DESK REVIEW

Documents required: Grant application, Review Panel Scoring Rubric, Fund Release Document

Pre-Award Monitoring

Date __October 22, 2012	Staff Reviewer Karla Browning___

Legal Requirements

1)	Had the grantee made application to an eligible authorizer at the time of the	grant application and provided notice to the authorizer of its application for	funding under the CSP grant?

Yes No Unknown	Name authorizer(s)___SVSU________

2)	Is the grantee, or the educational service provider (ESP), or a principal or owner of the ESP organization, or any other persons responsible for nonprofit corporation and the proposed Academy, debarred from receipt of federal funds?

Yes No Comments: I have checked the names of the following persons or organizations against the federal EPLS.

Name Role Excluded?

Name Name	Nonprofit Board President	NO

Name Name	Nonprofit Board Treasurer	NO

Name Name	Nonprofit Board Secretary	NO

Name Name	Nonprofit Board Member	NO

Name Name	Nonprofit Board Member	NO

Name Name	Potential School Leader	NO

Name Name	Development Team	NO

Name Name	Development Team	NO

3)	If there is an issue of debarment, what action has been, or will be taken by	PSA Program staff to resolve the matter? N/A

Project Requirements

Does the Application provide a detailed Management Plan for accomplishing the activities described and funded with Charter School Program grant funds?

Yes No Comments: MDE has requested revisions to budget and management plan, as a condition of funds release.

DESK REVIEW

Documents required: Documentation of incorporation from LARA, Bureau of Corporations, and from eligible authorizing body.

Pre-Disbursement Monitoring

Date	_October 22, 2012_	Staff Reviewer _Karla Browning_____

1)	Was the grantee a legally authorized public school academy, or strict discipline academy, at the time that it received grant award funds?

Yes No Comments:

2)	Is the sub grantee a non-profit corporation, or is a non-profit corporation serving as the fiduciary agent for the proposed PSA? Describe:

Yes No Comments:	Articles: 55555D

3)	If the grantee has not yet been authorized as a public school academy, or strict discipline academy, has the proposed authorizing entity provided MDE with documentation that they are considering a charter application from the grant applicant? Attach.

Yes No N/A Comments: List authorizer(s)____SVSU______________

DESK REVIEW

Documents required: Monthly Progress Report, Staffing/Leadership Changes Report, Progress Report, Grant Activity Report, Financial Report, Inventory Form, and copies of expenditures, contracts, agreements, etc.

Monthly Monitoring

Date	_November 21, 2012________	Staff Reviewer Neil Beckwith	_____________________

1)	Was the Monthly Progress Report submitted in a timely manner?

Yes No Comments: __The October report was filed on November 15th, 2012 and indicated an expended amount on the cover sheet of $11,687.50.______

2)	Did the Monthly Progress Report discuss project achievement of tasks/deliverables and outcomes, or achievement of goals/objectives?

Yes No Comments: The subgrantee indicated work being done on tasks 1-1, 1-4, 1-6, and 1-8.	_________________________________________

3)	If project tasks/deliverables and outcomes were not achieved, does the Monthly Progress Report discuss why not?

Yes No N/A Comments:	No response was necessary.	_________________________

4)	If modifications of the tasks/deliverables and outcomes were necessary, does the Monthly report discuss and explain the reasons for those changes?

Yes No N/A Comments:	___________________________________

5)	Was approval obtained from the Public School Academy Program for	modification or changes in tasks/deliverables and outcomes or budget?

Yes No N/A Comments:

6)	Does the Financial Report match the approved budget and Management Plan?

Yes No N/A Comments: The detail in the financial report agrees with the cover sheet and my tally @ $11,687.50.	_______________________

7)	Was an Inventory Form submitted with the Monthly Report?

Yes No Comments:	________________

8)	Was a Staffing/Leadership Changes form submitted with the Monthly Report?

Yes No Comments:	____________________

DESK REVIEW

Documents required: Monthly Progress Report, Staffing/Leadership Changes Report, Progress Report, Grant Activity Report, Financial Report, Inventory Form, and copies of expenditures, contracts, agreements, etc.

Progress Report Monitoring

Grant Stage Completion: Planning: Stage One Stage Two End of Year

or

Implementation: Mid-Year End of Year

Date	Staff Reviewer

1)	Was the Progress Report submitted in a timely manner?

Yes No Comments:

2)	Did the Grant Activity Report discuss project achievement of tasks/deliverables and outcomes, or achievement of goals/objectives?

Yes No Comments:

3)	If project tasks/deliverables and outcomes were not achieved, does the Progress Report discuss why not?

Yes No Comments:

4)	If modifications of the tasks/deliverables and outcomes were necessary, does the Progress Report discuss and explain the reasons for those changes?

Yes No Comments:

5)	Was approval obtained from the Public School Academy Program for	modification or changes in tasks/deliverables and outcomes or budget?

Yes No Comments:

6)	Does the Financial Report match the approved budget and Management Plan?

Yes No Comments:

7)	Was an Inventory Form submitted with the Progress Report?

Yes No Comments:

8)	Was a Staffing/Leadership Changes form submitted with the Progress Report?

Yes No Comments:

9)	Is there evidence that the subgrantee board is engaged in grant oversight?

Yes No Comments:

10)	Describe any anomalies that would warrant an on-site monitoring visit.

Comments:

Final Progress Report Monitoring

11) Is subgrantee’s audit on file with MDE? ____________________________

If not, please indicate status of audit. _________________________________

12) Has subgrantee indicated they will transfer or liquidate durable goods in accordance with federal rules? _________________________________________

If not, describe corrective action taken by MDE. _____________________

DESK REVIEW

Documents required: CMS Final Expenditure Report (FER)

Fiscal Monitoring

Date	Staff Reviewer

Fiscal Requirements

1) Did the grantee expend the full amount of the award?

Yes No Comments:

2) Are line-item deviations on the CMS Final Expenditure Report more than 10 percent of the approved grant budget?

Yes No Comments:

3) If expenditures on the CMS Final Expenditure Report deviated by 10 percent or more from the approved budget, what was done by PSA Program staff to follow-up on the deviation with the grantee?

Explain:

DESK REVIEW

Documents required: CMS Disbursement Report

Draw-down Monitoring

Date	Staff Reviewer

1)	Did the Cash Management System (CMS), Disbursements Report, indicate any unusual activity?

Yes No Explain:

2)	On what dates did the grantee draw down funds?

3)	Is a draw-down review necessary, because	this is a first year grant, or

irregularities have occurred

N/A

4)	If so, which draw-down was chosen for review?

Date _________________ Amount

Request for invoices sent:	Date ____________

5)	Did the subgrant recipient submit invoices to show use of the requested	drawdown?

Yes No Date:

6)	Were the invoices paid before the drawdown or within 3 days after the	drawdown?

Yes No Comments:

7)	If no, what action was taken by the PSA Program staff in follow-up to the	irregular draw-down?

Explain:

Documents requested from grantee: Revenue-Expense Ledger for current grant; Procurement Procedures; Competitive Bidding Procedures; Inventory Procedures; Asset Inventory; Payroll/Salary records charged to grant; Open Enrollment Procedures. Documentation to be reviewed: invoices received and paid, copies of purchase orders, cancelled checks, and other documents related to purchase of educational supplies, materials, equipment and services charged to the grant. Also required: Locations of purchased assets for physical inspection Pre-visit File check: Cash Management System (CMS), Disbursements Report, Final Expenditure Report for closed grant(s), Desk Audit records, Performance Reports (Monthly Reports, Grant Activity Reports, Financial Reports), Inventory Form.

On-Site Monitoring

Date __________________	Staff Reviewer

Staff Present:

Open Enrollment

1)	Does the PSA have written procedures for open enrollment that comply with the requirements of Section 504(3) of the Revised School Code [MCL 380.504(3)]?

Yes No Comments:

2)	Can the PSA provide documentation of compliance using for the most recent school year where the number of applicants exceeded the spaces available for enrollment of students?

Yes No Comments:

Procurement

1)	Does the PSA have written procedures for procurement transactions?

Yes No Comments:

2)	Do the procedures include limits on purchase amounts that may be	authorized by staff?

Yes No Comments:

3)	Do the procedures include internal controls on authorization of purchases?

Yes No Comments:

Name of staff member(s) who authorize expenditures:

Name of staff member(s) who sign checks:

4)	Does the PSA have procedures for competitive bidding and purchase of	supplies, materials and equipment as required under Section 1274 (MCL	380.1274) of the Revised School code?

Yes No Comments:

5)	Are requests for bids advertised?

Yes No Comments:

Select a single transaction costing more than $21,825 for fiscal year 2011-2012. Did it follow procedure?

Yes No Comments:

6)	Do the procedures include cost or price analyses that are available for	review?

Yes No Comments:

What determines the decision to purchase from the selected bidder?

Comments:

7)	Are persons that develop or draft procurement specifications, requirements,	statement of work, invitations for bid, requests for	proposals, contract terms	and conditions, or other documents, excluded from competing for contract	awards resulting from that procurement?

Yes No Comments:

8)	Review a sample of purchases to determine that they were allowable under	federal and state requirements. Allowable?

Yes No Comments:

9)	Is there documentation that all purchases reviewed were obligated during the project period?

Yes No Comments:

Contractual Services

10)	If contractual services were charged to the grant, were they for	activities allowable under federal and state requirements? Were all services documented as delivered within the project period?

Yes No Comments:

Are there accepted and signed agreements between the grantee and vendors that indicate a scope of work, services to be provided, rate of compensation and end date for completion of services?

Yes No Comments:

Inventory of Acquisitions

12)	Does the PSA have written procedures for maintenance of an inventory	of personal property, equipment and materials?

Yes No Comments:

13)	Is the inventory available for review and does it include: a description of the	acquisition, cost, purchase date, location of the acquisition, and source of	funds used for purchase of acquisitions?

Yes No Comments:

14)	Are inventoried items purchased with grant funds tagged and available onsite	for inspection?

Yes No Comments:

15)	Select a sample of items purchased with grant funds and locate the items.	Are the items used for legitimate purposes as determined by the intent of the	grant application?

Yes No Comments:

Salaries

16)	If salaries/benefits or stipends were charged to the grant, are staff activities documented within the allowable project period?

Yes No Comments:

17)	If salaries/benefits or stipends were charged to the grant, is there documentation to support that supplanting did not occur?

Yes No Comments:

18)	If salaries/benefits were paid to regular employees of the PSA or its educational services provider (ESP), is there documentation that payment was for work performed outside of regular workdays and/or hours?

Yes No Comments:

19)	Do time sheets or records document this?

Yes No Comments:

20)	Does documentation support that staff time was expended on a grant project related activity?

Yes No Comments:

MDE Recommendations: