Status Reports, Title VI and Monitoring
TN Governor’s Highway Safety Office
FY15 Grant Orientation Workshop
GOW FY15
• Status Reports
• Title VI Requirements
• Monitoring
The Basics
•www.tnghsogrants.org
•Deadlines
– Monthly (5th) – ex. October rpt due Nov 5
– Quarterly (15th) – ex. 1st quarter rpt due January 15
– Final – November 15 (everyone)
•Required of all Program Grants, not HVE ($5000
enforcement grants)
•Status Report = Payment
LAW ENFORCEMENT
REPORTING
PROGRAM GRANTS VS. HVE
Law Enforcement Program Grants
• Monthly/quarterly status reports
• Grant enforcement requirements whether:
– Alcohol emphasis only
or
– Police traffic service emphasis (speeding, ID,
seatbelt, etc.)
• Report your numbers in status report –
www.tnghsogrants.org
Law Enforcement Program
and
HVE Grants
• Report stats for specified NHTSA campaigns
– Booze It and Lose It (Labor Day/Christmas/New
Year’s)
– Click It or Ticket (Memorial Day)
• www.tntrafficsafety.org
What we desire?
Quality reports:
• Timely
• Detailed Goals/Objectives/Tasks
• Progress/strengths/weaknesses/obstacles
• Contain relative docs/attachments
Status Report – 2 Sections
• Goals/Objectives
• Tasks
Goals/Objectives - Example
• Goal - Reduce the number and severity of
crashes/fatalities in the City of Volunteerburg
Objectives:
A. Decrease the number of fatalities 20% from 100 to
80
B. Decrease the number of impaired driving injury
crashes by 10% from 500 to 450
Poor Quality Report
A. Decrease the number of fatalities 20%
from 100 to 80.
Through aggressive enforcement we are
decreasing the number of fatalities.
B. Decrease the number of impaired driving
injury crashes by 10% from 500 to 450 Alcohol related crashes have increased.
High Quality Report
A. Decrease the number of fatalities 20% from
100 to 80.
Update: YTD - FY13 (10) vs. FY14 (8)
Reduction of 2 fatalities or 20% reduction
B. Decrease the number of impaired injury
crashes by 10% from 500 to 450
Update: YTD crashes FY13 (100) vs. FY14 (150). Increase
of 50 impaired driving injury crashes YTD or 50%
increase. Details are provided in the Task category.
Tasks – Example
• Task 1:
Conduct 5 saturation patrols and 1
impaired driving check point in the first
quarter
Tasks
Poor Quality
• Saturation patrols were
conducted in quarter 1 and
there was no checkpoint.
High Quality
• Volunteerburg PD held two
saturation patrols during the first
quarter. Due to an outbreak of
the flu, there was a shortage of
officers to conduct the remaining
3 saturation patrols.
• A checkpoint was scheduled for
November 16 but was canceled
due to inclement weather. It
poured, baby!
• Of the two saturation patrols,
which lasted 4 hours each, a total
of 8,000 DUI arrests were made,
187,000 speeding citations were
issued and 1 citation for texting
was issued.
Status Report Entry
www.tnghsogrants.org
Enter your Username and Password and click on Login
Click on My Applications
Click on Search
Click on the application name (under Name)
Click on View Claims/Status Reports/ Travel
Authorizations
Click on
1. Initiate a/an 2015 First Quarter Status Report
or
2. One that may already in process
Click on I Agree
Click on View Forms
Click on Goals, Objectives Tasks
1. Enter information into each box
2. Attach documents
To attach click Browse
After all steps are complete, Click Save
(The report can be saved and completed later)
See the information was saved – Green Light
Click on View Status Options
Click on Apply Status under Status Report Submitted
Done! – Current Status shows Submitted
Title VI
Monitoring
Why Monitor?
• Required by state and federal regulations (Statute 2
CFR 200.328)
• Detects critical problems
• Measures progress
• Transparency, proper usage and timeliness of
expenditures
TYPES OF MONITORING
On Site
• 10K and above
• Annual
• Scheduled/Unscheduled
Desk/Phone
• Less than 10K
• Annual
What to Expect
•
•
•
•
Notified minimum two weeks in advance
Provided a prep sheet
Provided a copy of the Title VI Assessment
Day of:
– Meeting of grant staff
– File review
The Visit
• Analyzes tasks,
objectives and data
• Job descriptions
• Timeliness of reporting
• 3rd Party Contracts
• Equipment
• Personnel
• Bids
• Fiscal file
• Title VI
• Grant Funded Personnel
Certification – THS 16
Title VI
• GHSO looks for…
• Completion of Title VI Assessment
• Prominent placement of Title VI poster
• Non compliance can lead to loss of funds
Red flags
Red Flags
•
•
•
•
•
•
Failure to respond
Late project start
Low activity
Slow expenditure rate
Late reports
Discrepancies on reports
•
•
•
•
•
Frequent personnel changes
Frequent revisions
No records or sloppy records
Evasive answers
Low morale/poor attitude
Post Visit Follow-up Letter
• Within 2 – 3 weeks
• Reviewed by:
– Program Manager
– Program Administrator
– Director
• Types
– Without recommendations
– With recommendations (Non-finding related)
– Findings (misuse of funds, equipment/supplies,
falsifying of documents, etc.)
QUESTIONS