Communicating Expectations & Achieving Accountability Mick Prince | Illinois Department of Commerce & Economic Opportunity ARKANSAS ANNUAL TRAINING CONFERENCE www.nascsp.org
Communication Methods Communication is important when trying to get 34 local agencies on the same page. Illinois is a unique state with respect to geography, number of agencies, and a mix of rural and urban environments. There is no one size fits all approach.
IHWAP Broadcast • Any information that needs to be disseminated to the network that is not a change in policy, is handled through an email broadcast to the network of subgrantees. • Communicate Monitoring Findings and Clarify Policy based on Monitoring Results • There are often times several broadcast per week.
IHWAP Facebook Group • Share best practices • Ask for help • A bit more lighthearted approach to communications
IHWAP Facebook Group
IHWAP Twitter Feed Twitter? Nobody in their right mind would officially communicate to their network via Twitter, right?
Grant Application & Policy and Procedures Workshops • We Start Each Year with our Grant Application Workshop to discuss the nuance of applying for the grants. • Closer to the start of the Program Year, we have a one or two day Policy and Procedures Workshop to discuss any technical or programmatic changes for the upcoming year. We also take this time to discuss the previous year’s monitoring results.
Utility/IHWAP Kickoff Meetings • We start each “Utility” program year with a kickoff meeting. • We discuss what worked, what didn’t, and best practices for operating a successfully Grant/Utility Program. • Local Agencies share their successes and challenges. • We clarify policy for blending Grant and Utility Funds.
Regional IHWAP Coordinator Meetings • Small Groups, More Intimate Setting • Share Best Practices • Discuss hurdles to operating the IHWAP Grants • Discuss Monitoring Outcomes • Provide Training
Weatherization Specialists • Each agency has a state monitor assigned to provide training and technical assistance and also performs program and quality assurance monitoring. • Illinois currently has 7 Weatherization Specialists assigned to 34 agencies. We are planning on hiring several monitors in the coming months. • Weekly meetings with the monitoring staff ensure consistency in monitoring protocols and allow the “techs” to share best practices from their monitoring visits.
Programmatic Monitoring Quarter 1 • Procurement • Insurance requirements • Certifications • Staffing • Training Plans • Historic Preservation Compliance • Etc.
Desk Monitoring Continuous Process • Data Entry • Allowability of Costs • Budget Categories
Quality Assurance Monitoring Quarters 2-4 • Client File Review • Assessment Review • QCI of Completed Projects
Formal Documentation of Monitoring • Monitoring Letters (Within 30 days of visit) • Boilerplate letter templates for all types of monitoring activities. • Outline corrective action required by local agency • Local Agency Response (Within 30 days of Letter) • Release Letter
Tracking Monitoring Results • SharePoint Monitoring and Tracking • QC Call-Back Tracking (Local Agencies) • QA Monitoring Tracking (State Monitoring Staff)
Tracking Monitoring Results PY 2019 TOP 10 Findings
Findings and Observations = Training Opportunities • Technical Training (U of I) • Creation of New Procurement Manual and Local Procurement Training • Weatherization Coordinator Training Classes • WeatherWorks Data Entry Training • Fiscal Training
Technical Training University of Illinois • 10 week Training and Certification Program; all things building science (IHWAP) • HVAC Contractor Certification (IHWAP) • Architectural Contractor Certification (IHWAP) • BPI Energy Auditor • BPI QCI • Multifamily QCI (IHWAP) • BPI HHE • Air Sealing Workshops • And Much More!
Challenges of a Diverse Housing Stock From Mobile Homes to 300 unit multifamily buildings, we have them all. Some housing stock requires tailored training.
Chicago Bungalow
Mobile Home
Split Level Raised Ranch
Three Flat Multi-Unit Building
300 Unit High-Rise Multifamily
Multifamily WX • Procedures • Training for State and Subgrantee Staff • Building Eligibility • Energy Audit • Utility Bill Analysis • Audit Tool • Who completes the model? • True Up (Modeled Consumption V. Utility Analysis) • Engineering Services and Reports • Qualified Contractors? • Final Inspection (Don’t forget to get MF QCI Training)
Dealing with Struggling Agencies • All Hands on Deck T and TA • Wage Analysis? • One on One Technical Training (U of I or State Staff) • Peer to Peer Training • When all else fails, a heart to heart conversation about the agency’s ability to effectively administer the grants.
Technical Assistance Plan • Grantee Outlines Deficiencies to Subgrantee • Grantee Outlines Corrective Steps • Grantee Outlines Timelines • Subgrantee Provides Status Updates • Grantee Tracks Status and Improvements
Corrective Action Plan • Grantee Outlines Deficiencies to Subgrantee • Subgrantee Outlines Corrective Steps • Subgrantee Outlines Timelines • Grantee Provides Feedback and Approval of Plan • Subgrantee Provides Status Updates • Grantee Tracks Status and Improvements
Policy Improvements = Less Findings • Standardized Client Files • Standardized Assessment Document • Procurement Guidance • No Policy Changes Mid-Year • On-time delivery of Policy and Procedures Manuals
Thank You! Mick Prince Weatherization Program Manager Illinois Department of Commerce & Economic Opportunity O: 217.785.6135 mick.prince@illinois.gov www.illinois.gov/dceo
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