Grant Monitoring and Evaluation Workshop Overview

This comprehensive workshop delves into the essential aspects of monitoring and evaluating grant projects, focusing on key components such as pre-visit communication, project reviews, personnel activities, Title VI assessments, and the significance of continual monitoring. The workshop covers the importance of monitoring, types of monitoring techniques, and what to expect during on-site visits. Participants gain insights into compliance regulations, progress measurement, expenditure review, and problem detection.

• Grant Monitoring
• Evaluation Workshop
• Compliance Regulations
• Project Review
• Title VI Assessment

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1. GRANT GRANT ORIENTATION ORIENTATION WORKSHOP WORKSHOP Monitoring

2. You Have a Program Manager Communication Claims and status reports Grant site navigation

3. Why Monitor? Required by federal and state regulations Measures progress Review expenditures Detects critical problems

4. TYPES OF THSO MONITORING 1. Continual Emails Reports 2. On Site/Virtual One-on-one meetings Grant activities review

5. Pre-Visit Communication Scheduling - flexibility Pre-visit letter Requests Overtime policy Purchasing policy Title VI Assessment

6. Visit Review project status Goals Tasks Grant files Records of expenditures Accounting Grant budget Purchases Personnel Title VI Assessment Displays

7. Personnel activity Overtime: Timesheets, dispatch logs, citation data Overtime policy Full-time/Part-time: Case files Job descriptions

8. Visit Review project status Goals Tasks Grant files Records of expenditures Accounting Grant budget Personnel Purchases Title VI Assessment Displays

9. What is Title VI ? Title VI of the Civil Rights Act of 1964, prohibits discrimination based on race, color, and national origin. Specifically, 42, USC 200d states that; No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Financial assistance.

10. What to Expect THSO On-Site Visit Prior to: Schedule visit Pre-visit letter Submit required policies Title VI Assessment Day of: Meeting of grant staff Grant project review

11. Red Flags Discrepancies on reports Slow expenditure rate Failure to respond Disorganized records Frequent revisions Evasive answers Late submissions

12. Post Visit Reviewed by: Program Manager Deputy Director Director Types Without Required Actions With Required Actions (Non-finding related) Findings (misusing funds, falsifying documents, etc.)

13. TDOSHS Independent Audit TDOSHS Fiscal Services Fontaenia Vaughn Auditor Michelle Dixon, Auditor Types of Monitoring On Site/Virtual Desk audit (email) All HVE grants Once every 3 years

14. Questions? Kim Van Atta, THSO program manager Cell: (615) 618-5767 kim.vanatta@tn.gov