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Status and number of exercises Status of planning activity Anticipated projected completion Specific difficulties completing the project . Agency NIMS/ICS compliance documentation In certain circumstances, the FDEM may request additional monitoring/information if the activity, or lack there of, on the part of the specific recipient has generated questions from the region, the sponsoring state agency or the FDEM leadership . The method of gathering this information will be determined on a case-by-case basis. Desk monitoring is an on-going process . Agency recipients will be required to participate in desk top monitoring on an annual basis and as determined by the FDEM . The agency recipients will complete and submit the desk top monitoring within 14 business calendar days of receipt . This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit if the FDEM determines that a recipient is having difficulty completing their project . As difficulties/deficiencies are identified, the respective region or sponsoring agency will be notified by the program office via email . Information will include the grant recipient agency name, year and project description and the nature of the issue in question . Many of the issues that arise may be resolved at the regional or sponsoring agency level . Issues that require further TA will be referred to the FDEM for assistance . Examples of TA include but are not limited to : 1 Equipment selection or available vendors 4- Eligibility of items or services 4 Coordination and partnership with other agencies within or outside the region or discipline Site Visits Site visits will be conducted by the FDEM or designated personnel . Site visits will be scheduled in advance with the recipient agency POC designated in the grant agreement. Monitoring questionnaires will be provided in advance of the visit. The FDEM will also conduct coordinated financial and grant file monitoring . These monitoring visits will be coordinated with the capability review visits . Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed . All findings related to the capability review will be documented and maintained within the FDEM . Site Visit Protocol The following outlines the monitoring protocol for the FDEM : The site visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year ( FFY ). Site visits may be combined when geographically convenient . There is a site visit checklist to assist in the completion of all required tasks . Site Visit Preparation A letter will be sent to the recipient agency Point of Contact (POC ) stating the purpose of the site visit at least 30 calendar days before the planned arrival date. FDEM personnel will call within the next 10 calendar days to schedule an appointment to review the grantee ' s program . The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit . The appointment should be confinned with the grantee in writing (email is acceptable) and documented in the grantee folder. Any personnel from the FDEM attending the site visit will review the grantee ' s corresponding folder(s ) before the visit . Prior to the visit, individual roles will be identified for the site visit. Copies of applicable documents will be made and distributed to the site visit team at a minimum of five ( 5 ) calendar days before the visit . A reminder e-mail should be sent to all team members and the recipient POC one business day in advance of the site visit. Site Visit Once FDEM personnel have arrived at the site, an orientation conference will be conducted . During this time, the purpose of the site visit and the items FDEM intends to examine will be identified . If financial monitoring visit will be conducted , they will then explain their objectives and will proceed to perform the financial review. FDEM personnel will review all files and supporting documentation . Once the supporting documentation has been reviewed, a tour/visual/spot inspection of equipment will be conducted . Each item should be visually inspected whenever possible . Bigger items (computers, response vehicles, etc . ) should have an asset decal ( information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements . 28