Monitoring provides the FPO with tools to record and report an on-site and/or desk audit monitoring event. The FPO can enter findings and track them to completion using the finding's updates feature. The Monitoring feature also allows the FPO to record Promising Practices and Observations.
Figure 1 – Monitoring: On-Site and Desk Audit History
Topics:
Schedule an On-Site Visit or a Desk Audit
Enter or Update Data for an On-Site Visit or a Desk Audit
Enter or Update a Finding Update
Enter or Update an Observation or a Promising Practice
Generate Monitoring Report for the Grantee
1. Select Home from the top navigation bar.
2. Select a project to from the ‘My Projects’ list.
3. Select Log from the Active Project Menu. The Project Log History screen will be displayed (Figure 1).
Figure 1 – Project Log History
4. Click the Add New button. The Project Log screen will be displayed (Figure 2).
Figure 2 – Project Log
5. Select Work Plan from the Log Category drop down menu.
6. Select On-site Monitoring or Desk Audit from the Type drop down menu.
7. Enter the date that the event is scheduled to occur on in the Schedule field.
8. Enter the date that the event must occur before in the Due field, if applicable.
9. Select the appropriate selection that reflects the time spent scheduling the event from the Time/Effort drop down menu.
10. Click the Save button to retain the scheduled event. The event will now appear on the Monitoring: On-Site and Desk Audit History screen as an entry with a scheduled status (Figure 3).
Figure 3 – Monitoring: On-Site and Desk Audit History
1. Select Home from the top navigation bar.
2. Select a project to from the ‘My Projects’ list.
3. Select Monitoring from the Active Project Menu. The Monitoring: On-Site and Desk Audit History screen will be displayed (Figure 1).
Figure 1 – Monitoring: On-Site and Desk Audit History
4. Click the arrow icon next to the displayed event for which to enter data or click the Add New button to add a new event. The Monitoring Details screen will be displayed (Figure 2).
Figure 2 – Monitoring Details
5. Select the type of event from the Monitoring Type drop down menu if not already selected.
6. Click the Coordinated Review indicator to designate the event as coordinated. If the event was coordinated, click the View/Edit List link to select those regional projects that participated in the event.
7. Click the indicator box next to the elements monitored during the event.
8. Enter or edit values in the date fields. Upon saving, the system will generate the Report Due and/or Grantee Response Due date based on the entry of related dates.
9. Select a value from the three Time/effort drop down menus. Upon saving, the system will calculate the Total Time/effort field.
10. Enter or edit the dollar amount for the Travel Expenditures field for the event.
11. Click the Add New button to add a new Finding. Refer to Enter or Update a Finding section for additional information.
12. Click the Add New button to add a new Observation or Promising Practice. Refer to Enter or Update an Observation or a Promising Practice section for additional information.
13. Click the Save button to retain the monitoring event record.
1. Select Home from the top navigation bar.
2. Select a project to from the ‘My Projects’ list.
3. Select Monitoring from the Active Project Menu. The Monitoring: On-Site and Desk Audit History screen will be displayed (Figure 1).
Figure 1 – Monitoring: On-Site and Desk Audit History
4. Click the arrow icon next to the displayed event for which to enter a finding. The Monitoring Details screen will be displayed (Figure 2).
Figure 2 – Monitoring Details
5. To add a new Finding entry, click the Add New button. The Monitoring Finding and Finding Updates History screen will be displayed (Figure 3).
6. To edit an existing Finding entry, click the arrow icon next to the entry for editing. The Monitoring Finding and Finding Updates History screen will be displayed (Figure 3).
Figure 3 - Monitoring Finding and Finding Updates History
7. Select a value from the Finding Type drop down menu. This is a required field and the entry cannot be saved until a value has been selected for this field.
8. Enter or edit a title for the Finding entry in the Title field. This is a required field and the entry cannot be saved until a value has been entered for this field.
9. Enter or edit the details of the Finding in the Finding field. This is a required field and the entry cannot be saved until a value has been entered for this field.
10. Enter or edit the values for the appropriate remaining, non-required field.
11. If the Yes value is selected for the Performance/Corrective Action Plan Required field, a red flag will be displayed next to the Finding entry on the Monitoring Details screen.
12. Enter the Save button to retain the Finding entry.
Enter or Update a Finding Update
1. Select Home from the top navigation bar.
2. Select a project to from the ‘My Projects’ list.
3. Select Monitoring from the Active Project Menu. The Monitoring: On-Site and Desk Audit History screen will be displayed (Figure 1).
Figure 1 – Monitoring: On-Site and Desk Audit History
4. Click the arrow icon next to the displayed event for which to enter a finding. The Monitoring Details screen will be displayed (Figure 2).
Figure 2 – Monitoring Details
5. Click the arrow icon next to the finding entry for which to add or edit an update. The Monitoring Finding and Finding Updates History screen will be displayed (Figure 3).
Figure 3 - Monitoring Finding and Finding Updates History
6. To add a new Finding Update entry, click the Add New button. The Update pop-up will be displayed (Figure 4).
7. To edit an existing Finding Update entry, click the arrow icon next to the entry for editing. The Update pop-up will be displayed (Figure 4).
Figure 4 - Update
8. Enter or edit the title for the Finding Update entry in the Update Title field.
9. Enter or edit the details of the Update in the Update field.
10. Select a value for the Resolves Finding field. If the 'Yes' value is selected, the status of the Finding will be closed.
11. Click the Save button to retain the Finding Update.
Enter of Update an Observation or a Promising Practice
1. Select Home from the top navigation bar.
2. Select a project to from the ‘My Projects’ list.
3. Select Monitoring from the Active Project Menu. The Monitoring: On-Site and Desk Audit History screen will be displayed (Figure 1).
Figure 1 – Monitoring: On-Site and Desk Audit History
4. Click the arrow icon next to the displayed event for which to enter an Observation or Promising Practice. The Monitoring Details screen will be displayed (Figure 2).
Figure 2 – Monitoring Details
5. To add a new Observation or Promising Practice entry, click the Add New button in the corresponding table. The Monitoring Observation screen or the Monitoring Promising Practice screen will be displayed (Figure 3).
6. To edit an existing Observation or Promising Practice entry, click the arrow icon next to the entry for editing. The Monitoring Observation screen or the Monitoring Promising Practice screen will be displayed (Figure 3).
Figure 3 - Monitoring Observation
7. Select a value from the Observation or Promising Practice Type drop down menu. This is a required field and the entry cannot be saved until a value has been selected for this field.
8. Enter or edit a title for the Observation or Promising Practice entry in the Title field. This is a required field and the entry cannot be saved until a value has been entered for this field.
9. Enter or edit the details of the Observation or Promising Practice in the Observation or Promising Practice field. This is a required field and the entry cannot be saved until a value has been entered for this field.
10. Click the Save button to retain the entry.
Generate Monitoring Report for the Grantee
1. Select Home from the top navigation bar.
2. Select a project to from the ‘My Projects’ list.
3. Select Monitoring from the Active Project Menu. The Monitoring: On-Site and Desk Audit History screen will be displayed (Figure 1).
Figure 1 – Monitoring: On-Site and Desk Audit History
4. Click the arrow icon next to the displayed event for which to generate a report. The Monitoring Details screen will be displayed (Figure 2).
Figure 2 – Monitoring Details
5. Click the Create Report button. The Grantee Monitoring Report will be displayed (Figure 3).
Figure 3 - Grantee Monitoring Report
6. To save the report to send to a grantee, click the File button on the browser. Select the Save As link. Select a location and enter filename. Click the Save button.