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Grant Monitoring Process <br /> Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through <br /> various funding sources including federal grant funds . As the steward of the State Homeland Security Grant Program funds, projects <br /> and equipment the Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the status of the <br /> grant activity and items purchased. <br /> The monitoring process detailed in this document is designed to assess a recipient agency' s compliance with applicable state and <br /> federal guidelines. The FDEM is responsible for monitoring the financial, programmatic and capability portion of the grant to include <br /> equipment procurement and compliance with applicable SHSGP grant guidance and statutory regulations. <br /> Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits. There are two primary areas <br /> reviewed during monitoring activities - financial and programmatic/capability. Financial monitoring is the review ofrecords <br /> associated with the purchase and disposition of property, projects and contracts. Capability review is the observation of equipment <br /> purchased, protocols and other associated records. Various levels of financial and programmatic review may be accomplished during <br /> this process . <br /> Desk monitoring is defined as the review of projects, financial activity and technical assistance between the program office and the <br /> applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient agency ` s location by a team or members <br />of <br /> the FDEM or their designee, to actually observe records, procedures and equipment. <br /> Frequency of annual monitoring activity: <br /> Each year the FDEM will identify up to 50°x6 of sub-grantees for site visit monitoring. It is important to note that although a given <br /> grant has been closed successfully, it is still subject to either desk or on-site monitoring for a five year period following closure. <br /> Examples of areas that may be examined include : <br /> Management and administrative procedures <br /> Grant folder maintenance <br /> Equipment accountability and sub-hand receipt procedures <br /> Program for obsolescence <br /> Status of equipment purchases <br /> Status of training for purchased equipment <br /> Status and number of response trainings conducted to include number trained <br /> Status and number of' exercises <br /> Status of' planning activity <br /> Anticipated projected completion <br /> Specific difficulties completing the project. <br /> Agency NIMS /ICS compliance documentation <br /> In certain circumstances, the FDEM may request additional monitoring/information if the activity, or lack there of, on the pari of the <br /> specific recipient has generated questions from the region, the sponsoring state agency or the FDEM leadership. The method of <br /> gathering this information will be determined on a case-by-case basis. <br /> Desk monitoring is an on-going process . Agenev recipients will be required to participate in desk lop monitoring on an annual basis <br /> and as determined by the FDEM. The agency recipients will complete and submit the desk lop monitoring within 14 business <br /> calendar days of receipt. This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit <br /> if the FDEM determines that a recipient is having difficulty completing their project. <br /> As difficulties/deficiencies are identified , the respective region or sponsoring agency will be notified by the program office via email. <br /> Information will include the grant recipient agency name, year and project description and the nature ofthe issue in question. Many of <br /> the issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to the <br /> FDEM for assistance . Examples of TA include but are not limited to . <br /> 4- Equipment selection or available vendors <br /> a- Eligibility of items or services <br /> 4Coordination and partnership with other agencies within or outside the region or discipline <br /> Site Visits <br /> Site visits will be conducted by the FDEM or designated personnel . Site visits will be scheduled in advance with the recipient agency <br /> POC designated in the grant agreement. Monitoring questionnaires will be provided in advance of the visit. <br /> The FDEM will also conduct coordinated financial and grant file monitoring. These moruloring visits will be coordinated with the <br /> capability review visits. Subject matter experts from other agencies within the region or state may be called upon to assist in the form <br /> of a peer review as needed. <br /> All findings related to the capability review will be documented and maintained within the FDEM. <br /> 26 <br />