ARKANSAS ANNUAL TRAINING CONFERENCE www.nascsp.org Monitoring - - PowerPoint PPT Presentation

Monitoring TECHNICAL ASSISTANCE PLANs

ARKANSAS

ANNUAL TRAINING CONFERENCE

Leslie Taylor, Acting Deputy Director| Department of Community Services and Development

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:

Technical Assistance Plan (TAP) Process Presented by: Leslie Taylor

CSBG in

• 60 CSBG Eligible Entities

▪ CAA ▪ MSFW ▪ NAI ▪ Public/Private

• 58 Counties
• 2019 Allocation: $63.7 million

CALIFORNIA:

CALIFORNIA:

Facts about

• 1. 27 percent of Californians or almost 11 million were born

in a foreign land.

• 2. The snowcapped summit of Mount Whitney—the highest

peak in the contiguous United States at 14,505 feet—is just under 85 miles away from Badwater Basin in Death Valley National Park, the lowest point in North America at 282 feet below sea level.

• 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.

• Assessment
• Annually
• Agency Self Assessment

▪ Data entry period – June 1st – August 31st

• State Assessment

▪ Review period – September 1st – September 30th

ORGANIZATIONAL STANDARDS

Review Process

eGOV DATA REPORTING SYSTEM

When is a Technical Assistance Plan (TAP) Required?

Not

• t Me

Met.

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”
• System prompts agency to develop a TAP.

State

• Conducts review and determines

supporting documentation does not substantiate that the standard was met

• Agency notified to develop a TAP

TAP Process: No Not t Me Met. t.

Monitoring TAPs

TAP Development

• Agency submits TAP(s) or is directed to develop a TAP
• State Reviews TAP for completeness and reasonableness

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

Monitoring TAPs (Continued)

Standards Commonly Not Met:

Public



Standard 5.6



Standard 6.5

Private/Nonprofit



Standard 5.3, 5.6



Standard 7.1, 7.4, 7.5



Standard 8.3, 8.9

Resources:

• Quick Tips for TAPs
• Supplemental guide
• Technical Assistance Manual

Contact Information

• Leslie Taylor –

leslie.taylor@csd.ca.gov

• Karen Dunn -

karen.dunn@commerce.wa.gov

Monitoring TECHNICAL ASSISTANCE PLANs

ARKANSAS

ANNUAL TRAINING CONFERENCE

Karen Dunn, CSBG Program Manager| Washington State Department of Commerce

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

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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

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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.

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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

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Technical Assistance Plans

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.

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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 31st

State Assessment Review

▪ Review period: November 1 – November 31st ▪ Technical Assistance Period: December 1st – January 15th ▪ Final Review Period: January 16th – January 31st

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WA State On-Line Reporting System

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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

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Monitoring a Technical Assistance Plans

Challenge – how to establish a realistic system to maintain regular monitoring of TAP’s without

• verwhelming state office calendars?
• If automated system is in place, schedule

established auto notifications, for example:

• State Office and CAA are notified 30 days prior to TAP

deliverable date.

• 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.

I’m your calendar “Fairy God Mother” I’ll come back….. I’m gonna need a bigger wand!

TAP’s should be monitored regularly by state office for compliance to ensure CAA’s are meeting performance deliverables.

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Monitoring a Technical Assistance Plan

Establish specific steps to monitor TAP’s for compliance.

• Before TAP deliverable date, CAA must update

TAP and provide documentation of compliance and submit to the State office for Review / Approval / Return for Modifications

• State determines if TAP has been met.

Approves close out of TAP or returns the TAP for additional compliance needs.

• After TAP is closed/completed – the state

changes rating of Standard to “Met” status.

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Status of Technical Assistance Plans

• Accept/Approve realistic performance deliverables – don’t

set up the CAA for failure by authorizing a due dates that is likely impossible to meet.

• Establish process for monitoring TAP’s
• Ensure Follow-up (both state office and CAA).
• Support agencies in compliance achievement – technical

assistance and training is often needed.

• Share best practice efforts.

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Standards Commonly “Not Met”

• 1. Requiring multiple layers of compliance within one standard.
• 2. Requiring attorney review of documents.
• 3. Standards that must demonstrate systems are in place to

document data collection, analysis, review, reporting

• 4. Standards that require board members have Received,

Reviewed, and/or Accepted/Approved specific documents.

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Standards that are challenging to review

• Standards requiring large documents-

Ask for page numbers and/or specific location of documented compliance.

• Standards with multiple levels of compliance –

CAA’s fail to address all required compliance. For example, Standard 3.2 “As part of the

community assessment, the organization collects and includes current data specific to poverty and its prevalence related to gender, age, and race/ethnicity for their service area(s)” – (requires eight separate compliance factors)

• CAA staff turnover - often difficult to manage training needs
• Standards requiring governing/advisory board members to receive, review, accept,

and/or approve specific documents.

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Suggested Resources and Processes

• Develop a Supplemental State Guidance Document
• Establish system for notification of performance deliverable

dates

• Use the National Guidance and toolkits
• Schedule meetings, webinars, informal discussions with

individual CAA’s that address specific issues or questions.

• Collaboratively work with CAA’s to achieve success!

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Suggested Resources and Processes

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Suggested Resources and Processes

Develop resource page that provides hyperlinks to National Community Action Partnership Toolkits, State published materials, legal resources (CAPLaw), HHS guidance, and other related assistance available to CAA’s for meeting compliance.

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Questions?

Oh no…..you have questions?

Monitoring Technical Assistance Plans

Karen Dunn, CSBG Program Manager, Community Services and Housing Division WA State Department of Commerce 360-725-2822 / Karen.Dunn@Commerce.WA.gov