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DYS Subsidy Grant September 15, 2017 Monitoring Process

Effective September 15, 2017, the monitoring process for DYS Subsidy Grants will focus on effectiveness instead of compliance. Monitoring assignments will no longer be rotated each year, and the format of the monitoring report is being modified. This article provides details on the changes and requirements for monitoring visits and reports.

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DYS Subsidy Grant September 15, 2017 Monitoring Process

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  1. DYS Subsidy Grant September 15, 2017Monitoring Process ODYS Bureau of Courts & Community Services James Hearns, Subsidy Grant Manager Perry Palumbo, Program Development Manager

  2. Changes to Monitoring Process • Monitoring will focus on effectiveness instead of compliance. • Court monitoring assignments will no longer be rotated each year. • The format of the monitoring report is being modified. Monitoring checklists also will no longer be part of the final report issued to the court.

  3. Monitoring Assignments • Courts will be assigned to a DYS liaison for a minimum of two consecutive years. • The assigned liaison will be responsible for reviewing the court’s application, conducting the monitoring visit, following up on recommendations, and processing all grant amendments. • Felony adjudication visits may be rotated beginning next year.

  4. Monitoring Visit • Monitor will send a letter of instruction prior to the visit. • Court should provide a tentative schedule prior to the visit as well as requested program statistics and expenditure information. • Where possible, schedule should include observations of funded program activities and visits to program locations.

  5. Monitoring Visit • Monitoring will focus on verifying the information included in the grant application. • Scheduled interviews should be with the coordinator of the program or other individual actively involved in the program. • Interviews will focus on viewing program documentation (files, forms, documents, rosters, etc.). • Monitor also will view youth tracking forms for each program as well as the fiscal ledger.

  6. Monitoring Visit • Youth interviews should be scheduled for each Behavioral Change and Skills/Knowledge program, as well as some selected Support programs. • Some follow-up visits may be conducted either by the assigned liaison or other Bureau staff.

  7. Monitoring Checklists • New format is being implemented with questions more focused on “how” instead of yes/no. • Format will include a determination of “Sufficient”, “Insufficient”, or “N/A” for each question. Insufficient determinations likely will result in a recommendation or required action. • “Sufficient” means that the program’s response is appropriate and documentation is adequate to verify the response. Information obtained from youth interviews also will be considered.

  8. Monitoring Report Format • Monitoring checklists will be considered work papers and no longer included as part of the monitoring report. • Narrative of report primarily will be limited to the youth interviews, recommendations, and required actions.

  9. Questions?

  10. FY 2018 DYS Subsidy Grant Financial Expenditure Final Report and Fiscal Status Reports

  11. FY 2017Financial Expenditure Report • Due October 2, 2017 • It is essential that these are received on time! • Carryover balance and reconciled cash balance must match • By statute, the TOTAL carryover balance can not exceed 25% of the total FY 2016 allocation amount (RECLAIM and Youth Services Grant) • Reports are to be submitted electronically to Leanne Skeen at Leanne.Skeen@DYS.Ohio.gov

  12. FY 2017Financial Expenditure Report • Pay Period has 10 working days: • FY 2017 > 5 days expenditures to FY 2017 • FY 2017 < 5 days expenditures to FY 2018 • FY 2017 = 5 days 50% split between FY 2017 and FY 2018

  13. FY 2017Financial Expenditure Report • Reporting Staff Payroll • Payroll Example: PPE on June 25th (Paid July 1st) and July 9th (Paid July 15th). Assume Monday – Friday as working days. • The PPE June 25th and Paid July 1st is for Grant year 2017. • PPE July 9th: Week 1 payroll has 4 working days of 2017 and 6 working days of 2018. • Majority rules is to allocate all payroll expenditures to grant year 2018.

  14. Fiscal Status Report • This report is required for all courts • The report is submitted twice during the fiscal year: January 15th for the first two quarters and April 15th for the first three quarters • The top section of the report includes starting cash balance, receipts, expenses and ending balance for the time period (signed by auditor and judge) • The bottom section of the report includes projected expenditures and ending balance for the year (signed by court staff) • Must reconcile from previous report

  15. Payments (Checks) Are Held If: • Any youth data reports have not been received (monthly tracking, quarterly youth served, adjudication, bindover / reverse bindover reports) • Any required reporting for DYS sponsored grants including JDAI, Targeted RECLAIM, Competitive RECLAIM, BH/JJ, and Title II. • Annual reports have not been received • Expenditure reports have not been received • Fiscal status reports have not been received

  16. Questions?

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