Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 21 st CCLC Monitoring FY13 Fiduciary Training August 8, 2012 Desmond Carter Budget Analyst 1

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Goals of this Presentation Discuss the fiduciary results of the monitoring season Discuss the most common fiduciary findings

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Monitoring 102 programs received a full on-site monitoring visit 58 programs received a fiduciary remote desktop monitoring 76 programs had no fiduciary findings Total of 180 fiduciary findings among 160 subgrants 3

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Fiduciary Findings 25 monitoring indicators on FY12 monitoring document – 20 on-site, 5 pre-monitoring activities In total, programs received 180 fiduciary findings in 19 indicator areas 69% of the findings occurred in 5 indicator areas – F1, F3, F10, F14, F18 4

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Most Frequent Fiduciary Findings F1- Documentation of Board Acceptance of Award – 10 findings F3- Reporting of Fraud, Waste, Abuse, and Non-Compliance – 29 findings F10- Procurement – 28 findings 5

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Most Frequent Fiduciary Findings F14- Support of Salaries and Wages – 46 findings The next presentation will focus specifically on this compliance area F18- Equipment Management – 11 findings 6

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” F1- Documentation of Board Acceptance of Award Evidence of Compliance Minutes of meetings with official acceptance of award by Board of Education (LEAs) or Board of Directors (non-LEAs) This acceptance must be done annually after receiving the award letter from GaDOE 7

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” F3- Reporting of Fraud, Waste, Abuse, and Non-Compliance Evidence of Compliance Published policy or procedures for reporting fraud, waste, abuse, or non-compliance in student/parent and staff handbooks Evidence showing this was communicated with internal and external stakeholders (e.g., meeting sign-in sheets, handbook receipt signature, etc.) 8

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” F10- Procurement Evidence of Compliance Procurement procedures, including the process for full competition, open competition and limited competition Documentation showing that the procurement policy was followed (e.g., bid documentation, price quotes, etc.) 9

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” F18- Equipment Management Evidence of Compliance Policies and procedures for assets not capitalized but tracked Documentation showing that assets are being tracked per policies and procedures (e.g., master inventory list) Assets with a shelf life of one year or more must be tracked 10

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Monitoring Season Will conduct on-site monitoring of medium and high-risk programs – Low-risk programs will submit documentation via the remote desktop monitoring process, but will not receive a on-site monitoring visit* *Low-risk programs that received a desktop monitoring in FY12 will receive a full on-site monitoring in FY13 11

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Monitoring Season The FY13 monitoring document has been provided as part of the training materials – Reducing the number of on-site indicators from 20 to 10, while moving some indicators to the ‘Pre- Monitoring Activity’ section GaDOE will host web-cast and Brown Bag trainings to review the monitoring document 12

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Questions? 13