Program Support Staff
SRF Funding Process

Outreach & Marketing

1.DOH Prepare letter to all water systems annually (2 hours)

Applicatons for Eligibility come to DOH Engineering Section

SRF Engineer reviews application & assigns points.g Adds to a review and Priority Point sheet. (1.0 hr)

Application & point sheet goes to District Engineer and Supervisor for concurrence. (5 days)

If District Engineer & Supervisor concur, letter to Applicant is drafted. (1.0 hr)

Project and points are added to the Priority List. The list is arranged in decreasing order of points. (0.25 hrs)

Priority List is emailed to Debby or Martha when requested. (0.25 hrs)

2. Run Query to collect water system names/address (0.10)

3. Print out labels from query and stuff envelopes (4 hours)

4. Publish newsletter with article (2 hours)

5. All Program Support Staff spends time responding to requests for information from various source (

Number of people involved: 3 from DOH; 3 from PS
# of handoffs: 1
# approvals: 1

WWAC Application

1. Some applicants send to PS staff in the group email. PS staff has to forward to Vernon (0.10)

WWAC Review & Recommendation

WWAC Letter

Applicant Submits Application

1. Alyce received the applicaiton via mail or general email box then date stamps and scan into network/sharepoint (0.50)

Alyce saves a copy of the application in SharePoint/Teams: ANRC ALL/General/WRD Files/Funding Applications - Scanned Copies - starting 05 09 20192 (0.15)

Alyce creates Project folder under SharePoint/Teams: ANRC Water Development/General/Project Administrators/Project Files (0.15)

Alyce adds copy of WWAC letter and funding application and all documents attached/received to project folder (0.15)

Alyce brings new file to Emily for review (0.10)

2. Emily adds to Draft Commission Agenda (0.10)

Creation of Program Support Folder

Emily adds Folder on Share Point for Funding Application (.15)

Emily Saves Copies of Application, Emails and any attachments included into folder (.30)

Reviewing application for completeness

1. Emily reviews the application (0.15)

2. Send email request for missing information to borrower and engineer (0.15)

Emily updates Commission Agenda with notes on requested information (0.15)

3. Borrower/engineer submit requested information (40 hours)

5. Emily saves all requested information into financial folder (0.30)

4. Emily reviews for completion (0.15)

Financial Review

1. Emily (or Cynthia) will Review of audits and financial statements (1 hour)

2. Review rate structure (4 hours)

3. Request missing information from borrower email or call (0.5 hours)

4. Wait to receive and review information submitted by borrower (16 hours)

5. Review new information submitted by borrower (2 hours)

6. Emily Complete the rate analysis spreadsheet (2 hours)

Seek additional input from Debby/Engineering if necessary for life of project (40 hours)

Identification of initial funding source

7. Emily sends spreadsheet to Cynthia, then to Debby (0.10)

8. Cynthia reviews spreadsheet (1 hour)

9. Debby reviews spreadsheet (1 hour)

10. Emily will re-run various debt and rate structure scenarios (2 hours)

Funding Recommendation

Debby reviews recommendation of funding source and amount and loan/PF mix (all the terms) (2)

Debby Eligibility Reviews spreadsheet and application package to verify eligibility for SRF funding (2.5 hours)

If engineering review/feedback is required, then 40 hours

Debby sends email with funding summary recommendation incl links to application and spreadsheet to Ryan (0.5 hours)

Ryan reviews recommendation (16)

Debby sends feedback from Ryan for spreadsheet revisions (0.10)

Emily makes the spreadsheet revisions (1 hour)

Emily sends the spreadsheet back to Debby for Review (0.10)

Debby drafts a new recommendation summary and sends to Ryan (.20)

Ryan re-reviews/approves of recommendation (8 hours)

Emily Generate offer letter (1 hour)

Emily emails offer letter to Debby for signature (0.10)

Debby Review & sign offer letter, scans, emails to Emily 0.10 hours

Emily Send offer letter 0.10 hours

Emily Adds offer letter to file 0.10 hours

Applicant responds--accept (24 hours and 160 hours)

Commision Review & Approval

Alyce asks for pictures from applicant (XX hours)

Applicant sends in pictures for powerpoint (XX hours)

Alyce processes pictures (xx hours)

Emily creates of project summary (1 hour)

Keith reviews project summary (4 hours)

Debby review project summary (8 hours)

Emily - Provide commission agenda items to April to be added to the official Commission Agenda (1 hour)

Emily creates Commission Packet 2 weeks before meeting (1 hour)

Alyce does Powerpoint created of all projects 1 week before (XX hours)

Commission Approves or Tables or Asks for More Information (4 hours)

Staff Assignment & Application Completeness

Alyce - Add to the Project Tracking Spreadsheet

DWSRF PPL Application

MOA to Establish Process & Timeline

PA & Engineer Update Project tracking spreadsheet for tracked milestones

Facility Plan Submittal

Facility Plan Review

Environmental Review

Gather Documentation & Complete Checklist

Plan & Spec Submittal

Plan & Spec Review

Update Project tracking spreadsheet for tracked milestones

Score DW Projects

Generate PPL

Draft IUP

Public Comment

Finalize IUP

Draft Loan Agreement

Bond Counsel

Project bid

Pre-Construction Submittals & Bid Review

NTP & Construction Start

Inspections

Disbursement Requests Submitted

Change Orders

Disbursement Request Review & Approval

Funds Issued to Borrower

Project Closeout

Loan Repayment & Servicing