CSBG-DCL-2023-16 Monitoring Schedule FY 2023

Community Services Block Grant

Dear Colleague Letter

DCL#: CSBG-DCL-2023-16

DATE: June 20, 2023

TO: CSBG Grant Recipients

SUBJECT: FY 2023 CSBG Monitoring Schedule

ATTACHMENT(S): N/A

Dear Colleague,

Annually, the Division of Community Assistance (DCA), within the Office of Community Services (OCS) conducts standard monitoring as required under Section 678B(c) of the Community Services Block Grant (CSBG) Act. Below is the Fiscal Year (FY) 2023 monitoring schedule and the FY 2024 First and Second Quarter monitoring schedule, which is published for federal and state planning purposes. We acknowledge that our monitoring season began in November 2022. As such, two* scheduled monitoring visits have already occurred.

FY 2023 — Monitoring Schedule

FY 2024 — Monitoring Schedule (First and Second Quarters)

The State Monitoring will follow a standard monitoring protocol addressing administrative, programmatic, and fiscal compliance with CSBG Act requirements. Prior to the scheduled State Monitoring, OCS will request documentation and provide information to the state regarding the scope and objective of the assessment.

State Monitoring Selection Process

As in previous years, the State Monitoring selection process is based on criteria, which assess and prioritize data and information from the state and eligible entities to determine which states would receive the most benefit from a monitoring review. Within each of the criteria are factors specific to statutory and federal requirements governing the administration and accountability of CSBG funds.

The following criteria were considered:

• Criteria 1: States that have never been reviewed by OCS or significant time has elapsed since the state was last reviewed. States that have never been reviewed are given a high priority score.
• Criteria 2: Analysis of routinely available program monitoring information. These may include unresolved findings noted in previous monitoring reports, turnover in state CSBG staff, OIG findings for the state or its eligible entities, revocation of federal funding for other programs at eligible entities, and complaints received by DCA.
• Criteria 3: CSBG funding allocation per state. 
• Criteria 4: CSBG drawdown analysis.
• Criteria 5: Analysis of past findings as reported in accordance with OMB single audit requirements. This includes a trend analysis of all CSBG findings reported in the state, eligible entities, and sub-recipients if applicable.

If you have questions regarding the schedule, please contact Melissa Joseph, Financial Operations and Accountability Branch Chief, at Melissa.Joseph@acf.hhs.gov or Norris Phillip, Financial Analyst, DCA, on (202) 401-4531 or at Norris.Phillip@acf.hhs.gov.

Thank you for your attention to these matters. OCS looks forward to continuing to provide high-quality services to OCS grantees.

/s/
Charisse Johnson
Director, Division of Community Assistance
Office of Community Services