2. 1 The Adventure of the Perkins Monitoring Visit NACTEI Workshop May 13, 2005 New Orleans, LA Lorrie Toni, Colorado Perkins Director, Colorado Community College System Lorrie.toni@cccs.edu 303-595-1565 9101 E. Lowry Blvd. Denver, CO 80230-6011 WATCH FOR CLUES!!!

3. 2 PRELUDE - Method Colorado Perkins On-Site Monitoring = 20% of Basic Grant Distribution Dollars Per Year Tech Prep Recipients = TARP

4. 3 PRELUDE - Process 1. 3 monitoring processes in the same day -- 3 staff members: »MOA (Civil Rights) »Program (Due to Web Program Approval Process) »Perkins 2. 2 monitoring processes in the same day -- 2 staff members 3. Perkins Monitoring only – 1 staff member

5. 4 PRELUDE- Who First – MOA Target Plan Second – Region Third – Largest dollar amounts Fourth -- Watch for clues!!

6. 5 PRELUDE – Who

7. 6 Chapter One -- Delays, Delays SPRING, 2002

8. 7 Chapter One Continued -- Delays, Delays FALL, 2002

9. 8 Chapter One Continued -- Delays, Delays End of October, 2003

10. 9 Chapter One Continued -- Delays, Delays End of November, 2003

11. 10 Chapter One – Delays, Delays Planning our MOA visits

12. 11 Chapter One Continued -- Delays, Delays Late-December, 2003

13. 12 Chapter One Continued -- Delays, Delays Mid-January, 2004

14. 13 Chapter One Continued -- Delays, Delays End of January, 2004

15. 14 Chapter One Continued -- Delays, Delays February 5, 2004

16. 15 Chapter One Continued -- Delays, Delays Feb.12, 2004

17. 16 Chapter One Continued -- Delays, Delays Feb.15, 2004

18. 17 Chapter Two -- The On-Site Visit Colorado developed our on-site checklist: On our website at: www.cccs.edu And on handout

19. 18 Chapter Two – The On-Site Visit New Business Manager account transaction details of purchases New Perkins administrator invited to on-site

20. 19 Chapter Two – The On-Site Visit Account details showed a sewing machine purchase Only a few, rare programs in Colorado are allowed sewing machines This school did not have this rare program and neither did other consortium members

21. 20 Chapter Two – The On-Site Visit Asked to see “source documents” for sewing machine purchase What do you think it looked like? And a few days later the Dr. HL Official leaves a message

22. 21 Chapter Three – The Phone Call A month or so later……

23. 22 Chapter Four -- The Records Copies of e-mails, to and from Review of plans in writing With IP phone system can save voice messages Seven years of fiscal records Seven years of Perkins program files

24. 23 Chapter Four – The Records

25. 24

26. 25 Chapter Five – The District Attorney Several months later….. Investigators do investigate... Everything! Why didn’t we catch this? Have we done enough? Doesn’t this matter to us?

27. 26 The Ending Still not written – charges have been filed against Dr. H.L. Official for misuse of other funds of the district.

28. 27 What Did We Learn Always review source documents at an on-site visit Schools that are always late in completing forms should be visited first Just monitoring big money is not the answer

29. 28 What Did We Learn Keep complete records Save key e-mails BE HONEST AND FORTHCOMING WITH ANY LAW OFFICERS OR INVESTIGATORS

30. 29 What Did We Learn Send each consortium member the annual allocation estimate total Require two signatures for purchases Beware the extremely nice person Accounts payable based on official forms – P.O.’s, Invoices, Policy

31. 30 What Did We Learn Beware too many cuts at the bureaucratic or administrative level Don’t try to go it alone Learn from auditors, lawyers Money first, save the world second Accounting classes

32. 31 What Did We Learn Balance toughness with humor and streamlined forms

33. 32 Your Questions?