2012-043 - Laserfiche WebLink

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Equipment selection or available vendors 1 Eligibility of items or services 1 Coordination and partnership with other agencies within or outside the region or discipline J- Record Keeping J- Reporting Requirements L Documentation in support ol' 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 . Site Visit Preparation A letter will be sent to the recipient agency Point of Contact ( POC ) outlining the date, time and purpose of the site visit before the planned arrival date. The appointment should be confirmed with the grantee in writing ( email is acceptable) and doCUmenled in the grantee folder. The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit . On -Site Monitorine Visit Once FDEM personnel have arrived at the site, an orientation conference will be conducted . During this time, the purpose of the site visit and the items FDEM intends to examine will be identified . If financial monitoring visit will be conducted , they will then explain their objectives and will proceed to perform the financial review. FDEM personnel will review all files and supporting documentation . Once the supporting documentation has been reviewed , a tour/visual /spot inspection of equipment will be conducted . Each item should be visually inspected whenever possible. Bigger items ( computers , response vehicles , etc . ) should have an asset decal ( information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements . The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment ( large capitol expenditures in excess of $ 1 .000. per item ) . 28