Pre-award monitoring. Off-site monitoring.

Similar documents
How To Manage Risk At Atb Financial

Contractor Purchasing System Review (CPSR)

BIDDER S DATA SHEETS (FORMS TO BE COMPLETED BY BIDDER)

Policy on Business Continuity

Department of Defense INSTRUCTION. SUBJECT: Fellowships, Scholarships, Training With Industry (TWI), and Grants for DoD Personnel

US EPA: Meaningful Analysis of the FY11 Service Contract Inventory. Table of Contents

DEPARTMENT OF DEFENSE Defense Contract Management Agency INSTRUCTION. Small Business Process

Certification Process Requirements

Compliance and Ethics Program Structure

DELAWARE GOVERNANCE PRINCIPLES Steptoe & Johnson LLP (Overview) David Roll Richards, Layton & Finger, P.A. Samuel A. Nolen

Medecins Sans Frontieres Khayelitsha Clinical Mentorship Programme Report and Toolkit

THE COMMERCIAL VEHICLE INFORMATION SYSTEMS AND NETWORKS AND GRANTS WORKFORCE PLAN REPORT TO CONGRESS

Audit of Monitoring and Payments

Board of Directors and Management Oversight

U.S. Department of Justice Office of the Inspector General. Improving the Grant Management Process

NPCC Implementation of the NERC Compliance Monitoring And Enforcement Program (CMEP)

Position Classification Flysheet for Grants Management Series, 1109

Department of Defense INSTRUCTION

SOFTWARE QUALITY & SYSTEMS ENGINEERING PROGRAM. Quality Assurance Checklist

ISO 14001:2004 EMS Internal Audit Checklist & Gap Analysis

UNITED STATES DEPARTMENT OF EDUCATION OFFICE OF INSPECTOR GENERAL. March 9, 2012

Department of Defense INSTRUCTION

Department of Defense DIRECTIVE

Navy and Marine Corps Have Weak Procurement Processes for Cost reimbursement Contract Issuance and Management

TREASURY INSPECTOR GENERAL FOR TAX ADMINISTRATION

Audit of Community Futures Program

COMPLIANCE GUIDELINE April 2009

Regulatory Compliance Management (RCM) (formerly Legislative Compliance Management (LCM))

SOUTH LAKELAND DISTRICT COUNCIL INTERNAL AUDIT FINAL REPORT ACCOUNTING SYSTEM AND GENERAL LEDGER

Department of Defense INSTRUCTION

Maryland Department of Aging

Evaluation Report. Weaknesses Identified During the FY 2013 Federal Information Security Management Act Review. April 30, 2014 Report Number 14-12

Section 100 Contractor Quality Control Program

Department of Homeland Security Office of Inspector General. Improvements Needed in Federal Emergency Management Agency Monitoring of Grantees

REGIONAL COUNCIL OF GOYDER. Work Health Safety and Injury Management Policy

ISSAI Planning an Audit of Financial Statements. Financial Audit Guideline

Indian Housing Block Grant Recipient Self- Monitoring Compliance Assessment Guidebook. Table of Contents Page. 1.0 Introduction...

West Midlands Police and Crime Commissioner Records Management Policy 1 Contents

How To Check If Nasa Can Protect Itself From Hackers

The University of Texas at Austin COMPLIANCE AND ETHICS PROGRAM CHARTER

Environmental Protection Agency Clean Water and Drinking Water State Revolving Funds ARRA Program Audit

NONPROFIT BOARD BASICS CHECK-UP

Process Safety Management Program

Monitoring HOME. U.S. Department of Housing and Urban Development Office of Community Planning and Development. Prepared by

Aerospace Guidance Document

Policies of the University of North Texas Health Science Center

CONTRACTORS SUBCONTRACTOR PREMIUMS

ISO/IEC Registration Guidance Document

Payment Schedule for Program Management Services

STATE OF NEW HAMPSHIRE 2013-EG-03 REQUEST FOR PROPOSALS PLAN MANAGEMENT CONSULTANTS

Presentation by BSI on the main changes to the IATF ISO/TS certification scheme

TREASURY INSPECTOR GENERAL FOR TAX ADMINISTRATION

Single Audit Training Workshop Assessing Single Audit Quality of Local Governments in Virginia

Subject: Grants and Cooperative Agreements with State and Local Governments.

January 9, 2009 MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS, CHIEF FINANCIAL OFFICERS, AND INSPECTORS GENERAL

EXECUTIVE SUMMARY Audit of vendor database management in UNOG

CFPB Consumer Laws and Regulations

Affordable Care Act: State Resources FAQ April 25, 2013

February 22, Dear Ms. Kastrin:

Version No: 2 Date: 27 July Data Quality Policy. Assistant Chief Executive. Planning & Performance. Data Quality Policy

MANUAL OF UNIVERSITY POLICIES PROCEDURES AND GUIDELINES. Applies to: faculty staff students student employees visitors contractors

RISK MANAGEMENT FRAMEWORK

Compliance. Group Standard

ADMINISTRATIVE PRACTICE LETTER

BANK Of ZAMBIA REQUIREMENTS FOR DESIGNATING A PAYMENT SYSTEM

Accredited Body Report CPA Australia. For the period ended 30 June 2013

Supplier Security Assessment Questionnaire

Fiscal Year 2014 Work Plan

Quality Assurance QUALITY ASSURANCE PLAN

Safety Oversight Audit Section

Essentials Elements of an Effective Ethics Compliance Program Submitted to Senate- Government Operations Committee January 26, 2016

This page was intentionally left blank.

438 ADMINISTRATIVE SERVICES SUBCONTRACTOR EVALUATION

AstraZeneca US Compliance Program

PRIVACY ACT COMPLIANCE

COMPLIANCE MANAGEMENT SYSTEM

Social Sciences and Humanities Research Council of Canada

QUALITY MANAGEMENT SYSTEM REQUIREMENTS

STATE OF NEVADA Department of Administration Division of Human Resource Management CLASS SPECIFICATION

Department of Health and Mental Hygiene Infectious Disease and Environmental Health Administration

Financial Monitoring of Subgrantees

NSF GRANTS CONFERENCE

VDOT GOVERNANCE DOCUMENT

REPORT 2016/066 INTERNAL AUDIT DIVISION. Audit of management of technical cooperation projects in the Economic Commission for Africa

ISO Registration Guidance Document

FDA STAFF MANUAL GUIDES, VOLUME I - ORGANIZATIONS AND FUNCTIONS FOOD AND DRUG ADMINISTRATION OFFICE OF OPERATIONS

Department of Defense MANUAL

Construction Management Standards of Practice

VA Office of Inspector General

MINISTRY OF THE ENVIRONMENT DRINKING WATER QUALITY MANAGEMENT STANDARD

Authorized By: Steven M. Goldman, Commissioner, Department of Banking and Insurance.

Internal Audit Manual

AUDIT REPORT Audit of contracts management in UNMIS

OFFICE OF AUDIT REGION 3 PHILADELPHIA, PA. U.S. Department of Housing and Urban Development, Washington, DC. Home Equity Conversion Mortgage Program

Certification Process Requirements

CHARTERED PROFESSIONAL ACCOUNTANTS OF ONTARIO

SUPERVISION GUIDELINE NO. 9 ISSUED UNDER THE AUTHORITY OF THE FINANCIAL INSTITUTIONS ACT 1995 (NO. 1 OF 1995) RISK MANAGEMENT

ASBESTOS POLICY MANAGEMENT PLAN

ONTARIO'S DRINKING WATER QUALITY MANAGEMENT STANDARD

Contractor Performance Report Scoring Guide

Transcription:

CPM 304 1 of 5 CONTRACT INTRODUCTION Contract monitoring is a review process used to determine a contractor s compliance with state and federal regulations, the terms of the agreement, and expected results and outcomes. Monitoring also includes the review of internal controls to determine if the financial management and accounting system are adequate to account for program funds in accordance with state and federal requirements. ASSIGNMENT OF CONTRACTS TO PROGRAM OFFICE The Office of Monitoring and Internal Controls (OMIC) is responsible to assign the contract monitoring responsibility for human service contracts to a program office. OMIC s assignment of each contract to an organizational unit is based on the relationship between the program office and the contract. Factors of the relationship include: Developing the contract. Establishing the social worker model. Responsibility to the federal or state funding source for compliance. It is possible that these factors may be shared among organizational units for the same contract; in that case, the organizational unit with the preponderance of factors will be assigned the monitoring responsibilities. Once the contracts are assigned to the organizational unit, the monitoring responsibility stays in effect until modified by OMIC. ANNUAL CONTRACT COMPLIANCE PLAN Each DHS organizational unit assigned monitoring contract responsibility must develop an annual contract compliance plan and perform the functions within the plan. This plan has three major components: Pre-award monitoring. Off-site monitoring.

CPM 304 2 of 5 CONTRACT PRE-AWARD On-site monitoring. Pre-award monitoring is the monitoring of the functions involved in the development and awarding of a contract to a contractor. This monitoring is to determine whether or not the DHS administration complied with policies and federal regulations related to the issuance of contracts. Each contract compliance plan must contain a pre-award monitoring contract checklist that identifies certain steps that the organizational unit must perform in the development and awarding of a contract. There are a set of minimum steps that all program offices must perform for all contracts administered. Please visit the OMIC website at http://inside.michigan.gov/dhs/deptsites/centoff/officemonintcntr/ Pages/default.aspx and read the Contract Compliance Assurance Guide for more information. Each organizational unit should add any additional steps to this checklist that are either required by their funding source or will enhance the quality of their contract development process. The organizational unit must complete the checklist for newly issued contracts only. OFF-SITE Off-site monitoring is a plan to monitor functions in place that provide DHS with assurances that the contractor is complying with the contract provisions and federal requirements. This monitoring is designed to determine whether or not the DHS administration is using all available tools to monitor the contractor for compliance. The off-site monitoring contract checklist is a document that identifies certain oversight steps that the organizational unit must perform on all outstanding contracts. There are a set of minimum steps that all organizational units must perform for all contracts administered. Please visit the OMIC website and read the Contract Compliance Assurance Guide for more information. Each organizational unit should add any additional steps to this checklist that are either required by their funding source or will enhance the quality of their contract oversight process. The organi-

CPM 304 3 of 5 CONTRACT zational unit must complete an off-site checklist for all newly issued and outstanding contracts. ON-SITE The on-site monitoring techniques are a set of monitoring activities that the organizational unit will undertake when the pre-award and off-site monitoring are not adequate to ensure contractor compliance with the requirements. The Contract Compliance Plan must identify the contractor on which the on-site monitoring will be performed. The contractor(s) will be selected based on a risk analysis performed by the organizational unit. Note: Please visit the OMIC website and read the Contract Compliance Assurance Guide for more information. RISK ANALYSIS The risk analysis should identify contractors that have a high risk of noncompliance in which this risk cannot be reduced by any method other than an on-site visit. All on-site monitoring must comply with on-site monitoring standards. All on-site monitoring reports are issued to both the contractor and the OMIC by the director of the organizational unit. CONTRACT COMPLIANCE PLAN DUE DATES AND APPROVALS Organizational units annual Contract Compliance Plans are due to OMIC no later than August 15th of each year. OMIC will review the plans and provide recommendations to the organizational units related to the completeness of each plan. In addition, OMIC will ensure that each plan provides adequate monitoring coverage as required by federal regulations. From all plans submitted by the organizational units, OMIC will develop a department monitoring plan. This will ensure that the plans from each organizational unit do not overlap with other plans and that all high-risk contractors are scheduled for monitoring visits. OMIC will submit these monitoring plans to the chief deputy director of DHS for approval.

CPM 304 4 of 5 CONTRACT DEPARTMENT PLAN Once the department plan is approved, each organizational unit is responsible for administering their monitoring plan. Note: The department plan will be posted on the OMIC website. OMIC OMIC is responsible to monitor the progress of each organizational unit s plan to ensure that monitoring functions are performed as prescribed and that monitoring standards are adhered to during the pre-award, on-site, and off-site monitoring processes. In addition, OMIC will perform on-site monitoring of selected contractors and will assist other organizational units with the on-site monitoring procedures. REPORT Each organizational unit must issue a report to OMIC that describes the monitoring steps performed and their results. The report is to identify the steps taken and the results from the pre-award checklist and the off-site monitoring. The report must also identify all on-site monitoring reports issued. Each report is to cover a six-month period. REPORT DUE DATES Report due dates are April 30 (covers the period October 1 through March 31) and October 30 (covers the period April 1 through September 30). TRACKING SYSTEM Each organizational unit must enter their completed on-site monitoring reports into the monitoring tracking system maintained by OMIC. The report must also be entered into the OMIC website. When entering information into the website, contractors are to be identified by their federal identification number. Each monitoring

CPM 304 5 of 5 CONTRACT administration is responsible to update the monitoring tracking system. All activities that impact the status of the monitoring findings should be entered into the system. This includes the specific findings, questioned costs, and the contractor s corrective action plan. RESPONSIBLE ADMINISTRATION FOR CONTRACT For a list of responsible administration for contract monitoring, please visit the OMIC website at: http://inside.michigan.gov/dhs/deptsites/centoff/officemonintcntr/ Pages/default.aspx

2024 © DocPlayer.net Privacy Policy | Terms of Service | Feedback  | Do Not Sell My Personal Information