A. CSBG Annual
Report-The State must submit an annual report to OCS in the form of the CSBG
Annual Report by March 31st of every year. Eligible entities are required to
submit information regarding this report upon request from DCS. The National
Association for State Community Services Programs (NASCSP) will email a
database to the State. This database will be emailed to eligible entities for
input. The State will compile information from each entity to complete the
statewide report, and return database to NASCSP.
B. CSBG Informational Memorandum (IM) 138
provides guidance to states for the establishment of Organizational Standards
as part of a performance management and accountability system for the CSBG
national network. The Office of Community Services (OCS) requires states to
report on the standards for eligible entities through the online state plan and
annual report.
The purpose of the Organizational Standards is to ensure that
eligible entities have appropriate organizational capacity in all areas covered
by the standards. States are required to provide the oversight and technical
assistance necessary to assure compliance with the standards.
The Center of Excellence (COE)-developed standards are
organized into three thematic groups consisting of nine categories and a total
of 58 standards for private eligible entities and 50 standards for public
eligible entities.
1. Maximum Feasible
Participation
* Consumer Input and Involvement
* Community Engagement
* Community Assessment
2. Vision and Direction
* Organizational Leadership
* Board Governance
* Strategic Planning
3. Operations and Accountability
* Human Resource Management
* Financial Operations and Oversight
* Data and Analysis
DCS requires eligible entities to annually submit
documentation to verify compliance to all standards through the use of
Smartsheet. Documentation is reviewed by DCS and a letter sent to eligible
entity executive director which gives the results of the review and the
percentage of standards attained. Technical assistance will be provided as
needed to help entities achieve compliance.
C. Board Minutes- Copies of the minutes of
each entity's board meeting shall be submitted to DCS no later than 10 calendar
days after the date of the meeting at which those minutes were ratified. If the
meeting was not a quorum, the official minutes must be submitted within 3
calendar days of the scheduled meeting.
D. Success stories shall be submitted to DCS
by Tuesday of each week in the Smartsheet application.
E. Outcome Measurement Report is due by the
5th of each month to report performance of NPIs.
F. Monthly Cost Sheets are required to be
submitted monthly by Subgrantees to show expenditures by cost category and line
items. These forms should be submitted to the Division of Budgets and
Accounting, Office of Procurement Services and a copy to DCS.
G. Closeouts - Please see the -MDHS Subgrant/
Agreement Manual' found at
www.mdhs.ms.gov/subgrantee-manual/
for closeout policy. A copy of the closeout must also be sent to DCS.
