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technical assistance, when needed, for services delivered to EF clients. For example, EF POs may ask for assistance on how to correctly document client progress in CBMS.

Quarterly Oversight Definitions ● Agency Best Practices: Internal policies and procedures that effectively support clients, ensure sound fiscal management, facilitate seamless referrals, and enhance case management practices. ● Areas of Opportunity: The State EF team’s recommendations to improve program operations. While they are suggested enhancements, agencies are not required to take action on them. ● Areas Requiring Change: The State EF team’s findings that are out of compliance with program policy and regulation. These may result in disallowed costs. To avoid a potential program breach, these areas must be resolved by the specified deadline. ● Performance Finding: An outstanding area requiring change that has not been closed within 30 days of issuance because no documentation was received, or the appropriate action to close the finding(s) was not taken. Performance findings may impact future allocations to TPPs or County EF PO plans and budgets.

Quarterly Oversight Timeline Oversight case file reviews follow a set timeline each quarter for EF POs. The State EF team will request case file documentation on the 1st of the month.

EF POs then have until the 15th of that month to provide the requested documentation via encrypted email to the State EF team. Failure by the EF PO to provide the requested case file by the due date will result in a performance finding.

After documentation is provided, the State EF team will provide the EF PO with case file best practices, areas of opportunity, and areas requiring change (if applicable) by the 30th of that month.

Reference the Monthly Employment First (EF) Program Operator (PO) Oversight Memo for more details.

Management Evaluations (MEs). MEs are a federally required oversight component of the EF program. The State EF team determines EF POs that will undergo an ME based on criteria from the annual FNS target memo and notifies those who are selected for an ME during the first quarter of the FFY.

Selected EF POs also receive a formal ME letter requesting fiscal, program, and case file documentation for review to be submitted 60 days prior to the date of the ME. The State EF team aims to conduct MEs in person, but at times, MEs may be conducted through virtual meetings.

Last updated: July 9, 2026

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