Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 20 - DIVISION OF COMMUNITY SERVICES › Chapter 1 - Bipartisan Infrastructure Law (BIL) Weatherization Assistance Program › Rule 18-20-1-1 - Weatherization Assistance Program (WAP) State Plan › Section 18-20-1-1-V - MASTER FILE › Section 18-20-1-1-V.8 - Program Management › Section 18-20-1-1-V.8.3 - MONITORING ACTIVITIES (WPN 20-4)

Current through June 25, 2024
MS DOE WX BIL WAP will utilize WPN 20-4 when
						  establishing a monitoring plan to ensure quality workmanship, financial and
						  programmatic accountability, and adherence to federal/state regulations as well
						  as contractual agreements.
In accordance with WPN 20-4, the Independent QCI will
						  be utilized when addressing the comprehensive monitoring reviews of client
						  files and subgrantees' records, as well as inspection of at least
10 percent of each subgrantees
DOE-funded
						  completed units.
The Division of Community Services has met with the
						  Division of Program Integrity. Monitoring schedules will be coordinated so that
						  DCS staff will complete the technical review during the same time DPI is
						  monitoring the financial and administrative. The T&TA report from DCS will
						  be included as part of the official monitoring report issued by DPI.
The programmatic monitoring system has been designed to
						  provide a systematic method of identifying program strengths and weaknesses, a
						  basis for assisting agencies by improving program operations and for continuing
						  the flow of information between the subgrantee level and DCS which is necessary
						  for problem identification and resolution.
The State will conduct on-site monitoring visits of
						  each subgrantee agency at least once annually. Those agencies having weaknesses
						  in any area will be monitored and technical assistance provided as necessary to
						  ensure program and fiscal compliance.
Procedures:
Monitoring visits will normally be scheduled and
						  confirmed at least one week prior to the visit. However, the State does reserve
						  the right to conduct unscheduled monitoring visits. Programmatic and Fiscal
						  Monitoring functions will be performed by Division of Monitoring, a division
						  within the MDHS and Technical Monitoring by the Division of Community Services
						  (DCS).
* Programmatic & Fiscal Monitoring (Grantee
						  T&TA Administrative): This is conducted by The Division of Monitoring and
						  budgeted at 5%, at 2 staff members.
* Technical Monitoring (Grantee T&TA Technical
						  Monitoring): This will be conducted by The Division of Community Services and
						  budgeted at 52% at 2 staff members.
An entrance conference will be conducted with the
						  subgrantees Executive Director or a designee to explain the purpose of the
						  visit. The Division of Monitoring reviews program operations of subgrantees
						  randomly. Internal audits will be conducted in accordance with the General
						  Accounting Office's, "Standards for Audits of Governmental Organizations,
						  Programs, Activities, and Functions" and generally accepted auditing standards
						  established by the American Institute of Certified Public Accountants.
						  Additionally, this office seeks to target those entities with large allocations
						  and agencies with demonstrated problems. DCS Technical Staff will conduct
						  random Technical reviews.
Although each subgrantee is required to contract with
						  an independent audit firm for audits, the selection process are reviewed and
						  approved by MDHS/DCS per the Audit Request for Proposal. All audit reports are
						  reviewed and reconciled by the MDHS-Division of Procurement Services.
The Division of Monitoring will complete a written
						  report of the administrative and fiscal review. DCS technical staff will
						  complete a written report of the programmatic and fieldwork performance. The
						  Director of Monitoring and the DCS director will review the report before it is
						  forwarded to the agency. DCS will conduct desk and site reviews to ensure
						  procedures are followed according to the standard work specifications.
All noted findings will be provided to subgrantees in writing
						  within thirty days after the monitoring visit.
Deficiencies
						  in fiscal, program operations or Technical assessments, which are not properly
						  corrected according to instructions, may result in suspension of funds or
						  termination.
Findings
1. Any
						of the following criteria generally constitutes a Finding:
a) Violation of eligibility
						guidelines.
b) A health or safety
						condition that affects clients, subgrantee staff and subgrantee subcontractors,
						or the integrity of the building structures that was created by, exacerbated
						by, or not corrected by the delivery of Weatherization services.
c) The omission of a required measure or
						technique with major energy savings potential.
d) Work not performed to the standard work
						specifications (SWS).
e)
						Expenditure of Weatherization Assistance Program funds on measures that are not
						approved under the Weatherization Assistance Program or required for health or
						safety reasons.
f) Major
						expenditure of funds on measures that do not yield a NEAT or MHEA generated
						savings-to-investment ratio of one or greater.
g) False documentation on pre and post
						audits.
h) Failure to track
						un-used materials.
i) Failure to
						maintain client file documentation according to procedures.