Displaced Homemaker
Program
(DHP)
MONITORING E-GUIDE
Minnesota Department of
Employment and Economic Development
Workforce Development Division
Workforce Systems Coordination Branch
Technical Assistance and Support Unit
Revised January 13, 2014
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ii
Displaced Homemaker Program Monitoring Guide
TABLE OF CONTENTS
Displaced Homemaker Program
Compliance Review
TABLE OF CONTENTS .................................................................................................. ii
INTRODUCTION ..........................................................................................................1
REFERENCES ...............................................................................................................1
E-GUIDE INFORMATION .............................................................................................1
Major Revisions: ........................................................................................................ 1
GENERAL INFORMATION ............................................................................................1
Persons Interviewed .................................................................................................. 1
ONSITE REVIEW..........................................................................................................2
I. Administrative Review .......................................................................................2
A. Grantee ................................................................................................................ 2
B. Project Administration/Staffing Levels...................................................................... 4
C. Policies ................................................................................................................. 4
II. Program Compliance With Annual Plan ............................................................6
III Financial Reconciliation....................................................................................6
IV. Miscellaneous ...................................................................................................7
V. Plain Language ..................................................................................................7
VI. Participant Records ..........................................................................................7
Minnesota Department of Employment and Economic Development
Displaced Homemaker Program Monitoring Guide
page
1
INTRODUCTION
This guide is designed to determine whether the Displaced Homemaker Program (DHP)
provider (grantee) has developed and implemented a comprehensive set of plans,
policies, and procedures to ensure that the criteria established for DHP enrollees are met
and that administrative management requirements are met.
REFERENCES
The monitor will need copies of:
 Tennessen Warning
E-GUIDE INFORMATION
To avoid loss of input data, save this guide to your computer before entering information.
Narrative fields will expand to accommodate input.
Major Revisions:
January 13, 2014
 To eliminate duplication between guides, the following sections were moved from
this guide to the Local Unified Plan/Annual Assessment:
o Financial Management section
o Property and Procurement section
o Questions regarding grievances
o Questions regarding data management
GENERAL INFORMATION
State Fiscal Year
Grant Number
Program Provider (Grantee)
Funding Level
Start/End Date(s)
Date of Visit
Monitored by
Persons Interviewed
Name
Title
1.
2.
4.
5.
6.
Minnesota Department of Employment and Economic Development
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Displaced Homemaker Program Monitoring Guide
ONSITE REVIEW
I. Administrative Review
A. Grantee
1. Are services provided or accessible to all counties in the service
area?
Yes
No
a. List itinerant offices and hours of staffing.
Itinerant Offices
Hours of Staffing
2. Are program components/services being provided in these areas?
Career/Educational Counseling
Yes
No
Intake/Orientation
Yes
No
Job Development and Placement
Yes
No
Job Search Strategies
Yes
No
Life Skills Development
Yes
No
Personal Counseling
Yes
No
Personality Assessment
Yes
No
Pre-Employment Preparation/Skills
Yes
No
Referral to Skills Training/Higher Education
Yes
No
Referrals for Supportive Services
Yes
No
Support Services
Yes
No
Vocational Assessment and Testing
Yes
No
Monitor’s Notes:
Minnesota Department of Employment and Economic Development
Displaced Homemaker Program Monitoring Guide
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3
3. Are workshops or other activities being provided/planned which address each of the
areas?
Assertiveness and Communication
Financial and Housing Counseling
Financial Services/Time Management
Goal Planning
Health and Medical Services
Job Search
Job Seeking Skills/Resumes/Interviewing Skills
Legal Information
Parenting
Sexism/Sexual Harassment
Stress/Anger Management
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
No
No
No
No
No
a. If workshops are not being conducted, how are these topics being covered with
clients?
4. What efforts have been made to recruit displaced homemakers from minority groups?
5. How are non-English speaking clients being served and recruited?
6. Discuss any problems the Grantee is having meeting the contract responsibilities and
providing services.
7. Does the Grantee need any technical assistance from the State?
Yes
No
Yes
No
Yes
No
a. If so, in what area?
8. Does the Grantee have any funding for advertising?
a. If yes, how are these used?
9. Do you partner with a WorkForce Center?
Minnesota Department of Employment and Economic Development
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Displaced Homemaker Program Monitoring Guide
10. Has the Grantee completed self-assessments of its office and
sub sites for program, structural and communication accessibility
to persons with disabilities?
a. If no, is the Grantee implementing its plan to achieve
accessibility?
Yes
No
Yes
No
11. What are some additional activities being undertaken in this program (i.e., clothes
closets, computer classes onsite, coordination with another agency on a project, etc.)?
12. Is information/material on non-traditional employment for women
available to participants?
Yes
No
Monitor’s Notes:
B. Project Administration/Staffing Levels
Staff Positions
Titles
Position
% of Time DHP
%
%
%
%
%
%
%
%
%
Are staff job vacancies listed with Job Service?
Yes
No
Monitor’s Notes:
C. Policies
1. Does the Grantee have written personnel policies that govern areas of personnel
operation, expense reimbursement, travel, and support services?
Yes
a. When were they last updated?
Minnesota Department of Employment and Economic Development
No
Displaced Homemaker Program Monitoring Guide
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2. How is it assured that program funds are not used for political or religious activities or
lobbying? (Certain non-profits may use a percentage of their grants for lobbying.)
a. If program funds are used, how much has been spent and for what activity?
4. Minnesota Government Data Practices Act
a. Does the Grantee have a data practices policy, adopted by
the governing body?
Yes
No
Yes
No
Yes
No
b. Who is the principal data official?
c. How is data on individuals safeguarded?
d. How are referrals between the Grantee and another agency handled?
e. Does the Grantee have a Tennessen Warning?
1. Is a copy given to participants?
Monitor will obtain a copy of the Tennessen Warning.
Monitor’s Notes:
Minnesota Department of Employment and Economic Development
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Displaced Homemaker Program Monitoring Guide
II. Program Compliance With Annual Plan
Please compare planned performance to actual performance.
Plan:
Quarter or Date
Comparing Actual to:
Actual:
WF1 Report Date
Outcomes
Plan
Actual
Entered Employment
Remedial Education
Certificate/Degree Program
Other Successful Completions
New Enrollments
Monitor’s Notes:
III Financial Reconciliation
Monitor will conduct a financial reconciliation with the Grantee’s fiscal staff.
Minnesota’s Office of Grants Management (OGM) policy 08-10 requires one financial
reconciliation (can be more than one depending on findings) for a grant award over
$50,000.
Financial Reconciliation process includes but is not limited to:
 Program Monitor will select the Financial Status Report (FSR) or Invoice for a specified
time period in advance of the on-site review
 The Grantee will be notified of the selected time period prior to the on-site review
 Cost categories on FSR/Invoice will be compared to service provider’s financial
transaction report.
 Program Monitor may request/obtain supporting documentation for each cost category to
trace back to initial invoice.
For Grantees that submit FSRs or Cash Advance Payment Requests (CAPR):
 The CAPR will be compared to actual expenditures for the reporting period
 The FSR will be compared to Reimbursement Payment Request for the reporting period
 Differences between expenditures and payments received for the same given period will
be identified.
Monitor’s Notes:
Minnesota Department of Employment and Economic Development
Displaced Homemaker Program Monitoring Guide
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IV. Miscellaneous
1. How does the Grantee assist voters to register to vote?
2. Does the Grantee assist clients with obtaining the Earned Income
Credit and/or have this information available for clients?
Yes
No
V. Plain Language
Has the Grantee used the Flesch scale to determine whether written materials regarding
eligibility and benefits and materials used in training are written at the
7th grade reading level?
Yes
No
VI. Participant Records
File Review
1. Review 20 percent of participant files for eligibility and documentation of services
provided. The required participation file information for all program operators is:
* DHP - One WF1 Enrollment/Eligibility Criteria
* DHP - Three Client Action Plan (or substitute)
* Case Notes
* Copy of grievance procedure and Tennessen Warning given to client or note they
were given
a. Are these four documents in the file?
Yes
No
b. Are they complete?
Yes
No
c. Are they up-to-date?
Yes
No
2. Has the Client Action Plan, or the substitute employment
development plan, been updated within three months?
Yes
No
3. Could a replacement Counselor follow the progress and activity?
Yes
No
4. Are any participants enrolled in excess of the one-year eligibility
guidelines?
Yes
No
Yes
No
a. Was a waiver obtained from WDD?
5. How many files were reviewed?
6. List the number of files of participants who appear NOT to be eligible.
Minnesota Department of Employment and Economic Development
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Displaced Homemaker Program Monitoring Guide
7. List the number of files of participants whose files lacked required and/or adequate
documentation.
8. How many non-State-eligible participants does the program serve on a fee for service
basis?
a. Is there clear separation of costs?
Monitor’s Notes:
Minnesota Department of Employment and Economic Development
Yes
No
Prepared by:
Department of Employment and Economic Development
Workforce Development Division – Workforce Systems Coordination Branch
Fiscal/Technical Assistance and Support Unit
332 Minnesota Street, Suite E200
St. Paul, Minnesota 55101
Shelley Landgraf, Director
Fiscal/Technical Assistance and Support Unit
Phone: 651 296 - 3505
Shelley.Landgraf@state.mn.us
http://www.deed.state.mn.us