FFY2011

1. FFY2011 Presented at FFY2011 EAP Annual Training August 11 & 12, 2010 Section 1 contents: State of Program WAP Overview Training Approach New Manual EAP Annual Training Section 1(Of 6)

2. FFY2011EAP Annual Training New Coordinators • Pat from MLBO • Missy from Bois Forte • Tammy from SCD • Mary from AEOA • Phil from Todd County

3. First things first FFY2011 EAP Annual Training • Thank you • Another record year • Two record years in a row • EAP helped 446,227 in Minnesota • Just plain amazing work!

4. MN’s LIHEAP funding FFY2010 FFY2011 State of the Program Allotment $144,527,532 • 10-26-09 $108,395,649 • 01-14-10 $34,984,532 • 02-12-10 $1,147,351 Emergency Cont. $11,566,739 Leveraging Funds $218,781 Total to date $156,313,052 • Emergency Contingency Funds Remaining ($100 million). No additional funds are expected

5. Services to Households FFY2011 State of the Program • FFY2010 was a record year • $156,313,052 • 164,806 households served

6. Application Status FFY2011 State of the Program

7. FFY2011 State of the Program By the Numbers • Increase in Households Served • 2009 153,710 $ 75,229,903 • 2010 164,806 $104,672,895 • Decrease in Crisis • 2009 73,015 $33,219,629 • 2010 71,727 $30,135,364 • Increase in ERR • 2009 7,430 $8,235,812 • 2010 8,048 $8,748,193 • Increase in ROFW • 2009 3,235 $1,252,109 • 2010 5,713 $2,145,713

8. State of Program FFY2011 State of the Program • We got a lot of money in FFY2010, again • Prices are moderate • Economic conditions continue to be strained • Arrearages are more stable • Pressure on this program to do even more • Unclear where any additional efficiencies could be gained • Ultimately it’s a resource question • Accountability, Accountability, Accountability (yes that’s three accountabilities!)

9. Federal Fiscal Year 2011 FFY2011 State of the Program • Minnesota’s congressional delegation is informed on LIHEAP • Funding is always fluid and unpredictable • Continued pressure of volatile fuel prices • Less 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) • Ottertail County will be served by Ottertail-Wadena CAP this coming year – Thanks Peggy

10. State of Program Context FFY2011 State of the Program • Internal Controls Framework (ICF) is major theme • Incorporating ICF into more aspects of EAP business • This will continue • Expertise at the State and local levels continue to increase • Fraud in Pennsylvania • Led to a GAO Report • 7 states programs were reviewed • GAO found LIHEAP in general lacks program integrity (similar to ICF) • Major ramifications include • additional information in the State Plan (from 26 pages to 91 pages) • requiring and verifying SSN as control for eligibility • Developing a National Workgroup to address problems identified in GAO report

11. FFY2011 Key Start Up Dates FFY2011 State of the Program • Federal funding • Mailing starts next week and ends August 31 • Resources to open the doors October 1 • Consumption gathering began August 2 • Matrix by October 1

12. State of the Program Summary FFY2011 State of the Program • It will be a difficult year, as usual • Our job is to run the best program possible • We can’t help everyone • Focus attention on EAP program • Accountability (did I say that already?)

13. FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) MinnesotaWeatherization Assistance Program Update - 2010The Good, The Very Good, and The Almost UglyMarilou Cheple

14. The Good FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) • WAP completed the 2010 DOE Regular contract with 2123 households served. • 2083 households were served using EAP/WX transfer funds. (DOE Regular and ARRA funds) • MN WAP created over 450 jobs in the last quarter of the 2010 Federal Year.

15. The Very Good FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) • MN WAP reached the goal of 30% of ARRA units completed in May 2010. • Resulted in receiving the final 50% of ARRA funds. • As of June 30, 2010, 6383 households have received weatherization using ARRA funds. • Nine Service Providers received $9.75 million in Performance Funding in June of 2010. • About $46,741,566.40 million of the $132 million has been spent.

16. The Almost Ugly FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) The biggest challenge for the ARRA Grant has been: Choose only one! • Hiring enough auditors • Training auditors, crew members, and contractors • Davis Bacon requirements Davis Bacon

17. What lies ahead? FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) Hints from the Administration • Funding • ARRA is a three year grant – will not 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

18. Thank you FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) We could not be where we are with the ARRA funding without the help of many. We want to thank you for your part in making Minnesota one of the top states in production, money spent, and quality assurance.

19. FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP) • A little levity from an introvert…….

20. FFY2011 EAP Training Minnesota’s Weatherization Assistance Program (WAP)

21. Training Intentions FFY2011 EAP Annual Training Overview • 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

22. Values FFY2011 EAP Annual Training Overview • An informed and well-trained service provider system • An advocacy orientation • Compliance with program rules and consistent application • Service provider sharing of best practices

23. Focus FFY2011 EAP Annual Training Overview • Training for program implementation • EAP Management Approach • Coordinated Responsible Model • Internal Controls Framework (ICF) • Business Strategy Model • Quality & Performance Control • Promising Practices

24. Focus, continued FFY2011 EAP Annual Training Overview • Training on changes and selected topics as needed • Review applications • Program improvements • Addressing compliance issues from last year • Identifying and preparing trainers • Debriefing • Follow up • TAD • Train-the-trainer materials

25. Focus, continued FFY2011 EAP Annual Training Overview • Audience: Coordinators plus 1 • Assumptions • The Local Program Experts • The Local Program Trainers: Train-the-Trainer • Excludes • EAP 101 • Making EAP policy • Designing eHEAT enhancements

26. DOC Roles FFY2011 EAP Annual Training Overview • 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 context, direction, constraints and needs of the program

27. DOC Roles(continued) FFY2011 EAP Annual Training Overview • 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

28. Coordinator’s Role FFY2011 EAP Annual Training Overview • Stakeholders • Program Implementation • Program Improvement • Training at local level • Communication • Vendor Management • More on this later in the training

29. Training Focus FFY2011 EAP Annual Training Train-the-Trainer • Communicate the program • Train for program-related tasks • Describe expectations • Influence attitudes

30. FFY2011 EAP Annual Training Train-the-Trainer State Priorities • Customer Service • Consistency • Using eHEAT • Data Practices • Internal Controls Framework • Quality & Performance Control

31. Selecting Training Topics & Methods FFY2011 EAP Annual Training Train-the-Trainer

32. Developing Your Training FFY2011 EAP Annual Training Train-the-Trainer • Reflect & debrief FFY2010 with staff for improvement • Team Building • Review Program Audit Report (PAR) • Review Local Plan • What has changed? • How do changes affect any work we do? • Who does the work? • Who else is affected? • What do we need to work on? • What changes are necessary due to the increased number of household applications?

33. FFY2011 EAP Annual Training Train-the-Trainer Training Materials • Manual • PPT • Logistics and other

34. FFY2011 EAP Annual Training Train-the-Trainer Manual • Use extensively for training – it has basic for EAP 101 • EAP FFY2011 Manual Change List • Effort Definitions • Intentions • Values • Focus • Context • PDF version • Links are a tool for training • Use find feature • Put shortcut on desktop

35. FFY2011 EAP Annual Training Train-the-Trainer Manual PDF version, Use hyperlinks & “Find” features

36. FFY2011 EAP Annual Training Train-the-Trainer Manual“Find” feature, continue to next occurrence

37. FFY2011 EAP Annual Training Train-the-Trainer How to find the “Find” button for the toolbar Right Click

38. FFY2011 EAP Annual Training Train-the-Trainer Manual PDF version & “Find” word/phrase be “unique”

39. FFY2011 EAP Annual Training Train-the-Trainer How to add Manual to your desktop

40. FFY2011 EAP Annual Training Train-the-Trainer How to add Manual to your desktop

41. FFY2011 EAP Annual Training Train-the-Trainer How to add an icon to your desktop for the Manual

42. FFY2011 EAP Annual Training Train-the-Trainer PowerPoint • Additional Notes on PowerPoint printout • Go through and select sections for audience • Look at last year’s PowerPoint • Slides for training not repeated

43. FFY2011 EAP Annual Training Train-the-Trainer Logistics • Paper version of the Manual – take notes • Turn-Around-Document (TAD) for reference and PPT on Web ASAP • Think about training for new staff • Annual vs. on-going • SP are expert on eHEAT • Use UAT to train & practice • Get User ID and Password from eheat.doc

44. Why Characterization of Changes Structure Special thanks to Service Provider staff who reviewed chapters: Jennifer & Cheryl at CAPSH, Colana at LSS, Nancy at Mahube, Nancy at Brown Cty. FFY2011 New Manual Design Training Topics 44

45. Why? Manual was last redone 7 years ago Over the years chapters were fit into the Manual Organized to follow the business process Reorganized content within chapters and improved general flow of the Manual FFY2011 New Manual Design 45

46. Why?(Continued) Desire to improve ease of use, clarity of content Reflect increased use of technology, i.e. links, appendices & forms on web EZ items from last year were added FFY2011 New Manual Design 46

47. Characterization of Changes Each chapter’s subsections are detailed in the Table of Contents and at the beginning of each chapter. FFY2011 New Manual Design 47

48. Characterization of Changes Appendices are all hyperlinked from Manual to DOC webpage for Service Providers. The Appendices are no longer attached to the end of each chapter. More of the forms are electronic (ERR, Self-Employment Worksheets, Biofuels Worksheet) One place on the web to find forms Each chapter has it’s own page numbering. FFY2011 New Manual Design 48

49. Characterization of Changes (Continue) Chapters are reorganized under three headings EAP Administration These chapters provide general, overview information and administrative tasks EAP Service Delivery The chapters in this section of the manual are organized to mirror the process of handling applications Grant Contract Administration This section details the requirements and processes for administering the program FFY2011 New Manual Design 49

50. Structure EAP Administration Chapter 1 Program Control Environment Chapter 2 Overview of Service Provider Responsibilities Chapter 3 Energy Vendors FFY2011 New Manual Design 50