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DHS monitors each program at least annually. Larger contracted programs (such as SNAP EARN and SNAP KEYS) may be monitored more frequently. SNAP JETS contracts are monitored annually. Program monitors review client case records and program data during a desk audit preceding an in-person visit. Program monitors sample cases randomly and send contractors a checklist requesting any paper case file information not already contained within CWDS. During desk audits, program monitors review CWDS data to ascertain whether contracted outcomes are being met and review compliance with data-entry timelines and accuracy requirements. Program monitors typically then schedule an in-person inspection of the training or case management facility. During these visits, program monitors determine whether contractors are compliant with additional contract provisions and federal regulations (such as civil rights requirements). In addition, monitors interview multiple staff members and at least one SNAP JETS participant. After the visit, a monitoring report is completed and sent to the contractor outlining next steps, such as any required corrective action. SNAP KEYS program monitors review the outcomes for the program performance outcomes. The contractor’s performance is based on the goals of the program performance outcomes and also considers other factors such as timely response to DHS requests, timely submission of invoices, appropriate expenditure of funds, and maintenance of adequate case records and documentation which could raise or lower the contractor’s performance rating. Program Performance monitoring includes a review of the Semester Academic Report, SNAP End of Semester Employment Report, and CWDS reports. A KEYS Program Monitoring Report is sent to contractors annually to outline their program performance outcomes. In addition to site visits, DHS conducts case record reviews as desk audits twice per year to ensure that case records include all necessary student files and documents for program compliance and to ensure timely data entry into CWDS. This allows on-site monitoring to focus on program operation and technical assistance. DHS requests the documents needed for the case record review in the Case Record Compliance Checklist and the contractors provide the appropriate documentation. Following the case record reviews, DHS sends a Case Record Review Technical Assistance Report to the contractor. Providers that do not meet minimum outcomes and expectations as noted in the KEYS Program Monitoring Report and the KEYS Case Record Technical Assistance Report are required to submit a corrective action plan using the Corrective Action Plan Template to address the deficiencies for both reports in a timely manner. DHS plans to conduct follow-ups on the provider’s corrective action plan three and six months after receipt of DHS’ corrective action response. Monitoring for the SNAP EARN program consists of reviewing overall program performance in relation to established performance goals, as well as individual case reviews from each provider to verify compliance to policy. Data is collected monthly from each program through self-reporting and collection from CWDS. This data is used to evaluate performance measures throughout the year. Several participant files maintained by the program are also reviewed as part of the annual monitoring process. These files include the programs’ attendance verification and other programing documentation that is checked against what was entered into CWDS for accuracy. Annual monitoring reviews are normally conducted onsite when possible. As part of these onsite visits, staff and clients may be interviewed for their feedback on the program. Site visits also allow for the verification of accessibility and security compliance. Each EARN program is given a report of their monitoring annually reviewing their performance numbers as well as any findings from the file reviews and site visit. If necessary, a Corrective Action Plan is requested to address areas of concern or non-compliance. Each E&T contractor’s invoice is reviewed monthly by DHS. Irregularities are addressed with the E&T contractor as necessary. How frequently does the State agency monitor E&T providers’ program and fiscal operations? Daily Weekly Monthly Quarterly Bi-Annually Annually Other Describe how the State agency evaluates the performance of providers in achieving the purpose of E&T (assisting members of SNAP households in gaining skills, training, work, or experience that will increase their ability to obtain regular employment and meets State or local workforce needs). 1/29/26, 9:34 AM State Plan PA FY26 - Original Submission https://dam-fns.usda.gov/sites/default/files/microsite/snapet-pafy26stateplan//index.html 12/386