Orientation to painless Perkins Monitoring October 13, 2016 Debra Wilcox Hsu Associate Director for Career Technical Education MN State Colleges and Universities

FY17 Perkins Monitoring - Purpose Comply with federal monitoring requirements of Carl D. Perkins Career Technical Education Act of 2006 and the US Department of Education Determine present and predict future CTE program opportunities and challenges Better define how high-quality CTE programs operate Detect conditions, procedures, or factors that threaten CTE programs in time to effectively mitigate Identify factors that may enhance or detract from the availability of high- quality CTE programs Continuous quality improvement

FY17 Perkins Monitoring Process 1 ½ days, Day 1 Noon-4:00, Day 2 8:00-2:00 Evidence for five criteria and for others cited at last monitoring visit Fiscal desk audit – secondary and postsecondary PAR reports for personnel funded by Perkins Closing meeting on Day 2 to report findings Final monitoring visit report within 45 days Corrective action completed by June 30, 2017

facilities and logistical needs The consortium should decide where the monitoring visit occurs within the consortium. Large meeting room for the opening and exit meetings A meeting room where evidence will be reviewed: enough space for three to five monitoring team, a secure location (accessible with a key or security badge), wireless Internet access and access to a printer in the room. A second small room for private meetings with consortium leaders and fiscal staff should be available during both days as well. No need to provide refreshments or meals for the monitoring team. Access to coffee or water, and information about nearby food establishments is helpful.

FY17 Monitoring Process - Evidence This monitoring visit is different from your previous Perkins monitoring experience.  Consortium required to provide evidence to support your activities for five criteria not 23: Consortium Membership Fiscal Requirements Occupational Skill Development Collaboration, and Partnerships Rigorous Programs of Study And Criteria related to prior consortium monitoring findings.

FY17 MN Perkins Monitoring Evidence http://cte.mnscu.edu/directories/documents/Operational-Handbook-Draft-2016-WEB.pdf

Fiscal Desk Audit Process 1. At least 30 days prior to the visit, system office grant accountant will notify the postsecondary fiscal contact identified in the approved consortium plan of which transactions will be reviewed. 2. The fiscal contact will provide all supporting documents to sec and post sec grant accountants at least twenty days prior to the visit. 3. Grant accountants will then request any additional information if needed on the documentation provided by the fiscal contact. 4. At least ten days prior to the visit, fiscal contact responds to the grant accountants. 5. At least five days prior to the visit grant accountants will send findings to the monitoring team. 6. During the monitoring visit a member of the team meets with the fiscal contact to review any questions, findings and required corrective actions. 8. Within ten days following the visit the grant accountants will send the final audit report with any findings to the impacted parties.

Fiscal Audit Criteria • Run a query of all expenditure activity, including payment of invoices and correcting entries. • A random sample of 3-5 percent of non-payroll transactions, depending on the volume of transactions, with a focus on larger transactions, and including at least one correcting entry. • Minnesota State and MDE will review documentation provided for: Completed, signed, and approved required documentation Invoices Encumbrances Special Expense forms M16-A forms Consistency with State of Minnesota statutes, Minnesota State Board policies, and GAAP Perkins eligible expense Potential fraud

Sample Agenda - Day 1 12:00 PM Monitoring Review team arrives.. 12:30 PM Meet with consortium leadership to review schedule and purpose of the visit. Optional presentation by Consortium. 1:30 PM Fiscal personnel available from consortium to review desk audit findings 1:30-4:00 PM Monitoring Team reviews evidence files prepared in advance by consortium directors 4:00 PM Visit with secondary and postsecondary consoritum coordinators to ask/answer questions for the day and to discuss Day 2 schedule

Sample Agenda - Day 2 8:00 AM Review team arrives 8:00 – 9:30 AM Monitoring team continues to review prepared materials and new information requested at the close of day 1. 9:30 AM Meet with secondary and postsecondary consortium leadership to discuss any last minute requests for information and to discuss findings 10:30 AM Monitoring team to prepare final materials for 1:00 PM findings session 12:00 PM Lunch 1:00 PM Meet with all consortium leadership to report findings and answer questions

FY17 Monitoring Visit Conclusion Closing meeting on Day 2 to report findings Final monitoring visit report within 45 days Corrective actions completed by June 30, 2017

Resources to Help You Prepare for Monitoring http://cte.mnscu.edu/directories/documents/Operational-Handbook-Draft-2016-WEB.pdf Contact: Debra Wilcox Hsu, Ed. D. Associate System Director for Career Technical Education Minnesota State Colleges and Universities 30 East 7th Street, St. Paul, MN 55101 o: 651-201-1686 | m: 651-308-3411 | www.mnscu.edu