Page 19

trends emerged. With Ergo, the program is now positioned to be more proactive, data informed, and participant focused. The insights gained from Ergo will also help OK SNAP Works better support its provider network, giving them the tools and guidance they need to more effectively serve participants across the state. If the State uses a MIS system, describe the E&T related data that is tracked and stored in those systems (e.g. referrals, noncompliance with program requirements, provider determination, etc.), and whether the system(s) interact with each other. We do not use a MIS system for OK SNAP Works. Describe the State agency’s process for monitoring E&T providers’ program and fiscal operations. Include plans for direct monitoring such as visits, as well as indirect monitoring such as reviewing program data, financial invoices, etc. The OK SNAP Works team assigns Program Field Representatives (PFRs) to oversee specific providers. PFRs conduct quarterly reviews to assess provider performance and ensure program quality. These reviews include verifying provider reports, reviewing case documentation, attending provider meetings or events, and providing technical assistance to maintain strong engagement and compliance with program requirements. The purpose of these quarterly reviews is to ensure that OK SNAP Works and its providers remain on track and in compliance throughout the year. They are designed to catch any compliance issues early so that they can be addressed promptly, rather than waiting until the annual Management Evaluation (ME). In addition, providers submit Participation Activity Sheets (PAS) monthly through Ergo. PFRs review PAS submissions for accuracy and completeness, which allows for real-time oversight of participant activity and outcomes. This monthly monitoring strengthens accountability and provides data that supports early identification of potential issues. The OK SNAP Works team also conducts an annual Management Evaluation (ME) for each provider. The ME includes a comprehensive review of the provider’s policy materials, assessment of client services, participant tracking systems, component activities, case file reviews, and prior ME results to identify trends. During the ME, an on-site checklist is completed, and a minimum of ten randomly selected participant case files are reviewed. OK SNAP Works staff use a standardized checklist to ensure that each file contains the required verification and documentation. This includes confirming that: • A referral exists for the participant • The participant is recorded on the PAS • The participant’s journey through SNAP E&T is fully documented • An Individual Employment Plan (IEP) is present and current • A Release of Information (ROI) is included in the case file as applicable • Any participant supports provided are documented • Any outcomes are captured • The voluntary agreement form is present in the case file Results of each ME are compiled into a report delivered to the provider within 60 days of the visit. Reports include constructive feedback, observations, and any findings. Providers are required to submit a corrective action plan within 30 days, and OK SNAP Works offers technical assistance to support timely resolution and improvement. ________________________________________ Fiscal Monitoring in SNAP E&T Program Fiscal monitoring is managed separately from contract monitoring to ensure financial compliance and integrity. SNAP E&T providers follow a structured fiscal operations process, submitting monthly 1/29/26, 9:31 AM State Plan OK FY26 - Original Submission https://dam-fns.usda.gov/sites/default/files/microsite/snapet-okfy26stateplan//index.html 19/156