FFY2019 EAP Annual Training Turn-Around-Document

FFY2019 EAP Annual Training August 8 & 9, 2018 River’s Edge Convention Center, St. Cloud This Turn-Around-Document (TAD) includes Q&As, all PowerPoint presentations, and attachments.

TAD

FFY2019 EAP Annual Training Turn Around Document (TAD)

TAD Contents 1. Questions & Answers; Outreach breakout

Includes Q&A by section from Day One and Day Two, including ideas generated in the Outreach breakout on Day 2

2. Day 1 and Day 2 PowerPoint presentations 3. Attachments

2018-2019 Minnesota Energy Programs Application, showing changes Andre Koen’s Implicit Bias and Cognitive Control packet Census 2020 handouts Attendees by Organization FFY2019 EAP Annual Training Attendees by Last Name FFY2019 EAP Annual Training

Training Logistics Location: River’s Edge Convention Center, 10 Fourth Ave S, St Cloud, MN 56301 Dates: Wednesday, August 8 and Thursday, August 9, 2018 Time: 8:00 to 4:30 Agenda: EAP policies and procedures; Updates from EAP-related programs and services Attendees: EAP Coordinators and one additional SP staff person, Commerce staff, and guests

FFY2019 EAP Annual Training

Day One Q&A State of the Program (John Harvanko) Q: Will you talk more about the A16 outreach? A: No. We have a solution that is invisible to you. We’ve designed a way to do it without having impact on the activity at the SP level. Q: What is the monitoring of non-LIHEAP funds about? A: LIHEAP statue says you can only spend 10% on administering the program. It doesn’t matter what [federal] source it is from. They say we are possibly exceeding that if SPs use other federal funds to administer LIHEAP. The most likely candidate at an SP is CSBG funds. Talking to SP fiscal directors, it is known you can’t do that. Auditors should also know that. I am against us testing non-LIHEAP funding in your agencies. Q: Mixed households #14 - what is that about? A: Basically the same as #5 (unqualified alien status verification & mixed status household policy). LIHEAP is not allowed to assist households who are not eligible based on their documentation status. You can have a household who has documented and undocumented individuals. They have direction saying don’t do anything that will discourage households from applying.

Application & Mailing (Amanuel Asghedom) Q: Will the “how do you prefer to be contacted” question be in eHEAT? A: Yes. Q: Fillable version of app – will that be accessible to everyone? A: We will follow up on that. Q: Commerce was sent a list of questions about the new preferred form of written contact question. Will Commerce be letting us know how SPs are respond to that new info, for example if a household indicates they prefer written contact via email? A: At this point we haven’t made decisions about what will be expected. We will provide details later. Q: We are allowed to release our apps when you tell us? A: Yes, we will let you know. After the queued apps are mailed. We will soon provide you with an app to use for app printing, but those shouldn’t be released to the public until we notify you.


Application Processing I (Shamiere Bridgeford) Comment: Thank you for the last section on proper documentation. We do get frustrated, some HHs are difficult to deal with. We will use that info for staff training; it is a good reminder.

Crisis (Jon Brown) Q: On example 2, can you explain the level of confirming the remaining $120? A: What qualifies as confirmed dollars in that case? I hesitate to say exactly. A Crisis cannot result in a credit. If you are making a Crisis payment for less than what the minimum delivery is you need to have the additional funds either already posted on the account or confirmed from a reliable source like HeatShare or county emergency assistance. Q: On that same example, it looks to me like you would need to set up two events. One for the past due and one for the delivery. A: You pay what you can in that case. If it could be bundled together, prepped up front, that would be ideal. You can’t leave the vendor hanging. Make a payment for what you can, what is part of that Crisis, you resolved what you can in that situation. When the other funds come in to address it further you do that at that time.

Energy Related Repair (Amanuel Asghedom) Q: Any chance ERR contractor payments will be done in eHEAT this year? A: No, we’re not prepared for that yet with eHEAT Next Gen. Q: For medically necessary fuel change, if you have an elderly couple and the husband can’t lift wood and there’s a spouse who is in the same age range but technically could, would there have to be a doctor’s note for the spouse too? A: In the situation you described, you would need doctor letter from both. No upper age limit; some people can haul wood at older ages. Q: There are other things that go along with that, not just can they put wood into the furnace. Sometimes there is knowledge the people may not have, e.g. one HH member always did it and knows how. A: That goes back to Aman’s point that it is a case-by-case basis, and you should feel free to contact us with any questions.

Safe at Home (Dianna Umidon) Q: We have 15 SAH HHs and in the past, they have accidentally given us their real address. This year we sent them a special letter reminding them that it’s time to apply for EAP and reminding them that they should not share their real home address when applying. A: Thank you for being proactive. SAH participants can be in a very stressful place when applying, so they can make that mistake.


Safe at Home and EAP (Sandy Seemann) Q: We haven’t had a SAH ERR but we did weatherize one. It was challenging to separate names from all of the documentation. How do we verify home ownership for ERR? A: We’ll look into it and get back to you.

Notification of Key Changes/Change in Service Providers (Tracy Smetana) Q: If there is a change of elected officials, what kind of documentation is needed? A: Some kind of official record.

eHEAT Next Generation (Andy Smialek) Q: I had heard rumor that as changes are happening with Next Gen they will be implemented and we might not even notice those changes in eHEAT. A: Not quite, as Andy explained it will be implemented in two steps. Online will be last and eHEAT like we use now will be first. Once we have a few sprints together and have enough for people to look at, the SMEs and others will be involved to ensure we are heading in the right direction. It will not be a surprise. The first eHEAT we did release it all at once and the SMEs did not have a chance to provide feedback. The process of testing and iterating will be ongoing. Q: Seems like with delays, does that mean it’s more expensive, over budget? A: The delays were in hiring the contractors so the ‘burn’ is fine. We’re in good shape budget wise, but time wise we are delayed.


Day Two Q&A Service Provider Outreach (Keich Hepburn) Q: What does Commerce say about how to pay for Outreach items? A: We will get back to you on this.

Q: How much do you pay for outdoor advertising? When I looked into it, it was cost prohibitive for us. A: Outdoor advertising is pretty expensive. An ad costs about $2,500 for a four week period. If you have multiple ads it can add up. You want to work to get bonus time – it’s about getting the bonus. Not everyone is going to be able, in size and scope, to do it. If it is a high traffic area it may be worthwhile. Check with the PSA, see if the agency has room for a PSA. You may not be able to select where the board goes but it may work out great.

Q: Are you willing to share some of your advertising, so we don’t have to recreate the wheel? A: We worked with an ad agency to produce a Toolkit of outreach tools.

Q: Are the promotional materials (MOD-developed outreach toolkit) mandatory to use? A: No.

Comment: Recently our agency, which is in a non-concentrated area, bought software to pull data from eHEAT to find where our households are and where we are missing reaching households.

Comment: The door to door outreach was very effectives, also lots of phone contact, the more we reach out and talk to them the more likely they will apply. Many households don’t realize they can apply for EAP if heat is in rent. That was eye opening.

Q: In some of our outreach attempts, especially with the elderly community, a lot who didn’t apply believed that they just did not qualify so they didn’t want to submit application. I’m wondering if there’s a unique way to reach those people who don’t believe they should apply even though they are likely eligible. Is there some marketing smarts we could use to break through that barrier to reach the people that think they aren’t eligible? A: In the senior community we don’t necessarily push the idea in broad messaging. But when I do events and work with seniors to apply I try to get trust, comfort, tie to things that are important to them – tie to their medical costs, housing costs going up, medical expenses going up. This is a supplemental way to cover costs. Highlight ways this will help them pay for other important things, and plan for the future.

Q: We do that, but it is more so in the communities, we’re such a large geographic area. What do we do when we can’t meet them face to face?


A: Social service programs tend to underserve seniors. That’s a population that doesn’t think they’re eligible, others need it more, etc. I heard at national conference, approach – trust is critical to establish. Find a community partner whom seniors trust – neighbors, churches, other partners that have the seniors’ trust. Q: Thanks to the State for getting income guidelines to us earlier - that helps us to do outreach. A: I would love to take credit for that, but I can’t. Those are based on income guidelines that the feds provide us. As soon as we get them we send them out.

Outreach brainstorm (Tracy Smetana) Groups of six discussed their SP outreach activities and were asked to report back a new idea from today’s presentations or from the group discussion they plan to use, a proven effective outreach activity, and a suggested tracking method. Groups reported the following: Group 1: New idea – text updates Effective – scratch off with prizes Tracking – Tally sheets

Group 2: New Idea – GIS map where applications are Effective – Food bank postcards Tracking – Code apps with color stickers

Group 3: New idea – Facebook video and Facebook energy tips Effective – Door hangers with sleeve that includes EAP app printed on different colored paper, asking vendors to place on doors with shut off notices Tracking – Really hard. Surveys (mostly word of mouth)

Group 4: New idea – door hangers Effective – Head Start centers for back to school event, backpack stuffing Tracking – tracking codes on apps, when returned, coordinate codes

Group 5: New idea – Digital billboard, FDL has one that hasn’t been used for EAP Effective – Going to elderly complexes (missed some) Tracking – Marking apps with color/code, so know which event it’s from

Group 6: New idea – using Bridges to Benefits Effective – add QR codes on advertising to bring you directly to website or information on EAP Tracking – already covered


Group 7: New idea – Explore paid FB advertising Effective – Going to visit target groups in community, e.g. energy clinic with seniors Tracking – Bar code system – bar code on apps for different outreach events, laser fiche will read and scan when the apps come in

Group 8: New idea – Targeting brochures to seniors going home with elder nutrition or meals on wheels. Collaborating with other SPs if overlap in television market for ad. Pool money together Effective – Contacting pre-logged applicants just to the address (whoever is there) Tracking – putting something in local questions (e.g., where did you hear about us?)

Group 9: New idea – Table tents, sticky notes, Effective – if you use radio they will but banner & message on their website Tracking – spreadsheet with Prelog list, make color code for responses and call them

Additional ideas: Outreach at funeral homes – make funeral directors aware so they can refer HHs to low-income

program. (At EACA meeting Emily led an outreach group.) Parking lot fliers. Think of Walmart, think of the cars. Think of the windshield wipers. Keep an eye

out for closing businesses. Think of Herberger’s stores closing. Lynette will set up a Dropbox for people to put outreach resources in. People can share their

outreach tools and change the logo/etc. for their SP. Agency outreach mobile. Bus or old ambulance. Go to the same place each month so people realize

you are there. Laptops set up inside, sit with them, fill out applications, process applications. SJS made an outreach flyer, and Nora translated to Spanish. Very simple and attractive. Put it &

apps in laundromats. If you need Spanish translation, Nora is happy to do it. Reach out to us. Placemats in diners, restaurants, the legion, the DARE program spaghetti feed WIC clinics, hospital clinics. Napkins/coffee cups for seniors. School packets at beginning of year. Energy bags with usable items branded by oriental trading. Contact info on the outside of the bag –

not sure it’s the best idea because people may be deterred from taking the bag of stuff. Get the word out that people in agency can help complete apps. Housing units, HHs with HIR - reach out to those places. Grocery receipt advertisements. Napkins at

local places. Backpack stuffers for Head Start families (apps, info). Mass mailing by county. Collaborate with other agencies on public TV, other media efforts. Create one outreach item with

multiple agencies listed – share the cost. Nextdoor is like your neighborhood Facebook. They have a free service you can apply for at the

agency or program level. You can sign up for free PSAs. The ones I’ve seen in my neighborhood are for fire departments, community centers, etc. It would be a great way to reach out to people about


the start of the program or Cold Weather Rule. Energy Awareness things, practicing safe tree lighting at Christmas Time. Also free to advertise if you are a public service.

Instagram – wonder if there is something that can happen there. Follow Commerce Instagram – regular posts.


Bill Grant Comment: In all sincerity, having worked my entire professional career in government arenas, I so sincerely appreciate the partnership with the Department of Commerce. Your staff are wonderful. That’s not always the case. It isn’t always an easy relationship because they have to monitor us, but I trust I can ask questions. They’re wonderful colleagues and I appreciate that. Response: Thanks for saying that. It’s a balance between monitoring SPs and being in a good partnership. Glad to hear we’re hitting a good balance. Comment: I was going to ask the same thing as Lynette. The strength of our program starts at the top and filters its way down. You are such a strong leader. Without strong leadership we can’t function. Thank you for your time and staying with EAP for so long. Response: Thank you. Happy to do it. This has been an important part of my role as Deputy Commissioner.

Census 2020 (Andrew Virden) Q: You mentioned early in PPT that there are areas where addresses were missing from the address files – gap in data of 50,000 in LUCA. What are reasons for gaps between State and federal data? A: I don’t know what the root cause of it is. I take great confidence that all counties in MN have someone checking those addresses. The few counties that declined to participate did not have the people power to do it so the State of MN took it up and did the work. There will be a continuous effort to add all the new housing units. Q: How do you count children who live in more than one home? A: The standard for all people is where you determine to be a resident. This is also a problem for snowbirds. Many snowbirds will leave MN for Florida, for tax purposes they say they live in Florida, but they may say they are a Minnesotan. The post office cannot forward the form, so the form will sit in their PO Box. Q: Wondering if you can tell more history of the citizenship question. Has it been on the form? When will it be decided if it’s going on? A: The citizenship question has not been on the census since 1950. There are about 17 states suing to exclude it from the questionnaire. Some localities say it is important information to have. In the 1940s, the government used census information to facilitate the roundup of Japanese Americans for internment. As a result, laws were changed to ensure the data cannot be shared with other government entities. Even if the question is included, there is still a question of whether it will be mandatory. I have no way to know if someone is a citizen or not. Q: Does citizenship only apply to the person answering the form? A: No, it applies to entire household. It is for all members in the household. The form is written to say that whoever is filling in the form is the ‘anchor’ for the household. Everything is tied to the anchor, but each set of questions (per household member) would include the citizenship question. The estimation by the State Demographer is there are about 90,000 households with a mixed citizenship


status. Our concern is that some of the people are excluded because someone in the household is not documented. Q: Can you explain about the complete count committee? What it does? How can we find out if there is one in our community? A: If you look at the state demographic center’s website you will see all the counties that have a complete count committee. We are looking for more. The state has its own complete count committee. However, cities and counties are also doing it. Individual neighborhoods and blocks are organizing too. If you find there is one in your area already, contact us and we will make that introduction for you. If there is not somebody already, that means it is you. You can do it. The census is less likely to count the population you work with, which puts you in a great position to make sure that people are counted.

Weatherization Assistance Program (Jake McAlpine) Q: What do you do to help HHs with vermiculite in the attic? A: It can have asbestos in it, but sometimes it does not. More recently, they say you have to take it seriously. Currently DOE will not let us take it out; in many cases, we walk away from those houses. We also have a new fund from the state to actually go in and take it out in a safe way. We have done about a dozen houses the last six months or so. We hope for more funding. Q: Wonder with A16 Proactive, in our agency we do pre-audit stuff, change to LED (low hanging fruit). It might be more effective to target HHs that WAP walked away from. A: As of now, that is tracked at the local level. Within the next year with FACSPro, we will have a status we can track for walk aways. Starting next July we’ll have those lists. Now ask the local WAP provider; then you can get it from the system after that. Q: Can you talk about flood response? A: Through the EAPWX transfer SPs had money they can do standalones with. In the case of a flood, standalones can replace a water heater and/or heating system. We do have a little extra funding for that if needed. Q: Small SP, limited funding, few HHs, how does that work with emergency standalones? A: You would let us know you have a need and we would assess at that point.

https://mn.gov/admin/demography/census2020/ccc/


Turn Around Document: Day One slides

Energy Assistance Program

FFY2019

Annual Training

Welcome & IntroductionJohn HarvankoDirectorMinnesota Energy Assistance Program

2

Welcome & IntroductionLogistics Recording (audio and visual) Breaks & lunch Restrooms

3

Welcome & IntroductionTopics Welcome & Introduction Training Agenda State of the Program FFY19 Overview of Annual Training

4

Welcome & IntroductionState EAP Staff Amanuel Asghedom Ken Benson Shamiere Bridgeford Jon Brown Doug Burns Felicia Cullen Beyene Gessesse Michael Schmitz Sandra Seemann Tracy Smetana Nicole Westling

5

Welcome & IntroductionOther State staff Bill Grant, Commerce Andrew Grewell, DHS (OEO) Maggie Larson, Secretary of State (Safe at Home) Jake McAlpine, Commerce (WAP) Andy Smialek, MN.IT Dianna Umidon, Secretary of State (Safe at Home) Andrew Virden, Admin (Census) Diane Wells, Office of Broadband Development

6



Welcome & IntroductionOther special guests Kevin Adams, CAPRW Keich Hepburn, CAPRW Jennifer Hill, United Way 211 Andre Koen, AM Horizons Training Group Marcy Paulson, CAPRW Janice Renner, Mahube‐Otwa Jana Soiseth, MOD Luke Soiseth, MOD

7

Welcome & IntroductionNew Coordinators / other staff introductions New since last year’s training Please stand up, tell us your name and your organization Other Coordinators, please offer your time and

knowledge

8

Training AgendaDay 1 Agenda Welcome & Introduction; State of the Program; FFY19;

Overview of Annual training Facts about EAP Households Application & Mailing Application Processing Crisis Energy Vendors ERR Implicit Bias & Cognitive Control Safe at Home Notification of Key Changes/ Change in Service Providers eHEAT Next Generation Technology

9

Training AgendaDay 2 Agenda Local Plan, ICD, & Contract Oversight & Auditing Outreach Bill Grant United Way 211 Census 2020 Weatherization Assistance Program Office of Broadband Development eHEAT Next Generation Change Management

10

State of the ProgramFFY18 outputs

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

180,000

$‐

$20,000,000

$40,000,000

$60,000,000

$80,000,000

$100,000,000

$120,000,000

$140,000,000

$160,000,000

$180,000,000

$200,000,000

Ho

use

ho

lds

Serv

ed

Fed

era

l & S

tate F

un

din

g

Program Years 2002 ‐ 2018

MN EAP Over Time

Total Served in Minnesota Federal & State Funding 11

State of the ProgramFFY18 outputs Total number of HHs served: 126,500 Total number of Crisis served: 41,000 Total number of ERR events:

‒ 4,200 repairs‒ 1,100 replacements

Average repair: $370 Average replacement: $3,800 Total funding:$117M

12



State of the ProgramTotal number of HHs served: 126,000

13


14


15


16

State of the ProgramFFY18 outputs Application count comparison

Data from July 31, 2018

App status As of 7/31/2018 As of 7/31/2017 As of 7/31/2016

Approved 126,429 126,186 132,861

Denied 15,651 15,227 16,346

TOTAL 142,080 141,413 149,207 Change from prior year 0.5% ‐5.2%

17

State of the Program

18



19

State of the Program

20

State of the ProgramEAP Accountability

21

State of the ProgramOffice of Legislative Auditor visit July, 2017‐ March, 2018 Notified of results in the Spring of 2018 No Findings

22

State of the ProgramProgram Compliance Review by U.S. Dept. of Health & Human Services On‐site visit August 14‐17, 2017 Visited the State Office and 2 local SPs Draft report received March 16, 2018 15 issues were identified by HHS

‒ We disagreed with 10 of the issues; as for the remaining 5:– Not able to use A16 for outreach– Monitoring non‐LIHEAP admin funds– Reporting refunds from closed grant periods– Carryover & Reallotment and the SF425 reports were incorrect– Successor SP policy unclear (revised for FFY2019)

23

State of the ProgramProgram Compliance Review by U.S. Dept. of Health & Human Services1. Documentation or verification of applicant identity2. LIHEAP Weatherization rules: exceptions in State Plan3. Fixed income applicants: recertification applications4. Use of Assurance 16 funds: outreach5. Unqualified alien status verification & mixed status household policy6. Crisis intervention timelines7. Additional controls needed for administrative costs: 10% Limit8. Additional controls needed for review of supporting documentation for cash

requests9. Additional controls needed for vendor refunds10. Additional controls needed – on‐site fiscal monitoring of subgrantees11. Additional controls needed for completion of carryover & reallotment report

and SF‐42512. Notification letters13. Procurement policy (procuring new SPs)14. Mixed status households15. LIHEAP Weatherization 24



State of the ProgramThank you!

25

State of the ProgramQ&A

26

FFY19 Approach Funding may be…. Average Primary Heat benefit of $525‐$550

‒ $200‐$1,400

Crisis benefit of $600 5% EAPWX Transfer Start up funds

‒ ERR at least $1M‒ Admin‒ A16

27

FFY19 Policy development Many sources for the FFY19 policy improvements‒ Program audits‒ Issues identified by SPs and Commerce in FFY18‒ PAC‒ EACA‒ eHEAT Next Gen

28

FFY19

‒ Kevin Adams‒ Mandy Braaten‒ Emily Casey‒ Feleshia Edwards‒ Pat Elizondo‒ Lynette Engelhardt Stott‒ Catherine Fair

Policy development JAD participants were essential to develop FFY19

policies and procedures – thank you!

‒ Nora Guerra‒ Joan Markon‒ Jean Pelletier‒ Janice Renner‒ Judy Steinke‒ Pam Wild

29

FFY19 Policy development JAD participants were essential to develop FFY19

policies and procedures – thank you!

30



Overview of Annual TrainingIntentions Prepare for FFY19 Enable train‐the‐trainer

By training on‒Program and policy changes‒Areas of concern

Excludes EAP 101, policy making

31

Overview of Annual TrainingApproach PowerPoint presentations by topic Q&A between – hold questions Will issue a TAD (turn‐around‐document) PPTs are available by topic on Commerce website Recordings will be available soon

32

Overview of Annual TrainingQ&A

33

Facts about EAP HouseholdsMichael Schmitz

34

EAP Households and EAP Eligible Households American Community Survey: 2016 1‐yr sample eHEAT: 2017 program data

Facts about EAP Households

35

Data Sources American Community Survey: 2016 1‐yr sample

‒ There are limits to the data‒ Because estimates are based on a sample, each time you slice

the data into sub‐groups, the margin of error increases somewhat


36



Data Sources American Community

Survey: 2016 1‐yr sample‒ Census data are known

to be less accurate with data on:– People of color– Immigrant groups– Low income HHs

‒ Documented undercounting of these groups

80

82

84

86

88

90

92

94

96

98

100

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016

ACS Coverage Rates (2007‐2016)

White Black American Indian Asian Hispanic


37

Data Sources American Community

Survey: 2016 1‐yr sample‒ Census data are known

to be less accurate with data on:– People of color– Immigrant groups– Low income HHs

‒ Documented undercounting of these groups

80

82

84

86

88

90

92

94

96

98

100

2007 2008 2009 2010 2011 2012 2013 2014 2015 2016

ACS Coverage Rates (2007‐2016)

White Black Asian Hispanic


38

Data Sources eHEAT Program Data

‒ There is likely a selection bias in these data; that is, they are not representative of the entire estimated eligible population

‒ HHs who apply may be different from HHs who do not


39

Comparison of Applicants vs. Non‐applicants Estimated 496,000 income eligible MN households About 126,000 HHs served: 25%

Est. Eligible HHs Served

Average Income $20,000 $18,000

Poverty Level 116% 100%

HH Size 2.2 2.5

% Home Owners 46% 46%

% Over 60 44% 37%

% Under 6 21% 21%

Disability 36% 41%

% Female 55% 56%


40

Comparison of Applicants vs. Non‐applicants Estimated 496,000 income eligible MN households About 126,000 HHs served: 25%

Est. Eligible HHs Served



HH Size 2.2 2.5


% Over 60 44% 37%

% Under 6 21% 21%

Disability 36% 41%

% Female 55% 56%

Served HHs have lower incomes and deeper poverty level...

They also have more people in the home…

Are less likely to be Seniors…

And more likely to include people with disabilities


41

Comparison of Applicants vs. Non‐applicants Estimated 218,000 income eligible Senior HHs About 46,700 HHs served: 21%

Seniors Est. Eligible HHs ServedAverage Income $17,700 $15,900

Poverty Level 129% 113%HH Size 1.5 1.5

% Home Owners 60% 61%Disability 46% 49%% Female 59% 60%


42



Comparison of Applicants vs. Non‐applicants Estimated 218,000 income eligible Senior HHs About 46,700 HHs served: 21%

Seniors Est. Eligible HHs ServedAverage Income $17,700 $15,900

Poverty Level 129% 113%HH Size 1.5 1.5

% Home Owners 60% 61%Disability 46% 49%

% Female 59% 60%

Lower incomes & deeper poverty…

Slightly more likely to have a disability


43

Comparison of Applicants vs. Non‐applicants Estimated 407,000 income eligible White MN HHs About 90,000 households served: 22%

White Est. Eligible HHs Served



HH Size 2.0 2.2


Disability 36% 42%


44

Comparison of Applicants vs. Non‐applicants Estimated 407,000 income eligible White MN HHs About 90,000 households served: 22%

White Est. Eligible HHs Served



HH Size 2.0 2.2


Disability 36% 42%


More likely to have a disability

Larger size & more likely to own home…


45

Comparison of Applicants vs. Non‐applicants Estimated 70,000 income eligible Black MN HHs About 23,000 households served: 33%

Black Est. Eligible HHs Served



HH Size 2.9 3.3


Disability 41% 40%


46

Comparison of Applicants vs. Non‐applicants Estimated 70,000 income eligible Black MN HHs About 23,000 households served: 33%

Black Est. Eligible HHs Served



HH Size 2.9 3.3


Disability 41% 40%


Larger HH size


47

Comparison of Applicants vs. Non‐applicants Estimated 41,150 income eligible Hispanic/Latino

MN HHs About 9,250 HHs served: 22%

Hispanic/Latino Est. Eligible HHs Served



HH Size 3.4 3.7


Disability 28% 31%


48



Comparison of Applicants vs. Non‐applicants Estimated 41,150 income eligible Hispanic/Latino


Hispanic/Latino Est. Eligible HHs Served



HH Size 3.4 3.7


Disability 28% 31%


Larger HH size…

More homeowners…

More disability


49

Comparison of Applicants vs. Non‐applicants Estimated 24,000 income eligible Asian MN HHs About 6,000 HHs served: 25%

Asian Est. Eligible HHs Served



HH Size 3.8 4.0


Disability 29% 37%


50

Comparison of Applicants vs. Non‐applicants Estimated 24,000 income eligible Asian MN HHs About 6,000 HHs served: 25%

Asian Est. Eligible HHs Served



HH Size 3.8 4.0


Disability 29% 37%


Larger HH size…

More homeowners…

More disability


51

Comparison of Applicants vs. Non‐applicants Estimated 22,000 income eligible Native American


Native American Est. Eligible HHs Served



HH Size 2.9 3.2


Disability 40% 38%


52

Comparison of Applicants vs. Non‐applicants Estimated 22,000 income eligible Native American


Native American Est. Eligible HHs Served



HH Size 2.9 3.2


Disability 40% 38%


Larger HH size…

More homeowners…

Slightly less disability


53

Comparison of Applicants vs. Non‐applicants Estimated 267,000 income eligible HHs in Greater MN About 76,000 HHs served: 28%

Greater MN Est. Eligible HHs Served



HH Size 2.2 2.4


Disability 35% 40%

Over 60 47% 40%

Under 6 17% 20%


54



Comparison of Applicants vs. Non‐applicants Estimated 267,000 income eligible HHs in Greater MN About 76,000 HHs served: 28%

Greater MN Est. Eligible HHs Served



HH Size 2.2 2.4


Disability 35% 40%

Over 60 47% 40%

Under 6 17% 20%


Larger HH size…

More homeowners…

More disability…

Fewer Seniors…

More young children…


55

Comparison of Applicants vs. Non‐applicants Estimated 230,000 income eligible HHs in Metro About 50,000 HHs served: 22%

Metro Est. Eligible HHs Served



HH Size 2.2 2.7


Disability 38% 43%

Over 60 40% 33%

Under 6 17% 24%


56

Comparison of Applicants vs. Non‐applicants Estimated 230,000 income eligible HHs in Metro About 50,000 HHs served: 22%

Metro Est. Eligible HHs Served



HH Size 2.2 2.7


Disability 38% 43%

Over 60 40% 33%

Under 6 17% 24%


Fewer seniors…

Fewer homeowners…

More disability…

Larger HH size…

More children…


57

Poverty & Income Across Demographic Groups

$‐

$5,000

$10,000

$15,000

$20,000

$25,000

0%

20%

40%

60%

80%

100%

120%

White Black Hispanic Asian Native American

HH In

com

e

Pove

rty

Leve

l

HH Income & Poverty Level

Actual Poverty Level Actual HH Income


58

Varying Rates of Service Across Groups

0%

5%

10%

15%

20%

25%

30%

35%

40%

‐

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

450,000


HHs Served: Estimated vs. Actual

% Estimated Served Estimated Eligible Actual Served


59

Poverty & Rate of Service

R² = 0.7041

60%

70%

80%

90%

100%

110%

120%

10% 15% 20% 25% 30% 35% 40%

% P

ove

rty

% Actually Served

Poverty Level Predicts Rate of Service


60



Select Household Characteristics

2

2.9

3.4

3.8

2.9

2.2

3.3

3.7

4.0

3.2


HH Size: Estimated vs. Actual

Est. HH Size Actual HH Size


61


52%

12%

36% 37%

33%

55%

13%

40% 40%

44%


Homeownership: Estimated vs. Actual

Est. % Homeowners Actual % Homeowners


62


36%

41%

28% 29%

40%42%

40%

31%

37% 38%


Disability: Estimated vs. Actual

Est. % Disability Actual % Disability


63

Internet Access Of the estimated eligible

population in Minnesota:‒ 72% have some form of

internet access (92% of non‐EAP eligible Minnesotans do)

‒ Over 50% have a mobile broadband plan

‒ 62% have a laptop or desktop computer


64

Internet Access There are significant differences in

Internet access by MN geography

68%

47%

59%

76%

57%

66%

Internet Access Mobile Broadband Laptop or Desktop

Internet & Technology

Greater MN Metro


65

Internet Access There are also differences by age:

85%

68%72%

56%

29%

49%53%

26%

46%


Internet Access: Under 60, Over 60, & Over 65

Under 60 Over 60 Over 65


66




85%

68%72%

46%

20%

39%43%

18%

36%


Internet Access: Living Alone & Senior

Under 60 Over60 Alone Over 65 Alone


67


85%

68%72%

48%

23%

39%

57%

29%

51%


Internet Access: Differences by Geography

Under 60 Over 60 Greater MN Over 60 Metro


68

Internet Access There are also differences by race/ethnicity:

72%75%

84% 85%

78%

50%

57%

73%

66%60%

White Black Hispanic/Latino Asian Native American

Internet Access: By Race & Ethnicity

Internet Access Mobile Broadband


69

Housing & Transportation Of the estimated eligible

population in Minnesota:‒ Average rent is about $815 per

month; typically a 2.3 bedroom home

‒ Rent takes up over 50% of household income, on average

‒ Nearly 20% do not have a car in the household; 2/3 have one or fewer cars


70


population in Minnesota:‒ Average rent is about $815 per

month; typically a 2.3 bedroom home

‒ Rent takes up over 50% of household income, on average

‒ Nearly 20% do not have a car in the household; 2/3 have one or fewer cars


71


population in Minnesota:‒ Average rent

– $700 in Greater MN– $900 in Metro

‒ # of bedrooms– 2.4 in Greater MN– 2.1 in Metro

‒ Rent as % of household income– 51% in Greater MN– 59% in Metro

‒ % who do not have a car– 16% in Greater MN– 24% in Metro

$700

$900

$0

$100

$200

$300

$400

$500

$600

$700

$800

$900

$1,000

Greater MN Metro

Avg. Rent

51%

16%

59%

24%

0%

10%

20%

30%

40%

50%

60%

70%

Rent as % of HH Income % Who Do Not Own Car

Select Characteristics

Greater MN Metro


72



Q & A


73

Application & MailingAmanuel Asghedom

74

Application

75

Topics Application changes & improvements

‒ Why changes and improvements?‒ The changes and improvements

‒ Application, Recertification & Instructions

Access to EAP application Mailing

‒ Timeline‒ Numbers

Application

76

Application changes & improvements Why changes & improvements?

‒ To provide applicants with clear information & instructions‒ To gather EAP relevant HH information by:

‒ Asking the right & appropriate questions‒ Collecting essential HH information

‒ To improve application process by:‒ Reducing processing time‒ Increasing efficiency and accuracy*

‒ To cope with program (policies & procedural) changes

Application

77

Application changes & improvements Instruction for completing EAP Application

‒ Clarified “Proof of Income by type:” (Part 2)‒ Clarified “Permission and Signatures” (Part 5)

Privacy Notice & Your Rights and Responsibilities‒ Updated who may see this information

Application

78



Application changes & improvements EAP Application

‒ Repositioned Email address query (page 1)‒ Added “HH written contact preferences” in “HHD

information” questions (page 1) Cont..‒ Added IRA in the HH Income and Benefits list (Page 2)‒ Clarified Self Employed not filed 1040 (page 2)‒ Updated Income Guidelines (page 2)‒ Clarified Voter Registration query (page 3)‒ Clarified Consent and Signature (page 4)

Application

79


‒ PART 2. HH Information ‒ Clarified “Proof of Income by type:”

Was

Disability Payments, Veteran’s Benefits, Workers’ Compensation,

Social Security, RSDI and SSI: Award letters, bank statements showing direct deposits or a copy of the check(s).

Now

Veteran’s Benefits, Social Security, RSDI and SSI: Award letters, bank statements showing direct deposits or a copy of the check(s).

Workers’ Compensation, Short Term and Long Term Disability:

Benefit award notice, copies of workers’ compensation or disability

checks, workers’ compensation records, or attorney’s records.

Application


‒ PART 2. HH Information ‒ Clarified “Proof of Income by type” ‐ Self employed

Application

Was Self Employed, Farm, and Rental Income: The first 2 pages of your

most recent IRS‐1040 tax return. If you did not file taxes or you havebeen self‐employed less than 2 years, call your local EAP Service Provider and ask for a Self‐Employment Form.

Now Self Employed, Farm, and Rental Income: The first 2 pages of your

most recent IRS‐1040 tax return. If you did not file taxes, call yourlocal EAP Service Provider and ask for a Self‐Employment Form.


‒ PART 2. HH Information ‒ Added IRA in the Retirement income section:

Application

Was

Retirement Income: Benefit checks/stubs, bank statements or award letter.

Now

Retirement Income including IRA income: Benefit checks/stubs, bank statements or award letter.

82


‒ PART 5. Permissions and Signature ‒ Clarified who signs the EAP application

Application

Was

An adult HH member, 18 years of age and older oremancipated minor must sign the application.

Now

An adult HH member, 18 years of age and older or emancipated minor, or the minor head of a HH with no adults or emancipated minors must sign the application.

83

Application changes & improvements EAP Application form

‒ PART 1. Personal Information‒ Repositioned HH Email address query (page 1)‒ Added HH written contact preference question (page 1)

Application

Was

Now




‒ PART 2. Income, Benefits and other Assistance‒ Added IRA in the Retirement Income row (page 2)

Application

Was

Now

85


‒ PART 2. Send Proof of all Gross Income:‒ Clarified Self Employed not filed 1040 (page 2)

Application

Was

*If self‐employed, send first 2 pages of your most recent IRS‐1040 tax return. Contact your local EAP Service Provider if your business was started less than two years ago.

Now

*If self‐employed, send first 2 pages of your most recent IRS‐1040 tax return. Contact your local EAP Service Provider if you have not filed a 1040 since self‐employment started.


‒ PART 2. Send Proof of all Gross Income:‒ Updated Income Guidelines for FFY19 (page 2)

ApplicationApplication changes & improvements EAP Application form

‒ PART 2. Send Proof of all Gross Income:‒ Updated Income Guidelines for FFY19 (page 2)

Application

Household

Size

Three Months Income

FFY18 FFY19 Diff

1 $6,250 $6,495 $245

2 $8,173 $8,494 $321

3 $10,096 $10,493 $397

4 $12,019 $12,492 $473

5 $13,942 $14,490 $548

6 $15,865 $16,489 $624

7 $16,226 $16,864 $638

8 $16,586 $17,239 $653

9 $16,947 $17,613 $666

88


‒ Clarified Voter Registration query: (page 3)

Application

Was

If you are not registered to vote, would you like a voterregistration cardYes (You do not have to answer this question)

Now

Do you want to register to vote or update your

registration if you have moved? YesNo

89


‒ Part 5. Consent and Signature:‒ Added MN‐DEED to the list of agencies HH authorizes

Social Security Admin to share HH data (page 4)

Application

Was2. I authorize the Social Security Administration, the Minnesota Department of Human Services (MDHS) and its affiliated agencies to share data concerning my Social Security Number, and public benefits received within the last year for eligibility for benefits with Commerce and Commerce’s contractors for EAP, WAP and CIP.

Now2. I authorize the Social Security Administration, the Minnesota Department of Human Services (MDHS) and its affiliated agencies, and the Minnesota Department of Employment and Economic Development to share data concerning my Social Security Number, public benefits received, and income within the last year for eligibility for benefits with Commerce and Commerce’s contractors for EAP, WAP and CIP.




‒ Part 5. Consent and Signature:‒ Clarified HH signature affirmation statement (page 4)

Application

Was

I am an adult or emancipated minor.

Now

I am an adult, emancipated minor, or the minor head ofa HH with no adults or emancipated minors.

91

Application changes & improvements Privacy Notice and Your Rights and Responsibilities

‒ Updated who may see this (HH) information

Application

Was

United States Social Security Administration. Lifeline/Telephone Assistance Plan for verifying

program eligibility.

Now ‐ Added

Community Services Block Grant and Minnesota Community Action Grant Service Providers undercontract with Commerce.

92

Access to EAP Application SP version Apps for printing to be sent after training

‒ Caution: Do not alter content, including local questions

Required App Info tool is on the Toolkit Other App versions including Spanish, large print,

fillable versions will be on the web soon (Sept) Have apps available on SP website Apps must be accessible to persons with disabilities Ensure apps are available throughout service areas

Application

93

Mailing timeline (plan) Wednesday, August 22 ‐ First Recert applications will be mailed August 24 – Sept 7 ‐ Pre apps will follow (immediately after

Recerts finish)

After September 7 ‐ Queued blank Apps will be mailed

Mailing numbers the last 4 FFYs

Mailing

FFY15 FFY16 FFY17 FFY18 FFY19

Pre application 139,851 124,552 117,700 115,000 115,000

Recertification 15,543 16,186 15,300 12,000 12,000

Total 155,394 140,738 133,000 127,00 127,00

94

Application & MailingQ & A

95

Application Processing IShamiere Bridgeford

96



Application ProcessingTopics Minor Head of HH Can Sign Application Attendants for Elderly and/or Disabled Persons Definition of a minor Fixed Income Documentation Annual tribal per capita payments Northstar Care for Children Adult Foster Care Updated EAP Forms File Documentation

97

Application ProcessingMinor Head of HH Can Sign Application Key related sections in the FFY19 Manual

‒ Application Processing section– The EAP application may also be signed by the head of HH under

age 18, if no one in the household is 18 or older or an emancipated minor.

‒ Signature Requirements section– An emancipated minor, who can be any member of the HH. An

emancipated minor is a person under the age of 18 who is or was married, is on active duty in the uniformed services, or has been declared emancipated by a court.

– The head of HH under the age of 18, if no one in the HH is 18 or older or an emancipated minor.

98

Application ProcessingAttendants for Elderly or Disabled Persons Live‐in Attendant (e.g. personal care attendants)

‒ Policy update to expand and specify types of medical professionals allowed to substantiate medical necessity

– Policy update to expand and specify types of medical professionals allowed to substantiate medical necessity

– Consistency with Public Utilities statute– No other changes to policy

99

Application ProcessingAttendants for Elderly or Disabled Persons Old policy

‒ Identifies medical professional only as “a doctor”

100

Application ProcessingAttendants for Elderly or Disabled Persons FFY19 Policy Update

‒ Identifies medical professionals as a:– licensed medical doctor, – licensed physician assistant, – or nurse practitioner

101

Application ProcessingAttendants for Elderly or Disabled Persons Intent of update

‒ Achieves consistency with Public Utilities statute– RESIDENTIAL CUSTOMER PROTECTION Statute 216B.098, Subd. 5

Medically necessary equipment

‒ Addresses reality of provider pools serving households

102



Application ProcessingDefinition of a Minor Changes New Definition “an individual under the age of 18”

‒ Why changed?– List known situations this conflicted or was an obstacle for valid

EAP processing– Consistency with other human services programs (e.g. DHS)– Minnesota Statute 245.4871 DEFINITIONS subd. 5. Child

103

Application ProcessingDefinition of a Minor Changes Impact

‒ Household Size section– Minor children of parents or guardians living separately may be

claimed as members of both HHs. – Any unearned income payments, such as Social Security Income,

for the minor children of parents or guardians living separately arecounted only by the HH receiving the income.

104

Application ProcessingFixed Income Documentation JAD Issue: SPs indicate EAP Policy related to Social

Security income documentation are creating unacceptable burden for EAP applicants. ‒ Income documentation received outside of the 3‐month eligibility window requiring follow‐up and HH burden

105

Application ProcessingFixed Income Documentation FFY19 Policy Change

‒ Benefit checks or banks statements showing paymentsmade during the 3‐month eligibility period OR in the month the app was signed are also acceptable.

‒ No other changes to SS income documentation requirements

106

Application ProcessingFixed Income Documentation FFY19 Policy Change

107

Application ProcessingAnnual Tribal Per Capita Payments Topics

‒ Changes‒ New policy section‒ Clarification on calculating EAP income when tribal

payments exist‒ Examples

108



Application ProcessingAnnual Tribal Per Capita Payments No change to EAP Application

No change to recertification application process

109

Application ProcessingAnnual Tribal Per Capita Payments Old Policy

‒ Previously only referenced in Income Inclusions and Exclusions table

110

Application ProcessingAnnual Tribal Per Capita Payments FFY19 clarification – Ch 5 Program Eligibility

Requirements‒ Income Inclusions and Exclusions table

111

Application ProcessingAnnual Tribal Per Capita Payments FFY19 update ‘Ch 5 Program Eligibility Requirements’

‒ New section ‘Tribal Per Capita Payments’

112

Application ProcessingAnnual Tribal Per Capita Payments FFY19 Policy Clarification

‒ Example 1 Income Calculation:– HH applies for EAP in Jan 2019 and received a monthly per capita

payment of $800 each month in Oct/Nov/Dec 2018 and a $1,000 bonus received in Dec 2018. No other income is received.» $800 multiplied by 3 months (received during 3‐month eligibility

period) = $2,400 » $1,000 bonus payment received during eligibility period is added

to income » EAP 3‐month income is $3,400

113

Application ProcessingAnnual Tribal Per Capita Payments FFY19 Policy Clarification

‒ Example 2 Income Calculation:– HH applies for EAP in May 2019 and received a monthly per capita

payment of $800 in Feb/Mar/Apr 2019 and a $1000 bonus received in Dec 2018. No other income is received.» $800 multiplied by 3 months (received during 3‐month eligibility

period) = $2,400 » $1,000 bonus payment is NOT part of 3‐month eligibility period

and NOT counted EAP income» EAP 3‐month income is $2,400

114



Application ProcessingFoster Care, Kinship Care, Adoption Northstar Care for Children – effective in 2015 Newer program that combines Foster Care, Kinship

Assistance (fka Relative Custody Assistance) and Adoption Assistance‒ Foster Care: support for eligible children in placement away

from the child’s legal parent, guardian, or Indian custodian‒ Kinship Assistance (fka Relative Custody Assistance): support

for eligible children from the foster care system who have a transfer of permanent legal and physical custody to a relative or kin

‒ Adoption Assistance: support for eligible children adopted from the foster care system

115

Application ProcessingFoster Care, Kinship Care, Adoption EAP issue raised through JADs

‒ Varied EAP income and HH member counts by program type

Policy Change to align EAP policy for all Northstar Care for Children‒ Count the child as HH member‒ Do not count Northstar Care for Children income.‒ Do not count the child’s RSDI, Veteran’s Benefits, Railroad

Retirement Benefits, or Black Lung Benefits.‒ Count any additional countable income the child receives.

116

Application ProcessingAdult Foster Care New Manual Section Separates Adult Foster Care from Northstar Care for

Children for clarity No change to approach in FFY19 Policy

‒ Determine option most beneficial to the HH by:Either:

– Count the adult foster care payments and include the person(s) in foster care as HH members (with the remaining HH members)

Or:– Do not count the adult foster care payments and do not count the

person(s) in foster care as a HH member (with the remaining HH members)

117

Application ProcessingAdult Foster Care FFY19 Policy

118

Updated EAP forms Signature rule change for Appendix 5C ‐ Self‐Employment Income Cash Accounting Worksheet Changes to Appendix 5D – Verification of Income & Expenses Form New Appendix 10B ‐ Letter for Information AboutHousehold Move, now named Appendix 10B ‐ Address Change/Refund Letter Examples

Application Processing

119

Updated EAP forms Signature rule change for Appendix 5C ‐ Self‐Employment Income Cash Accounting Worksheet‒ SP SME suggested this change‒ The policy was implemented in FFY18, now formally in Manual‒ Either the Primary Applicant or the self‐employed household

member may sign the Self‐Employment Income Cash Accounting Worksheet.


120



Updated EAP forms Changes to Appendix 5D – Verification of Income & Expenses Form‒ SP SME suggested these changes‒ Change to income question:

– Changed the question “During the three months listed above, didanyone in your household have sources of income you did not think to report?” to “During the 3 months listed above, did anyone living in yourhome have these sources of income?”

– Moved Other_________________________

‒ New section: For unemployed household members– Asks for household member name and last date worked


121

Application ProcessingUpdated EAP forms Changes to

Appendix 5D –Verification of Income & Expenses Form‒ Changes are marked

in red

122

Updated EAP forms New Appendix 10B

‒ Was Appendix 10B ‐ Letter for Information About HHD Move‒ Old version of 10B was inaccurate and not very useful‒ SP SME group gave examples of forms they use and helped

craft new Appendix 10B‒ Old 10B:


123

Updated EAP forms New Appendix 10B

‒ Now Appendix 10B ‐ Address Change‐Refund Letter Examples‒ Provides examples an SP may or may not choose to use‒ New version shows three example letters/forms: 1 change of

address, 2 refund‐related change of address


124

Application ProcessingUpdated EAP forms New Appendix 10B

‒ Example 1:


‒ Example 2:




‒ Example 3:


‒ Example 3, continued:

Application ProcessingFile Documentation Why we document What we document Where do we document Best practices & examples

129

Application ProcessingFile Documentation Why we document

‒ Program Accountability‒ Efficient case management

130

Application ProcessingFile Documentation Why we document – Impacts of flawed documentation

‒ Inability to support decisions in case of an audit‒ Inability to defend against complaints, appeals or non‐

compliance‒ Poor customer service‒ Inefficiencies due to repeating activities because of lack of

documentation ‒ Unprofessional business practice reputational risk

131

Application ProcessingFile Documentation What we document

‒ Important file updates‒ Client interactions‒ Deviations from normal process‒ Updates to erroneous, missing, delayed or decisions

132



Application ProcessingFile Documentation Where we document

‒ eHEAT‒ Paper files‒ Electronic files

133

Application ProcessingFile Documentation Best Practices – What to avoid

‒ Subjective comments – Includes one’s judgment, assumption, belief, suspicion, or rumor– “I think. . .”

‒ Placing or avoiding blame– Don’t vent about frustrations– Avoid statements such as:– “I can’t believe the HH. . .” or “We messed up again on. . .” or “We

couldn’t pay the ERR in time because the Coordinator was on vacation”

‒ Prejudicial/bias comments unless relevant to facts– personal appearance, race, gender, sexual orientation, age, physical or

mental disability, ethnicity or economic status‒ “Us versus Them” or lack of objectivity tone

134

Application ProcessingFile Documentation Best Practices – What to include

‒ Neutral Tone with respectful language‒ Concise‒ Objective, fact‐based

– “I saw,” or “I counted,” or “I observed.”

135

Application ProcessingFile Documentation Best Practices – Examples: Do or Don’t

‒ Example 1:“I think the HH lied and didn’t report all of their income. Sent info request asking about information wages they tried to hide.”

‒ Example 2:“HH app reported no earned income. UI Documentation shows deductions. Requested wage info from HH.”

136


‒ Example 3:“Need to use language line when HH calls. HH’s primary language is XXX.”

‒ Example 4:“Need to use language line when HH calls – HH pretends she doesn’t understand English.”

137


‒ Example 5:“Changed primary applicant last name – again!She can’t seem to make up her mind.”

‒ Example 6:“Updated primary applicant last name perdocumentation provided.

138




‒ Example 7:“I can’t believe the HH bought a brand new Harley this month and has come in requesting Crisis benefits saying they cannot afford energy bills.”

‒ Example 8:“HH walk‐in request for Crisis benefits, verified pending disconnect and provided budgeting assistance and referral to local food shelf program.”

139

Application ProcessingFile Documentation – Conclusion Document remembering that your notes are

available for the HH, regulators or public view. Do not write anything you would not associated

with your name/reputation online or in the newspaper.

140

Application Processing IQ & A

141

Application Processing IIDoug Burns

142

Application ProcessingTopics “4 My Baby” payments to HHs Verifying Income – Other credits, deposits and transfers

on bank statements Retirement income documentation (IRS Form 1099) Early retirement benefits prior to age 59½ HHs with multiple businesses

Benefit payments Heat in rent (HIR) direct payment to HH and electric

vendor payments

143

Application Processing“4 My Baby” payments to HHs

Research to study the effect on infant brain development of providing an unconditional cash supplement to low income families The study is called “Baby’s First Years” Families receive monthly payments on a debit card

labeled “4 My Baby” HHs receive a cash supplement for 40 months

144



Application Processing“4 My Baby” payments to HHs Recruiting from Twin Cities hospitals started in June HHs mostly live in the Twin Cities‒ HHs receive payments during the study even if they

move. HHs may relocate to greater MN. Excluded income ‐ Do not include 4 My Baby payments

as EAP income

145

Application ProcessingVerifying Income – Other credits, deposits and transfers on bank statementsOften time when bank statements are used to verify social security or other HH income, there may be: Other deposits Credits Transfers from checking or savings accounts

146

Application ProcessingVerifying Income – Other credits, deposits and transfers on bank statements

Did the HH forget to check the box for: Child support or alimony Does income from other sources transfer in from

another checking/savings account

The intent is to include all EAP income by: Using the best info available Being consistent Applying procedures statewide

147

Application ProcessingVerifying Income – Other credits, deposits and transfers on bank statementsProcedure: Ask the HH about credits, deposits and transfers that are not identified Call or follow‐up in writing‒ Make notes

– Date and initial Based on HH info, bank statements may be required

for all 3 months in eligibility period

Note: Similar credits or deposits next year may not require follow‐up

148

Application ProcessingRetirement income documentation (IRS Form 1099) Bank statement showing direct deposit Check stubs or copies of benefit check Benefit award notice or letter Railroad Retirement award letter Record of pension or benefit fund The prior year’s IRS Form 1099 is allowable

documentation only if submitted with the application

149

Application ProcessingRetirement income documentation (IRS Form 1099)

150



Application ProcessingRetirement income documentation (IRS Form 1099) Determine the number of months for which benefits

were received during the prior year to calculate 3‐monthincome Note: Do not publicize or request IRS Form 1099 for

verification of retirement income. Ask for one of the other forms of documentation.

151

Application ProcessingEarly retirement benefits prior to age 59½ Retirement benefits can begin at age 59½ or older There are other exceptions that allow early retirement

benefits if younger than 59½ Count early retirement benefits received by those

under age 59½ only if they are not penalized

152

Application ProcessingEarly withdrawal from retirement accounts

Early withdrawal (prior to retirement), which is penalized, is the drawdown of an asset, is not retirement income, and is not counted as income

153

Application ProcessingHHs with multiple businessesThe following will be addressed:

1. Two HH members have their own businesses and fileone joint IRS Form 1040

2. Two or more HH members have their own businessesand file individual IRS Form 1040s

3. One HH member has more than one business

154

Application ProcessingHHs with multiple businesses1. Two HH members have two or more businesses and file

one, joint IRS Form 1040‒ When info indicates there are multiple businesses reported on

one IRS Form 1040, enter the default 12 months of self‐employment

155

Application ProcessingHHs with multiple businesses2. Two or more HH members have businesses and fileindividual IRS Form 1040s

‒ Process the IRS Form 1040s as stated in the Manual‒ Use a separate Self‐Employment Income (1040) Worksheet

for each IRS Form 1040 submitted and total the results from all of the forms

‒ A loss from one IRS Form 1040 is not subtracted from another IRS Form 1040

156



Application ProcessingHHs with multiple businesses3. One HH member with multiple businesses and files anIRS Form 1040

(This is the same as multiple self‐employed HH members filing one joint, IRS Form 1040)‒ When info indicates multiple businesses are reported on one

IRS Form 1040, enter the default 12 months of self‐employment

157

Benefit PaymentsHeat in rent (HIR) direct payment to HH and electric vendor payments HHs may receive direct payments under limited

circumstances Primary Heat benefits are first distributed to the HH’s

electric vendor Any remaining amount is distributed in one direct

payment to the HH

158

Benefit PaymentsHeat in rent (HIR) direct payment to HH and electric vendor payments

New for FFY19 eHEAT automatically calculates payments for

distribution to the HH’s electric vendor equal to the HH’s annual electric cost or $400, whichever is greater Any remaining amount is distributed to the HH as a

direct payment If the PHB is less than $400, the entire PHB is sent to

the electric vendor

159

Benefit PaymentsHeat in rent (HIR) direct payment to HH and electric vendor paymentsExample 1: Primary Heat benefit is $300. Annual electric cost is $500 The Primary Heat benefit is less than $400 The entire Primary Heat benefit is distributed to the

electric vendor

160

Benefit PaymentsHeat in rent (HIR) direct payment to HH and electric vendor paymentsExample 2: Primary Heat benefit is $900. Annual electric cost is $600 The $600 annual electric cost is greater than $400 A $600 PHB is distributed to the electric vendor The HH receives a $300 direct payment

$900 ‐ $600 = $300

161

Benefit PaymentsHeat in rent (HIR) direct payment to HH and electric vendor paymentsExample 3: Primary Heat benefit is $900. Annual electric cost is $325 The $325 annual electric cost is less than $400 $400 is distributed to the electric vendor The HH receives a $500 direct payment

$900 ‐ $400 = $500

162



Benefit PaymentsHeat in rent (HIR) direct payment to HH and electric vendor paymentsSPs may manage the distribution of the PHB If the HH has an arrearage on their electric vendor

account, the payment to the electric vendor should be greater than the annual electric cost, if possible

If the HH has a credit on their account, the PHB distribution to the electric vendor may be less than the annual electric cost

163

Application Processing IIQ & A

164

CrisisJon Brown

165

CrisisTopics Reminders and Changes Delivered Fuel Crisis Senior Crisis

166

CrisisReminders and Changes Crisis funds are used to reduce the balance due on the

HH’s energy vendor account even if the payment does not resolve the emergency Do not need a copy of current bill CWR or GAP are not substitutes to Crisis

‒ HHs are encouraged to seek out payment arrangements orprotections but not in lieu of Crisis

FFY2019 Changes‒ Standard delivery amount

increased to $600‒ Self‐supplied biofuel

Crisis benefit increased to $300

CrisisDelivered Fuel Crisis Crisis funds can pay an arrearage even if no delivery

results HH must be in a Crisis ‐ not just have an arrearage

‒ 20% or less in tank and refusal to deliver‒ Senior current

168



CrisisDelivered Fuel Crisis

Example 1: A HH with a confirmed emergency HH is $800 in arrears SP uses $600 in Crisis funds to reduce the arrearage HH still owes $200 No delivery

169

CrisisDelivered Fuel Crisis

Example 2: HH with a confirmed emergency HH $420 in arrears SP uses Crisis to pay the full arrearage HH has $180 Crisis remaining Energy vendor’s minimum delivery is $300 Work with the HH to find $120

‒ May come from HH, other program resources, or both

Once the $120 is confirmed, SP may authorize andpay the remaining $180 Crisis benefit

170

CrisisDelivered Fuel Crisis Instructions for entering it into eHEAT

‒ Delivery Confirmation screen enter “0” for the required fields‒ Enter the payment date in the ‘Delivery Date’ field‒ In the ‘Notes’ field indicate the Crisis benefit was for the

arrearage only and that no fuel was delivered

171

CrisisSenior Crisis Eligibility Requirements

‒ HH must occupy the dwelling at the time of the Crisis‒ At least one HH member age 60 or older with a past due or

current energy bill ‒ HH must declare they are unable to pay

Do not need a copy of current bill‒ SP must still verify Crisis with energy vendor

Crisis benefit is the current bill plus any past‐due Applies to both connected and delivered fuel May result in numerous Crisis events

‒ Maximum of 10 Crisis events

172

CrisisQ & A

173

Energy VendorsJon Brown

174



Energy VendorsTopics Changes to Energy Vendor Chapter Energy Vendor Registration Updates

175

Energy VendorsChanges to the Energy Vendor Chapter Energy Vendor Registration Refund Contact Self‐supplied Biofuel Crisis Benefit Amount Energy Vendor Audit

176

Energy VendorsEnergy Vendor Registration

Chapter 3 Energy Vendors Page 1 Old

‒ Energy vendors register for eHEAT through the SP

New‒ Energy vendors register for eHEAT through the SP or

directly with the Commerce Energy Vendor Manager

177

Energy VendorsRefund ContactChapter 3 Energy Vendors Page 6 Old

‒ Call the Commerce fiscal office with questions regarding this process at 651‐539‐1524

New‒ Call the Commerce Energy Vendor Manager with

questions regarding this process at 651‐539‐1869

Note – this change also appears in Chapter 16 Fiscal Management page 12

178

Energy VendorsSelf‐supplied Biofuel Crisis Benefit Amount

Chapter 3 Energy Vendors Page 9 Old

‒ For self‐supplied biofuel: $250

New‒ For self‐supplied biofuel: $300

179

Energy VendorsEnergy Vendor Audit

Chapter 3 Energy Vendors Page 16

180



Energy VendorsEnergy Vendor Audit Added to the Manual

‒ Information about the Energy Vendor Audit was not included in the manual until this year

FFY19 changes‒ Send to [email protected] instead of directly to Energy

Vendor Manager‒ Energy Vendor Audits are due back to Commerce by

November 1, 2018– Changed from October 31 to be consistent with other deadlines

Outcomes‒ Info provided to PPAs‒ Discover larger/systemic issues‒ Improve processes

181

Energy VendorsEnergy Vendor Registration Energy vendors register for eHEAT through the SP or

directly with the Commerce Energy Vendor Manager Registration requires

‒ Energy Vendor Registration form – available online toolkit‒ W9 – online toolkit link to W9 form on IRS.gov

Submit registration paperwork by fax or secure email‒ Transmitting an energy vendor’s SSN via unsecured email is

a data practices violation

182

Energy VendorsEnergy Vendor Registration Energy Vendor Manager uses info from Energy

Vendor Registration form to create energy vendor profile in eHEAT Fiscal uses the W9 to get a SWIFT ID for the energy

vendor‒ The SWIFT ID is how eHEAT communicates with Minnesota

Management and Budget (MMB)‒ No banking information is stored in eHEAT

183

Energy VendorsEnergy Vendor Registration Energy vendor registration can take a few days

depending on their status with MMB‒ IRS/Tax ID issues can prevent energy vendors from being

registered and can take a long time to fix Energy vendors are not activated in eHEAT before

they are registered with SWIFT Requests to reactivate a previously used energy

vendor do not require registration forms‒ Send requests to [email protected]

184

Energy VendorsEnergy Vendor Registration Address changes

‒ Need to be updated in both eHEAT and SWIFT to ensurepayments and notifications go to the right place

Name changes ‒ If tax information (FEIN) has not changed then only the name

needs to be changed in eHEAT and SWIFT‒ If they are a new entity (tax info changed) then they need to be

set up as a new vendor

Bank changes‒ Requests to change banking information go directly to MMB‒ Bank Change Request Form available on online Toolkit

185

Energy VendorsQ & A

186



Energy Related RepairAmanuel Asghedom

187

Energy Related RepairTopics ERR File Documentation

‒ FFY18 ERR Related Findings & Recommendations‒ ERR HH required documentation‒ Invoice Requirements

ERR improvements and clarifications‒ Clarified Medically Necessary Fuel Type Changes‒ Improved ERR Inspection Form ‒ Clarified ERR assistance limit

188

Energy Related RepairERR File DocumentationFFY18 ERR Related Findings & Recommendations

ERR invoices not properly itemized 10 Incomplete ERR documentation 5 Other 5 Total ERR Related 20

Total FFY 18 EAP 45

189

Energy Related RepairERR Required DocumentationBefore ERR work is started: Proof of ownership, if applicable

‒ When unsure contact Commerce for guidance, if applicable

Copies of bid proposals, purchase orders, other work orders Manual J verifying the replacement heating unit is properly

sized, when applicable‒ According to the 2005 ASHRAE Handbook of Fundamentals, ‒ ACCA Manual J, or ‒ An equivalent method approved by building official

190

Energy Related RepairERR Required DocumentationAfter work is complete: Itemized invoices for work completed* A completed & signed ERR Completion Certificate, if

applicable A completed and signed ERR Furnace Replacement

Inspection Tool, if inspected

191

Energy Related RepairERR Required Documentation EAP ERR invoice must be itemized

‒ Must include details of costs for labor and major parts (e.g. the furnace, ductwork, thermostat, abatement)

‒ Properly Itemized on the proposal or bid is acceptable

For SPs that do annual bidding‒ Itemized documentation from the annual bidding‒ The bidding documents must be available

Proper Itemization‒ For repairs: labor (rate x hours) and major parts with quantity

and price‒ For replacements: furnace or boiler make, model and price;

labor (rate x hours); and major parts with quantity and price192



Energy Related RepairERR Invoice Requirements ExamplesUnacceptable InvoiceWhy?

‒ No labor specifics (hrs. x rate)

‒ No Major parts specifics (quantity & price, if applicable)

193



‒ No Major parts specifics (quantity & price)

194


‒ No Major parts specifics (quantity & price)


195

Energy Related RepairERR Invoice Requirements ExamplesAcceptable InvoiceWhy?

‒ Labor specifics (hrs. x rate)

‒ Major parts quantity & price, if applicable

196

197

Energy Related RepairMedically Necessary Fuel Type Changes clarifiedWas

ERR funds may be used to change fuel types in medically necessary situations when the HH provides a letter signed by a medical doctor stating the need or disability. Medically necessary excludes short‐term disabilities. Examples of medically necessary fuel type changes include but are not limited to elderly or disabled clients who heat with wood and are no longer able to supply wood to their furnace. Now

ERR funds may be used to change fuel types in medically necessary situations when the HH provides a letter signed by a licensed medical doctor, a licensed physician assistant, or a nurse practitioner stating the need or disability. Medically necessary excludes short‐term disabilities. In some cases, more than one HH member must provide the signed medical statement for a fuel type change to be allowable. Examples next page…. 198

Energy Related RepairMedically Necessary Fuel Type Changes clarified

NowExamples include: If the fuel change is requested because the current heating

fuel type negatively affects a HH member with an issue such as asthma or chronic obstructive pulmonary disease, only one medical letter is required.

If the fuel change is requested because a HH member is physically unable to carry wood to the furnace, and If otherHH members can supply the wood, a fuel change is not medically necessary. Service Providers must address situationson a case‐by‐case basis. For example, a very young HH member is not expected to supply the wood to the furnace, even if she/he is physically able to do so.



Energy Related RepairAssistance Limit clarified

WasThe ERR expenditures for the program year must average $2,500 or less per ERR HH.

NowThere are no specific dollar limits per HH for ERR, however Service Provider ERR procurement processes are expected to ensure fair market value for ERR activities.

199

Energy Related RepairInspection Tool Improved

‒ Added payable Information (optional)

Was

Now

Energy Related RepairQ&A

201

Implicit Bias & Cognitive ControlAndre KoenDiversity & Inclusion TrainerAM Horizons Training Group

202

Implicit Bias & Cognitive Control

Andre Koen

IMPLICIT BIAS &COGNITIVE CONTROL

Andre Koen



When your ready to be effective...Beyond Diversity.

WHERE ARE YOU?

SOCIAL JUSTICEMAKING SURE EVERYONE IS IN THE PICTURE



IT AIN’T WHERE YA FROM,IT’S WHERE YA AT!

~ SilkXLeather

©SHRM 2010

Diversity:Commonalities &Differences

WHAT IS DIVERSITY?WHAT IS EQUITY?WHAT IS INCLUSION?

Why does it matter?

Context is EverythingBehavior is Contextual...

HIGH CONTEXT CULTURE

LOW CONTEXT CULTURE



How do I teach my3 year old...

I SHOW HER. Implicit Bias: What is the story?

INTENT vs IMPACT

IMPACT vs INTENTHuman Resources, Internal Affairs & EEOC Compliance:Laws are able to fix or offer remedies, consequences to these conflicts or misunderstandings

Personal Relationships, cultures, morale and workplace environments:We take care of each other, add human element to procedures and policies.

CONTEXT CULTURE PARADIGM THOUGHT BELIEF BEHAVIOR

AmericaMade Me Blacknever be Wanandan!



FairJustice

Reverse Discrimination

WHAT IS THE PROBLEM?

What gets in the way?

BureaucracyPrejudiceStereotypes

Human NatureTribalismRacismImplicit BiasMicro Aggressions

Human BehaviorAttitude, Success, Service first, Behavior

Emotion + Thoughts=Behaviors

Cognitive BehavioralTherapy

Implicit Bias/Stereotype

An implicit stereotype is the unconscious attribution of particular qualities to a member of a certain social group.[1] Implicit stereotypes are influenced by experience, and are based on learned associations between various qualities and social categories, including race or gender. Individuals' perceptions and behaviors can be affected by implicit stereotypes, even without the individual's' intention or awareness. I

Implicit stereotypes are an aspect of implicit social cognition, the phenomenon that perceptions, attitudes, and stereotypes operate without conscious intention. The existence of implicit stereotypes is supported by a variety of scientific articles in psychological literature. Implicit stereotype were first defined by psychologists Anthony Greenwald and Mahzarin Banaji in 1995.

Cognitive Control

"Cognitive control" is a construct from contemporary cognitive neuroscience that refers to processes that allow information processing and behavior to vary adaptively from moment to moment depending on current goals, rather than remaining rigid and inflexible.

1. Stroop Color–Word Test. One measure of executive function is the Stroop Interference Test, originally developed in 1935 by Stroop to measure selective attention and cognitive flexibility.

Implicit Bias

Paradigm

Blind Spots

Conformity

Illusion of Knowledge

Selective Attention

Bias



IMPLICIT BIAS

Paradigm

Blind Spots

Conformity


Selective Attention

Primacy

Bias

We see things as WE are...

We don’t see things are they are, we see things as we are…

Context

Culture

Socialization

Maturation

Inclinations



Blind Spots

Selective Attention

Out of Context Problems

Copies of Copies

Awareness

Culture


Truth/Facts

Cognitive Dissonance

Social Conditioning

Conformity

Dunning-Kruger Effect

Habits, Attitudes & Beliefs

>>>Bicycle<<<

Facts v. Truth

Truth/Facts


Social Conditioning

Conformity

Dunning-Kruger Effect

Habits, Attitudes & Beliefs

>>>Bicycle<<<

Paradigm

World View

Parenting/ Systems

Schema

Socialization

Frailty/Fragility

Acculturation



Paradigm

Cultural Clashes

Human Goals

Movement:

Towards / Away

Proactive / Reactive

All Human Behavior are Goal Directed

Seven Habits: Being Proactive

Movement:

Towards or Away

Goal Centered



Human Soul...

Out of Control

Brought Under Control

Key Human Needs

Off Purpose behaviors

Kunta KenteV. Toby theCreation of aSlave

Cognitive ControlCognitive control is the process by which goals or plans influence behaviour. Also called executive control, this process can inhibit automatic responses and influence working memory.Cognitive control supports flexible, adaptive responses and complex goal-directed thought.

Metacognition

Cognitive Control


Cognitive Awareness

Critical Thinking

Commonality / Differences

Self: Regulation, Talk & Efficacy

Overcompensation

Cognitive Control

Inclusion: Not Lowering the Bar

People

Power

Practice

What purpose does the bar serve?



Seats at the Table: People

Are we:

Heterogeneous or Homogeneous

Proactive or Reactive

Relational of Goal Focus

Objective or Subjective

Process & Power

What does our Process produce in our organizations?

How is Power accessed in our organization?

At the Table

Are we:

Heterogeneous / Homogeneous

Proactive / Reactive

Relational / Goal Focused

Objective / Subjective

Inclusion

What Purpose does the bar serve?

Who benefits from policies and procedures?

How can they be augmented to serve more,

better?

PEOPLE

PRACTICE

POWER

Listen to Movement

I hear what you say, I see what you do!

Goals of Human Behavior

Goals of misbehavior



Blind Spots

Selective Attention

Out of Context Problems

Cultural Context

Awareness

Copies of Copies

Power to..

Power is the ability to get things done.


Ww think we know things...

Stroop Color-Word Test

1. Stroop Color–Word Test. One measure of executive function is the Stroop Interference Test, originally developed in 1935 by Stroop to measure selective attention and cognitive flexibility.

In psychology, the Stroop effect is a demonstration of interference in the reaction time of a task. When the name of a color (e.g., "blue", "green", or "red") is printed in a color that is not denoted by the name (e.g., the word "red" printed in blue ink instead of red ink), naming the color of the word takes longer and is more prone to errors than when the color of the ink matches the name of the color. The effect is named after John Ridley Stroop, who first published the effect in English in 1935.[1] The effect had previously been published in Germany in 1929.[2][3][4] The original paper has been one of the most cited papers in the history of experimental psychology, leading to more than 700 replications.[4] The effect has been used to create a psychological test (Stroop test) that is widely used in clinical practice and investigation.

Stroop Effect



Malleability of implicit stereotypes

Malleability of implicit stereotypes[edit]

Implicit stereotypes can, at least temporarily, be reduced or increased. Methods for altering implicit stereotypes fall under the following five categories.[40]

Self and social motives

The activation of implicit stereotypes may be decreased when the individual is motivated to promote a positive self-image, either to oneself or to others in a social setting. Positive feedback from a black person decreases stereotypic sentence completion, while negative feedback from a black person increases it.[41] Subjects also reveal lesser strength of race stereotypes when they feel others disagree with the stereotypes.[42]

Promote counter stereotypes

Implicit stereotypes can be reduced by exposure to counter stereotypes. Reading biographies of females in leadership roles (such as Meg Whitman, the CEO of eBay) increases females’ associations between female names and words like leader, determined, and ambitious in a gender stereotype IAT.[43] Attending a women's college (where students are presumably more often exposed to women in leadership positions) reduces associations between leadership and males after one year of schooling.[43] Merely imagining a strong woman reduces implicit association between females and weakness, and imagining storybook princesses increases the implicit association between females and weakness.[7]



Promote counter stereotypes

Implicit stereotypes can be reduced by exposure to counter stereotypes. Reading biographies of females in leadership roles (such as Meg Whitman, the CEO of eBay) increases females’ associations between female names and words like leader, determined, and ambitious in a gender stereotype IAT.[43] Attending a women's college (where students are presumably more often exposed to women in leadership positions) reduces associations between leadership and males after one year of schooling.[43] Merely imagining a strong woman reduces implicit association between females and weakness, and imagining storybook princesses increases the implicit association between females and weakness.[7]

Focus of attention

Diverting a participant's focus of attention can reduce implicit stereotypes. Generally, female primes facilitate reaction time to stereotypical female traits when participants are instructed to indicate whether the prime is animate. When participants instead are instructed to indicate whether a white dot is present on the prime, this diverts their focus of attention from the primes’ feminine features. This successfully weakens the strength of the prime and thus weakening the strength of gender

stereotypes.[44]

Malleability of implicit stereotypes[edit]

Focus of attention

Diverting a participant's focus of attention can reduce implicit stereotypes. Generally, female primes facilitate reaction time to stereotypical female traits when participants are instructed to indicate whether the prime is animate. When participants instead are instructed to indicate whether a white dot is present on the prime, this diverts their focus of attention from the primes’ feminine features. This successfully weakens the strength of the prime and thus weakening the strength of gender stereotypes.[44]

]

Configuration of stimulus cues

Whether stereotypes are activated depends on the context. When presented with an image of a Chinese woman, Chinese stereotypes were stronger after seeing her use chopsticks, and female stereotypes were stronger after seeing her put on makeup.[45]

Characteristics of individual category members

Stereotype activation may be stronger for some category members than for others. People express weaker gender stereotypes with unfamiliar than familiar names.[46]

Cognitive Preparedness

Copyright Andre Koen 2017



Cognitive Awareness




Cognitive Maturity


Cognitive Control


Contextual BIas

Cultural Bias

Paradigm /World View

Explicit / Overt Bias

Implicit / CovertBias

Geographic Geographic Geographic Geographic Geographic

Governmental In group/Out group In group/Out group Governmental Governmental

Institutional Mores/Taboos Mores/Taboos Institutional Institutional

Behavioral Behavioral Behavioral Behavioral Behavioral


Cognitive Preparedness

Cognitive Awareness


Cognitive Maturity

Cognitive Control

Awareness of the possibility of others

thoughts, rational and irrational

Acceptance the limits of the primacy of your

thoughts

Recognizing that you can hold 2 or more differing thoughts

Understanding the impact and power of

your thoughts

Metacognition: thinking about thinking

argument debate discussion dialogue communication

Needs assessment research practice engagement deployment

Questioning assumptions, paradigm

and narratives

Local and familial assumptions/

paradigms and narratives

Context and cultural missing or incomplete

narratives and Worldviews

Complex Worldviews/ Paradigms and

narratives

Goal oriented behaviors where context & culture

inform thoughts




Contextual Bias


Cultural Bias


Paradigm / World View


Explicit / Overt Bias


Implicit / Covert Bias


Faulty Paradigms

Impostor Syndrome: Dunning Kruger Effect

Inferiority: Compensation

Superiority: Over Compensation



Cognitive Control

The Spider in the Room

The Bee in the Car

Compensation vs. Overcompensation

Inferiority Complex:

An inferiority complex is a lack of self-worth, a doubt and uncertainty about oneself, and feelings of not measuring up to standards. It is often subconscious, and is thought to drive afflicted individuals to overcompensate, resulting either in spectacular achievement or extremely asocial behavior. In modern literature, the preferred terminology is "lack of covert self-esteem".

Valuations

Validations

Ego

Self- Worth

Superiority Complex:

"The superiority complex is one of the ways that a person with an inferiority complex may use as a method of escape from his difficulties. he assumes that he is superior when he is not, and this false success compensates him for the state of inferiority which he cannot bear.

The normal person does not have a superiority complex, he does not even have a sense of superiority. He has the striving to be superior in the sense that we all have ambition to be successful; but so long as this striving is expressed in work it does not lead to false valuations, which are at the root of mental disease."

Dunning–Kruger Effect the Dunning–Kruger effect is a cognitive bias wherein persons of low ability suffer from illusory superiority, mistakenly assessing their cognitive ability as greater than it is. The cognitive bias of illusory superiority derives from the metacognitive inability of low-ability persons to recognize their own ineptitude. Without the self-awareness of metacognition, low-ability people cannot objectively evaluate their actual competence or incompetence.[1]

As described by David Dunning and Justin Kruger, the cognitive bias of illusory superiority results from an internal illusion in people of low ability and from an external misperception in people of high ability; that is, "the miscalibration of the incompetent stems from an error about the self, whereas the miscalibration of the highly competent stems from an error about others."[1] Hence, the corollary to the Dunning–Kruger effect indicates that persons of high ability tend to underestimate their relative competence, and erroneously presume that tasks that are easy for them to perform also are easy for other people to perform

Impostor syndrome (also known as impostor phenomenon or fraud syndrome or the impostor experience) is a concept describing individuals who are marked by an inability to internalize their accomplishments and a persistent fear of being exposed as a "fraud". The term was coined in 1978 by clinical psychologists Pauline R. Clance and Suzanne A. Imes.[1]

Despite external evidence of their competence, those exhibiting the syndrome remain convinced that they are frauds and do not deserve the success they have achieved. Proof of success is dismissed as luck, timing, or as a result of deceiving others into thinking they are more intelligent and competent than they believe themselves to be. An essay by a psychology professor suggests that impostor syndrome is particularly common among

high-achieving women.[

Impostor Syndrome

Impostor

Signs and symptoms[edit]

(1) Impostor experience can take form differently foreveryone. Here are common signs that you may be experiencing feeling like an "impostor." [5]

● Perfectionism● Overworking● Undermining your achievements● Fear of failure● Discounting praise

2) Impostor experience can present itself through thoughts such as:[6]

"I must not fail"

"I feel like a fake"

"I just got lucky"

(3) Impostor experience is a common phenomenon.

"I have written 11 books, but each time I think, 'Uh oh, they're going to find out now. I've run a game on everybody, and they're going to find me out.'" — Maya Angelou

Systems

Definition ● Solutions● Best Practices● Right & Wrong● Cause & Effect

● Relational● More Data● Right Vs Effective● Causality

● Networks● Unintended Consequences● Trial and Error● Situational● Nuanced

Solutions Solutions: Best PracticesRight & WrongInput Based

Solutions:Common PracticeRight V. EffectiveOutput Based

Solutions:Ripples of PracticeTrail & ErrorImpact Based

Theory Occam’s Razor: Simple Answers>Simple question>Simple answers

Einstein's Theory of Relativity: Relational>Adaptation to context>Positionality

Star Trek’s Kobayashi Maru: Unsolvable>Character >Problem Solving

Simple ComplexDynamic

Amhorizons copyright 2017 Andre Koen



Implicit Bias & Cognitive ControlQ & A

289

Safe at Home ProgramDianna UmidonDirector of Safe at HomeOffice of the Minnesota Secretary of State

290

Program OverviewAugust 8, 2018

Dianna Umidon, Director of Safe at Home

Office of the Minnesota Secretary of State

Safe at Home is governed by:

Minnesota Statutes, Chapter 5B and Section 13.045

and

Minnesota Administrative Rules, Chapter 8290

What is Safe at Home?

A program that allows victims with extreme safety to keep their address a secret so the person they’re afraid of can’t find them.



The program serves several thousand people annually.

Currently, there are almost 3,000 people enrolled in over 1,100 households located throughout Minnesota.

Who can enroll?

Anyone who resides in Minnesota and is afraid for their personal safety or for the safety of

someonewith whom they reside.

Who typically enrolls?

Survivors of domestic violence, victims ofstalking or sexual assault.

How does the program work?

A participant is assigned an alternate address that all private and public entities must accept as their true address.

This allows them to keep their real address unknown and inaccessible to the person they fear.

The assigned address looks like this:

LOT ####PO BOX 17370SAINT PAUL MN 55117

The Safe at Home PO Box is always the same. It is the same for every participant. The lot number is different for each household and/or adult.

Examples

JANE DOE JOHN DOELOT 12345 LOT 98765PO BOX 17370 PO BOX 17370SAINT PAUL MN 55117 SAINT PAUL MN 55117



The Safe at Home address:

can be used as the participant’s home, work, orschool address.

becomes the participant’s public address.Participant data is kept under security and is

maintained as private data.

Eligible people apply to Safe at Home with the help of a Safe at Home Application Assistant‐a professional

victim advocate trained to assist with the application paperwork.

When Safe at Home receives an application:

the new applicant is called and the residential address is discussed.

the application is certified within three business days as long as all therequired information is on the application.

every new participant is issued a Safe at Home card upon certification.

A participant’s mail goes to the Safe at Home PO Box.

Safe at Home staff pick up the mail and sort it according to lot number.



Sender

Safe at Home

Participant

First Class Mail is “funneled” through the Safe at Home office.

The Office of the Secretary of State is a participant’s agent to receive mail and service of process.

Participants can withdraw at any time or their participation may be cancelled for various reasons.

Most common reason for cancellation?

They moved and did not update our office.

So what do you really need to know?

A Safe at Home Participant uses their assigned PO Box address, not their real address.

A Safe at Home participant does not disclose their SSN, on the energy assistance application.

A Safe at Home participant will redact their real address on documentation they provide.

Repairs or Deliveries at the Home

A Safe at Home participant will be extremely nervous and anxious about this.

Discuss ways to keep their name and address from being shared unnecessarily and exposed inadvertently; separate their name and address so the 2 pieces of information arenot on the same document.



Energy Assistance Portals

Are being fixed to not display the customer’s service address.

Rare Instances

Notice to Government Entity

If you get this notice, call the Safe at Home office at 651‐201‐1399.

If you have questions?

Call the Safe at Home office at 651‐201‐1399

or

Email [email protected].

Safe at Home ProgramQ & A

316

Safe at Home and EAPSandra Seemann

317

Safe at Home and EAPTopics Safe at Home (SAH) videos & SAH Fact Sheet SAH‐related eHEAT enhancements Processing SAH apps Transferring SAH apps Providing ERR services to SAH HHs Safely interacting with SAH HH’s energy vendors

318



Safe at Home and EAPSafe at Home videos & SAH Fact Sheet Dianna Umidon’s SAH training & this EAP‐related SAH

presentation will be available to EAP Coordinators All local EAP staff are required to view both

presentations – plus staff hired throughout the year‒ Suggestions: have sign‐in sheet for training, add to on‐

boarding checklist for new staff

New tool SAH Fact Sheet will be on EAP Toolkit website

319

Safe at Home and EAPSAH‐related eHEAT enhancements Commerce is making changes to eHEAT to help ensure

SAH participants can safely interaction with EAP To ensure sensitive SAH HH info (SSN, real home

address) is not in eHEAT Developing an eHEAT SAH checkbox Once this checkbox is fully tested and implemented in

eHEAT, Commerce will issue complete instructions inThe Energizer

320

Safe at Home and EAPSAH‐related eHEAT enhancements Safe at Home checkbox

‒ SAH checkbox ‐ under the Primary Applicant fields on the ‘Personal Information’ screen

‒ Effects of checking the SAH checkbox (auto‐filling, auto‐blanking) occur once ‘Save’ or ‘Save and Next’ button is clicked

321


‒ In the past, SPs made up a SAH SSN for the primary applicant‒ With the new SAH checkbox, eHEAT will autofill all HH

members’ SSN fields with “SAH‐XX‐XXXX”‒ Home Address fields blank out – unable to enter anything

322


‒ Mailing Address fields auto‐fill with SAH address: “PO Box17370, Saint Paul, MN 55117‐0370”

‒ The House Number field auto‐fill with the words “LOT #”– SP must add the SAH HH’s unique LOT #, e.g. LOT #1234

323

Safe at Home and EAPProcessing SAH apps See FFY19 EAP Policy Manual, Ch. 4 – Applications &

Application Processing SAH HHs use regular the EAP app, but do not give their

real home address If an SP inadvertently gets sensitive SAH HH info (e.g.

SSN, real home address) ‐ remove the info‒Example: SAH HH submits energy bill with their actual

home address ‐ SP removes the address & destroys it

324



Safe at Home and EAPProcessing SAH apps SAH participant name & energy account # should be

sufficient for energy vendor to give consumption data If requesting consumption data, instruct energy vendors

to not return SAH HH’s real address info Lock up SAH HH paper documents ‐ accessible only by

the EAP Coordinator

325

Safe at Home and EAPTransferring SAH apps Before transferring a SAH app, transferring SP must

contact the new SP to notify staff person in charge ofhandling SAH apps about the transfer Note: If SAH HH submitted a SAH Notice toGovernment Entity, SP must get signed consent from the SAH HH before transferring app to another SP

326

Safe at Home and EAPProviding ERR services to SAH HHs If SAH HH chooses to get ERR services, SP must keep

SAH HH name and address separate ‒ Example: if a work ticket must be made for ERR work, use only

SAH HH’s EAP Household # on the ticket, not their name‒ To reduce the paper trail as much as possible, and to never

have the SAH HH’s name and address linked Note: If SAH HH submitted a SAH Notice to GovernmentEntity, SP must get signed consent from the SAH HHbefore providing any HH info (e.g. name, phone number) to an ERR contractor

327

Safe at Home and EAPSafely interacting with SAH HH’s energy vendors Energy vendors with portals are working to mask SAH

HHs’ real home address in their portal‒ Xcel and CenterPoint’s estimated completion time is mid‐Aug‒ MERC hopes to do this – does not yet have an estimated time

Some energy vendors are very SAH aware & know which of their customers are in SAH Others energy vendors may not be aware of SAH SP staff must not ask energy vendors for a SAH HH’s real

home address

328

Safe at Home and EAPQ & A

329

Notification of Key Changes

Tracy Smetana

Changing Program Providers

330



Notification of Key ChangesChapter 14 – Communication, Information and Reports

331

Notification of Key ChangesTopics EAP Coordinator Fiscal Director, fiscal contact, staff authorized to

draw down cash Executive Director Board Chair or Authorized Representative eHEAT Administrator

332

Notification of Key ChangesEAP Coordinator

Fiscal Director, fiscal contact, staff authorized to draw down cash Change in employment status requires written

notification‒ Extended absence‒ Change from full to part time‒ Leave of absence‒ Resignation, layoff, or termination

333


Fiscal Director, fiscal contact, staff authorized to draw down cash Who reports?

‒ Executive Director

How to report? ‒ Written, signed notification on SP letterhead ‒ Sent to the Commerce EAP Director‒ Supplemented with informal email notice to the PPA and

[email protected]

334


Fiscal Director, fiscal contact, staff authorized to draw down cash What to report?

‒ Timing of change:– Last date of employment – First date of extended absence– Last date of extended absence, if known– Start date of part time employment

335


Fiscal Director, fiscal contact, staff authorized to draw down cash What to report? ‒New staff info:

– Name– Phone number– Email address– Address, if different– Start date– Status – interim or permanent– Transition information– How will SP ensure new or interim staffer is knowledgeable

and skillful in EAP delivery?336



Notification of Key ChangesExecutive Director Change in employment status requires written

notification‒ Extended absence‒ Leave of absence‒ Resignation, layoff, or termination

337

Notification of Key ChangesExecutive Director Who reports?

‒ Board Chair or Authorized Representative

How to report?‒ Written, signed notification on SP letterhead‒ Copy of Board minutes appointing the Executive Director‒ Sent to the Commerce EAP Director‒ Supplemented with informal email notice to the PPA and

[email protected]

338

Notification of Key ChangesExecutive Director What to report?

‒ Timing of change:– Last date of employment– First date of extended absence– Last date of extended absence, if known

339

Notification of Key ChangesExecutive Director What to report?

‒ New Executive Director’s info:– Name– Phone number– Email address– Address if different from previous Executive Director– Start date– Executive Director status – interim or permanent

340

Notification of Key ChangesBoard Chair or Authorized Representative What to report?

‒ Any change in Board Chair or Authorized Representative

Who reports?‒ Board Chair or Executive Director

How to report? ‒ Written, signed notification on SP letterhead‒ Copy of Board minutes appointing the Board Chair or

Authorized Representative ‒ Sent to the Commerce EAP Director

341

Notification of Key ChangeseHEAT Administrator Update eHEAT admin agreement with Commerce

342



Changing Program ProvidersChapter 15 – Grant Contracts

343

Changing Program ProvidersTopics Acquisition or merger SP resignation Commerce contract

termination or non‐renewal Successor selection Transferring program activity

344

Changing Program ProvidersAcquisition or merger Written, signed notification on SP letterhead Clearly describe acquisition or merger plan Effective date Documentation of formal board resolution, signed &

dated by each organization’s board chair or designee Sent to Commerce EAP Director

345

Changing Program ProvidersSP resignation Written, signed notification on SP letterhead Effective date Documentation of formal board resolution, signed

and dated by board chair or designee Sent to Commerce EAP Director Minimum 60 days notice to voluntarily terminate a

current grant contract

346

Changing Program ProvidersCommerce contract termination or non‐renewal Commerce sends written notice to SP Effective date Remaining obligations

347

Changing Program ProvidersSuccessor selection

348



Changing Program ProvidersSuccessor selection Acquisition or merger

‒ The new or surviving entity is the successor

349

Changing Program ProvidersSuccessor selection SP resignation, Commerce contract termination or

non‐renewal‒ Commerce solicits a letter of interest from current EAP SPs‒ If no current EAP SP expresses interest, follow Commerce

procurement policy

350

Changing Program ProvidersSuccessor selection SP resignation, Commerce contract termination or

non‐renewal‒ Evaluation criteria may include

– Resigning SP recommendation– Vacated EAP service area community recommendation– For current SPs, recent program performance as reflected in

Program Audit Reports and other evaluations– Geographic proximity – SPs with overlapping or adjacent EAP

service area– SPs providing similar services in vacated EAP service area– Community Action Agencies receive preference

351

Changing Program ProvidersSuccessor selection

Commerce may Subdivide the vacated EAP service area Execute a short term contract with an existing SP on

an interim or emergency basis

352

Changing Program ProvidersTransferring program activity Commerce directs the transition Commerce works with exiting and successor SPs to

facilitate transition

353

Notification of Key Changes

Q & A

Changing Program Providers

354



eHEAT Next GenerationJohn Harvanko

355

eHEAT Next GenerationAndy Smialek

356

eHEAT Next GenerationHigh Level Original Goals Online application for constituents Automated personal identity verification Automated wage & UI benefit verification

357

eHEAT Next GenerationeHEAT Next Generation Due Diligence Created project artifacts

‒ Charter‒ Stakeholder register‒ Communication plan‒ Finished requirements

Online applications‒ Lessons learned: continuing to work with other states

Automated wage and identity verification‒ Department of Employment and Economic Development

(DEED) for wage and UI benefit verification‒ Social Security Administration (SSA) for personal identity

verification

358

eHEAT Next GenerationeHEAT Next Generation Due Diligence Understand our audience of affected parties

‒ Stakeholder register‒ Communication plan

Audience ‒ SMEs (SP subject matter experts) Kevin Adams, Mandy

Braaten, Lynette Engelhardt Stott, Feleshia Edwards, Nora Guerra, Mary Heilman, Mary Lor, Joan Markon, Janice Renner, Judy Steinke

‒ EACA‒ MinnCAP‒ Policy Advisory Committee‒ The Energizer weekly newsletter

359

eHEAT Next GenerationeHEAT Next Generation Due Diligence Expected benefits

‒ Improved customer service‒ Enable service provider staff to strengthen the

relationship and work more effectively with high need households

‒ Improve program compliance and integrity

Business transformation‒ It will evolve over 2 to 3 years‒ eHEAT Next Gen enhancements over two releases

‒ (***July 2019, ***January 2020)

360



eHEAT Next GenerationRequirements Gathering Started in September 2017 Finished in May 2018

‒ Took 9 months, longer than the 5 months originally planned– Due to all the changes that have been put into the eHEAT project

since 2004

361

eHEAT Next Generation Requirements Gathering

# Module Total Count BUC User Story One‐Liner NPL

1 Household Submission 15 10 3 2 0

2 Application Processing 32 12 10 8 2

3 Benefits Determination 21 3 7 3 8

4 Payment Processing 24 2 13 4 5

5 A16 Responsive ESS 6 2 4

6 Outreach Tools 5 1 3 1

7 Grants Management 21 1 8 6 6

8 Vendor Management 18 5 2 4 6

9 Mechanical Contractor Mgt <incl in Vendor> <incl in Vendor> <incl in Vendor> <incl in Vendor> <incl in Vendor>

10 Reporting* <tbd> <tbd> <tbd> <tbd> <tbd>

11 Security Management* 2 <tbd> <tbd> 1 1

12 Data Integration* <tbd> <tbd> <tbd> <tbd> <tbd>

Total Count** 144 36 50 29 28

not mapped to module yet

Total Transactions 153

362

eHEAT Next GenerationRequirements Gathering Next Steps

‒ Advanced Strategies contract extended to help to:– Define change management, training & documentation requirements – Finalize changes to requirements documentation– Turnover requirements documents to development team due to

contract delays in bringing development team on board

363

eHEAT Next GenerationScope Household submission

‒ Internet application‒ Still allow for manual applications‒ Allowing upload of supporting documents such as pay stubs and

bank statements Application processing workflow

‒ Upload scanned documents (income documents) saved to thedatabase

‒ Will support existing scanner workflows‒ Still allow for manual applications‒ Notification of event

364

eHEAT Next GenerationScope Eligibility Determination

‒ Get and/or verify wage information, unemployment insurance benefits (DEED)

‒ Verify person identification (SSA)‒ Accommodate access to applicants when automatic

verification systems produce a false negative

365

eHEAT Next GenerationScope Benefits determination

‒ Process emergency requests (Crisis and ERR benefits)‒ Obtain consumption information (real time & front loaded)‒ Supplement modeling

366



eHEAT Next GenerationScope Energy Vendor interactions

‒ Gather consumption and customer status‒ Consideration of non‐electronic accessibility‒ Energy Vendor agreements (online) ‒ Energy Vendor registrations (online) ‒ Consideration of vendor monitoring

– Consumption data– Payment data

‒ Workflow Review– Service Providers– EAP – COMM– Energy vendors

367

eHEAT Next GenerationScope Mechanical contractor interactions

‒ Explore means of:– Communication– Information about events– Contractor registration develop minimum state

procurement rules – Centralize payments at SWIFT State of MN Accounts

Payable

368

eHEAT Next GenerationScope Access to information

‒ For performance management, quality control, reporting, program auditing, and vendor monitoring

‒ Create dashboards, must define

Notification & Communication‒ To households‒ Local SPs‒ Energy vendors‒ Mechanical contractors

369

eHEAT Next GenerationScope Security

‒ System Security– Technical security: firewalls, encryption etc.– Review program security

‒ Technical and Program– Review privacy of personal data stored and viewed in the system– Identify and document sensitive data– End user security

‒ Social Security Administration– Added increased system safeguards on eHEAT

370

eHEAT Next GenerationScope User support and Production Support

‒ Training, end user applicant user support, energy vendors etc.‒ Online help‒ End user support for end user online

371

eHEAT Next GenerationScope Integration

‒ WAP software– Send eligibility data to WAP– Send consumption data

‒ SP data systems (e.g. CAP 60, THO, Client Tracker, CSBG)‒ Energy Vendor portals‒ Development of A16 program‒ SWIFT (State of Minnesota Accounts Payable)‒ Fiscal department systems ‒ USPS address checker‒ Increase integration with Tableau‒ Dept. of Employ. & Econ. Development (DEED)‒ Social Security Administration(SSA) 372



eHEAT Next GenerationScope Data Analytics

‒ Program staff will provide details around reporting and visualization requirements during the requirements phase.

‒ Provide data mart structure for Tableau‒ Addresses will be verified and associated with political

boundaries and census data (address checker)

Program Audit Capability‒ Re‐design program audit trail throughout all layers of the

program to adopt to program changes‒ eHEAT audit trail created by end user actions

373

eHEAT Next GenerationDevelopment Efforts RKCS Consulting started with 5 team members on 6/4

‒ First 6 weeks– Overview of EAP business – Overview of MNIT technology tools– Created two proof of concepts– Settled on set of technology tools for the project– Started first sprint on 7/16

374

eHEAT Next Generation Development

Module Sprint Start Date End Date

Application Processing Sprint 1 7/16/2018 8/3/2018

Application Processing Sprint 2 8/6/2018 8/24/2018

Benefits Determination Sprint 3 8/27/2018 9/14/2018

Benefits Determination Sprint 4 9/17/2018 10/5/2018

Payment Processing Sprint 5 10/8/2018 10/26/2018

Payment Processing Sprint 6 10/29/2018 11/16/2018

Security Management Sprint 7 11/19/2018 12/7/2018

Data Integration Sprint 8 12/10/2018 12/28/2018

Grant Management Sprint 9 12/31/2018 1/18/2019

Vendor & Mechanical Contractor Management Sprint 10 1/21/2019 2/8/2019

Data Integration Sprint 11 2/11/2019 3/1/2019

A16 Sprint 12 3/4/2019 3/22/2019

Outreach Sprint 13 3/25/2019 4/12/2019

Reporting and Batch jobs Sprint 14 4/15/2019 5/3/2019

Household submission Sprint 15 5/6/2019 5/24/2019

375

eHEAT Next Generation

376

eHEAT Next GenerationQ & A

377

DebriefTracy Smetana

378



Adjourn

379


Turn Around Document: Day Two slides

Energy Assistance Program

FFY2019

Annual Training

DAY 2

Welcome BackJohn Harvanko

2

Local Plan/ICD & ContractFelicia Cullen

3

Local Plan/ICDTopics LP/ICD General Information LP/ICD Attachments Submitting the Local Plan‒Timeline for review (turnaround time needed, etc.)

Contract timeline, signature requirements, etc.

4

Local Plan/ICD LP/ICD General Information Format is a fillable form PDF Commerce sent Local Plan and ICD to SPs with some

prior year information already pre‐filled SPs can certify prior year responses, where applicable

however, SPs should consider any feedback they have

received from state staff During visits PPAs often review LP/ICD issues‒ Review your notes and make improvements‒ Previously identified areas of improvement may not

be accepted if not addressed5

Local Plan Format

Enter responses in highlighted blue fields.

6

Local Plan/ICD



Local Plan Format

Many fields are pre‐filled with last year’s information.

If pre‐filled info is still accurate, certify it has not changed.

7

Local Plan/ICD Local Plan Format

If any info has changed, click the “Change” box.

8

Local Plan/ICD

Local Plan Format

If the response field is blank, the info must be updated.

If there are no check boxes to the right of the response field, it is not certifiable and must be updated.

9

Local Plan/ICD Local Plan Format

If an item with check boxes to the right does not have any pre‐filled info, it must be updated.

Once new info is entered, check the ‘Change’ box.

10

Local Plan/ICD

Local Plan Attachments FFY2019 SP EAP Personnel and Hiring Plan worksheet Service Provider Risk Assessment ERR Procurement Policy ‐ IF changes have been made

since the last local plan review.

11

Local Plan/ICD Local Plan Attachments FFY2019 Service Provider EAP Personnel and Hiring

Plan worksheet‒ Generally includes some changes each year‒ Completed and submitted with your Local Plan/ICD

12

Local Plan/ICD



Local Plan Attachments FFY2019 Service Provider EAP Personnel and Hiring

Plan worksheet‒ Worksheet has two tabs:

‒ Current SP EAP Personnel‒ FFY19 EAP Hiring Plan

13

Local Plan/ICD Service Provider Risk Assessment Format is an Excel spreadsheet Last year’s responses are in the version sent to each SP This is a key improvement opportunity area: Consider

improving your responses and/or revising the risks

14

Local Plan/ICD

Service Provider Risk Assessment

Event

(Describe)

Probability

(low,

medium,

high)

Impact

(low,

medium,

high)

Description of

Impact (Describe the

specific

consequences)

How will the

event be

identified

Prevention (if

applicable) Mitigation (once it occurs)

Program Coordinator leaves agency

Low High ‐Delivery of services to clients interrupted ‐Loss of Commerce contact within agency ‐Agency integrity at risk

‐Coordinator does not show up to work ‐Coordinator formally resigns ‐Coordinator is terminated

‐Delegate authority to proper staff ‐Train multiple staff to complete all areas of EAP and knowledge of eHEAT

‐Commerce notified ‐Inform vendors of new contact at agency ‐Start or continue hiring process ‐Disable eHEAT access ‐Program manager continues program duties until new coordinator is hired

Prevention vs. Mitigation‒ Prevention: lowering probability that the event will occur‒ Mitigation: what you do before an event occurs to reduce its impact ‒ Delegating authority and training multiple staff would make more

sense in the mitigation area

Local Plan/ICD

15

Notes on Completing the LP/ICD If possible, fit your responses in the space provided If there are not enough rows in a table for your

answers, contact [email protected] Submit questions on content, format, etc. to

[email protected]

Local Plan/ICD

16

Submitting initial Local Plan, ICD, & attachments Local Plan/ICD are due by 4 PM Friday, August 17, 2018 Make sure ED and other stakeholders are aware

‒ Commerce sent letter with timeline to your agency‒ Contact us at [email protected] immediately if

timeline will not work Signatures are needed only on final copies submitted

with the FFY19 Grant Agreement (contract) Please submit early, if possible!

Local Plan/ICD

17

Submitting initial Local Plan, ICD, & attachments All forms must be in their original format

‒ If you submit in a scanned PDF instead of fillable, itwill not be accepted because we need it to export the data for prefilled LP/ICD next year.

‒ Do not change layout, fonts, etc. Do not change file names Initial submittals must be electronic copies in their

original file format (e.g., PDF, XLSX, etc.) Submit to [email protected] and include SP name

and “Local Plan” in email subject

Local Plan/ICD

18



Contract Timeline FFY19 Contracts must be fully executed to receive

FFY19 funding

Timeline:‒ By Friday, September 7, 2018 ‐ Contract package

mailed to SPs for signatures‒ Monday, September 17, 2018 ‐ Signed contract

package due to Commerce‒ By Monday, October 1, 2018 ‐ Commerce executes

and distributes contract documents

Contract

19

Contract Checklist

20

Contract

Contract Ensure all required signatories are available to sign

relevant documents between September 7 and 17, 2018 If your agency board is the designated signatory, plan

ahead!

Contract

21

Local Plan/ICD & ContractQ & A

22

EAP Oversight & AuditingTracy Smetana

23

EAP Oversight & AuditingTopics 5‐day PAR review Cumulative PAR results FFY19 PPA assignments

24



EAP Oversight & Auditing5‐day PAR review At MinnCAP’s request, Commerce implemented a

5‐day PAR review Purpose is to ensure the PAR is an accurate assessment

of program compliance Allows SPs an opportunity to provide additional

information or clarification Began during FFY17

25

Cumulative PAR resultsEAP Oversight & Auditing

26

Program Year

2013 2014 2015 2016 2017 2018*

Findings 27 26 35 31 43 26

Recommendations 58 49 29 31 23 19

Total 85 75 64 62 66 45

*Includes 27 of 30 Program Audit Reports

Cumulative PAR results 8 Findings & Recommendations CategoriesCategory Description


• Missing date stamps• Not updating data• Not entering accurate data• Not logging app on day it was received

Benefit Determination

• Not performing accurate calculations• Not verifying correct consumption• Using wrong months of income

Crisis Processing

• Failure to enter post‐delivery info into eHEAT• Not properly collapsing and/or rescheduling existing

PH payments

EAP Oversight & Auditing

27

Cumulative PAR results 8 Findings & Recommendations Categories

Category Description

ERR • Authorizing ERR work before creating an event and obligatingfunds

• “Contractor/SP assessment of the ERR problem” in eHEAT notcomplete

• Invoices not properly itemized• Insufficient ERR documentation

• Completion Certificate• Manual J• Procurement documentation ‐ bids• Proof of home ownership


28

Cumulative PAR results 8 Findings & Recommendations Categories

Category Description

A16/Outreach • Not logging/recording A16 data• Not performing outreach activities

Vendor Issues • Failure to conduct vendor monitoring• Vendor agreements missing or incomplete

Communication Issues • Inaccurate/late FSRs• Late report submission• Untimely responses to Commerce inquiries

Program/Policy Issues • Prioritization issues• Program control issues• Self monitoring issues


29

Cumulative PAR resultsEAP Oversight & Auditing

30*Includes 27 of 30 Program Audit Reports

Findings Recommendations

Category FFY17 FFY18* FFY17 FFY18*

Application Processing 12 7 2 3

Income Calculation 3 1 5 1

Crisis Processing 2 0 1 2

ERR 17 12 13 9

A16 2 1 0 0

Energy Vendors 3 3 1 1

Communication 3 2 1 1

Program/Policy 1 0 0 2

Total 43 26 23 19



EAP Oversight & AuditingFFY19 PPA assignments

31

Amanuel Asghedom- AEOA- Bois Forte- CAPRWC- Clearwater- Inter‐County- Mahube‐Otwa- Northwest - Prairie Five- Three Rivers- Tri‐Valley

Shamiere Bridgeford- Fond du Lac- Lakes & Pines- Leech Lake- MVAC- S‐C‐D- Todd County- Tri‐CAP- United CAP- West Central- Wright County

Felicia Cullen- Anoka - Bi‐CAP- CAP‐HC- KOOTASCA- LSS- Red Lake- Semcac- SMOC- White Earth

EAP Oversight & AuditingQ & A

32

OutreachSandra Seemann

33

OutreachTopics FFY2018 Commerce outreach SP outreach Outreach toolkit

34

OutreachFFY2018 Commerce outreach Commerce outreach to supplement SP efforts Examples:

‒ Encouraging energy vendor EAP outreach: In Dec, encouraged energy vendors to conduct outreach to low‐income HHs

‒ KARE 11 ‘Sandwich Generation’ segment: In Jan, Commerce Commissioner Jessica Looman discussed EAP on a segment

‒ AARP: In Jan, AARP MN sent EAP‐related email targeted to 11,300 low‐income members

‒ Food shelves: Over 30,000 English/Spanish EAP flyers sent to food security orgs serving much of the State, e.g. food banks

‒ Letter to EAP HHs in ‘pre‐logged’ status: In Apr, sent letter to EAP HHs still in ‘pre‐logged’ status for FFY2018

35

OutreachSP outreach Keich Hepburn (CAPRW) and Janice Renner (Mahube‐

Otwa) worked together on an outreach presentation Keich will present; Keich & Janice will do Q&A after

Outreach toolkit MOD advertising agency developed an outreach

campaign & toolkit for Commerce Jana Soiseth & Luke Soiseth from MOD will introduce

the toolkit & explain how to use the tools

Outreach brainstorm Tracy Smetana will lead a brainstorming session

36



Service Provider OutreachKeich Hepburn

37

Service Provider OutreachMain Focus Areas Develop a persistent outreach plan. SPs should take a multi level approach.

‒ Direct Communication‒ Community Partnerships‒ Advertising

There is no one particular magic bullet.

38

Service Provider OutreachOutreach Plan ‐ Coverage throughout the season

39

Service Provider OutreachEvaluating For Direct Communication campaigns it is easier to track

the response rate of mail, email, text.

For Ads it might be difficult to track direct response rate without a specific code or phone number.

Evaluate any changes in applications received during times ad campaigns are running.

SPs can use customer survey data as one way todetermine effective ways of reaching participants.

40

Service Provider OutreachMulti Level Approach

Many ways to reach eligible participants.

EAP client surveys often show that these three methods are the most common way participants hear about EAP:

• Direct Communication via Mail

• Word of mouth from friends & family

• Referral from community partner

Depending on size of service area and outreach budget, SPs should tailor a outreach plan to fit their capabilities and the community they serve.

41

Service Provider OutreachDirect Communications Direct Mailing

‒ Utilize eHEAT to determine targeted mailing groups.

‒ Summer Pre‐season reminder on upcoming heating season with opportunity to update mailing address.

‒ Mid‐season Pre‐logged mailing reminder with application.

‒ Search addresses, send direct mail to underserved areas.

‒ Provide a pre paid return postage envelope if possible.

42



Service Provider OutreachDirect Communications Emailing

‒ Email households reminding them to turn in applications and other key program notifications.

‒ Blind Carbon Copy (BCC) email addresses to hide recipients from each other.

‒ If providers have an email marketing tool they can use that also.

‒ Popular email marketing tools include Constant Contact, MailChimp, Emma, Drip, etc.

43

Service Provider OutreachDirect Communications Social Media

‒ Use your agency’s social media presence to communicate.

‒ Update social media followers with key program dates and reminders.

‒ Periodically engage followers with helpful energy saving tips or other resources.

‒ Encourage followers to share your message to help others.

44

Service Provider OutreachDirect Communications SMS Text Messaging

‒ Communicate EAP updates and reminders directly toparticipants.

‒ Most people don’t leave the house without a mobile phone.

‒ Marketing studies report 98% of text messages are read, and 90% are read within the first 3 seconds.

‒ On average, SMS texting costs $0.04 per text; most SPs could use a texting service for less than $400 a year.

45

Service Provider OutreachDirect Communications SMS Text Messaging Tips

‒ Texting is an opt‐in service. SP can send out group texts easilyto all numbers who have opted in.

‒ Integrate text messaging in with other forms of marketing like print or radio advertising. Example: Text ENERGY to 555888 to sign up for Energy Assistance.

‒ Popular SMS tools include SimpleTexting, EZ Texting, TXT180, Mobiniti, etc.

46

Service Provider OutreachSMS Text Examples

47

Service Provider OutreachDirect Communications Door to Door

‒ Use door hangers to provide EAP information or applications.

‒ Areas can be targeted using eHEAT data or census zip code data on locations most likely to qualify for EAP.

‒ Mobile home parks and apartment complexes with a high percentage of EAP participants are good target areas.

‒ Door hangers can be distributed by staff, volunteers or hired marketing company.

‒ Staff and Volunteers should use proper safety when visiting homes. Canvasing should be done in groups of two or more.

48



Service Provider OutreachCommunity Partnerships

49

Service Provider OutreachCommunity Partnering Use Community Partnering to leverage your people

power and budget.‒ Teach community partners about the EAP program and

application intake process. Informed partners might beginning supplementing your intake efforts.

‒ Well informed community partners can increase your outreach by providing EAP information in their promotional materials. Free advertising.

50

Service Provider OutreachCommunity Partnering Working with Energy Vendors

‒ Work with local energy vendors to include EAP statement stuffers in monthly billing or disconnection notices.

‒ If local vendors have their own outreach initiative, see if there are any events that SP can team up with the vendor.

‒ Develop a good relationship with vendors and share information like shutoff dates or extension of LIHEAP dates, etc.

51

Service Provider OutreachCommunity Partnering Using Bridge to Benefits referral network

‒ Bridge to Benefits is an online screening tool run by the Children’s Defense Fund of Minnesota. It works to connect clients with public support programs and tax credits.

‒ The screen tool is used by many social service agencies in MN to provide multiple resources to families.

‒ SPs that register to be an application assistance partner will receive direct referral emails, with the potential clients name and contact information, from the Bridge to Benefits website.

‒ CAPRW receives around 350 referrals a year from Bridge to Benefits.

‒ To become an application assistance partner contact: Elaine Cunningham, Bridge to Benefits Outreach Director

cunningham@cdf‐mn.org , 651‐855‐1176 52

Service Provider OutreachCommunity Partnering Partnering with Public Housing and Property

Management Groups‒ Most people who qualify for public housing and pay utility

bill/s will meet the EAP guidelines.

‒ Public Housing usually have service coordinators to connect residents to resources like EAP.

‒ Service Coordinators may serve multiple building locations, giving SP expanded outreach opportunities.

‒ Don’t forget to reach out to private property management groups that provide a large amount of subsidized housing.

53

Service Provider OutreachCommunity Partnering Partnering with Food shelves

‒ Having staff at local food shelf distribution provides excellent opportunities to reach EAP target audience.

‒ Often times there is a wait to receive food. Waiting period provides SPs time to disburse EAP apps, collect documents, and answer questions from potential clients.

‒ If SP doesn’t have the time or resources to provide staff at event, providing apps to food shelf staff to distribute or do intake is another alternative.

54



Service Provider OutreachCommunity Partnering Churches, School Districts, Community Colleges

‒ School and church family resource officers are often able toidentify families needing service.

‒ Churches can spread EAP info in their church bulletins.

‒ Schools often have reoccurring family nights to provide families with outside resources.

‒ Don’t forget older students. Many community college students are in need of financial aid and work part time to support a family. Resource officers can help students with academic financial aid as well as EAP. 55

Service Provider OutreachCommunity Partnering Community Events & Resource Fairs

‒ Events and fairs provide SPs a way to show a presence in theircommunity.

‒ Events and Fairs also provide opportunity to network with other agencies in the area as well as provide EAP apps and info.

‒ Branded Energy Assistance signage and promotional items are effective ways of drawing foot traffic to your table or tent.

‒ Some Promotional items used include: Flashlights, Tote Bags, Frisbees, Magnets, Pens, Key chains, Chip Clips, etc.

56

Service Provider OutreachAdvertising

57

Service Provider OutreachAdvertising Newspaper

‒ Consider newspaper ads as a way reach seniors citizens as wellas targeted language groups.

‒ Newspaper inserts are a good method to stand out from other ads in the paper.

‒ A digital ad can sometimes be included as a bonus from the newspaper to increase the ads impressions.

58

Service Provider OutreachAdvertising Radio

‒ Consider the target audience. What stations, programs, and time slots fit with the EAP population in your service area?

‒ Like newspaper, community radio is a good way to reach out to non‐English speaking populations that may exist in your area.

‒ Working with community radio might provide opportunities to promote LIHEAP via on air discussions and interviews with radio host.

‒ Also considering asking advertisers if they can run a free Public Service Announcement (PSA) for EAP. 59

Service Provider OutreachAdvertising Outdoor Advertising

‒ Use eHEAT or census data to place billboards in EAP targetedpopulation areas.

‒ Outdoor ads are one of the more expensive advertising methods.

‒ However, you can get good value from billboards with bonus coverage. Often times you pay for 3 months and get 6 months total. Billboards are not replaced until new advertiser buys the space.

‒ Tailor your ads to fit the demo your trying to reach in that location.

‒ Billboards can provide a high number of impressions and provide a better awareness of the program to a broader audience. 60



Service Provider OutreachOutdoor Advertising Examples

61

Service Provider OutreachAdvertising Transit Advertising

‒ Bus Interior, Bus Exteriors, Bus Shelters, Light Rail Stations

‒ Similar to billboards transit ads can provide lots of bonus value.

‒ Transit advertising provides a captive audience with high chances of riders seeing your ad regularly on their commute.

‒ Use eHEAT or census data to select shelters and bus routes in EAP targeted population areas.

62

Service Provider OutreachTransit Advertising Examples

63

Service Provider OutreachContact InformationKeich Hepburn – CAPRW Outreach & Media Coordinator651‐999‐[email protected]

Janice Renner – Mahube‐Otwa CAPEnergy Assistance Coordinator

218‐847‐[email protected]

64

Service Provider OutreachQ & A

65

Outreach ToolkitJana Soiseth & Luke SoisethMOD

66



Energy Assistance Toolkit

Why a Toolkit?• One size does not fit all.• Tailor the outreach to your audiences – media.• Tailor the information to your audiences – multiple outputs. • Brand builds upon itself to create more awareness.

ENERGY ASSISTANCE TOOLKIT ENERGY ASSISTANCE TOOLKIT

Table Tent

ENERGY ASSISTANCE TOOLKIT

Rack Card


Quarter Page Ad




Statement Stuffer


Notepad


Mailer


Facebook Posts or Ads


Door Hanger


Billboard




Video for Social Media


Handy Guides for Using the Toolkit

Thank You!

Outreach ToolkitQ & A

82

Outreach ActivityTracy Smetana

83

Outreach Activity Groups of 6 2 from same SP can’t be in same group Each group needs a recorder and a spokesperson Small group discussion Report back to large group Commerce staff recording all answers

84



Outreach Activity3 topics

1. New ideas from the presentations you plan to use2. Effective outreach activities your SP has done that

were not in the presentations3. Methods your SP uses to track success of outreach

activities

Report Each group reports one item for each topic No duplicates

85

Bill GrantDeputy CommissionerMinnesota Department of Commerce

86

Bill GrantQ&A

87

United Way 211Jennifer Hill2‐1‐1 Team Lead

88

United Way 2-1-1: An Overview What is United Way 2-1-1?



What is United Way 2-1-1?

• United Way 2-1-1 is anInformation & ReferralService for health andhuman services.

• 211 is an easy-to-remember 3 digitnumber providing animmediate connectionto Information &Referral services.

• United Way 2-1-1 isavailable via liveanswer, 24/7, 365


• 2-1-1 is available on landlines in all 87Minnesota counties, and on most wirelessphones.

• Users may also dial 651-291-0211 or

1-800-543-7709.

1 2 3

4 5 6

7 8 9

0* #


• Chat and text are available Monday – Fridayfrom 8 am – 7 pm

• Access chat at www.211unitedway.org – thelink at the top right of the page

• Text is accessible by texting your zip code to8‐9‐8‐2‐1‐1

What Is United Way 2-1-1

United Way 2‐1‐1 activity in 2016

Community Outreach

+ 150,000 web

searches

+344,000 referrals

Why United Way 2-1-1?

United Way 2-1-1 is a starting point for people who need help and don’t know what to do.

2-1-1 services help connectpeople withresources they didn’t knowexisted.

2-1-1 can help direct non-emergency calls away from9-1-1, especially during a community emergency or disaster.

The Development of United Way 2-1-1

1948-Veterans

Information Service

1958-Community Information

Center

1968-Community Resource Directory

1977- First Call for Help

1996-Statewide call center network

developed

2002-Became “United

Way 2-1-1”

2016- Chat available

2018-Texting

available!



United Way 2-1-1 Service AreaI & R – The Service of United Way

2-1-1

2‐1‐1 uses a national

taxonomy to index services and resources.

Resource Specialists create

and maintain a resource

database of programs and

services

The information is shared with the

community through a variety

of channels.

I & R – The Service of United Way 2-1-1

Relevant – 2-1-1 has information and

referral in many areas including basic needs.

Accurate – 2-1-1 is responsible for

staying in communication

with service providers to keep resources current.

Timely – The information in the

database can change according to season or need.

The United Way 2-1-1 Resource Team helps keep the database:


• How is Information &Referral different thana phone book or

4-1-1?

Sample Service Areas of

Awareness

The people served by the

program

Eligibility criteria

Required documentation

Hours of Operation

The best way to contact an

agency


AIRS Quality

Standards

Service Delivery

Resource Database

Reports and Measures

Cooperative Relationships

Disaster Preparedness

Organizational Effectiveness

• 2-1-1’s I & R and Resource Specialists arecertified by AIRS (Alliance of Information and Referral Specialists), andUnited Way 2-1-1 isaccredited by AIRS and meets all 29 quality standards set by the credentialing body.

What Happens When An Inquirer Contacts United Way 2-1-1?

Language Accessibility• United Way 2-1-1 has

Spanish, Hmong, Lao and Somali speakers on staff.

• If a phone inquirer needs an interpreter, the Specialist can either transfer to an appropriate staff member, or use the Language Line, which supports over 200 languages.

• An inquirer might be placed on hold while an interpreter is requested.



Anatomy of a 2‐1‐1 Inquiry

Gather Information

Zip code for accuracy

Questions for

Reporting and

Funding

Assessment questions

Provide Information

OptionsCreative problem solving

“Can I help you with anything

else?”

Invitation to call back 24/7, 365

What Are Unmet Needs?

An inquirer has already used all

of the help available in the community for a

given time period.

A resource exists, but it is at

capacity and cannot take new

clients.

The inquirer does not meet

eligibility guidelines for available help.

There is no resource

available in the community.

Unmet Needs: Examples

Emergency shelter: Shelters are often full to capacity with long waiting lists, and are

not available in all communities.

Energy assistance: Resources are often

out of funding, or the inquirer has used all resources available

for a given period of time .

Rent payment assistance: This may

not exist in a particular area, and there is very limited

availability in all areas.

Does United Way 2-1-1 publish any materials?

• There are materialsexplaining the 2-1-1service that also providecontact information inEnglish, Spanish,Hmong and Somali.

• Because of the size ofthe resource databaseand the associated cost,United Way 2-1-1 nolonger publishes aprinted communityresource directory.

United Way 2-1-1 Additional Services- Disaster

• The role of United Way 2-1-1 in a disaster can vary. United Way 2-1-1 can continue regular services, but in addition, may be asked to support other agencies by providing:

– A line for centralized intake for services.

– Accurate, updated information for rumor control.

United Way 2-1-1 Collaborations and Community Partnerships



United Way 2-1-1

Jennifer Hill

2-1-1 Team Lead

3311 East Old Shakopee Road

Bloomington, MN 55425

[email protected]

United Way 211Q & A

110

Census 2020Andrew VirdenDirector of Census Operations and Engagement Minnesota State Demographic Center

111

Background on the Decennial Census

First begun in 1790! It’s in the constitution.From 1970 to 2000, we had a short form

(given to everyone in the population) and a long form (given to a sample of thepopulation)

In 2010, only 10 questions.* 2020 form not yet finalized, but most

expect that it will be similar to 2010 inlength.

113 114



How it works – General Timeline

July 2017 – April 2018→ Local Update of Census Addresses (LUCA)Program for local governments

Jan 2018 - Complete Count Committees (CCC) begin local Census organizing work

April 2018 → Census questions delivered to Congress

July 2019 → Communications and advertising campaign begins

April 1, 2020 → 2020 Census Day

April 2020 → Non-response Follow-up begins for households that didnot submit a Census form

115 116

Answering the Census is SafeThe Law Protects Your Answers.By law, the Census Bureau cannot share your answers with the IRS, FBI, Welfare, Immigration or any other government agency. No court of law, not even the President of the United States, can find out your answers. And the same law that keeps your answers out of the hands of these agencies, prevents the Census Bureau from selling or giving away your address to people who want to send you mail.

Highly Motivated Employees Protect Your Answers.Census workers are sworn for life to secrecy. They know that if they give out any

information they see on a form, they can face a $250,000 fine and a five-year prison term. Census workers must pass security and employment reference checks. Protecting the privacy of people who reply to the census is an important part of every census takers training.

Technology Protects Your Answers.The Census Bureau protects your information with numerous security measures, including

electronic barriers, scrambling devices and dedicated lines. Your answers are combined with others to produce the statistical summaries that are published. No one can connect your answers with your name or address.

117The 2020 Census is about:

POWER MONEY DATA

118

2010 Congressional Reapportionment

119 In 2020, MN is (again) projected to lose a Congressional Seat

120



Political representation at the state‐level, also based on census counts

Districts with lower counts expand; higher counts contract after redistricting

121 Census counts guide the distribution of dollars

600 billion federal dollars aredistributed to state and local governments each year on thebasis of census data

At least $1,532 per person is allocated by the federal government to Minnesota each year (that’s $15,320 for thedecade)

122

The Feds and the state distribute $$$ on the basis of the census

Medicaid

Highway planning and construction

SNAP

Medicare Part B

Section 8

Local Government Aid (LGA)

Community Education Funding

Small Cities Development Grants

Trunk Highway Fund

Federal examples: State examples:

123 The challenge

Count everyone ONCE.

ONLY once.

And in the RIGHT PLACE.

124

Hard-to-Count Areas

The Census Bureau calculates which areas are "hard-to-count" based on a number of variables that are correlated with high non-response rates, such as:1. Vacant Units2. Multi-family Housing Units3. Renter Occupied Units4. Occupied Units with More Than 1.5 Persons Per Room5. Households that are Not Husband/Wife Families6. Occupied Units with No Telephone Service7. Adults that are Not High School Graduates8. People Below Poverty9. Households with Public Assistance Income10. People Unemployed11. Linguistically Isolated Households12. Occupied Units Where Householder Recently Moved Into Unit

125 Andrew Virden, Director of Census Operations and Engagement

e-mail: [email protected]

Phone: 651-201-2507 (w), 612-655-8896 (c)

126



Census 2020Q & A

127

Weatherization Assistance ProgramJake McAlpineWeatherization Assistance Program Coordinator

128

Weatherization Update

Topics WAP Services Manual J FACSPro software

129

WAP Services Goals = Saving Energy

• Reduce Usage• Efficiency• Client Education

WAP Services Seal air leaks

131

WAP Services Seal air leaks

132



WAP Services Insulation

133

WAP Services Heating system upgrade

134

WAP Services Lighting & Appliance

upgrades

135

WAP Services Heath & Safety Air quality ‐ ventilation Smoke & CO detectors

136

WAP Services Quality Control Inspection

137

WAP Services Client education

138



Manual J

What is it? Set of calculations to determine how much

heating/cooling a building needs Also know as:

• “Heat Loss calculation”• “Heat load” Developed by engineers from the HVAC

industry

139

Manual JWhat is it? There are many individual calculations that

make up a Manual J

140

Manual JWhat is it? There are many individual calculations that

make up a Manual J

141

Manual JWhy do we need one? To select the correct size heating/cooling

system for the building

142

Manual JWhy does correct size matter? Efficiency

• Prevent short cycling• Decreased operating cost Comfort

• Even heating• Lower thermostat setting Air Quality

• Filtration• Dehumidification

143

Manual J2 stage furnaces can help Like buying two furnaces

• Low and high setting• Better match of burner output to demand• Decreased operating cost

144



FACSPro software

New Weatherization program software

Fiscal elements went online July 1, 2018• Budgets• FSR• Cash Request

Utilizes EAP eligibility

Should eliminate the need in eHEAT for:• WAP Queue• Creation of “vacant units” 145

Q & A

Weatherization Assistance Program

146

Office of Broadband DevelopmentDiane WellsTelecommunications Manager

147

Energy Assistance Program and Broadband

August 9, 2018St. Cloud, MNDiane WellsTelecommunications ManagerOffice of Broadband DevelopmentMN Department of Employment and Economic Development

Timeline of Minnesota Broadband Policy

20082008‐2010

•2008 ‐ First broadband taskforce created

•2009 ‐ First state broadband map created (prior to federal mapping program)

•2010 ‐ Statutory Broadband goals established (10/5 by 2015)

20112011‐2013

•2011 ‐ Current broadband taskforce created

•2013 ‐ Office of Broadband Development was created within DEED as a focal point

20142014‐2016

•2014 ‐ Border to Border Broadband Infrastructure Grant created; $20M appropriated

•2015 ‐ Additional funding for broadband grants; $10.58M

•2016 ‐ Broadband goals revised (25/3 by 2022; 100/20 by 2026); $35M appropriated

20172017‐2018

•2017 ‐ Border to Border program renewed; $20M

•2018 ‐ $15M in funding in omnibus budget bill that was vetoed

149

Broadband Primer

• Technologies used to deploy broadband:

– DSL

– Cable

– Fiber to the Home

– Fixed Wireless

– Cellular broadband

– Satellite

• Availability/limitations of each technology

150



By 2022 it is a state goal to have all homes and businesses have access to broadband service at or above 25Mbps Download by 3 Mbps upload

Broadband 2022

Statewide: 90.77%Rural: 79.26%

152

Federal Lifeline Program

• For telephone and/or broadband service

• Discount of $9.25

• In tribal areas, the discount is $34.25 foreligible households

• Eligible if: household income is 135% or less offederal poverty guidelines or a member ofhousehold participates in SNAP, Medicaid, SSI,FPHA, Veterans Pension and Survivors Benefitor Tribal Programs153

Federal Lifeline Program

• Wireline broadband ETCs must offer service ofat least 15Mbps download and 2Mbps upload(unless not available—then must offer at least4/1), and usage of at least 250GB/month.(Increasing to 18/2 and 1000GB/month on12/1/2018)

• Wireless broadband ETCs must offer service at3G or better and usage of at least 1GB/month(increasing to 2GB on 12/1/2018)

154

Providers Offering the Lifeline Discount

• Must be designated an EligibleTelecommunications Carrier (ETC) by the statePUC

• In Minnesota, all incumbent telephonecompanies are ETCs, as is Midco (cableprovider) and several wireless providers (Life,Access, StandUp, Q‐Link, Boomerang,Assurance, Safelink, Tempo, T‐Mobile andAmerican Broadband and Telecom),

155

Comcast Internet Essentials

• Available where Comcast offers service (TwinCities metro, New Ulm, Waverly, Montrose)

• $9.95/month plus tax

• 15Mbs download with in‐home wi‐fi included

• Qualify: Child in National School LunchProgram or Receive HUD Housing Assistance(Pilot programs for Seniors and CommunityCollege Students—but not in Minnesota)

156



Charter Spectrum Internet Assist

• Available where Charter offers service

• $14.99 per month; in‐home wi‐fi for $5 more

• Up to 30Mbps download and 4Mbps upload

• Qualify if member of household on NationalSchool Lunch Program, Community EligibilityProvision of NSLP, or age 65 or older and onSupplemental Security Income

157

PCs for People

• Income at 200% or below of poverty level; or enrolled in a government income‐based assistance program

• 4G LTE Internet modems ($135)—download speed 4 to35Mbps; upload 1 to 5Mbps

• $10/month if subscribe to 12 months (prepaid‐nocredit check)

• “Unlimited” data—but will be deprioritized if use morethan 23GB in a month if network is constrained

• Uses Sprint’s network—so some coverage gaps (N MN, SE MN)

158

Learn How to Use the Internet

• Talk to your librarian, workforce center, orcommunity education about availableclasses—varies locally

• Comcast’s Internet Essentials lists classesavailable by zip code

• Technology Literacy Collaborative at www.tlc‐mn.org has online learning content

159

Broadband Adoption

• Age, income, educational level and location(rural) strong factors for adoption

• Reasons cited (2013) for not going onlinewere relevance/no interest, too difficult touse, cost

• Good news! Offline population is shrinking: in2000, 86% of age 65+ not online, today only34%; No high school diploma‐in 2000, 81% notonline, today 35%

161

Broadband Device Use

• NTIA Survey on Internet Use Conducted by the U.S. CensusBureau Findings 2017:– 88.9M households have a mobile data plan; 85.3M households

subscribe to a wired plan– 64% of households used a smartphone (up from 53% in 2015)– Families with incomes below $25K use 1.34 devices; those with

incomes over $100K use 2.77 types of devices

• Pew reports that 20% of households with incomes less than $30K rely solely on smartphones for internet connectivity—an increase from 12% in 2013. (Only 4% of households earning over $100K are smartphone only.) *The less affluent are more likely to use smartphones for tasks traditionally reserved for larger screens

162



Thank you!

Contact information:Diane Wells

[email protected]

651‐259‐7613

OBD Website: https://mn.gov/deed/programs‐services/broadband/

Interactive map (check a specific address):

http://map.connectmn.org

General contact info: 651/259‐7610 and [email protected]

163

Q & A

Office of Broadband Development

164

Change ManagementBeyene Gessesse

165

Change ManagementTopics Introduction and Overview The Change Process Stakeholder Engagement Communication Strategy Training and Support Evaluation and Follow‐Up Concluding Remarks

166

Change ManagementChange Change is a transformation or transition from one

state, condition or phase to another Change is a process (non‐linear) Has planned as well as unintended consequences Various factors trigger change

167

IntroductionFactors that trigger change

Change Management

168



IntroductionChange Management It is the application of tools, processes, skills and

principles for managing the transition. It is about enabling a program achieve its goals

through: – Creating the right environment – Building the internal capability

– Reducing the risks

Change Management

169

Introduction Types of changes Developmental change: is a change that enhances or

corrects existing aspects of an organization, often focusing on the improvement of a skill or processExamples:

– Improving billing and reporting method– Updating payroll procedures

Transitional change: is aimed at designing andimplementing a desired new state that solves an oldstate problem Example:

– Implementing new technology

Change Management

170

IntroductionTypes of changes

Transformational change: A change that can result

in an organization that differs significantly in terms of structure, processes, culture and strategy

Examples: – Making significant operating changes

– Reforming products and service offerings

Change Management

171

Introduction Levels of Changes

Organization Level: ensuring the whole organization ismobilized, motivated & equipped to respond to the change Individual Level: ensuring each individual is provided

with the optimum degree of information, support, challenge and encouragement

Change Management

172

Change Management Process Three Models:

1. John Kotter’s 8 Step Process2. Kurt Lewin’s 3 Step Approach 3. ADKAR Model

Change Management

173

John Kotter’s Change Process

Source: https://frontlinemanagementexperts.wordpress.com/2016/02/09/john‐kotters‐8‐step‐organisational‐change‐model‐pt2/

Change Management

174



Change ManagementKurt Lewin’s Change Approach

175 176

ADKAR Change Framework

Source: ADKAR manual

Change Management

Planning The Process Strategy assessment Project purpose Definition of the scope Project plan

Change Management

177

Planning Scope of eHEAT Next Gen Online submission of application from HHs Application processing workflow improved Eligibility determination Benefit determination Fiscal management System security Integration with data analytics tools Program audit capability

178

Change Management

PlanningTesting/Pre‐testing includes Software testing User test Assessment Amendments and corrections

179

Change ManagementPlanning Launching Go‐live/Launch Comprehensive Assessment Collecting and Managing Feedback Fixing and Correcting issues (Technical or Administrative)

180

Change Management



Change ManagementStakeholder Engagement Collaborative Approach

‒ Stakeholder Register (42 stakeholders)‒ Stakeholder Analysis ‒ Stakeholder Mapping

181

Change ManagementCommunication Strategy Roadmap Stakeholder values Measures stakeholder engagement and partnering

efforts

182

Change ManagementCommunication StrategyAddresses:

Accessibility to decision making process

Clear understanding of stakeholder interests & concerns

Diversity of views represented

Information exchange Project efficiency Decision acceptability

Mutual learning/respect Cost minimization(direct or indirect)

183

Change ManagementCommunication StrategyThe tools: Status reports Newsletters Formal presentations Surveys Internet / Intranet web page Formal/Informal small group meetings Workshops Meeting summaries

184

Change ManagementTraining and SupportTraining design Identifying training needs Designing training materials/documents Designing support materials Testing and evaluating training materials Finalize design documents Training delivery Update training and support materials

185

Change ManagementTraining and SupportPossible approaches: Project team members/MN.IT Out sourcing, or Both options might be utilized

186



Change ManagementTraining and SupportSoftware training assumptions: The Software Development Life Cycle (SDLC) SDLC helps develop and deliver high quality training Pre‐user acceptance testing (UAT) trainings Train‐the‐trainer (TTT) trainings End users/user trainings Technical trainings/knowledge transfer Data Base/System Administrators training

187

Change ManagementEvaluation and Follow‐UpEvaluation Will be undertaken at various levels Various tools and Metrics will be used Opportunities for continuous improvements exploited Review approaches Pass on best practices

188

Change ManagementEvaluation and Follow‐UpFollow‐Up: Sustaining the Change Training and support for adoption Institutionalizing of the change Collaborating at various level of leadership/units Continuous allocation of resource & time

189

Change ManagementConcluding Remark Change requires skillful attention to:

Content‐the WHAT of the change Context‐ the WHY of the change Process‐the HOW of the change People‐ the WHO of the change

Mindset is key – can unlock or lock the path to change Leading change requires a process approach

190

Change ManagementQ & A

191

DebriefTracy Smetana

192



Adjourn

193

INSTRUCTIONS FOR COMPLETING 2018-2019 MINNESOTA ENERGY PROGRAMS APPLICATION These instructions help you complete your 2018-2019 Minnesota Energy Programs Application. The application is used to apply for the Energy Assistance Program (EAP), Weatherization Assistance Program (WAP) and the Conservation Improvement Program (CIP). The Minnesota Energy Programs Application is available in Spanish or in large print from your local EAP Service Provider or online at http://mn.gov/commerce/consumers/consumer-assistance/energy-assistance/

To apply for the Energy Programs, you must send to your local EAP Service Provider: • The completed application with all questions answered and the last page signed and dated. • A copy of proof of income received in the last 3 full calendar months for each household member. • A copy of your last heating bill and your last electric bill. • A copy of your last fuel receipt if you use delivered fuel for heating. Failure to provide required documents may result in delay or denial of your application.

PART 1. Personal Information: Fill in your Social Security Number (SSN), name, current home address, phone number, and contact information. The primary household member must provide a verifiable SSN to process your application. Contact your local EAP Service Provider if no one in your household is able to provide an SSN. You may be able to provide an alternative legal document number. Authorized Representative: This is someone you give permission, in writing, to act for you for these programs. If you want this person to receive all your EAP mail, write his/her address on the application.

PART 2. Household Information: Fill in all the information for everyone living in your home. ALL people living in the home are household members if they share the kitchen or other living areas in the home. Live-in care providers are not counted as household members if you have proof from a health care provider that daily medical care is required. The Social Security Number for other persons in the household is requested (optional). Non-custodial parents may include their minor children under age 18 as household members.

Sources of Income and Other Assistance: • Mark (x) all sources of income for all members of your household. • Report all income and all money received by each household member in the last 3 full calendar months. • Send proof of all gross income received by all people in your household in the last 3 full calendar months before the month you

sign your application. Send copies, originals will not be returned. Proof of Income by type: • Wages: Check stubs or a signed, dated statement by your employer (including employer name, address and phone number)

stating gross wages. • MFIP, DWP, GA: Statement from the county showing monthly amount or bank statements. • Spousal Support or Alimony: Checks, bank deposits, or a note signed by the payer stating the amount and dates of received

payments or other proof of amount received. • Disability Payments, Veteran’s Benefits, Workers’ Compensation, Social Security, RSDI and SSI: Award letters, bank

statements showing direct deposits or a copy of the check(s). • Workers’ Compensation, Short Term and Long Term Disability: Benefit award notice, copies of workers’ compensation or

disability checks, workers’ compensation records, or attorney’s records. • Unemployment Compensation: Unemployment weekly benefit printout from www.uimn.org. Click on “Log in to My

Account” and log in, go to “View and Maintain My Account,” then “Payment Information,” and enter date range for the last 5 full calendar months.

• Self Employed, Farm, and Rental Income: The first 2 pages of your most recent IRS-1040 tax return. If you did not file taxes or you have been self-employed less than 2 years, call your local EAP Service Provider and ask for a Self-Employment Form. Enter the date your business started in the space provided on page two of the application.

• Interest, Dividend: Bank statements or your IRS-1099 or IRS-1040. • Retirement Income including IRA income: Benefit checks/stubs, bank statements or award letter. • Pensions and Annuities: Benefit checks/stubs, bank statements or award letter. • Tribal Bonus, Judgments or Per Capita Payments: Benefit checks/stubs, bank statements or award letter. • No Income: If your household has no income and no one is self-employed, call your local EAP Service Provider for a Verification

of Income & Expenses form. **Please send a copy of your proof of income. Originals will not be returned**

PART 3. Housing Information: Check the type of housing you live in, how long you have lived there and your monthly payment. If you are a renter, tell us if you receive a housing subsidy, if you pay heat or electricity, and your landlord’s name, phone number and address. You are a homeowner if you own, are buying your home, have a home mortgage or contract for deed. Homeowners: If you have a furnace heating problem, we may be able to provide repair services. Self-employed: If your residence is used for work or you rent out space in your home, complete this section.

http://mn.gov/commerce/consumers/consumer-assistance/energy-assistance/

PART 4. Heating Sources: Put “1” by the heating fuel you use the most and “2” by all other heating fuels.

• If your home is heated with more than one type of heating fuel, mark all boxes that apply. • If you use electric heat as a heating source, it must provide most or all the heat to one or more rooms (excluding bathrooms) or

provide heat to the entire home. Electric is not a heat source if only used to run the furnace fan or the thermostat. • Enter the name of the heating and electric company providing energy to your home. • Include the name on the account and the account number. • Wood, corn, pellet or other biofuel users: Show how much of your heat it provides. Do you cut or grow your own wood, corn,

pellets or other biofuel? Enter the number of bedrooms in your home. PART 5. Permissions and Signature: Read the permissions carefully. An adult household member, 18 years of age and older or emancipated minor, or the minor head of a household with no adults or emancipated minors must sign the application. Any other person signing the application must be a court appointed guardian or conservator or must have a Power of Attorney (POA) to act on behalf of the household and must submit a copy along with the application. Return the application to your local EAP Service Provider. Your application must be received within 60 days of the date signed. It must be postmarked or received no later than May 31, 2019.

• ANY missing information may delay decisions regarding your eligibility and benefit amount. • Your local EAP Service Provider may be able to help you pay your past due energy bills and/or arrange a monthly payment

plan with your heating and/or electric company. • Your application will be processed as quickly as possible. You will receive a letter when your application is completed.

Important Notice: The Energy Assistance Program may provide eligible households with energy crisis assistance. Write down the name and phone number of your local EAP Service Provider and call them if:

• Your energy services are or will be shut-off, • You are unable to get a delivery of fuel, or • You own your home and your furnace is not working.

Weatherization Assistance Program (WAP) Income Eligibility Guidelines You may be eligible for the Weatherization Assistance Program (WAP) even if your household’s income is higher than the EAP limits. WAP provides free home energy upgrades to income-eligible homeowners and renters to help save energy and make your home a healthy and safe place to live. For income eligibility please refer the Minnesota Weatherization Assistance Program at https://mn.gov/commerce/consumers/consumer-assistance/weatherization or call 1-800-657-3710 Cold Weather Rule Protection: If you use natural gas or electricity to heat your home or you need electricity to operate your thermostat or furnace fan, you may be eligible for Cold Weather Rule protection.

• The Cold Weather Rule helps reconnect and protect your service between October 15 and April 15. • To get Cold Weather Rule protection, you MUST contact your energy companies and make and keep a payment plan. If you

miss a payment, you lose your protection and you could lose your heat. • If you receive Energy Assistance, you pre-qualify for Cold Weather Rule protection. The Energy Assistance Program does not

replace what you need to pay. • Local EAP Service Provider staff can help you make a reasonable payment plan with your energy companies.

https://mn.gov/commerce/consumers/consumer-assistance/weatherization

For office use only

HH: Referral ____________ Rep#:__________________ Grant amount:__________

Please use black ink to complete your application. Do not use highlighters on the documents you send

2018-2019 MINNESOTA ENERGY PROGRAMS APPLICATION

Before completing this application, carefully read the enclosed “Your Rights and Responsibilities” and Instructions. Part 1. Personal Information - Verify all preprinted information is correct. Enter changes as needed.

Your Social Security Number Disclosure of Social Security Number for the primary applicant is required. If you do not provide your verifiable social security number, your application cannot be processed. AUTHORITY: Section 205(c)(2)(C)(i) of the Social Security Act, 42 U.S.C. § 405(c)(2)(C)(i) USE: The State will use Social Security Numbers in the administration of the LIHEAP to verify information supplied on the application, to prevent, detect, and correct fraud, waste, and abuse, and for the purpose of responding to requests for information from agency programs funded by block grants to states for temporary assistance for families in need.

Your Name: MM - DD – YYYYY . . . . . ..-.. ..-.. . First Name M.I. Last Name Date of Birth

Current Home Address: . . MN . , . Street Apt # City State Zip Code Mailing Address (if different from Home Address) . . MN . , Street or PO Box Apt # City State Zip Code . County: Township: Home Phone: ( ) .

Other Phone: ( ) .

E-Mail Address: .

To contact me in writing, I prefer: E-Mail US Mail (letter)

Primary Language spoken in home: . Authorized Representative: If you complete this section, you give the “Authorized Representative” permission to act for

you. First Name Last Name Phone (. ) . .

If you would like the Authorized Representative to get the mail on behalf of you, please fill in the address below:

. . MN , . Street or PO Box Apt # City State Zip Code

YOU MUST SIGN AND DATE THIS APPLICATION AT THE BOTTOM OF THE LAST PAGE

Part 2. Household Information LIST ALL HOUSEHOLD MEMBERS, STARTING WITH YOU:

First Name, M.I, & Last Name Social Security

Number Date of Birth

MM-DD-YYYY

Race

His- panic Y/N

Sex M/F

Dis- ability Y/ N

Years Of

School (Adults)

Veteran Y/N

Have Income

Y/N

1. (self) (required) - -

2. - -

3. - -

4. - -

5. - -

6. - -

7. - -

8. - -

Attach a separate sheet if necessary for any additional household members. Race: A = Asian B = Black or African American I = American Indian or Alaska Native

P = Native Hawaiian or Other Pacific Islander W = White M = Multi Race O = Other

Is anyone in your household currently an employee or board member of this energy assistance agency? Yes No How many members of your household do NOT have health insurance? . How many people in your household had income in the past 3 months? .

INCOME, BENEFITS AND OTHER ASSISTANCE (Check all that apply for your household and SEND PROOF OF INCOME) Wages Self-Employment/Farm Income*

Date Business started: / . Rental Income Unemployment Compensation Workers’ Compensation Interest or Dividend Income Contract for Deed Interest Diversionary Work (DWP) Veterans’ Benefits

Supplemental Security Income (SSI) Social Security Benefits (SSDI, RSDI, SSA) Retirement Income including IRA, etc. Pension/Annuity (including quarterly & annual) Tribal Per Capita Payments Tribal Judgments or Tribal Bonus Long/Short-term Disability Minnesota Family Investment Program (MFIP) General Assistance (GA) Alimony or Spousal Support

Other income not listed:

No proof of income required for the following sources: Child Support

Monthly amount $ . Food Support Earned Income Tax Credit No Income (Please call us at <<SP

PHONE>>) SEND PROOF OF ALL GROSS INCOME received by all people in your household in the last 3 full calendar

months. Send copies, originals will not be returned. Wages for children in grades K-12 are not counted.

_______________________________________________________

*If self-employed, send first 2 pages of your most recent IRS-1040 tax return. Contact your local EAP Service

Provider if you have not filed a 1040 since self-employment started. if your business was started less

than two years ago. _______________________________________________________

Your application will be delayed if you do not include proof of income.

_______________________________________________________

You must sign and date the last page of the application. It must be postmarked or received on or before:

May 31, 2019

If you sign application

in:

Send proof of gross income received in

the months of:

For EAP, your household income cannot be more than these income

guidelines for three months:

Aug 2018 May, June, July 2018 Household Size Income Sept 2018 June, July, Aug 2018 1 $6,495 Oct 2018 July, Aug, Sept 2018 2 $8,494 Nov 2018 Aug, Sept, Oct 2018 3 $10,493 Dec 2018 Sept, Oct, Nov 2018 4 $12,492 Jan 2019 Oct, Nov, Dec 2018 5 $14,490 Feb 2019 Nov, Dec 2018, Jan 2019 6 $16,489 Mar 2019 Dec 2018, Jan, Feb 2019 7 $16,864 Apr 2019 Jan, Feb, March, 2019 8 $17,239 May 2019 Feb, March, April 2019 9 $17,613

Part 3. Housing Information Type of Housing: House Apartment/Condo Townhouse Mobile Home Duplex Triplex Fourplex Other

. How long have you lived in your current home?

Years Months

Do you pay for rent or mortgage? Yes No If yes, amount ($):_ (required)

Renters: Do you get a rent subsidy or do you live in subsidized housing? Yes No Is heat included in your rent? Yes No Is electricity included in your rent? Yes No Landlord’s Name: . Phone: (. ) . Address: .

Homeowners: Do you own or are you buying your home? Yes No If your furnace/heating system is currently NOT working, check this box: Call us immediately at <<SP PHONE>> if your furnace/heating system is not working

Business Use of Home: If you are self-employed, is the business at your home? Yes No If Yes, what kind of business and what work is done in your home or on your property? . Do you rent out part of your home to anyone? Yes No

Part 4. Heat Sources (note: Electricity is only a heat source when used to provide heat to one or more rooms.) Put “1” in the box by the heating fuel you use the most and “2” by other heating fuels you use to heat your home.

Oil Propane/LP Wood Pellets Municipal Steam Natural Gas Electricity Corn Other Biofuel St. Paul Dist. Heating

What energy companies supply heat and electricity to your home? Heating No. 1 Heating No. 2 Electric

Company Name:

Name on Account:

Account number:

SEND A COPY OF YOUR LAST HEAT AND ELECTRIC BILLS OR FUEL RECEIPT WITH THIS APPLICATION

Do you heat with wood, pellets, corn or other biofuel? Yes No If Yes, answer the next 3 questions 1. What percent of your heat does this supply? (use chart) (Circle the percent used last year from wood, corn, pellets, other biofuel): 2. Do you cut your wood or grow fuel corn? Yes No 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 3. How many bedrooms are in your home? . Use sometimes Half of the time Almost Always All If you are having an energy emergency right now, check type of emergency below and send a copy of the notice from your energy company showing the amount owed: Already disconnected. Company: Disconnect Date: Amount Owed: . Received disconnect notice. Company: Date Scheduled: Amount Owed: . Fuel tank empty (or less than 20% in tank). What % is in your tank today: Amount Owed: . Please contact your energy company to set up a payment plan. Do you use electricity to heat your home? Yes No. If yes, check the box(es) below to indicate how it is used. Furnace fan/blower only Space heaters used as needed Space heaters are the only source of heat for one or many rooms. List the room(s): . Other electric heat used. Check all that apply: Baseboard Heat In Floor System Electric Furnace Heat Pump List the rooms where electric heat type above is the only source of heat: . If you are not registered to vote, would you like a voter registration card? Yes (You do not have to answer this question) Do you want to register to vote or update your registration if you have moved? Yes No Would you like 30% of your energy assistance benefit paid on your electric bill? Yes No

Part 5. Consent and Signature for October 1, 2018 to September 30, 2019 1. I give my consent for my heating and electric companies to give data about my account and energy use to the Minnesota Department of Commerce (Commerce) and Commerce’s contractors for the Energy Assistance Program (EAP), the Weatherization Assistance Program (WAP) and the Conservation Improvement Program (CIP). 2. I authorize the Social Security Administration, the Minnesota Department of Human Services and its affiliated agencies, and the Minnesota Department of Employment and Economic Development to share data concerning my Social Security Number, public benefits received, and income within the last year for eligibility for benefits with Commerce and Commerce’s contractors for EAP, WAP and CIP. 3. I authorize Minnesota EAP, WAP, and CIP to:

• Contact my employer to verify my income. • If I rent, to contact my landlord to confirm my residency and/or heating source.

4. I authorize my local EAP, WAP and CIP Service Providers to contact me for outreach and referral. 5. By signing, I affirm that all data in this application is correct. I also acknowledge that:

• I currently reside in the address listed on this application. • I am signing on behalf of all household members. • I may have to prove my statements. • I may be held civilly or criminally liable under federal or state law for knowingly making false or fraudulent

statements. • I have rights under EAP, WAP, and CIP. I have received a copy of the “Privacy Notice and Your Rights and

Responsibilities” and agree to its terms and conditions. • I may appeal local Energy Programs Service Provider decisions about my benefits. • I understand that filling out this application does not guarantee that my household will receive assistance. • I am an adult or emancipated minor. I am an adult, emancipated minor, or the minor head of a household

with no adults or emancipated minors.

We must receive your application within 60 days of the date you sign it. This

application must be postmarked or received no later than May 31, 2019. Funds may not last, apply early.

Print Name: .

Signature: Today’s Date: .

Privacy Notice and Your Rights and Responsibilities Privacy Notice Privacy Act Provisions: Federal and state laws require us to tell you about your rights and responsibilities before we collect and use information about you that is classified as private or confidential. This form provides you with important information that complies with the federal Privacy Act of 1974, 5 U.S.C. § 552a(e)(3) and the Minnesota Government Data Practices Act, Minn. Stat. § 13.04, subd. 2 (also referred to as a Tennessen Warning).

Please read this Privacy Notice carefully before completing and signing the Minnesota Energy Programs Application, and keep this Privacy Notice in your records for future use. This Privacy Notice applies to the Energy Assistance Program (EAP), Weatherization Assistance Program (WAP) and Conservation Improvement Program (CIP), also known as Energy Programs.

Why do we collect the information on the application? We will use your information to research, evaluate and administer the Energy Programs. We need the information:

• To know you from other individuals. • To see if you qualify for assistance. • To allow us to get federal or state funds for the assistance you receive. • To meet federal or state reporting requirements.

Do you have to give us the information? You have the right to not give us the information we ask for.

What happens if you give or do not give us the information? If you give us the information requested on the application, your application will be processed. If you do not give us that information:

• Your application will not be processed. • You might not receive services. • You might not receive help with energy bills. • Your services might be delayed.

We will keep whatever information you give us, whether or not your application is approved.

Who may see this information? The following persons may receive information contained in your Energy Programs application if: (i) they need access to the application information to do their jobs in connection with the Energy Programs (EAP, WAP, and CIP), or (ii) they are otherwise authorized by federal or state law to receive it, or (iii) they use the information for reports, to measure outcomes, and for referrals and eligibility purposes:

• Local Energy Programs Service Providers under contract with the Minnesota Department of Commerce (Commerce). • Community Services Block Grant and Minnesota Community Action Grant Service Providers under contract with Commerce. • Program auditors as required or permitted by Office of Management and Budget (OMB) circulars. • Minnesota Departments of Administration, Commerce, Employment and Economic Development, Human Services, Revenue and

MN.IT Services. • United States Departments of Health and Human Services and Energy. • Minnesota Public Utilities Commission. • Minnesota Legislative Auditor. • Persons so authorized pursuant to court order or subpoena. • Your energy companies for affordability and Energy Programs. • Minnesota Community Action Partnership. • United States Social Security Administration. • Lifeline/Telephone Assistance Plan for verifying program eligibility. • Other agencies or entities as allowed by federal or state law.

Why do we collect Social Security Numbers? We use Social Security Numbers in the administration of the Energy Programs (EAP, WAP, and CIP) to assure eligible applicants and their household members receive only allowable benefits. Federal law allows us to require you to disclose your Social Security Number in order to process your application and to prevent, detect and correct fraud and abuse. AUTHORITY: Section 205(c)(2)(C)(i) of the Social Security Act, 42 U.S.C. § 405(c)(2)(C)(i). The primary applicant is required to provide his/her verifiable Social Security Number in order to process your application. The Social Security Number of other household members will assist us in processing your application more quickly. Why do we ask for information about your race? This is voluntary information. It is compiled and recorded for statistical purposes only. The program cannot discriminate for reason of race or ethnic background, religion, gender, sexual orientation or political affiliation.

Your Rights and Responsibilities You have certain rights to get help: You have the right:

• To apply again if you get turned down. • To apply for more help if you need it. • To know what the rules are and how we decide what help you get. • To receive a response within a reasonable time of submitting all information. • To appeal within 30 days after you are sent the results of your application if:

You are turned down or receive a denial letter and you think we used the wrong facts to make the decision. You do not receive the help you were promised.

You have these responsibilities: You must tell us if you or any member of your household:

• Received help with your energy bills earlier this winter. • Move to a new address (tell us within 30 days of the move). • Change your fuel dealer or gas or electric companies.

You must pay your heating and electric bills. This program will pay only part of your bills. You must pay the rest.

What if you think the facts in your file are wrong? Talk to your local EAP Service Provider about what you think is wrong in your file.

What happens if you give false information? The local EAP Service Providers or the Minnesota Department of Commerce may check and verify any of the information contained on your application or otherwise provided. You may be denied Energy Program benefits if you provide incomplete or false information. You may be held civilly or criminally liable under federal or state law for knowingly making false or fraudulent statements on your application.

How do you complain? If you think your energy payment was not what it should be or you did not get the services you thought you would, you may contact the local EAP Service Provider listed on the application. If you are not satisfied with their answer, you may write an appeal letter to the local EAP Service Provider. Keep a record of their address and telephone number.

If you are not satisfied with their response to your

appeal, write to: Appeals Officer Energy Assistance Program Minnesota Department of Commerce 85 East 7th Place, Suite 280 St. Paul, MN 55101-2198

If you feel you have been treated differently because of your color, race, national origin, religion, sex, age, marital status, political beliefs, or physical, mental or emotional disability, write to one of the following:

Minnesota Department of Human Rights U.S. Department of Health and Human Services Freeman Building -OR- Office for Civil Rights, Region V 625 Robert Street North 233 North Michigan Avenue, Suite 240 St. Paul, MN 55155 Chicago, IL 60601 www.humanrights.state.mn.us www.hhs.gov/ocr/civilrights/complaints

Ask for Assistance: Call the local EAP Service Provider listed on the application to request the application in Spanish. If you do not understand the information in this document, call your local EAP Service Provider and ask for assistance. Their telephone number is usually listed on the first page of the Minnesota Energy Programs Application.

http://www.humanrights.state.mn.us/

http://www.hhs.gov/ocr/civilrights/complaints

Name Organization


Email Phone

Attendees List By Organization

Pelletier, Jean [email protected] 218.748.7352 AEOA

Miller, Debbie [email protected] 763.783.4720 Anoka CAP

Sopp, Barb 763.783.4747 Anoka CAP

Lien, Linda [email protected] 218.547.3438 Bi-County CAP

Johnson, Debbie [email protected] 218.333.9850 Bi-County CAP

Dagen, Tracey [email protected] 218.757.3261 Bois Forte

Cook, Elizabeth [email protected] 218.757.3261 Bois Forte

Edwards, Feleshia [email protected] 952.697.1358 CAP-HC

Joyner, Kesha [email protected] 952.697.1338 CAP-HC

Fair, Catherine [email protected] 651.999.5701 CAPRWC

Lor, Mary [email protected] 651.999.5714 CAPRWC

Paulson, Marcy [email protected] 651.645.6470 CAPRWC

Adams, Kevin [email protected] 651.999.5721 CAPRWC

Hepburn, Keich [email protected] 651.999.5713 CAPRWC

Coyle, Samantha [email protected] 218.694.6164 Clearwater

Markon, Joan [email protected] 218.878.2658 Fond du Lac

Savage, Sandra 218.878.2658 Fond du Lac

Flateland, Gayle [email protected] 218.796.5144 Inter-County

Moose, Gloria [email protected] 218.796.5144 Inter-County

Casey, Emily [email protected] 218.999.0846 Kootasca

Smith, Kimberly 218.999.0800 Kootasca

Spilman, Michael [email protected] 320.679-1800 Lakes & Pines

Littlewolf, Connie [email protected] 218.335.3704 Leech Lake

White, Delia [email protected] 218.335.3783 Leech Lake

Steinke, Judy [email protected] 218.824.3753 LSS

Kelm, Vicki [email protected] 218.824.3757 LSS

Madson, Kim [email protected] 218.847.1385 Mahube-Otwa

Renner, Janice [email protected] 218.847.1385 Mahube-Otwa

Wild, Pam [email protected] 507.345.2431 MVAC

Spencer, Jesse [email protected] 507.345.6822 MVAC

Bertilrud, Anne [email protected] 218.528.3258 Northwest

Wallace, Krystle [email protected] 218.528-3258 Northwest

Guerra, Nora [email protected] 320.269.6578 Prairie Five

Bakke, Marie [email protected] 320.269.6578 Prairie Five

Johnson, Vicky [email protected] 218.697-1880 Red Lake

Stauffer, Tammy [email protected] 651.322.3509 S-C-D

Malahowski, Anne [email protected] 651.322.3524 S-C-D

Draper, Stacy [email protected] 507.864.8239 Semcac

Paulson, Nicole 507.864.7515 Semcac

Mead, Doug [email protected] 507.376.4195 SMOC

Bierman, Gayle [email protected] 507.376.4195 SMOC

Engelhardt-Stott, Lynette [email protected] 507.732.8571 Three Rivers

Seger, Megan 507.732.8571 Three Rivers

Name Organization


Email Phone

Attendees List By Organization

Hinnenkamp, MaryKay 320.732.4516 Todd County

Ludwig, Mari 320.732.4500 Todd County

Ramler, Dona [email protected] 320.257.4490 Tri-Cap

Washington, Doris [email protected] 320.257.4461 Tri-Cap

Waechter, Christopher [email protected] 218.281.0190 Tri-Valley

Johnson, April 218.281.9080 Tri-Valley

Elizondo, Patricia [email protected] 320.235.0850 UCAP

Robles, Gloria 320.235.0850 UCAP

Braaten, Mandy [email protected] 218.685.4486 West Central

Fairbanks, Chris [email protected] 218.473.2711 White Earth

Bellanger, Jeanine 218.473.2711 White Earth

Brenny, Jay [email protected] 320.963.6500 Wright

Legatt, Shirley 320.963.6500 Wright

Grewell, Andrew [email protected] 651.431.3135 Department of Human Services

Hill, Jennifer [email protected] 763.453.6128 Lifeworks/United Way 211

Harvanko, John [email protected] 651.539.1805 Minnesota Department of Commerce

Burns, Doug [email protected] 651.539.1808 Minnesota Department of Commerce

Benson, Ken [email protected] 651.539.1682 Minnesota Department of Commerce

Seemann, Sandra [email protected] 651.539.1813 Minnesota Department of Commerce

Asghedom, Amanuel [email protected] 651.539.1806 Minnesota Department of Commerce

Schmitz, Michael [email protected] 651.539.1812 Minnesota Department of Commerce

Bridgeford, Shamiere [email protected] 651.539.1836 Minnesota Department of Commerce

Brown, Jon [email protected] 651.539.1869 Minnesota Department of Commerce

Westling, Nicole [email protected] 651.539-1809 Minnesota Department of Commerce

Smetana, Tracy [email protected] 651.539.1826 Minnesota Department of Commerce

Smialek, Andy [email protected] 651.539-1678 Minnesota Department of Commerce

Cullen, Felicia [email protected] 651.539.1814 Minnesota Department of Commerce

Gessesse, Beyene [email protected] 651.539.1811 Minnesota Department of Commerce

Wells, Diane [email protected] 651.539.1804 Minnesota Department of Commerce

Soiseth, Jana 612.238-3930 MOD

Soiseth, Luke 612.238-3930 MOD

Umidon, Dianna [email protected] 651.201.1399 Safe at Home Program

Larson, Maggie [email protected] 651.201.1357 Safe at Home Program

McAlpine, Jake [email protected] 651.539.1866 Weatherization Assistance Program

Name Organization


Email Phone

Attendees List By Last Name

Adams, Kevin [email protected] 651.999.5721 CAPRWC

Asghedom, Amanuel [email protected] 651.539.1806 Minnesota Department of Commerce

Bakke, Marie [email protected] 320.269.6578 Prairie Five

Bellanger, Jeanine 218.473.2711 White Earth

Benson, Ken [email protected] 651.539.1682 Minnesota Department of Commerce

Bertilrud, Anne [email protected] 218.528.3258 Northwest

Bierman, Gayle [email protected] 507.376.4195 SMOC

Braaten, Mandy [email protected] 218.685.4486 West Central

Brenny, Jay [email protected] 320.963.6500 Wright

Bridgeford, Shamiere [email protected] 651.539.1836 Minnesota Department of Commerce

Brown, Jon [email protected] 651.539.1869 Minnesota Department of Commerce

Burns, Doug [email protected] 651.539.1808 Minnesota Department of Commerce

Casey, Emily [email protected] 218.999.0846 Kootasca

Cook, Elizabeth [email protected] 218.757.3261 Bois Forte

Coyle, Samantha [email protected] 218.694.6164 Clearwater

Cullen, Felicia [email protected] 651.539.1814 Minnesota Department of Commerce

Dagen, Tracey [email protected] 218.757.3261 Bois Forte

Draper, Stacy [email protected] 507.864.8239 Semcac

Edwards, Feleshia [email protected] 952.697.1358 CAP-HC

Elizondo, Patricia [email protected] 320.235.0850 UCAP

Engelhardt-Stott, Lynette [email protected] 507.732.8571 Three Rivers

Fair, Catherine [email protected] 651.999.5701 CAPRWC

Fairbanks, Chris [email protected] 218.473.2711 White Earth

Flateland, Gayle [email protected] 218.796.5144 Inter-County

Gessesse, Beyene [email protected] 651.539.1811 Minnesota Department of Commerce

Grewell, Andrew [email protected] 651.431.3135 Department of Human Services

Guerra, Nora [email protected] 320.269.6578 Prairie Five

Harvanko, John [email protected] 651.539.1805 Minnesota Department of Commerce

Hepburn, Keich [email protected] 651.999.5713 CAPRWC

Hill, Jennifer [email protected] 763.453.6128 Lifeworks/United Way 211

Hinnenkamp, MaryKay 320.732.4516 Todd County

Johnson, Debbie [email protected] 218.333.9850 Bi-County CAP

Johnson, April 218.281.9080 Tri-Valley

Johnson, Vicky [email protected] 218.697-1880 Red Lake

Joyner, Kesha [email protected] 952.697.1338 CAP-HC

Kelm, Vicki [email protected] 218.824.3757 LSS

Larson, Maggie [email protected] 651.201.1357 Safe at Home Program

Legatt, Shirley 320.963.6500 Wright

Lien, Linda [email protected] 218.547.3438 Bi-County CAP

Littlewolf, Connie [email protected] 218.335.3704 Leech Lake

Lor, Mary [email protected] 651.999.5714 CAPRWC

Ludwig, Mari 320.732.4500 Todd County

Madson, Kim [email protected] 218.847.1385 Mahube-Otwa

Name Organization


Email Phone

Attendees List By Last Name

Malahowski, Anne [email protected] 651.322.3524 S-C-D

Markon, Joan [email protected] 218.878.2658 Fond du Lac

McAlpine, Jake [email protected] 651.539.1866 Weatherization Assistance Program

Mead, Doug [email protected] 507.376.4195 SMOC

Miller, Debbie [email protected] 763.783.4720 Anoka CAP

Moose, Gloria [email protected] 218.796.5144 Inter-County

Paulson, Marcy [email protected] 651.645.6470 CAPRWC

Paulson, Nicole 507.864.7515 Semcac

Pelletier, Jean [email protected] 218.748.7352 AEOA

Ramler, Dona [email protected] 320.257.4490 Tri-Cap

Renner, Janice [email protected] 218.847.1385 Mahube-Otwa

Robles, Gloria 320.235.0850 UCAP

Savage, Sandra 218.878.2658 Fond du Lac

Schmitz, Michael [email protected] 651.539.1812 Minnesota Department of Commerce

Seemann, Sandra [email protected] 651.539.1813 Minnesota Department of Commerce

Seger, Megan 507.732.8571 Three Rivers

Smetana, Tracy [email protected] 651.539.1826 Minnesota Department of Commerce

Smialek, Andy [email protected] 651.539-1678 Minnesota Department of Commerce

Smith, Kimberly 218.999.0800 Kootasca

Soiseth, Jana 612.238-3930 MOD

Soiseth, Luke 612.238-3930 MOD

Sopp, Barb 763.783.4747 Anoka CAP

Spencer, Jesse [email protected] 507.345.6822 MVAC

Spilman, Michael [email protected] 320.679-1800 Lakes & Pines

Stauffer, Tammy [email protected] 651.322.3509 S-C-D

Steinke, Judy [email protected] 218.824.3753 LSS

Umidon, Dianna [email protected] 651.201.1399 Safe at Home Program

Waechter, Christopher [email protected] 218.281.0190 Tri-Valley

Wallace, Krystle [email protected] 218.528-3258 Northwest

Washington, Doris [email protected] 320.257.4461 Tri-Cap

Wells, Diane [email protected] 651.539.1804 Minnesota Department of Commerce

Westling, Nicole [email protected] 651.539-1809 Minnesota Department of Commerce

White, Delia [email protected] 218.335.3783 Leech Lake

Wild, Pam [email protected] 507.345.2431 MVAC

FFY2019 EAP Annual Training Turn-Around-Document

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