HWAP Program Management: Strategies for Success

Transcription

1 HWAP Program Management: Strategies for Success Weatherize Ohio Conference October 27-28, 2015 The State of Ohio is an Equal Opportunity Employer and Provider of ADA Services

2 Energy Coordinator What is an Energy Coordinator? HWAP Program Manager Conductor, captain, ringleader, director, etc. Oversees the entire program from intake to final inspection and BWR reporting Point of contact for Office of Community Assistance staff members

3 Organizational Structure Executive Director Energy Coordinator Office Manager Production Supervisor Intake Staff Inspector Heating Technician Crew Leader Inventory Staff Crew Worker

4 Organizational Structure Executive Director Energy Coordinator Office Manager Production Supervisor Intake Staff Inspector

5 Energy Coordinators Responsibilities Oversees and coordinates all aspects of the energy and weatherization programs Responsible for managing a staff of at least 25 employees to ensure that the agency meets production goals while adhering to safety rules and regulations Works directly in the field to maintain high quality and cost-effectiveness

6 Energy Coordinator Responsibilities (continued) Seeks alternate funding sources and projects to ensure program continuity and potential expansion of services within the low-income community Prepares and monitors program budget in consultation with senior management to allocate funds, control costs and maintain operations

7 Energy Coordinator Responsibilities (continued) Attend Board meetings for the purpose of communicating program information Oversee the establishment and maintenance of recordkeeping, reporting, and filing system Prepare and submit required reports in a timely manner Oversee preparation of final invoices and submit for approval, ensuring accuracy of materials installed

8 Qualifications Bachelor s Degree Energy Coordinator Minimum 7 years work experience in weatherization, energy efficiency, construction Working knowledge of U.S. DOE weatherization programs and policies Proficient computer skills: Word, Excel 3-5 years management experience

9 Energy Coordinator Qualifications (continued) Ability to operate a variety of electrical hand tools Valid Driver s License Reliable vehicle Valid motor vehicle insurance Ability to perform on-site observations of work

10 Office of Community Assistance Expectations General knowledge of building science and energy conservation Ability to read, understand, and implement policy and procedures Ability to look at the big picture as well as the subparts and how they interact Detail-oriented Proficient in time management

11 OCA Expectations Empowered to make decisions about the program operations Stay informed Attend regional meetings Know what your staff members do Crosstrain and plan for future Ask for help when necessary

12 Best Practices Practice Effective Leadership Exemplary Character Enthusiasm Confidence Communication Commitment to Excellence

13 Best Practices Engage in Day-to-Day Intake/Support Activities Field Work Training & Technical Assistance Monitoring

14 Best Practices Evaluate and Improve Strengths Weaknesses Opportunities Threats

15 Best Practices Create Team-Oriented Atmosphere Eliminate organizational silos Expect accountability Create and maintain direct links between Fiscal and program staff Establish transparency between management and support staff

16 Resources State Plan OCA Staff Policy and Procedure Manual WAPTAC Information Updates

17 Grant Application & Budgeting Grant application submitted each program year in OCEAN Makes up the management plan for the year Includes Budget Production Plan Attachments Submitting late or with errors results in a delay in Grant Agreement

18 Monthly Reporting Building Weatherization Report (BWR) Monthly Production Report (MPR) Financial Reimbursement Request OCEAN

19 Procurement Prior Approvals Equipment with unit cost of $5,000 or more Vehicles Sole Source Contracting Weatherization Heating Inspections

20 Training Prior Approvals Course not offered by OWTC Out of state conference or travel Program Management Program Income expenditure Change in key personnel Disengagement from project for more than 3 months or 25% reduction of time by EC Salary Enhancement Plan

21 Prior Approvals Special Projects Multi-family project with 5+ units More than 20% production = multi-family Weatherization of Shelter Vacant multi in conjunction with federal or state program EAQUIP Additional work 1 year post-final

22 Priority for Service Delivery PY15 Qualifying Criteria Elderly Disabled Children High Energy Use High Energy Burden Must meet one or more.

23 Priority for Service Delivery Meets Criteria (one or more) Priority Applicants Ordered on waitlist according to application date Does not Meet Criteria Traditional Applicants Placed at bottom of waitlist Cannot be served before Priority Applicants

24 Rental Policies 50% landlord contribution towards H&S costs is required Monetary In-kind improvements Must be collected BEFORE work begins Not required if landlord is income eligible Owner Tenant Authorized Agency agreement (OTAA) Landlord refusal to contribute = Deferral

25 Rental Policies Utilities included in rent = 50% materials contribution for total job required by landlord Multifamily 50% eligibility required for 2-4 units 66% eligibility required for 5+ units 5+ requires prior approval Land Contract = Owner only if registered with county auditor Special requirements for Group Homes and Shelters (consult monitor)

26 Client Complaints/Revisions Client complaints should be resolved as soon as possible Must offer 1 year warranty on all HWAP work Revisions for work necessary as a result of weatherization are allowable up to one year after Final Inspection HHS funds only Additional work past 1 year postweatherization requires prior approval

27 Energy Audits Required in the following situations: Structure does not conform to standard building types (A-I) Heating system is replaced with HWAP funds. Home is 15 years old or newer Home is eligible for re-weatherization Optional measures on Priority List of Measures are installed All manufactured homes 5+ units

28 Energy Audits NEAT Single family 2-4 units MHEA Manufactured homes EA-QUIP 5+ units

29 Change Orders Agencies must have a defined process for Change Orders Require Initial Inspector prior approval, at a minimum Crews or Contractors cannot be permitted to make changes to the Work Order without going through the Change Order process. Agencies must develop their own Change Order forms Signed Change Order forms must be in client file

30 Deferral of Services Occurs when safe, meaningful, and effective weatherization cannot be performed Standing water or mold Electrical or plumbing hazards Asbestos Infestations Sewage Major remodeling work in progress Threats of violence

31 Quality Control Inspector As of July 1, 2015, all jobs reported for completion must be final inspected by a certified QCI Both the QCI checklist and the Final Certification form must be completed by QCI then uploaded to OCEAN Units without a valid QCI inspection will be disallowed

32 Training & Technical Assistance Training Available to all agencies at any time Provided by OCA or OWTC staff Funds Limited to percentage of budget each year Can be used for training-related expenses HEP certifications Lodging Per Diem

33 Procurement and Disposition Micro Purchases Single purchases of goods or services totaling less than $3,000 No bids or quotes required Small Purchases Single purchase of goods or services totaling more than $3,000 but less than $150,000 Three written quotes required Large Purchases Single purchases of goods or services totaling more than $150,000 Requires competitive bidding (RFP or Sealed Bid)

34 Procurement and Disposition Non-Competitive Proposals Sole Source Competitive Sealed Bids Request for Proposals (RFP)

35 Procurement and Disposition Vehicle and Equipment Purchases Allowable using HHS funds only Purchases with unit acquisition cost of $5,000+ requires prior written ODSA approval plus all applicable procurement method requirements Allow 2 weeks for approval process Vehicles must use Sealed Bid process in addition to prior approval

36 Procurement and Disposition Excess HWAP Supplies, Equipment, or Vehicles with a Unit Acquisition Cost or Current FMV of Less Than $5,000 Dispose of, retain, transfer, or salvage Notify ODSA using the HWAP Property Disposal Form (new) No further obligation to ODSA required Prior ODSA approval NOT required

37 Procurement and Disposition Excess HWAP Equipment or Vehicles with a Unit Acquisition Cost or Current FMV of $5,000 or More Request prior approval using HWAP Excess Vehicles and Equipment Log (new) ODSA will offer to network for 14 business days Transfer or disposition approval Follow disposition proceeds requirements ($500 or 10%) Bids by grantee must be at current FMV or above

38 Monitoring Administrative Monitoring OCA administrative staff Review of documents and reports related to the organization, operation, and performance Technical Monitoring OCA technical staff Review of work for compliance with standards, performance measures, applicable codes, and other policies related to installation of materials Financial Audit ODSA audit staff Review of financial stability and accountability Risk Assessment OCA administrative staff Evaluate overall grantee performance

39 Questions Olivia Eveland (614) Patrick Stuart (614)