1. Approved by Project Sponsor
Monthly Leadership Report Team:
Monitoring for the XXX Program; July 2013; Sponsor XXX
Approved by Project Sponsor
…………………………………………………………………
Name/Signature/Date
What are we trying to accomplish?
Aim is to develop measures and redesign as needed by August 1st, 2013 the system of post-award grant monitoring for the XXX program to help grantees and project officers better understand and follow program requirements and deliver consistently high levels of service.
Goals are: 1) 100% of grants have a record of at least one quarterly communication between project officer and grantee; 2) All site visits to grantees are timely documented ; 3) Barriers are documented monthly for at least 80% of grantees with difficulties drawing down allocated funds;
4) Percent of grantees satisfied with the grant monitoring process remains stable or increases by up to 25%.
PDSA’s In Progress Now
Develop change for goal 2: use of process map and fishbone (C&E) diagram to facilitate timely posting of site visit reports
Changes We Plan to Test
Test of change (under development) to the process of crafting and posting site visit reports in a timely manner(goal 2)
Team Project Progress Score ( Scale) and Reason
Score: 4. Tests of changes have been completed for goals #1 and #2. The four project goals have an established measure to track progress. Baseline data have been collected for measures 1, 2, and 3 and 4. Implementation has started for measures 1, 2 and 3. Evidence of improvement noted for goal 1 (sustained) and goal 2 and initial level for goal 3 at 50% or more towards goal
Barriers and Specific needs from Sponsor to Overcome Them.
Unfilled vacancies (plus recent loss of staff due to retirement and maternal leave) continue to be a difficulty. The increased workload of regional and CO staff limits the time to focus on QI activities (e.g., new testing cycles). Filling these vacancies is a priority for our leadership: one was filled last month. Accordingly, we extended QI project for an additional six months.
Why is it Important to work on now?
Demonstration of effective grant monitoring for this highly visible national program is a priority for our leadership. Maintenance of funding and program credibility depend on the proper performance of administrative oversight and effective TA provision to grantees to improve services to at-risk families.
Business Case: Evidence-based Improvements & Savings
XXX senior leadership adopted QI as a strategy to increase effectiveness of internal operations and grantee support activities.
Grant performance monitoring is critical to secure program continuity and funding.
Goal #3 addresses barriers some grantees experience to drawing down funds in a timely manner. These high-risk grantees can forfeit funds, which may result in failure to meet client needs.
Recommendations / Next Steps
Continue data collection on all four measures
Develop a change(s) for goal 2
Test the new change(s) for goal 2
Plan PDSA cycles as needed as we observe new processes associated w/ goals 3 and 4
Team
A, B, C, D, Etc.

2. Approved by Project Sponsor
Monthly Leadership Report
Approved by Project Sponsor
…………………………………………………………………
Name/Signature/Date
How will we show improvement?(Project measures)
1) % of active grants that include documentation of at least one communication between project officer and grantee in the previous quarter
2) # of timely site visit reports (occurring between late site visit reports)
3) % of grantees with difficulty to draw down funds that have barriers identified and documented for the previous month
4) % of grantees somewhat satisfied or highly satisfied with the overall grant monitoring process
Measurement Graphs: