Programs will be monitored for compliance with the Agreement established between the Provider and the Department. Review and monitoring activities include, but are not limited to the following:
A. Program Reviews
Program reviews are conducted to assure that Providers are providing services in a manner that will lead to the expected outcomes, and to assist Providers with understanding and meeting program requirements. Program reviews may include but are not limited to:
- Review of written program and staff procedures and processes (i.e., recruitment and marketing materials, orientation curriculum, assessment form(s), employability plans, employer/sponsor agreements, etc.);
- Interviews with Provider staff and/or with clients;
- Case file reviews for pertinent documentation, i.e., TABE Test results, employability assessment, assigned activities and required hours, name and address of sponsor/employer where client is assigned to perform activities, etc.;
- Observation of on site activities involving clients and/or off site training, education or counseling, and other activities designed to help the client obtain unsubsidized employment;
- Site visits and interviews with sponsors/employers and clients;
- Review of supportive services issuances, and required documentation;
- Progress in achieving contracted benchmarks;
- Fiscal survey/ Fiscal month review; and
- Verification of billed unsubsidized job placements.
B. Review Protocol
- DHS Provider Managers will schedule the review at least ten days in advance and confirm the date of the visit in writing. A copy of the monitoring instrument will be enclosed with the letter. The planned duration of each review will also be indicated on the letter.
- Each visit will begin with an entrance conference and conclude with an exit conference to verbally report results and any findings, corrective actions needed and recommendations suggested.
- DHS Provider Managers will invite the FCRC liaison and Regional liaison to the Exit Conference.
- A written report of monitoring findings, recommendations and needed corrective actions will be sent to the Provider following the review. Corrective actions must be implemented in the time frame specified in the written report.
- At the discretion of the Department, the DHS Provider Manager may make unscheduled monitoring visits to Providers to confirm that clients are engaged in countable activities for 20/30/35 hours per week. Corrective action, up to and including termination of the Agreement, will be initiated if client engagement in countable activities for 20/30/35 hours per week cannot be verified.