PA Staff 1
SRF Funding Process

1.New Project Feed

Outreach & Marketing

WWAC Application

WWAC Review & Recommendation

Application Invite

Applicant Submits Application

2. Processing Application

Financial Review

Eligibility Review

Board Review & Approval

Staff Assignment & Application Completeness

DWSRF PPL Application

MOA to Establish Process & Timeline

3. Engineering & Environmental Review

Facility Plan Submittal

Facility Plan Review

Environmental Review

Gather Documentation & Complete Checklist

Plan & Spec Submittal

Plan & Spec Review

4. Developing the IUP

Score DW Projects

Generate PPL

Draft IUP

Public Comment

Finalize IUP

5. Loan Closing & NTP

Draft Loan Agreement

Bond Counsel

Project bid

Pre-Construction Submittals & Bid Review

NTP & Construction Start

6. Disbursement & Project Management

Inspections

Conducted every 3 months by PA; PA contacts entity to set up time and date (0.1)

Coordinate with engineer (0.5)

Request state vehicle using state form (0.1)

Drive to entity (1.5)

Conduct inspection using checklist--office based (1)

Construction site visit (2.5) if joint inspection with engineer

Drive back (1.5)

Complete inspection report and cover letter (1)

Submit to PA Supervisor via email (0.1)

PA Supervisor reviews & approves & emails back (4 hours)

Send a copy to the borrower (0.1)

Put a copy in the file (0.1)

Disbursement Requests Submitted

PA monitors email for disbursement request submissions one week prior to deadline for borrowers to submit on the 20th of each month (0.10)

PA sends email reminders for requests to borrowers who haven't yet submitted (0.10)

c1

PA files submission email in Outlook folder (0.10)

Disbursement Request Review & Approval

Change order can often be concurrent with disbursement request

4 people
5 handoffs
3 approvals

PA receives PDF of disbursement request and saves (0.10)

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Open project spreadsheet and verify funds available to satisfy request (0.10)

Verify necessary documentation has been provided in request (0.50)

Email borrower to collect any missing documentation 0.10

Borrower submits missing documentation or signatures to PA (4 hours)

PA makes draft entry to project funding spreadsheet and verify information on RLF 76 form is correct (.15)

PA saves PDF of spreadsheet

PA emials request to project engineer including PDF of funding spreadsheet (0.10)

PA waits for engineer to review the request (8 hours)

PA receives request with engineer's signature and approval

PA finalizes entry to project funding spreadsheet if there are disallowed costs based on lack of documentation (0.10)

PA makes another PDF of spreadsheet with new changes (0.10)

PA reviews and approves the request (1 hour)

PA emails Marhta & Cynthis to order funds

Wait to receive scan of payment journal from Martha/Cynthia (2 hours)

Cross-reference spreadsheet and payment journal for accuracy (0.10)

PA initials payment journal and PDFs

PA drafts payment authorization letter to borrower (0.50)

PA prepares portfolio of request correspondence and signed disbursement request 0.50 hours

PA emails package to Darla

Darla reviews package and approves via email (0.15)

PA saves PDF of Darla's approval 0.10

PA emails borrower with copy of RLF76, letter, and backup documentation (0.15)

Change Orders

Funds Issued to Borrower

Project Closeout

PA sends package of instructions 30 days prior to completing construction using boilerplat final inspection checklist (0.10)

c1

PA review final inspection checklist (0.50)

PA reviews budget to verify final payment amount on budget tracking spreadsheet and identify any remaining funds (0.10)

Review original loan terms and amortization schedule, depreciation reserve (0.50)

PA conducts onsite final inspection (8 hours)

Contractor shares final documentation with PA (80 hours)

PA reviews packet and approves final disbursement (2.5 hours)

PA sends to engineer for review and approval (0.10)

PA sends to PA Supervisor for review and approval (8 hours)

PA sends fund request to Martha 0.10

Martha sends the request to ADFA (XXX?

PA prepare letter requesting final bank statement (0.10 hours)

c2

Owner submits final bank statement and closes account (8 hours)

PA review the final statement and compare against spreadsheet (.10 hours)

PA prepares change in funding form if there are funds remaining and verify accuracy (2.5 hours)

PA signs form 0.10

c1

PA sends to PA Supervisor 0.10

PA Supervisor reviews, approves and signs (1 hour)

PA Supervisor sends to engineering 0.10

Engineer review, approves and signs (2 hours)

Engineer sends form to engineering supervisor 0.10

Engineering supervisor reviews, approves, and signs (2 hours)

Engineering supervisor sends to financial analyst for signature 0.10

Financial Analyst reviews, approves and signs (2 hours)

Financial Analyst sends to Program Support supervisor (Debby) 0.10

PS Supervisor review, approves, signs (2 hours)

PS Supervisor sends to Section Manager (Mark Bennett) 0.10

Section Manager signs and returns to PA with cc to PA Supervisor (Darla) (.10

PA writes letter to owner informing them about the deobligation of funds (0.50)

If >10% of original bond amount remains, triggers a bond swap

c1

PA enters date on tracking sheet for project closing

Loan Repayment & Servicing

Legend

r

Goals for an Ideal ProcessMore information provided at the time of application (EID, Facility Plan, Plans/Specs, etc.)Program requires the same documentation every time, with every application from repeat borrowers. Less waiting for information More parallel processesThe more that can be done upfront the betterGetting on the PPL early on in the process - this takes a long time for projects to get on the list and seems to be overly complex. Sometimes takes projects 6 months to a year to get on the list. Rocks in the roadApplication doesn't ask for enough infoWas changed because Commisison thought it was too long onerous Paper files volume could be significantly reduced as a result of too much duplicationPPL this takes a long time for projects to get on the list and seems to be overly complex. Sometimes takes projects 6 months to a year to get on the list.

Value Add

Handling/Processing

Regulatory
Requirement

Rocks in the Road

Idea

Systems Issue