FEDERAL PROGRAM MONITORING Overview and Organization OBJECTIVE - - PowerPoint PPT Presentation

FEDERAL PROGRAM MONITORING

Overview and Organization

OBJECTIVE

Ò Overview of Federal Program Monitoring

• Background
• Preparing for FPM
• During FPM

BACKGROUND

US USDE DE

• Monitors California (US Department of Education)

OIG IG

• Investigates Waste, Mismanagement or Wrongdoing

(Office of the Inspector General)

Simpson & n & Simpson n

• Single Audit Required for Federal Funds

CDE DE

• FPM Process (California Department of Education)

Who is responsible for compliance? Why?

FEDERAL PROGRAM MONITORING

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Background: Purpose:

The purpose of the review is to ensure that schools are spending the funding as required by law.

FPM

PROGRAMS OR INSTRUMENTS

1.

Adult Education and Family Literacy Act (AE)

2.

Before and After School Programs Office (BASP)

3.

Career Technical Education (CTE)

Ð Secondary Education Ð Adult Education 4.

Compensatory Education (CE) (NCLB Title I, Pt. A)

Ð Title I Ð Title I Parent Involvement 5.

Early Education and Support (EES)

6.

Education Equity (EE)

7.

English Learner (EL) (including NCLB Title III)

8.

Fiscal Monitoring (FM)

9.

Migrant Education (ME) (NCLB Title I, Pt. C)

• 10. Neglected or Delinquent (NorD)

(NCLB Title I, Pt. D)

• 11. Physical Education (PE)
• 12. Uniform Complaint Procedures

(UCP)

5

SELECTION RISK FACTORS

Ò Academic Achievement Ò Compliance History Ò Program Size Ò Fiscal Analysis

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THE MONITORING TEAM USES: PROGRAM INSTRUMENTS Program Instruments

Ò Contain the legal

requirements pertaining to a specific program

Ò Used to determine

whether a LEA is meeting legal requirements

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Preparing for 2016-17 FPM Review

Ò CE 1: LEA Parent Involvement Policy Ò CE 2: School Parent Involvement Policy Ò CE 7: School Site Council Composition Ò CE 8: SSC Approves SPSA Ò CE 9: Parent Communication Ò CE 18: Supplement not Supplant Ò CE 19: Time Accounting Ò CE 20: Equipment Inventory Ò CE 25: Posting of SARC Ò CE 27: SPSA Evaluation Ò CE 28: Highly Qualified Teachers Ò CE 29: Paraprofessionals Meet Qualifications Ò CE 30: Professional Development Ò 8 others reviewed at the central level, 2 not applicable in

LAUSD, and 10 Waived by the CORE Waiver

COMPENSATORY EDUCATION (CE) PROGRAM CHECKLIST

C E I t e m Describes the evidence you will need to provide for each CE Item. Organization: Folders in both electronic and hard copy format

ELECTRONIC ORGANIZATION

Create a main Compensatory Education folder on your desktop, my documents, or other accessible location. Within the folder, label a folder for each program item number.

BINDERS

DURING FPM

Ò May/June 2016- Names of schools released and Central Office

will notify programs, local districts, and school sites through an interoffice correspondence

Ò July 29, 2016- FPM Informational Meeting for Program

Administrators

Ò August 1, 2016- FPM Informational Meeting for Principals Ò August 3 &4, 2016- CDE FPM Training at Hilda Solis Ò September 29, 2016- FPM Informational Meeting for School

Teams, LD Coordinators, and Directors

Ò October, November & December 2016- Mock reviews Ò October - December 2016- Document collection for SY 2016-17 Ò February 6-24, 2017- FPM Review

É Feb. 6- Entrance Meeting at Beaudry É Feb. 7- School Visits Begin É Feb. 24- Exit Meeting at Beaudry

MOCK REVIEW

Ò LD Title I Coordinators will help you review POs, P-Card Transactions,

Invoices, Plan Pages, Equipment Inventory and Time Reporting Documentation).

Ò Site Entrance Meeting (LAUSD Team meets with the principal and selected

staff)

Ò Introductions Ò Brief School Comments (PowerPoint) Ò Schedule and Logistics Ò Interviews of Program Staff Ò Interview School Site Council and English Learner Advisory Committee

Members

Ò Observation of Instructional Setting Ò Review Student Confidential Records Ò Debriefing

DAILY SCHEDULE

DAILY SCHEDULE (CONT.)

Comments from School

Ò Vision Statement Ò Three Small Learning Communities Ò Career and Technical Education Funded by Perkins Ò School Leadership Team Ò Program Identification and Demographics Ò State Assessment Data and A-G College Readiness Ò Strengths and Challenges Ò Attributes of SLCs Ò Categorically Funded Personnel Ò EL Program and Title III Ò School Measurable Objectives, Addressing School-Wide Student Needs

and Intervention

Ò Parent Involvement Ò Uniform Complaint Procedures Ò Student Activities Ò Final Thoughts

INTERVIEWS TEACHERS, SUPPORT STAFF, AND PARENTS

Ò What kinds of professional development activities have you

attended this year? How were the topics selected?

Ò What research supports the strategies used to improve student

achievement?

Ò How are students referred to you for services? Ò How do you know if students are improving? Ò Tell us about this council/committee? How often do you meet?

How did you become a member? What kinds of items are covered on your agendas? What kind of training have you had to enable you to understand your role and be successful in carrying

• ut your responsibilities?

Ò How have you been involved in the development and revision of

the school plan? How have you been involved in making decisions regarding use of the school's categorical budget?

CLASSROOM VISITS

Ò Mathematics Ò Language Arts Ò ELD Ò Computer Lab Ò Parent Center

FSEP INTERNAL AUDIT PROCESS FOR NON-SALARY EXPENDITURES

In anticipation of FPM, FSEP has begun reviewing non-salary expenditures when paid for in the following three forms:

• Imprest Review- REF-1706.4
• P-Card/Review- BUL-6518
• Purchase Orders Review- Procurement Manual

IMPREST

The following are the only allowable Title I expenditures when using a school’s Imprest account:

• Admissions to approved educational activities -Ref-2111.0 and Ref-2191.4
• Conference Registration Fees to Title I-allowed conferences –

BUL-5525.1

• Allowable parent training and parent travel expenses
• Contract Bus Services -Bul-1521.1
• Supplemental Instructional Materials- http://achieve.lausd.net/

Page/8647

P-CARD EXPENDITURES

The only P-Card expenditures that can be reconciled with Title I funds are:

• Admission Fees (preapproval required)
• Conference Registration Fees
• Supplementary Instructional Materials for items described in the

Program and Budget Handbook. Other charges to the school’s P-card, even if they are allowed by Title I and in the SPSA, could be subject to payback.

PURCHASE ORDERS

Purchase Orders, payable through Title I, may be used to pay for the following;

• Curricular Trips
• Staff Conference Attendance
• Software License Maintenance
• Professional Service Contracts
• Supplemental Instructional Materials (SIM)

WHAT ARE WE LOOKING FOR?

The page from the SPSA and A & Js or SPSA Update that specifically describes the item(s) purchased.

SAMPLE 1

SAMPLE 2

OUR FINDINGS

Based on our reviews we have found the following;

• SIM, available through the School’s Warehouse, is not

being purchased through the Warehouse

• Items being charged to the wrong line (ex. SLM instead of

SIM)

• Expenditures not in compliance with Title I regulations

(ex. non-curricular trips, general supplies, toner)

• Expenditures purchased last year were not reconciled by

the end of the school year.

REPAYMENT

Ò If a school is found to be out of compliance, they will have to repay

the amount of the expenditure out of their General Funds (ex. 10183, 13027)

INTERNAL AUDIT FREQUENCY

• Imprest claims are reviewed as soon as they are

received by our office.

• P-Card and Purchase Orders are reviewed

three times a year (fall, winter and spring)

NEXT STEPS

QUESTIONS

Hector Arancibia- 213.241.7041 Jose A. Jarquin 213.241.7045