CSBG DCL Update on OCS CSBG Quarterly Calls Process

Publication Date: April 6, 2018

U.S. Department of Health and Human Services
Administration for Children and Families
Office of Community Services
Division of Community Assistance
330 C Street, SW, 5th Floor
Mail Room 5425
Washington, D.C. 20201

www.acf.hhs.gov/programs/ocs/programs/csbg

Community Services Block Grant
Dear Colleague Letter

Re: Update on OCS CSBG Quarterly Calls Process

Date: April 6, 2018

Dear Colleagues:

The purpose of this message is to provide an update on the Community Services Block Grant (CSBG) quarterly calls process initiated in Federal Fiscal Year (FFY 2018). In an effort to increase accountability on the federal level, the Office of Community Services (OCS) continues to implement new or revised processes to improve upon technical assistance for State CSBG Offices. These processes will ensure that states receive routine, high quality feedback and that OCS’ efforts align with its messaging on continuous improvement. Additionally, they respond to recommendations provided by the states in the 2017 American Customer Satisfaction Index (ACSI) Survey of Grantees regarding consistent feedback from OCS.

OCS CSBG Quarterly Call Process

OCS is sharing a plan for quarterly calls beginning in FFY 2018 so that CSBG state administrators will have clear information about what to expect in terms of when the calls will take place and the nature of the conversation. The OCS Program Specialist will provide an agenda to the CSBG state administrator at least two days prior to each call. Depending on the quarter, the topics will include feedback on the State Plan and Annual Report and key elements of the Performance Management Framework as well as other updates (please see chart below). Program Specialists will work with CSBG state administrators to customize feedback as needed to meet the needs of the state.

Quarter

Type of Call(s) - Participants

Topics — Brief Description

Preparation

Q1: October 1 — December 31

Direct Call — State CSBG Contact Person, OCS Program Specialist

State Plan feedback; Updates on grant monitoring and Quality Improvement Plans (QIPs), Performance Management Framework (PMF) — Organizational Standards, Results Oriented Management and Accountability (ROMA) key OCS updates

OCS — Written feedback on the State Plan using a standard template and OLDC and key OCS updates

State CSBG Office — Written updates on the State Plan, the PMF, QIPs and any discussion questions

Q2: January 1 — March 31

Direct Call — State CSBG Contact Person, OCS Program Specialist

Updates on grant monitoring and QIPs, PMF— Organizational Standards, ROMA, Annual Report and State Plan; key OCS updates

OCS — Brief written key OCS updates

State CSBG Office — Written updates on the PMF, QIPs any discussion questions

Q3: April 1 — June 30

Direct Call — State CSBG Contact Person, OCS Program Specialist

Annual Report feedback; Updates on grant monitoring and QIPs, PMF — Organizational Standards, ROMA; key OCS updates

OCS — Written feedback on the Annual Report using a standard template and OLDC and key OCS updates

State CSBG Office — Written updates on the Annual Report the PMF, QIPs and any discussion questions

Q4: July 1 — September 30

Direct Call — State CSBG Contact Person, OCS Program Specialist

Updates on grant monitoring and QIPs, PMF — Organizational Standards, ROMA, Annual Report and State Plan; key OCS updates

OCS — Brief written key OCS updates and feedback on State Plan using standard template

State CSBG Office — Written updates on the PMF, QIPS any discussion questions

 

Thank you for your continued partnership in this critical work. OCS, along with our federal partners, is committed to quality improvement, which includes addressing the needs of the State CSBG Offices and providing regular feedback.

Sincerely,

J. Janelle George                              Seth Hassett
Acting Director                                   Director, Division of Community Assistance
Office of Community Services           Office of Community Services

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