mde monitoring for compliance and quality
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MDE Monitoring for Compliance and Quality. GSRP Program and Fiscal Monitoring of Intermediate School Districts (ISDs) Pat Sargent, Education Consultant Beth Glomski, Administrative & Fiscal Unit Office of Great Start. Monitoring . To generally be aware of the state of a system - PowerPoint PPT PresentationTRANSCRIPT
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MDE Monitoring for Compliance and Quality
GSRP Program and Fiscal Monitoring of Intermediate School Districts (ISDs)
Pat Sargent, Education ConsultantBeth Glomski, Administrative & Fiscal Unit
Office of Great Start
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Monitoring
August 2013
To generally be aware of the state of a system
To keep track of, systematically
To test or sample, especially on an ongoing basis
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Why Monitor Now?
August 2013
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• Monitoring is based on policies and guidelines found in:• State Legislation• Assurance and Certifications• Implementation Manual• MI Public School Accounting Manual• Generally Accepted Accounting Principles
(GAAP)August
2013
GSRP Monitoring
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• Who is involved?• ECC and ECS• Business Manager• Superintendent• Subrecipient Officials• Others as Requested
August 2013
GSRP Monitoring
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• Starting with the 2012-2013 grant year• All ISDs put into monitoring cycle• Annual use of risk analysis• Pilot with GEMS-MARS spring 2014
August 2013
GSRP Monitoring
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• On-Site Reviews• Program• Focused • Fiscal
isAugust
2013
Types of Monitoring
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Fiscal Monitoring
What to Expect and How to Prepare
August 2013
Click icon to add picture
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• What is a Fiscal Review?• Analysis of all financial records that relate
to the GSRP funds • Revenues• Expenses• MEGS+ application and reports
August 2013
GSRP Monitoring Fiscal Review
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• Revenues• Amount recorded equals
allocation• Amounts sent to
subrecipientsAugust
2013
GSRP MonitoringScope of Fiscal Review
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GSRP MonitoringScope of Fiscal Review
August 2013
• Expenses• Allowable• Reasonable• Necessary
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Example of allowable, reasonable and necessary expenses
August 2013
GSRP MonitoringScope of a Fiscal Review
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• Expenses need to also be:• Adequately documented• Respectful of all laws,
regulations and guidance for GSRP
August 2013
GSRP MonitoringScope of Fiscal Review
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• On-site Review• Notification• Documentation• Criteria• Findings• Compliance Plan
August 2013
GSRP MonitoringThe Process
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• Contracted Services• Contracts not on file or non
existent• Contracts do not have necessary
elements
August 2013
GSRP MonitoringCommon Findings
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• Internal Control• CARES• Compliance• Accomplishment• Relevant• Economical• Safeguard
August 2013
GSRP MonitoringCommon Findings
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• Lack of documentation• Purchased, received and paid
support• Unallowable costs• GSRP rules and regulations
August 2013
GSRP MonitoringCommon Findings
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GSRP MonitoringBest Practices
August 2013
• Document, Document, Document• Invoices• Contracts• Receipts
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• Record expenses properly• Report expenses properly
August 2013
GSRP MonitoringBest Practices
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Program Monitoring
What to Expect and How to Prepare
August 2013
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Monitoring
August 2013
To generally be aware of the state of a system
To keep track of, systematically
To test or sample, especially on an ongoing basis
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Oh no!August
2013
GSRP Program Monitoring
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August 2013
GSRP Program Monitoring
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Program Monitoring
August 2013
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Monitoring Local GSRPsLinda StachowiakPreschool Services Supervisor
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August 2013
GSRP Monitoring