Subgrantee Quarterly UpdateOctober 26, 2017

Welcome, Chester Spellman!Director of AmeriCorps

CNCS FY18 Funding Outlook

FY18 CNCS NOFOPY18-19 Grant Awards• Increased Living Allowance for FT

• $13,732-$27,464 (over $1,1000 increase)• Maximum Cost Per MSY

• $14,932 (increase for cost reimbursement only)• $13,430 (remains flat for fixed amount)

• Ed Award• To be determined

Competitive• Oct 31, 2017 – Applications Due• Nov 17, 2017 – Applicants Available by Phone (No Interviews)• Week of Dec 11, 2017 – Notifications and Clarification Begin• Jan 17, 2018 – Serve WA Submits to CNCS• Mid-May, 2018 – CNCS AwardsFormula• Early March, 2018 – RFGA Released• End March, 2018 – Applications Due• May/June, 2018 – Notifications and Clarification

Laura’s CornerPerformance Management

https://www.nationalservice.gov/sites/default/files/resource/CNCS_Organization_Assessment_Tool_Final_082517__508.pdf

CNCS Capacity Assessment Tool

Coming 2018-2019:

Dialogues in Action to offer Project Impact (formerly known as the Seeing Impact Project, or SIP)

• Plan ahead!• Budget accordingly in your grant application (approximately

$2,500 + travel)• Designate 2 or more representatives from your program• Likely around January – June with two 2-day "intensives" spread

2.5-3 months apart

What We’re Working On

The spooky…The haunting…The ghoulish…The chilling…Office of Inspector General (OIG) Audit

What We’re Working OnAudit Themes• In-Kind Documentation

• Retain source documentation• Staff salaries• Space/Building costs• Valuation: Fair Market? Documented?

• NSCHCs• Treat program staff the same as AmeriCorps members (all

covered positions)• Collect government-issued photo ID• Get permission to run state/FBI checks• Check both state of service/employment and state of

residence

What We’re Working OnAudit Themes• Member Time-Keeping

• Ensure signatures/authorizations occur AFTER time served (do not project at the end of a day and/or time period)

• Ensure hours occur on legitimate calendar days (there isn’t a November 31, February 29 only occurs every 4 years)

• Ensure timesheets support eGrants entry of final hours• Track and ensure fundraising hours do not exceed 10% of

individual member time; training does not exceed 20% of program time (aggregate member time)

• Watch for excessive evening/weekend hours and/or bulk hours at the end of term• Ensure you know why this is occurring, is legitimate, and

document

What We’re Working OnAudit Themes• Member Performance Reviews

• Ensure returning members (in the same program) have completed performance reviews from past terms

• Ensure early exits have performance reviews• If unable to complete a final program performance review, at

the very least use the Serve WA End-Of-Term Member Evaluation Addendum (or something similar) to ensure minimum performance review questions are met

• While not required, signatures by members/supervisors are a best practice, if the program form allows for a signature, you must ensure you obtain such signatures

What We’re Working OnGrantee Progress Report

(Roll-Up of Program Progress Reports)

Measure Total Measure Total

ED1 – Start 18,019 O1 – Financial Lit Services 5,710

ED2 – Complete 16,435 O9 – Improved Knowledge 1,508

ED5 – Improved Academics 7,786 O5 – Housing Services 2,206

ED27 A&B – Improved Attitudes/Behaviors

4,629 O11 – Housing Placement 365

EN4 – Acres Treated 6,337 V2 – Veterans as Member/Vol 842

EN4.1 – Acres Improved* 2,682

*data still coming

What We’re Working OnGrantee Progress Report

(Roll-Up of Program Progress Reports)

Hear? Join? Complete?

Word of Mouth Community Impact Community/Service Recip

Online Professional Development Ed Award

What We’re Working OnGrantee Progress Report

(Roll-Up of Program Progress Reports)

AmeriCorps members spent 14 days in September serving along the Snoqualmie River with the Washington State Department of Natural Resources and Puget Sound Corps to remove and control invasive knotweed. Knotweed grows in massive bamboo-like forests along streambanks, making it so that other plants cannot grow. Knotweed has very shallow roots and so is not helpful in knitting the soil together in the way that the roots of many native plants do. In the event of a flood, soil that is colonized by knotweed is much more prone to sloughing and erosion. Forests of knotweed also do not attract the diversity of insect life that salmon need to thrive. Removing knotweed allows native plants to move back in closer to rivers and streams and perform the important functions needed to keep them healthy. AmeriCorps members controlled and patrolled over 60 acres along the Snoqualmie, building off of previous year’s work with the goal of a knotweed free Snoqualmie River.

What We’re Working OnNEW! Semi-Annual and Monthly Status Reports• Semi-Annual Report

• Updated Template (on Subgrantee Resource Page)• Due April 10, 2018 (and semi-annually thereafter)• Narrative Changes ONLY…

• Analysis of Impact remains, but removed positive/negative trends in program performance.

• Impact Snapshots/Member Experience removed, but is essentially captured in the Monthly Status Report as a “great story” and could be used as supporting examples in the Semi-Annual Analysis of Impact

• Data Quality/Performance Management added, see new descriptions in template.

• Great Story remains as optional (another good place for impact snapshots/member experience).

What We’re Working On

What We’re Working OnNEW! Semi-Annual and Monthly Status Reports• Monthly Status Report

• Updated Template (on Subgrantee Resource Page)• Due November 15, 2017 (and monthly thereafter)• Changes…

• Recruitment/Retention chart removed, capture successes and challenges in narrative when applicable.

• TTA narrative removed, more applicable in real time, continue to consult your PO/Fiscal GO.

• Program Successes/Challenges and Performance Measures remain.• Great Story remains, but limit to ONE or TWO short impact

snapshots or member reflections…• 300 words or less• Use qualitative and quantitative data• Social media worthy• When applicable, submit associated high quality picture w/ logo

What We’re Working On

What We’re Working On

Basecamp!Subgrantee Peer Networking Site

Message Board• chat, ask questions, social feed

Peer Resource Library• post/retrieve documents

https://basecamp.com/ (general site)https://3.basecamp.com/3624101/join/kbzQvCnKtg7f (invitation)

Upcoming Events• General Calendar

• http://servewashington.wa.gov/calendar• Veterans Day

• November 11• MLK Day

• January 15• Leader Corps

• February 15-16 and May 8-9• AmeriCorps Week (just announced – standing date, 2nd week March)

• March 11-17• National Service Regional Conference

• Tentative May 14-18 – Seattle!!!• Annual Subgrantee Meeting

• July 11-12 – Liberty Inn – DuPont

General Announcements• Prohibited Activities

• New guidance on prohibited abortion services (emailed 9/29)• CNCS Branding Guide

• https://www.nationalservice.gov/sites/default/files/documents/AmeriCorpsSeniorCorpsBrandingGuidance-.pdf

• eGrants Transition to GMM• Delayed, Training TBD

• Individuals w/ DACA Status• NOT eligible for State/National• ARE eligible for VISTA! Please refer applicants to VISTA.• https://www.nationalservice.gov/programs/americorps/americorpsvi

sta/three-ways-serve• Online Program Profiles

• http://servewashington.wa.gov/programs/americorps/find-an-americorps-program/programs-by-name

General Announcements• Electronic Records Safeguards

…per CNCS AmeriCorps State & National FAQs

• Sufficient prevention of unauthorized alterations or erasures of records; • Effective security measures to ensure that only authorized persons have

access to records; • Adequate measures designed to prevent physical damage to records; • A system providing for back-up and recovery of records; and • The electronic storage procedures and system provide for the easy

retrieval of records in a timely fashion, including: • Storage of the records in a physically accessible location; • Clear and accurate labeling of all records; and • Storage of the records in a usable, readable format.

Remember! State retention requirements supersede federal requirements.

Closing

Successes/Challenges?Questions?

Next Call: January 25 @ 10amsend topics of interest to robyn.harris@ofm.wa.gov