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ATTACHMENT J MONITORING GUIDELINES Florida has enhanced state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds The Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the status of grant activity and items purchased to ensure compliance with applicable SHSGP grant guidance and statutory regulations The monitoring process is designed to assess a sub-recipient agency's compliance with applicable state and federal guidelines Monitoring is accomplished utilizing various methods including desk monitoring and on-site visits There are two primary areas reviewed during monitoring activities - financial and programmatic monitoring Financial monitoring is the review of records associated with the purchase and disposition of property, projects and contracts Programmatic monitoring 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 the review of projects, financial activity and technical assistance between FDEM and the applicant via e-mail and telephone On-Site Monitoring are actual -- visits to the sub-recipient agencies by a Division representative who examines records, procedures and equipment. Frequency of annual monitoring activity: Each year the FDEM will conduct monitoring for up to 50% of their sub-grantees It is important to note that although a given grant has been closed, it is still subject to either desk or on-site monitoring for a three (3) year period following closure Areas that will be examined include: Management and administrative procedures, Grant folder maintenance, Equipment accountability and sub-hand receipt procedures, 49