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r o E . Monitoring : Florida Department of Financial Services US Department of Homeland Security Grants Program Grant Monitoring Process Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds. As the steward of the State Homeland Security Grant Program funds, projects and equipment the Department of Financial Services has a responsibility to track and monitor the status of the grant activity and items purchased . The monitoring process detailed in this document is designed to assess a Subrecipient's compliance with applicable state and federal guidelines. The Department is responsible for monitoring the programmatic and capability portion of the grant to include equipment procurement and compliance with applicable SHSGP grant guidance. Monitoring is accomplished utilizing various methods including desk monitoring and site visits . There are two primary areas reviewed during monitoring activities - financial and programmaticicapability. Financial monitoring is the review of records associated with the purchase and disposition of property, projects and Agreement. Capability review is the observation of equipment purchased , protocols and other associated records. Various levels of financial and programmatic review may be accomplished during this process. Desk monitoring is defined as the review of projects , financial activity and technical assistance between the Department and the Subrecipient via e-mail and telephone. Site visits are defined as actual visits to the Subrecipient's location by a team or members of the Department or its designee , to actually observe records , procedures and equipment. Frequency of annual monitorina activity: Each year the Department will identify up to 50% of Subrecipients for site visit monitoring . Examples of areas that may be examined include : 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 compliance documentation In certain circumstances, the Subrecipient may be requested to provide additional monitoring/information if the activity, or lack there of, on the part of the specific Subrecipient has generated questions from the region , the SAA or the Department. The method of gathering this information will be determined on a case-by-case basis. Desk monitoring is an on-going process . Subrecipients will be required to participate in desk top monitoring on an annual basis and as determined by the Department. The Subrecipients will complete and submit the desk top monitoring within 30 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 Department determines that a Subrecipient is having difficulty completing projects. As difficulties/deficiencies are identified , the respective region or SAA will be notified by the Department via email . Information will include the Subrecipient name, year and project description and the nature of the issue in question . Many of the issues that arise may be resolved at the Department level . Issues that require further TA will be referred to the SAA 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 . Site Visits Site visits will be conducted by the Department or designee . Site visits will be scheduled in advanced with the Subrecipient grant manager designated in the grant agreement. Monitoring questionnaires will be provided in advance of the visit 20