# Presentation: 066638

## Consolidated Plan Management Process (CPMP) Tool

- Where we started
- Initially evolved from President’s  Management Agenda (PMA)
- Consolidated Plan Improvement Initiative (CPII) developed from PMA
- Work done with input from CPII Technology Working Group (formula grantees, HUD staff from across country)

## Consolidated Plan Management Process (CPMP) Tool

- How we worked
- Active role by members from Madison, WI; state of WI; and Lancaster, Co. PA, among other grantees
- HUD CPD Office in St. Louis
- HUD CPD office in Madison, WI continues to make valuable contributions

## Consolidated Plan Management Process (CPMP) Tool

- How we worked
- Beta tested within working group
- Draft version available via NCDA website earlier this year
- Today: demonstrating latest version...much improved over what many of you may have seen

## Consolidated Plan Management Process (CPMP) Tool

- Development mindset:
- Defined problem
- Defined what could/should be changed
- Assumed no change in regulations or statutes

## Consolidated Plan Management Process (CPMP) Tool

- Development mindset:
- Developed from the bottom up
- HUD field staff developed V.1
- Changes based on grantee input
- OMB desire: Stakeholders develop better performance measurement processes

## Consolidated Plan Management Process (CPMP) Tool

- Development mindset:
- HUD HQ staff involved as well
- HQ IT staff developed V.1.1 and V.1.2 with field staff input
- HQ program area directors reviewed

## Consolidated Plan Management Process (CPMP) Tool

- Solution:
- Should be “cradle to grave”
- Plan, implement, evaluate, and repeat cycle

## Consolidated Plan Management Process (CPMP) Tool

- Approach:
- Combine Strategic Plan, all Annual Action Plans, and CAPER into one electronic template
- Look at the forest first; then the trees and leaves

## Consolidated Plan Management Process (CPMP) Tool

- Result:
- Template meets requirements for narratives and data
- Minimizes grantee need to check regulations for completeness
- Questions are already there

## Consolidated Plan Management Process (CPMP) Tool

- Considerations:
- Use is optional
- format discretionary
- content is not
- User support
- HUD Web site designed for ease of use
- Includes user’s manual, instructions, etc.

## Consolidated Plan Management Process (CPMP) Tool

- Customer focused:
- Grantees spend valuable time where it matters...getting results
- Appropriate for use by all formula grantees

## Consolidated Plan Management Process (CPMP) Tool

- Features:
- Easy to use template
- Guides user through questions requiring text, and tables requiring data input
- Easily compare data to determine areas of greatest need

## Consolidated Plan Management Process (CPMP) Tool

- Features:
- Links from Tool to valuable websites, data, definitions, etc.
- OMB desires more data on line
- Like a diary...grantee updates when events occur, money is spent, or outputs/outcomes achieved

## Consolidated Plan Management Process (CPMP) Tool

- Features:
- Has buttons, drop-down menus, tables with formulas
- Number of files decreased from V.1 to current version (V.1.2)
- Quantity of files involved is now basically transparent to user

## Consolidated Plan Management Process (CPMP) Tool

- Features:
- Linkages in Strategic Plan
- Data input
- High priority needs
- Goals
- Objectives
- Outcomes for the 3-, 4-, or 5-year cycle
- Projects

## Consolidated Plan Management Process (CPMP) Tool

- Features:
- Annual Action Plan
- Budget
- Proposed outputs for the year
- Beneficiaries
- Ties back to funding sources, amounts, national objectives to be achieved, matrix codes, proposed/actual outputs per year, status, timing

## Consolidated Plan Management Process (CPMP) Tool

- Features:
- Allows for addition of other information that a grantee would like to add, but not required

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- Standardized format, content defined by regulations/statutes
- Still allows for flexibility in use of funds
- Easy to monitor timeliness, and determine where deficiency exists

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- Measure/report on dollars spent
- Program area
- Project
- Neighborhood
- Census tract/block group
- Congressional district
- State
- Beneficiaries

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- Expenditure comparisons
- Budget to actual expenditures
- Expenditures to outputs
- Completion of Tool = Meeting minimum required by regulations/statutes
- Can use all or part of Tool

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- Best if start with PY 1, but can start later
- Can break out pieces and delegate work to other staff/other departments complete

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- Eliminates redundant key stroking through relational fields (enter once, and fills in data in other places in Tool)
- Allows for carryover of projects between program years

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- “Are we there yet?”...Easy to evaluate and report on status/accomplishments
- In theory, could have a CAPER ready/submitted next day after end of program year

## Consolidated Plan Management Process (CPMP) Tool

- Benefits:
- Electronic distribution, and hard copy format
- Easy to post to web site for review by citizens during public comment period
- Easy to distribute for use during actual implementation period (Diary-like, most current information will be there)
- HUD can link to the grantee’s website for public viewing of plan

## Consolidated Plan Management Process (CPMP) Tool

- The Future:
- NCDA website to have link back to HUD web site for latest version of Tool
- Assures that only one version available
- Change management on web page

## Consolidated Plan Management Process (CPMP) Tool

- The Future:
- CHAS data automatically populates needs tables
- Report feature based on various queries
- Basis for the “new” IDIS...Add  planning feature/performance measurement feature to drawdown feature

## Consolidated Plan Management Process (CPMP) Tool

- The Future:
- Aggregation of performance data from multiple grantees by:
- CPD office
- Region
- Metro area
- For use by elected officials, HUD, Congress, public interest groups, and citizens

## Consolidated Plan Management Process (CPMP) Tool

- The Future:
- Pass test as defined by the current Performance Measurement Working Group
- Consider other working groups, initiatives

## Consolidated Plan Management Process (CPMP) Tool

- The Future:
- Should meet electronic grant submission requirements
- Should be precursor to using Grants.gov

## Consolidated Plan Management Process (CPMP) Tool

- The Future:
- Anticipate that over 50% of grantees preparing Consolidated Plans due by November 15, 2004 may use Tool
- Continue to encourage feedback from users