GRANT ONSITE TRAINING IN-SERVICE Instructor — Spencer Moore

GRANT ONSITE TRAINING IN-SERVICE Instructor - Spencer Moore Division Director, Planning & Programs

Why Do We Need To Conduct On-sites? Outside of initial grant training, on-sites are a means of addressing state and federal grant policies and training issues. On-sites establish a “partnership” mentality with the grantee. “Quick” and “Frequent” on-sites creates more accountability, and ultimately this leads to better project management by the grantee. Federal requirement

GOHS ON-SITE POLICY GOHS Planners MUST conduct a minimum of one on-site visit per year with grantees receiving more than $25, 000 in grant funds.

GOHS ON-SITE POLICY • Grants up to 24, 999. 00, 50% must have an onsite • GOHS will conduct desktop reviews of all grantees as a means ensuring compliance with state and federal regulations

When Should an On-Site Be Conducted? TROUBLE SIGNS Grantee fails to submit claims and reports on time. Grantee systematically submits incorrect claims. Grantee submits questionable invoices or back up documentation. Grantee fails to comply with any verbal or written instructions by the planner. Project Director is not the actual person completing claims and paperwork. Any changes in project personnel

When Should an On-Site Be Conducted? ROUTINE Grantee has a kick-off event. Grantee has a special event or special meeting.

How Do I Initiate An On-Site? Phone call followed up with formal letter. A Formal E-mail Note: “Actual written documentation”

Completing The On-Site Form All On-sites will be completed electronically in the GOHS grants management system:

Completing The On-Site Form • All On-site reviews will be documented in writing, using the same GOHS form 2023 RR found in e. GOHS. • After conducting the on-site review, the form should be completed within 3 -days and forwarded to the Division Director who will approve and forward to Deputy Director final approval (all electronically).

Completing The On-Site Form • Planners should include all recommendations within e. GOHS to be sent back to each grantee noting successes and/or improvements. • If major improvements (non-compliance findings) are needed, this will be done in writing under the signature of the Division Director.

All Grants Will Be Reviewed Mid-Year Review Form Available on: Questions