Home | AustinTexas.gov · Created Date: 11/12/2014 3:26:36 PM
2021 Social Services - austintexas.gov
Transcript of 2021 Social Services - austintexas.gov
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HousekeepingØ After the meeting, we will send out a survey for feedback about the
training and future training topics and include a link to the presentation.
Ø Handouts can be accessed on the website for APH Social Services Resources under Agency Training Materials. We have put the link in the chat box for you.
Ø Please note: Most of the subject matter of this training is for reimbursable contracts – although there are items that are universal for reimbursable and deliverable contacts.
Ø Agencies are responsible for sharing today's information with their teams.
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CHAT INSTRUCTIONS
The control panel at the bottom of your window will allow you to check that you are muted, and to access the chat.
If you have questions or comments, use the chat to message ”Everyone.” If you have questions about Zoom, message “Angela Baucom.”
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You can also use the Reactions function to raise your hand during the Q&A portion of the presentation and we will ask you to unmute. Click once to raise and click again to lower your hand.
Agenda
Welcome
Message from APH – Interim Assistant Director
APH Announcements
Contract Package Overview
Insurance Requirements
Client Eligibility Overview
Financial Documentation Requirements
Performance Reporting
Contract Compliance Unit Monitoring Overview and Process
Upcoming Requests for Applications
New Website Resource
General Reminders and Q&A
Contract Manager Meet & Greet
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Message from Austin Public Health
Laura G. La Fuente, Interim Assistant DirectorHealth Equity & Community Engagement Division
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Updates & Priorities
❑ COVID-19 updates
❑ Issue Area Solicitation Planning
❑ Capacity Building Opportunities
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COVID-19 Updates
❑ Thank You!
❑ COVID-19 Feedback
❑ Boosters❑ Share flyer with staff/clients
❑ Request presentation
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Where to get COVID-19 information?
❑ Where can you find information? How you can help?
❑ www.austintexas.gov/covid19-vaccines
❑ Mobile Vaccination Program
❑ COVID Education Program
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Social Services Issue Area Solicitation
Issue Area Anticipated Release Date Agreement Start Date
Youth July 2021 July 2022
Behavioral Health November 2021 October 2022
Homeless January 2022 October 2022
Basic Needs November 2022 October 2023
Early Childhood August 2022 October 2023
Workforce Development January 2023 October 2023
Health Equity October 2023 October 2024
Other SolicitationsPurpose of Funding Anticipated Release Date Contract Start Date
CDC Grant Vaccine Outreach September 2021 December 2021
Permanent Supportive Housing Services
September 2021 November 2021
ARPA – Food Access November 2021 February 2022
College Student Grant Program November 2021 February 2022
Community Health Workers December 2021 February 2022
ARPA – Homelessness January 2022 April 2022
Community Development Block Grant Funding
November 2022 October 2023
Capacity Building Resources
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• Catchafire • Organizational Development with ACC
Announcements from Social Services
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Things you should know…
❑Deadlines
❑Quarterly Performance
❑Insurance
❑Communication with APH
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Handouts Available
https://www.austintexas.gov/article/aph-social-services-agreement-resources
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Handout Title and Link
1 Annual Agency Training Agenda
2 Annual Agency Training PowerPoint – November 2021
3 2021-2022 Social Services Staff and Agreement Assignments
4 2021-2022 Contract Timeline
5 Insurance Handouts
6 Claims Backup Guidance
7Recording and Reporting Performance for Social Services Agreements
8 2021-2022 Remote Monitoring Notification Email template
9 2021-2022 Monitoring Documents Required, What to Expect
10 Instructions for Box.com
11COVID-19 Vaccine Booster Shots Flyers: General, Priority Occupations, Underlying Conditions
NatashaPonczek Shoemake,
Interim CFS Manager
Ashlee Kraus
Annabel OsburnAllan McCracken John Sanchez
Angela Baucom
Melissa Moses
Helen Howell
Community and Family Support Unit
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Thei Holley
Whitney Holt
AkeshiaJohnson Smothers
CBRU Manager
Leslie Boyd Stefan Bryant
Kiara Price
Laura Enderle
Neil Hackett
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Michelle Friedman
Community Based Resources Unit
Renue Jones Jade Roy
Contract Package OverviewBE SURE TO READ AND UNDERSTAND!
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What is my contract package?Program Exhibits
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What is my contract package?Standard Exhibits
Where can I find my contract package?
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Knowledge Check!
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Insurance RequirementsBE SURE TO STAY UP TO DATE
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Insurance Requirements
❑ Insurance (Section 6.1 in current social services boiler)
▪ A complete, City Risk Manager reviewed Insurance certificate must be approved prior to contract execution and maintained throughout the contract
▪ Please refer to the Insurance HANDOUT for City Insurance requirements and the required endorsements (Additional Insured clause, Waiver of Subrogation, and 30-day Notice of Cancellation)
▪ CityHS resource account will send 30-day and 15-day expiration notices to the ED and Insurance contact whenever a coverage is about to expire
▪ For specific insurance questions, please contact your Contract Manager or reach out to [email protected]
▪ Required component - if your Insurance policy is not renewed on time, APH payments may be held while the insurance is being renewed.
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Best Practices
DOS:
▪Ensure your Insurance Contact on your Organization page in PartnerGrants is current▪ Notify your contract manager with any updates
▪Provide the Insurance Handout to your Insurance Broker so that all requirements are met
▪Compare updated insurance certificates with the expired certificate sent in your expiration notification.
▪Reply to CityHS’s expiration notification and attach your updated certificate
▪Send your insurance broker the reason(s) given for necessary additional updates
(PLEASE) DON’T’S:
▪Forward multiple certificates in individual emails to CityHS
▪Send certificates with updated expiration dates to your contract manager only▪ Instead, include CityHS
▪Refrain from asking clarifying questions
▪Wait to send updates, especially when your agency has upcoming renewals
Where do I look for the required Endorsements?
Client Eligibility OverviewCLEAR WORK STATEMENTS HELP EVERYONE!
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General Client Eligibility Requirements
1. Resident of the City of Austin Full Purpose Jurisdiction and/or Travis County
2. Family income must be 200% or less of current Federal Poverty Level
3. Identification
▪ Government-issued,
▪ Or Self-Declaration of Identity, signed by client, and supported by residency documentation
Exhibit A.3
▪ Contractually binding, unless otherwise stated in Work Statement
▪ Includes definitions of income, acceptable documentation, recertification, etc.
▪ Subcontractors follow same requirements
▪ Client eligibility for other programs does not mean they are eligible for CoA
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Client Recertification▪ Every 12 months, unless required earlier by change in family circumstances or grant
funding source
▪ Within 45 days of client notification to agency: change in family income, residence, family composition, etc.
Scenario When to re-certify? What needs to be re-certified?
Client has been enrolled in program for more than 12 months
Re-certify by the 13th month from when eligibility was originally established.
Example – Client’s eligibility was verified in 10/2021, then again by 11/2022
IdentityResidencyIncome with Family SizeIncludes required supportingdocumentation and client signature
Client has changed identity
Within 45 days from when contractor is notified
Only the item that changed.For example, proof of address.
Must include the supporting documentation required for original eligibility.
Client has had a change in residency
Client has a change in family composition
Client has a change income
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Exceptions Included in Exhibit A.3
Income and residency eligibility is waived for:1. Survivors of domestic violence2. Homeless clients need to sign self-declaration of homelessness and be entered into HMIS3. Eligibility exceptions for any other type of clients and/or documentation must be
described in Contract Work Statement
Client Self-Declaration of Income form:1. Programs that do not provide financial assistance2. Or any program with a client who has no income, or doesn’t have income documentation for the previous 28 days
Exceptions
(continued)
Every program is unique
❑ Work Statement supersedes Exhibit A.3
❑ Federal or State requirements may supersede A.3, so include relevant language in work statement
❑ Work with Contract Manager to include appropriate programmatic info in Work Statement
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Documentation in Client FileReviewed during monitoring:
❑Is client eligible?
❑How was eligibility determined?
❑Is application and other documentation in file accurate and complete?▪ Application signed and dated by client and staff▪ Avoid blanks: put N/A or remove category in application▪ Date stamp when agency received documents▪ Who completed the intake?
❑Is there a Release of Information?▪ Signed and dated by client▪ If homeless client, HMIS ROI signed and dated by client
Have more questions?
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The City has final authority on client eligibility
Work with your contract manager! We like answering questions.
Knowledge Check!
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Financial Documentation Requirements
Clear audit trails make life better
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Monthly Claims Backup DocumentationLET US HELP YOU STAY ON TRACK
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Required Back-Up Documentation for Claim✓ General Ledger Detail report from Grantee’s financial
management system OR
✓ Transaction Detail by Account report from Grantee’s financial management system OR
✓ Other reports that meet all the following specifications:1. Produced from the Grantee’s accounting system with no
manual changes or adjustments2. Submitted in PDF format3. Includes date the report was created4. Demonstrates specific expenses for which reimbursement is
being requested5. Demonstrates that City of Austin funds are maintained in a
separate numbered bank account or standalone general operating account
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General Reminders
❑ Exhibit B.3 of the Social Service Compensation Terms
▪ Section 4, Right of Final Approval
▪ Section 10.1.1 Allowable and Unallowable Costs
❑ Costs must be incurred AND paid before requesting reimbursement
❑ We do not reimburse for indirect costs
Deadline for Implementation
Claims submitted in January 2022 for expenses in December 2021 must comply with standards in B.3.
If you have questions or concerns about compliance,
please talk to your Contract Manager now.
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Questions?
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Are there any questions?
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Performance Reporting
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Reporting Performance
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Output 1: Number of Unduplicated Clients Served in 12-month period (total, regardless funding source)City-funded vs. Other-funded: City percentage of Budget – determined by Budget and Narrative
Same process for all outputs and outcomes
Reporting Performance continued
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Where can I find my PMQR?
Troubleshooting Performance Issues
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Explanations for VarianceIf the variance is 10% or more, provide an explanation:
▪ Should explain the YTD number, not the quarter number
▪ Should state why YTD is more than or less than anticipated
▪ Do not re-state the data▪ Do not copy/paste
Counting ClientsUse the PMDT, which is first tab in the PMQR spreadsheet
▪ Do not change the PMDT without discussing with CM▪ Clients are unduplicated within 12 months, but may carry-
forward into next year▪ Only count clients in the denominator when they are
counted in the numerator, so if client exits program or completes survey, then count them in numerator as successful or not
Ensure numbers and explanations in PMQR match Status ReportIf it's in the PMQR, it goes into the Status Report
Performance Training will be coming in 2022!
Contract Compliance Unit
W E WANT TO K NO W YO UR STO RY
CCU Team
Elena Andres Natalie Cuccia, MPAff, CGAP Ciarra Dortche, MPH Meghan Duncan, MHA
Erica KnellekenAmber Rowland, Manager
CCU Overview❑ CCU vs CFS/CBR
❑ We want to hear your story!
❑ We are here for your success!
Safeguarding Information❑ CCU staff:▪ Must pass criminal and financial background checks
▪ Sign confidentiality agreements, receive data security training annually
❑ Email server is encrypted
❑ Your Box.com account is secure and encrypted
❑ APH does NOT retain any identifying information for clients or agency staff
❑ Documents uploaded to Box.com are securely deleted after monitoring is completed.
❑ Alternatives to Remote Monitoring▪ Screen sharing sessions
▪ Covid-safe in-person monitoring
Before The Monitoring❑WE research agreement(s) and information in PartnerGrants▪ Policies and Procedures
▪ Audit and Agency Administrative Profile (AAP)
❑WE email you notification documents 30 days prior to start of monitoring▪ What to Expect
▪ Request for sample lists
❑ YOU have 10 business days to submit the requested lists for sampling.
❑WE select samples and send those to you with Box.com instructions within 5 business days▪ Sampling process – random vs. informed
❑ YOU have 10 business days to submit requested backup information to Box.com▪ Redacted information
Audit, AAP and Records Retention❑ Audit Submission
▪ All Audits and Board Certification Form can now be submitted electronically to [email protected]
▪ The AAP must be submitted in PartnerGrants by the same date as the Audit (extension requires formal approval)
❑ Financial Audit of Grantee (Section 4.5 in new social services boiler)
▪ CPA presents to the Board or committee of the Board for approval/acceptance
▪ CPA must be licensed in Texas
❑ Records Retention Reminder (Section 4.5 in new social services boiler)
▪ Retain all records for 5 years after the last transaction on the agreement (usually a closeout report and the final payment, which often occurs after expiration of the agreement).
▪ Example – An agreement started on September 1, 2015 and ends on September 30, 2021, with a close out submitted October 15, 2021: ALL RECORDS must be retained until October 15, 2026!!
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During The MonitoringTypes of backup we will review:
❑Financials▪ Payroll documents (copies of 940/941s; employee paystubs/timesheets)
▪ Copies of receipts and invoices
▪ Checks and Check Stubs
▪ Bank and Credit Card Statements
❑Client Files▪ Client Eligibility (Proof of identification, residency, income, self-attestation forms)
▪ Evidence of Services Provided
▪ Documentation of Outcomes
During The Monitoring (Cont’d)Types of backup we will review:
❑Employee & Volunteer Files▪ Job descriptions, resumes, required licenses or certifications
▪ Evidence of any required trainings
▪ Evidence a background check was conducted, if required.
▪ May ask for Forms I-9
▪ Signed employee documents
▪ Performance reviews
❑Sub-Grantee▪ MOU between agency and sub-grantees
▪ Monitoring Reports
After The Monitoring❑ WE compile and assess the data
❑WE issue a draft report and monitoring tool
❑ YOU review the draft report and send responses within 5 business days
❑WE finalize your report or letter▪ Final report
▪ Monitoring Close-Out Letter
New Terminology for Reports
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NoncomplianceInfraction or Oversight
IssueRecommendation
An issue that violates Federal, State or local law, or breaches the terms of the agreement to an extent that jeopardizes the
investment made by APH
An issue that could lead to violations in Federal, State or
local law, or breaches the terms of the agreement in a small
number of cases; or failure by the agency to follow their own
policies or procedures
A suggestion or generally accepted business practices that the agency could implement to
reduce risk and strengthen internal controls, operations or
policies and procedures.
In Summary❑ Before Monitoring▪ Notification documents & monitor prep work
▪ Sampling
▪ Documents required
❑ During Monitoring▪ On – site vs remote
❑ After Monitoring▪ Reports & closing out monitoring
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What Questions Do You Have About Monitoring?W E LO O K FO RWARD TO W O RK ING W I TH YO U TH I S Y EAR, AND S I NCERELY AP P RECI ATE ALL YO U DO !
Competitions for FundingNew opportunities, new programs
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How to Prepare for Competitions
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❑ Read all notices from CityHS and your contract
manager! They will inform you if your contract will
be included in an upcoming issue area competition.
❑ Ensure all contacts in Partnergrants are accurate!
❑ To get on the list, email
❑ Ensure your Sam.gov registration is updated.
❑ Check out the APH Social Services
Competitions website: https://www.austintexas.gov
/article/aph-social-services-competitions
Social Services Resources Websitehttps://www.austintexas.gov/article/aph-social-services-
agreement-resources
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COMPETITION APPLICATION
GUIDANCE
CURRENTLY FUNDED SOCIAL SERVICES ISSUE
AREAS
CONTRACT DOCUMENTS
COMMUNITY PLANNING
DOCUMENTS
ANNUAL AGENCY TRAINING
MATERIALS
CONTRACT MANAGEMENT
GUIDES
MONITORING INFORMATION
Knowledge Check!
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Wake up! It’s almost over…
Final Questions?
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Breakout Rooms20 min.
• Optional time to chat with your contract manager, or Allan McCracken for PartnerGrants questions
• Move between rooms with different contract managers if you like
• Instructions:
Click on Breakout Rooms to thebottom left of your screen(small grey grid)
Breakout Rooms
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Breakout RoomsJoining a Room
You'll see this popup menu - click on the Then you'll see this screen as your chat room loads.contract manager's room that you'd like to join.
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Breakout RoomsChanging Rooms
Click … More or Breakout Rooms at bottom Then you will see the popup menu, and youright to switch to a different contract manager's can choose another room.room.
Choose a different breakout room
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Breakout RoomsChanging Rooms
To return to main room, click Leave Breakout You'll see this loading screen as you return toRoom at bottom right (in blue). the main room.
Leave Meeting
Leave Breakout Room
Thank You for Your Participation
A GENCY R EPRESENTATIVES A RE R ESPONSIBLE F OR R E LAYING I NFORMATION P RESENTED TODAY TO A LL A P PLICABLE STAFF.
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