FY 2013 Monitoring Results FY14 Programmatic Indicators July 31, 2013

1. FY 2013 Monitoring ResultsFY14 Programmatic IndicatorsJuly 31, 2013 Presenters: Anne Christol, ERES Simone Danielson, ERES Michele Thomas, ERES Cindy Turner, ERES

2. Goals of this Presentation • Discuss the monitoring results of the 2012-2013 monitoring season • Discuss the most common findings • Learn how to avoid common mistakes and pitfalls • Changes in the FY 14 Monitoring Document • Discussion of Best Practices

3. Monitoring Results

4. 2012-2013 Monitoring • 68 programs received a Full On-site Monitoring • 41 programs received Program Only On-site Monitoring • 28 programs received Full Desktop Monitoring

5. Programmatic Findings • 30 program monitoring indicators on the full onsite FY13 monitoring document • In total, programs received 132 programmatic findings in 21 of 30 Indicators • Average of less than one finding per subgrant • 85 (64.3%) of the findings occurred in 6 indicator areas (ranked in order) • P13, P29, P15, P25, P12, P9

6. Comparison of FY 12 and FY 13 Program Monitoring Results

7. Chart of Findings

8. Changes to the Monitoring Document

9. Changes to Monitoring Document • Site specific indicators marked with asterisk • Program indicators- No asterisk • Attendance- 70% or above at each site • Co-sponsored activities- 21st CCLC logo or name • Special needs- Active, equal participation

10. Changes to Monitoring Document (continued) • Observations, evaluations for instructional staff • Label artifacts by indicator (i.e. 15a, 15b, 15c) or indicator and site (i.e. NSE 15a, NSE 15b, NSE 15c, etc). Particularly communication indicator • Communication- Individuals or groups underlined

11. Changes to Monitoring Document (continued) • Advisory Council- Two meetings; one prior to monitoring visit • Program Evaluation- Two types: Previous year’s summative evaluation and Continuous program revisions • Evaluation Results- Most recent results • Pre-Monitoring Activity (PMA)- “Tweaked”

12. Monitoring Best Practices

13. Best Practices • Document, Document, Document (remember….if it’s not written down, it didn’t happen) • Share monitoring document with Site Coordinators - explain their role in collecting/maintaining site-level documentation • Start documentation collection IMMEDIATELY • Ensure site level and master folders/binders are numbered per monitoring document

14. Best Practices (continued) • Develop timeline for Site Coordinators to submit documentation to Program Director (monthly, bimonthly, etc.) • Set up master folders or binders for documentation collection –Program Director • DO NOT wait until the last minute to gather/organize Master File documentation

15. Best Practices (continued) • Ensure documentation in folder/binder pertains to that indicator. (don’t overload with unnecessary paperwork, or “fluff”) • If unsure about the meaning or requirements of an indicator, contact your regional ERES • Participate in Monitoring Document review webinars and regional Brown Bag sessions

16. Best Practices (continued) • Don’t be afraid/embarrassed to ask questions. Chances are if you’re unsure or confused someone else may be, too.

17. 21st Century Community Learning Centers ProgramMonitoring (Fiduciary)Pattern of findings in FY13Key Changes in FY14 Tehsin Akram Desmond Carter Andre’ Hill Fiscal Analysts July 31, 2013

18. Pattern of findings in FY13 Out of 137 subgrants monitored in FY13, 58 (42%) did not receive any program or fiduciary findings, and 84 subgrants (61%) did not receive any fiduciary findings (average of .64 findings per subgrant)

19. Key changes in FY14 Monitoring Document

20. FY14 Monitoring – Highlights and reminders • F1 (Board Acceptance): this has to be carried out every year for every subgrant • F2 (Segregation of duties): We now accept only flow charts (or equivalent), not organizational charts or job descriptions • F3 (Fraud, Waste, and Abuse…): Policy/procedures has to appear in 2 documents staff and students/parents handbooks • F4 (Program income): Any kind of revenues, fees, etc. (such as Boys and Girls Club membership fees) require prior written approval from GaDOE

21. FY14 Monitoring – Highlights and reminders (Cont’d) • F5 (Completion Report): detailed (transaction-by-transaction) reconciliation required between Completion Report and General Ledger • F7 (Procurement): If required by your policy/procedures, carry out competitive selection process from the very beginning of the fiscal year • F8 (Suspension and debarment): Carry out this process for all contractors from the very beginning of the fiscal year and preserve related documentation • F9 (Salary and benefits): All non-profits (e.g. Non LEAs) must maintain Personnel Activity Reports (PARs) for all employees. All time and effort documents must be signed and dated after-the-fact • F10 (Inventory): Maintain all the data required (e.g. acquisition price, acquisition date, location) in your inventory list and update as necessary • F11 (and onwards) – for GaDOE use only. No direct action required on your part

22. Thank you!