ODVA 2021-23 Agency Request Budget

2021-23 AGENCY REQUEST BUDGET

2021-2023 AGENCY REQUEST BUDGET

TABLE OF CONTENTS AGENCY SUMMARY 1 Agency Charts and Graphs 4 Mission Statement and Statutory Authority 5 Agency Strategic Plans 7 Agency Initiatives and Accomplishments 17 Agency Programs 24 Environmental Factors 27 Criteria for 2019-21 Budget Development 28 State-owned Buildings and Infrastructure 30 Summary of 2019-21 Budget (Agency-wide and Program Unit Levels ORBITS) 51 Program Prioritization for 2019-21 (107BF23) 58 Reduction Options (107BF17) 65 Agency-wide Organization Chart REVENUES 67 Revenue Forecast Narrative 72 Detail of Lottery Funds, Other Funds, and Federal Funds Revenue (Agency-wide) VETERAN SERVICES PROGRAM 75 Organization Charts 77 Executive Summary 88 Narrative and Charts 100 Essential Packages 115 PICS116 119 BPR012 110 Policy Option Package 101 123 Policy Option Package 102 HOME LOAN PROGRAM 133 Organization Charts 135 Executive Summary 140 Narrative and Charts 145 Essential Packages 151 Policy Option Package 101

VETERANS’ HOME PROGRAM 163 Organization Charts 165 Executive Summary 173 Narrative and Charts 178 Essential Packages 183 Policy Option Package 101 AGING VETERANS SERVICES PROGRAM 195 Organization Charts 197 Executive Summary 205 Narrative and Charts 210 Essential Packages 215 Policy Option Package 101 NONLIMITED EXPENDITURES 227 Narrative CAPITAL BUDGETING 229 Facility Planning 230 Major Construction/Acquisition (107BF11) 231 10-Year Facility Space Needs 232 Facilities Maintenance Summary Report (107BF16a) 233 Facilities Operations and Deferred Maintenance Report (107BF16b) 234 Capital Financing Six-Year Forecast Summary SPECIAL REPORTS 237 Information Technology-Related Projects/Initiatives Prioritization 239 Affirmative Action Report 241 BSU003A – Summary Cross Reference Listing and Packages 244 BSU004A – Policy Package List by Priority 246 BDV103A – Revenues and Expenditures 319 BDV002A – Requested Budget 368 BDV004B – Essential Packages 402 BDV004B – Policy Packages 414 PICS100 429 PICS116

2021-2023 AGENCY REQUEST BUDGET

2021-23 AGENCY REQUEST BUDGET: PROGRAM EXPENDITURES FOR ALL PROGRAMS OR ACTIVITIES VETERANS’ HOME LOAN

Other Funds TOTAL FUNDS

VETERAN SERVICES

13%

Lottery Funds General Funds Federal Funds Other Funds TOTAL FUNDS

VETERANS' HOME LOAN

18%

$16,753,252 $ 8,053,158 $ 1,617,844 $ 137,682 $26,561,936

AGING VETERAN SERVICES

VETERAN SERVICES

Lottery Funds General Funds TOTAL FUNDS

66%

VETERANS' HOMES [THE DALLES AND LEBANON]

$18,503,420 $18,503,420

$ 3,738,878 $ 600,495 $ 4,339,373

VETERANS’ HOMES

3%

AGING VETERAN SERVICES

Other Funds TOTAL FUNDS

$96,768,624 $96,768,624

TOTAL PROGRAM EXPENDITURES

*Excludes Debt Service, Capital Construction and Nonlimited Expenditures.

Veterans Loan Program Nonlimited $289,687,331.

Veterans’ Home Program GF Debt Service $371,660.

Veterans’ Services Program LF Debt Service $690,010.

Lottery Funds General Funds Other Funds Federal Funds TOTAL FUNDS

$ 20,492,130 $ 8,653,653 $115,409,726 $ 1,617,844 $146,173,353

AGENCY SUMMARY // AGENCY CHARTS AND GRAPHS // ALL PROGRAMS EXPENDITURES CHART

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2021-2023 AGENCY REQUEST BUDGET

2021-23 AGENCY REQUEST BUDGET: HISTORICAL OPERATING BUDGET DISTRIBUTION BY FUND TYPE - ALL PROGRAMS $160,000,000 $140,000,000 $120,000,000 $100,000,000 $80,000,000 $60,000,000 $40,000,000 Note 1: Lottery Funds were a result of voterpassage of Measure 96 in November 2016.

$20,000,000 $-

2011-13 L.A.B.

2013-15 L.A.B.

2015-17 L.A.B

2017-19 L.A.B.

2019-21 L.A.B.

2021-23 A.R.B.

$-

$300,000

$1

$500,000

$1,525,000

$1,617,844

Other Funds

$44,891,342

$49,214,108

$82,257,619

$100,316,941

$108,523,336

$115,409,726

Lottery Funds

$-

$-

$-

$14,856,025

$20,559,847

$20,492,130

General Funds

$6,469,659

$8,945,967

$10,129,411

$7,363,276

$7,974,857

$8,653,653

Federal Funds

L.A.B. = Legislatively Adopted Budget; A.R.B = Agency Request Budget

Note 2: Significant increase in Other Funds began in 2015-17 with the opening of the 2nd Veterans’ Home (Lebanon) in Fall 2014.

**Excludes Debt Service, Capital Construction and Nonlimited Expenditures

AGENCY SUMMARY // AGENCY CHARTS AND GRAPHS // DISTRIBUTION BY FUND TYPE CHART

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2021-2023 AGENCY REQUEST BUDGET

2021-23 AGENCY REQUEST BUDGET: COMPARISON TO 2019-21 LEGISLATIVELY ADOPTED BUDGET $120,000,000

$100,000,000

$80,000,000

$60,000,000

$40,000,000

$20,000,000

$-

2019-21 LAB

2021-23 ARB

Statewide Veteran Services

2019-21 LAB

2021-23 ARB

Aging Veteran Services

2019-21 LAB

2021-23 ARB

Veterans Home Loans

2019-21 LAB

2021-23 ARB

Veterans' Homes

Other Funds

$4,164,332

$137,682

$-

$-

$17,268,255

$18,503,420

$87,090,749

$96,768,624

General Funds

$7,424,337

$8,053,158

$550,520

$600,495

$-

$-

$-

$-

Federal Funds

$1,525,000

$1,617,844

$-

$-

$-

$-

$-

$-

Lottery Funds

$17,358,524

$16,753,252

$3,201,323

$3,738,878

$-

$-

$-

$-

Excludes Debt Service, Capital Construction and Nonlimited Expenditures.

AGENCY SUMMARY // AGENCY CHARTS AND GRAPHS // 17-19 LAB TO 19-21 ARB COMPARISON CHART

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MISSION STATEMENT AND STATUTORY AUTHORITY In 1945, Oregonians committed to serve veterans returning from World War Two by creating a state agency that would focus on their needs. Seventy-five years later, the Oregon Department of Veterans’ Affairs (ODVA) continues that mission of honor and service through leadership, advocacy and strong partnerships.

Our values of respect, integrity, stewardship and excellence undergird the purpose of our founding and lead our current vision that veterans and their families to thrive in Oregon.

ODVA executes its unique mission on behalf of a community that is rich in diversity. Oregon veterans live in rural, urban, coastal regions, and everywhere in between. They are ethnically and racially diverse. We have veterans who are women, men, and nonbinary, straight and LGBTQ. To meet the needs of our broad veteran population ODVA provides leadership and leverages the power of our partnerships in several key areas such as medical and behavioral health, housing assistance, education, and economic opportunity. Although veteran services have been challenged in the last decade to keep up with the unprecedented demand from four generations of veterans, ODVA provides a voice of advocacy to ensure all veterans receive assistance with accessing the state and federal benefits they have earned. The combined breadth of the veteran population served and their diverse needs has required a cohesive vision and mission supported by a flexible yet structured long-term strategic approach to veteran services by the agency. As we review and update our five-year strategic plan ahead of the coming biennium, we will ensure that our programs align with our core values, including values of diversity, equity, and inclusion. Only by doing so can we ensure that ODVA’s veteran services and programs remain responsive to the needs of all Oregon veterans for the next seventy-five years and beyond.

Our vision

Veterans and their families thrive in Oregon.

Our mission

ODVA serves and honors veterans through our leadership, advocacy and strong partnerships.

Our values

Respect, Integrity, Stewardship and Excellence.

Statutory Authority Article XI-A of the Oregon Constitution established the over-arching duties of the Department. Oregon Revised Statutes Chapters 406 through 408 and Oregon Administrative Rules contained in Chapter 274 are the primary laws and rules governing the Department.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // MISSION STATEMENT AND STATUTORY AUTHORITY

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AGENCY STRATEGIC PLAN The Oregon Department of Veterans’ Affairs (ODVA) developed our current strategic plan for the agency in 2014, and began new strategic planning sessions in the summer of 2020. ODVA’s strategic plan for 2020-2025 will ultimately take the skills and talents of a small but dedicated workforce and reshape the agency to better enable it to focus on serving Oregon veterans and their families for future generations, while continuing to honor the agency’s proud history. ODVA will deepen our commitment to serving all veterans through an agency-wide, action-oriented focus on equity, diversity and inclusion. Examples of intended outcomes include having more Veterans Advisory Committee members representing Black, Indigenous, and People of Color (BIPOC) communities, and increasingly deliberate outreach to BIPOC communities by ODVA’s veteran coordinators who advocate for traditionally underserved veterans (e.g., women, tribal, and LGBTQ veterans).

Overview

ODVA has four major program areas: statewide veteran services, aging veteran services, the veteran home loan program, and core operations to support and enhance the effectiveness and efficiency of the other program areas. The development of the 2014 strategic plan included careful consideration of existing operations and potential strategies to use limited resources to positively impact the greatest number of veterans. The 2020 plan will, among other things, build on the foundational 2014-2019 strategic plan; incorporate lessons learned from the COVID-19 crisis; and, taking a veteran-centric, data-driven approach, leverage the many new programs and partnerships that ODVA has implemented in the last five years to build a roadmap for the next five years.

While no single agency or organization can wholly address the needs of veterans, ODVA is well-positioned to reach veterans when they need resources and benefits. As the expert on veteran’s issues in Oregon, ODVA leads initiatives to maximize the current veteran benefits that federal, state, local governments and nonprofits provide.

Strategic Goals and Objectives ODVA developed four strategic goals: target veteran services, mobilize partnerships, drive veteran engagement and invigorate core operations.

Goal:

Target Veteran Services Objective: To serve more veterans and serve them better Strategies: • Invest in a 21st century veteran services system • Ensure veteran service officers across Oregon are well-staffed and resourced • Focus statewide veteran services on training, claims review, advocacy, and support • Better connect veterans to community resources AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // AGENCY STRATEGIC PLANS

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Goal:

Mobilize Partnerships Objective: To leverage all resources available to veterans Strategies: • Maximize up-front, preventative resources to reduce expensive, back-end safety net systems • Bring the veterans’ lens to key outcome areas in health/wellness and education/economic opportunity • Collaborate to create, connect and support statewide networks for veterans and family resources • Partner across federal, tribal, state and local governments • Engage private, non-profit and philanthropic sectors

Goal:

Drive Veteran Engagement Objective: To amplify awareness of resources and build the Oregon veteran brand Strategies: • Deepen the connection with the veteran community • Promote a positive image of veterans and their families • Build the Oregon veterans brand • Ensure a seamless and positive experience by veterans seeking services

Goal:

Invigorate Core Operations Objective: To build a better, stronger and more durable department for future generations through our responsible, resourceful and creative management Strategies: • Reenergize the Veterans’ Home Loan program • Provide the best in care at the Oregon Veterans’ Homes • Support 21st century veterans’ services through integrated information technology • Maintain fiscal integrity and sustainability of the Department’s programs • Infuse a culture of service that champions our values and vision through leadership, training, communication and accountability

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // AGENCY STRATEGIC PLANS

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AGENCY INITIATIVES AND ACCOMPLISHMENTS (2019-21 BIENNIUM) Target Veteran Services Highlights and Accomplishments • New Powers of Attorney –Total number of new Powers of Attorney executed by Oregon veterans in 2019-2020 that allow state and county veteran service officers to advocate on behalf of the veteran: 14,502 (8,447 in 2019, 6,055 in 2020).

•

Number of claims submitted for 2019-2020 = 39,568. 21,267 in 2019 and 18,301 in 2020 (to date).

•

Appeals – Approximately 4,000 appeals completed. In 2019, the U.S. Department of Veterans’ Affairs overhauled and changed the appeal process. The change resulted in exact data not being available for this period. The reporting issue was fixed and accurate data from April 2020 forward will be available.

•

Total number of U.S Department of Veterans’ Affairs disability and pension claims appeals filed by state, county, and tribal veteran service officers was 17,928. ODVA conducted 45 Pre-Determination Hearings, 82 Decision Review Officer hearings, and 538 Board of Veterans’ Appeals hearings.

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Total disability compensation and pension benefits paid to veterans in Oregon in 2019 totaled more than $1.52 billion.

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Total annual Federal VA expenditures in Oregon increased by 10.6% since 2017 to $3.18 billion.

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The U.S. Department of Veterans’ Affairs began accepting claims for the Blue Water Navy Act in January 2020. To date, there have been 601 completed claims, completed in an average of 111.5 days. There are 884 claims still pending. There have been $12.9 million in total awards to Oregonians including both retroactive recoveries and monthly awards.

•

Provided direct service to more than 100 LGBTQ veterans and their families to upgrade dishonorable or general discharge statuses conferred upon the veterans due to their LGBTQ status. The upgrade makes these veterans eligible for Federal benefits. Other direct services provided include basic resource assistance and referrals; facilitation of corrections to military records; and assistance in filing service-connected claims that provided direct payments to veterans. Participated in all Pride celebrations across Oregon, connecting with over three hundred veterans. Conducted an ongoing veteran support group and listening session where veterans were able to come to discuss issues they were facing, and challenges with casework, discharge upgrades, or gender affirming changes to veteran discharge paperwork.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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•

Provided direct service to hundreds of women veterans Oregon’s by travelling across the state to provide training and education to non-profit and government organizations, provided direct service to a multitude of women veterans including those experiencing housing insecurities and homelessness, and engaged in expansive program development both statewide and nationally. Assisted the Oregon Coalition Against Domestic and Sexual Violence (OCADSV) cohort project to train providers in the recognition of veterans and trauma informed care specific to veterans. Liaised with federal, state, local and non-profit providers to advocate for improved and increased healthcare and behavioral healthcare for women veterans, including those who were victims of military sexual trauma and post-traumatic stress disorder.

•

The Training, Certification, and Outreach team developed a three-day admin training course to provide tangible high-quality training for administrative support staff for County and Tribal Veteran Services Offices. Expanded and enhanced the regional trainings for new Veteran Service Officers to include multiple options for virtual trainings and testing. Partnered with National Veterans Legal Services Program (NVLSP) to create a partnership for automatic reviews of all Board of Veterans’ Appeals decisions, and free representation at the Court of Appeals for Veterans’ Claims as well as quarterly virtual trainings, and day-long training at ODVA’s annual VSO Training Conference with 110 veteran service officers and administrative personnel in attendance.

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The Incarcerated Veterans Program continued its primary goal of assisting veterans and their families to minimize the negative outcomes of veteran incarceration. The coordinators successfully collaborated with the Oregon Department of Corrections to meet with approximately 1,500 individuals transitioning through the prison system in order to determine veteran status, and then provided assistance as needed. Veterans were also connected with the US Department of Veterans Affairs (USDVA) re-entry social worker to access their earned benefits and other resources to work towards a successful transition to the community and to reduce recidivism rates. ODVA also initiated an effort to improve coordination between ODVA, USDVA and DOC to ensure veterans receive required compensation examinations while still incarcerated.

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Implemented House Bill 2201 (2019), which created the ODVA Veterans’ Educational Bridge Grant Program to distribute $300,000 in grant funds to assist veterans experiencing a pause in federal GI Bill education benefits, and also provided funding for a Coordinator to implement and oversee the grant program. The purpose of the grant program is to provide financial assistance to veterans who are unable to complete a degree program within the expected completion period due to the timing of course offerings. The goal of the program is to increase the veterans’ successful transition to civilian career and community life. Due to COVID-related disruptions to GI Bill®-funded education programs across the state, within the first nine weeks of implementation, ODVA had awarded 33 grants to student veterans, totaling $159,342.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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•

ODVA successfully developed and launched ODVA’s new Veteran Volunteer Program that was authorized in Senate Bill 2908 (2018). The new program initially launched with a pilot program that recruited and trained 17 veteran volunteers in Polk, Clackamas, and Deschutes counties and began a full statewide roll out that was paused due to COVID-19. To date, the program has assisted over 1,499 veterans and their family members in accessing earned veteran benefits. Twenty-two (22) percent of the individuals assisted were referred to their local VSO to explore further veterans benefit questions.

•

Veteran volunteers donated 1,635 hours to serve veterans and their family members, including visiting over 39 senior centers and long-term care facilities and calling veterans to answer their questions.

•

There are over 200 clients being served by ODVA’s Conservatorship and Representative Payee Programs. The individuals assisted in this program are unable to manage their finances well enough to provide adequate care for themselves due to mental illness or deficiency, physical disability, chronic use of drugs or controlled substances. As such, many of these veterans have never had their case file reviewed for possible VA claims, or additional benefits as new issues or conditions have arisen. In order to offer the best representation of these clients, a current review is in the midst of being conducted to ensure each person in the program is receiving all benefits for which they may be eligible.

Mobilize Partnerships Highlights and Accomplishments • Assisted Polk and Marion Counties in standing up county veteran service offices. Oregon now has a veteran service office in each of the 36 counties across the state.

•

AVS Outreach communicated with over 1300 veterans and their families through public engagement seminars, outreach events and briefings to hundreds of participants from various civic groups, state and other governmental agencies, nonprofit agencies and service organizations on veterans’ benefits, specifically highlighting those that apply most to aging veterans.

•

Applied for and continued to receive $500,000 from the federally funded Veterans’ Highly Rural Transportation Grant (HRTG) that ODVA administers to 10 highly rural counties. HRTG helps address barriers to access to care for veterans residing in highly rural communities. This program funds innovative approaches to transporting veterans in highly rural areas who typically have longer commute times to U.S. Department of Veterans Affairs medical centers (VA medical centers). Between July 2018 and March 2020 over 16,000 hours were spent transporting approximately 200+ unique veterans on 6,345 trips.

During these trips, 505,629 miles were accumulated transporting veterans to VA or VA-authorized regional medical centers and dental clinics free of charge.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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From 2018-2020, $94,652 of funds were awarded to 60 veterans or program eligible veteran family members through the ODVA Oregon Veterans’ Emergency Financial Assistance Program (OVEFAP). The OVEFAP provides emergency financial assistance for things such as temporary housing and related housing expenses; emergency medical or dental expenses; and emergency transportation expenses. During this period veterans requested $522,258 in financial assistance with an average request amount of $2,796. The OVEFAP program has begun to work with Oregon Housing and Community Services to link applicants to services provided by Oregon Community Action Agencies. Between July 2019-June 2020 we received 120 applications and awarded 34 grants.

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The 2019 Legislature approved funding for up to $500,000 for a new, Rural Veterans Healthcare Transportation Grant (RVHTG) program. The purpose of the grants is to provide free transportation to veterans in rural areas seeking healthcare (physical or mental) at U.S. Department of Veteran’s Administration (VA) facilities, VA-authorized health centers, and other healthcare facilities. The goal of the RVHT program is to overcome transit-based barriers between veterans living in rural areas and the healthcare services they have earned. In order to leverage Oregon Department of Transportation’s Public Transportation Division’s mobility expertise, ODVA invited ODOT to develop and implement the RVHTG program. Under the terms of an Interagency Agreement, ODVA will make a revenue transfer to ODOT to develop, implement, and administer the program under its Special Transportation Fund (STF) Discretionary Grant Program.

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Continued work with the federal VA office of Tribal Government to provide Oregon’s nine federally recognized tribes better representation for federal claims and appeals. During the 2019 legislative session, ODVA received pass through funds to support Tribal Veteran Services, for tribes that have a Memorandum of Understanding with ODVA, and have employed a Tribal Veteran Services Officer (TVSO). This program, like the County Veteran Services Officer (CVSO) program, assists veterans and their eligible dependents obtain earned state and federal veteran benefits. Currently, ODVA has agreements with three Oregon tribes, two of which had hired a TVSO as of July 2020.

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In August 2020, ODVA awarded grants to 14 community colleges and public universities through the ODVA Campus Veteran Resource Center Grant Program (Senate Bill 35 (2019)) to expand campus veteran resource centers at Oregon community colleges and public universities. These centers help veteran’s transition from military service to college life, succeed in college, and complete the transition from college to the workforce and community.

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House Bill 2891 (2019) established the Veteran Services Grant Program. In 2019 the legislature approved up to $1 million to fund the program, whose purpose is to provide services to Oregon veterans by expanding outreach and services. Grants may be awarded to non-profits, tribal, city and county governments, and transportation districts. Veteran services grants are being used to expand services to veterans in the areas of transportation, legal services, education and training, housing security and homelessness, employment opportunities, and physical and mental health. These grants allow ODVA AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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to leverage resources with partner organizations who are deeply committed to serving veterans in their communities. The Veteran Services grants provide opportunities for new and innovative ways in which to better serve veterans.

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ODVA hired an experienced Grants Coordinator in February 2020, to support the development, administration and monitoring of large, competitive grants.

In addition to her prior grants experience, the Coordinator has incorporated lessons learned from ODVA’s prior grants in to the development, administration and monitoring of the Campus Veteran Resource Center Grant Program and the Veteran Services Grant Program.

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ODVA co-hosted a statewide Homeless Veteran Convening two-day workshops in partnership with Oregon Housing and Community Services. The Convenings brought together community partners working on veterans’ homelessness in their communities to teach, learn, and collaborate on the best ways to serve Oregon homeless veterans. Community partners identified successes, barriers, best practices, and recommendations to help address veteran homelessness.

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ODVA and OHA, in collaboration with stakeholders, developed four proposals to improve behavioral health outcomes for veterans, including (1) develop standards and contract for enhanced peer-to-peer behavioral health programs to increase outreach and support, (2) identify best practice behavioral health treatments and study gaps in access and utilization of identified treatments, (3) fund and hire a veterans behavioral health liaison to identify and improve policies and procedures which improve coordination of services and health outcomes, and (4) develop and improve veteran suicide prevention program through enhanced training for clinical providers.

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Partnered with the Oregon Department of Public Safety Standards and Training (DPSST), linking first responders with direct information on utilizing federal GI Bill benefits in an On the Job Training (OJT) function. Since 2017, 66 OJT sites have been accredited, and ODVA has assisted over 100 veterans in using their education benefits.

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AVS developed a joint referral form and process between Northwest Senior and Disabled Services (NWSDS), ODVA, and County Veteran Service Offices (CVSO) to enhance outreach efforts and make referrals for services to aging veterans and their families. This process is in the beginning phase of being piloted in the areas served by NWSDS

Drive Veteran Engagement Highlights and Accomplishments • ODVA partnered with the Oregon Health Authority (OHA) to conduct 17 listening sessions across the state to communicate the findings and recommendations contained in the 2019 Veterans’ Access to Behavioral Healthcare study commissioned by OHA using veterans’ lottery funding. ODVA and AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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OHA gained valuable information that can be used to inform new legislation, including recommendations to increase access to veteran healthcare and improvements that can be made to improve access to behavioral health services across the state.

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In September 2019 ODVA entered into a contract with the U.S. Department of Veterans Affairs (USDVA) to assume the role of the State Approving Agency for the state of Oregon. The State Approving Agency (SAA) is responsible for the review, evaluation, approval, and oversight of schools and training facilities to ensure state and federal quality criteria are met for veterans using their G.I. Bill® funds. In this role, ODVA also conducts on-site compliance visits to educational institutions and training organizations with approved programs of study, provides technical assistance with applications for approval, provides information about training and education opportunities to veterans, military base personnel, employers, and labor groups, and also serves as the liaison between Oregon veterans and the U.S. Department of Veterans Affairs.

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The I Am Not Invisible Campaign (IANI) continued to increase awareness about issues that women veterans face, and amplified the message that many veterans are women. The campaign, which is a photo exhibit featuring 22 Oregon women veterans, has traveled across Oregon and to Washington D.C., and has been replicated by numerous other states’ veterans’ agencies across the nation, including the federal VA.

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Conducted first Scam Jam event in 2019 to educate and alert the aging veteran community about scams targeting veterans. Partnered with AARP and DOJ to host event.

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The Oregon Veterans’ Homes held 40 diversity events and posted 36 “Educational Boards” to educate residents and staff on historical events, as well as different cultural and religious beliefs.

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The Veteran Volunteer Program Coordinator attended sixty-seven events statewide to promote the program and recruited volunteers.

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The Aging Veteran Outreach Coordinator participated in events in 21 counties and provided training at CVSO Regional Trainings for all 36-counties to provide information regarding veteran benefits, connect veterans with resources, and promote the program to agency partners.

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In response to COVID-19, ODVA Aging Veteran Services sent out nearly 10,000 flyers by partnering with local food banks and Meals on Wheels to connect with veterans still living independently (in their homes) who may need assistance/benefits but do not have the ability to find resources at this time. Veterans aging in place are an underserved population who often get overlooked as they are not as visible as veterans in facilities.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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•

Held ODVA’s annual Veteran Benefit Expo in Medford (2018) and Pendleton (2019) with a combined attendance at both events of nearly 1,000 veterans and family. More than 100 federal, state and local veteran service providers participated at each event. The Expo was created in 2015 as a way of connecting direct benefit providers with local veteran communities across Oregon. Due to COVID-19, the 2020 Veteran Benefit Expo was canceled. ODVA plans to reschedule the event for the same location in Lincoln City in 2021.

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ODVA honored and advocated for veterans through multiple events and communication engagements including: Women Veterans Day, Pride month, Welcome Home Vietnam Veterans Day, POW/MIA Day, Veteran Suicide Awareness and Prevention month, Memorial and Veterans Day ceremonies.

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41 Infantry Brigade Combat Team Pre-Mobilization Events – In an effort to show support for the active mobilization of the Oregon National Guard 41st Infantry Brigade Combat Team, ODVA attended four Yellow Ribbon Pre-Mobilization events. These were designed to inform soldiers about benefits, and most importantly to help pause any existing USDVA benefits that they may have been currently in receipt of to prevent potential overpayments. This partnership resulted in being able to provide action plans and support for 836 soldiers, veterans, and families.

Invigorate Core Operations Highlights and Accomplishments • ODVA’s Home Loan originations totaled more than $47 million in fiscal year 2020.

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As of June 30, 2020, the Department’s current servicing portfolio was approximately $347 million.

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The Department has successfully issued over $99 million in “new money” and refunding bonds to support the Veterans’ Loan Program.

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Extended two bank facilities that provide liquidity support to ODVA’s variable rate debt.

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Executed quarterly early bond redemptions to help achieve lower overall borrowing costs and facilitate targeted bond refundings.

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Successfully completed all post-issuance bond compliance activities including arbitrage rebate calculations, MSRB EMMA postings, and SEC rule 15c2-12 continuing disclosure responsibilities.

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Received the Department of Administrative Services “Gold Star” award for excellence in financial reporting. For the year ended June 30, 2019, this represents the 27th consecutive year ODVA has received this award.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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• •

Received clean audit opinions on the financial audits of both the Veterans’ Loan Program and the Veterans’ Home Program.

Successfully processed a variety of federal grant and contract requests/reimbursements (e.g. federal VA Highly Rural Transportation Grant, State Approving Agency, CARES Act Stimulus funds).

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Completed an interior refresh of the first floor of the Oregon Department of Veterans' Affairs building comprised of new paint, flooring, lighting and display cases with veteran themes and information from all generations. Similarly, a partial refresh of the vacant space on the 2nd floor was completed to accommodate Oregon Housing and Community Services (OHCS) as tenants in the building.

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The Oregon Veterans’ Home in Lebanon received the Silver Award for Quality Achievement from the American Health Care Association (AHCA) and the National Center for Assisted Living (NCAL).

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In 2019, ODVA completed the development of a parking lot adjacent to the Lebanon Veterans’ Home. Previously, ODVA had purchased an adjoining property to the Oregon Veterans Home in Lebanon in anticipation of addressing facility parking. Part of the master plan for the adjoining property was to construct a 120-space parking lot which would connect via a walking bridge to the west-side of the Veterans’ Home. This additional parking would provide space for staff, volunteers’ and overflow for special events. The primary benefit of this additional parking is to free up spaces that are proximate to the neighborhoods and provide better access for family and friends and other visitors of our residents.

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ODVA completed construction upgrades at the Oregon Veterans’ Home in The Dalles including building a location for medical personnel training to ensure the home has adequate nursing to resident ratios.

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ODVA received grant approval from the federal VA in 2018 for an exterior refresh of the Veterans Homes in The Dalles. Construction work has commenced to replace the roof, siding and other external features.

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In accordance with (I think there was legislation that required this) established a full-time internal audit function and hired an auditor.

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Project management services were obtained to execute planning for agency efforts to modernize the Veteran Home Loan and Conservatorship systems.

Completion of both projects is targeted for the 2021-23 biennium.

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In partnership with Oregon State Archives, ODVA successfully implemented Oregon Records Management System to replace an outdated records indexing system.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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Initiatives Policy Option Package 101: Strengthen Outdated IT Systems and Operations In 2016, 84 percent of Oregonians voted to constitutionally allocate 1.5% of Lottery net proceeds to support veteran services in Oregon. Not since WWII and the creation of the agency 75 years ago, had Oregon made such a historic investment in veteran services to provide new and expanded state resources that were responsive to the changing demographics of more than four generations of veterans serving from WWII to today’s conflicts.

Along with efforts to implement new and support enhanced programs created by Measure 96 Lottery funding, ODVA continues work to strengthen operational efficiencies by modernizing critical aging technology, balancing staffing levels to ensure benefit delivery, and providing fiscally sound stewardship of all state veteran program resources to properly manage financial risks.

Through this policy option package, ODVA aims to continue to strengthen ODVA’s core programs and operations by: 1. Continuing to fund modernization efforts to replace aging technology for the Conservatorship Program 2. Continuing to fund modernization efforts to replace aging technology for the Veteran Home Loan Program 3. Funding one new core operational HR support staff 4. Continuing alignment of funding and program stabilization for the Veteran Home Loan Program 5. Anticipating potentially higher operation costs for the Oregon Veterans’ Homes due to COVID-19

Policy Option Package 102: Mobilize Partnerships to Support Veterans ODVA collaborates with federal, tribal, state and local governments, non-profit and service organizations to provide the veterans’ perspective to key outcome areas in health/wellness and education/economic opportunity. ODVA has concentrated efforts on mobilizing partnerships with the goal of leveraging existing resources that can ultimately reduce the need for back-end safety net systems for veterans.

The passage of Measure 96 in 2016 resulted in the development of several grants that funded critical gaps in services to veterans and leveraged the service systems of partners to ensure veterans across a diverse population have access to the resources they need.

This policy option package continues funding for grants that directly serve vulnerable and student veteran populations by: 1. Leveraging ODVA’s partnership with the Oregon Department of Transportation to provide operations and purchased services grants to eligible Special Transportation Funds (STF) Agencies to provide free medical appointment transportation services to veterans in rural communities.

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2. Providing grant funding to partner organizations delivering direct resources to veterans in Oregon with ODVA’s Veteran Services Grants.

3. Leveraging the work of college campus veteran resource centers with the ODVA’s Campus Veteran Resource Grant to expand services for veterans and assist with their successful graduation and transition back to civilian workforce.

4. Partnerships with college and trade schools to provide direct grant support to student veterans to keep them on a path to graduation when their GI Bill benefits are paused due to the unavailability of courses.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // 19-21 AGENCY INITIATIVES AND ACCOMPLISHMENTS

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AGENCY PROGRAMS The agency’s organizational structure has four primary program areas and are supported by the agency’s core operations: •

•

•

•

Statewide Veteran Services Program o Statewide Veteran Services o Certification and Training o Veteran Service Offices – County, Tribal, and National Service Organizations o Special Advocacy o Emergency Financial Assistance o Education - State Authorizing Agency o Grants to Partners Aging Veteran Services Program o Volunteer and Outreach o Conservatorship/Representative Payee Services o Oregon Veterans’ Homes  The Dalles and Lebanon Home Loan Program o Origination o Servicing Core Operations o Director’s Office o Intergovernmental Relations o Internal Audit o Financial Services o Public Information o Information Services o Records and Information Management o Human Resources o Facility Services AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // AGENCY PROGRAMS OVERVIEW

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Veteran Services Program The Veteran Services Program is responsible for providing advocacy and benefits to veterans, their dependents, and survivors. The program provides benefits counseling, claims and appellate representation, certification and training for counties and national service organizations, emergency financial assistance, and other service delivery partnerships across the state. The division is the front line for all veteran benefits, ensuring that veterans obtain all the benefits to which they are entitled as a result of their military service.

Within the Veteran Services Division, there are eight sub-program areas: Statewide Veteran Services Purpose: The United States Department of Veterans Affairs (Federal VA) benefit system is a legal system. In order to qualify for benefits, veterans must file a claim against the United States proving they are eligible for these benefits through the submission of legal, military, and medical evidence.

ODVA employs federally accredited and state certified Veteran Service Officers (VSO’s). Located in Salem and Portland, VSO’s are subject matter experts in Federal VA law (Chapter 38 United States Code and Chapter 38 Code of Federal Regulations) and are authorized to represent veterans their dependents and survivors in the federal VA claims system through grant of Powers of Attorney. Working with our County Veteran Service Officer and National Service Officer partners, ODVA provides claims advocacy, certification and representation to Oregon’s 290,444 veterans, resulting in more than 23,578 claims filed and 14,471 new powers of attorney in fiscal years 2019-2020.

Statewide Veteran Services submits all claims under ODVA’s Powers of Attorney for 36 counties and state VSO’s to the Federal VA. This division provides claims quality assurance and liaises with the Federal VA. This office also represents veterans on county and ODVA claims during various stages of appeals, and handles sensitive claims on a statewide basis.

Statewide veteran service provider partnerships are leveraged by this office to engage community and government resources that serve veterans.

Training, Accreditation and Outreach Purpose: ODVA is responsible for the training, certification, and accreditation of all county and state veteran service officers. The agency holds initial onsite training for all new veteran service officers (VSOs), one annual conference and regional trainings across the state. Trainings are conducted on the latest Federal VA legal, medical and process information.

ODVA trains and accredits VSO’s to file defensible claims for disability, benefit and pension compensation on behalf of veterans. Because claims are legal documents reviewed and adjudicated by the Federal VA they must be filed through ODVA’s or a national service organization’s Powers of Attorney (POA).

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It takes approximately 12 months for a new VSO to achieve accreditation. VSO’s must understand the intricacies of veteran status, types of military discharges, privacy laws under HIPAA, Federal VA organization and structure, and state and local information resources available to veterans. The VSO’s also need to learn the basics of federal laws and eligibility surrounding service connected compensation, non-service connected pensions, survivor benefits, veteran and dependent educational benefits, Veterans Administration healthcare, fiduciary responsibilities and conservatorship assistance available to veterans, how to interview veterans, and how to develop and file (using the correct forms, documentation, and procedures) each kind of claim.

One of the more challenging hurdles for new VSO’s is learning to interpret and manage existing claims with complex case files and long histories. VSOs must also be trained in laws and procedures specific to the appeals process. ODVA provides 40 hours of initial intensive one-on-one class room training for new VSO’s.

Trainings include the above referenced information along with mock interviews, full practice claims, and training on the automated case management data system, VetraSpec. After this initial intensive introduction, the VSO returns to their home county, and begins interviewing veterans and compiling claims under remote supervision. ODVA provides intensive coaching via phone and email for the following 12 months and will arrange for a site visit to the Portland claims office and the Federal VA. ODVA staff periodically go to a County Veteran Service Office to work with new VSO’s in their home environment.

Fully-accredited VSO’s require continuing education to keep pace with new procedures and directives coming from the federal VA. To meet the training needs for fully-accredited VSO’s ODVA develops curricula and hosts an annual conference with specific workshop tracks and general sessions, as well as regional trainings across the state. Advanced training includes a deeper dive into Title 38 of the Code of Federal Regulation which governs veterans’ benefits, and additional training on analysis of federal claims and appeals decisions, legal research, and outreach best practices.

County Veteran Service Officers (CVSO’s) Program Purpose: ODVA’s statewide partnership with counties began when the Oregon Legislature appropriated money to aid counties in an effort to promote services to veterans on a local level. It is an effective network of trained County Veteran Service Officers (CVSO) in all 36 counties.

CVSO’s are not supervised by ODVA. The agency provides training, certification, accreditation, coaching, and outreach to the CVSO’s. The vast majority of CVSO appeal cases are handled by ODVA’s Statewide Veteran Service office in Portland.

National Service Organizations (NSO) Purpose: ODVA partners with national veteran service organizations in Oregon to support them in providing veteran benefit and claims representation.

Currently, the American Legion, Disabled American Veterans, Veterans of Foreign Wars, and National Association of Black Veterans participate in this funding.

Tribal Veteran Service Officer Program (TVSO’s) Purpose: ODVA has Memorandums of Understanding with tribal governments who have accepted state pass-through funding for their Tribal Veteran Service AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // AGENCY PROGRAMS OVERVIEW

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Officer (TVSO) Program. TVSO’s provide veteran VA benefit and claims representation. TVSO’s are not supervised by ODVA. The agency will provide training, certification, accreditation, counsel, and outreach to the TVSO’s. The vast majority of TVSO appeal cases will also be handled by the Statewide Veteran Service office in Portland. TVSO’s will perform the same function as county VSO’s in ensuring veterans have access to benefits across the state. Currently, ODVA has three (3) Memorandums of Understanding with tribes: Confederated Tribes of the Warm Springs Reservation of Oregon; Confederated Tribes of the Umatilla Indian Reservation; and Confederated Tribes of Grand Ronde.

Special Advocacy Purpose: Women Veterans House Bill 3479 (2016) created funding and authority to improve outcomes for Oregon women veterans in five specific areas: outreach, advocacy, data, research, and policy. Initial efforts in the first year focused on outreach and advocacy. This was achieved via listening sessions with women veterans around Oregon, community meetings to increase awareness of women veterans and their unique experiences, issues, and needs and meeting with women veterans to assist in claims filing, especially those related to difficult or challenging claims.

Purpose: LGBTQ Veterans The LGBTQ Veteran Program is the first of its kind nationally. Created by the Legislature in 2016, direct services to veterans in the LGBTQ community are now being provided statewide to assist with military records corrections and service-connected claims work, especially as it relates to discharges that are related to sexual orientation or identification. The program also assists many LGBTQ veterans with homelessness and housing support, advocacy and empowerment, support groups, and much more. Targeted outreach into this community is needed in order to inform these veterans, who do not typically self-identify as veterans, about their eligibility for veteran benefits and services.

Purpose: Incarcerated Veterans The Incarcerated Veterans Program is in its fourth full year of operation and has been highly successful. The goal of this program is to work with veterans entering the state prison system and transitioning to release. Since the program began in August 2016 the ODVA Incarcerated Veteran Coordinator, in coordination with the Oregon Department of Corrections, met with over 2,600 individuals transitioning through the state prison system in order to determine veteran status, and provide assistance as needed to veterans and families. he ODVA Incarcerated Veterans Coordinator also collaborates with US Department of Veteran Affairs’ re-entry social worker to meet with veterans when they are transitioning out of the prison system to ensure all possible benefit claims are filed and the veteran is enrolled in Federal VA healthcare. In August 2018, ODVA hired a second Incarcerated Veteran Coordinator, as authorized by House Bill 4038 (2018).

Emergency Financial Assistance Program Purpose: Emergency Assistance offers one-time funds to veterans who have emergency needs. Examples include a veteran whose car needs repair and without AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // AGENCY PROGRAMS OVERVIEW

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this repair cannot work or a homeless veteran who obtains a job, but needs help with rent and deposits for a place to stay. The key is sustainability; the veteran must be able to sustain their finances after receiving the emergency funding. In the first year of the 2019-21 biennium, 120 grant applications were received while funding allowed for only 34 of those to be granted.

State Approving Agency Purpose: In December 2018, ODVA received approval from the Emergency Board to begin to build the foundational capacity necessary for the USDVA to return the State Approving Authority (SAA) status to Oregon state government. The SAA function is responsible for approving and monitoring postsecondary institutions and training establishments participating in veterans’ education benefits administered by USDVA to ensure compliance with state and federal laws.

Cost drivers for the SAA program will be the number of institutions and training establishments approved by the USDVA and the related monitoring required by ODVA. Grants to Partners Purpose: Veterans Services Grant Fund House Bill 2891 (2017) established the Oregon Department of Veterans' Affairs Veteran Services Grant Fund. The purpose of the grant funds is to provide services to Oregon veterans by expanding outreach and services, or to promote mental health care or physical health care; housing security; employment opportunities and employment stability; education and training opportunities; transportation accessibility and availability; critical services for veterans within a community or region or on a statewide basis provided by a veterans organization; or supporting existing programs identified by the Veterans’ Affairs Advisory Committee.

Purpose: Campus Veteran Resources Grant Fund Senate Bill 143 (2017) established a Campus Veteran Resource Center Grant Program for campus veteran resource centers and resource coordinators on the campuses of Oregon community colleges and public universities. The purpose of the grant funds is to help veterans successfully transition from military service to college life, succeed in college and complete educational goals, and transition from college to the workforce in the community.

Purpose: Highly Rural and Rural Transportation Grant Funds In 2013, ODVA applied for and received grant funding from the federal VA to assist with medical transportation needs to veterans in Oregon’s highly rural areas. ODVA disburses these funds to existing county transportation networks to pay for veteran transportation to and from VA and non-VA medical appointments. The grant was renewed for the sixth time in 2019. All 10 highly rural counties, which are defined as less than 7 people per square mile, participate in the grant.

During the 2019 Legislative session ODVA requested funding to create the Rural Veterans Transportation Grant. This grant provides transportation access to veterans living in rural areas to attend physical and mental, VA and non-VA health appointments. ODVA has partnered with the Oregon Department of Transportation (ODOT) to administer this grant funding.

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Purpose: Veteran Educational Bridge Grant Fund House Bill 2201 established a grant program that provides grants of up to $5,000 to veterans who are pursuing and enrolled in an approved course of study, eligible to receive federal financial assistance based on prior service in the U.S. Armed Forces, and unable to complete a degree program within the expected completion period due to course availability.

Aging Veteran Services Program The Aging Veteran Services Division was established to address the needs and concerns of our rapidly aging veteran demographic and their families. Currently more than 50% of Oregon veterans served during WWII, Korea and Vietnam eras. Nationally, more than 12.4 million veterans are age 65 or older.

Long-term care needs for older Americans is a national concern. For the foreseeable future, older veterans and their families will increasingly need access to long-term care, adult foster care, home and community-based services, as well as access to prosthetics, mental health care, health care, dental and hearing aids, and prescription medication.

According to the Oregon Office of Economic Analysis, the population of adults 65 years and older will grow at a pace of 4% annually, and will comprise 22% of all Oregonians by 2040. This division strengthens collaboration with all state, federal and community partners to ensure our veterans, their families, and caregivers receive the best advocacy and services available as they age.

The Aging Veteran Services Division is the front line for connecting all aging veteran related benefits and resources. Currently, the division incorporates the operational management of the two Oregon Veterans’ Homes, Conservatorship and Representative Payee services, Veteran Outreach, and Veteran Volunteer programs. For budget purposes only, the Veterans’ Home Program is a stand-alone program and not included within Aging Veterans’ Services.

Oregon Veterans’ Homes Purpose: The purpose of the Oregon Veterans’ Homes is to provide veterans and families with access to high-quality nursing home care at affordable rates as a state and federal benefit for veterans. Residents receive 24-hour, long-term skilled nursing, Alzheimer’s and other memory-related, and rehabilitative care by a nursing staff whose skills and understanding meet the unique and special needs of veterans. The nursing staff is complemented by physical, occupational, and speech therapists that provide specific physician-ordered services to help residents meet their maximum rehabilitative potential.

Conservatorship and Representative Payee Purpose: When veterans are deemed to be incompetent by a county circuit court or the Federal VA to manage their own finances, the court or the Federal VA may appoint ODVA to provide financial management services. The court may appoint ODVA to act as conservator, which includes managing all income and assets for the veteran. Federal VA may appoint ODVA to act as a Representative Payee for a veteran, in which the Agency acts in a limited capacity to pay the bills and act as an advocate for these veterans.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE // AGENCY PROGRAMS OVERVIEW

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Volunteer and Outreach Programs Veteran Volunteer Program– This new program was established during the 2017 Regular Session and aimed to create a statewide network of volunteers trained to locate veterans, assist them in recognizing potential earned benefits and services, and connect them to individuals and organizations for additional assistance.

This program provides training and oversight on an ongoing basis to volunteers, ensuring that volunteers are supported in assisting veterans regarding their benefits. Lastly, this program will continue to explore and identify additional opportunities to assist veterans.

Aging Veteran Outreach Program– This new program works collaboratively with agency partners statewide on behalf of aging veterans to coordinate benefits and services specific to the aging population. Additionally, this position is responsible for providing outreach presentations to educate other agencies and the general public regarding all benefits and assistance programs available to aging veterans. Lastly, this program is responsible for filing claims on behalf of veterans who are residing in one of ODVA’s veterans’ homes, or veterans being served through the conservatorship or rep-payee program.

Home Loan Program Purpose: Wanting to provide a benefit to World War II veterans returning home, Oregon citizens voted in 1945 to create a Veterans’ Home Loan Program, establishing it in Article XI-A of the Oregon Constitution. Identified as the Home Loan Program, this program provides low-interest rate mortgages on singlefamily, owner-occupied homes to qualified veterans. Through this program, veteran borrows can generally save between $15,000 to $50,000 by obtaining a 30year ODVA Home Loan compared to similar products available in the conventional market.

Oregon is one of only five states in the nation that has been grandfathered under federal tax law to offer a state veteran home loan program; the other four grandfathered states include Alaska, California, Texas, and Wisconsin. The concept behind the veteran home loan program to provide an enhanced housing benefit to their veterans for their past service and sacrifice.

Historically, this enhanced housing benefit has generally resulted in significantly lower home loan rates than are normally available in the marketplace through the issuance of tax-free, state general obligation bonds called Qualified Veteran Mortgage Bonds (QVMB). QVMB’s have limitations on how they can be used; most notably, borrowers must apply for a loan within 25 years of discharge from military service, and funds cannot be used for refinancing. ORVET also has access to limited amounts of less restrictive bond monies from which it can also make loans to veterans who apply for a loan after 25 years from date of discharge. It is this money that is being used to finance loans made to Oregon’s veterans that were made eligible as a result of the passage of Measure 70 in 2010. The ORVET program offers financing up to the Federal Housing Finance Authority (FHFA) limit, currently $510,400 as of January 1, 2020.

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ENVIRONMENTAL FACTORS A number of factors that will affect ODVA’s work in the 2021-23 biennium and future sustainability include:

Sustainable Long-term Funding In the 1980’s, the ODVA Home Loan Program was one of the largest lenders in Oregon, producing more than $7.9 billion in home loans for more than 335,000 veterans in Oregon over the lifetime of the program. While the program was robust, a majority of the agency’s operational costs were solely dependent on the subsidies from this program for funding. In 2010, the agency began incurring losses due to the decline of portfolio home loans combined with veteran support services funding. Continuing to subsidize other Agency operations from Loan Program resources was not sustainable as the agency had recently experienced a $12 million reduction to its Net Position over a 6-year period. In the 2017-19 biennium, the subsidy the Loan Program provided to other agency operations was discontinued. In order to help ensure the long-term viability of the Loan Program, its resources should only be used to fund Loan Program operations.

Increase in the number of veterans filing claims and continuously changing veteran demographics From WWII to the most current conflict in Afghanistan, veterans are seeking benefits, services and resources at unprecedented rates. Since the beginning of the Iraq and Afghanistan wars, the total dollars being received by Oregon veterans has nearly tripled from $924 million (2003) to more than $3.18 billion (2019).

According to the Federal VA’s FY19 Geographic Distribution of VA Expenditures Report, Oregon veterans received more than $1.5 billion in Compensation and Pension Payments (approximately $125 million per month), nearly $161 million in Education and Readjustment benefits, and more than $1.4 billion in Healthcare.

Federal VA spending in Oregon has continued to increase even as veteran population numbers have steadily declined on average 2 percent for the last three years. Today, the Oregon veteran population comprises 6.9 percent of Oregonians. Total VA expenditures in Oregon has increased more than 240% since 2003 with more than 35% of Oregon veterans receiving at least one federal benefit.

Spending for VA Healthcare for veterans in Oregon equate to more than $13,000 per veteran receiving this benefit and makes up almost half of the VA expenditures in Oregon.

ODVA has recently prioritized resources to address the needs and concerns of our rapidly aging veteran demographic and their families. Currently more than 50% of Oregon veterans served during WWII, Korea and Vietnam eras and nationally, more than 12.4 million veterans are age 65 or older. Long-term care needs for older Americans is a national concern. For the foreseeable future, older veterans and their families will increasingly need access to long-term care, adult foster care, home and community-based services, as well as access to prosthetics, mental health care, health care, dental and hearing aids, and prescription medication. According to the Oregon Office of Economic Analysis, the population of adults 65 years and older will grow at a pace of 4% annually, and will comprise 22% of all Oregonians by 2040.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE (107BF02) // ENVIRONMENTAL FACTORS

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As of September 2019, the federal VA estimates there are 300,573 veterans in Oregon whose service ranges from World War II (2.3%), Korea (6.6%), Vietnam (36.1%), the Gulf War (11.9%), Post 9/11 (19%) and the intervening peacetime operations (24.1%). More than three quarters of this population served during a war or major conflict. Women veterans make up approximately 9.2% of Oregon veterans, while 11.8% of veterans are Black, Indigenous and people of color: 1.6% Black; 1.1% Native American; 4.2% Hispanic or Latino; 4.9% Asian, Pacific Islander and other.

Dedicated funding to support programs and resources across the diverse needs of the Oregon veteran population will continue to have great influence on the agency’s initiatives and work.

Home Loan Market Interest rates, home prices and general economic conditions can help or hinder ODVA’s home loan program. With interest rates near historic lows, other issues facing the market play into production levels. Both the Oregon and national housing markets have rebounded from the housing crisis that lingered from the 2007 and 2008 economic conditions. Many property values have reached pre-crash levels. With the improvement in housing prices come other factors affecting the ODVA home loan program. Two main concerns are prevalent in our local markets: the shortage of available inventory and prices rising faster than incomes.

In many Oregon communities available inventory for prospective purchasers is extremely low. During fiscal year 2020, there have been less than 2-3 months available inventory to meet the needs of home purchasers. What this means is that if no additional homes were listed for sale, the current inventory would sell out in less than 2-3 months. This creates a bidding war for homes, escalating values rapidly, often with multiple offers on the same house. Sellers no longer accept offers that are not accompanied by lender pre-approval letters.

Additionally, with the rapid increase in housing prices many homebuyers have been priced out of the market, their incomes no longer meeting required levels to afford these houses, and having a negative effect on loan qualifications.

The success of this program is especially critical due to the agency’s dependency on it for core operational funding.

Inability to Refinance Loans or Lend to Veterans Discharged More Than 25 Years – In the face of near historic mortgage interest rate lows, ODVA is left out of the market due to program limitations of offering a refinance loan opportunity for existing homeowners, including our own portfolio. With these low rates, a significant amount of our customer interaction involves requests for a refinance product. Qualified Veterans Mortgage Bonds (QVMB) are tax-free, state general obligation bonds and may not be used to refinance homes. This is the type of money generally used to fund the majority of veteran Home Loans in Oregon. Currently, federal law limits the use of this money to purchase only loans and does not allow loans to be made to veterans who are 25 years past discharge from military service.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE (107BF02) // ENVIRONMENTAL FACTORS

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Home Values As mentioned above, home values have rebounded significantly and have reached pre-crisis levels. This has resulted in a new set of challenges for our program.

ODVA continues to reach out to new third-party originator sources to continue to serve the home financing needs of Oregon veterans in areas that we previously had not reached.

Sources With changes in the lending industry brought about by the housing crisis, ODVA is seeking new and additional sources of third-party originators. Because ODVA does not have retail loan officers in the marketplace, we rely on mortgage bankers and mortgage brokers in our communities to provide a supply of loans for our servicing portfolio. Some changes mandated in the 2010 Dodd-Frank Financial Regulatory Reform Bill have shifted loan originations away from the traditional mortgage broker over to mortgage bankers. The ODVA program historically has received 80% of our loan submissions from mortgage brokers, with 20% coming from mortgage bankers. We are now undergoing a transition to attract more submissions from mortgage bankers, with recent volume splits at 70% brokers/30% bankers. Our emphasis in the biennium is to increase originations with mortgage bankers, while maintaining a vibrant business relationship with our mortgage brokers.

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE (107BF02) // ENVIRONMENTAL FACTORS

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CRITERIA FOR 2021-23 BUDGET DEVELOPMENT The criteria the Oregon Department of Veterans’ Affairs used for the development of the 2021-23 Agency Request Budget was based on the department’s strategic plan. Each budgeting decision was based on whether the proposal met the department’s vision, mission, goals and objectives. Only proposals that strongly aligned, supported and advanced the strategic plan were considered.

Within the context of the required budget development guidelines, each proposal was judged by the following criteria:

Programmatic Criteria o o o

Will the proposal support one or more of the agencies four goals, objectives and strategies?

Will the initiative lead to better outcomes for veterans?

Will the proposal address critical barriers to accessing benefits and resources?

Operational Cost Criteria o o o o

Will the proposal increase the capacity or quality of current operations?

Is the proposal responsible management and stewardship of state dollars?

Does the proposal maintain fiscal integrity and sustainability of the department’s programs?

Does the initiative provide proper resources to produce desired outcomes?

Overall Criteria o o o o

Will the program leverage other public and private resources?

Can the outcomes of the program be sustained if state funding is reduced or eliminated?

Is this a necessary ask to mitigate risk or advance an initiative?

Does the program develop long-term capacity as well as short-term outcomes?

AGENCY SUMMARY // AGENCY SUMMARY NARRATIVE (107BF02) // CRITERIA FOR 21-23 BUDGET DEVELOPMENT

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STATE-OWNED BUILDINGS AND INFRASTRUCTURE ODVA owns and is responsible for the maintenance of buildings at three separate locations. A brief description of the buildings, the services provided and recent/planned facility renovations are discussed in the paragraphs below.

ODVA Building – Salem This three-story building is the location of ODVA’s central hub of operations and administration. It is located in the Capital Mall area of Salem and was built in 1982. The Department’s four primary program areas (e.g., Statewide Veteran Services, Aging Veteran Services, Veterans’ Loan Program and the Veterans’ Home Program) operate out of this location, including the Department’s executive leadership team.

In 2017, the third floor of this building underwent a major interior renovation consisting of new flooring, paint and fixtures to satisfy the needs of a new Agency tenant. During 2019-20, the first floor and east-side of the second-floor underwent a major interior renovation, consisting of new flooring, paint and fixtures to satisfy the needs of a second tenant Agency. The Department’s area on the first floor was also refreshed and renovated in order to provide a more centralized and efficient workspace for Aging Veteran Services and Statewide Veteran Services.

In the future, as plans are more fully developed and as resources are available, the Department will likely request funding to complete the interior renovations on the west side of the second floor. The renovation will include new flooring, paint, fixtures, and be developed to accommodate the evolving work and collaboration needed by Department personnel. When feasible and not cost-prohibitive, work that may significantly impact Agency operations will be performed after hours and on weekends.

For the 2021-2023 biennium, no policy option package expenditure requests are being submitted for the ODVA Building in Salem.

Oregon Veterans’ Home – Lebanon The Oregon Veterans’ Home located in Lebanon opened in 2014 and provides 24-hour skilled nursing services and memory care to approximately 150 veterans and residents. This site consists of eleven, 14-bed resident Homes interconnected to four neighborhood areas. These buildings are ODVA’s newest facility.

In 2018, the Department significantly expanded the off-street parking available to the residents, their family members and care-givers. The Department also requested and received approval from the 2018 Legislature (see Senate Bill 5701) to apply for a USDVA grant to build a storage building to accommodate facility equipment, furniture and personal property of residents. This storage building will be similar in size to the one built in 2017 at The Dalles Veterans Home. In addition, the USDVA grant would allow construction of a single-story multipurpose building (which would include staff offices, training rooms and medical office space for healthcare providers who provide services to residents), an activity room for the memory care residents (for enhanced recreational events, special AGENCY SUMMARY // STATE-OWNED BUILDINGS AND INFRASTRUCTURE

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occasions and family gatherings), and allow for upgrading of the Home’s HVAC control system (for improved efficiency and reliability). Construction for this work is expected to begin in 2021.

For the 2021-2023 biennium, no policy option package expenditure requests are being submitted for the Oregon Veterans’ Home – Lebanon.

Oregon Veterans’ Home – The Dalles The Oregon Veterans’ Home – The Dalles is a single-story building that opened in 1997 and provides 24-hour skilled nursing services and memory care for approximately 150 veterans and residents. This facility is the site of Oregon’s first Veterans’ Home and has been providing skilled nursing and memory care services for over 20 years.

In 2017, the Department completed extensive interior renovations to the entire facility which included all the resident rooms, ancillary areas, office areas and public spaces. The Department received approval from the 2018 Legislature (see Senate Bill 5701) to apply for a USDVA grant to perform the exterior renovations which will include a new standing-seam roof, new exterior siding, adding two storefront components to create air locks (eliminating a wind tunnel effect down the main corridor), upgrading/replacing two garden areas, replacement of an industrial water heater nearing the end of its service life; and replacing the window sills in resident rooms due to wear and water and UV damage. Construction work began in 2020 and is expected to be completed in 2021.

For the 2021-2023 biennium, no policy option package expenditure requests are being submitted for the Oregon Veterans’ Home – The Dalles.

Additional facility and maintenance related information for all of the Department’s buildings is provided in the pages that follow. Building information was submitted to the Capital Projects Advisory Board (CPAB), which accepted the Department’s information without any comments. For budget purposes, adjustments were made to the budget documents from the original CPAB submission.

AGENCY SUMMARY // STATE-OWNED BUILDINGS AND INFRASTRUCTURE

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

40

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // SUMMARY OF 2021-23 BUDGET (AGENCY-WIDE AND PROGRAM UNIT LEVELS) // ORBITS

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AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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2021-2023 AGENCY REQUEST BUDGET

AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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AGENCY SUMMARY // PROGRAM PRIORITIZATION FOR 2021-23 // FORM 107BF23

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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AGENCY SUMMARY // REDUCTION OPTIONS // FORM 107BF17

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2019-21 AGENCY ORGANIZATION CHART GOVERNOR ADVISORY COMMITTEE ADMINISTRATION 19/21 = 3 POSITIONS (3.0 FTE)

VETERANS’ LOAN PROGRAM

VETERANS’ HOMES

AGING VETERAN SERVICES

STATEWIDE VETERAN SERVICES

Loan Services Director’s Office Financial Services Facilities Services

The Dalles Veterans Home Lebanon Veterans Home

Conservatorship Representative Payee Volunteer Program Aging Outreach

Appeals & Claims Certification & Training Special Advocacy Communications Intergovernmental Relations

19/21 = 44 POSITIONS (43.79 FTE)

19/21 = 4 POSITIONS (4.0 FTE)

19/21 = 12 POSITIONS (12.00 FTE)

19/21 = 40 POSITIONS (39.68 FTE)

Total 2019-21 Agency Positions* 103 Positions (102.47 FTE) *ODVA L.A.B. had a total of 105 positions (104.47 FTE). Position and FTE totals above include actions approved in the June 2019 Permanent Finance Plans (i.e., 2 positions were abolished to fund reclass packages).

AGENCY SUMMARY // 2019-21 ORGANIZATION CHART

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2021-23 AGENCY ORGANIZATION CHART GOVERNOR ADVISORY COMMITTEE ADMINISTRATION 21/23 = 3 POSITIONS (3.0 FTE)

AGING VETERAN SERVICES

STATEWIDE VETERAN SERVICES

The Dalles Veterans Home Lebanon Veterans Home

Conservatorship Representative Payee Volunteer Program Aging Outreach

Appeals & Claims Certification & Training Special Advocacy Communications Intergovernmental Relations

21/23 = 4 POSITIONS (4.0 FTE)

21/23 = 12 POSITIONS (12.0 FTE)

21/23 21/23 = 41 POSITIONS (40.92 (40.92 FTE) FTE)

LOAN PROGRAM

VETERANS’ HOMES

Loan Services Director’s Office Financial Services Facilities Services

21/23 = 44 POSITIONS (43.79 FTE)

2 New Positions (2.0 FTE) Program Analyst 1 (Bridge Grant) POP 102 Total 2021-23 Agency Positions 104 Positions (103.71 FTE)

HR Analyst 1 Package 101

AGENCY SUMMARY // 2021-23 ORGANIZATION CHART

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REVENUE FORECAST NARRATIVE Total Estimated Revenues Projected revenues supporting the Oregon Department of Veterans’ Affairs (ODVA) programs during the 2021-2023 biennium are expected to consist of Other Fund, Lottery Fund, General Fund and Federal Fund monies. The vast majority of these revenues consist of Other Funds with smaller portions of program funding coming from General Funds, Lottery Funds and Federal Funds. The Veterans’ Loan Program is expected to derive 100% of its revenue from Other Fund sources. The Veterans’ Home Program is also expected to derive 100% of its funding for operations from Other Funds, but would also utilize Other Funds and Federal Funds for any significant construction or improvements at the two existing Oregon Veterans Homes. The Statewide Veteran Services Program revenue sources consist of a combination of General Fund, Lottery Fund and Federal Fund monies; and the Aging Veteran Services Program revenue sources consist of a combination of General Funds and Lottery Funds.

Primary Other Fund Revenue Sources ODVA has a number of individual Other Fund revenue sources, but the four largest and most significant revenue sources are: Veteran Loan Repayments (supports the Veterans’ Home Loan Program) These revenues consist of payments received by ODVA from loan and contract borrowers repaying their home loans. There are no required matching funds involved and the revenues are used for the support of the Veterans’ Home Loan program. Article XI-A of the Oregon Constitution, applicable federal tax laws, and bond-related covenants, place restrictions on the use of these Department’s funds and do not permit these monies to be used for general government purposes. The Oregon War Veterans’ Fund, a constitutionally-dedicated fund, receives nearly all of the Department’s revenues except for General Fund monies, Lottery Fund monies, Federal Fund monies and the Veterans’ Home revenues. Article XI-A of the Oregon Constitution permits monies held in the Oregon War Veterans’ Fund, subject to applicable federal tax and bond covenant restrictions, to be used for the following purposes: • Making home loans to veterans •

Payment of debt service on State of Oregon Veterans’ Bonds

•

Aiding war veterans’ organizations in connection with their programs of service to war veterans

•

Training service officers appointed by the counties to give aid, as provided by law, to veterans and their dependents and survivors

•

Aiding the counties in connection with programs of service to war veterans

•

The duties of the Director of Veterans’ Affairs as conservator of the estates of Federal VA beneficiaries

•

The duties of the Director of Veterans’ Affairs in providing services to war veterans, their dependents and survivors REVENUES // REVENUE FORECAST NARRATIVE

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•

The payment of the Department’s administrative expenses

The primary factors involved with estimating this revenue source are the projected levels of unemployment (and underemployment) in the State, household income levels, the availability of housing stock, real estate values and the uncertain, ongoing economic conditions surrounding the impact of the COVID-19 outbreak in Oregon. These trends had improved in recent years, thus resulting in lower levels of delinquencies, foreclosures and write-offs being experienced by the Department. However, the ongoing impact of the COVID-19 outbreak may lead to a deterioration in these trends going forward.

Revenues are projected by considering factors such as the size of the loan portfolio, anticipated prepayment levels, loans originated, delinquent and nonperforming loan levels. These revenues are used to support the Veterans’ Home Loan Program. The projected trend on this revenue source through 2025 is expected to be relatively flat compared to current levels.

Dedicated Fund General Obligation Bond Proceeds (supports the Veterans’ Home Loan Program) This revenue source consists of monies received by ODVA arising from its sale of State of Oregon, general obligation bonds (and any interim draws from short-term revolving lines of credit as appropriate) to provide funding for making below market rate veteran home loans. There are no required matching funds involved and the proceeds are used to support the Veterans’ Home Loan program. The general limits on the use of these funds include making home loans to veterans, payment of debt service on State of Oregon Veterans’ Bonds, and selected ancillary costs associated with bond issuance.

The primary factors involved with this revenue source is to what extent veteran loan demand is impacted due to economic and trade uncertainties, levels of employment, availability of housing stock, the recent COVID-19 outbreak, industry accepted underwriting criteria and more pervasive mortgage related federal regulations. Loans funded by the Department have fluctuated in recent years and future loan demand will directly affect the dollar amount of bonds issued. Revenues are projected by considering factors such as projected loan demand, amount of bonds that can be refunded, size and number of draws from the revolving lines of credit, market interest rates, outside competitive mortgage interest rates, and the like. These revenues are used to support the Veterans’ Loan Program. The trend on this revenue source projected out through 2025 is expected to be relatively flat when compared to recent levels.

Charges for Services (supports the Veterans’ Home Loan Program, and the Veterans’ Home Program and the Aging Veteran Services Program) Charges for services as a revenue source consists of monies received by ODVA from individuals or entities in exchange for specific services provided. For example, the Veterans’ Loan Program receives monies for processing a transfer of ownership of a property, processing of a non-sufficient funds (NSF) check from a borrower, or monies arising from a loan origination fee charged to a borrower. The Veterans’ Home Program receives monies from private parties, Medicaid, Medicare and the United States Department of Veterans’ Affairs for providing daily skilled nursing care. The Aging Veteran Services Program

REVENUES // REVENUE FORECAST NARRATIVE

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2021-2023 AGENCY REQUEST BUDGET

provides Conservatorship and Representative Payee services in which a modest fee is charged. There are no required matching fund requirements on this revenue source.

The primary factors involved with projecting this revenue source are estimated loan transactions for the Veterans’ Home Loan Program; census levels and census mix, the COVID-19 outbreak, along with the impact of long-term care of federal and state health care initiatives on the Veterans’ Home Program; and the number of accounts and dollars managed for the Aging Veterans’ Services Program. The revenues received are used to support their respective program areas, as appropriate. The trend on this revenue source projected out through 2025 is expected to be generally flat for the Veterans’ Loan Program and the Aging Veterans Services Program and modestly higher for the Veterans’ Home Program.

Interest and Investment Income (supports the Veterans’ Home Loan and Veterans’ Home Programs) Interest and investment income as a revenue source consists of monies received from invested program monies. There are no required matching funds. Earnings from the Oregon War Veterans’ Fund are used to support the Veterans’ Home Loan program and earnings from the Oregon Veterans’ Home Account are used to support the Veterans’ Home program. The Office of the Oregon State Treasury manages these investments and earnings vary, depending on the type of investments and the rate of return.

The primary factors involved with estimating this revenue source are the external interest rate environment and federal programs or policies designed to influence these rates. These revenues are projected by considering factors such as projected interest rate levels, the amount of monies that can be invested, the length of time monies can be invested, and the like. These revenues are used to support both the Veterans’ Loan Program and the Veterans’ Home Program as appropriate. The trend on this revenue source projected out through 2025 is expected to be flat to lower than in recent years, as general short-term market interest rates are now nearing all-time lows.

Lottery Fund Revenue Source (supports the Statewide Veteran Services Program and the Aging Veteran Services Program) With the passage of Ballot Measure 96 in 2016, 1.5% of net State Lottery proceeds are now deposited into a constitutionally dedicated Veterans Services Fund to provide services for the benefit of veterans. The June 2020 Economic Forecast projects that approximately $16.7 million and $20.3 million will be deposited into the constitutionally dedicated Veteran Services Fund in the 2019-2021 biennium and 2021-2023 biennium respectively. There are no matching fund requirements to utilize these revenues.

Funds allocated to ODVA from the constitutionally dedicated Veteran Services Fund are used to support the services and activities of the Statewide Veteran Services Program and the Aging Veteran Services Program.

REVENUES // REVENUE FORECAST NARRATIVE

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A primary factor involved with estimating this revenue source is the volatile nature of these revenues. Projected lottery revenues are provided in the quarterly economic forecasts produced by the Oregon Office of Economic Analysis and are influenced by employment levels, general economic strength, the impact of alternative non-State affiliated gaming opportunities, etc. Due to the COVID-19 outbreak and resulting economic impact, lottery revenues were projected to decrease significantly from previous projections. The projected trend of this revenue source is a significant decrease in the 2019-2021 biennium, with projected recovery to occur through 2025.

Federal Fund Revenue Source (supports the Statewide Veterans Services Program and the Veterans Home Program on Major Construction/Improvement Projects) This revenue source consists of monies received from: (1) the United States Department of Veterans Affairs (USDVA) grants for the transportation of veterans in highly rural areas; (2) USDVA funds received to help reimburse ODVA for the costs of serving as Oregon’s State Approving Agency (SAA); and (3) USDVA funds periodically received as it relates to funding approved for construction/improvement projects at the Oregon Veterans’ Homes.

The USDVA transportation grant funding is used to provide innovative approaches for transporting veterans to USDVA Medical Centers and other facilities that provide USDVA medical care. The combined impact of long commutes in rural areas and limited availability of medical appointments makes reliable transportation for rural veterans critical. No State match is required.

The USDVA monies received by ODVA to act as the State of Oregon’s SAA helps permit ODVA to approve education and training programs that are eligible to receive GI benefits and provide technical assistance and outreach to schools and veterans. USDVA reimburses SAAs for direct costs incurred to perform SAA functions, including salaries and benefits, travel, and other administrative expenses, up to a maximum annual contract amount (currently approximately $300,000). No State match is required; however, Lottery Funds supplement the Federal Funds contract.

The USDVA construction grant monies received have helped fund the construction and capital improvements at the Oregon Veterans’ Homes. There is a 35% State match required for USDVA approved construction/improvement projects.

The primary factor surrounding revenue estimates is whether the USDVA will continue funding both the highly rural transportation grants as well as providing ongoing funding for the SAA program. Every indication ODVA has received is that the USDVA plans to continue funding both of these program activities for the foreseeable future. The Federal Fund revenues have been projected for the highly rural transportation grant program based on the historical amount of funding provided by the USDVA, which is up to $50,000 annually for each county. Oregon has 10 counties meeting the definition of being highly rural and they all are participating in this grant program. Federal Fund revenues associated with the SAA program are expected to modestly increase due to cost of living adjustments in future years. The combined Federal Fund revenues associated with these two programs are used to support the overall Statewide Veterans’ Services Program area and the trend on this revenue source projected out through 2025 is expected to be flat or modestly higher in future years.

REVENUES // REVENUE FORECAST NARRATIVE

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USDVA approved construction/improvement projects qualifying for grant funding are expected to occur periodically but not necessarily each biennium with the estimated funding levels determined based on the expected cost and scope of the projects.

Proposed Changes in Revenue Sources or Fees None.

Proposals for New Legislation One legislative concept that may impact revenue is the concept to re-codify ODVA’s explicit statutory authority, but not the obligation, to offer a number of different loan products (similar to OHCS). Legislation passed in 2019 eliminated a number of statutory Loan Program provisions that were outdated or no longer in use in administering the Program. Inadvertently however, the Department’s explicit statutory authority to offer certain types of lending products was also removed.

REVENUES // REVENUE FORECAST NARRATIVE

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REVENUES // DETAIL OF LOTTERY FUNDS, OTHER FUNDS, AND FEDERAL FUNDS REVENUE (BPR012)

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REVENUES // DETAIL OF LOTTERY FUNDS, OTHER FUNDS, AND FEDERAL FUNDS REVENUE (BPR012)

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PROGRAM UNITS // VETERAN SERVICES // ORGANIZATION CHART

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2019-21 STATEWIDE VETERAN SERVICES PROGRAM ORGANIZATION CHART

ADMINISTRATION

VETERAN SERVICES

APPEALS & CLAIMS

AID PROGRAMS

Appeals & Claims Certification & Training Campus Coordinator Incarcerated Veterans Communications Intergovernmental Relations

LGBTQ Veterans Women Veterans

19/21 = 38 POSITIONS (37.68 FTE)

19/21 = 2 POSITIONS (2.0 FTE)

Total 2019-21 Veteran Services Program Positions* 40 Positions (39.68 FTE) *ODVA L.A.B. had a total of 41 positions (40.68 FTE) for Veteran Services. Position and FTE totals above include actions approved in the June 2019 Permanent Finance Plans (i.e., 1 position was abolished to fund reclass packages).

PROGRAM UNITS // VETERAN SERVICES // ORGANIZATION CHART

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2021-23 VETERAN SERVICES PROGRAM ORGANIZATION CHART ADMINISTRATION

VETERAN SERVICES

APPEALS & CLAIMS

AID PROGRAMS

Appeals & Claims Certification & Training Campus Coordinator Incarcerated Veterans Communications Intergovernmental Relations

LGBTQ Veterans Women Veterans

21/23 = 38 POSITIONS FTE) 19/21(37.92 = 38 POSITIONS (37.68 FTE)

Total 2021-23 Veteran Services Program Positions* 41 Positions (40.92 FTE)

1 New Position (1.0 FTE) HR Analyst 1 Package 101

21/23 = 3 POSITIONS (3.0 FTE)

1 New Position (1.0 FTE) Program Analyst 1 (Bridge Grant) POP 102

PROGRAM UNITS // VETERAN SERVICES // ORGANIZATION CHART

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VETERAN SERVICES EXECUTIVE SUMMARY Focus Area:

Thriving Statewide Economy, Healthy and Safe Communities

Program Contact:

Sheronne Blasi / 503-373-2249

Veteran Services Appeals/Claims & Other Services Other Funds

Federal Funds

Lottery Funds

All Benefit Submittals

$35,000,000

90,000

$30,000,000

80,000 70,000

$25,000,000

60,000

$20,000,000

50,000 $15,000,000

40,000

$10,000,000

30,000

$5,000,000 $-

20,000 2009-11

2011-13

2013-15

2015-17

2017-19

2019-21

2021-23

2023-25

2025-27

Note: 2017-19 and prior are Actuals, 2019-21 is L.A.B., future biennia is A.R.B. and projected thereafter on inflation basis.

10,000

Number of Claims Submitted

Total Expenditures - All Funds

General Fund

Note 1: The United States Department of Veterans Affairs announced on October 13, 2009 that hairy cell Leukemia, B-Cell Leukemia, Parkinson’s disease and ischemic heart disease were being added to the presumptive list of diseases, recognized by the VA, to be related to exposure to herbicides during Vietnam service. In addition to the new presumptive conditions the court readdressed Nehmer and determined that additional compensation could be awarded on certain Agent Orange ratings.

These announcements caused an influx of claims beginning from the end of 2009 to 2012 from Oregon Vietnam veterans and Vietnam veterans nationwide. These claims peaked in 2011 and claims submission returned to normal rates in 2012.

Note 2: Lottery Funds were a result of voter-passage of Measure 96 in November 2016.

Note 3: Beginning with the 2019-21 biennium, the budget for Conservatorship was moved to Aging Veteran Services.

Historical budget amounts remain presented in Veteran Services.

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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Program Overview The Veteran Services Program is responsible for providing advocacy and benefits to veterans, their dependents, and survivors. The program provides benefits counseling, claims and appellate representation, certification and training for counties and national service organizations, conservatorship services, emergency financial assistance, and other service delivery partnerships across the state. The division is the front line for all veteran benefits, ensuring that veterans obtain all the benefits to which they are entitled as a result of their military service.

Program Funding Request The budget proposal for the next three biennia is as follows: Biennium 2021-2023 2023-2025 2025-2027

General Funds $ 8,053,158 $ 8,595,941 $ 9,175,307

$ $ $

Lottery Funds 16,753,252 17,587,564 18,463,425

Federal Funds $ 1,617,844 $ 1,663,225 $ 1,709,878

Other Funds $ 137,682 $ 149,385 $ 162,083

Total Funds $ 26,561,936 $ 27,996,114 $ 29,510,693

The 2021-23 Agency Request Budget (ARB) proposal was developed in conjunction with the department’s strategic plan, which emphasizes coordination and partnership with federal, tribal, state and local agencies as well as community partners.

Program Description The Veteran Services Program encompasses the following major program areas: Statewide Veteran Services Appeals and Claims - The United States Department of Veterans Affairs (USDVA) benefit system is a complex legal system. In order to qualify for benefits, veterans must file a claim against the United States by providing evidence they are eligible for these benefits through the submission of legal, military and medical evidence.

ODVA employs federally accredited and state certified Veteran Service Officers (VSO’s) located in Salem and Portland, who are subject matter experts in Federal VA law (Chapter 38 United States Code and Chapter 38 Code of Federal Regulations) and are allowed to represent veterans who grant the VSO a Powers of Attorney. These VSO’s represent veterans, their dependents, and survivors before the Federal VA in their claims and appeals. With its County and Tribal Veteran Service Officer and National Service Officer partners, ODVA provides claims advocacy, certification and representation to approximately 60% of Oregon’s 290,000 veterans, resulting in more than 23,000 new claims filed in fiscal years 2019 and 2020.

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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Statewide Veteran Services submits all claims under ODVA’s Powers of Attorney for 36 counties, two tribal offices, and state VSO’s to the Federal VA. This division provides claims quality assurance and liaisons with the Federal VA. This office also represents veterans on county and ODVA claims during various stages of appeals, and handles sensitive claims on a statewide basis.

The office also establishes statewide veteran provider partnerships to leverage community and government resources that serve veterans.

Cost drivers for the program are based on the demand for services, which is anticipated to continue to increase in the next 20 years as the almost 60,000 Oregonians who have served after 9/11 in the Operation Enduring Freedom, Operation Iraqi Freedom, and Operation New Dawn Era seek earned benefits, and as the 100,000 Vietnam era veterans in Oregon retire and begin seeking benefits for the first time in more than 40 years. This eligibility now includes Navy veterans on ocean-going vessels, who for the first time can claim benefit compensation for Agent Orange exposure as a result of the US Navy Blue Water ruling.

Training, Certification and Outreach - ODVA is responsible for the training, certification, and accreditation of all county, tribal, and state veteran service officers. The agency holds initial onsite training for all new veteran service officers, one annual training conference and 10 regional one-day trainings.

Additional trainings are also done through online learning webinars. Training is conducted on the latest Federal VA legal, medical and process information.

ODVA trains and accredits veteran service officers (VSO) to file defensible claims for disability, benefit and pension compensation on behalf of veterans and their families. Claims are filed through ODVA’s Powers of Attorney (POA) or a national service organization’s POA, as the claims are legal documents reviewed and adjudicated by the U.S. Department of Veterans’ Affairs.

It takes approximately 12 months for a new VSO to achieve accreditation. VSO’s must understand the intricacies of veteran status, types of military discharges, privacy laws under HIPAA, Federal VA organization and structure, and state and local information resources available to veterans. The VSO’s also need to learn the basics of federal laws and eligibility surrounding service connected compensation, non-service connected pensions, survivor benefits, veteran and dependent educational benefits, Veterans Administration healthcare, fiduciary responsibilities and conservatorship assistance available to veterans, how to interview veterans, and how to develop and file (using the correct forms, documentation, and procedures) each kind of claim.

One of the more daunting hurdles for new VSO’s is learning to interpret and manage existing claims with complex case files and long histories. VSO’s also need to be trained in laws and procedures specific to the appeals process. ODVA provides 40 hours of intensive one-on-one class room training for new VSO’s to go over this information initially, along with mock interviews, full practice claims, and training on the automated case management data PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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system, VetraSpec. After this initial intensive introduction, the VSO returns to their home base of operations, and begins interviewing veterans and compiling claims under remote supervision; for the next eighteen months, ODVA provides intensive coaching via phone and email, and will arrange for a shadowing on Board of Veterans Appeals (BVA) Hearings, and will also periodically go to a CVSO’s county to work with them in their home environment.

Fully-accredited VSO’s need continuing education to keep pace with new procedures and directives coming from the Federal VA. Training needs for fullyaccredited VSO’s include developing curricula and hosting an annual conference with specific workshop tracks and general sessions. Advanced training includes a deeper dive into the Code of Federal Regulation Title 38 governing veterans’ benefits, analysis of federal claims and appeals decisions, legal research, and outreach best practices.

Special Advocacy Programs Women Veterans – House Bill 3479 (2016) created funding and authority to improve outcomes for Oregon women veterans in five specific areas: outreach, advocacy, data, research, and policy. Focused outreach and advocacy were achieved via listening sessions with women veterans around Oregon to increase awareness of women veterans and their unique experiences, issues, and needs as well as to assist in claims filing, especially related to difficult or challenging claims. From 2014 to 2018 the percentage of women veterans receiving disability benefits rose from 16.46% to 23.4% and has continued to climb annually. Approximately 500 Oregon women veterans per month are engaging in their state or federal benefits, with 6,071 new Powers of Attorney’s created in FY20.

LGBTQ Veterans - The LGBTQ Veteran Program was created by the legislature in 2016. This program offers direct services to veterans in the LGBTQ community to assist with military records corrections and service-connected claims work, especially as it relates to discharges that are related to their sexual orientation or gender identification. The program also assists many from this community with homelessness and housing support, advocacy and empowerment, support groups, and much more. Aggressive outreach into this community is needed in order to inform these veterans, who do not typically self-identify, about veteran benefits and services that they may be eligible for.

Incarcerated Veterans - The Incarcerated Veterans Program is in its fourth full year of operation and has been highly successful. The goal of this program is to work with veterans entering the state prison system and transitioning to release. Since the program began in August 2016 the ODVA Incarcerated Veteran Coordinator, in coordination with the Oregon Department of Corrections, met with over 2,600 individuals transitioning through the state prison system in order to determine veteran status, and then provide assistance as needed to veterans and families.

To facilitate a successful transition to the community and to reduce recidivism rates for veterans the ODVA Incarcerated Veterans Coordinator PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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2021-2023 AGENCY REQUEST BUDGET

also collaborates with US Department of Veteran Affairs’ re-entry social worker to meet with veterans when they are transitioning out of the prison system to ensure all possible benefit claims are filed and the veteran is enrolled in Federal VA healthcare. In August 2018, ODVA hired a second Incarcerated Veteran Coordinator, as authorized by House Bill 4038 (2018).

State Approving Agency – In December 2018, ODVA received approval from the Emergency Board to begin to build the foundational capacity necessary for the USDVA to return the State Approving Authority (SAA) status to Oregon state government. The SAA function is responsible for approving and monitoring postsecondary institutions and training establishments participating in veterans’ education benefits administered by USDVA to ensure compliance with state and federal laws. Cost drivers for the SAA program will be the number of institutions and training establishments approved by the USDVA and the related monitoring required by ODVA. Cost drivers for the State Approving Agency are driven by the number of educational and training programs approved and monitored.

Veterans’ Emergency Financial Assistance Program - Emergency Aid offers a one-time grant to veterans who have emergency needs. Examples include a veteran whose car needs repair and without this repair cannot work or a homeless veteran who obtains a job, but needs help with rent and deposits for a place to stay. The key is sustainability; the veteran must be able to sustain their finances after receiving the bridge funding via this grant.

The department receives applications for emergency assistance statewide through its network with the county veterans’ service officers, local veterans’ employment representatives, disabled veterans’ outreach program representatives, tribal veterans’ representatives and veterans’ service organizations.

As of June 30, 2020, approximately 1,886 veterans and their families have been assisted through use of this program. This program routinely assists veterans with a one-time grant to help relieve health and welfare emergencies, such as rent, mortgages, utilities, medical care, food, homelessness prevention and other needs to help a veteran maintain the basic necessities of life.

This program has a demand for services that exceeds funding. In the first year of the biennium, fiscal year 2020, total grant applications received were 120 while funding allowed for only 34 of those applications to be granted.

Cost drivers for the program are determined by the number applications received.

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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2021-2023 AGENCY REQUEST BUDGET

Pass-Through to Counties, Tribes and National Service Organizations County Veteran Service Officers Program (CVSO’s) – ODVA’s statewide partnership with counties began when the legislature appropriated money to aid counties in an effort to promote services to veterans on a local level. It is an effective network of trained county veteran service officer (CVSO) in all 36 counties who provide veteran VA benefit and claims representation.

CVSO’s are not supervised by ODVA; however, the agency provides training, certification, accreditation, counsel, and outreach to the CVSO’s. The vast majority of CVSO appeal cases also are handled by the Statewide Veteran Service office in Portland. CVSO’s perform the same function as state VSO’s, ensuring veterans have access to benefits across the state.

Cost drivers for the CVSO program are dependent on the number of counties opting to provide veteran benefit services in their county. The CVSO program is funded by state pass-through monies provided to ODVA. ODVA does not receive any monies to administer this program.

Tribal Veteran Service Officer Program (TVSO’s) The budget includes pass-through funding for a Tribal Veteran Service Officer (TVSO) Program to provide direct veteran VA benefit and claims representation through the federally recognized tribes in Oregon. ODVA partners with tribal governments which have a Memorandum of Understanding with ODVA. TVSO’s will not be supervised by ODVA; however, the agency provides training, certification, accreditation, counsel, and outreach support to their programs. The vast majority of TVSO appeal cases will also be handled by the Statewide Veteran Service office in Portland. TVSO’s will pursue accreditation and ensuring veterans and families have access to benefits across their sovereign nation lands.

Cost drivers for the TVSO program are dependent on the number of tribes opting to provide veteran benefit services directly to veterans. The TVSO program is to be funded by state pass-through monies provided to ODVA. Additionally, the 2019 Legislature provided monies for a Tribal Veterans Coordinator.

National Service Organizations (NSO) – ODVA partners with national veteran service organizations in Oregon. National veteran service officers provide veteran benefit and claims representation like state and county veteran service officers, however, they do not work under ODVA’s POA. Currently, the American Legion, Disabled American Veterans, Veterans of Foreign Wars, and National Association of Black Veterans participate in this funding.

Cost drivers for the program are determined by the number of organizations opting to provide benefit and claims representation to their member base.

ODVA does not receive any monies to administer this program.

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82

2021-2023 AGENCY REQUEST BUDGET

Grant Programs and Pass-Through to Partners Veteran Services Grant Fund - House Bill 2891 (2017) established the Oregon Department of Veterans' Affairs Veteran Services Grant Fund. The purpose of the grant funds is to leverage existing programs and resources available to veterans in local communities. Eligible grant recipients are not-for-profit organizations, local and tribal governments, and other related entities that provide direct services to veterans in Oregon.

Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process.

Campus Veteran Resources Grant Fund - Senate Bill 143 (2017) established the Campus Veteran Resource Center Grant Program for campus veteran resource centers and resource coordinators on the campuses of Oregon community colleges and public universities. The purpose of the grant funds is to help veterans successfully transition from military service to college life, succeed in college and complete educational goals, and transition from college to the workforce in the community.

Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process.

Highly Rural Transportation Grant – In 2013, ODVA applied for and received grant funding from the federal VA to assist with VA-approved medical transportation needs to veterans in Oregon’s highly rural areas. ODVA disburses these funds to existing county transportation networks to pay for veteran transportation to and from VA-approved medical appointments. 2017 was the fourth cycle of the federal VA highly rural transportation grant. All 10 qualifying counties, which are defined as less than seven people per square mile, are participating in the grant. Since the inception of this program, and through March 31, 2020, veterans have utilized transportation provided by this grant to take over 23,700 trips to their medical appointments. The use of this program allows veterans to use federal VA healthcare appointments and to maximize the use of the veteran’s choice program for transportation to medical appointments outside VA healthcare. This program encompasses all five VA healthcare catchment areas and serves a base of rural veterans that need transportation to their appointments.

Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process.

Veterans Healthcare Transportation Grant – During the 2019 Legislative session, ODVA was provided funding to create a transportation for counties that are rural, but do not meet the federal restrictions defining the county as highly rural. ODVA partnered with the Oregon Department of Transportation (ODOT) to administer this supplemental grant funding.

Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process.

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2021-2023 AGENCY REQUEST BUDGET

Veterans Affordable Housing Grant – During the 2019 Legislative session, ODVA was provided funding related to affordable housing to provide a grant to the YMCA of Marion and Polk Counties to construct veterans affordable housing in Salem.

Cost drivers for the program are solely the funds allocated to ODVA for this project.

Suicide Prevention and Crisis Line – ODVA was allocated funding to contract with a provider for a suicide prevention and crisis line. ODVA awarded the funds and oversees the contract that is intended to assist veterans in receiving services that help prevent and assist veterans in crisis. ODVA does not retain funds to administer this program.

Program Justification and Link to Focus Areas ODVA’s veteran services programs impacts across multiple State focus areas, but particularly Healthy/Safe Oregonians and Thriving State Economy with a focus on diversity, equity, and inclusion of the rapidly growing minority veteran populations.

As demand for veteran services increase, so does the amount of federal dollars that are delivered back into Oregon’s economy. The Federal VA dollars that returned to the state were approximately $1.53 billion in direct disability and pension award benefits to veterans in 2019, and more than $3.18 billion in total Federal VA benefits across disability compensation, healthcare and education.

To Oregon veterans, disability compensation benefits enable them to be productive and thrive while paying their mortgage and other bills; thus, allowing them time to recover from injuries sustained while on active duty. Pension award benefits are provided to extremely low income or those with very high out of pocket medical expenses which provides much needed support to slow down the usage of state benefits such as Medicaid and SNAP/TANF. Federal VA health care ensures veterans will not need to use state resources, like the Oregon Health Plan. USDVA Education and Vocational Rehabilitation benefits increases the number of college graduates and vocationally trained people in the work force, which ensures they will not need unemployment, food stamps, Medicaid or other state programs.

Although Federal VA dollars do not go directly to the state in the form of revenue, they are just as an important economic factor in communities where veterans, their dependents and survivors use these benefits to buy goods and services locally.

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

84

2021-2023 AGENCY REQUEST BUDGET

Program Performance New Powers of Attorney New Powers of Attorney (POA’s) for fiscal years 2019 and 2020 totaled 14,471. This number is significant, representing the number of new veterans who have engaged an USDVA accredited veteran service officer to file a claim for disability compensation or pension. Over the last few years, ODVA has seen a steady decline in veteran population, especially among the aging veterans who served in WWII, Korea and Vietnam. The primary factor affecting recent results was a 2015 mandate from the USDVA directing POA’s older than five years old be renewed. These POA renewals resulted insubstantial increases to the total number of POAs filed between 2015-2017 as both established clients and new clients were counted in that time period. Starting in 2018 and continuing into 2019, the number of new POA filings began to average to totals typically seen prior to 2015.

The decline in new POA’s in FY20 is due in part to the COVID-19 outbreak. Beginning in March 2020, ODVA experienced a 55% an immediate decrease in monthly POA’s obtained.

New Powers of Attorney 14,000 12,000

11761 9,455

10,000

8,220

8,446

8,000 6,025

6,000 4,000 2,000

FY 2016

FY 2017

FY 2018

FY 2019

FY 2020

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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2021-2023 AGENCY REQUEST BUDGET

New Claims Filed 23,578 new claims were filed in fiscal years 2019 and 2020 on behalf of Oregon veterans in Oregon through ODVA and county partnerships. As the veteran population ages, ODVA expects the number of new claims filed to remain consistent or decline slightly over the next 10 years. The number of new claims reflects new veterans under ODVA’s Powers of Attorney (POA) as well as new claims filed on behalf of veterans under POA. The decrease in new claims filed for FY 2019-20 likely relates to the COVID-19 outbreak, which would have impacted the ability of veterans to access services.

Federal Dollars Total VA Expenditure Disability Compensation and Pension benefits for Oregon veterans in FY 2019 was $1.53 billion. These federal dollars are not only a financial benefit to the state but it also means that federal dollars rather that state safety net dollars are used to help veterans and their families.

New Claims Filed 16,000 14,000

12,662

12,875

12,186

12,882

12,000

10,696

10,000 8,000 6,000 4,000

FY 2016

$3,500,000,000

FY 2017-18

FY 2018-19

FY 2019-20

FY 2020

Federal VA Expenditures in Oregon

$3,000,000,000 $2,500,000,000

2015

$2,000,000,000

2016

$1,500,000,000

2017

$1,000,000,000

2018

$500,000,000 $-

2019 Disability Compensation and Pension

Healthcare

Education

Total VA Expenditures

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

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2021-2023 AGENCY REQUEST BUDGET

Enabling Legislation/Program Authorization The programs included in Statewide Veteran Services are established in ORS Chapters 406 and 408. Authority for veterans’ services also is found in Title 38 United States Code Chapter 59.

Funding Streams The revenue source for Veteran Services is General Funds, Lottery Funds, Other Funds and Federal Funds.

2021-23 Funding Proposal Expected Results The 2021-23 funding proposal for the Veteran Services Program increases the Agency Request Budget to improve and maximize services to veterans through statewide partnerships that assist the agency with meeting the following goals: •

Continue to improve and leverage service delivery partnerships The Department will continue to expand its statewide network of partners and invest in organizations providing direct services and resources to veterans through grant and partnership programs. Additionally, the Department will provide direct support to veterans working to receive who are using their GI Bill benefits to earn a degree or certificate and support campus veteran resource centers for veteran engagement.

PROGRAM UNITS // VETERAN SERVICES // EXECUTIVE SUMMARY (107BF02)

87

2021-2023 AGENCY REQUEST BUDGET

2021-23 AGENCY REQUEST BUDGET VETERAN SERVICES PROGRAM EXPENDITURES Lottery Funds Federal Funds Total

$ 2,374,371 $ 1,043,000 $ 3,417,371

Grants & PassThrough to Partners

13%

General Funds Lottery Funds Total

$ 2,082,693 $ 8,181,149 $10,263,842

Statewide Veteran Services Pass-Through to Counties, Tribes and National Service Orgs

General Funds Lottery Funds Federal Funds Other Funds Total

$ 5,970,465 $ 6,197,732 $ 574,844 $ 137,682 $12,880,723

General Funds Lottery Funds Federal Funds Other Funds TOTAL FUNDS

$ 8,053,158 $16,753,252 $ 1,617,844 $ 137,682 $26,561,936

48%

39%

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

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2021-2023 AGENCY REQUEST BUDGET

VETERAN SERVICES PROGRAM HISTORICAL OPERATING BUDGET COMPARISON $35,000,000

$30,000,000

$25,000,000

Note 1: Lottery Funds were a result of voter-passage of Measure 96 in November 2016.

$20,000,000

Note2: Beginning with the 2019-21 biennium, the budget for Conservatorship was moved to Aging Veteran Services.

Historical budget amounts remain presented in Veteran Services.

$15,000,000

$10,000,000

$5,000,000

$-

2011-13 L.A.B.

2013-15 L.A.B.

2015-17 L.A.B.

2017-19 L.A.B.

2019-21 L.A.B.

2021-23 A.R.B.

Federal Fund

$-

$300,000

$1

$500,000

$1,525,000

$1,617,844

Lottery Fund

$-

$-

$-

$14,856,025

$17,358,524

$16,753,252

General Fund

$6,469,659

$9,387,469

$10,129,411

$7,363,276

$7,424,337

$8,053,158

Other Fund

$2,170,196

$956,689

$873,803

$107,623

$4,164,332

$137,682

Note 3: The increase in Other Funds in the 2019-21 biennium was a result of the YMCA Affordable Housing Grant, funded by LF bonds and expended as OF.

*Includes all Packages but excludes Nonlimited and Capital Construction Expenditures.

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

89

2021-2023 AGENCY REQUEST BUDGET

VETERAN SERVICES PROGRAM NARRATIVE Veteran Services Program Environmental Factors and Trends Increase in the number of veterans filing claims and continuously changing veteran demographics - From WWII to the most current conflict in Afghanistan, veterans are seeking benefits, services and resources at unprecedented rates. Since the beginning of the Iraq and Afghanistan conflicts, the total dollars being received by Oregon veterans has more than tripled from $924 million (2003) to more than $3.1 billion (2019).

According to the Federal VA’s FY19 Geographic Distribution of VA Expenditures Report, Oregon veterans received more than $1.52 billion in Compensation and Pension Payments, $161 million in Education and Readjustment benefits, and more than $1.4 billion in Health Care.

In the last decade, veteran benefits and compensation received by veterans in Oregon has more than doubled. More veterans are filing claims, seeking and receiving healthcare and using their earned education benefits, however the Federal VA’s Veterans Benefits Administration (VBA) continues to work through the backlog in its system for rating and awarding these benefits.

Oregon Veteran Demographics and Trends - As of September 2019, the federal VA estimates there are 300,573 veterans in Oregon whose service ranges from World War II (2.3 %), Korea (6.6%), Vietnam (36.1%), the Gulf War (11.9%), Post 9/11 (19%) and the intervening peacetime operations (24.1%). More than three quarters of this population served during a war or major conflict. Women veterans make up approximately 9.2% of Oregon veterans, while 11.8% of veterans are Black, Indigenous and people of color: 1.6% Black; 1.1% Native American; 4.2% Hispanic or Latino; 4.9% Asian, Pacific Islander and other.

Targeted outreach with diversity, equity, and inclusion - One of ODVA’s key strategic goals is to target and enhance veteran services to traditionally underserved populations. While still in the minority, the fastest growing demographic in Oregon is women veterans (increased from 8.68% to 9.39% since 2015).

Increasing the number of women, minority, and other underserved veterans who receive benefits they have earned is a challenging undertaking. ODVA is approaching this issue on three fronts. First, ODVA is investing in a 21st century veteran services system, ensuring veteran services offices are well funded and focusing ODVA statewide veteran services on training, claims review, advocacy, and support. Second, ODVA’s goal is to develop intentional and strategic relationships with state, local, federal, and tribal governments, non-profits and others across systems to increase awareness and utilization of existing resources.

Finally, ODVA’s goal is to drive veteran engagement through a robust and sustainable outreach to veterans and the veteran community.

The positive results of ODVA’s targeted outreach can be seen in the increase between 2014 to 2018 of the percentage of women veterans receiving benefits in Oregon from 16.46% to 23.40%, and continues to climb annually.

Another targeted effort was to reach Oregon’s tribal veterans. Through Memorandum of Understandings, ODVA has established partnerships with the Confederated Tribes of the Umatilla Indian Reservation, the Confederated Tribes of Warm Springs, and The Confederated Tribes of Grand Ronde to support and enhance Tribal Veteran Service Officers under state accreditation. This partnership, as well as targeted training such as the Tribal Veteran Representative PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

90

2021-2023 AGENCY REQUEST BUDGET

Conferences have been designed to maximize the in-reach to tribal networks. These veteran resources have been critical to the American Indian and Alaska Native populations seeking their earned benefits and services.

Program Details

The Veteran Services Program is responsible for providing advocacy and benefits to veterans, their dependents, and survivors as well as lead policy and partnership efforts on behalf of Oregon veterans. The program provides benefits counseling, claims and appellate representation, certification and training for counties and national service organizations, conservatorship and representative payee services, emergency financial assistance, and other service delivery partnerships across the state. The division is the front line for all veteran benefits, ensuring that veterans obtain all the benefits to which they are entitled as a result of their military service.

Statewide Veteran Services Customers: Statewide Veteran Services has the responsibility to provide services to more than 290,000 veterans in Oregon, their family members who may qualify for benefits, as well as the county and national veteran service offices and service provider organizations across Oregon. Other customers include federal, state, local and non-profit organizations who offer benefits and services (employment, homelessness resources, mental health, etc.).

Source of Funding: Lottery Fund, General Fund and Federal Fund dollars pay for most direct Veteran Services Program costs. Other Funds pay for a split-funded Internal Audit position. The remainder of indirect personnel costs are funded through Other Fund Loan Program dollars.

Expenditures: $12,880,723 ($6,197,732 Lottery Funds; $5,970,465 General Funds; $574,844 Federal Funds; and $137,682 Other Funds).

Positions and FTE: 2021-23 Agency Request Budget funds 33 Veteran Services positions (32.92 FTE) and 7 Administration positions (7.0 FTE) related to Public Information, Intergovernmental Relations, Human Resources and Internal Audit.

Appeals and Claims Caseload: ODVA, in partnership with the County, National and Tribal Veteran Service Offices provides claims and counseling advocacy and representation to Oregon’s 300,000 veterans, resulting in more than 23,000 claims filed on their behalf during fiscal years 2019 and 2020. In that same time, as part of appeals work, 1,808 Notice of Disagreements (NOD), and 1,031 Higher Level Reviews (HLR) were filed for veterans through ODVA’s Statewide Veteran Services Portland office.

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

91

2021-2023 AGENCY REQUEST BUDGET

Certification and Training Workload: Responsible for training and certification of veteran service officers in Oregon. During fiscal years 2019 and 2020, 39 new Veteran Service Officers were trained to file claims according to federal CFR, Title 38 and 24 accreditations were awarded. Currently, there are a total of 85 trained and certified Veteran Service Officers across the state, with another 19 individuals in the process of becoming accredited, located in all 36 Oregon counties and two federally recognized tribal sovereign nations.

Special Advocacy Women Veterans Workload: House Bill 3479 (2016) created funding and authority to improve outcomes for Oregon women veterans in five specific areas: outreach, advocacy, data, research, and policy. Focused outreach and advocacy were achieved via listening sessions with women veterans around Oregon to increase awareness of women veterans and their unique experiences, issues, and needs as well as to assist in claims filing, especially related to difficult or challenging claims. From 2014 to 2018 the percentage of women veterans receiving disability benefits rose from 16.46% to 23.4% and has continued to climb annually. Approximately 500 Oregon women veterans per month are engaging in their state or federal benefits, with 6,071 new Powers of Attorney’s created in FY20.

LGBTQ Veterans Workload: The LGBTQ Veteran Program was created by the legislature in 2016. This program offers direct services to veterans in the LGBTQ community to assist with military records corrections and service-connected claims work, especially as it relates to unjust character of discharge related to their sexual orientation or gender identification. The program also assists many from this community with homelessness and housing support, advocacy and empowerment, support groups, and much more. Aggressive outreach into this community is needed in order to inform these veterans, who do not typically self-identify as veterans, about veteran benefits and services that they may be eligible for.

Incarcerated Veterans Workload: The Incarcerated Veterans Program is in its fourth full year of operation and has been highly successful. The goal of this program is to work with veterans entering the state prison system and transitioning to release. Since the program began in August 2016 the ODVA Incarcerated Veteran Coordinator, in coordination with the Oregon Department of Corrections, met with over 2,600 individuals transitioning through the state prison system in order to determine veteran status, and then provided assistance as needed to veterans and families. To facilitate a successful transition to the community and to reduce recidivism rates for veterans the ODVA Incarcerated Veterans Coordinator also collaborates with US Department of Veteran Affairs’ re-entry PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

92

2021-2023 AGENCY REQUEST BUDGET

social worker to meet with veterans when they are transitioning out of the prison system to ensure all possible benefit claims are filed and the veteran is enrolled in Federal VA healthcare. In August 2018, ODVA hired a second Incarcerated Veteran Coordinator, as authorized by House Bill 4038 (2018).

State Approving Agency Workload: The United States Department of Veterans Affairs (USDVA) oversees the administration of GI Bill educational benefits for eligible veterans and other participants through annual performance contracts with designated State Approving Agencies (SAAs). SAAs ensure that veterans have access to educational and training opportunities and that federal veterans’ benefits are in compliance with applicable laws and regulations by approving educational and training programs; overseeing programs through supervisory visits and compliance surveys; and providing technical support and outreach to schools and veterans. ODVA was designated as Oregon’s State Approving Agency (SAA) beginning October 1, 2019. The SAA function is responsible for approving and monitoring postsecondary institutions and training establishments participating in veterans’ education benefits administered by USDVA to ensure compliance with state and federal laws.

Customers: Veterans, private and public institutions where a veteran may hold a debt or need to make payments to receive a service.

Source of Funding: Federal Funds and Lottery Funds.

Expenditures: The program’s 2021-23 Agency Request Budget is $574,844 (Federal Funds) and $152,205 (Lottery Funds).

Positions and FTE: 2021-23 Agency Request Budget funds 3 positions (3.0 FTE).

Emergency Financial Assistance Program Workload: In the first year of the 2019-21 biennium, total grant applications received were 120 while funding allowed for only 34 of those applications to be granted.

Customers: Veterans, private and public institutions where a veteran may hold a debt or need to make payments to receive a service.

Source of Funding: General Funds.

Expenditures: The program’s 2021-23 Agency Request Budget is $112,270.

Positions and FTE: 2021-23 Agency Request Budget funds 0 positions (0 FTE).

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

93

2021-2023 AGENCY REQUEST BUDGET

Pass-Through to Counties, Tribes and National Service Organizations County Veteran Service Officers (CVSO’s) Program Workload: ODVA provides support to the County Veteran Service Offices (CVSO) through training, guidance, claims review and appellate representation; advocacy for our veterans, dependents and /or survivors in pursuit of benefits; and interoperability with the U.S. Department of Veterans Portland Regional Office. ODVA provides general fund pass through dollars to counties to support enhancement and expansion of CVSO operations. The administration of these monies requires counties that provide veterans services to file an annual application to receive funding and then submit quarterly reports of activities and expenditures in order to receive payment.

Customers: County Veteran Service Offices.

Source of Funding: Lottery Funds and General Funds.

Expenditures: $9,429,442 ($7,474,669 Lottery Funds and $1,954,773 General Funds).

Positions and FTE: 2021-23 Agency Request Budget funds 0 positions (0 FTE).

National Service Organizations (NSO) Workload: The NSOs submit an annual request for funding to ODVA and this is reviewed and processed by the department for approval and budgeting.

The monies are then distributed on a quarterly basis following the review and processing of NSO quarterly reports of expenditure and activities.

Customers: National Service Organizations.

Source of Funding: Lottery Funds and General Funds.

Expenditures: $625,800 ($497,880 Lottery Funds and $127,920 General Funds).

Positions and FTE: 2021-23 Agency Request Budget level funds 0 positions (0 FTE).

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

94

2021-2023 AGENCY REQUEST BUDGET

Tribal Veteran Service Officers Program (TVSO’s) Workload: The purpose of this request is to support the Tribal Veteran Service Officer Program (TVSO) advocacy in support of Senate Bill 80, bringing services to Oregon Tribal Veterans and their families. Monies from this request will allow established tribal veteran offices to receive funding for their programs in the same manner as Oregon’s County Veteran Services Officer (CVSO) network. This funding will allow tribal veteran offices to expand and enhance their services and reach more tribal veterans and their families. The ODVA Tribal Veteran Coordinator will be the point of contact for all tribal veteran advocacy. This position will work with established TVSO offices for training and liaison with ODVA and assist TVSOs with connecting tribal veterans to Federal VA veteran’s services. The Coordinator also will work extensively with the Federal VA Office of Tribal Government Relations and organizations such as NARA, ATNI and the National Congress of American Indians (NCAI).

Customers: Tribal governments.

Source of Funding: Lottery Funds.

Expenditures: $208,600 Lottery Funds.

Positions and FTE: The 2021-23 Agency Request Budget funds 1 position (1.0 FTE). Note: for budget purposes the position and related personal services and services and supplies funding is included in Statewide Veteran Services, not pass-through to Counties, Tribes and NSO’s.

Grant Programs and Pass-Through to Partners Veterans Services Grant Fund Workload: House Bill 2891 (2017) established the Oregon Department of Veterans' Affairs Veteran Services Grant Fund. ODVA established grant requirements and communication, grant review teams from the veteran community, and an award process. In the 2017-19 biennium, the response to the Request for Grant Proposals was overwhelming: 59 grant proposals were submitted, totaling $5,354,422. The requests for grant funds were almost ten times the amount of the available funds. The Evaluation Committee, based on the scoring criteria for the grant proposals and available funding, was able to fund 10 proposals. Unfortunately, there was not enough money to award grants to many organizations that submitted very worthy proposals.

For the 2019-21 biennium, the Request for Grant Proposals and evaluation of Proposals is still in process.

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

95

2021-2023 AGENCY REQUEST BUDGET

ODVA will continue to monitor the grant’s effectiveness in assisting the veterans’ community as legislatively intended. Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process. ODVA has requested through the Agency Request Budget process, funding to continue this legislatively created grant fund. Policy Option Package 102 requests an additional $250,000 for the Veterans Services Grant Fund.

Customers: Government and community-based organizations.

Source of Funding: Lottery Funds.

Expenditures: $845,449 Lottery Funds.

Positions and FTE: 2021-23 Agency Request Budget funds 0 positions (0 FTE).

Campus Veteran Resources Grant Fund Workload: Senate Bill 143 (2017) established a Campus Veteran Resource Center Grant Program for campus veteran resource centers and resource coordinators on the campuses of Oregon community colleges and public universities. The purpose of the grant funds is to help veterans successfully transition from military service to college life, succeed in college and complete educational goals, and transition from college to the workforce in the community.

Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process. ODVA has requested through the Agency Request Budget process, funding to continue this legislatively created grant fund. Policy Option Package 102 requests $500,000 to continue the Campus Veteran Resource Grant program.

Customers: Higher Education in Oregon Source of Funding: Lottery Funds.

Expenditures: $500,000 Lottery Funds.

Positions and FTE: 2021-23 Agency Request Budget funds 0 positions (0 FTE).

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

96

2021-2023 AGENCY REQUEST BUDGET

Veteran Educational Bridge Grant Program Workload: ODVA was allocated funds to establish a grant program that will provide grants up to $5,000 to veterans who are pursuing and enrolled in an approved course of study, eligible to receive federal financial assistance based on prior service in the U.S. Armed Forces, and unable to complete a degree program within the expected completion period due to course availability.

Cost drivers for the program are solely the grant funds directly awarded to individuals through the grant process. ODVA has requested through the Agency Request Budget process, funding to continue this legislatively created grant fund. Policy Option Package 102 requests $325,000 for the Veteran Educational Bridge Grant Program.

Customers: Veterans, private and public higher education institutions where a veteran may need financial assistance Source of Funding: Lottery Funds.

Expenditures: $325,000 Lottery Funds ($150,000 of grant funds and $175,000 for personnel services).

Positions and FTE: 2021-23 Agency Request Budget funds 1 position (Program Analyst 1) (1.00 FTE).

Highly Rural & Rural Transportation Grants Workload: In 2013, ODVA applied for and received grant funding from the federal VA to assist with medical transportation needs to veterans in Oregon’s highly rural areas. ODVA disburses these funds to existing county transportation networks to pay for veteran transportation to and from VA and non-VA medical appointments. 2017 was the fourth renewal of the federal VA highly rural transportation grant. All 10 highly rural counties, which is defined as less than 7 people per square mile, are participating in the grant. Since the inception of this program, and through March 31, 2020, veterans have utilized transportation provided by this grant to take over 23,700 trips to their medical appointments. This program enables veterans to get to their federal VA healthcare appointments and to maximize the use of the federal VA’s Veterans Community Care program (which replaced Veterans’ Choice) for transportation to medical appointments outside the federal VA healthcare facilities. This program encompasses four out of the five VA healthcare catchment areas serving Oregon veterans and serves a base of highly rural veterans that need transportation to their appointments.

Cost drivers for the program are solely the grant funds directly awarded to organizations through the grant process.

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

97

2021-2023 AGENCY REQUEST BUDGET

ODVA has requested through the Agency Request Budget process, state funding for transportation programs in counties that are rural, but do not meet the federal definition of highly rural. Policy Option Package 102 requests $500,000 to continue the Rural Veteran Healthcare Transportation Grant.

Customers: Transportation Districts, rural veterans in need of medical services Source of Funding: Federal Funds and Lottery Funds.

Expenditures: $1,543,000 ($1,043,000 Federal Funds and $500,000 Lottery Funds).

Positions and FTE: 2021-23 Agency Request Budget funds 0 positions (0 FTE).

Suicide Prevention and Crisis Line Workload: ODVA was allocated funding to contract with a provider for a suicide prevention and crisis line. ODVA awarded the funds and oversees the contract that is intended to assist veterans in receiving services that help prevent and assist veterans in crisis. ODVA does not retain funds to administer this program.

Customers: Veterans in Crisis, crisis services organizations in Oregon Source of Funding: Lottery Funds.

Expenditures: $378,922 Lottery Funds.

Positions and FTE: 2021-23 Agency Request Budget funds 0 positions (0 FTE).

Revenue Sources/Proposed Revenue Changes Revenue Sources - The base budget revenue source for the Veteran Services Program is from General Funds, Lottery Funds, Federal Funds and Other Funds.

There are no matching funds available for use in the Veteran Services programs.

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

98

2021-2023 AGENCY REQUEST BUDGET

Proposed Legislation Veterans’ Educational Bridge Grant - House Bill 2201 (2019) created the Veterans’ Educational Bridge Grant Program to provide grants to individual veterans experiencing a gap in GI Bill benefits due to a course/class not being available. The bill sets the program to sunset on January 2, 2022. The agency has experienced high application rates for this program since its inception in May 2020. The legislative concept seeks to extend the sunset of the program to January 2, 2024. Extending the program will benefit veterans experiencing a stoppage to their educational program due to COVID-19 and allow ODVA to monitor the program post-COVID to evaluate its necessity in a non-emergency period.

Rural Veteran Healthcare Transportation Grant - This proposed legislation will allow ODVA, in partnership with ODOT, to continue to provide free transportation to veterans in rural areas seeking healthcare (physical or mental) at Veteran’s Administration (VA) facilities, VA-authorized health centers, and other healthcare facilities. The goal of the RVHT program is to overcome transit-based barriers between veterans living in rural areas and the healthcare services they have earned.

In the 2019 Legislative Session, $500,000 in one-time monies was provided to the Department to develop this new grant program. There is a 2021-23 budget request to renew the funding currently available in order to provide critical medical transportation to veterans in rural areas.

PROGRAM UNITS // VETERAN SERVICES // NARRATIVE (107BF02)

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Policy Option Package 101: Strengthen Outdated IT Systems and Operations Introduction In 2016, 84 percent of Oregonians voted to constitutionally allocate 1.5% of Lottery net proceeds to support veteran services in Oregon. Not since WWII and the creation of the agency 75 years ago, had Oregon made such a historic investment in veteran services to provide new and expanded state resources that were responsive to the changing demographics of more than four generations of veterans serving from WWII to today’s conflicts.

Along with efforts to implement new and support enhanced programs created by Measure 96 Lottery funding, ODVA continues work to strengthen operational efficiencies by modernizing critical aging technology, balancing staffing levels to ensure benefit delivery, and providing fiscally sound stewardship of all state veteran program resources to properly manage financial risks.

Through this policy option package, ODVA aims to continue to strengthen ODVA’s core programs and operations by: 1. Continuing to fund modernization efforts to replace aging technology for the Conservatorship Program 2. Continuing to fund modernization efforts to replace aging technology for the Veteran Home Loan Program 3. Funding one new core operational HR support staff 4. Continuing alignment of funding and program stabilization for the Veteran Home Loan Program 5. Anticipating potentially higher operation costs for the Oregon Veterans’ Homes due to COVID-19 1. Conservatorship Program Technology Modernization Purpose The purpose of this funding request is to continue efforts to improve the Conservatorship and Representative Payee Program services for veterans by replacing outdated technology that manages the approximately $30 million in client assets and create efficiencies to program delivery service models.

The current Conservatorship System application was developed in-house throughout the 1990’s and early 2000’s and enables court-appointed ODVA conservators and trust officers to deliver critical conservatorship and representative payee services to the state’s most vulnerable veterans. These veterans rely on ODVA and the Conservatorship System to manage and care for all of their financial needs.

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How Achieved Based on current biennium project work, the goal is to procure a Conservatorship solution that will significantly reduce the technology risk that currently exists due to outdated legacy applications (COBOL) and the dependency on a single contracted application developer by implementing current technologies that can be managed and integrated with other agency systems.

In the 2019-21 biennial budget process, the agency was still in early planning stages and requested and received funding to replace the current Conservatorship application. ODVA procured professional services to provide project management and business analysis services to meet all state oversight and planning requirements. Currently, ODVA is engaged with these professional services and EIS for project planning and oversight and other aspects of the project planning to include an initial solution and vendor research to inform the business case; application architecture mapping, baseline requirement gathering; initial business process analysis; business case development; and planned project timelines.

ODVA anticipates being ready to release a Request for Proposal by Summer 2021.

This policy option package seeks funding to procure a solution and services to implement a new Conservatorship application during the 2021-23 biennium.

Staffing Impact None.

Quantifying Results The Conservatorship project will implement a proven solution for the Conservatorship Program’s inefficient and dated systems that all too often depends on manual processes. Further, the project provides avenues to manage staff workload by providing tools for them to do their work more efficiently.

Expected Outcomes include: 1. Significant risk mitigation by eliminating the current dependencies on: a. A single, contracted application developer b. Legacy and largely unsupported application language and platform 2. Improved staff efficiency and accuracy through: a. Automated workflow processes b. User-friendly interface c. Re-architected data model and database architecture for improved reporting, querying and data retrieval PROGRAM UNITS // VETERAN SERVICES // POLICY OPTION PACKAGE 101

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3. Long-term support and sustainability for the ODVA Conservatorship Program and System application a. Modern architecture to allow readily available skill sets to support the system b. Reduced dependency on IT staff to support business functions 4. Integration of the Conservatorship System into other existing and future ODVA core program applications a. Business intelligence b. Improved customer service models 5. Provides for future flexibility to meet potential changes to the business needs of the ODVA Conservatorship Program 6. Increased ODVA Conservatorship Program capacity a. Improved case management tools that are integrated with the accounting portion of the system to eliminate rekeying and manual coordination and record-keeping between the two standalone systems.

Fiscal Impact/Cost Cost for implementing a new Conservatorship System in the 2021-23 biennium: $500,000 Lottery Funds $250,000 Lottery Funds $750,000 Lottery Funds

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

2. Home Loan Servicing Modernization Purpose The purpose of this funding request is to continue to invest in modernizing the Home Loan Program information systems that ensure delivery of one of the agency’s core benefits to veterans in Oregon, improve agency performance, and to mitigate risks associated with aging technologies.

For 75 years, the agency has originated and serviced state home loans for veterans. ODVA’s Veteran Home Loan Program is a constitutionally authorized program for Oregon veterans. The agency last updated its loan servicing technology in 1999, investing nearly $1 million to customize a commercial off-the-shelf software (COTS) system that would address a number of issues including servicing a unique subset of loans that originated in the 1980’s. The systems that were implemented over 20 years ago do not meet the needs of the agency’s current business model and do not meet the expectations of our veteran borrowers.

ODVA currently uses multiple manual processes in combination with the old technology to deliver this program to veterans.

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The Home Loan origination system is currently engaged in a modernization effort with an expected project completion in June 2021. In the 2019-21 biennial budget process, the agency requested and received funding to replace the current Home Loan applications. This policy option package continues this work.

This policy option package funds efforts to replace the Home Loan servicing application and is expected to integrate with the new origination system and enable customer facing online account management of their state veteran home loan.

How Achieved The goal is to ensure that the loan origination and servicing solutions can work together to reduce duplication of effort and manual processes, and mitigate longterm risks associated with stop-gap software applications that were introduced to respond to changing federal regulations. An “end-to-end” home loan system combines an origination and a servicing system. The anticipated elimination of duplication of effort will provide staff the ability to perform targeted outreach to traditionally underserved populations, including black, indigenous, and other people of color (BIPOC). In addition, this new software system will significantly improve the veterans’ customer service experience by modernizing the system to allow veterans to access their home loan account information online which is currently not an option for ODVA’s borrowers.

ODVA engaged professional services to help audit the agency’s current technology system’s architecture and business processes. The information from the audit currently informs the technology requirements for a solution, and has been used to identify viable solutions and estimated costs.

Currently the agency is engaged in project planning to procure and implement an origination solution using contracted professional services for project management and business analysis expertise, DAS Enterprise Information Services and DAS procurement to meet all state oversight requirements.

Staffing Impact None.

Quantifying Results The critical components of a home loan origination/loan servicing IT system include: 1. Allow ODVA to better control the three stages of the home loan lending life cycle a. New business origination b. Loan servicing c. Default management PROGRAM UNITS // VETERAN SERVICES // POLICY OPTION PACKAGE 101

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2.

3.

4.

5.

6.

Enable customer-focused experiences Maximize staff efficiency Minimize data input errors Satisfy federal regulatory compliance Allow ODVA to provide enhanced information to veterans.

The results of installing an end-to-end loan origination and servicing system for the Home Loan Program will be measured by the following: 1. Loan file data entry time and processing time 2. Number of regulatory events and negative audit findings 3. Borrower satisfaction 4. Application user satisfaction

Fiscal Impact/Cost $300,000 Other Funds (Loan Program) $100,000 Other Funds (Loan Program) $400,000 Other Funds (Loan Program)

3.

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

Home Loan Program: Program Stabilization and Funding Alignment Purpose The purpose of this policy option package is to financially stabilize the Home Loan Program for future generations and align program expenditures with appropriate funding sources.

ODVA was created 75 years ago to provide Oregon veterans returning home from World War II with a low-interest state home loan. For many years, the ODVA Loan Program was robust and was able to financially support core operations of the agency and subsidize non-related Loan Program activities.

However, as the ODVA loan portfolio shrank and as Federal tax law placed more restrictions on the ability to earn revenues on the Loan Program, ODVA’s ability to subsidize other non-Loan Program activities has reduced.

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This request would help eliminate the ongoing subsidization of Statewide Veteran Services (SVS) and Aging Veteran Services (AVS) activities by the Loan Program, thereby helping to ensure its operations will continue on a long-term, sustainable basis. In addition, this POP would result in more accurate Program cost information assigned to the services actually provided.

How Achieved Monies provided in this request will be used to fully reimburse the Loan Program for the cost of the support services it provides to the SVS and AVS Programs. SVS and AVS Program costs will end up being appropriately funded by Lottery Funds or General Funds and the Loan Program will be fully funded from the operating revenues it generates.

This action will strengthen the financial sustainability of the Loan Program, including providing a greater degree of home ownership opportunities, thereby directly supporting the Department’s goal and strategies discussed above. Implementing this POP would also represent a “best practice” by the Department by carrying out its fiduciary responsibility of being good stewards of its program resources and more accurately reporting on the cost of the services provided.

Staffing Impact None.

Quantifying Results Department costs will be continually tracked and assigned to the appropriate Programs in order to: (1) quantify the level of any ongoing Loan Program subsidization of SVS and AVS for reimbursement purposes; and (2) improve the reporting of the actual costs incurred within each of the Department’s Programs. If this POP is approved and implemented, the Loan Program subsidization of SVS and AVS should be completely eliminated or reduced to largely a de minimis amount.

Fiscal Impact/Cost $390,000 Lottery Funds

Intra-Agency Charges (Services & Supplies)

4. Human Resources Position

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Purpose The purpose of this funding request is to add one (1) FTE Human Resource Analyst 1 position to support the agency’s operational staffing needs. Current staffing consists of 1 management level and one support analyst position to support the agency’s human resource needs.

Due to increased staff retirements, new program development and turn-over in the last two biennia, the human resources section has been challenged to provide a full range of human resource services to agency staff. The Human Resources Section provides services and information to approximately 105 employees located in offices in Salem, Portland, and the Oregon Veterans' Homes located in The Dalles and Lebanon, in a broad spectrum of workforce management issues: labor relations, classification, recruitment, safety, risk management, workers’ compensation, training and development, family medical leaves, reasonable accommodation, affirmative action, diversity, and equal employment opportunity.

The Human Resources Analyst 1 position will provide consultation to agency management and employees and confidential technical and administrative support to the Human Resource Manager and Human Resources Analyst 2 in all areas of personnel administration including recruitment and selection; employee leave issues; employee performance management; personnel action consultation, processing, and record keeping; safety, health, and wellness; and support of collective bargaining activities. The position will guide managers, employees and applicants in recruitment, selection, and new employee orientation processes to help ensure a diverse, equitable and inclusive workforce. The position also assumes the responsibility of agency representative to the Statewide Diversity, Equity and Inclusion Conference, in the planning, development and implementation of the annual conference.

How Achieved The addition of one additional professional level HR position will allow the section to provide timely and confidential support to agency management and employees.

The Human Resources Office has identified the need to reorganize the type and method of work and workloads within the section as a result of the launch of the new Workday systems during the 2019-2020 time period.

Since the implementation of Workday in 2019, associated processes within the agency are still not smooth, requiring significant staff time to make corrections to regular personnel actions (new hires, promotions, transfer-ins) and recruitments. Shadow systems for tracking agency data and information are still needed until process improvements are realized with the Workday system.

Additional HR staff time and resources will be needed to support the planned integration of the iLearn system (employee training management system) and Payroll system into the Workday system in the 2021-2023 biennium.

HR staff have begun to plan Workday training for the ODVA management team, but additional staff time and resources will be needed.

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HR functionality around the development of agency affirmative action plans, safety and wellness policies and programs, and staff development including employee onboarding and training requirements are slow to gain traction with the existing staffing model.

Span of Control reporting and analysis will be a new functionality of the HR Section starting with the 2021-2023 budget development process and moving forward in time. This provides an additional level of complexity to HR work involving personnel and position management.

Staffing Impact (1) Human Resources Analyst position (1.0 FTE) With the proposed addition of one Human Resources Analyst 1 position, duties previously performed by the HRA2 position would be assumed by the new position. This will allow much needed cross-training capabilities with the Workday System, and allow the HRA2 position to assume higher level duties associated with classification and compensation, position management (Workday), safety management, employee training, and assist the Human Resources Manager with employee performance management – including employee investigations, corrective actions, discipline and discharge – and policy development and implementation.

Quantifying Results Human Resources Expected Outcomes - realign human resource duties to include the following duties assigned to the HRA1: 1. Recruitment and Selection – become the subject matter expert on recruitment and selection processes for the agency, to include consultation with managers on position vacancies, position description development, construction of recruitment and selection processes including all processes performed in the Workday System.

2. Workday Systems – cross-train and support the HRA2 in actions relating to the hiring, promotion, and separation of employees in the Workday System, including consultation with managers on processes and procedures and coordination with Payroll on timely processing of employee actions.

3. Employee Leave - provide consultation to managers and employees regarding family medical leave entitlements, qualifications, eligibility, and compliance.

4. Performance Management – provide consultation to managers on the employee performance review processes in Workday.

5. Analysis & Support a) Respond to general requests for information from managers, supervisors, employees and the general public; b) Provide confidential support and assistance to the Human Resources Manager before and during the collective bargaining process; c) Maintain agency files relating to employee grievances, lawsuits, disciplinary actions and other correspondence. Maintain employee databases, i.e. training, driving history and safety records; d) Schedule and conduct new employee orientation and coordinate completion of employment forms. e) Respond to subpoenas and requests for personnel files and employment records. Respond to requests relating to unemployment claims; prepare and complete claims responses. f) Attend Safety Committee meetings, draft minutes, and assist managers to research safety-related issues.

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g) Assist with the coordination of new Wellness programs, policies, and initiatives.

Fiscal Impact/Cost $171,911 Lottery Funds $ 13,089 Lottery Funds $185,000 Lottery Funds

Personal Services (HR Analyst 1 Position) Services & Supplies (HR Analyst 1 Position) TOTAL

5. Anticipated higher operating costs for the Oregon Veterans’ Homes due to COVID-19 Purpose The purpose of this policy option package is to provide adequate expenditure limitation to respond to anticipated increased costs in providing care to veterans in the two Oregon Veterans’ Homes due to the current and ongoing COVID-19 pandemic.

In March 2020, the Lebanon Veterans’ Home was the first skilled nursing care facility in the state to respond to the COVID-19 pandemic. The cost for direct care to respond to the virus along with the ongoing operational challenges the agency has experienced has resulted in equipment and supply costs that have increased in a short period of time.

During the outbreak of the COVID-19 pandemic, the Lebanon Veterans’ Home was experiencing additional costs related to the COVID-19 outbreak of approximately $160,000 per month. The Dalles Veterans Home has been impacted by COVID-19, but to a lesser degree. Medical experts are anticipating that in future years, seasonal outbreaks of the COVID-19 virus will continue but the severity of these seasonal outbreaks is uncertain. Since these costs are not included in our existing budget, we are requesting additional Other Funds expenditure limitation for the 2021-23 biennium.

How Achieved ODVA is currently tracking additional costs, which include an increase in supplies inventory, decontamination equipment and personnel costs to provide the best care to our veteran residents as possible. ODVA will use these data points to plan for future operational needs to ensure there is the ability to keep residents that are entrusted to our care safe through COVID-19.

Staffing Impact None.

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Quantifying Results Results will be measured by ODVA’s ability to respond quickly to ensure the health and safety of veteran residents and staff members.

Fiscal Impact/Cost $3,000,000 Other Funds (Home Program) Revenue Source: $ 400,000 OF (Loan Program) $ 750,000 LF $ 390,000 LF $ 185,000 LF $3,000,000 OF (Home Program) $4,725,000 TOTAL

Professional Services (Services & Supplies)

Loan Modernization System (Capital Outlay) Conservatorship System (Capital Outlay) Program Stabilization/Funding Alignment (Services & Supplies) Human Resource Analyst ($171,911 Personal Services, $13,089 Services and Supplies) Veterans’ Home Potential Higher Operating Costs (Services & Supplies)

GRAND TOTALS $ 171,911 LF $ 403,089 LF $ 750,000 LF $1,325,000 LF

TOTAL Personal Services TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$3,000,000 OF $ 400,000 OF $3,400,000 OF

TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$4,725,300

TOTAL

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Policy Option Package 102: Mobilize Partnerships to Support Veterans Introduction ODVA collaborates with federal, tribal, state and local governments, non-profit and service organizations to provide the veterans’ perspective to key outcome areas in health/wellness and education/economic opportunity. ODVA has concentrated efforts on mobilizing partnerships with the goal of leveraging existing resources that can ultimately reduce the need for back-end safety net systems for veterans.

The passage of Measure 96 in 2016 resulted in the development of several grants that funded critical gaps in services to veterans and leveraged the service systems of partners to ensure veterans across a diverse population have access to the resources they need.

This policy option package continues funding for grants that directly serve vulnerable and student veteran populations by: 1. Leveraging ODVA’s partnership with the Oregon Department of Transportation to provide operations and purchased services grants to eligible Special Transportation Funds (STF) Agencies to provide free medical appointment transportation services to veterans in rural communities.

2. Providing grant funding to partner organizations delivering direct resources to veterans in Oregon with ODVA’s Veteran Services Grants.

3. Leveraging the work of college campus veteran resource centers with the ODVA’s Campus Veteran Resource Grant to expand services for veterans and assist with their successful graduation and transition back to civilian workforce.

4. Partnerships with college and trade schools to provide direct grant support to student veterans to keep them on a path to graduation when their GI Bill benefits are paused due to the unavailability of courses.

1. Renew Rural Veteran Healthcare Transportation Grant Purpose The purpose of the grants is to provide free transportation to veterans in rural areas seeking healthcare (physical or mental) at Veteran’s Administration (VA) facilities, VA-authorized health centers, and other healthcare facilities. The goal of the RVHT program is to overcome transit-based barriers between veterans living in rural areas and the healthcare services they have earned.

In the 2019 Legislative Session, $500,000 in one-time monies was provided to the Department to develop this new grant program. This policy option package renews the funding currently available in order to provide critical medical transportation to veterans in rural areas that are not currently eligible to utilize the federal highly rural transportation grant funding.

How Achieved PROGRAM UNITS // VETERAN SERVICES // POLICY OPTION PACKAGE 102

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ODVA has partnered with the Oregon Department of Transportation (ODOT) to administer this program. Grants are made to eligible Special Transportation Fund (STF) Agencies to inspire innovative local solutions to transit challenges. ODOT worked with Regional Transit Coordinators (RTCs) for outreach and solicitation of eligible STF Agencies in their areas to submit proposals. Outreach was made to all nine of Oregon’s federally-recognized Tribes as well as counties and districts featuring eligible rural census tracts.

A Rural Veterans Healthcare Transportation Steering Committee, which includes ODVA staff, will meet in mid-November 2020 to evaluate the first quarter of reported outcomes. These reports will be shared with the Public Transportation Advisory Committee on a quarterly basis.

Staffing Impact None Quantifying Results • Service Metrics o Rides o Service Hours o Service Miles • Outreach o Events held o Veteran contacts made o Publications developed • Mobility Management o Trip plans developed o Veterans trained in transit services available o Ride coaching sessions delivered • How will the organization improve their services with a focus on equity, diversity and inclusion?

Fiscal Impact/Cost $500,000 Lottery Funds $500,000 pass-through to ODOT (Special Payments)

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2. Campus Veteran Resource Grant Purpose The purpose of the Campus Veteran Resource Center grant program is to augment existing campus programs that help veterans successfully transition from military service to college life, succeed in college and complete educational goals, and transition from college to the workforce in the community.

In the 2017 Legislative Session, $1,000,000 in one-time monies was provided to the Department to develop the Campus Veteran Resource Grant program.

During the 2019 Legislative Session, $1,000,000 was renewed as one-time monies. This 2021-23 budget request of $500,000 is made to renew a portion of the funding from the previous biennium. The full amount from prior biennia is not being requested due to the projected decrease in available Lottery Fund revenues.

How Achieved Campus veteran resource centers (CVRC’s) provide a place for veterans to get assistance and support from campus resource coordinators, connect with other veterans, study, and network. Centers also serve as a “home base” on campus where a campus coordinator is available to help veterans’ transition to campus life, support them while completing their education, and assist in the transition from the campus to the workforce. Campus coordinators are also able to connect veterans with local, state, county and federal resources and serve as a critical link to the county veteran service officers who provide advocacy for veterans obtaining federal benefits.

The purpose of this program will be achieved by increasing the capability and capacity of campus veteran resource center programs, including training campus veteran coordinators, purchasing computer and other equipment and supplies, hiring additional staff, hosting veteran events, facilitating access to workforce and community resources that were not previously available and meeting other identified needs for the successful and continued operation of the existing centers and coordinators. Submissions for funds require a detailed proposal of the applicant’s plan to achieve the objectives of the program. Approved proposals will undergo quarterly monitoring.

Staffing Impact None Quantifying Results Results are individual to each proposal. Proposals must submit their project goals as SMART (specific, measurable, achievable, relevant, timebound?) goals, meaning they must provide how their goals are Specific, Measurable, Attainable, Relevant and Timely. The goals must also address the following.

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• • • •

Number of veterans and veterans’ families served.

Ways in which the project will directly impact and benefit veterans based on proposal goals.

How the organization will improve services with a focus on equity, diversity and inclusion.

Number and type of events offered on campus or in the community.

Fiscal Impact/Cost $500,000 Lottery Funds $500,000 pass-through to public universities and community colleges (Special Payments)

3. Veteran Services Grant Purpose The purpose of the Veteran Services grant program is to provide direct services to Oregon veterans by expanding outreach and services to all veterans, or to promote: • • • • • • •

Mental health care or physical health care; Housing security; Employment opportunities and employment stability; Education and training opportunities; Transportation accessibility and availability; Critical services for veterans within a community or region or on a statewide basis provided by a veterans’ service organization; or Supporting existing programs identified by the Veterans’ Affairs Advisory Committee.

In the 2017 Legislative Session, $550,000 was provided to the Department to develop the Veteran Services Grant program. During the 2019 Legislative Session, an additional $500,000 was provided to the Department as one-time monies to expand the amount of grant funds available to a total of $1,070,900. This 202123 budget request of $250,000 is made to renew a portion of the one-time funding that was provided in the previous biennium. The full amount from prior biennia is not being requested due to the projected decrease in available Lottery Fund revenues. If the POP request is approved, the total amount of Veteran Services Grant funding would be $845,449 for 2021-23.

How Achieved With these grants ODVA leverages resources with partner organizations who are deeply committed to serving veterans in their communities. The Veteran Services grants provide opportunities for new and innovative ways in which to better serve veterans, including those who have been historically underserved PROGRAM UNITS // VETERAN SERVICES // POLICY OPTION PACKAGE 102

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(people of color, women, LGBTQ, etc.). Previous grants have been awarded to counties, police departments and legal clinics among others. Grants have been leveraged with local services to assist veterans in transitioning out of homelessness, accessing physical and mental health services, and legal assistance including economic issues and housing and homelessness.

ODVA tracks grant recipients' use of funds and program progress on a quarterly basis to ensure programs are meeting their goals.

Staffing Impact None.

Quantifying Results Results are individual to each proposal. Proposals must submit their project goals as SMART goals, meaning they must provide how their goals are Specific, Measurable, Attainable, Relevant and Timely. The goals must also address the following.

• Number of veterans (and families) served.

• How does the project(s) meet the needs, directly impact and benefit veterans?

• How will the organization improve their services with a focus on equity, diversity and inclusion?

• Types of events offered in the community.

Fiscal Impact/Cost $250,000 Lottery Funds $250,000 pass-through grants to community partners (Special Payments)

4. Veterans’ Educational Bridge Grant Program Purpose The Veteran Educational Bridge Grant is administered by ODVA to help student veterans achieve their educational goals. This grant is specifically designed to provide support to student veterans that find themselves stalled in their academic programs due to the unavailability of a required course. Student veterans who utilize the veteran GI Bill receive a housing stipend while enrolled full-time. The result of the unavailability of a course that jeopardizes their full-time status can cause financial strain, often forcing veterans to go back to work without completing their educational goals. The Veteran Educational Bridge Grant alleviates some of the financial stress that may be encountered when attempting to complete a program by offering grants of up to $5,000 to veterans that meet the eligibility requirements. As a result of COVID 19 and the ongoing impact to colleges, universities, and On-the-Job Training programs, course availability has been

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impacted. The resulting current demand for these grants by student veterans awaiting classes and practicums shows that the program is a vital safety net for veterans when their schooling is impacted.

In the 2019 Legislative Session, $447,719 ($300,000 of grant funds and $147,719 for an FTE) in one-time monies was provided to the Department to develop this new grant program. This 2021-23 budget request of $325,000 is made to renew a portion of the one-time grant funding ($150,000) and retain the limited duration position that was provided in the previous biennium. The full amount of grant funding from the prior biennia is not being requested due to the projected decrease in available Lottery Fund revenues.

How Achieved - Provide financial assistance to veterans who are unable to complete a degree program within the expected completion period due to the timing of course offerings.

- Help student veterans complete their programs - Provide timely processing of applications - Increase the veterans’ successful transition to civilian career/life Staffing Impact Continuation of 1 Limited Duration FTE Quantifying Results - Provide grants of up to $5,000 to veterans meeting eligibility requirements o Number of grants awarded o Total applications received o Average award amount o Total funds awarded to date - Completion of chosen training/academic program o Have secured agreement from every awardee to follow up in the fall to get a status update on program progression o Tracking completion rates - Issue decisions of completed applications within 3 business days and have payments issued within 7 business days o The coordinator turnaround time o The manager turnaround time o Total turnaround time to finance for issuing check processing - Successful completion of the chosen program and ability to find work within the intended field PROGRAM UNITS // VETERAN SERVICES // POLICY OPTION PACKAGE 102

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o o

Have secured agreement from every awardee to follow up in the fall to get a status update on program progression Will track employment/path to employment rates through direct follow up with veterans

Fiscal Impact/Cost $325,000 Lottery Funds

Revenue Source: $1,400,000 LF $ 162,372 LF $ 12,628 LF $1,575,000 TOTAL GRAND TOTALS $1,400,000 LF $ 162,372 LF $ 12,628 LF $1,575,000 LF

$150,000 pass-through to individuals (Special Payments) and $175,000 for a position to administer the program ($162,372 Personal Services and $12,628 Services and Supplies)

Grant Programs (Special Payments) Bridge Grant FTE (Personal Services) Bridge Grant (Services & Supplies)

TOTAL Special Payments TOTAL Personal Services TOTAL Services & Supplies TOTAL

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2019-21 VETERANS’ HOME LOAN PROGRAM ORGANIZATION CHART ADMINISTRATION 19/21 = 3 POSITIONS (3.0 FTE)

HOME LOAN SERVICES

DIRECTOR’S OFFICE

Loan Origination Loan Servicing

Information Services Information Mgmt.

Human Resources

19/21 = 12 POSITIONS (12.0 FTE)

FINANCIAL SERVICES DIVISION

FACILITY AND CONSTRUCTION MANAGEMENT

19/21 = 10 POSITIONS (10.0 FTE)

19/21 = 8 POSITIONS (8.0 FTE)

19/21 = 14 POSITIONS (13.79 FTE)

Total 2019-21 Veterans’ Home Loan Program Positions 47 Positions (46.79 FTE)

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2021-23 VETERANS’ HOME LOAN PROGRAM ORGANIZATION CHART ADMINISTRATION 21/23 = 3 POSITIONS (3.0 FTE)

HOME LOAN SERVICES

DIRECTOR’S OFFICE

Loan Origination Loan Servicing

Information Services Information Mgmt.

Human Resources

21/23 = 12 POSITIONS (12.0 FTE)

FINANCIAL SERVICES DIVISION

FACILITY AND CONSTRUCTION MANAGEMENT

21/23 = 10 POSITIONS (10.0 FTE)

21/23 = 8 POSITIONS (8.0 FTE)

21/23 = 14 POSITIONS (13.79 FTE)

Total 2021-23 Veterans’ Home Loan Program Positions 47 Positions (46.79 FTE)

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HOME LOAN PROGRAM EXECUTIVE SUMMARY Focus Area:

Thriving Statewide Economy, Healthy and Safe Communities

Program Contact:

Cody Cox / 503-373-2170

Veterans' Home Loan Program Other Funds

ORVET Loan Portfolio

Total Expenditures - Other Funds

$24,000,000

4,500

$18,000,000 3,000 $12,000,000 1,500

$6,000,000

$-

2009-11

2011-13

2013-15

2015-17

2017-19

2019-2021

2021-2023

2023-2025

2025-2027

Number of Home Loans

6,000

$30,000,000

-

Note: 2015-17 and prior are Actuals, 2017-19 is LAB, future biennia is ARB and projected thereafter on inflation basis.

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Program Overview Wanting to provide a benefit to World War II veterans returning home, Oregon citizens voted in 1945 to create a Veterans’ Home Loan program, establishing it in Article XI-A of the Oregon Constitution. Identified as the Home Loan program, this historically self-sufficient program provides low-interest rate mortgages on single-family owner-occupied homes to qualified veterans.

Program Funding Request The budget proposal for the next three biennia are as follows: Biennium 2021-2023 2023-2025 2025-2027

Other Funds $18,503,420 $19,728,346 $21,034,363

The program is funded primarily by revenues derived from mortgage loan and contract repayments, proceeds from bond sales, fee and rental income and investment earnings. The 2021-23 funding proposal will provide the ability to originate and service loans for the Home Loan Program, and the necessary core operations of the department.

Proposals for future biennia currently include inflation factors; however, at the end of each biennia the Department will evaluate current operational and staffing needs and will adjust accordingly.

Program Description Oregon is one of only five states in the nation that have been grandfathered under federal tax law to offer a state veteran home loan program; the other four states include Alaska, California, Texas, and Wisconsin. The concept behind the veteran home loan programs is that these states want to provide an enhanced housing benefit to their veterans for their past service and sacrifice. Historically, this enhanced housing benefit has generally resulted in significantly lower home loan interest rates than are normally available in the marketplace, which have been achieved through the issuance of tax-free, state general obligation bonds called Qualified Veteran Mortgage Bonds (QVMB). Through this program, veteran borrows can generally save between $15,000 to $50,000 by obtaining a 30-year ODVA Home Loan compared to similar products available in the conventional market. QVMB’s have limitations on how they can be used, most notably, borrowers must apply for a loan within 25 years of discharge from military service and funds cannot be used for refinancing. The Home Loan Program also has access to limited amounts of less restrictive bond monies from which it can also make loans to veterans who apply for a loan after 25 years from date of PROGRAM UNITS // HOME LOAN PROGRAM // EXECUTIVE SUMMARY (107BF02)

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discharge. It is this money that is being used to finance loans made to Oregon’s veterans that were made eligible as a result of the passage of Measure 70 in 2010. The program offers financing up to the Fannie Mae limit, currently $510,400 as of January 1, 2020.

Partnering with private mortgage brokers and lenders across the state in a unique public-private partnership allows veterans anywhere in the state to access the benefit which they have earned. These partnerships allow the Home Loan program access to every community, while minimizing the need for individual field offices throughout the state.

Since 1945, the program has provided more than $7.9 billion of low-interest loans to more than 335,000 veterans and at one time, the Oregon Department of Veterans’ Affairs (ODVA) was one of the largest lenders in the state with a portfolio of more than 140,000 loans. In addition to originating loans, the program currently services all of its loans. The benefit to the veteran of ODVA servicing its own loans, is the enhanced customer service provided to the veterans and their families, as well as the flexibility and ability to restructure loans if the veteran borrower experiences financial hardship.

The program has been most robust when large numbers of veterans returned to Oregon, such as after World War II, the Korean War, and the Vietnam War. However, since those conflicts, warfare has changed and large “draft” armies are not being deployed, which means large numbers of veterans are not returning to Oregon seeking loans. In recent years, that fact, coupled with the current housing market recession, high unemployment and underemployment, low conventional mortgage rates, and the inability to use QVMB monies for refinancing, has resulted in a significant portfolio reduction in this program. The portfolio as of June 30, 2020 was approximately 1,777 loans totaling more than $347 million.

Cost Drivers – The largest cost drivers for the program are bond interest costs, personnel costs and operational services and supplies costs. As of June 30, 2020, ODVA had approximately $394 million in bond indebtedness, with approximately 18% of the portfolio in variable rate bonds and 82% fixed rate. In the recent low interest rate environment, the variable rate debt has been extremely beneficial to be able to offer a low interest rate on mortgage loan product. Personnel costs include direct loan program staff and support staff. Operational services and supplies costs include expenses related to the program and certain veteran services expenses unaffiliated with the loan program.

Program Justification and Link to Focus Areas ODVA’s home loan program impacts across multiple State focus areas, but particularly Healthy/Safe community and Thriving State Economy.

The connection between home ownership and the local economy includes multiple levels. From the builders and construction workers who construct the home, to the realtors and mortgage brokers that market and qualify borrowers for the home, to the title company employees and bank employees who fund the loans, PROGRAM UNITS // HOME LOAN PROGRAM // EXECUTIVE SUMMARY (107BF02)

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to the actual borrower who needs employment for a paycheck to pay the mortgage – jobs are provided and prosperity is enhanced when housing purchases are made. Additionally, local governments are funded through property tax revenues and communities strengthened when homeowners have a vested interest in their neighborhood.

Home ownership has always been a key factor in economic recovery. Throughout the state’s economic cycles, the Home Loan has consistently been an attractive product for the state’s 290,000 veterans. Through strict attention to quality underwriting, accurate loan servicing and lower delinquent rates, the Home Loan provides Oregon’s veterans a home loan program with fiscal integrity and an opportunity for home ownership with historically low interest rates, earned through their service in the United States Armed Forces.

Program Performance

*The most recent quarterly delinquency information available is for March 31, 2020.

Federal VA

Conventional

ODVA

6.00% Percent Delinquent

Low Delinquency Rate The Home Loan program has a consistent record of significantly lower delinquency rates than comparable Federal VA or Conventional loan products. Quality underwriting, avoidance of adjustable rate mortgages and a willingness to work with delinquent borrowers on modified repayment plans all contribute to lower delinquency rates than comparable products. Chart shows loans delinquent greater than 90 days for conventional fixed rate loans.

4.50% 3.00% 1.50% 1.45%

0.00%

1.61%

1.45%

0.80%

0.80%

0.91%

0.91%

0.42%

0.60%

2012 2013 2014 2015 2016 2017 2018 2019 2020 June 30

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Number of ORVET Home Loans by County Statewide Loans - Committed to providing service to veterans wherever they live in the state, the Home Loan program partners with mortgage brokers and lenders in communities statewide. From large banks to single-person mortgage broker offices, the program continually seeks to maintain and expand its partnerships. Over the past five years, nearly all loan originations have come through broker and lender partners.

The graph shows the number of current ORVET home loans by county as of June 30, 2020.

Enabling Legislation/Program Authorization The Home Loan program is established in Article XI-A of the Oregon Constitution and has statutory authority via ORS Chapter 407.

Funding Streams The Home Loan program is a self-supporting program, using Other Funds only. These Other Funds monies are Constitutionally-dedicated for certain veteran programs. Revenues are derived from loan and contract repayments, proceeds from bond sales, fee and rental income and investment earnings. No General Fund monies are used in its operations.

In addition to being Constitutionally-dedicated, Loan Program funds are restricted in their use by federal tax law, bond covenants, standby bond purchase agreements and liquidity provider agreements.

2021-23 Funding Proposal The 2021-23 funding proposal for the Home Loan Program maintains the program at current service level. Major budget components besides operational cost include a capital project related to modernization of the Home Loan servicing application.

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VETERANS’ HOME LOAN PROGRAM HISTORICAL OPERATING BUDGET COMPARISON $19,000,000 $18,503,420

$18,500,000 $18,000,000

OTHER FUNDS

$17,500,000

$17,268,255

$17,000,000 $16,500,000 $16,000,000

$16,417,830 $16,064,672 $15,519,622

$15,477,065

2011-13 L.A.B.

2013-15 L.A.B.

2015-17 L.A.B.

2017-19 L.A.B.

2019-21 L.A.B.

2021-23 A.R.B.

$16,064,672

$15,519,622

$15,477,065

$16,417,830

$17,268,255

$18,503,420

$15,500,000 $15,000,000 $14,500,000 $14,000,000 $13,500,000 OPERATING BUDGET

L.A.B. – Legislatively Adopted Budget A.R.B. – Agency Request Budget **Includes all Packages but excludes Nonlimited and Capital Construction Expenditures.

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HOME LOAN PROGRAM NARRATIVE Home Loan Program Environmental Factors and Trends Limited Funding Sources and Product – Due to a change in federal tax law, there are limited sources of funding available for those veterans that apply for a home loan more than 25 years after they have left active duty service. In November 2010, Oregon voters overwhelmingly passed Ballot Measure 70 allowing an amendment to the Oregon Constitution which now makes the Oregon Veterans’ Home Loan program a lifetime benefit. Monies derived from pre-Ullman bond refunding’s (general obligation bonds originally issued prior to 1981) are available to continue to fund these loans. However, these funding sources are limited, and while some funds will be available during the 2021-2023 biennium, the availability of these monies in future periods will decline.

Qualified Veterans Mortgage Bonds (QVMB) are tax-free, state general obligation bonds. This is the type of money generally used to fund the majority of veteran Home Loans in Oregon. Currently, federal law limits the use of this money to purchase only loans and does not allow loans to be made to veterans who are 25 years past discharge from military service.

Inability to Refinance Loans or Lend to Veterans Discharged More Than 25 Years - Because of the uncertain economic conditions, a predominate amount of customer interaction involves requests for a refinance product. Qualified Veterans Mortgage Bonds (QVMB) are tax-free, state general obligation bonds and may not be used to refinance homes. This is the type of money generally used to fund the majority of veteran Home Loans in Oregon. Currently, federal law limits the use of this money to purchase only loans and does not allow loans to be made to veterans who are 25 years past discharge from military service.

Home Loan Market – Interest rates, home prices and general economic conditions can help or hinder ODVA’s home loan program. Both the Oregon and national economy is gradually improving. Consumers continue to be cautious with discretionary expenditures thereby resulting in flat or slow growth in several key industry areas. Banks suffered billions of dollars in real estate related write-downs thereby leading them to tighten down on their credit underwriting. Until the well-being of the consumer and financial institutions improve markedly, economic growth likely will continue to be limited.

Home Values – As the effects of the housing crisis diminish, a new set of challenges are encountered. In the face of historically low home interest rates, housing prices have increased substantially, returning to pre-crisis levels. This rapid increase has created a shortage of available inventory creating a seller’s market.

Many prospective home purchasers are either priced out of the market or unsuccessful in winning bidding wars.

Nonperforming Assets - Close monitoring of nonperforming assets and early intervention with borrowers who become delinquent will continue to be an important issue.

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Program Details Oregon is one of only five states in the nation that have been grandfathered under federal tax law to offer a state veteran home loan program. Historically, this state housing benefit has resulted in significantly lower home loan interest rates than are normally available in the marketplace. The program offers financing up to the Fannie Mae limit, currently $510,400 as of January 1, 2020.

Customers: Home Loan customers include veterans, private-sector mortgage lenders, realtors, mortgage brokers, appraisers, title companies, insurance companies, and credit reporting agencies. The Department also has partnered in the past with Oregon Housing and Community Services (OHCS) to make taxexempt funds available through OHCSD for low- and moderate-income housing.

Source of Funding: Other Funds. Primary sources of revenue consist of loan and contract-related repayments, investment earnings, fee and rental income, and proceeds from bond sales.

Expenditures: $18,503,420 Other Funds.

Positions and FTE: 2021-23 Agency Request Budget funds 12 positions (12.0 FTE) for Direct Loan Services and 35 (34.79 FTE) other agency operational positions, for a total of 47 (46.79 FTE) positions.

Workload: The Home Loan Program has been most robust when large numbers of veterans returned to Oregon, such as after World War II, the Korean War, and the Vietnam War. However, warfare has changed and large “draft” armies are not being deployed; which means large numbers of veterans are not returning to Oregon seeking loans. In recent years, fewer veterans, coupled with the housing market recession, high unemployment, low conventional mortgage rates, and the inability to use QVMB monies for refinancing, has constrained the size of the home loan portfolio. As of June 30, 2020, the portfolio included approximately 1,777 loans totaling more than $347 million.

Funding Proposal Expected Results The Agency Request Budget would provide spending authority to the Veterans’ Home Loan program that will assist the Department with meeting the following goals: •

Maintain the fiscal integrity of the Veterans’ Home Loan program The Department is responsible for the repayment of approximately $394 million of the state’s outstanding general obligation debt as of June 30, 2020. When available and appropriate, early bond calls and special redemptions will be utilized to reduce payments for debt service. Through strict attention to quality underwriting, accurate loan servicing, and when necessary, timely collection activities, the successful operation of the Veterans’ Home Loan program will continue. State-owned (foreclosed) properties will continue to be closely monitored in order to maximize returns.

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Delinquencies and non-performing assets will continue to be closely monitored, and early intervention will be employed to assist borrowers and to protect the Department’s interests. During the biennium, the Department will strive to keep its delinquent accounts (90 or more days delinquent and active foreclosures) to 1.5 percent or less of all outstanding accounts.

•

Provide more Oregon veterans with an opportunity for home ownership The Department will continue to use the proceeds arising from the sale of tax-exempt Qualified Veterans’ Mortgage Bonds to fund home loans.

With Oregon National Guard units serving in the Middle East, the Department anticipates that the pool of post-1976 eligible veterans will grow in time. The Department will continue its outreach efforts to this new group of veterans, ensuring that they are fully informed of the benefits available to them and the potential savings in housing costs available to them, generally ranging between $15,000 to $50,000.

•

Improve service delivery through additional business partners The Department will continue to expand its statewide network of mortgage lenders and brokers who originate ODVA home loans. To help further develop these partnerships, ODVA requested and received funding to add a business development position within the department during the 201921 biennium. By providing local access to ODVA home loans via ODVA-approved lenders and brokers, additional veterans may be served in their local communities.

•

Enhance efficiency and customer service by replacing two separate antiquated systems with new integrated loan origination and servicing systems.

•

Plans to implement database infrastructure to provide access to web-based tools to assist veteran borrowers and Loan Program partners.

Revenue Sources/Proposed Revenue Changes Revenue Sources - The Veterans' Home Loan program operates solely on Other Funds. These Other Fund monies consist of loan and contract repayments, proceeds from bond sales, fee and rental income, and investment earnings. No General Fund monies are used in its operations. The Veterans’ Home Loan program requires no matching funds.

Limits on Use of Revenue - Limitations on revenue usage exist since these funds are derived from tax-exempt debt issued by the State of Oregon. Thus, the use of these revenues must be compatible with federal tax laws and Oregon's constitutional and statutory authority. A listing of constitutionally authorized uses, (subject to applicable federal tax restrictions) is provided in the Revenues portion of this document.

Basis for Estimates - A variety of factors were used to produce the estimate for the 2021-2023 base budget. Included were estimates of loan and contractrelated repayments, investment earnings, fee and rental income, and proceeds from bond sales. Loan and contract related repayments consist of payments PROGRAM UNITS // HOME LOAN PROGRAM // NARRATIVE (107BF02)

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received by the Department from its mortgagors and contracts for principal, interest, taxes and insurance. Historical payment patterns were used to help make the projections. Historical earnings performance was also used, along with projected earning rates, estimates of the size and type of investments, and projected investment terms to forecast the Department’s investment earnings. Fee and rental income consist of payments received from the Department’s mortgagors for a variety of loan-related services, and for the leasing of space in the Veterans’ Building. Historical payment trends and projections relevant to the increase/decrease of fee-based transactions and rental and leasing activities were utilized to produce an estimate for the biennium.

Changes in Revenue Sources

There are no proposed revenue source changes.

Proposed Legislation Technical Amendments Relating the Home Loan Program Amends ORS Chapter 407, relating to the agency’s home loan program, to correct changes made through Senate Bill 36 (2019) that eliminated a number of statutory provisions that were outdated or no longer in use in administering the Home Loan Program. Inadvertently, the Department’s explicit statutory authority to offer certain types of lending products was also removed (e.g. limited loan refinances permitted under federal tax law). This concept gives ODVA explicit statutory authority to offer a number of different loan products.

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Policy Option Package 101: Strengthen Outdated IT Systems and Operations Introduction In 2016, 84 percent of Oregonians voted to constitutionally allocate 1.5% of Lottery net proceeds to support veteran services in Oregon. Not since WWII and the creation of the agency 75 years ago, had Oregon made such a historic investment in veteran services to provide new and expanded state resources that were responsive to the changing demographics of more than four generations of veterans serving from WWII to today’s conflicts.

Along with efforts to implement new and support enhanced programs created by Measure 96 Lottery funding, ODVA continues work to strengthen operational efficiencies by modernizing critical aging technology, balancing staffing levels to ensure benefit delivery, and providing fiscally sound stewardship of all state veteran program resources to properly manage financial risks.

Through this policy option package, ODVA aims to continue to strengthen ODVA’s core programs and operations by: 1. Continuing to fund modernization efforts to replace aging technology for the Conservatorship Program 2. Continuing to fund modernization efforts to replace aging technology for the Veteran Home Loan Program 3. Funding one new core operational HR support staff 4. Continuing alignment of funding and program stabilization for the Veteran Home Loan Program 5. Anticipating potentially higher operation costs for the Oregon Veterans’ Homes due to COVID-19 1. Conservatorship Program Technology Modernization Purpose The purpose of this funding request is to continue efforts to improve the Conservatorship and Representative Payee Program services for veterans by replacing outdated technology that manages the approximately $30 million in client assets and create efficiencies to program delivery service models.

The current Conservatorship System application was developed in-house throughout the 1990’s and early 2000’s and enables court-appointed ODVA conservators and trust officers to deliver critical conservatorship and representative payee services to the state’s most vulnerable veterans. These veterans rely on ODVA and the Conservatorship System to manage and care for all of their financial needs.

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How Achieved Based on current biennium project work, the goal is to procure a Conservatorship solution that will significantly reduce the technology risk that currently exists due to outdated legacy applications (COBOL) and the dependency on a single contracted application developer by implementing current technologies that can be managed and integrated with other agency systems.

In the 2019-21 biennial budget process, the agency was still in early planning stages and requested and received funding to replace the current Conservatorship application. ODVA procured professional services to provide project management and business analysis services to meet all state oversight and planning requirements. Currently, ODVA is engaged with these professional services and EIS for project planning and oversight and other aspects of the project planning to include an initial solution and vendor research to inform the business case; application architecture mapping, baseline requirement gathering; initial business process analysis; business case development; and planned project timelines.

ODVA anticipates being ready to release a Request for Proposal by Summer 2021.

This policy option package seeks funding to procure a solution and services to implement a new Conservatorship application during the 2021-23 biennium.

Staffing Impact None.

Quantifying Results The Conservatorship project will implement a proven solution for the Conservatorship Program’s inefficient and dated systems that all too often depends on manual processes. Further, the project provides avenues to manage staff workload by providing tools for them to do their work more efficiently.

Expected Outcomes include: 1. Significant risk mitigation by eliminating the current dependencies on: a. A single, contracted application developer b. Legacy and largely unsupported application language and platform 2. Improved staff efficiency and accuracy through: a. Automated workflow processes b. User-friendly interface PROGRAM UNITS // HOME LOAN PROGRAM // POLICY OPTION PACKAGE 101

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3.

4.

5.

6.

c. Re-architected data model and database architecture for improved reporting, querying and data retrieval Long-term support and sustainability for the ODVA Conservatorship Program and System application a. Modern architecture to allow readily available skill sets to support the system b. Reduced dependency on IT staff to support business functions Integration of the Conservatorship System into other existing and future ODVA core program applications a. Business intelligence b. Improved customer service models Provides for future flexibility to meet potential changes to the business needs of the ODVA Conservatorship Program Increased ODVA Conservatorship Program capacity a. Improved case management tools that are integrated with the accounting portion of the system to eliminate rekeying and manual coordination and record-keeping between the two standalone systems.

Fiscal Impact/Cost Cost for implementing a new Conservatorship System in the 2021-23 biennium: $500,000 Lottery Funds $250,000 Lottery Funds $750,000 Lottery Funds

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

2. Home Loan Servicing Modernization Purpose The purpose of this funding request is to continue to invest in modernizing the Home Loan Program information systems that ensure delivery of one of the agency’s core benefits to veterans in Oregon, improve agency performance, and to mitigate risks associated with aging technologies.

For 75 years, the agency has originated and serviced state home loans for veterans. ODVA’s Veteran Home Loan Program is a constitutionally authorized program for Oregon veterans. The agency last updated its loan servicing technology in 1999, investing nearly $1 million to customize a commercial off-the-shelf software (COTS) system that would address a number of issues including servicing a unique subset of loans that originated in the 1980’s. The systems that were implemented over 20 years ago do not meet the needs of the agency’s current business model and do not meet the expectations of our veteran borrowers.

ODVA currently uses multiple manual processes in combination with the old technology to deliver this program to veterans.

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The Home Loan origination system is currently engaged in a modernization effort with an expected project completion in June 2021. In the 2019-21 biennial budget process, the agency requested and received funding to replace the current Home Loan applications. This policy option package continues this work.

This policy option package funds efforts to replace the Home Loan servicing application and is expected to integrate with the new origination system and enable customer facing online account management of their state veteran home loan.

How Achieved The goal is to ensure that the loan origination and servicing solutions can work together to reduce duplication of effort and manual processes, and mitigate longterm risks associated with stop-gap software applications that were introduced to respond to changing federal regulations. An “end-to-end” home loan system combines an origination and a servicing system. The anticipated elimination of duplication of effort will provide staff the ability to perform targeted outreach to traditionally underserved populations, including black, indigenous, and other people of color (BIPOC). In addition, this new software system will significantly improve the veterans’ customer service experience by modernizing the system to allow veterans to access their home loan account information online which is currently not an option for ODVA’s borrowers.

ODVA engaged professional services to help audit the agency’s current technology system’s architecture and business processes. The information from the audit currently informs the technology requirements for a solution, and has been used to identify viable solutions and estimated costs.

Currently the agency is engaged in project planning to procure and implement an origination solution using contracted professional services for project management and business analysis expertise, DAS Enterprise Information Services and DAS procurement to meet all state oversight requirements.

Staffing Impact None.

Quantifying Results The critical components of a home loan origination/loan servicing IT system include: 1. Allow ODVA to better control the three stages of the home loan lending life cycle a. New business origination b. Loan servicing PROGRAM UNITS // HOME LOAN PROGRAM // POLICY OPTION PACKAGE 101

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2.

3.

4.

5.

6.

c. Default management Enable customer-focused experiences Maximize staff efficiency Minimize data input errors Satisfy federal regulatory compliance Allow ODVA to provide enhanced information to veterans.

The results of installing an end-to-end loan origination and servicing system for the Home Loan Program will be measured by the following: 1. Loan file data entry time and processing time 2. Number of regulatory events and negative audit findings 3. Borrower satisfaction 4. Application user satisfaction

Fiscal Impact/Cost $300,000 Other Funds (Loan Program) $100,000 Other Funds (Loan Program) $400,000 Other Funds (Loan Program)

3.

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

Home Loan Program: Program Stabilization and Funding Alignment Purpose The purpose of this policy option package is to financially stabilize the Home Loan Program for future generations and align program expenditures with appropriate funding sources.

ODVA was created 75 years ago to provide Oregon veterans returning home from World War II with a low-interest state home loan. For many years, the ODVA Loan Program was robust and was able to financially support core operations of the agency and subsidize non-related Loan Program activities.

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However, as the ODVA loan portfolio shrank and as Federal tax law placed more restrictions on the ability to earn revenues on the Loan Program, ODVA’s ability to subsidize other non-Loan Program activities has reduced.

This request would help eliminate the ongoing subsidization of Statewide Veteran Services (SVS) and Aging Veteran Services (AVS) activities by the Loan Program, thereby helping to ensure its operations will continue on a long-term, sustainable basis. In addition, this POP would result in more accurate Program cost information assigned to the services actually provided.

How Achieved Monies provided in this request will be used to fully reimburse the Loan Program for the cost of the support services it provides to the SVS and AVS Programs. SVS and AVS Program costs will end up being appropriately funded by Lottery Funds or General Funds and the Loan Program will be fully funded from the operating revenues it generates.

This action will strengthen the financial sustainability of the Loan Program, including providing a greater degree of home ownership opportunities, thereby directly supporting the Department’s goal and strategies discussed above. Implementing this POP would also represent a “best practice” by the Department by carrying out its fiduciary responsibility of being good stewards of its program resources and more accurately reporting on the cost of the services provided.

Staffing Impact None.

Quantifying Results Department costs will be continually tracked and assigned to the appropriate Programs in order to: (1) quantify the level of any ongoing Loan Program subsidization of SVS and AVS for reimbursement purposes; and (2) improve the reporting of the actual costs incurred within each of the Department’s Programs. If this POP is approved and implemented, the Loan Program subsidization of SVS and AVS should be completely eliminated or reduced to largely a de minimis amount.

Fiscal Impact/Cost $390,000 Lottery Funds

Intra-Agency Charges (Services & Supplies)

4. Human Resources Position

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Purpose The purpose of this funding request is to add one (1) FTE Human Resource Analyst 1 position to support the agency’s operational staffing needs. Current staffing consists of 1 management level and one support analyst position to support the agency’s human resource needs.

Due to increased staff retirements, new program development and turn-over in the last two biennia, the human resources section has been challenged to provide a full range of human resource services to agency staff. The Human Resources Section provides services and information to approximately 105 employees located in offices in Salem, Portland, and the Oregon Veterans' Homes located in The Dalles and Lebanon, in a broad spectrum of workforce management issues: labor relations, classification, recruitment, safety, risk management, workers’ compensation, training and development, family medical leaves, reasonable accommodation, affirmative action, diversity, and equal employment opportunity.

The Human Resources Analyst 1 position will provide consultation to agency management and employees and confidential technical and administrative support to the Human Resource Manager and Human Resources Analyst 2 in all areas of personnel administration including recruitment and selection; employee leave issues; employee performance management; personnel action consultation, processing, and record keeping; safety, health, and wellness; and support of collective bargaining activities. The position will guide managers, employees and applicants in recruitment, selection, and new employee orientation processes to help ensure a diverse, equitable and inclusive workforce. The position also assumes the responsibility of agency representative to the Statewide Diversity, Equity and Inclusion Conference, in the planning, development and implementation of the annual conference.

How Achieved The addition of one additional professional level HR position will allow the section to provide timely and confidential support to agency management and employees.

The Human Resources Office has identified the need to reorganize the type and method of work and workloads within the section as a result of the launch of the new Workday systems during the 2019-2020 time period.

Since the implementation of Workday in 2019, associated processes within the agency are still not smooth, requiring significant staff time to make corrections to regular personnel actions (new hires, promotions, transfer-ins) and recruitments. Shadow systems for tracking agency data and information are still needed until process improvements are realized with the Workday system.

Additional HR staff time and resources will be needed to support the planned integration of the iLearn system (employee training management system) and Payroll system into the Workday system in the 2021-2023 biennium.

HR staff have begun to plan Workday training for the ODVA management team, but additional staff time and resources will be needed.

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HR functionality around the development of agency affirmative action plans, safety and wellness policies and programs, and staff development including employee onboarding and training requirements are slow to gain traction with the existing staffing model.

Span of Control reporting and analysis will be a new functionality of the HR Section starting with the 2021-2023 budget development process and moving forward in time. This provides an additional level of complexity to HR work involving personnel and position management.

Staffing Impact (2) Human Resources Analyst position (1.0 FTE) With the proposed addition of one Human Resources Analyst 1 position, duties previously performed by the HRA2 position would be assumed by the new position. This will allow much needed cross-training capabilities with the Workday System, and allow the HRA2 position to assume higher level duties associated with classification and compensation, position management (Workday), safety management, employee training, and assist the Human Resources Manager with employee performance management – including employee investigations, corrective actions, discipline and discharge – and policy development and implementation.

Quantifying Results Human Resources Expected Outcomes - realign human resource duties to include the following duties assigned to the HRA1: 1. Recruitment and Selection – become the subject matter expert on recruitment and selection processes for the agency, to include consultation with managers on position vacancies, position description development, construction of recruitment and selection processes including all processes performed in the Workday System.

2. Workday Systems – cross-train and support the HRA2 in actions relating to the hiring, promotion, and separation of employees in the Workday System, including consultation with managers on processes and procedures and coordination with Payroll on timely processing of employee actions.

3. Employee Leave - provide consultation to managers and employees regarding family medical leave entitlements, qualifications, eligibility, and compliance.

4. Performance Management – provide consultation to managers on the employee performance review processes in Workday.

5. Analysis & Support h) Respond to general requests for information from managers, supervisors, employees and the general public; i) Provide confidential support and assistance to the Human Resources Manager before and during the collective bargaining process; j) Maintain agency files relating to employee grievances, lawsuits, disciplinary actions and other correspondence. Maintain employee databases, i.e. training, driving history and safety records; k) Schedule and conduct new employee orientation and coordinate completion of employment forms. l) Respond to subpoenas and requests for personnel files and employment records. Respond to requests relating to unemployment claims; prepare and complete claims responses. m) Attend Safety Committee meetings, draft minutes, and assist managers to research safety-related issues.

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n) Assist with the coordination of new Wellness programs, policies, and initiatives.

Fiscal Impact/Cost $171,911 Lottery Funds $ 13,089 Lottery Funds $185,000 Lottery Funds

Personal Services (HR Analyst 1 Position) Services & Supplies (HR Analyst 1 Position) TOTAL

5. Anticipated higher operating costs for the Oregon Veterans’ Homes due to COVID-19 Purpose The purpose of this policy option package is to provide adequate expenditure limitation to respond to anticipated increased costs in providing care to veterans in the two Oregon Veterans’ Homes due to the current and ongoing COVID-19 pandemic.

In March 2020, the Lebanon Veterans’ Home was the first skilled nursing care facility in the state to respond to the COVID-19 pandemic. The cost for direct care to respond to the virus along with the ongoing operational challenges the agency has experienced has resulted in equipment and supply costs that have increased in a short period of time.

During the outbreak of the COVID-19 pandemic, the Lebanon Veterans’ Home was experiencing additional costs related to the COVID-19 outbreak of approximately $160,000 per month. The Dalles Veterans Home has been impacted by COVID-19, but to a lesser degree. Medical experts are anticipating that in future years, seasonal outbreaks of the COVID-19 virus will continue but the severity of these seasonal outbreaks is uncertain. Since these costs are not included in our existing budget, we are requesting additional Other Funds expenditure limitation for the 2021-23 biennium.

How Achieved ODVA is currently tracking additional costs, which include an increase in supplies inventory, decontamination equipment and personnel costs to provide the best care to our veteran residents as possible. ODVA will use these data points to plan for future operational needs to ensure there is the ability to keep residents that are entrusted to our care safe through COVID-19.

Staffing Impact None.

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Quantifying Results Results will be measured by ODVA’s ability to respond quickly to ensure the health and safety of veteran residents and staff members.

Fiscal Impact/Cost $3,000,000 Other Funds (Home Program) Revenue Source: $ 400,000 OF (Loan Program) $ 750,000 LF $ 390,000 LF $ 185,000 LF $3,000,000 OF (Home Program) $4,725,000 TOTAL

Professional Services (Services & Supplies)

Loan Modernization System (Capital Outlay) Conservatorship System (Capital Outlay) Program Stabilization/Funding Alignment (Services & Supplies) Human Resource Analyst ($171,911 Personal Services, $13,089 Services and Supplies) Veterans’ Home Potential Higher Operating Costs (Services & Supplies)

GRAND TOTALS $ 171,911 LF $ 403,089 LF $ 750,000 LF $1,325,000 LF

TOTAL Personal Services TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$3,000,000 OF $ 400,000 OF $3,400,000 OF

TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$4,725,300

TOTAL

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PROGRAM UNITS // OREGON VETERANS HOMES PROGRAM // OREGON VETERANS’ HOME ORGANIZATION CHARTS

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2019-21 OREGON VETERANS’ HOME PROGRAM ORGANIZATION CHART ADMINISTRATION

OREGON VETERANS’ HOME The Dalles Veterans’ Home Lebanon Veterans’ Home 19/21 = 4 POSITIONS (4.0 FTE)

DIRECT CARE AND OPERATIONS 19/21 = 0 POSITIONS (0.0 FTE) (CONTRACTED OUT)

Total 2019-21 Oregon Veterans’ Home Program Positions 4 Positions (4.0 FTE)

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2021-23 OREGON VETERANS’ HOME PROGRAM ORGANIZATION CHART

ADMINISTRATION

OREGON VETERANS’ HOME The Dalles Veterans’ Home Lebanon Veterans’ Home 21/23 = 4 POSITIONS (4.0 FTE)

DIRECT CARE AND OPERATIONS 21/23 = 0 POSITIONS (0.0 FTE) (CONTRACTED OUT)

Total 2021-23 Oregon Veterans’ Home Program Positions 4 Positions (4.0 FTE)

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OREGON VETERAN HOMES PROGRAM EXECUTIVE SUMMARY Focus Area: Program Contact:

Healthy and Safe Communities Ana Potter / 503-373-2028

Oregon Veterans' Home Skilled Nursing Care Other Funds

Residents 350 300

$120,000,000 250 $80,000,000

200 150

$40,000,000

Avg. Number of Residents

Total Expenditures - Other Funds

$160,000,000

100 $-

2009-11

2011-13

2013-15

2015-17

2017-19 2019-2021 2021-2023 2023-2025 2025-2027

Note: 2015-17 and prior are Actuals, 2017-19 is LAB, future biennia is ARB and projected thereafter on inflation basis.

50

Note: Excludes Debt Service and Capital Construction Expenditures.

Note 2: Increases in the 2025-27 biennium are estimated to include potential phase-in of operations for a 3rd Veterans’ Home.

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Program Overview The Oregon Veterans’ Homes provide the state’s veterans and qualified family members access to skilled nursing, rehabilitative care, and endorsed memory care services, in an environment that understands and honors the unique needs of the men and women who served our country. There are two Veterans’ Homes in Oregon, one is located in The Dalles and a second in Lebanon. The Oregon Veterans’ Home program is a self-sustaining program offering superior care at a lower cost to veterans and their families.

Program Funding Request The budget proposal for the next three biennia is as follows: Biennium

Other Funds

2021-2023 2023-2025 2025-2027

$ 96,768,624 $ 102,327,981 $ 132,623,454

General Funds – Debt Service $ 371,660 $ 372,666 $ 376,822

Total Funds $ 97,140,284 $ 102,700,647 $ 133,000,276

Other Funds revenue is primarily generated from resident-related income to cover the cost of care. Income sources typically include funds from the U.S. Department of Veterans Affairs (Federal VA), Medicare, Medicaid, insurance companies and private payers. General Fund monies are related to debt service on Article XI-Q Bonds that were issued in Spring 2019 and used to fund the construction of a classroom at The Dalles Veterans Home to train nursing staff and build a parking lot at the Lebanon Veterans Home.

The 2021-23 proposal will provide the ability to maintain superior care for residents at the current Oregon Veterans’ Homes.

Program Description Eligibility/Care Level/Services - Care at the Oregon Veteran’s Homes is an “earned benefit” available to veterans, their spouses and parents who had a child die while serving in the United States Armed Forces. To be eligible for this benefit, qualifying veterans must have served as defined by the Federal VA and received an honorable discharge from their branch of service.

Residents receive 24-hour, long-term skilled nursing, Alzheimer’s and other memory-related, and rehabilitative care by a skilled nursing staff whose skills and understanding have been enhanced to meet the unique and special needs of veterans. The Home’s nursing team is complemented by physical, occupational and speech therapists who provide specific physician ordered services to help residents meet their maximum rehabilitative potential.

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In addition, the facility offers residents engaging daily activities, transportation to and from community outings and doctor’s appointments, customized nutrition based on individual resident needs by a dietitian, high quality meals prepared by the facility’s full-time chef, and an environment that honors and remembers veterans. Most importantly, the Veterans’ Homes enable what most veterans desire – a home where they are understood and among other veterans.

The Federal VA’s Community Based Outpatient Clinic (CBOC) is located adjacent to The Dalles Veterans’ Home on the Home’s property. CBOC’s provide primary care to veterans by Federal VA doctors who are knowledgeable about veterans’ issues and needs, including health complications that are the result of servicerelated disabilities.

Partners – The Federal VA and local counties partnered in funding the original construction of the facilities with a combination of federal and local funds; grant funds are subject to repayment if the facility closes before 20 years of continuous operation after receipt of the federal grant funds. Additionally, the Federal VA provides a daily per diem for veteran residents to offset their cost of care and federal legislation allows veterans who are disabled due to their military service (with a service-connected disability rating of 70% or more) to have their full daily cost of care at State Veterans’ Homes paid for by the Federal VA. As both Veterans’ Homes are Medicare and Medicaid certified, the relationship with Aging and People with Disabilities is an important partner for the long-term and short-term care placement of veterans in need of this high level of care.

The Oregon Department of Veterans’ Affairs currently contracts with Veterans Care Centers of Oregon (VCCO), a non-profit organization, for the day-to-day operation of the facility. The contract with VCCO followed the state’s competitive procurement process and has resulted in the delivery of award-winning, high quality care to veterans.

Recruiting for qualified medical personnel remains a challenge in rural Oregon. Whenever possible, the Veterans’ Homes partner with local community colleges to help meet its qualified nursing staffing needs and create valuable internship opportunities for the nursing program students. In 2018, the Oregon Veterans’ Home in The Dalles completed construction of a classroom building that will allow for training of nursing staff on-site.

Local hospitals also provide hospital related services when it is not in the resident’s best interest to travel to a VA Medical Center to receive these services.

Other partnerships that are necessary for the continued success of the Veterans’ Homes include veterans’ services organizations that support the Homes with donations of monies, tangible items for residents, sponsorship of special events and thousands of volunteer hours.

Cost Drivers – The Oregon Department of Veterans’ Affairs maintains the self-sufficient Oregon Veterans’ Home program by continually reviewing costs. The most significant cost driver is staffing/personnel costs, which is approximately 70% of the total operating expenses. Minimum nursing staff ratios are mandated by the Oregon Department of Human Services (Oregon Administrative Rule 411-086-0100).

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Program Justification and Link to Focus Areas ODVA’s Oregon Veterans’ Home program impacts the Healthy and Safe Communities focus area.

The Oregon Veterans’ Homes maximize the opportunity to bring federal funding for care of seniors into Oregon. Through our nation’s promise to care for its veterans, the Oregon Veterans’ Home program offers a veteran benefit that not only costs significantly less than other private nursing care facilities but, also allows federal benefit dollars to flow into Oregon through reimbursement for cost of care, VA healthcare, and grants to facilitate safety and health upgrades to the Home.

In recent years, attention has increasingly turned to ways to improve clinical decision making, patient safety and quality of care. The Dalles Veterans’ Home implemented an electronic health records system and installed a memory-care garden and a wandering patient management system for the memory-care unit.

Additionally, in 2018, upgrades to the interior of the Home were completed, including: a kitchen remodel, addition of a memory-care activity center, and an overall refresh of resident rooms and community spaces. Over the past few years, these upgrades reduced medication errors, helped better monitor diseases and other health risks, ensure a safe and secure environment for residents that also allows maximum freedom, and increased overall satisfaction of residents and family members. In 2015 the Lebanon Veterans’ Home was opened and it has become a national model for delivery of services in a “small-home” model.

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Program Performance

Lower Cost to Residents – Health care costs nationally and in Oregon continue to rise and the cost of care at skilled-nursing facilities is no exception. However, over the past 10 years, the Homes have become more affordable than the average skilled nursing facility. In 2008, The Dalles Veterans’ Home charged $70 less for resident private pay daily rates than the average Oregon skilled nursing facility. In 2017, the differential increased to $83, which would save a resident approximately $30,295 annually. In addition, since the resident’s financial resources last longer for individuals in the Oregon Veterans’ Homes compared to other nursing facilities, the Oregon Veterans’ Homes help preserve State Medicaid long term care dollars.

Industry Avg.

Overall Quality Satisfaction

Both Veterans’ Homes have received quality achievement awards from the American Health Care Association and National Center for Assisted Living. In 2014, The Dalles Veterans’ Home was the first Veterans Home in the nation to be awarded the Gold Award for Excellence in Quality. In 2019, five years after opening, the Lebanon Veterans’ Home received the Silver Award for Commitment to Quality.

Higher Customer Satisfaction Oregon Veterans' Homes

100% 90% 80% 70%

2015

2016

Source: Pinnacle Quality Insight

Avg. Private & Semi-Private Room Daily Rate

Higher Quality - In 2019, according to an independent survey organization, each of the Oregon Veterans’ Homes ratings in all 15 tracked quality measure categories (such as nursing care, dining service, communication, dignity and respect, etc.) exceeded the national and Oregon averages of other skillednursing facilities.

2017

2018

2019

Fiscal Year

Lower Resident Private Pay Rates National Avg.

Oregon Avg.

Oregon Veterans' Homes

$350 $300 $250 $200 $150

2015

2016

Source: Genworth Financial Reports

2017

2018

2019

2020

Fiscal Year

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Higher occupancy at the Home is attributable to the commitment to providing the highest quality of care at lower costs to residents, all in an honoring environment where veteran residents are able to share their past experiences.

Higher Occupancy Rate Oregon Avg.

Oregon Veterans' Homes

100%

Occupancy of Licensed Beds

Higher Occupancy – Occupancy rates at the Veterans’ Homes have historically been significantly higher than the average occupancy for other Oregon skilled nursing facilities. In 2015, a second Veterans’ Home in Lebanon was opened, resulting in lower combined average occupancy levels for the Homes as residents began admitting to the Lebanon Home. As of June 30, 2019, occupancy at the Lebanon and The Dalles Home were 97% and 85% respectively. However, the census at both Homes is expected to decrease in fiscal year 2020, as census dropped and admissions were suspended due to COVID-19.

Census is expected to begin to rebound in fiscal year 2021 when admissions resume.

90% 80% 70% 60% 50% 40%

2015

2016

Source: Office for Oregon Health Policy & Research; Oregon Health Care Association

2017

2018

2019

Fiscal Year

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Enabling Legislation/Program Authorization Oregon Revised Statute 408.360 and 408.368 authorized the Oregon Department of Veterans’ Affairs to construct and operate a state Veterans’ Home.

Funding Streams The current revenues supporting the Home operations are entirely Other Fund. Unlike most other states’ veterans’ home programs, no General funds have been provided to date for operating the Oregon Veterans’ Home. Operational funds come primarily from resident care-related payments, including the Federal VA, which provides a daily per diem rate for qualifying residents, Medicare and Medicaid payments and private pay for certain residents. In fiscal year 2020, the Homes received Federal Funds from the CARES Act to help offset costs and lost resident revenue related to COVID-19.

The Home also receives donated monies that are used to enhance the quality of life of residents at the Home. These donations often come from Oregon residents or their estates, local community groups, veteran organizations, or businesses. Recently, donated funds were used to help construct a Community Center at the Home, where residents and family members can enjoy spending time together.

Funding Proposals The 2021-23 funding proposal for the Veterans’ Home increases the current service level, due to the increasing medical costs, including personnel costs associated with operating two skilled nursing facilities.

Funding Proposal Expected Results The Agency Request Budget would provide spending authority to the Oregon Veterans’ Home program that will assist the Department with meeting the following goals to deliver high-quality care to residents and retain affordability. 

Through the Veterans’ Home program, the Department will continue to ensure that high quality care is provided to residents of the Veterans’ Homes in a safe, home-like environment. Residents will continue to receive rehabilitative and skilled medical services to attain the highest level of functionality and independence possible given their unique individual circumstances. The Department will continue to have on-site employees, as required, to administer the contract for operation of both of the Veterans’ Homes.



Maintain high occupancy levels at the Veterans’ Homes, thereby continuing operational and programmatic efficiencies.



Maintain The Dalles and Lebanon Veterans’ Homes, approximately $60 million state-owned facilities, within budgetary limitations.

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

Continue to closely monitor The Dalles and Lebanon Veterans’ Homes as it relates to the COVID-19 outbreak. Proper stockage of Personal Protective Equipment (PPE), training, proper infectious disease protocols, and contract staffing are critical safety factors to consider for residents, family members and staff.



Partnerships with business partners will continue, with resulting benefits to residents. Business partners include county veterans’ service officers, veterans’ service organizations, local community college and universities, county citizens, and numerous others. Residents’ quality of life will continue to be enhanced as a result of these important relationships.



Donations will continue to be sought through existing mechanisms including direct solicitations to individuals and organizations, applications for grants and awards, Oregon Charitable Check Off and the Veteran License Plate program. Sources for new donation possibilities will continue to be explored.

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OREGON VETERANS’ HOME PROGRAM HISTORICAL OPERATING BUDGET COMPARISON $120,000,000

$100,000,000

OTHER FUNDS

$80,000,000

$60,000,000

$40,000,000

$20,000,000

$0 OPERATING BUDGET

2011-13 L.A.B.

2013-15 L.A.B.

2015-17 L.A.B.

2017-19 L.A.B.

2019-21 L.A.B.

2021-23 A.R.B.

$26,656,474

$34,426,610

$65,906,751

$83,791,488

$87,090,749

$96,768,624

**Includes all Packages but excludes Debt Service and Capital Construction Expenditures. Note: Significant increase in Other Funds for 2015-17 based on new Veterans’ Home in Lebanon opening in Fall 2014.

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OREGON VETERANS’ HOME PROGRAM NARRATIVE Veterans’ Home Program Environmental Factors and Trends Challenge to Retain Affordability – Retaining affordability of care for veterans residing at the Veterans’ Home continues to be a concern. The rate at which medical costs are increasing continues to outpace the cost of living adjustments to Federal VA pensions and Social Security, two primary sources of revenue used by residents to pay for their cost of care. When it became apparent that Federal VA pension and average Social Security income would fall short of covering a resident’s cost of care and that this segment of the veteran population would be in danger of being unable to afford to reside in the Home built especially for them, the Department sought and received Medicaid certification for the Veterans’ Home. Medical inflation is likely to remain high for the foreseeable future. In addition to the medical inflation challenge, some additional costs result from Federal VA regulations, which are more stringent than state regulations governing nursing homes. Affordability will continue to be an issue during the 2021-2023 biennium and going forward.

Resident Cost – For many residents of the Home, the main source of income is a pension from the Federal VA and/or a monthly check from Social Security. The gap between the monthly cost to many residents and their Federal VA pension and Social Security income continues to widen. Many veterans in both Veterans’ Home facilities are utilizing Medicaid to contribute to the cost of their skilled nursing care.

Medical Inflation – The cost of medical care has continued to outpace increases in Federal VA pensions and Social Security income.

Medicare/Medicaid – Potential significant reductions in Medicare/Medicaid rates will adversely affect private pay rates at the Home.

Federal VA Reimbursements – The Federal VA allows for veterans rated 70 percent service connected disabled or more to receive reimbursement for the cost of their care at state Veterans’ Homes. The reimbursement rate, however, does not always fully cover their cost of care.

Resident Occupancy Levels – A sufficient occupancy level will be necessary during the 2021-23 biennium to maintain operating efficiencies for the Home, which contribute to the Department’s ability to retain affordability. Continuous admissions are necessary to maintain an adequate occupancy level and to maintain operating efficiencies. The COVID-19 outbreak has limited the ability of ODVA to admit new resident and with the development of additional potential safety precautions, the admission process may be prolonged and fewer residents may be able to be admitted at the same time. Additionally, for some prospective residents, the Homes’ rural locations presents a challenge to their family’s ability to visit them and sometimes results in their not selecting the Veterans’ Homes for their nursing care needs.

Aging Veteran Population – For the 2021-23 biennium, it is anticipated that the most rapid population growth in the state will occur among seniors. A significant number of these will be veterans, which will include the aging Korean and Vietnam era veterans.

PROGRAM UNITS // OREGON VETERANS HOMES PROGRAM // NARRATIVE (107BF02)

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Increased Demand for Care – As veterans continue to age, the demand for residential nursing care facilities, will increase. The Federal VA has estimated that Oregon will need up to 907 veteran home, nursing home and domiciliary beds for veterans based on projected demand.

Complex Medical Needs – Veterans typically have more complex medical needs than non-veterans. An increase in occupancy could increase the normal demand for staffing to meet these complex medical and geriatric requirements. Also, as the wars in Iraq and Afghanistan produce more veterans who survive injuries, the Home has seen the need of rehabilitative care increase.

Male to Female Resident Ratio – It is anticipated that additional females will become residents as a result of admission eligibility being extended to spouses of veteran. A larger percentage of spouses of veterans are female than male. However, even with expanded eligibility, it is expected the vast majority of resident population at the Home will continue to be male.

Business Partner Support – Continued program support by the Federal VA is necessary for the Veterans’ Home program to continue as currently operated.

Medicare and Medicaid certification of the Home, along with the relationship with the Department of Human Services’ Aging and People with Disabilities Program will continue to be an important support mechanism for the Home. The relationship with the contract operator of the Home is important in that it preserves the high quality of life for the veteran residents of the Home through the direct care they receive and the enhancements to their quality of life that result from the volunteer program managed by the contract operator.

Other partnerships include veterans’ service organizations that continue to support the Homes with donations of funds, tangible items, sponsorship of special events, and thousands of volunteer hours. Another important relationship exists with the local community colleges which helps the Homes with its qualified nursing staff needs and at the same time creates a valuable opportunity for nursing program participants. Continued support by business partners will contribute to the quality of life of residents of the Homes.

Health and Safety Requirements - In recent years, attention has increasingly turned to ways to improve clinical decision making, patient safety and quality of care. The Dalles Veterans’ Home implemented an electronic health records system and installed a memory-care garden and a wandering patient management system for the memory-care unit. In 2018, upgrades to the interior of The Dalles Veterans’ Home were completed, including: a kitchen remodel, addition of a memory-care activity center, and an overall refresh of resident rooms and community spaces. Over the past few years, these upgrades reduced medication errors, helped better monitor diseases and other health risks, ensure a safe and secure environment for residents that also allows maximum freedom, and increased overall satisfaction of residents and family members. In 2015, the Lebanon Veterans’ Home was opened and it has become a national model for delivery of services in a “small-home” model.

Need for Facility Maintenance – Built in 1997, The Dalles Oregon Veterans’ Home has now been operating for more than 20 years. Located on a hillside overlooking the Columbia River in The Dalles, this approximately $17 million state-owned facility located on 15 acres is exposed to extreme climatic conditions.

These conditions include high wind, intense sunshine, and winter storms. These conditions, coupled with around-the-clock operation of the facility, impose PROGRAM UNITS // OREGON VETERANS HOMES PROGRAM // NARRATIVE (107BF02)

175

2021-2023 AGENCY REQUEST BUDGET

severe stresses on the physical facility and its equipment. Along with the aging of the Home has come the expiration of warranties associated with the facility and its equipment, as well as the end of life cycles for some equipment.

Facility maintenance is required to safeguard this valuable state-owned asset and to prevent further deterioration and higher future repair costs. Additionally, facility maintenance is required to avoid interruption of services to residents. An interruption of services to this vulnerable population could result in negative health consequences to residents and have negative financial consequences to the state. In March 2018, the agency submitted a grant application to the Federal VA related to The Dalles Veterans’ Home for replacement of the roof, siding and fascia; adding two storefront components to create air locks, eliminating a wind tunnel effect down the main corridor; upgrading/replacing two garden areas with deteriorating concrete surfaces and garden beds; replacement of an industrial water heater, which is near the end of its service life; and replacing the window sills in resident rooms due to wear and water and UV damage. The grant request was approved and the Federal VA will pay up to 65% of the $6.0 million cost. Construction related to this project is ongoing as of June 30, 2020.

The Lebanon Veterans’ Home opened in 2014 and continues to be an outstanding facility that is a national model for providing “small home care”. Nearing six years of operations, the Home has identified additional physical plant improvements that could further enhance the quality of care for residents. In March 2018, the agency submitted a grant application to the Federal VA related to the Lebanon Veterans’ Home for addition of a memory-care activity room; multipurpose building for medical office space, staff offices and training rooms; storage building; and an upgrade to the heating and cooling system. The grant request has been made to be put on the priority list with the Federal VA. The grant request is pending approval, but once approved, the Federal VA will pay up to 65% of the $3.7 million cost.

Program Details The Oregon Veterans’ Homes provide the state’s most vulnerable veterans and their families skilled nursing, Alzheimer’s and memory-related, and rehabilitative care in an environment that understands the unique needs of the men and women who served our country in uniform. Currently there are two facilities located in The Dalles and Lebanon. The Oregon Veterans’ Home program is a self-sustaining program that offers superior care at a lower cost to veterans and their families.

Customers: Care at the Oregon Veterans’ Homes is an earned benefit available to veterans, their spouses, and parents who had a child die while serving in the United States Armed Forces. To be eligible for this benefit, qualifying veterans must have served as defined by the U.S. Department of Veterans Affairs (Federal VA) and received an honorable discharge from their branch of service.

Source of Funding: Operating revenues are primarily comprised of monies received from residents of the facility, Medicare and Medicaid reimbursements, and grant per diem received directly from the Federal VA. The facility also receives donations to the Veterans’ Home Trust Fund, as well as monies from the sale of Veterans License Plates through the Department of Motor Vehicles, and money from the Charitable Check Off program.

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2021-2023 AGENCY REQUEST BUDGET

Construction grants from the Federal VA are available for initial Veterans’ Home construction and certain building improvements/renovations. The Department would be eligible to receive 65 percent Federal VA Grant funds, if the remaining 35 percent is available (county or state funding).

Expenditures: $96,768,624 Other Funds. $371,660 General Funds Debt Service. No General Funds have been provided for Veterans’ Homes operational costs.

Positions and FTE: 2021-23 Agency Request Budget funds four positions (4.0 FTE).

Workload: The Agency contracts with an operator to manage the operations of the Oregon Veterans’ Homes.

Revenue Sources/Proposed Revenue Changes The current revenues supporting the Veterans’ Homes’ operations are entirely Other Funds. Unlike most other states’ veterans’ home programs, no General funds have been provided to date for operational costs for the Veterans’ Home program in Oregon. Operational funds come primarily from monies available to residents, Medicare and Medicaid payments, and the Federal VA, which provides a daily per diem rate through its State Home Per Diem program. The majority of the Homes’ residents’ pay for a portion of the cost of their care by using their Federal VA pension or disability compensation benefits and their Social Security income. These funds must be used for resident care.

Trust Fund Nonlimited Expenditures

These expenditures represent disbursements of monies previously donated to the Department to be used for the benefit of Oregon’s veterans, their dependents and survivors. The level of expenditures will not exceed the amount of donated monies received and any interest generated on these funds.

New Legislation No legislation.

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Policy Option Package 101: Strengthen Outdated IT Systems and Operations Introduction In 2016, 84 percent of Oregonians voted to constitutionally allocate 1.5% of Lottery net proceeds to support veteran services in Oregon. Not since WWII and the creation of the agency 75 years ago, had Oregon made such a historic investment in veteran services to provide new and expanded state resources that were responsive to the changing demographics of more than four generations of veterans serving from WWII to today’s conflicts.

Along with efforts to implement new and support enhanced programs created by Measure 96 Lottery funding, ODVA continues work to strengthen operational efficiencies by modernizing critical aging technology, balancing staffing levels to ensure benefit delivery, and providing fiscally sound stewardship of all state veteran program resources to properly manage financial risks.

Through this policy option package, ODVA aims to continue to strengthen ODVA’s core programs and operations by: 1. Continuing to fund modernization efforts to replace aging technology for the Conservatorship Program 2. Continuing to fund modernization efforts to replace aging technology for the Veteran Home Loan Program 3. Funding one new core operational HR support staff 4. Continuing alignment of funding and program stabilization for the Veteran Home Loan Program 5. Anticipating potentially higher operation costs for the Oregon Veterans’ Homes due to COVID-19 1. Conservatorship Program Technology Modernization Purpose The purpose of this funding request is to continue efforts to improve the Conservatorship and Representative Payee Program services for veterans by replacing outdated technology that manages the approximately $30 million in client assets and create efficiencies to program delivery service models.

The current Conservatorship System application was developed in-house throughout the 1990’s and early 2000’s and enables court-appointed ODVA conservators and trust officers to deliver critical conservatorship and representative payee services to the state’s most vulnerable veterans. These veterans rely on ODVA and the Conservatorship System to manage and care for all of their financial needs.

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2021-2023 AGENCY REQUEST BUDGET

How Achieved Based on current biennium project work, the goal is to procure a Conservatorship solution that will significantly reduce the technology risk that currently exists due to outdated legacy applications (COBOL) and the dependency on a single contracted application developer by implementing current technologies that can be managed and integrated with other agency systems.

In the 2019-21 biennial budget process, the agency was still in early planning stages and requested and received funding to replace the current Conservatorship application. ODVA procured professional services to provide project management and business analysis services to meet all state oversight and planning requirements. Currently, ODVA is engaged with these professional services and EIS for project planning and oversight and other aspects of the project planning to include an initial solution and vendor research to inform the business case; application architecture mapping, baseline requirement gathering; initial business process analysis; business case development; and planned project timelines.

ODVA anticipates being ready to release a Request for Proposal by Summer 2021.

This policy option package seeks funding to procure a solution and services to implement a new Conservatorship application during the 2021-23 biennium.

Staffing Impact None.

Quantifying Results The Conservatorship project will implement a proven solution for the Conservatorship Program’s inefficient and dated systems that all too often depends on manual processes. Further, the project provides avenues to manage staff workload by providing tools for them to do their work more efficiently.

Expected Outcomes include: 1. Significant risk mitigation by eliminating the current dependencies on: a. A single, contracted application developer b. Legacy and largely unsupported application language and platform 2. Improved staff efficiency and accuracy through: a. Automated workflow processes b. User-friendly interface c. Re-architected data model and database architecture for improved reporting, querying and data retrieval PROGRAM UNITS // OREGON VETERANS’ HOMES PROGRAM // PACKAGES (107BF02) // POLICY OPTION PACKAGE 101

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2021-2023 AGENCY REQUEST BUDGET

3. Long-term support and sustainability for the ODVA Conservatorship Program and System application a. Modern architecture to allow readily available skill sets to support the system b. Reduced dependency on IT staff to support business functions 4. Integration of the Conservatorship System into other existing and future ODVA core program applications a. Business intelligence b. Improved customer service models 5. Provides for future flexibility to meet potential changes to the business needs of the ODVA Conservatorship Program 6. Increased ODVA Conservatorship Program capacity a. Improved case management tools that are integrated with the accounting portion of the system to eliminate rekeying and manual coordination and record-keeping between the two standalone systems.

Fiscal Impact/Cost Cost for implementing a new Conservatorship System in the 2021-23 biennium: $500,000 Lottery Funds $250,000 Lottery Funds $750,000 Lottery Funds

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

2. Home Loan Servicing Modernization Purpose The purpose of this funding request is to continue to invest in modernizing the Home Loan Program information systems that ensure delivery of one of the agency’s core benefits to veterans in Oregon, improve agency performance, and to mitigate risks associated with aging technologies.

For 75 years, the agency has originated and serviced state home loans for veterans. ODVA’s Veteran Home Loan Program is a constitutionally authorized program for Oregon veterans. The agency last updated its loan servicing technology in 1999, investing nearly $1 million to customize a commercial off-the-shelf software (COTS) system that would address a number of issues including servicing a unique subset of loans that originated in the 1980’s. The systems that were implemented over 20 years ago do not meet the needs of the agency’s current business model and do not meet the expectations of our veteran borrowers.

ODVA currently uses multiple manual processes in combination with the old technology to deliver this program to veterans.

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2021-2023 AGENCY REQUEST BUDGET

The Home Loan origination system is currently engaged in a modernization effort with an expected project completion in June 2021. In the 2019-21 biennial budget process, the agency requested and received funding to replace the current Home Loan applications. This policy option package continues this work.

This policy option package funds efforts to replace the Home Loan servicing application and is expected to integrate with the new origination system and enable customer facing online account management of their state veteran home loan.

How Achieved The goal is to ensure that the loan origination and servicing solutions can work together to reduce duplication of effort and manual processes, and mitigate longterm risks associated with stop-gap software applications that were introduced to respond to changing federal regulations. An “end-to-end” home loan system combines an origination and a servicing system. The anticipated elimination of duplication of effort will provide staff the ability to perform targeted outreach to traditionally underserved populations, including black, indigenous, and other people of color (BIPOC). In addition, this new software system will significantly improve the veterans’ customer service experience by modernizing the system to allow veterans to access their home loan account information online which is currently not an option for ODVA’s borrowers.

ODVA engaged professional services to help audit the agency’s current technology system’s architecture and business processes. The information from the audit currently informs the technology requirements for a solution, and has been used to identify viable solutions and estimated costs.

Currently the agency is engaged in project planning to procure and implement an origination solution using contracted professional services for project management and business analysis expertise, DAS Enterprise Information Services and DAS procurement to meet all state oversight requirements.

Staffing Impact None.

Quantifying Results The critical components of a home loan origination/loan servicing IT system include: 1. Allow ODVA to better control the three stages of the home loan lending life cycle a. New business origination b. Loan servicing c. Default management PROGRAM UNITS // OREGON VETERANS’ HOMES PROGRAM // PACKAGES (107BF02) // POLICY OPTION PACKAGE 101

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2.

3.

4.

5.

6.

Enable customer-focused experiences Maximize staff efficiency Minimize data input errors Satisfy federal regulatory compliance Allow ODVA to provide enhanced information to veterans.

The results of installing an end-to-end loan origination and servicing system for the Home Loan Program will be measured by the following: 1. Loan file data entry time and processing time 2. Number of regulatory events and negative audit findings 3. Borrower satisfaction 4. Application user satisfaction Fiscal Impact/Cost $300,000 Other Funds (Loan Program) $100,000 Other Funds (Loan Program) $400,000 Other Funds (Loan Program)

3.

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

Home Loan Program: Program Stabilization and Funding Alignment Purpose The purpose of this policy option package is to financially stabilize the Home Loan Program for future generations and align program expenditures with appropriate funding sources.

ODVA was created 75 years ago to provide Oregon veterans returning home from World War II with a low-interest state home loan. For many years, the ODVA Loan Program was robust and was able to financially support core operations of the agency and subsidize non-related Loan Program activities.

However, as the ODVA loan portfolio shrank and as Federal tax law placed more restrictions on the ability to earn revenues on the Loan Program, ODVA’s ability to subsidize other non-Loan Program activities has reduced.

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2021-2023 AGENCY REQUEST BUDGET

This request would help eliminate the ongoing subsidization of Statewide Veteran Services (SVS) and Aging Veteran Services (AVS) activities by the Loan Program, thereby helping to ensure its operations will continue on a long-term, sustainable basis. In addition, this POP would result in more accurate Program cost information assigned to the services actually provided.

How Achieved Monies provided in this request will be used to fully reimburse the Loan Program for the cost of the support services it provides to the SVS and AVS Programs. SVS and AVS Program costs will end up being appropriately funded by Lottery Funds or General Funds and the Loan Program will be fully funded from the operating revenues it generates.

This action will strengthen the financial sustainability of the Loan Program, including providing a greater degree of home ownership opportunities, thereby directly supporting the Department’s goal and strategies discussed above. Implementing this POP would also represent a “best practice” by the Department by carrying out its fiduciary responsibility of being good stewards of its program resources and more accurately reporting on the cost of the services provided.

Staffing Impact None.

Quantifying Results Department costs will be continually tracked and assigned to the appropriate Programs in order to: (1) quantify the level of any ongoing Loan Program subsidization of SVS and AVS for reimbursement purposes; and (2) improve the reporting of the actual costs incurred within each of the Department’s Programs. If this POP is approved and implemented, the Loan Program subsidization of SVS and AVS should be completely eliminated or reduced to largely a de minimis amount.

Fiscal Impact/Cost $390,000 Lottery Funds

Intra-Agency Charges (Services & Supplies)

4. Human Resources Position Purpose The purpose of this funding request is to add one (1) FTE Human Resource Analyst 1 position to support the agency’s operational staffing needs. Current staffing consists of 1 management level and one support analyst position to support the agency’s human resource needs.

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188

2021-2023 AGENCY REQUEST BUDGET

Due to increased staff retirements, new program development and turn-over in the last two biennia, the human resources section has been challenged to provide a full range of human resource services to agency staff. The Human Resources Section provides services and information to approximately 105 employees located in offices in Salem, Portland, and the Oregon Veterans' Homes located in The Dalles and Lebanon, in a broad spectrum of workforce management issues: labor relations, classification, recruitment, safety, risk management, workers’ compensation, training and development, family medical leaves, reasonable accommodation, affirmative action, diversity, and equal employment opportunity.

The Human Resources Analyst 1 position will provide consultation to agency management and employees and confidential technical and administrative support to the Human Resource Manager and Human Resources Analyst 2 in all areas of personnel administration including recruitment and selection; employee leave issues; employee performance management; personnel action consultation, processing, and record keeping; safety, health, and wellness; and support of collective bargaining activities. The position will guide managers, employees and applicants in recruitment, selection, and new employee orientation processes to help ensure a diverse, equitable and inclusive workforce. The position also assumes the responsibility of agency representative to the Statewide Diversity, Equity and Inclusion Conference, in the planning, development and implementation of the annual conference.

How Achieved The addition of one additional professional level HR position will allow the section to provide timely and confidential support to agency management and employees.

The Human Resources Office has identified the need to reorganize the type and method of work and workloads within the section as a result of the launch of the new Workday systems during the 2019-2020 time period.

Since the implementation of Workday in 2019, associated processes within the agency are still not smooth, requiring significant staff time to make corrections to regular personnel actions (new hires, promotions, transfer-ins) and recruitments. Shadow systems for tracking agency data and information are still needed until process improvements are realized with the Workday system.

Additional HR staff time and resources will be needed to support the planned integration of the iLearn system (employee training management system) and Payroll system into the Workday system in the 2021-2023 biennium.

HR staff have begun to plan Workday training for the ODVA management team, but additional staff time and resources will be needed.

HR functionality around the development of agency affirmative action plans, safety and wellness policies and programs, and staff development including employee onboarding and training requirements are slow to gain traction with the existing staffing model.

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2021-2023 AGENCY REQUEST BUDGET

Span of Control reporting and analysis will be a new functionality of the HR Section starting with the 2021-2023 budget development process and moving forward in time. This provides an additional level of complexity to HR work involving personnel and position management.

Staffing Impact (3) Human Resources Analyst position (1.0 FTE) With the proposed addition of one Human Resources Analyst 1 position, duties previously performed by the HRA2 position would be assumed by the new position. This will allow much needed cross-training capabilities with the Workday System, and allow the HRA2 position to assume higher level duties associated with classification and compensation, position management (Workday), safety management, employee training, and assist the Human Resources Manager with employee performance management – including employee investigations, corrective actions, discipline and discharge – and policy development and implementation.

Quantifying Results Human Resources Expected Outcomes - realign human resource duties to include the following duties assigned to the HRA1: 1. Recruitment and Selection – become the subject matter expert on recruitment and selection processes for the agency, to include consultation with managers on position vacancies, position description development, construction of recruitment and selection processes including all processes performed in the Workday System.

2. Workday Systems – cross-train and support the HRA2 in actions relating to the hiring, promotion, and separation of employees in the Workday System, including consultation with managers on processes and procedures and coordination with Payroll on timely processing of employee actions.

3. Employee Leave - provide consultation to managers and employees regarding family medical leave entitlements, qualifications, eligibility, and compliance.

4. Performance Management – provide consultation to managers on the employee performance review processes in Workday.

5. Analysis & Support o) Respond to general requests for information from managers, supervisors, employees and the general public; p) Provide confidential support and assistance to the Human Resources Manager before and during the collective bargaining process; q) Maintain agency files relating to employee grievances, lawsuits, disciplinary actions and other correspondence. Maintain employee databases, i.e. training, driving history and safety records; r) Schedule and conduct new employee orientation and coordinate completion of employment forms. s) Respond to subpoenas and requests for personnel files and employment records. Respond to requests relating to unemployment claims; prepare and complete claims responses. t) Attend Safety Committee meetings, draft minutes, and assist managers to research safety-related issues. u) Assist with the coordination of new Wellness programs, policies, and initiatives.

Fiscal Impact/Cost PROGRAM UNITS // OREGON VETERANS’ HOMES PROGRAM // PACKAGES (107BF02) // POLICY OPTION PACKAGE 101

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2021-2023 AGENCY REQUEST BUDGET

$171,911 Lottery Funds $ 13,089 Lottery Funds $185,000 Lottery Funds

Personal Services (HR Analyst 1 Position) Services & Supplies (HR Analyst 1 Position) TOTAL

5. Anticipated higher operating costs for the Oregon Veterans’ Homes due to COVID-19 Purpose The purpose of this policy option package is to provide adequate expenditure limitation to respond to anticipated increased costs in providing care to veterans in the two Oregon Veterans’ Homes due to the current and ongoing COVID-19 pandemic.

In March 2020, the Lebanon Veterans’ Home was the first skilled nursing care facility in the state to respond to the COVID-19 pandemic. The cost for direct care to respond to the virus along with the ongoing operational challenges the agency has experienced has resulted in equipment and supply costs that have increased in a short period of time.

During the outbreak of the COVID-19 pandemic, the Lebanon Veterans’ Home was experiencing additional costs related to the COVID-19 outbreak of approximately $160,000 per month. The Dalles Veterans Home has been impacted by COVID-19, but to a lesser degree. Medical experts are anticipating that in future years, seasonal outbreaks of the COVID-19 virus will continue but the severity of these seasonal outbreaks is uncertain. Since these costs are not included in our existing budget, we are requesting additional Other Funds expenditure limitation for the 2021-23 biennium.

How Achieved ODVA is currently tracking additional costs, which include an increase in supplies inventory, decontamination equipment and personnel costs to provide the best care to our veteran residents as possible. ODVA will use these data points to plan for future operational needs to ensure there is the ability to keep residents that are entrusted to our care safe through COVID-19.

Staffing Impact None.

Quantifying Results Results will be measured by ODVA’s ability to respond quickly to ensure the health and safety of veteran residents and staff members.

Fiscal Impact/Cost PROGRAM UNITS // OREGON VETERANS’ HOMES PROGRAM // PACKAGES (107BF02) // POLICY OPTION PACKAGE 101

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2021-2023 AGENCY REQUEST BUDGET

$3,000,000 Other Funds (Home Program) Revenue Source: $ 400,000 OF (Loan Program) $ 750,000 LF $ 390,000 LF $ 185,000 LF $3,000,000 OF (Home Program) $4,725,000 TOTAL

Professional Services (Services & Supplies)

Loan Modernization System (Capital Outlay) Conservatorship System (Capital Outlay) Program Stabilization/Funding Alignment (Services & Supplies) Human Resource Analyst ($171,911 Personal Services, $13,089 Services and Supplies) Veterans’ Home Potential Higher Operating Costs (Services & Supplies)

GRAND TOTALS $ 171,911 LF $ 403,089 LF $ 750,000 LF $1,325,000 LF

TOTAL Personal Services TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$3,000,000 OF $ 400,000 OF $3,400,000 OF

TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$4,725,300

TOTAL

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2021-2023 AGENCY REQUEST BUDGET

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193

2021-2023 AGENCY REQUEST BUDGET

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194

2021-2023 AGENCY REQUEST BUDGET

2019-21 AGING VETERAN SERVICES PROGRAM ORGANIZATION CHART

ADMINISTRATION

AGING VETERAN SERVICES

CONSERVATORSHIP

Conservatorship Representative Payee

AGING VETERAN OUTREACH

VETERAN VOLUNTEER PROGRAM

19/21 = 1 POSITIONS (1.0 FTE)

19/21 = 1 POSITIONS (1.0 FTE)

19/21 = 10 POSITIONS (10.0 FTE)

Total 2019-21 Aging Veteran Services Program Positions 12 Positions (12.0 FTE)

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2021-23 AGING VETERAN SERVICES PROGRAM ORGANIZATION CHART

ADMINISTRATION

AGING VETERAN SERVICES

CONSERVATORSHIP

Conservatorship Representative Payee 21/23 = 10 POSITIONS (10.0 FTE)

AGING VETERAN OUTREACH

VETERAN VOLUNTEER PROGRAM

21/23 = 1 POSITIONS (1.0 FTE)

21/23 = 1 POSITIONS (1.0 FTE)

Total 2021-23 Aging Veteran Services Program Positions 12 Positions (12.0 FTE)

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196

2021-2023 AGENCY REQUEST BUDGET

AGING VETERAN SERVICES EXECUTIVE SUMMARY Focus Area:

Thriving Statewide Economy, Safe and Healthy Communities

Program Contact:

Ana Potter / 503-373-2028

Aging Veterans' Services General Fund

Lottery Funds

Veterans Served 18,000

$4,330,393

$4,500,000

15,000

$4,023,781 $3,738,878

12,000

$3,201,323 $3,000,000

9,000

6,000 $1,500,000 3,000

$-

$550,520 2019-21

$600,495

$646,253

$695,497

2021-23

2023-25

2025-27

Note: 2019-21 is LAB, future biennia is ARB and projected thereafter on inflation basis.

-

Number of Veterans Served

Total Expenditures - All Funds

$6,000,000

Note: Beginning with the 2019-21 biennium, the budget for Conservatorship was moved to Aging Veteran Services. Historical budget amounts remain presented in Veteran Services.

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2021-2023 AGENCY REQUEST BUDGET

Program Overview The Aging Veteran Services Division is a new program area established in 2015 within the agency that was established to address the needs and concerns of our rapidly aging veteran demographic and their families. Currently more than 50% of Oregon veterans served during WWII, Korea and Vietnam eras and nationally, more than 12.4 million veterans are age 65 or older.

Long-term care needs for older Americans is a national concern. For the foreseeable future, older veterans and their families will increasingly need access to long-term care, adult foster care, home and community-based services, as well as access to prosthetics, mental health care, health care, dental and hearing aids, and prescription medication.

According to the Oregon Office of Economic Analysis, the population of adults 65 years and older will grow at a pace of 4% annually, and will comprise 22% of all Oregonians by 2040. This division strengthens collaboration with all state, federal and community partners to ensure our veterans, their families, and caregivers receive the best advocacy and services available as they age.

The Aging Veteran Services Division is the front line for connecting all aging veteran related benefits and resources. Currently, the division incorporates the operational management of the two Oregon Veterans’ Homes, Conservatorship/Representative Payee, Veteran Volunteer, and Aging Veteran Outreach programs. For budget purposes only, the Veterans’ Home Program is a stand-alone program and not included within Aging Veterans’ Services.

Program Funding Request

The budget proposal for the next three biennia is as follows: Biennium 2021-2023 2023-2025 2025-2027

General Funds $ 600,495 $ 646,253 $ 695,497

Lottery Funds $ 3,738,878 $ 4,023,781 $ 4,330,393

Total Funds $ 4,339,373 $ 4,670,033 $ 5,025,890

The 2021-23 Agency Request Budget proposal was developed in conjunction with the department’s strategic plan, which emphasizes veteran engagement, outreach, and providing high quality of care to clients.

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2021-2023 AGENCY REQUEST BUDGET

Program Description

Conservatorship and Representative Payee- This program assists veterans in managing their financial affairs in one of two ways; as a conservator or a representative payee. When veterans are deemed financially incompetent in a court of law, ODVA may be appointed to act as conservator on behalf of the veteran. As conservator, ODVA staff manages all income and assets for the veteran. ODVA is also appointed as a representative payee by the Federal VA or the Social Security Administration. Representative payees act in a limited capacity to pay bills, provide additional resources, and advocacy for these veterans.

Cost drivers for this program vary, depending on the number of conservatorship and representative payee clients. Although this program charges a fee for services, the rate is much lower than the cost for similar services provided in the private sector and does not completely pay for the administrative costs associated with this highly specialized work.

Veteran Volunteer Program– This new program was established during the 2017 Regular Session and aimed to create a statewide network of volunteers trained to locate veterans, assist them in recognizing potential earned benefits and services, and connect them to individuals and organizations for additional assistance. This program provides training and oversight on an ongoing basis to volunteers, ensuring that volunteers are supported in assisting veterans regarding their benefits. Lastly, this program will continue to explore and identify additional opportunities to assist veterans. During the last biennium, the Volunteer Coordinator attended/participated in sixty-seven events to educate veterans and recruit volunteers.

Aging Veteran Outreach Program– This new program works collaboratively with agency partners statewide on behalf of aging veterans to coordinate benefits and services specific to the aging population. Additionally, this position is responsible for providing outreach presentations to educate other agencies and the general public regarding all benefits and assistance programs available to aging veterans. Lastly, this program is responsible for filing claims on behalf of veterans who are residing in one of ODVA’s veterans’ homes, or veterans being served through the conservatorship or rep-payee program. During the last biennium, the Outreach Coordinator attended/participated in fifty-seven events to educate veterans regarding benefits.

Program Justification and Link to Focus Areas

ODVA’s Aging Veteran Services programs impacts across multiple State focus areas, but particularly Healthy/Safe Communities and Thriving State Economy.

Conservatorship and Representative Payee Healthy and Safe Communities: •

Protects vulnerable veterans from financial abuse. According to the Office of Adult Abuse Prevention and Investigation (OAAPI) 2016 Data Book, financial exploitation is both the most frequent type of allegation received and the most frequently substantiated type of abuse. A PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

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•

2013 Adult Protective Services Special Report on Financial Exploitation states that 3% of cases had a fiscal impact on Medicaid system or other government funded program.

• Assists with access to healthcare and provides opportunities to overcome hardships thereby allowing clients to live as independently as possible.

• Provides accountability for funds managed on behalf of veterans.

Provides financial stability for vulnerable veterans, which impacts their daily living in multiple areas such as stable housing and consistent funds available for food, supplies and other daily necessities.

Thriving State Economy: • Providing financial stability to clients decrease the financial impact to local economies by reducing homelessness of veteran populations with mental health issues.

• Reduces costs to other state funded programs such as Medicaid and mental health programs. An additional benefit of the increased stability is a decrease in criminal activity, arrests and recidivism.

Veteran Volunteer Program Healthy and Safe Communities: • Utilizes volunteers to identify at risk aging veterans and refers them to resources, programs, and services both federally and state funded. By referring aging veterans to resources, this decreases the need for state assistance such as food stamps, Medicaid or other state programs.

Thriving State Economy: • Connects at risk aging veterans with available federal programs, which brings federal funds into the Oregon economy, and reduces dependency on state funded programs.

Aging Veteran Outreach Healthy and Safe Communities: • Connecting aging veterans with necessary benefits and resources is essential for them to be safe and live healthy.

• Educating local, state and private organizations regarding the uniqueness of aging veterans’ needs and the resources available to aging veterans, this program will help individuals live as independently as possible with the dignity and respect they are due.

• Filing claims on behalf of vulnerable veterans in both the conservatorship and the Oregon Veterans’ Homes thereby increasing access to healthcare.

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200

2021-2023 AGENCY REQUEST BUDGET

Thriving State Economy: • Filing claims on behalf of vulnerable veterans decreases their reliance on state benefit program and increases federal dollars to be spent in the State of Oregon.

Program Performance Aging Veteran Services This is a new division within ODVA created in 2017 to better serve this demographics’ unique needs. This graph represents the number of veterans served through all programs and engagements within Aging Veterans Services Division, excluding the Oregon Veterans Homes Program. Numbers in the chart prior to 2017 reflect total veterans served through our Conservatorship and Representative Payee Program only.

Aging Veteran Services Total Veterans Served 15,000 12,000 9,000 3,000 -

Conservatorship Currently, the agency’s two conservatorship Trust Officers manage approximately 60 cases each with the assistance of support staff.

The recommended caseload from the American Bar Association per Trust Officer is 25 cases per caseload. With current staffing levels and many manual processes, ODVA does not have the ability to increase the number of veterans served in this program at this time. The agency has prioritized the replacement and modernization of its business application and is assessing business processes and requirements to improve efficiencies for both staff and the clients served.

6,462

6,000 169

235

356

542

2011-13

2013-15

2015-17

2017-19

2019-21

Conservatorship Caseload 200

169

160

155

156

155 121

120 80 40 0

2011-13

2013-15

2015-17

2017-19

2019-21

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

201

2021-2023 AGENCY REQUEST BUDGET

Representative Payee This chart reflects the total number of veterans served in this program. Legislative approval was obtained and the program began serving its first client in 2014. The significant increase in the 2015-17 biennium numbers was due in part to the closing of a private fiduciary company. As a result, USDVA appointed ODVA as the successor payee for these veterans. The program also received assistance from other AVS staff to help accommodate the sudden influx of cases. This allowed ODVA to serve these vulnerable veterans in a time of emergency and then decrease caseload through attrition.

Veteran Volunteer Program The Veteran Volunteer program was established during the 2017 Regular Session. The program sent out the first “call for volunteers� in January 2019 through a pilot program in Clackamas, Deschutes, and Polk counties. After the initial pilot program was complete, ODVA expanded the program into Marion, Washington, Multnomah, Columbia, and Yamhill counties. To date ODVA has trained 33 active volunteers in these 8 counties. Those volunteers have reported being in contact with more than 1,400 individual veterans regarding veteran benefits and services and making referrals to local County Veteran Service Offices.

Representative Payee Caseload 202

200

168

160 120 80

131 77

40 0

2013-15

2015-17

2017-19

2019-21

Veteran Volunteer Program Number of Veterans Served 8000

6912

6000

4608

4000 2000 0

144 17-19

1400 19-21

21-23

23-25

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

202

2021-2023 AGENCY REQUEST BUDGET

Outreach Program The Aging Veteran Outreach program was created in 2017 to educate both veterans and community partners regarding veterans’ benefits. This chart reflects the total number of veterans served through this program both directly as well as through outreach to community partners.

Aging Veteran Outreach Program Number of Veterans Served 1350

1500 1000 500 0

100 17-19

19-21

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

203

2021-2023 AGENCY REQUEST BUDGET

Enabling Legislation/Program Authorization

The programs included in Aging Veteran Services are established in ORS Chapters 406 and 408. Statutory regulation for aging veterans’ services is found in 38 U.S.C. §13 and §51.

Funding Streams

Funding for program is from the General Funds and Lottery Funds.

Funding Proposal Expected Results

The 2021-23 funding proposal for the Aging Veteran Services Program increases the Agency Request Budget to improve and maximize services to veterans statewide and assist the agency with meeting the following goals: • •

Continue to provide high-level of customer service to a vulnerable group of veterans through the Conservatorship and Representative Payee programs To ensure successful implementation of the new conservatorship information technology system

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

204

2021-2023 AGENCY REQUEST BUDGET

2021-23 AGENCY REQUEST: AGING VETERAN SERVICES PROGRAM EXPENDITURES CONSERVATORSHIP

General Funds Lottery Funds TOTAL FUNDS

8%

8%

Aging Outreach

Veteran Volunteer

Lottery Funds TOTAL FUNDS

13%

VETERANS' HOME LOAN

[THE DALLES AND LEBANON]

84%

$ $

334,757 334,757

VETERAN VOLUNTEER

Lottery Funds TOTAL FUNDS

18%

66%

600,495 3,068,500 3,668,995

AGING OUTREACH

VETERAN SERVICES

VETERANS' HOMES

$ $ $

Conservatorship & Representative Payee

$ $

335,621 335,621

TOTAL PROGRAM EXPENDITURES

General Funds Lottery Funds TOTAL FUNDS

$ $ $

600,495 3,738,878 4,339,373

*Excludes Debt Service, Capital Construction and Nonlimited Expenditures.

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

205

2021-2023 AGENCY REQUEST BUDGET

AGING VETERAN SERVICES PROGRAM HISTORICAL OPERATING BUDGET COMPARISON $5,000,000

$3,738,878

$4,000,000 $3,201,323 $3,000,000

$2,000,000

$1,000,000 $550,520

$600,495

2019-21 L.A.B.

2021-23 A.R.B.

Lottery Fund

$3,201,323

$3,738,878

General Fund

$550,520

$600,495

$-

*Includes all Packages but excludes Nonlimited and Capital Construction Expenditures.

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

206

2021-2023 AGENCY REQUEST BUDGET

AGING VETERAN SERVICES PROGRAM NARRATIVE Aging Veteran Services Program Environmental Factors and Trends Oregon Veteran Demographics and Trends Today, there are an estimated 300,573 veterans in Oregon; of those 50% are over the age of 65 reflecting the growing aging WWII, Korean War and Vietnam generations, when a large percentage of citizens served in war efforts.

Aging veterans have unique needs One of ODVA’s goals is to target aging veterans in order to identify their unique needs and serve them better. Many aging veterans are not accessing federal benefits to which they may be entitled. These benefits may include health care, disability compensation or pension benefits, and potentially much needed longterm care services.

Identifying aging veterans who are not receiving benefits they have earned is a challenging undertaking. ODVA is approaching this issue on two fronts. First, by utilizing the Aging Veteran Outreach program to connect to community stakeholders and agency partners to identify veterans who have not accessed benefits and direct them to the needed resources. Second, the Veteran Volunteer Program is focusing its volunteer efforts on finding aging veteran who are not accessing benefits and assisting them in identifying potential resources. This is a continuing effort even with the challenges we are facing with the COVID-19 pandemic. The Volunteer Coordinator is still working with volunteers to reach veterans in need through local community food banks, Meals on Wheels, and other community resources.

Program Details Conservatorship and Representative Payee Workload: As of June 30, 2020, ODVA had 121 Conservatorship clients and 104 Representative Payee clients.

Customers: Veterans, program staff, other state agencies such as Department of Human Services, Oregon State Hospital, and Department of Justice; county partners such as circuit courts, county veteran service officer and adult protective services; federal agencies such as United States Department of Veterans Affairs and the Social Security Administration; and private business such as professional guardians, case management agencies, and private attorneys. All of these stakeholders play a role in providing either direct service to our veterans or they assist our program in providing services.

Source of Funding: Lottery Funds and General Funds. Other Fund revenue is generated by fees charged to client accounts under Conservatorship and Representative Payee Program and used to offset agency support costs associated with the program.

Expenditures: $3,068,500 Lottery Funds and $600,495 General Funds.

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

207

2021-2023 AGENCY REQUEST BUDGET

Positions and FTE: 2021-23 Agency Request Budget funds 10 positions (10.0 FTE).

Veteran Volunteer Program Workload: As of June 30, 2020, the volunteer program is up and running in 8 counties and has 33 active volunteers. ODVA has receive inquiries from an additional 231 individuals covering 29 of the 36 Oregon counties regarding participating in the volunteer program.

Customers: Aging veterans currently not accessing earned benefits.

Source of Funding: Lottery Funds.

Expenditures: $335,621 Lottery Funds.

Positions and FTE: 2021-23 Agency Request Budget funds 1 position (1.0 FTE).

Aging Veteran Outreach Workload: As of June 30, 2020, the Outreach program is up and running. The Program Coordinator has contacted 1,350 veterans directly and has been working with agency partners such as Oregon Department of Human Services (DHS), Northwest Senior and Disability Services (NWSDS), and Oregon Housing and Community Services (OHCS) to reach and provide services for additional veterans.

Customers: Aging veterans, agency and community partners, as well as other stake holders.

Source of Funding: Lottery Funds.

Expenditures: $334,757 Lottery Funds.

Positions and FTE: 2021-23 Agency Request Budget funds 1 position (1.0 FTE).

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

208

2021-2023 AGENCY REQUEST BUDGET

Revenue Sources/Proposed Revenue Changes Revenue Sources - The base budget revenue source for the Aging Veteran Services Program is from General Funds and Lottery Funds. There are no matching funds available for use in the Veterans’ Services programs.

Proposed Legislation No legislation.

PROGRAM UNITS // AGING VETERAN SERVICES // NARRATIVE (107BF02)

209

2021-2023 AGENCY REQUEST BUDGET

PROGRAM UNITS // AGING VETERAN SERVICES // ESSENTIAL PACKAGES

210

2021-2023 AGENCY REQUEST BUDGET

PROGRAM UNITS // AGING VETERAN SERVICES // ESSENTIAL PACKAGES

211

2021-2023 AGENCY REQUEST BUDGET

PROGRAM UNITS // AGING VETERAN SERVICES // ESSENTIAL PACKAGES

212

2021-2023 AGENCY REQUEST BUDGET

PROGRAM UNITS // AGING VETERAN SERVICES // ESSENTIAL PACKAGES

213

2021-2023 AGENCY REQUEST BUDGET

PROGRAM UNITS // AGING VETERAN SERVICES // DETAIL LOTTERY FUNDS, OTHER FUNDS AND FEDERAL FUNDS REVENUE

214

2021-2023 AGENCY REQUEST BUDGET

Policy Option Package 101: Strengthen Outdated IT Systems and Operations Introduction In 2016, 84 percent of Oregonians voted to constitutionally allocate 1.5% of Lottery net proceeds to support veteran services in Oregon. Not since WWII and the creation of the agency 75 years ago, had Oregon made such a historic investment in veteran services to provide new and expanded state resources that were responsive to the changing demographics of more than four generations of veterans serving from WWII to today’s conflicts.

Along with efforts to implement new and support enhanced programs created by Measure 96 Lottery funding, ODVA continues work to strengthen operational efficiencies by modernizing critical aging technology, balancing staffing levels to ensure benefit delivery, and providing fiscally sound stewardship of all state veteran program resources to properly manage financial risks.

Through this policy option package, ODVA aims to continue to strengthen ODVA’s core programs and operations by: 1. Continuing to fund modernization efforts to replace aging technology for the Conservatorship Program 2. Continuing to fund modernization efforts to replace aging technology for the Veteran Home Loan Program 3. Funding one new core operational HR support staff 4. Continuing alignment of funding and program stabilization for the Veteran Home Loan Program 5. Anticipating potentially higher operation costs for the Oregon Veterans’ Homes due to COVID-19 1. Conservatorship Program Technology Modernization Purpose The purpose of this funding request is to continue efforts to improve the Conservatorship and Representative Payee Program services for veterans by replacing outdated technology that manages the approximately $30 million in client assets and create efficiencies to program delivery service models.

The current Conservatorship System application was developed in-house throughout the 1990’s and early 2000’s and enables court-appointed ODVA conservators and trust officers to deliver critical conservatorship and representative payee services to the state’s most vulnerable veterans. These veterans rely on ODVA and the Conservatorship System to manage and care for all of their financial needs.

How Achieved PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

215

2021-2023 AGENCY REQUEST BUDGET

Based on current biennium project work, the goal is to procure a Conservatorship solution that will significantly reduce the technology risk that currently exists due to outdated legacy applications (COBOL) and the dependency on a single contracted application developer by implementing current technologies that can be managed and integrated with other agency systems.

In the 2019-21 biennial budget process, the agency was still in early planning stages and requested and received funding to replace the current Conservatorship application. ODVA procured professional services to provide project management and business analysis services to meet all state oversight and planning requirements. Currently, ODVA is engaged with these professional services and EIS for project planning and oversight and other aspects of the project planning to include an initial solution and vendor research to inform the business case; application architecture mapping, baseline requirement gathering; initial business process analysis; business case development; and planned project timelines.

ODVA anticipates being ready to release a Request for Proposal by Summer 2021.

This policy option package seeks funding to procure a solution and services to implement a new Conservatorship application during the 2021-23 biennium.

Staffing Impact None.

Quantifying Results The Conservatorship project will implement a proven solution for the Conservatorship Program’s inefficient and dated systems that all too often depends on manual processes. Further, the project provides avenues to manage staff workload by providing tools for them to do their work more efficiently.

Expected Outcomes include: 1. Significant risk mitigation by eliminating the current dependencies on: a. A single, contracted application developer b. Legacy and largely unsupported application language and platform 2. Improved staff efficiency and accuracy through: a. Automated workflow processes b. User-friendly interface c. Re-architected data model and database architecture for improved reporting, querying and data retrieval 3. Long-term support and sustainability for the ODVA Conservatorship Program and System application PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

216

2021-2023 AGENCY REQUEST BUDGET

a. Modern architecture to allow readily available skill sets to support the system b. Reduced dependency on IT staff to support business functions 4. Integration of the Conservatorship System into other existing and future ODVA core program applications a. Business intelligence b. Improved customer service models 5. Provides for future flexibility to meet potential changes to the business needs of the ODVA Conservatorship Program 6. Increased ODVA Conservatorship Program capacity a. Improved case management tools that are integrated with the accounting portion of the system to eliminate rekeying and manual coordination and record-keeping between the two standalone systems.

Fiscal Impact/Cost Cost for implementing a new Conservatorship System in the 2021-23 biennium: $500,000 Lottery Funds $250,000 Lottery Funds $750,000 Lottery Funds

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

2. Home Loan Servicing Modernization Purpose The purpose of this funding request is to continue to invest in modernizing the Home Loan Program information systems that ensure delivery of one of the agency’s core benefits to veterans in Oregon, improve agency performance, and to mitigate risks associated with aging technologies.

For 75 years, the agency has originated and serviced state home loans for veterans. ODVA’s Veteran Home Loan Program is a constitutionally authorized program for Oregon veterans. The agency last updated its loan servicing technology in 1999, investing nearly $1 million to customize a commercial off-the-shelf software (COTS) system that would address a number of issues including servicing a unique subset of loans that originated in the 1980’s. The systems that were implemented over 20 years ago do not meet the needs of the agency’s current business model and do not meet the expectations of our veteran borrowers.

ODVA currently uses multiple manual processes in combination with the old technology to deliver this program to veterans.

PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

217

2021-2023 AGENCY REQUEST BUDGET

The Home Loan origination system is currently engaged in a modernization effort with an expected project completion in June 2021. In the 2019-21 biennial budget process, the agency requested and received funding to replace the current Home Loan applications. This policy option package continues this work.

This policy option package funds efforts to replace the Home Loan servicing application and is expected to integrate with the new origination system and enable customer facing online account management of their state veteran home loan.

How Achieved The goal is to ensure that the loan origination and servicing solutions can work together to reduce duplication of effort and manual processes, and mitigate longterm risks associated with stop-gap software applications that were introduced to respond to changing federal regulations. An “end-to-end” home loan system combines an origination and a servicing system. The anticipated elimination of duplication of effort will provide staff the ability to perform targeted outreach to traditionally underserved populations, including black, indigenous, and other people of color (BIPOC). In addition, this new software system will significantly improve the veterans’ customer service experience by modernizing the system to allow veterans to access their home loan account information online which is currently not an option for ODVA’s borrowers.

ODVA engaged professional services to help audit the agency’s current technology system’s architecture and business processes. The information from the audit currently informs the technology requirements for a solution, and has been used to identify viable solutions and estimated costs.

Currently the agency is engaged in project planning to procure and implement an origination solution using contracted professional services for project management and business analysis expertise, DAS Enterprise Information Services and DAS procurement to meet all state oversight requirements.

Staffing Impact None.

Quantifying Results The critical components of a home loan origination/loan servicing IT system include: 1. Allow ODVA to better control the three stages of the home loan lending life cycle a. New business origination b. Loan servicing c. Default management PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

218

2021-2023 AGENCY REQUEST BUDGET

2.

3.

4.

5.

6.

Enable customer-focused experiences Maximize staff efficiency Minimize data input errors Satisfy federal regulatory compliance Allow ODVA to provide enhanced information to veterans.

The results of installing an end-to-end loan origination and servicing system for the Home Loan Program will be measured by the following: 1. Loan file data entry time and processing time 2. Number of regulatory events and negative audit findings 3. Borrower satisfaction 4. Application user satisfaction Fiscal Impact/Cost $300,000 Other Funds (Loan Program) $100,000 Other Funds (Loan Program) $400,000 Other Funds (Loan Program)

3.

Data Processing Software (Capital Outlay) Professional Services (Capital Outlay) TOTAL

Home Loan Program: Program Stabilization and Funding Alignment Purpose The purpose of this policy option package is to financially stabilize the Home Loan Program for future generations and align program expenditures with appropriate funding sources.

ODVA was created 75 years ago to provide Oregon veterans returning home from World War II with a low-interest state home loan. For many years, the ODVA Loan Program was robust and was able to financially support core operations of the agency and subsidize non-related Loan Program activities.

However, as the ODVA loan portfolio shrank and as Federal tax law placed more restrictions on the ability to earn revenues on the Loan Program, ODVA’s ability to subsidize other non-Loan Program activities has reduced.

PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

219

2021-2023 AGENCY REQUEST BUDGET

This request would help eliminate the ongoing subsidization of Statewide Veteran Services (SVS) and Aging Veteran Services (AVS) activities by the Loan Program, thereby helping to ensure its operations will continue on a long-term, sustainable basis. In addition, this POP would result in more accurate Program cost information assigned to the services actually provided.

How Achieved Monies provided in this request will be used to fully reimburse the Loan Program for the cost of the support services it provides to the SVS and AVS Programs. SVS and AVS Program costs will end up being appropriately funded by Lottery Funds or General Funds and the Loan Program will be fully funded from the operating revenues it generates.

This action will strengthen the financial sustainability of the Loan Program, including providing a greater degree of home ownership opportunities, thereby directly supporting the Department’s goal and strategies discussed above. Implementing this POP would also represent a “best practice” by the Department by carrying out its fiduciary responsibility of being good stewards of its program resources and more accurately reporting on the cost of the services provided.

Staffing Impact None.

Quantifying Results Department costs will be continually tracked and assigned to the appropriate Programs in order to: (1) quantify the level of any ongoing Loan Program subsidization of SVS and AVS for reimbursement purposes; and (2) improve the reporting of the actual costs incurred within each of the Department’s Programs. If this POP is approved and implemented, the Loan Program subsidization of SVS and AVS should be completely eliminated or reduced to largely a de minimis amount.

Fiscal Impact/Cost $390,000 Lottery Funds

Intra-Agency Charges (Services & Supplies)

4. Human Resources Position Purpose The purpose of this funding request is to add one (1) FTE Human Resource Analyst 1 position to support the agency’s operational staffing needs. Current staffing consists of 1 management level and one support analyst position to support the agency’s human resource needs.

PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

220

2021-2023 AGENCY REQUEST BUDGET

Due to increased staff retirements, new program development and turn-over in the last two biennia, the human resources section has been challenged to provide a full range of human resource services to agency staff. The Human Resources Section provides services and information to approximately 105 employees located in offices in Salem, Portland, and the Oregon Veterans' Homes located in The Dalles and Lebanon, in a broad spectrum of workforce management issues: labor relations, classification, recruitment, safety, risk management, workers’ compensation, training and development, family medical leaves, reasonable accommodation, affirmative action, diversity, and equal employment opportunity.

The Human Resources Analyst 1 position will provide consultation to agency management and employees and confidential technical and administrative support to the Human Resource Manager and Human Resources Analyst 2 in all areas of personnel administration including recruitment and selection; employee leave issues; employee performance management; personnel action consultation, processing, and record keeping; safety, health, and wellness; and support of collective bargaining activities. The position will guide managers, employees and applicants in recruitment, selection, and new employee orientation processes to help ensure a diverse, equitable and inclusive workforce. The position also assumes the responsibility of agency representative to the Statewide Diversity, Equity and Inclusion Conference, in the planning, development and implementation of the annual conference.

How Achieved The addition of one additional professional level HR position will allow the section to provide timely and confidential support to agency management and employees.

The Human Resources Office has identified the need to reorganize the type and method of work and workloads within the section as a result of the launch of the new Workday systems during the 2019-2020 time period.

Since the implementation of Workday in 2019, associated processes within the agency are still not smooth, requiring significant staff time to make corrections to regular personnel actions (new hires, promotions, transfer-ins) and recruitments. Shadow systems for tracking agency data and information are still needed until process improvements are realized with the Workday system.

Additional HR staff time and resources will be needed to support the planned integration of the iLearn system (employee training management system) and Payroll system into the Workday system in the 2021-2023 biennium.

HR staff have begun to plan Workday training for the ODVA management team, but additional staff time and resources will be needed.

HR functionality around the development of agency affirmative action plans, safety and wellness policies and programs, and staff development including employee onboarding and training requirements are slow to gain traction with the existing staffing model.

PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

221

2021-2023 AGENCY REQUEST BUDGET

Span of Control reporting and analysis will be a new functionality of the HR Section starting with the 2021-2023 budget development process and moving forward in time. This provides an additional level of complexity to HR work involving personnel and position management.

Staffing Impact (4) Human Resources Analyst position (1.0 FTE) With the proposed addition of one Human Resources Analyst 1 position, duties previously performed by the HRA2 position would be assumed by the new position. This will allow much needed cross-training capabilities with the Workday System, and allow the HRA2 position to assume higher level duties associated with classification and compensation, position management (Workday), safety management, employee training, and assist the Human Resources Manager with employee performance management – including employee investigations, corrective actions, discipline and discharge – and policy development and implementation.

Quantifying Results Human Resources Expected Outcomes - realign human resource duties to include the following duties assigned to the HRA1: 1. Recruitment and Selection – become the subject matter expert on recruitment and selection processes for the agency, to include consultation with managers on position vacancies, position description development, construction of recruitment and selection processes including all processes performed in the Workday System.

2. Workday Systems – cross-train and support the HRA2 in actions relating to the hiring, promotion, and separation of employees in the Workday System, including consultation with managers on processes and procedures and coordination with Payroll on timely processing of employee actions.

3. Employee Leave - provide consultation to managers and employees regarding family medical leave entitlements, qualifications, eligibility, and compliance.

4. Performance Management – provide consultation to managers on the employee performance review processes in Workday.

5. Analysis & Support v) Respond to general requests for information from managers, supervisors, employees and the general public; w) Provide confidential support and assistance to the Human Resources Manager before and during the collective bargaining process; x) Maintain agency files relating to employee grievances, lawsuits, disciplinary actions and other correspondence. Maintain employee databases, i.e. training, driving history and safety records; y) Schedule and conduct new employee orientation and coordinate completion of employment forms. z) Respond to subpoenas and requests for personnel files and employment records. Respond to requests relating to unemployment claims; prepare and complete claims responses. aa) Attend Safety Committee meetings, draft minutes, and assist managers to research safety-related issues. bb) Assist with the coordination of new Wellness programs, policies, and initiatives.

Fiscal Impact/Cost PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

222

2021-2023 AGENCY REQUEST BUDGET

$171,911 Lottery Funds $ 13,089 Lottery Funds $185,000 Lottery Funds

Personal Services (HR Analyst 1 Position) Services & Supplies (HR Analyst 1 Position) TOTAL

5. Anticipated higher operating costs for the Oregon Veterans’ Homes due to COVID-19 Purpose The purpose of this policy option package is to provide adequate expenditure limitation to respond to anticipated increased costs in providing care to veterans in the two Oregon Veterans’ Homes due to the current and ongoing COVID-19 pandemic.

In March 2020, the Lebanon Veterans’ Home was the first skilled nursing care facility in the state to respond to the COVID-19 pandemic. The cost for direct care to respond to the virus along with the ongoing operational challenges the agency has experienced has resulted in equipment and supply costs that have increased in a short period of time.

During the outbreak of the COVID-19 pandemic, the Lebanon Veterans’ Home was experiencing additional costs related to the COVID-19 outbreak of approximately $160,000 per month. The Dalles Veterans Home has been impacted by COVID-19, but to a lesser degree. Medical experts are anticipating that in future years, seasonal outbreaks of the COVID-19 virus will continue but the severity of these seasonal outbreaks is uncertain. Since these costs are not included in our existing budget, we are requesting additional Other Funds expenditure limitation for the 2021-23 biennium.

How Achieved ODVA is currently tracking additional costs, which include an increase in supplies inventory, decontamination equipment and personnel costs to provide the best care to our veteran residents as possible. ODVA will use these data points to plan for future operational needs to ensure there is the ability to keep residents that are entrusted to our care safe through COVID-19.

Staffing Impact None.

Quantifying Results Results will be measured by ODVA’s ability to respond quickly to ensure the health and safety of veteran residents and staff members.

Fiscal Impact/Cost PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

223

2021-2023 AGENCY REQUEST BUDGET

$3,000,000 Other Funds (Home Program) Revenue Source: $ 400,000 OF (Loan Program) $ 750,000 LF $ 390,000 LF $ 185,000 LF $3,000,000 OF (Home Program) $4,725,000 TOTAL

Professional Services (Services & Supplies)

Loan Modernization System (Capital Outlay) Conservatorship System (Capital Outlay) Program Stabilization/Funding Alignment (Services & Supplies) Human Resource Analyst ($171,911 Personal Services, $13,089 Services and Supplies) Veterans’ Home Potential Higher Operating Costs (Services & Supplies)

GRAND TOTALS $ 171,911 LF $ 403,089 LF $ 750,000 LF $1,325,000 LF

TOTAL Personal Services TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$3,000,000 OF $ 400,000 OF $3,400,000 OF

TOTAL Services and Supplies TOTAL Capital Outlay TOTAL

$4,725,300

TOTAL

PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

224

2021-2023 AGENCY REQUEST BUDGET

PROGRAM UNITS // AGING VETERAN SERVICES // POLICY OPTION PACKAGE 101

225

2021-2023 AGENCY REQUEST BUDGET

PAGE INTENTIONALLY LEFT BLANK

NONLIMITED EXPENDITURES

226

2021-2023 AGENCY REQUEST BUDGET

NONLIMITED EXPENDITURES The Department uses two primary types of nonlimited expenditures in carrying out its programs for veterans. These are described below.

Loan and Bond Nonlimited Expenditures The loan-related expenditures in this category are those that are charged back to the loan balances and eventually collected. Typical expenditures are property taxes, hazard insurance, foreclosure and state-owned property costs, and other costs incurred to protect the State’s interest in property used to secure a loan. Also included in this expenditure category are loans made to veterans.

The bond-related expenditures in this category are incurred in planning for and issuing bonds. Typical costs involve bond counsel and attorney fees, State Treasury bond fees, and fees relating to preparing bond disclosure documents. These costs are directly tied to the number of issues and the size of each issue.

Debt Service Nonlimited Expenditures These expenditures relate to the principal and interest payments due to those who invested in Department bonds and any net interest rate swap payments made to swap counterparties.

NONLIMITED EXPENDITURES

227

2021-2023 AGENCY REQUEST BUDGET

NONLIMITED EXPENDITURES

228

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/CAPITAL IMPROVEMENT NARRATIVE

229

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/AQUISITIONS

230

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/ACQUISITION SIX-YEAR PLAN

231

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/FACILITIES MAINTENANCE AND MANAGEMENT

232

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/FACILITIES MAINTENANCE AND MANAGEMENT

233

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/FACILITIES MAINTENANCE AND MANAGEMENT

234

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/FACILITIES MAINTENANCE AND MANAGEMENT

235

2021-2023 AGENCY REQUEST BUDGET

CAPITAL BUDGETING // MAJOR CONSTRUCTION/MAJOR CONSTRUCTION/FACILITIES MAINTENANCE AND MANAGEMENT

236

2021-2023 AGENCY REQUEST BUDGET

SPECIAL REPORTS // IT PROJECT PRIORITIZATION

237

2021-2023 AGENCY REQUEST BUDGET

SPECIAL REPORTS // IT PROJECT PRIORITIZATION

238

2021-2023 AGENCY REQUEST BUDGET

AFFIRMATIVE ACTION REPORT In accordance with Executive Order No. EO 17-11 the department has reviewed its Affirmative Action Policy and programs, and with this report, is advising the Governor of the results and status of the policy and programs. The Department’s Affirmative Action Plan and goals are routinely reviewed and discussed by the senior staff several times a year.

Since the department’s last biennial Affirmative Action Budget Report (6/30/18), total staff has increased by 8.9% percent (from 81 to 89 employees). Currently, 62.9% of agency employees are women. 12 out of the 22-management staff are women. Employees with disabilities, who chose to disclose this voluntary information, currently comprise 7.9% of the Agency workforce. 12.4% of Agency employees are persons of color. 19% of the agency’s workforce are veterans.

All vacancies are carefully evaluated to determine if it is necessary to fill them or if the agency can absorb the workload through increased efficiencies.

The Director continues to work with senior staff on succession management planning. Through these efforts it is realized that achieving parity is difficult in a small agency with limited openings each year, but we remain truly committed to achieving and retaining a representative and diverse work force.

The agency continues to strive to meet goals in all job categories through ongoing training and information to agency staff on affirmative action plans and goals. The agency conducts ongoing reviews of recruitment efforts to identify any barriers that exclude or discourage a diverse candidate pool, with emphasis placed on identification of resources to increase outreach and advertising efforts including formal and informal networking, personal contact, employee crosstraining, developmental opportunities, and wide-spread notification—both internal and external. All department managers are to ensure that open recruitments are comprised of a diverse and representative pool of applicants; and will work with employees to enhance opportunities for upward mobility so all employees are prepared for advancement.

The Director of the Oregon Department of Veterans’ Affairs is a strong advocate of persons with disabilities as is evidenced both by outstanding service to the public in this area and in opportunities for employment. The Agency continues to serve as the subject matter expert for veteran and disabled veteran identification, validation and expertise for public agencies statewide. The Agency continues as a training site for the U.S. Department of Veterans’ Affairs workstudy program serving the disabled veteran community. The department will continue to provide reasonable accommodations necessary to allow an employee with a disability to fully participate in the work force.

The agency is reviewing all agency programs for specific strategies and concrete actions to address racial and economic disparities to all communities, including Native American, Tribal members, Black, African American, Latinx, Asian, Pacific Islander, linguistically diverse populations, and those with disabilities.

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The agency is committed to upholding Governor Kate Brown’s Equity Values of Prioritizing Equity, Addressing Health and Economic Impacts, and Ensuring an Inclusive and Welcoming Oregon.

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