Monitoring TECHNICAL ASSISTANCE PLANs Leslie Taylor, Acting Deputy Director | Department of Community Services and Development ARKANSAS ANNUAL TRAINING CONFERENCE www.nascsp.org
Monitoring Technical Assistance Plans • Leslie Taylor , Acting Deputy Director, Department of Community Services and Development, California • Karen Dunn , CSBG Program Manager, Community Services & Housing Division, Department of Commerce, Washington
Learning Objectives • To identify when it is appropriate to develop a TAP • How to develop policies and procedures for a TAP • Best practices on how to develop and monitor agency progress on a TAP • How to support eligible entities on a TAP
California Department of Community Services & Development CALIFORNIA: Technical Assistance Plan (TAP) Process Presented by: Leslie Taylor This Photo by Unknown Author is licensed under CC BY-SA
California Department of Community Services & Development CSBG in CALIFORNIA: • 60 CSBG Eligible Entities ▪ CAA ▪ MSFW ▪ NAI ▪ Public/Private • 58 Counties • 2019 Allocation: $63.7 million
California Department of Community Services & Development 1. 27 percent of Californians or almost 11 million were born in a foreign land. (Source: politifact.com) 2. The snowcapped summit of Mount Whitney — the highest peak in the contiguous United States at 14,505 feet — is Facts about just under 85 miles away from Badwater Basin in Death Valley National Park, the lowest point in North America at CALIFORNIA: 282 feet below sea level. (Source: history.com) 3. California is home to the world’s largest tree, General Sherman Tree in Sequoia National Park. Its most recent measurement placed it at 275 feet tall, and over 36 feet in diameter at the base. Its circumference is over 102 feet. (Source: usatoday.com)
California Department of Community Services & Development ORGANIZATIONAL STANDARDS Review Process • Assessment • Annually • Agency Self Assessment ▪ Data entry period – June 1st – August 31st • State Assessment ▪ Review period – September 1st – September 30th
California Department of Community Services & Development eGOV DATA REPORTING SYSTEM
California Department of Community Services & Development When is a Technical Assistance Plan (TAP) Required? Not ot Me Met.
California Department of Community Services & Development Agency • Identifies the supporting documentation as not available or activity needs to be completed (i.e., board meeting to approve strategic plan) • Self selects the standard as “ Not Met” TAP • System prompts agency to develop a TAP. Process: State No Not t Me Met. t. • Conducts review and determines supporting documentation does not substantiate that the standard was met • Agency notified to develop a TAP
California Department of Community Services & Development Monitoring TAPs TAP Development • Agency submits TAP(s) or is directed to develop a TAP • State Reviews TAP for completeness and reasonableness
California Department of Community Services & Development Monitoring TAPs (Continued) Frequency • State Checks System Monthly • State Reviews System at the end of Review Period (January 31) ▪ If satisfactorily met- Close TAP - Compliance Score increases ▪ If TAP extends beyond Review period – reported as open TAP ▪ Unmet Std carried over to next Annual reporting period • State reviews status during annual Desk Review or Onsite visit
California Department of Community Services & Development Standards Public Private/Nonprofit Standard 5.6 Standard 5.3, 5.6 Commonly Not Met: Standard 6.5 Standard 7.1, 7.4, 7.5 Standard 8.3, 8.9
California Department of Community Services & Development • Quick Tips for TAPs Resources: • Supplemental guide • Technical Assistance Manual
This Photo by Unknown Author is licensed under CC BY-SA
Contact Information • Leslie Taylor – leslie.taylor@csd.ca.gov • Karen Dunn - karen.dunn@commerce.wa.gov
Monitoring TECHNICAL ASSISTANCE PLANs Karen Dunn, CSBG Program Manager | Washington State Department of Commerce ARKANSAS ANNUAL TRAINING CONFERENCE www.nascsp.org
Monitoring Technical Assistance Plans Karen Dunn , CSBG Program Manager, Community Services and Housing Division WA State Department of Commerce
We strengthen communities HOU OUSIN ING G / / HOM OMELESS ELESSNESS NESS IN INFRASTRU RASTRUCTU TURE RE BUSIN INES ESS AS ASSISTANC ISTANCE ENERGY ENER GY PLAN PL ANNI NING NG COM OMMUNI NITY TY FAC ACIL ILITI ITIES ES CRI RIME VICTIM E VICTIMS / / SAFETY AFETY COM OMMUNI NITY TY SERVI ERVICE 19 WASHINGTON STATE DEPARTMENT OF COMMERCE
CSBG in Washington State Washington awards both Federal and State CSBG funds • 30 CSBG Eligible Entities ▪ 26 Private, non-profit agencies ▪ 4 Public agencies ▪ 1 Limited Purpose Agency ▪ 1 Migrant Farmworker Clinic • 2019 Federal Allocation = $8.4 million • 2020-21 State Allocation = $2.1 million 20 WASHINGTON STATE DEPARTMENT OF COMMERCE
Washington Statistics • 13th largest state in U.S. in terms of population • 2019 State population is 7.67 million (approximately 35% of residents are located in Seattle/Tacoma metro area) • 39 Counties • 29 federally-recognized Native American Tribes • 12.22% Average Overall Poverty Rate ❖ 11.31% Male Poverty Rate / 13.12% Female Poverty Rate ❖ Highest rate of in poverty in WA State - Native American - 25.35% below the poverty level. 21 WASHINGTON STATE DEPARTMENT OF COMMERCE
Washington Facts: Only state to be named after a president, so we've got that going for us. Washington is one of the safest states when it comes to natural disasters... that being said, WA is surrounded by 10 volcanoes and within the infamous Ring of Fire. The only temperate rainforest in the continental U.S. is located on Washington’s Olympic Peninsula With over 1,000 dams, WA is home to the Grand Coulee Dam, the largest concrete structure in the U.S. Washington is home to the largest ferry system in the world 22 WASHINGTON STATE DEPARTMENT OF COMMERCE
Technical Assistance Plans 23 WASHINGTON STATE DEPARTMENT OF COMMERCE
Purpose of a Technical Assistance Plan: • Provide guidance to meet National Organizational Standards throughout CSBG Network • Help CSBG Grantees implement, meet, and “Exceed” National Organizational Standards in categories where areas of needed improvement have been identified. • Establish and encouraging a culture of cooperative support and collaboration with the State Office and for CSBG eligible entities. • Improve accountability and performance to demonstrate and achieve the best possible results for low-income people and families in Washington communities.
Organizational Standards Process Washington Annual Organization Assessment Schedule Agency Self Assessment ▪ Data entry period: May 1 – October 31 ▪ Initial Submittal Due to State: October 31 ▪ Technical Assistance & Revision Period: December 1 – January 15 ▪ Final submittal due to State Office: January 31 st State Assessment Review ▪ Review period: November 1 – November 31 st ▪ Technical Assistance Period: December 1 st – January 15 th ▪ Final Review Period: January 16 th – January 31 st 25 WASHINGTON STATE DEPARTMENT OF COMMERCE
WA State On-Line Reporting System 26 WASHINGTON STATE DEPARTMENT OF COMMERCE
When is a Technical Assistance Plan (TAP) Required? CAA Level • Each standard identifies the supporting documentation as not available or activity needs to be completed (i.e., board meeting to approve strategic plan) • Self rates the standard as “ Not Met” • System prompts CAA to open and create a Technical Assistance Plan for that Standard. • If any Standard is rated as “Not Met” and the CAA did not create a Technical Assistance Plan, the agency is unable to submit their Assessment. State Level: • Perform CAA Assessment review and determine rating of each Standard. • If Not Met Standards exist - state returns Assessment for “Modifications Required” • For any STATE rated “Not Met” Standards - CAA must develop a TAP with clear performance deliverables and submitted to the state office for review and approval. Note: All TAP’s must require approval by the state office 27 WASHINGTON STATE DEPARTMENT OF COMMERCE
28 WASHINGTON STATE DEPARTMENT OF COMMERCE
2019 State Supplemental State Guidance 29 WASHINGTON STATE DEPARTMENT OF COMMERCE
Monitoring a Technical Assistance Plans TAP’s should be monitored regularly by state office for compliance to ensure CAA’s are meeting performance deliverables. Challenge – how to establish a realistic system to maintain regular monitoring of TAP’s without overwhelming state office calendars? • If automated system is in place, schedule established auto notifications, for example: I’m your calendar “Fairy God Mother” • State Office and CAA are notified 30 days prior to TAP I’ll come back….. deliverable date. I’m gonna need a bigger wand! • State office and CAA are notified 14 days prior to TAP deliverable date. • State office and CAA are notified immediately once TAP becomes past due . 30 WASHINGTON STATE DEPARTMENT OF COMMERCE
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