comes in looking for help with
  transportation access another social services
  program
• Is this eligible? If so, what is it?
• Answer
• Ineligible, unless the household indicated a need
  for energy assistance as well.

Accessibility Outreach
Responsive ESS
Proactive ESS
Informational Outreach
89
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting
• Proposals are required for Proactive ESS
• This may be challenging for some
• We dont expect this to be done at a high level
  right away
• Well all need to learn from each other and
  develop this together
• We want you to be creative
• We are open to funding program design
  development

90
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting
• What you need to propose
• Description of activity or program
• How the activity or program will reduce home
  energy need
• Goal for number of participating households
• Household selection criteria
• Staff assigned to this activity or program
  (estimated of hours they will work on it)

91
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting
• What you need to propose
• Estimated duration of activity How long will
  this program last? Answers to this item should be
  a date range (e.g., November 2014 March 2015)
• Proposed indicators of success/impact What will
  you measure or assess to determine
  success/impact? How will you know that it is
  working?

92
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting
• What you need to propose
• How will these indicators be measured or
  assessed?
• Examples for an energy conservation class
• A basic exam at the end of the class
• A survey asking households whether they believe
  they learned
• Interviews with a few class participants
• Comparing changes in the participating household
  energy consumption before and after the class

93
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting
• What you need to propose
• Activity Goal What you hope your indicators look
  like when youre done
• Budget Request Estimate of how much it will cost

94
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting Example

Title of activity or program
Energy conservation education for Seniors
Description of activity or program
Selected households will participate in monthly sessions on energy usage and conservation. Sessions will include trips to different locations in the community for training on topics like simple, low-cost energy conservation techniques/home improvements energy production and identifying alternative housing options. Participants who complete the course will receive energy conservation kits provided free of charge by the local utility.
95
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting Example

Describe how the activity or program will reduce household energy need and/or enable household energy security
Participants will gain experience and knowledge of

• How different actions affect energy consumption

• Simple, low-cost measures that can make their
  homes more energy efficient

• Alternative housing options in their community
  that could better meet their needs and be more
  energy efficient

• Their increased experience and knowledge of these
  things will help households to reduce their
  energy consumption, and therefore their household
  energy need.

96
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting Example

Goal for number of participating households 12
Household selection criteria 1. EAP-eligible 2. Seniors (aged 60 or over) 3. Top 1/3 consumption for Seniors
Staff assigned to this activity or program (estimated of hours they will work on it) EAP Coordinator (40 hours) Sr. Eligibility Rep (100 hours) A16/Outreach Rep (200 hours)
Estimated duration of activity November 2014 to April 2015
97
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting Example

Proposed indicators of success/impact Participant understanding of the factors that lead to increased energy costs Participant energy consumption
How will these indicators be measured or assessed? Pre- and Post- program questionnaire
Activity goal(s) 75 of program participants will show an increase in understanding about the factors that lead to increased energy costs. 60 will show reduced energy consumption after participating.
98
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting Example
• Budget Request

Personnel salaries and benefits 10,000
Rent 1,000
Supplies 100
Equipment 150
Travel 150
Professional Services (attached itemized cost estimate, if possible) 2,000
Other (explain in an attached document) N/A
Total budget for these activities 13,400
99
A16 FFY15 Policy Changes

• Proactive ESS proposals and reporting
• Can you think of other examples?
• In groups, come up with a proposal of your own
• Report back in15 minutes

100
A16 FFY15 Policy Changes

• Allowed Costs
• EAP staff time (and associated fringe benefits)
  for
• Performing any of the activities listed in the
  ESS or Outreach activities sections, or in an
  approved Proactive ESS Proposal
• Planning, preparing, documenting, and reporting
  on eligible A16 activities
• Non-administrative costs of direct program
  services
• Supplies
• Equipment
• Travel
• Printing and postage
• Utilities and office space rental necessary for
  A16 staff performing direct program services

101
A16 Moving Forward

• Begin work group for ongoing A16 development
• Intentions
• Enable continuous, meaningful development of A16
  program activities, stakeholder collaboration,
  and performance assessment
• by
• Engaging various essential stakeholders in joint
  analysis, planning, and development
• Creating a space for interaction, cross-sector
  communication, and coordination
• Institutionalizing the processes of development
  assessment

102
A16 Moving Forward

• Work Group Basic Vision
• Group of 8-12, meeting monthly by
  webinar/conference call
• Group should include SP staff, MinnCAP staff,
  State staff, OEO representation
• Sub-groups to engage in specific tasks,
  potentially meeting (virtually) more frequently
• Quarterly in-person meetings (possibly around
  EACA)
• Work through Sharepoint or other web-based
  collaboration and document management tool
• While important to engage higher level players,
  better to engage them for sponsorship,
  perspective, influence making. Leave the detailed
  implementation to the implementers.