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Desk monitoring is defined as the review of projects, financial activity and technical assistance between the program office and the applicant via e-mail and telephone . Site visits are defined as actual visits to the recipient agency ' s location by a team or members of the FDEM or their designee , to actually observe records, procedures and equipment. Freauencv of annual monitoring activity: Each year the FDEM will identify up to 50% of sub-grantees for site visit monitoring. It is important to note that although a given grant has been closed successfully , it is still subject to either desk or on-site monitoring for a five year period following closure. Examples of areas that may 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 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+k Equipment selection or available vendors �V Eligibility of items or services k 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. 37