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2021 Social Services Agency Training

WELCOME

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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 CityHS@AustinTexas.gov

▪ 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 CityHS@austintexas.gov

▪ 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

APHCompetitions@austintexas.gov

❑ 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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