The project monitoring process (covered in Sections 2 and 3 of this Chapter) is an important part of evaluation of the project.

Project Performance Reports and Requests for Reimbursement (RFRs) normally give an evaluator some sense of whether or not the project is proceeding according to the project’s objectives in terms of activities reported and expenditures included. Anything that appears out of the ordinary can then be followed up with an on-site monitoring visit. In addition, on-site monitoring visits provide an opportunity to determine progress and detect problems. In this way, the evaluator might discover a minor problem early and recommend an early correction in activity or tighter fiscal control to avoid a major problem later.

In addition, the reports should also indicate whether substantial overruns or underruns are occurring, and if so, they should be explained in the report. In the event of substantial underruns, the Program Manager might recommend reallocation of these resources to other areas where additional funds can be better utilized. For overruns, the Program Manager should ensure that all costs are expended according to the approved budget and that the grant can sustain itself throughout the effective term period. Otherwise, an amendment to the grant may be required. Project and program managers should submit these recommendations to the TxDOT TRF-BTS Director for approval prior to implementation.