slide #1 © 2007 nan mckay & associates family self sufficiency: reducing fss program costs...
TRANSCRIPT
Slide #1©2007 Nan McKay & Associates
Family Self Sufficiency: Family Self Sufficiency: Reducing FSS Program Reducing FSS Program CostsCostsPatti Zatarian Patti Zatarian MenardMenard
© 2007 Nan McKay & Associates
Slide #2©2007 Nan McKay & Associates
Lunch and Learn Objectives
Matching FSS goals with PH and HCV goals
Ensuring PHA agency wide support for FSS program infrastructure
Utilizing existing community services
Crafting a Program Coordinating Committee
Slide #4©2007 Nan McKay & Associates
HUD References
24CFR Part 984, SubParts (A)(B)(C)(D) PIH Notice 93-24, Q & A’s PIH Notice 95-5 Modification of Contract FSS Contract of Participation Admission and Occupancy Rule
Slide #5©2007 Nan McKay & Associates
HUD Regulations (M & M’s)
The PHA may = Choice
Choice = Policy Policy =
ACOP Administrative Plan
Slide #6©2007 Nan McKay & Associates
PHA Policy
Agency Plan
AnnualPlan
Admin & OCC Plan
Action Plan
Admin Plan
Slide #7©2007 Nan McKay & Associates
Family Self Sufficiency
Matching Housing Assistance Families
with
Existing Community Services
to
Achieve Economic Self Sufficiency
Slide #8©2007 Nan McKay & Associates
What is FSS?
Promotes economic self-sufficiency Uses HUD housing to leverage local
resources Housing is stabilizing force PHAs develop local strategies
FSS offers financial incentives Become Welfare-Free
Slide #9©2007 Nan McKay & Associates
FAMILY EXPRESSES INTEREST
Orientation Case Manager Assigned Needs Assessment Contract Terms Developed Contract Executed Between
PHA and Family
Slide #10©2007 Nan McKay & Associates
LEGISLATIVE HISTORY
HOPE Program Initiative NAHA of 1990 Builds on PSS and Bootstrap Mandatory in 1993 Amended by QHWRA of 1998
Slide #11©2007 Nan McKay & Associates
FSS ImplementationDevelop PCC
Identify & coordinate needs to resources
Develop Action PlanRevise Action Plan
Develop program designService systems
Select & service participants
Slide #12©2007 Nan McKay & Associates
FSS Program Design
Outreach
OrientingNeeds Assessment/Set Goals
Selecting
Contracting
Servicing
Slide #13©2007 Nan McKay & Associates
Case Managing & Support Services
Escrowing and Porting
Monitoring & Evaluating
Reporting
Program Evaluation Quantitative Qualitative
FSS Program Design...
Slide #15©2007 Nan McKay & Associates
Action Plan Requirements
Must have a HUD-approved Action Plan to operate an FSS program
Developed with PC, but PHA final decision-maker
Includes all discretionary FSS policies Must include revisions in Annual Plan
Slide #16©2007 Nan McKay & Associates
Minimum Required Contents
Demographics Selection Procedures Incentives Termination Procedures Timetable Assurances
Slide #18©2007 Nan McKay & Associates
PROGRAM COORDINATING COMMITTEE
Must establish a PCC: Can establish own or use existing entity (ex: WIA)
Assists With Program PHA Accountable Must include:
Participating Family PHA Representative
Slide #19©2007 Nan McKay & Associates
Other Possible Members
Who else…………?
Childcare
Employment
Educational
Legal
Fund-raising
Religious
Political
Financial
Entrepreneurship
Law enforcement
Marketing/Media
Social work
Case management
Homeownership
Slide #21©2007 Nan McKay & Associates
Contract of Participation
S8 Program Participants Only No Mod Rehab Project Based Okay
PH Residents Only No Tax Credit No Mixed Finance
Slide #22©2007 Nan McKay & Associates
Selection of FSS Families
FSS FAMILY HEAD
HOH for Income and Rent
ELDERLY & DISABLED Must NOT exclude if interested Must make reasonable
accommodations if requested
Slide #23©2007 Nan McKay & Associates
LOCAL SELECTION PREFERENCE
PHAs can adopt local preferences For families on waiting list for a WTW or FSS type
program
Family Not Obligated to participate in FSS Would simply move family to top of waiting list
(for housing) faster PHAs can use such a preference to negotiate
with WTW service providers
Slide #24©2007 Nan McKay & Associates
Denial of Participation May deny FSS participation
to: People who are not
motivated Previous participant who was
terminated Families where services are
unavailable Participants and residents
who owe debt to any PHA
Slide #26©2007 Nan McKay & Associates
FSS CONTRACT
Must execute COP (HUD Form 52650 required)
ITSP completed for head and each participating adult
Slide #27©2007 Nan McKay & Associates
FSS Contract
Must be signed by family head Initial term 5 Years Can be extended for “good cause”
Up To 2 Years Beyond Family Control
Slide #28©2007 Nan McKay & Associates
EXTENSIONS FOR GOOD CAUSE”
May extend to help family meet the 12 consecutive month welfare-free requirement
Contract/Escrow Continues during extension
Slide #29©2007 Nan McKay & Associates
FSS CONTRACT
May Complete Less Than 5 Years Contract May Be Modified:
1. ITSP2. Contract Term3. New FSS Head
4. Remove “termination” statement FSS Contract 12 of 2004
Slide #30©2007 Nan McKay & Associates
INDIVIDUAL TRAINING AND SERVICE PLAN
Mandatory for Head Optional for other family members
Attach to Contract Final Goal: Suitable Employment Interim Goal: Welfare-free 12 consecutive months
prior to expiration Includes Interim Goals and Incentives Any changes included as a written revision
Slide #31©2007 Nan McKay & Associates
SEEK AND MAINTAIN EMPLOYMENT
Requirement for FSS head only PHA must define “seek” PHA should develop standards for “seek”
Slide #32©2007 Nan McKay & Associates
You go!!!
COMPLETION OF THE FSS CONTRACT
All obligations complete on or before expiration of FSS contract…or
Slide #33©2007 Nan McKay & Associates
Cut the escrow check!
COMPLETION OF THE FSS CONTRACT
30% AMI equals/exceeds FMR, AND
Head certifies family welfare free
Slide #34©2007 Nan McKay & Associates
Termination of the COP
FSS Contract of Participation may be terminated: Mutual consent Failure to meet obligations Withdrawal Act inconsistent with FSS Operation of law
Slide #36©2007 Nan McKay & Associates
How the Escrow Account Works
Generally, escrow credit is amount rent increases as result of increase in earned income
Not always dollar for dollar Other factors affect the family rent
Slide #37©2007 Nan McKay & Associates
Disbursing FSS Account Final Disbursement….
Family fulfills all obligations under contract or
30% MAI =/> FMR Family must be free of welfare assistance
Interim Disbursements At sole discretion of PHA
Slide #38©2007 Nan McKay & Associates
Forfeiting The Account
Contract terminated Completed but family receiving welfare If head dies and remaining members
choose not to participate If family does not pay its rent, funds may
be forfeited per FSS contract
FSS PROGRAM REPORTING
HUDs Narrative Report HUDs FSS 50058 Addendum
SEMAPPHAS
PHA Program Evaluation
Slide #41©2007 Nan McKay & Associates
Reducing FSS Program Costs
Matching FSS goals with PH and HCV goals
Ensuring PHA agency wide support for FSS program infrastructure
Utilizing existing community services
Crafting a Program Coordinating Committee
Slide #42©2007 Nan McKay & Associates
Reducing FSS Program Costs
FSS program has been in place for 17 years
Three studies have shown FSS families Increase earnings more than non families More likely to get services More likely to get better jobs
Slide #43©2007 Nan McKay & Associates
Reducing FSS Program Costs
Strengths and challenges in those 17 years HUD support for FSS FSS staff continues to be dedicated and
enthusiastic PHAs increase the involvement of
management staff in FSS FSS families are honored and respected
Slide #44©2007 Nan McKay & Associates
Reducing FSS Program Costs
Strengths and Challenges in those 17 years PHA goals are separate from FSS goals FSS operates outside PHA management
mainstream FSS designed as a stand alone program within
PHA FSS families are seen as unmotivated
Slide #45©2007 Nan McKay & Associates
Reducing FSS Program Costs
Strengths and Challenges in those 17 years S8/HCV
It’s not all about HAP and Admin Fee…It’s only about HAP and Admin Fee
Public housingIt’s not all about rent…It’s only about rent
Slide #46©2007 Nan McKay & Associates
Reducing FSS Program Costs
Let’s look at each challenge and strategies to turn them into opportunities
Starting with… Matching FSS and PH/HCV
Goals
Slide #47©2007 Nan McKay & Associates
Matching FSS goals with PH and HCV goals Increasing rent revenues Decreasing HAP Increasing non-HUD
funding for programs
Slide #48©2007 Nan McKay & Associates
Matching FSS and PH/HCV Goals
High performing PHAs have a strategic plan including Overall goal of PHA Goals for each program Activities used to reach goals
Slide #49©2007 Nan McKay & Associates
Matching FSS and PH/HCV Goals
High performing PHAs have a strategic plan including Procedures and data
collection that measure goal attainment
A value of respect and dignity for participants and residents
Slide #50©2007 Nan McKay & Associates
Matching FSS and PH/HCV Goals
Set goals, activities, and measurements for FSS as well
Make certain these are consistent with PHA goals
Create procedures that allow tracking
Slide #51©2007 Nan McKay & Associates
Matching FSS and PH/HCV Goals
OpportunityMove FSS from
Social service program to Increasing revenue program
Make it a business strategy to “Know” the conditions that effect client’s
lives
Slide #52©2007 Nan McKay & Associates
Increasing Rent Revenues in PH
Transition to PBM requires tracking rent revenues in each Asset Management Project
Find current average rentFind average rent needed to cover AMP
costsTrack increase as new FSS or self
sufficiency policies and strategies are set
Slide #53©2007 Nan McKay & Associates
Increasing Rent Revenues in PH
Consider policies that may increase average rent Priorities on wait list Providing ISA after FSS or EID end (PH only) Promoting EID and home-based businesses Allow/encourage ports as the self sufficiency
strategy that they are….
Slide #54©2007 Nan McKay & Associates
Increasing Rent Revenues in PH
Consider policies that may increase average rent Flexible FSS policies
Extension of contractInterim disbursementsChanges in ITSP
Slide #55©2007 Nan McKay & Associates
Decreasing Housing Assistance Payments
Same steps as PH except identify HAP average and
Needed or desired HAP Set policies that are likely to reduce HAP
dependency
Slide #56©2007 Nan McKay & Associates
Increasing Non-HUD Funding
Determine current level of FSS funding Set desired or needed level of FSS funding Develop strategies to achieve that funding
Will discuss these under PCC Track actual increase in non HUD funding
Adjust FSS and SS policies and strategies accordingly
Slide #57©2007 Nan McKay & Associates
Reducing FSS Program Costs
Let’s look at another challenge and turn it into an opportunity… Ensuring PHA agency
wide support for FSS program
Slide #58©2007 Nan McKay & Associates
Ensuring PHA agency support for FSS FSS computer software Working with human
resources Developing partnerships
with finance
Slide #59©2007 Nan McKay & Associates
FSS Computer Software and PH/HCV Interface
FSS Coordinator work closely with I T Make certain software is used to full capacity
120 day rule is tracked and flaggedCompletion due to 30% MAI is tracked and
flaggedEscrow calculated 50058 FSS Addenda
17i data is tracked and downloaded
Slide #60©2007 Nan McKay & Associates
FSS Computer Software and PH/HCV Interface
FSS Coordinator work closely with I T Education/training/wage data collected at
lease upAll are tracked as housing continues
Wage is tracked at COP signing andRegular intervals
Determine if FSS is having the desired effectRaising earned income AND rent paying
Slide #61©2007 Nan McKay & Associates
Working with Human Resources
Work closely with HR - ensure Coordinator position designed to meet agency goals for FSS
Many PHAs promoted, transferred, or hired direct service person as Coordinator
Only works if design and collaborations are done by other staff
Slide #62©2007 Nan McKay & Associates
Staff Positions in FSS
FSS Case Managers and FSS Coordinators have different duties
Let’s look at what Case Managers
and Coordinators do!
Slide #63©2007 Nan McKay & Associates
Case Management Activities To develop and manage effective ITSPs,
case managers: Conduct intake interviews Assess skills, abilities, needs & resources Set realistic goals, develop tasks Identify resources Monitor and document progress Complete and transition relationships
Slide #64©2007 Nan McKay & Associates
Case Manager’s Knowledge
Communication Assessment Tools Labor Market Learning Issues Crisis Mgmt Cultural Proficiency
Laws and Regs Ref/Advocacy Programs/ Resrcs Motivation Theory Documentation Evaluation
Slide #65©2007 Nan McKay & Associates
Case Manager’s Abilities
Build Trust Gather Information Describe Values Assess Strengths Prioritize Needs Develop Goals
Write Plans ID Resources Match resources Make Referrals Achieve Goals Evaluate ITSP
Slide #66©2007 Nan McKay & Associates
FSS Coordinator Activities
Develop a program needs assessment
Identify realistic outcome/performance
Match FSS program needs/goals to existing services in community
Slide #67©2007 Nan McKay & Associates
FSS Coordinator Activities
Develop new community services
Develop and maintain program outcome
Develop FSS case management record systems
Slide #68©2007 Nan McKay & Associates
FSS Coordinator’s Knowledge
Case management systems
Social service program design
Evaluation methods
Local, state, national SS programs
Group dynamics theory
Collab/Negotiation theory
Slide #69©2007 Nan McKay & Associates
FSS Coordinator’s Abilities
Supervise case managers & staff
Develop goals, objectives; tasks, tools
Develop/maintain measure of progress
Access services and teach others
Facilitate group’s clarity of purpose
Facilitate collab service design
Negotiate for common services
Slide #70©2007 Nan McKay & Associates
Working with Human Resources
Job descriptions and wages should be Accurate Bench marked with
similar services
Slide #71©2007 Nan McKay & Associates
Working with Human Resources
Performance standards should be Developed – also bench marked Trained Tracked
Slide #72©2007 Nan McKay & Associates
Working with Human Resources
Evaluations Conduct using both
Job description andPerformance standards
Slide #73©2007 Nan McKay & Associates
Developing Partnerships with Finance
Cut costs of escrow Use software to calculate escrow
Print hard copy escrow calc to both filesDevelop quality control procedure to spot
check each escrow related issue Develop policy to report balances and post
interest in a cost effective manner Track actual length of time needed to
complete escrow functions in this manner
Slide #74©2007 Nan McKay & Associates
Developing Partnerships with Finance
Cut costs of porting Educate FSS participants on the realities of
porting Create partnerships with nearby PHAs to port
FSS families Think outside the box about long distance
ports
Slide #75©2007 Nan McKay & Associates
Reducing FSS Program Costs
Let’s look at another challenge and turn it into an opportunity… Utilizing existing community
services
Slide #76©2007 Nan McKay & Associates
Utilizing Existing Community Services
To provide Case managementVocational assessmentWide range of services
Slide #77©2007 Nan McKay & Associates
Utilizing Existing Community Services
To provide Case management
What ever is the roadblock to higher paying job
Partner with that agency to provide CM
Slide #78©2007 Nan McKay & Associates
Utilizing Existing Community Services
To provide Vocational assessment
& planningSingle greatest
missing piece in FSSPeople have a right
to work at job they love
Slide #79©2007 Nan McKay & Associates
Utilizing Existing Community Services
To provide Vocational assessment & planning
FSS working with the hardest to servePartner with agencies who specialize
Slide #80©2007 Nan McKay & Associates
Utilizing Existing Community Services
To provide wide range of servicesFSS missing a range of services
Partnerships not emphasizedPriorities not sought
Work with United WayIdentify partners
Slide #81©2007 Nan McKay & Associates
Reducing FSS Program Costs
Let’s look at another challenge and turn it into an opportunity… Crafting the Program
Coordinating Committee
Slide #82©2007 Nan McKay & Associates
Crafting a Program Coordinating Committee
Key design of FSSTrue leadership Designing
collaborations Making PHA a central
player in the community-wide self-sufficiency arena
Slide #83©2007 Nan McKay & Associates
Crafting a Program Coordinating Committee
True leadership and commitmentConsider goal of PCC
Truly collaborativeInformativeDirective
Slide #84©2007 Nan McKay & Associates
Crafting a Program Coordinating Committee
True leadership and commitmentMembership should be carefully considered
PHA member from PHA managementMake a statement to community What is expected of other agency
Slide #85©2007 Nan McKay & Associates
Crafting a Program Coordinating Committee
True leadership and commitmentChair person from community NOT FSS
CoordinatorFSS Coordinator is staff support to PCCExpect to spend 60% of time
Slide #86©2007 Nan McKay & Associates
Crafting a Program Coordinating Committee
True leadership and commitmentConsider level of membership
CEO or COODirectors or managersLine staff
Slide #87©2007 Nan McKay & Associates
Crafting a Program Coordinating Committee
True leadership and commitmentConsider frequency of meetings
CEOs and COOs – annuallyDirectors – QuarterlyLine Staff - Monthly
Slide #88©2007 Nan McKay & Associates
Designing Collaborations
To ensure goals are met (improve outcomes) Identify shared goals Identify shared clients Give priorities to other’s clients Get priorities for your clients
Slide #89©2007 Nan McKay & Associates
Designing Collaborations
To seek joint-funding Track successes together Watch national and local funding trends for
collaborations doing self sufficiency Fit these to your collaborative design
Slide #90©2007 Nan McKay & Associates
Make PHA - Central Player in Community-Wide Self-Sufficiency PHA management have leadership positions
Community College Board University Advisory Boards Workforce Investment Board United Way DHHS Community Council
Take the message…
Slide #91©2007 Nan McKay & Associates
Make PHA - Central Player in Community-Wide Self-Sufficiency Take the message…
This PHA is increasing self sufficiency byIncreasing access to servicesIncreasing time in education and trainingIncreasing wagesDecreasing dependency on subsidies by
This much…………..
Slide #92©2007 Nan McKay & Associates
Make PHA - Central Player in Community-Wide Self-Sufficiency Take the message…
It’s not all about the rent and HAP It’s only about the rent and HAP