This section of the manual relates Contract
Management. This is the third leg of our 3 legged stool
analogy and of the three legs - Regulations, Budget Management,
and Contract Management, and this is perhaps the most difficult leg
to manage.
A WAP director may have mastered the
regulations and be good at developing and managing a budget but
contract management requires a wide variety of skills. You
now need to develop the following core skills:
- Staff Management - keeping staff
motivated and on track
- Staff Structure Management - knowing
when you are overstaffed, understaffed.
- Production Management - this is the
tough one
The contract you are expected to manage with
DHCR requires you to complete your number of units within the
contract period plus to spend all contract dollars by March 31st of
each year. This is a tough assignment and considerable
planning is needed to accomplishment this task.
We will offer you tips on all aspects of
managing your contract along with samples when appropriate.
The section of the manual will cover
information related to contract management and we will be adding and
changing to this section of the manual as the program changes.
If you feel there is something missing from
this section please let us know. If you can add to this manual
plus submit your work. Thanks james
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Staff Management
Program Assessment
Cross Training
Training
Core
Competencies
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A good place on staff management is
an assessment of your skill and your overall program. We
have used one of Cal Steiner (a national Weatherization Trainer)
slide show for this portion of the Manual. There is a lot
of good information here for all Directors. See link to
the left We have a page on "Cross
Training" - important method to insure your program runs
smoothly. See link to the left
Our Training page has a list of available
trainings offered by NYSWDA and DHCR See "Training" link
to the left The Weatherization
Trainers Consortium (a national committee) has developed a
document to be used by Weatherization Programs that outlines
what skills different positions in our programs should have.
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Staff Structure
Staff Structure Page |
How you structure your staff is
something you should evaluate on a yearly basis. You need
to determine if you are a small agency if you really need a full
time auditor, how many crews you need. Size of crews (most
agencies have found that a two person crew works best).
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Production Management
Tracking Boards &
File Folder Page
Staff Buy In |
If you do not have a system for
tracking of jobs in progress This is one of those
areas that it can be worthwhile to visit other agencies.
Find out from your regional rep who has good tracking systems in
place and visit those agencies. We have highlighted two
agencies that use great tracking boards to stay organized.
Follow the link to the left to view pictures of their boards.
Good tracking systems for your budget and
your jobs are essential to maintaining a good program.
As a director you need to involve all of
your staff in the "Production" issue. Staff need to
understand that your contract required meeting production
schedules. Visit link for |
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Misc Information Related to
Contract Management |
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Procurement
NYSWDA's Procurement
POI Insurance
OGS |
Procurement can
be a daunting process especially for new directors.
Because we use federal funds for the purchase of our materials,
equipment, and services such as heating sub contractors we must
follow Part 600 of the federal regulations. Chapter 8 of
the Policy & Procedures Manual spells out the details of being
in compliance and if you are a new director you should go over
this chapter with your field rep in detail.
DHCR funds AEA and NYSWDA to do the
"Materials, Equipment, and Lighting" procurement for the
network. The link to the left will take you to our
procurement pages.
Also link to NYSWDA's POI Insurance for Lead
Many agencies use the New York OGS website
for procurement of computers and vehicles. |
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Job Descriptions
Click Here |
We have started
a page of job descriptions submitted by agencies. The goal
is to have a list of job descriptions from large and small
agencies along with salary ranges. Page also has sample
test for use in the hiring process. |
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Tech Bid Specs
Oil C&Tune
Gas C&Tune
Insulation
Pro Action
Doc |
In this section
of the manual we will offer good templates for specs on various
weatherization measures you may wish to bid out to sub
contractors. Feel free to use these and put your agencies
name on them. If you have a good spec that we are missing
please submit. Staci from Pro Action
has shared their document they give to clients when a furnace is
replaced. Thanks Staci |
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Tips & Tricks
4vs5 day work schedule
Sample Audit
Infiltration Crew Coordination
Customer Satisfaction Survey |
The links to the left are some good
tips from a variety of agencies.
Many agencies have had good success with the 4 day work week,
check out the link for some of the benefits of taking your
program to a 4 day week.
____________________
We have a sample of a audit that agencies can use as a template
when doing an audit for a housing group where you need to take
your audit skill and write up a professional audit. This
is from Pat Costello's training
_________________________
Here is a Word document that deals with coordinating your
infiltration crew effectively
Stacy from Pro Action has shared their customer satisfaction form.
Very good tool |
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Field Guides
Minnesota's Guide
Penn's Guide
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In this section we offer a couple
of states Weatherization Guides. NYSWDA would like to see
New York's program develop and update our old guide. But
in the meantime here is some useful information. |
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NY's One Page Guides
CAZ
nDraft
CO Field sheet
Health & Safety Moisture
Gas
Leak Test |
These are the
one page laminated cheat sheets passed out at the trainings that
DHCR had developed. If you loose your copies you can
download and laminate your own. |
