Consolidated Planning using the e-Con Planning Suite NCDA Region 1 - - PowerPoint PPT Presentation

Consolidated Planning using the e-Con Planning Suite

NCDA Region 1 Spring Meeting Worcester, MA

Tyler Fairbairn, City of Bridgeport

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Overview of 3 Cities

City Boston Burlington Bridgeport Population 2010 617,594 42,417 144,229 Housing Units 2010 272,481 16,897 57,012 FY13 CDBG $16,834,371 $689,742 $2,969,088 FY13 HOME $4,418,285 $389,428 $888,060 FY13 HOPWA $2,087,647 $0 $776,237 FY13 ESG $1,161,878 $0 $202,260 Poverty % 2007-2011 21.4% 25.0% 21.9% Tenure with City Bob - 27 years Marcy – 1 year Tyler – 3 years

Years in Community Development

Bob - 27 years Marcy – 6 years Tyler – 3 years

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Getting Started

• Overview of program by section.
• Specific issues encountered and how to resolve them.
• First step – download Word document.
• Become familiar with each section and what goes where –

compare to your current Con Plan.

• Plan ahead on creating two versions of each document:
• 1. Online version of document in IDIS template for HUD.
• 2. Word version of document for public comment – note

that many of the components of the template do not carry over to the Word version.

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Getting Started - 2

• Work in Word version whenever possible, cut and paste into

the template.

• Save, save, save and be prepared for time-out warnings (3-

minute warning).

• Text boxes limited to 4000 characters (includes letters,

symbols and spaces) – create new narratives or copy, paste and edit?

• Learn how to make a JPEG for graphs and charts BEFORE

starting your plan. (Burlington used Powerpoint)

• Mapping tool – if using it, best to use directly from IDIS.

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Setup

AD-25 Administration AD-50 Verify Grantee/PJ Information in IDIS AD-55 Verify Grantee/PJ - Program Contacts

• AD-55 screen re program contacts – review information and

consult with HUD field office. Do not try to edit – changes will not be saved & you will get error messages.

• AD – 25 screen – only 1 unique appendix to Plan – group them

together; place for certifications.

• Quality Check is helpful – will flag numbers, goals, etc. (In

HUD’s review, they used this feature)

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Executive Summary

ES-05 Executive Summary

• Write this last – is supposed to be a summary of key

points of entire Con Plan.

• Includes section on evaluation of past performance.
• ES-05 screen includes text boxes for narratives on

citizen participation and summary of comments, etc. Can delete these in Word version for public comment draft.

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The Process

PR-05 Lead & Responsible Agencies PR-10 Consultation PR-15 Citizen Participation

• Data entry for participating organizations: Add agencies as

you go along or even now, some people had trouble.

• Agencies can be added without all the contact information
• Outreach activities – add as you go along or keep a

spreadsheet to remember what you did

• Homeless questions are repetitive, similar to CoC application

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Needs Assessment

NA-05 Overview

NA-10 Housing Needs Assessment NA-15 Disproportionately Greater Need: Housing Problems NA-20 Disproportionately Greater Need: Severe Housing Problems NA-25 Disproportionately Greater Need: Housing Cost Burdens NA-30 Disproportionately Greater Need: Discussion NA-35 Public Housing NA-40 Homeless Needs Assessment NA-45 Non-Homeless Special Needs Assessment NA-50 Non-Housing Community Development Needs

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Needs Assessment -2

Many tables, most pre-populated with CHAS data, 2005-2009 ACS data, etc.

• General demographics for PJ – add to overview section
• Demographics table pre-populated with incorrect data for # of households

in 2000 – Disproportionate needs tables:

• HUD tables only provide numbers of persons or households with a

particular problem or need broken out by HUD income levels, etc.

• To make sense of the data in the tables you will need to convert these

numbers to percentages.

• Example: if Asians are 5% of the population with incomes under 30%
• f AMI but they are 16% of the population with incomes under 30% of

AMI who have a severe housing cost burden then they have a disproportionate need (threshold is 10%).

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Needs Assessment-3

• Print public housing tables and ask PHA to verify data, complete blank

tables, draft required narrative responses.

• Print homeless tables and ask COC or ESG grantee to verify data,

complete blank tables, draft required narratives.

• NA-40 – Homeless Needs Assessment- table asks for estimates for

experiencing, becoming, exiting homelessness – problem with terms – check the manual.

• NA-50 – Non Housing CD Needs Assessment – divided into Public

Facilities, Public Improvements, Public Services – includes text boxes for needs and how they were determined for each – examples on adding charts/narrative for specific needs like Crime, Health, Child Care

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Market Analysis

MA-05 Overview

MA-10 Number of Housing Units MA-15 Cost of Housing MA-20 Condition of Housing MA-25 Public and Assisted Housing MA-30 Homeless Facilities MA-35 Special Needs Facilities and Services MA-40 Barriers to Affordable Housing MA-45 Non-Housing Community Development Assets MA-50 Needs and Market Analysis Discussion

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Market Analysis - 2

• Most of the tables are pre-populated with data from ACS,

CHAS and other HUD sources.

• Vacant Units table in MA-20 screen must be populated by

grantee with local data - # REOs, # units suitable for rehab, etc.

• Risk of Lead-Based Paint Hazard Table in MA-20 does not ask

for Elevated Blood Lead data which you may want to include if you are a HUD Lead-Based Paint program applicant.

• MA-25 Public Housing – print out and send charts and

narrative to PHA to review and complete.

• MA – 30 Homeless Facilities – use your HIC for updated #’s;

Again narrative questions very similar to CoC application.

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Market Analysis - 3

• MA – 45 Data and narrative

for economic development in this section – tables pre- populated with data from ACS 2005-09

• In all sections, data tables

are ‘up front’.

• Narratives don’t necessarily

connect with data in this section.

• Limited areas to add text

boxes and even more limited characters.

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Market Analysis - 4

• Mapping tool – click on

it from IDIS, choose your parameters.

• To insert into IDIS, hit

print and then choose export to IDIS.

• Does not ‘show’ the

best in the Word doc.

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Strategic Plan

SP-05 Overview

SP-10 Geographic Priorities SP-25 Priority Needs SP-30 Influence of Market Conditions SP-35 Anticipated Resources SP-40 Institutional Delivery Structure SP-45 Goals SP-50 Public Housing Accessibility and Involvement SP-55 Barriers to affordable housing SP-60 Homelessness Strategy SP-65 Lead based paint Hazards SP-70 Anti-Poverty Strategy SP-80 Monitoring

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Strategic Plan - 2

• SP10 Geographic Priorities (optional). Can add NRSAs, local

strategy areas, CDFI areas, etc. Will need to include basic data on target area - # housing units, low/mod %, commercial characteristics, etc. Clunky screen.

• SP-35 Anticipated Resources table auto-populates similar table in

Action Plan. Must be filled out in Strategic Plan first.

• SP-40 Institutional Delivery Structure table is time consuming.

Requests you to list major organizations participating in carrying out your Strategic Plan. Clunky screens. If you fill in narrative before listing organizations, you can’t access the organization part.

• SP-80 Monitoring is limited to the 4000 character count, no place to

add a text box but must include both CDBG and HOME.

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Strategic Plan - 3

• SP-25 Priority Needs table.

Assign priority levels (high

• r low only) to each

identified need.

• Manual Guidance –

affordable housing, homelessness and non- housing community development – less structured.

Priority

Needs Goals

Projects

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Summary of Priority Needs, Goals and Geographic Areas, Funding – does not print out but is a good reference

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Action Plan

AP-15 Expected Resources AP-20 Annual Goals and Objectives AP-35 Projects AP-50 Geographic Distribution AP-55 Affordable Housing AP-60 Public Housing AP-65 Homeless and Other Special Needs Activities AP-70 HOPWA goals AP-75 Barriers to affordable housing AP-85 Other Actions AP-90 Program Specific Requirements

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Action Plan - 2

• AP-15 Expected Resources tables are auto-populated from SP-

35 table in Strategic Plan for First Year Acton Plan.

• AP-20 Annual Goals are added from SP-45. May be 5 year

goals that are not related to an annual goal/project.

• AP-35 Projects screens are not included in Word download.

You will need to create your own program/project descriptions for your draft action plan. Boston copied the old

• nes from the CPMP template. Burlington used the

‘summary’ on AP -38.

• Projects set up in AP-35 will automatically be created in IDIS

even prior to clicking “submit.”

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Action Plan – 3 (Project Summary)

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The HOME Program

• Prepopulated data
• Character limit
• Where should information be entered?

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The HOME Program

Prepopulated Data

• Confirm data (HOME rents, U.S. Census information, etc.).
• Enter “Alternate Data” source.

Source: MA-15: Housing Market Analysis

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The HOME Program

Character Limit

• Text fields will limit user to 4,000 characters.
• If working directly in IDIS, information entered may be lost if

the user attempts to save work that exceeds character cap.

• Work in Word and copy/paste entry into IDIS.

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The HOME Program

Where should information be entered? HUD Field Office Requests of the City of Bridgeport following eCon submission:

• Resale/Recapture policies and procedures
• Breakdown of HOME Program spending by activity type
• Monitoring policies and procedures
• Affirmative marketing policies and procedures

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The HOME Program

Where should information be entered?

• SP-35: Anticipated Resources
• AD-25: Grantee Unique Appendices

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Think you’re done? Think again!

• Difficulties in downloading document as a whole.
• Not all information transfers (missing some maps,

charts). Be sure to check section by section.

• Some narratives were mixed up.
• Some text included symbols <>? Etc.
• Spent a considerable amount of time formatting for a

decent Word document.

• Added a table of contents, page numbers.

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Word Documents

Download from IDIS Reformatted

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HUD’S Review of the Con Plan

• CPD reps saw the same things – download of a Word

document or review of each electronic screen

• Issues for them – some things showed up in one area and not

in others

• Overall, use of template made review by Reps easier;

eliminates redundancy and ensures regulatory requirements are addressed.

• Suggestions for Grantees:

 Keep narratives brief and avoid unnecessary formatting.  Review most recent Troubleshooting Guide: Consolidated Plan Template in IDIS prior to using template.  If problems are encountered, reach out to OneCPD Ask a Question and/or CPD Rep as early as possible.

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Wrap Up and Questions

• For more information, please contact:

Tyler Fairbairn City of Bridgeport Tyler.Fairbairn@bridgeportct.gov 203-576-8144

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