Process Improvement The Quality Manager and/or Contract Manager, as appropriate will forward reports, findings and recommended actions to the contractor. Contractors are required to respond to the reports in writing within the timeframe given in the report (ten to fifteen working days). Responses must describe plans for corrective action with a timetable for accomplishing the changes and the staff person and position responsible for carrying out this action. The Contract Manager and the Quality Manager will review responses to monitoring findings and planned actions to determine the adequacy of the response and pending upon availability include the Grants Management Coordinator and Operations Manager. After review of the response and the determination of the adequacy of the response the assigned Contract Manager will notify the contractor of any additional information required. If an extension is needed, the Contract Manager will inform the Quality Manager of the extension dates. Monitoring reports, contractor replies, and action plans will be maintained on file for use in follow-up activities, future monitoring, and contract performance reviews. Resolution H-GAC Monitoring The Contract Manager will primarily be responsible for resolution of monitoring. After receipt of the response to monitoring the Contract Manager will have 10 working days to issue the final report that will include resolution and/or what needs to further be addressed or set up a date for a meeting to discuss the monitoring or establish a corrective action plan. Further action required must be implemented within 30 days of receipt of the response from the contractor. Copies of the resolution letter/report/meeting notes and any documentation must be maintained. The Contract Manager must include documentation in the resolution folder, when actions have been completed. After review of the documentation submitted and/or completion of the corrective action a follow up visit may be required. The Quality Manager will schedule a follow-up visit as appropriate, once corrective actions are complete. The monitor will write a report on each follow-up visit to document the contractor's progress in resolving findings. The transmittal of follow-up reports will follow the same path and timeline as the initial monitoring report.
Process Improvement The Quality Manager and/or Contract Manager, as appropriate will forward reports, findings and recommended actions to the contractor. Contractors are required to respond to the reports in writing within the timeframe given in the report (ten to fifteen working days). Responses must describe plans for corrective action with a timetable for accomplishing the changes and the staff person and position responsible for carrying out this action. The Contract Manager and the Quality Manager will review responses to monitoring findings and planned actions to determine the adequacy of the response and pending upon availability include the Grants Management Coordinator and Operations Manager. After review of the response and the determination of the adequacy of the response the assigned Contract Manager will notify the contractor of any additional information required. If an extension is needed, the Contract Manager will inform the Quality Manager of the extension dates. Monitoring reports, contractor replies, and action plans will be maintained on file for use in follow-up activities, future monitoring, and contract performance reviews. Resolution H-GAC Monitoring The Contract Manager will primarily be responsible for resolution of monitoring. After receipt of the response to monitoring the Contract Manager will have 10 working days to issue the final report that will include resolution and/or what needs to further be addressed or set up a date for a meeting to discuss the monitoring or establish a corrective action plan. Further action required must be implemented within 30 days of receipt of the response from the contractor. Copies of the resolution letter/report/meeting notes and any documentation must be maintained. The Contract Manager must include documentation in the resolution folder, when actions have been completed. After review of the documentation submitted and/or completion of the corrective action a follow up visit may be required. The Quality Manager will schedule a follow-up visit as appropriate, once corrective actions are complete. The monitor will write a report on each follow-up visit to document the contractor's progress in resolving findings. The transmittal of follow-up reports will follow the same path and timeline as the initial monitoring report.
Monitoring-and-Oversight-Standards-and-Guidelines.docx