PROGRAM REVIEW AND OVERSIGHT

A. The county department shall be subject to the provisions outlined in Section 26- 1-111, C.R.S., requiring the State Department to ensure that the county department complies with requirements provided by statute, State Board of Human Services and Executive Director rules, Federal laws and regulations, and contract and grant terms. B. The county department shall be subject to routine quality control and program monitoring by the State Department, to minimally include: 1. Targeted review of the statewide automated system documentation; 2. Review and analysis of data reports generated from the statewide automated system; 3. Case file review; 4. Targeted program review conducted via phone, email, or survey; and, 5. Onsite program review. C. The focus of State Department monitoring shall be to identify: 1. Compliance with program statutes and rules; a. The county department shall provide written responses to the State regarding action taken to correct areas of non-compliance. The State Department must approve the action(s) taken. b. The county department shall provide to the State a written plan, including steps and measures, to mitigate the error(s) from recurring. This plan must be approved by the State Department. 2. Best practices that can be shared with other county offices; 3. Training needs; and, 4. Performance outcomes. D. The county department shall be subject to a performance improvement plan to correct areas of identified non-compliance. E. The county department shall be subject to corrective action and sanction as outlined in Section 1.100, et seq. (9 C.C.R. 2501-1), General Policies and Administration, in case of failure to make improvements required under the performance improvement plan. F. County department supervisory personnel and/or quality assurance staff shall review eligibility determinations (certifications, denials, and/or pending cases) monthly for the purposes set forth in 3.520.3.C. Supervisory personnel and/or quality assurance staff shall: 1. Review a minimum number of cases, including specific programs and/or actions, per month as outlined annually by the State Department based on the county department’s Adult Financial caseload size. The State Department will notify the county of the minimum number of cases to be reviewed via memorandum. The county may elect to: a. Create a plan to pull a random sample that includes at least the minimum number of Adult Financial cases set forth by the State Department in its memorandum and submit that plan to the State for approval. b. Use the State prescribed random sample. 2. Determine the correctness of eligibility determinations; 3. Ensure correction of any errors within ten (10) business days or the time frame specified within the approved review plan; and, 4. Maintain a record of the cases reviewed for audit purposes, including audit results and any required actions taken by the county. County departments must keep case file reviews for a minimum of three (3) years. 5. Report these results and actions to the State on a monthly basis via the State prescribed process.