Items to Review

On-site monitoring includes all issues related to the effective and efficient operation of the project. The following, though not all-inclusive, are the most important items to review:
  • Progress toward achievement of objectives and performance measures.
  • Adherence to all objective’s activities (for General grants).
  • Timely submission of complete and correct reports, including required documentation.
  • Status of expenditures as they relate to the budget, including any overruns or underruns.
  • Protection of programs and resources from waste, fraud and mismanagement.
  • Adherence to laws and regulations.
  • Subcontracts, and all related documentation.
  • Accounting records.
  • Personnel records and time sheets.
  • Personnel changes.
  • Any necessary pre-approvals (Supplemental Approvals).
  • Supporting documentation (training documentation, verification of average cost-per-mile to operate patrol or fleet vehicles, etc.).
  • Noteworthy accomplishments (best practices).
  • Deficiencies or recommendations for corrective action.
In addition, the Project Manager will inventory and inspect annually any equipment purchased or leased as part of the project to ensure that it is being used for the purpose for which it was bought or leased under the grant agreement.
The Project Manager can access an on-site monitoring visit checklist and monitoring forms in eGrants under each grant. The forms are located under “Examine Related Items” and “Initiate a Subgrantee Monitoring.”