Program Monitoring and Evaluation. Payroll System; A-133 Audit (if applicable). The Illinois AmeriCorps*State Program Evaluation survey tool. Ten steps to a results-based monitoring and evaluation system . Needs of Every Results-Based Monitoring System 106. 3.5 Program and Project Level Results Indicators. Primarily the M&E plan and systems that need to be in place to collect and channel data up a system. National HIV/AIDS Monitoring and Evaluation. Strengthening of Monitoring and Evaluation System by. Strengthening of Monitoring and Evaluation System. Such a diversified range of issues needs a comprehensive development program. A program monitoring system enables continuous feedback on the status of program implementation, identifying specific problems as they arise. CHAPTER 18: MONITORING AND EVALUATION. Program Monitoring reviews performance data in order to evaluate the effectiveness of programs and to identify areas with potential for improvement. The National Reporting System for Adult Education. Monitoring and evaluation. Aimed at HIV/AIDS program managers. This course presents a practical guide for using a geographic information system (GIS). DHS: Program Monitoring and Evaluation. Purpose of Program Monitoring. State Service Commissions and National Programs face many challenges in administering Ameri. ZIMBABWE PRIVATE SECTOR. HOUSING PROGRAM MONITORING AND EVALUATION SYSTEM. Prepared for Ministry of Public Construction and National Housing Government of Zimbabwe and. Monitoring and Evaluation Systems Strengthening Tool Download. The Project on Strengthening Monitoring and Evaluation System in Nepal (SMES Project) was. Policy Program Evaluation; Synthesis. Corps programs. Limited staff capacity, as well as unusual program models, can make monitoring and management particularly difficult. As stewards of public funding, the SERVE ILLINOIS COMMISSION needs to ensure that the programs and sites they fund are aware of their contractual requirements and are in compliance with all of the rules, regulations, and provisions governing Ameri. Corps funds. To accomplish this, your Serve Illinois Commission Program Officer must create adequate systems for monitoring program/sites that are fully implemented and available in writing. Components of a Monitoring Strategy. An adequate monitoring strategy features an array of oversight of program/sites, including: Document Review. Compliance Reviews. Program Quality and Performance Reviews. Special Audits or Surveys. One- on- one technical assistance to resolve any issues. General. The Serve Illinois Commission conducts site visits to programs for two purposes: To provide assistance on program development and implementation issues; and. To ensure compliance with Ameri. Corps rules and regulations. Programs in their first three years of funding typically require more assistance than programs that have been operating for four or more years. The majority of staff time and energy will be spent visiting and providing assistance to new programs. Programs not scheduled for a visit may request assistance or a site visit to focus on specific program issues at any time. Staff will accommodate these requests as efficiently as possible. In addition, all programs with one or more high- risk factors, determined by the Risk Assessment Tool, will receive additional visits from Serve Illinois Commission Program Officers. This policy will help to ensure high quality Ameri. Corps programs are implemented while maximizing staff time and meeting the recommendations of the Inspector General in regards to program monitoring. Preparations. To prepare properly for a site visit, program staff should: Review the Monitoring Tool provided by your Program Officer and be prepared to present any requested documentation. Schedule the visit with your Program Officer at a time when the appropriate people will be available for meetings. Verify that member time sheets are entered and up to date two weeks prior to the meeting. Procedure. All visits will be scheduled in advance. Your Program Officer will contact you to schedule your monitoring visit(s). Written feedback will be provided to programs after each visit. Copies of all completed forms and correspondence will be kept in program monitoring files. Monitoring Visits. Based on a state or organization's risk- based monitoring strategy, a programmatic site visit may be made to every grantee or site one time per grant cycle, one time per year, or more often as may be appropriate. Typical site visit activities include the following: Activity. Individuals Involved. Interview. Ameri. Corps Program/Site Director. Member File Checks (other types of files?)Ameri. Corps Program/Site Director. Multi- Site Observation of Member Activities. Ameri. Corps Members. Field Interviews. Site Supervisor, Ameri. Corps Members. Mid Year/Close- Out Interview. Ameri. Corps Program/Site Director and Staff. All Ameri. Corps programs will receive a monitoring site visit during each program year. The purpose of the visit is to assess the program's compliance with federal regulations and to help the program improve systems to pass a formula OIG audit. Member files, program policies and fiscal records will be reviewed during the visit. The Ameri. Corps Program Review Instrument will be used to assess program compliance. The site visit feedback letter sent to the program should include only those issues discussed during the visit. The modules of the Ameri. Corps Program Review Instrument to be completed are as follows: This Module will be completed before the visit. Results will be reviewed with the program and important issues or concerns will be discussed. A program may only receive a . Programs that are not performing in this area must show improvement and demonstrate a commitment to improving. Any concerns in this area will be addressed in the site visit feedback letter and a corrective action plan to improve future performance will be required. Module A: Reporting and Communication Compliance and Early Issue Detection. This Module will be completed before the visit. Results will be reviewed with the program and important issues or concerns will be discussed. A program may only receive a . Programs that are not performing in this area must show improvement and demonstrate a commitment to improving. Any concerns in this area will be addressed in the site visit feedback letter and a corrective action plan to improve future performance will be required. Module B: Financial Compliance. The majority of this module will be completed with the assistance of the program's fiscal staff, but some questions will most likely be answered by program staff. Programs should have copies of their expenditure forms and the Federal Financial Reports submitted via On. Corps available for review. A copy of the program's original budget should also be available. In general, a program must have all required documentation for each item and every cost sampled to receive a . Written documentation and/or proof of compliance is necessary in case of an audit and should be provided here. Programs should have written documentation readily accessible, such as training agendas or memos. Programs must have written documentation to receive a . Program Officers will randomly select the member files to be reviewed. All member files reviewed must contain required documentation for a program to receive a . A program may receive a . If more then one file is missing documentation, the program will receive a . Programs that do not meet a requirement must submit documentation showing full compliance and improve future performance to ensure continued funding.* See Chapter 8 - Attachments: 2. Member File Checklist (pdf)Review Outcome. After the monitoring visit is complete, the Program Officer will provide written feedback relating to the review. It is expected that all programs will receive . The monitoring review will be used to determine if additional site visits are necessary and may impact a program's renewal application and ability to access additional training funds.* See Chapter 8 - Attachments: 2. Program Review Instrument (pdf)High- Risk Site Visits. High- risk site visits are conducted to provide targeted assistance on specific issues or concerns. The agenda for program visits will vary based on the reason for the visit. In general, Program Officers (and Commission members or other staff, as appropriate) will meet with members, site supervisors or other stakeholders to discuss the program. When possible, members will be observed in service. The Commission acknowledges that issues such as confidentiality may prevent this. Program Officers will try to obtain as much information as possible about program activities and services in order to identify best practices or areas for improvement. For program- related visits being conducted because of high- risk factors, the agenda will be determined by the reason for the visit. For example, the agenda for a visit that is being held because of a change in program director will focus on expectations of programs, Ameri. Corps regulations and relationship building. The agenda for a visit that is being conducted because of concerns regarding prohibited activities will focus on meeting with members, site supervisors, and program staff to assess whether prohibited activities were taking place and to ensure that prohibited activities do not occur in the future. The site feedback letter will serve as written documentation of what occurred during the visit. High- Risk Programs. Programs designated as high- risk or who request a site visit to focus on specific issues will receive additional visits. High- risk factors may include, but are not limited to: A change in program director or other key staff. Legitimate member complaints to the Commission. Poor past performance by the program (based on progress reports and/or previous site visits)Concerns regarding prohibited activities. Compliance with reporting deadlines. These visits will be conducted on an on- going basis throughout the program year. Risk- based Criteria Form. This tool will be used to identify which of the currently funded programs will require formal monitoring in the next program year. Member File Checklist (pdf)Program Documentation. Grievance Procedures. Prohibited Activities. Staff Timesheets. Progress Toward Meeting Performance Measure Targets. Measurement Tools. Use of On. Corps. National Identity (signage, uniforms, published materials)Mechanism for Community Input and Collaboration. Subcontracts or Host Site Agreements (if applicable)* See Chapter 8 - Attachments: 2. Program Review Instrument, Module C for a more detailed list of documents (pdf)Desk- Based Monitoring. While an on- site monitoring visit can provide a valuable, direct view of a grantee's/site's operations, it is a resource- intense form of monitoring. Desk- based monitoring is more sparing of scarce resources of staff time and money and, properly used, can actually forestall the need for more intensive intervention later on to resolve grantee problems. Throughout the year, your Program Officer manages Onorps accounts for each program/site in their portfolios. Areas that require your Program Officers attention include: Approving performance measures. Reviewing reports. Your Program Officer will also utilize My Ameri. Corps as an effective management and monitoring tool. For instance, through My Ameri. Corps, it is possible to: Review each program/site's progress on member recruitment and retention. Track member progress toward completing service hours.
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