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DEO LIHEAP Policies and Procedures Manual Page 17

Part 500 -- On-Site Monitoring .01 Introduction Monitoring is the process by which DEO periodically reviews the implementation of and compliance with regulations, policies and procedures as set forth in the LIHEAP Federal Statute, this Policies and Procedures Manual, the Agreement and/or Umbrella Agreement between DEO and local provider subrecipients and other policy transmittals issued by DEO. The purpose of monitoring is: A. To assure implementation and adherence to regulations, policies and procedures as promulgated by DEO. B. To fulfill the requirement of the Federal Block Grant for Low Income Home Energy Assistance (Public Law 97-35, sec. 2605(b10)) for a regular review of all local provider subrecipients program operations. C. To protect applicant's rights and insure good public service. D. To identify potential programmatic or procedural issues that may require revised policies. E. To prevent future audit issues.

This monitoring plan will effectively: 1. Examine and test what is actually happening in the administration of LIHEAP;

2. Review the program implementation and determine what should have or did not happen; and 3. Identify findings and concerns that need corrective actions to address going forward.

These monitoring visits are an opportunity to help local subrecipient staff assess program operation procedures. Sometimes these visits lead to program clarification of operation procedures. During the year of the visit, changes in procedure replace the old ones by means of special additions to the Policies and Procedures Manual called “Information Memorandum”. Both state and federal staff monitor the subrecipients’ compliance with the LIHEAP Program. The subrecipient will allow DEO to carry out monitoring, evaluation and technical assistance. The subrecipient will ensure the cooperation of its employees and of any subcontractors with whom they contract to carry out program activities. Training