(Previously published in the Financial Management Manual, Item
Whenever one organization contracts with another organization to provide program
services, the organization providing the funding assumes some responsibility for assuring
that the funds are being managed efficiently and effectively to accomplish the objectives
for which funds were provided.
There are several mechanisms that can be used for monitoring performance. Some of these
mechanisms include: (a) reviewing and approving program planning documents, (b) reviewing
and approving operating budgets for the programs, (c) reviewing and approving expenditure
reports for the program, (d) reviewing any reports of program accomplishments or
other indicator data on the programs, (e) requiring, reviewing, and resolving audits of
the program, and (f) performing on-site visits.
From time to time, in fulfilling its management monitoring responsibilities for
subrecipient organizations funded through this department, DHSS staff have conducted
on-site visits for the purpose of obtaining a brief assessment of the management
capabilities of organizations it funds.
Numerous on-site review tools and performance checklists have been developed for the
purpose of assisting staff responsible for monitoring the performance of
subrecipients. Recently, however, Office of Program Review and Audit staff have developed a checklist of
questions covering the areas of board oversight, financial management, and program
management that we have found helpful in developing a broad assessment of organizational
performance. This "site tool" is provided as a source of guidance for those
whose responsibilities include the monitoring of the organizations to which they provide
funds, and who do not already have a tool developed or are interested in reviewing their
existing site monitoring tool.
Site Visit Tool for Monitoring Subgrantee Performance
December 05, 2012