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MDE Monitoring for Compliance and Quality

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

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MDE Monitoring for Compliance and Quality

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  1. 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

  2. Monitoring To generally be aware of the state of a system To keep track of, systematically To test or sample, especially on an ongoing basis

  3. Why Monitor Now?

  4. GSRP Monitoring • 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)

  5. GSRP Monitoring • Who is involved? • ECC and ECS • Business Manager • Superintendent • Subrecipient Officials • Others as Requested

  6. GSRP Monitoring • Starting with the 2012-2013 grant year • All ISDs put into monitoring cycle • Annual use of risk analysis • Pilot with GEMS-MARS spring 2014

  7. Types of Monitoring • On-Site Reviews • Program • Focused • Fiscal is

  8. Fiscal Monitoring What to Expect and How to Prepare

  9. GSRP Monitoring Fiscal Review • What is a Fiscal Review? • Analysis of all financial records that relate to the GSRP funds • Revenues • Expenses • MEGS+ application and reports

  10. GSRP MonitoringScope of Fiscal Review • Revenues • Amount recorded equals allocation • Amounts sent to subrecipients

  11. GSRP MonitoringScope of Fiscal Review • Expenses • Allowable • Reasonable • Necessary

  12. GSRP MonitoringScope of a Fiscal Review Example of allowable, reasonable and necessary expenses

  13. GSRP MonitoringScope of Fiscal Review • Expenses need to also be: • Adequately documented • Respectful of all laws, regulations and guidance for GSRP

  14. GSRP MonitoringThe Process • On-site Review • Notification • Documentation • Criteria • Findings • Compliance Plan

  15. GSRP MonitoringCommon Findings • Contracted Services • Contracts not on file or non existent • Contracts do not have necessary elements

  16. GSRP MonitoringCommon Findings • Internal Control • CARES • Compliance • Accomplishment • Relevant • Economical • Safeguard

  17. GSRP MonitoringCommon Findings • Lack of documentation • Purchased, received and paid support • Unallowable costs • GSRP rules and regulations

  18. GSRP MonitoringBest Practices • Document, Document, Document • Invoices • Contracts • Receipts

  19. GSRP MonitoringBest Practices • Record expenses properly • Report expenses properly

  20. Program Monitoring What to Expect and How to Prepare

  21. Monitoring To generally be aware of the state of a system To keep track of, systematically To test or sample, especially on an ongoing basis

  22. GSRP Program Monitoring Oh no!

  23. GSRP Program Monitoring

  24. Program Monitoring

  25. Monitoring Local GSRPs Linda Stachowiak Preschool Services Supervisor

  26. GSRP Monitoring

  27. Contact Information Beth Glomski glomskie@michigan.gov (517) 241-9133 Pat Sargent sargentp@michigan.gov (517) 241-4741

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