CYA: Cover Your Audits - Ensuring Compliance through Guidance and Monitoring
DC HSEMA serves as the pass-through entity for the Homeland Security Grant Program for the National Capital Region. DC HSEMA has a diverse portfolio of subrecipients which all have varying policies and procedures within their respective organizations. The DC HSEMA Grants Division developed a subrecipient handbook and monitoring process as a mechanism to assist subrecipients with compliance. During this presentation, we will share our best practices and lessons learned which have helped us to achieve clean audits year after year.
The presentation will cover three of the GPC competencies, specifically - strategies for effective program and project design and development, post-award grant management practices sufficient to inform effective grant design and development and methods and strategies that cultivate and maintain relationships between fund-seeking and recipient organizations and funders.
We will share a copy of our subrecipient handbook and provide an overview of the content, highlight sections that are especially useful in managing subawards. We will include an activity with small prizes for individuals who are able to locate information using our handbook. We will also go over our monitoring process, which includes quarterly reporting and on-site monitoring visits. We will share our templates and protocols for each of these processes and describe how it leads to effective program management and reducing the risks of non-compliance during audits. We will share screens from our in-house grants management system which captures the quarterly reports and subaward documents we collect throughout the performance period and at closeout. Our monitoring process allows us to interact with our subrecipients regularly and establish strong relationships with our points of contact. This eases the process of managing issues or conflict that may arise when managing subawards.
GPC Competencies Addressed:
Strategies for effective program and project design and development
Post-award grant management practices sufficient to inform effective grant design and development
Methods and strategies that cultivate and maintain relationships between fund-seeking and recipient organizations and funders
Jerica Shackelford is a Senior Grants Program Manager for DC Homeland Security and Emergency Management Agency. She completed her bachelors degree in Communication from Texas A&M University, with a minor in business. Ms. Shackelford has over 14 years of federal grants management experience and is relied on as a subject matter expert in her field. Jerica manages the HSEMA Grants Division's subrecipient training program and leads the recurring training for their grants management system.