How do Service Coordinators manage internal program functions?
ROSS Service Coordinators are responsible for internal program management, including developing a ROSS Action Plan, managing program funds, and ensuring they obtain needed training. They also have an important role to play in educating PHA leadership and property management staff.
What should be included in a ROSS Action Plan?
ROSS Service Coordinators are encouraged to develop an Action Plan detailing program procedures. This plan will provide guidance to the Service Coordinator or other grantee staff in carrying out major elements of the ROSS program, including:
- Methods used for resident and participant outreach;
- Case management procedures;
- Referrals to service providers;
- Methods for tracking progress and program outcomes;
- Software tools for tracking the above (outreach, case management, resident progress, referrals);
- Lists of partners, primary points of contact, and services provided, arranged by service area;
- Lists of potential partnerships if there are gaps in services needed by residents;
- For grantees with a ROSS PCC or those collaborating with an FSS PCC, a description of the composition of the PCC, meeting schedule, and other relevant information;
- Methods for generating funding to promote program sustainability;
- Description of eligible expenses using ROSS funds and plans for timely draws;
- Training resources for the Service Coordinators;
- May include a schedule of planned and completed trainings.
- May include records of trainings/information the Service Coordinator provided to in-house staff.
- Plans for coordinating ROSS programming with PHA leadership and other key staff;
- Steps describing how to meet HUD’s reporting requirements and other administrative requirements; and
- Other key organizational policies and procedures relevant to the ROSS program.
Preparation of a ROSS Action Plan is encouraged but not required. The plan does not have to be submitted to HUD, although having such a plan can make fulfilling an audit request or preparing for a HUD monitoring visit much easier.
The ROSS Action Plan provides an opportunity for ROSS Service Coordinators to document their program in greater detail and lay out program-specific action steps and guidelines. This document can also ensure greater consistency in program implementation and continuity in the event of staff turnover.
ROSS grant drawdown guidance
- Drawdowns should be phased to coincide with the three-year grant term. While spending may vary on a month-to-month basis, at the end of year 1, Service Coordinators should aim to have drawn down about one-third of available funds. By the end of year 2, about two-thirds of grant funds should be expended to be on target to spend all grant funds by the end of year 3.
- Drawdowns should be submitted on a timely basis. Service Coordinators should submit reimbursement requests at the end of each month or early in the next month (e.g., plan to request reimbursement for expenses incurred in April 2018 on or about May 1, 2018).
- Plan drawdowns in advance to avoid requests that will trigger a manual review by HUD (e.g., more than 10 percent of the total grant amount in a given draw, or more than one draw per month).
- If you have a Contract Administrator, remember that they may not access e-LOCCS or receive funding from the ROSS grant.