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Frequency of annual monitoring activity : Each year the Division will conduct monitoring for up to 25 % of current year agreements . Areas that will be examined include : Management and administrative procedures , Grant folder maintenance , Equipment accountability and sub- hand receipt procedures ; Program for obsolescence ; Status of equipment purchases ; Status of training for purchased equipment , Status and number of response trainings conducted to include number trained , Status and number of exercises ; Status of planning activity ; Anticipated projected completion ; Difficulties encountered in completing projects ; Agency NIMS/ICS compliance documentation ; Procurement Policy The Division may request additional monitoring/information if the activity , or lack thereof, generates questions from the region , the sponsoring agency or Division leadership . The method of gathering this information will be determined on a case- by-case basis . Desk monitoring is an on - going process . Recipients will be required to participate in desk top monitoring on an annual basis and as determined by the Division . This contact will provide an opportunity to identify the need for technical assistance (TA) and/or a site visit if the Division 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 Division for assistance . Examples of TA include but are not limited to : • Equipment selection or available vendors • Eligibility of items or services • Coordination and partnership with other agencies within or outside the region or discipline • Record Keeping Reporting Requirements • Documentation in support of a Request for Reimbursement On - Site Monitoring will be conducted by the Division or designated personnel . On -site Monitoring visits will be scheduled in advance with the recipient agency POC designated in the grant agreement . V . Contractual Responsibilities • The Division shall determine eligibility of projects and approve changes in scope of work . • The Division shall administer the financial processes . 19