600 Program Monitoring

Georgia State Seal

Georgia Division of Family and Children Services
LIHEAP Policy Manual

Policy Title:

Program Monitoring

Chapter:

600

Effective Date:

October 2020

Policy Number:

600

Previous Policy Number(s):

Overview and Requirements

DHS is required by the Health and Human Services Administration (HHS) to administer the Low Income Home Energy Assistance Program in accordance with the provisions of LIHEAP federal statues and assurances.

To provide local and state level monitoring and technical assistance to community action agency staff to assure implementation of the program in each service delivery area and compliance with administrative and fiscal LIHEAP regulations.

The Department of Human Services will monitor the activities of the CAA’s at least every three years using on-site reviews and desk audits. These reviews may be conducted during and/or after the program component operation period. Community Action Agency staff will be included in the interview.

Basic Consideration

Monitoring of program activities will be conducted by reviewing all areas of the LIHEAP component. (Programmatic and Fiscal).

A letter will be sent to the CAA to notify them of their monitoring dates. This letter will include a list of documents requested prior to the visit and at the site visit itself. DHS can conduct unannounced monitoring visits if presented with reasonable evidence of fraud, abuse or neglect of program funds or mismanagement of program.

On site reviews may include the following:

  • Entrance conference with the Executive Director, Board Chairperson and staff involved with the program.

  • Review of minimum standards and procedures for Program Administration.

  • Staff interviews

  • Site and/or Service Delivery Sites reviews

  • Case Record Reviews at designated sites.

  • Observation of a service performed for one or more clients by staff.

  • Denied files

  • Client Interview

  • Fiscal record review

  • Agency voids and transfers