2. Status Reports & Monitoring
Tennessee Highway Safety Office
FY17 Grant Orientation Workshop

3. Status Reports

4. The Basics for All Grantees
– This is where you submit your report
Deadlines
Monthly - due 5th of following month
Quarterly - due 15th of month following last month of each quarter
ONE EXCEPTION
September/4th quarter report AND Final status report due November 1
Status Report = Reimbursement

5. Law Enforcement Program Grants vs. High Visibility Enforcement Grants
REPORTING
Law Enforcement Program Grants vs. High Visibility Enforcement Grants

6. LE Program Grants (Non HVE grants)
Monthly or Quarterly Status Report (2 sections now required) 1. Goals/Objectives/Task (same as last year) a. Specific to your grant application b. Enforcement efforts on alcohol, impaired driving, speed, seatbelt, etc. 2. Data collection form (NEW) a. This is new b. Includes all activity efforts, not just grant funded

7. HVE Grants
Monthly or Quarterly Status Report (1 section required) 1. Data collection form a. This is new b. Includes all activity efforts, not just grant funded

8. New Data Collection Form
1. Easy to complete 2. Only 6 fields for violations 3. Grand total is automated once user “saves” 3. One field for total number of officers 4. Data can be entered throughout the quarter and saved

10. Law Enforcement Program Grants & High Visibility Enforcement Grants
Report stats for specified NHTSA campaigns
Holiday Reporting Campaign (Christmas / New Year’s Day)
Booze It and Lose It
Memorial Day Campaign
Click It or Ticket
Labor Day Campaign

11. What do we look for? Quality reports: Timely
Detailed Goals/Objectives/Tasks
Progress/strengths/weaknesses/obstacles
Contain relative docs/attachments

12. Status Report – 2 Sections
Goals/Objectives
Tasks

13. Goals/Objectives - Example
Goal - Reduce the number and severity of crashes/fatalities in Tennessee Town
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

14. 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 Alcohol related crashes have increased.

15. 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.

16. Tasks – Example
Task 1:
Conduct 5 saturation patrols and 1 impaired driving check point in the first quarter

17. Tasks Poor Quality 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.
Saturation patrols were conducted in quarter 1 and there was no checkpoint.

18. Monitoring

19. You have a program manager

20. Why Monitor? Required by federal and state regulations
Detects critical problems
Measures progress
Transparency, proper usage, and timeliness of expenditures

21. TYPES OF MONITORING On Site Visit 10K and above Annual
Scheduled/Unscheduled
NHTSA Regional Program Manager may attend
Desk/Phone
Less than 10K
Annual
A random sample will receive an on site visit

22. What to Expect Prior to: Day of: Notified minimum two weeks in advance
Tip/prep sheet
Provide a copy of the Title VI Assessment
Day of:
Meeting of grant staff
File review

23. During the Visit Review progress on… Job descriptions
Goals
Objectives
Tasks
Job descriptions
Timeliness of reporting
3rd Party Contracts
Equipment
Personnel
Bids
Fiscal file
Title VI
Grant Funded Personnel Certification – THS 16
Overtime

24. Title VI The THSO looks for… Completion of Title VI Assessment
Title VI poster
Prominent placement for public to view
English/Spanish version
Must include local Title VI contact
Non compliance can lead to loss of funds

25. Post Visit Follow-up Letter
Within 2 – 3 weeks
Reviewed by:
Program Manager
Program Administrator
Director
Types
Without Required Actions
With Required Actions (Non-finding related)
Findings (misuse of funds, equipment/supplies, falsifying of documents, etc.)

26. Red flags

27. 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/sloppy records
Evasive answers
Low morale/poor attitude

28. Questions?