FFY2015 EAP Annual Training August 12 & 13, 2014 St. Cloud

1. FFY2015 EAP Annual Training August 12 & 13, 2014 St. Cloud Energy Vendor Chapter 3 1

2. Chapter 3 – Energy Vendors • Topics • A look back at FFY14 • Changes to Chapter & Agreement • Energy Vendor Monitoring • Reminders

3. Chapter 3 – Energy Vendors FFY14 Highest Paid Energy Vendors & HHDs Served *Figures include both Primary Heat and Crisis payments to the energy vendor.

4. Chapter 3 – Energy Vendors FFY14 Highest Paid Energy Vendors & HHDs Served *Figures include both Primary Heat and Crisis payments to the energy vendor.

5. Chapter 3 – Energy Vendors FFY14 HHDs Served by Fuel Type

6. Chapter 3 – Energy Vendors • Policies and Procedures • Context: FFY15 Improvement Process • Joint Approach to Development w/SPs • Top energy vendors and associations • Energy vendor SMEs • DOC state staff and DOC leadership

7. Chapter 3 – Energy Vendors • Chapter Improvements • Page 3, Clarification in Assignment of Payments Section: Clarified the household option to send 30% of a Primary Heat benefit to electric, to sending a portion of the Primary Heat benefit to electric. This clarification better reflects the policy in Chapter 6, Page 2. • Page 4, Addition to Ownership of Assistance section: Any service deposit paid with EAP funds is owned by the household and should be refunded by the energy vendor directly to a household that moves. • Page 6, The Assurance 16 section was rewritten.

8. Chapter 3 – Energy Vendors • Chapter Improvements Continued • Page 7, Changes to Amount of Crisis Benefit section: For delivered fuels: $500 (“standard delivery amount”) minus any amount that would leave a credit on the household’s account. The benefit can pay for fuel, the current balance and fees. • Page 7, In Amount of Crisis Benefitsection: the paragraph with instructions for delivered fuels with Crisis credits up to $10 was removed.

9. Chapter 3 – Energy Vendors • Chapter Improvements Continued • Page 8, Addition to the Post-Delivery Verification Requirements section: New functionality has been added to allow energy vendors to enter delivery information directly in eHEAT. • Includes Energy Vendor instructions for entering post-delivery information in eHEAT. • Another option is for energy vendors to complete the Crisis Fuel Post Delivery Verification form (Appendix 3D).

10. Chapter 3 – Energy Vendors • Instructions for entering Post-Delivery Information in eHEAT • To use eHEAT to submit post-delivery information following these steps: • Go to ‘Client Services’ menu > ‘Delivery Confirmation Info’ tab. • Select ‘Requested’ in the ‘Delivery Info Status’ field. • Click the ‘Go’ button. All households’ events needing post-delivery information will appear. • Click the radio button to the left of the specific household event. • Click the ‘Enter Delivery Info’ button. The ‘Crisis Event Information’ screen will appear. • Enter actual post-delivery information in each field and then click the ‘Submit’ button. • A green status message above the household’s program information should show ‘Event saved successfully’.

11. New appendix 3D Crisis Fuel Post-Delivery Information: This optional form may be used by energy vendors to provide details of a Crisis fuel delivery. However, it is preferred that the energy vendor submit post-delivery information in eHEAT. 11

12. Chapter 3 – Energy Vendors • Chapter Improvements Continued • Page 14, Addition to the Non-Discrimination section: Propane dealers must comply with Minn. Stat. §§216B.0992 - 0995. • Page 15, Addition to the Sharing EAP Private Data with Energy Vendors section: The MGDPA, under Minn. Stat. §13.055, subd.1. (d) states: “Unauthorized person” means any person who accesses government data without a work assignment that reasonably requires access, or regardless of the person's work assignment, for a purpose not described in the procedures required by section 13.05, subdivision 5.”

13. Chapter 3 – Energy Vendors • Service Provider/Energy Vendor Agreement • Additions to section III The energy vendor will: • #1:  propane dealers are required to comply with the following: Price and Fee Disclosure, Budget Payment Plan, Propane Purchase Contracts, and Terms of Sale in Minn. Stat. §§216B.0992 - .0995 • #3: Upon request provide a written price list • #5:  Energy vendors must timely provide energy information, including post-delivery information

14. New appendix 3E Price List: Upon request, energy vendors must provide a written price list (using this form or another acceptable format) for normal and customary services for home energy costs.  14

15. Chapter 3 – Energy Vendors • Monitoring Tools Development • JAD SMEs offered ideas for improvements and changes to the approach • New approach and redesigned tools to help balance the need for an auditing hat and trainer hat during monitoring • More work needed with Vendor SMEs

16. Chapter 3 – Energy Vendors • Reminders • Signed Vendor Agreements • Non-Cooperative Vendors • Monitoring Results • 2 Pay-As-You-Go Programs • Maintaining current energy vendor lists in eHEAT

17. Chapter 3 – Energy Vendors • Reminders • Continue to build relationships and strengthen communication • Importance of Energy Vendor Training • Key areas for FFY15 energy vendor training: • 50% SMI, 20% or less in tank, $500 Crisis Maximum • Crisis Standard Delivery Amount; can’t create a credit • Post-Delivery Information entry in eHEAT • Data Privacy • Strong Communication