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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 part of <br />the <br /> specific recipient has generated questions from the region , the sponsoring state agency or the FDEM leadership . The method <br /> of <br /> gathering this information will be determined on a case-by-case basis . <br /> Desk monitoring is an on -going process . Agency recipients will be required to participate in desk top monitoring on an annual <br /> basis <br /> and as determined by the FDEM . The agency recipients will complete and submit the desk top 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 <br /> 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 <br /> email . <br /> Information will include the grant recipient agency name, year and project description and the nature of the issue in question . <br /> 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 <br /> to the <br /> FDFM for assistance . Examples of"I A include but are not limited to : <br /> 4 Equipment selection or available vendors <br /> 4- Eligibility of items or services <br /> 4- Coordination 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 <br /> agency <br /> POC designated in the grant agreement . Monitoring questionnaires will be provided in advance of the visit . <br /> 'File FDFM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with <br />the <br /> capability review visits . Subject matter experts from other agencies within the region or state may be called upon to assist in <br /> 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 /> Site Visit Protocol <br /> The following outlines the monitoring protocol for the FDEM : <br /> The site visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal <br /> year <br /> ( FFY ) . Site visits may be combined when geographically convenient . 'There is a site visit checklist to assist in the <br /> completion of all <br /> required tasks . <br /> Site Visit Preparation <br /> A letter will be sent to the recipient agency Point of Contact ( POC ) stating the purpose of the site visit at least 30 calendar <br /> days before <br /> the planned arrival date. FDEM personnel will call within the next 10 calendar days to schedule an appointment to review the <br /> grantee ' s program . <br /> The physical location of any equipment located at an alternate site should be confirmed with a representative from that location <br /> and <br /> the address should be documented in the grantee folder before the site visit . <br /> The appointment should be confirmed with the grantee in writing ( email is acceptable) and documented in the grantee folder. <br /> Any personnel from the IDEM attending the site visit will review the grantee ' s corresponding tolder(s ) before the visit . Prior <br /> to the <br /> visit, individual roles will be identified for the site visit. Copies of applicable documents will be made and distributed to the <br /> site visit <br /> team at a minimum of live ( 5 ) calendar days before the visit . A reminder e-mail should be sent to all team members and <br /> the recipient <br /> POC one business day in advance of the site visit. <br /> Site Visit <br /> Once FDEM personnel have arrived at the site.. an orientation conference will be conducted . During this lime , the purpose of <br /> the site <br /> visit and the items FDEM intends to examine will be identified . If financial monitoring visit will be conducted , they will <br />then explain <br /> their objectives and will proceed to perform the financial review. <br /> FDEM personnel will review all tiles and supporting documentation . Once the supporting documentation has been reviewed , it <br /> tour/visual/spot inspection of equipment will he conducted . <br /> Each item should be visually inspected whenever possible. Bigger items ( computers, response vehicles, etc . ) should have an asset <br /> decal ( information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements . <br /> 28 <br />