Monitoring Tennessee Highway Safety Office FFY 19 Grant

Monitoring Tennessee Highway Safety Office FFY 19 Grant Orientation Workshop

You have a Program Manager

Why Monitor? • Required by federal and state regulations • Detects critical problems • Measures progress • Transparency, proper usage, and timeliness of expenditures

TYPES OF THSO MONITORING 1. Regular communication A. Phone B. Email C. Reports 2. On Site 3. Desk

On Site Visit • • • Conducted by your Program Manager 10 K and above Annual (minimum) Scheduled/Unscheduled NHTSA Regional Program Manager may attend Small % of HVE grants

Desk • Conducted by your Program Manager – Mostly program grants • Most conducted by TDOSHS Auditors – Mostly HVE grants • Less than 10 K • Annual (minimum)

TDOSHS Independent Audit – TDOSHS Fiscal Services – Sonya Hadley, Director – Fontaenia Finney and Michelle Dixon, Auditors – Similar types of questions – HVE grants – On Site (advance notice) – Desk audit (email) – Will occur once every three years (minimum) – Added layer of accountability

What to Expect From the THSO On-Site Visit • Prior to: – Notified minimum two weeks in advance – Prep sheet – Provide a copy of link to the Title VI Assessment http: //tntrafficsafety. org/titlevi • Day of: – Meeting of grant staff – File review

During the Visit • Review progress on… – Goals – Objectives – Tasks • Job descriptions • Timeliness of reporting • 3 rd Party Contracts • Equipment • Personnel • Bids • Fiscal file • Title VI • Overtime

Title VI The THSO looks for… • Completion of Title VI Assessment – http: //tntrafficsafety. org/titlevi • Title VI poster – Prominent placement for public to view – English/Spanish version – Must include local Title VI contact • Non compliance can lead to loss of funds

Post Visit Follow-up Letter • Within 2 – 3 weeks • Reviewed by: – Program Manager – Program Administrator – Director • Types – Without Required Actions - – With Required Actions (Non-finding related) – Findings (misuse of funds, equipment/supplies, falsifying of documents, etc. )

Red flags

Red Flags • • • Failure to respond Late project start Low activity Slow expenditure rate Late reports Discrepancies on reports • Frequent personnel changes • Frequent revisions • No records/sloppy records • Evasive answers • Low morale/poor attitude

Questions?