2013-218 - Laserfiche WebLink

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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; Equal Employment Opportunity ( EEO Status); Procurement Policy FDEM may request additional monitoring/information if the activity, or lack there of, generates questions from the region, the sponsoring agency or FDEM 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 FDEM . 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 : 4. Equipment selection or available vendors J. Eligibility of items or services 4. Coordination and partnership with other agencies within or outside the region or discipline L Record Keeping 4- Reporting Requirements 4 Documentation in support of a Request for Reimbursement On- Site Monitoring will be conducted by the FDEM or designated personnel . On-site Monitoring visits will be scheduled in advance with the recipient agency POC designated in the grant agreement. 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 . On-site Monitoring Protocol On-site Monitoring 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 financial and programmatic on-site monitoring checklist to assist in the completion of all required tasks . 29