Procedures
To ensure that effective ongoing monitoring is occurring,
the Project Manager should:
- Routinely set aside time to call or meet with subgrantee personnel.
- Make a list of issues or questions to cover prior to the contact.
- Ensure that all issues are covered and that a deadline has been agreed upon to resolve any issues.
Documentation of these contacts, such as notes or e-mails,
should be kept in the project files and made available for monitoring.
Notes or e-mails can also be documented through the submission of On-going
Monitoring Reports through eGrants (See the subheading “Documentation”
below.). Each grant agreement includes a provision that the subgrantee
will arrange meetings with the Project Manager, at least quarterly,
to present the status of activities, discuss problems, and present
a schedule of activities for the following quarter’s work.