9 Miss. Code. R. § 6-F - MONITORING INSTRUMENT

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WORKFORCE PROJECT MONITORING

The Mississippi Community College Board' monitoring team has organized a schedule for monitoring Workforce Development Projects for each fiscal year. The team will randomly select projects to review.

The monitoring team has the discretion and authority to review all reimbursements associated with any project when financial discrepancies are uncovered in an individual reimbursement. If the monitor observes a pattern of financial discrepancies by a project manager in more than one reimbursement, the monitor at his/her discretion has the option to review all reimbursements in all projects written by the project manager in question.

The monitor at his/her discretion reserve the right to conduct a 100% monitoring review of all projects by all fifteen community colleges at least once every five years. This means three colleges will be monitored 100% in a rotating five year cycle annually. The monitoring process includes reviewing the following:

1. Commodities invoice matching reimbursement requests.

2. Documentation of how expendable commodities are tracked.

3. Equipment invoices matching reimbursement requests.

4. Contractual service agreements with instructors.

5. Evaluations of training by students/trainees.

6. Class sign-in sheets.

7. Demographic information on trainees.

8. Class attendance sheets (dated and signed by instructor).

9. Written documentation monitoring the project (including the instructor's evaluation by local workforce staff and supporting quality assurance documentation). This documentation must be on all instructors that are employed by the college and 10% of the instructors hired by the industry. This documentation must be signed and dated by staff.

10. Request for reimbursement matching the instructor's training hours, rate of pay per hour and fringe benefits (including preparation time and assessment hours).

11. Copy of the project plus modifications and reimbursement documents.

12. A copy of the Memorandum of Agreement between the business/industry and the community college.

13. Site visit of a local industry in the community college district for customer satisfaction feedback (optional to monitor).

14. Documentation of travel expenditures.

15. Documentation of instructional quality.

WORKFORCE PROJECT MONITORING INSTRUMENT

Community or Junior College________________________________

Workforce Center Director ______________Date______________________

Number & Types of Projects Reviewed: Workforce___________ Basic Skills___________________

Advanced_________________ SNAP/TANF___________ Short-Term Adult_________________

CRC______________ Challenge_____________ Accountability_____________________

Planning Section

1. Have the workforce development center and local district council developed a strategic plan and is it on file with the MCCB? Yes___________ No___________

A. Is the workforce center using the strategic plan to offer training? Yes____________ No___________

B. Does the plan address short and long term goals and objectives in line with the stated mission and vision statements? Yes__________ No____________

C. Are copies of the plan available for review? Yes__________ No_____________

2. Was the original copy of projects, modifications, and reimbursements on file? Yes____________ No__________

Project Review Section

Organization	Project Number
1. ___________________________	___________________________
2. ___________________________	___________________________
3. ___________________________	___________________________
4. ___________________________	___________________________
5. ___________________________	___________________________
6. ___________________________	___________________________
7. ___________________________	___________________________
8. ___________________________	___________________________
9. ___________________________	___________________________
10. ___________________________	___________________________

1. Was a copy of the Memorandum of Agreement (MOA) between the business/industry and the community college kept on file and available for review? Yes_____ No_____

2. Are attendance sheets available for review on all projects? Yes_____ No_____

A. Does project data provide demographic information? Yes_____ No_____

B. Did the staff document monitoring of the instructor? Yes_____ No_____

If so, how often?______________________________

3. Who employed the instructor? College__________ Industry__________

A. Did the requests for reimbursement match the instructor training hours and pay receipts? Yes_____ No_____

B. Were fringe benefits properly applied? Yes_____ No_____

4. Did the project require purchase or lease of equipment or commodities? Yes_____ No_____

A. How are expendable commodities tracked?_____________

_________________________________________________

B. Were invoices available for review on equipment purchases? Yes_____ No_____

C. Did the invoice match the requests for reimbursement? Yes_____ No_____

5. Does the college have a project tracking system that meets the demands of both the workforce center and the business office? Yes_____ No_____ (If no, this requires explanation.)

_________________________________________________

6. Did MCCB monitors visit local industry to determine training result? Yes_____ No_____

If yes, which company and what were the findings?______________________________

_________________________________________________

Needs

A. Do you have any special workforce needs that require assistance from the MCCB?

_________________________________________________

B. What tools/training resources can the MCCB provide to help you better serve the various businesses, industries, and individuals in your district?

_________________________________________________

Outcomes

A. Identify and share one success of a best practice you have experienced that made an impact with your customers.

_________________________________________________

B. How often are you following up with customers to determine their level of satisfaction?

_________________________________________________

C. What are some of the barriers that inhibit the delivery of services to customers?

_________________________________________________

Workforce Project Monitoring Worksheet

School: _________________________	Date: _____________
Industry Name: _______________________	Project #: ______
1. Copy of the project, plus modifications and reimbursements One) _________________________________________________ REQUESTED _________________________________________________	(Choose YES / NO / NOT
2. Commodities (invoices) matching reimbursement requests REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
3. Documentation of how expendable commodities are tracked REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
4. Equipment (invoices) matching reimbursement requests REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
5. Contractual Services and agreement with instructors REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
6. Evaluation of training by students/trainees REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
7. Sign-in sheets REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
8. Demographic information on trainees REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
9. Class attendance sheets (dated and signed by instructor) REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
10. Written documentation monitoring the project REQUESTED (including the instructor's evaluation) _________________________________________________	YES / NO / NOT
11. Request for reimbursement matching the instructor's training hours, rate or REQUESTED pay per hour & fringe benefits (including preparation time & assessment hours) _________________________________________________ _________________________________________________	YES / NO / NOT
12. Copy of Memorandum of Agreement available for review REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
13. Site visit of a local industry in the community college district for customer REQUESTED satisfaction feedback (optional) _________________________________________________ _________________________________________________	YES / NO / NOT
14. Documentation of travel expenditures REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT

Notes

9 Miss. Code. R. § 6-F

State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.

WORKFORCE PROJECT MONITORING

The Mississippi Community College Board' monitoring team has organized a schedule for monitoring Workforce Development Projects for each fiscal year. The team will randomly select projects to review.

1. Commodities invoice matching reimbursement requests.

2. Documentation of how expendable commodities are tracked.

3. Equipment invoices matching reimbursement requests.

4. Contractual service agreements with instructors.

5. Evaluations of training by students/trainees.

6. Class sign-in sheets.

7. Demographic information on trainees.

8. Class attendance sheets (dated and signed by instructor).

10. Request for reimbursement matching the instructor's training hours, rate of pay per hour and fringe benefits (including preparation time and assessment hours).

11. Copy of the project plus modifications and reimbursement documents.

12. A copy of the Memorandum of Agreement between the business/industry and the community college.

13. Site visit of a local industry in the community college district for customer satisfaction feedback (optional to monitor).

14. Documentation of travel expenditures.

15. Documentation of instructional quality.

WORKFORCE PROJECT MONITORING INSTRUMENT

Community or Junior College________________________________

Workforce Center Director ______________Date______________________

Number & Types of Projects Reviewed: Workforce___________ Basic Skills___________________

Advanced_________________ SNAP/TANF___________ Short-Term Adult_________________

CRC______________ Challenge_____________ Accountability_____________________

Planning Section

1. Have the workforce development center and local district council developed a strategic plan and is it on file with the MCCB? Yes___________ No___________

A. Is the workforce center using the strategic plan to offer training? Yes____________ No___________

B. Does the plan address short and long term goals and objectives in line with the stated mission and vision statements? Yes__________ No____________

C. Are copies of the plan available for review? Yes__________ No_____________

2. Was the original copy of projects, modifications, and reimbursements on file? Yes____________ No__________

Project Review Section

Organization	Project Number
1. ___________________________	___________________________
2. ___________________________	___________________________
3. ___________________________	___________________________
4. ___________________________	___________________________
5. ___________________________	___________________________
6. ___________________________	___________________________
7. ___________________________	___________________________
8. ___________________________	___________________________
9. ___________________________	___________________________
10. ___________________________	___________________________

1. Was a copy of the Memorandum of Agreement (MOA) between the business/industry and the community college kept on file and available for review? Yes_____ No_____

2. Are attendance sheets available for review on all projects? Yes_____ No_____

A. Does project data provide demographic information? Yes_____ No_____

B. Did the staff document monitoring of the instructor? Yes_____ No_____

If so, how often?______________________________

3. Who employed the instructor? College__________ Industry__________

A. Did the requests for reimbursement match the instructor training hours and pay receipts? Yes_____ No_____

B. Were fringe benefits properly applied? Yes_____ No_____

4. Did the project require purchase or lease of equipment or commodities? Yes_____ No_____

A. How are expendable commodities tracked?_____________

_________________________________________________

B. Were invoices available for review on equipment purchases? Yes_____ No_____

C. Did the invoice match the requests for reimbursement? Yes_____ No_____

5. Does the college have a project tracking system that meets the demands of both the workforce center and the business office? Yes_____ No_____ (If no, this requires explanation.)

_________________________________________________

6. Did MCCB monitors visit local industry to determine training result? Yes_____ No_____

If yes, which company and what were the findings?______________________________

_________________________________________________

Needs

A. Do you have any special workforce needs that require assistance from the MCCB?

_________________________________________________

B. What tools/training resources can the MCCB provide to help you better serve the various businesses, industries, and individuals in your district?

_________________________________________________

Outcomes

A. Identify and share one success of a best practice you have experienced that made an impact with your customers.

_________________________________________________

B. How often are you following up with customers to determine their level of satisfaction?

_________________________________________________

C. What are some of the barriers that inhibit the delivery of services to customers?

_________________________________________________

Workforce Project Monitoring Worksheet

School: _________________________	Date: _____________
Industry Name: _______________________	Project #: ______
1. Copy of the project, plus modifications and reimbursements One) _________________________________________________ REQUESTED _________________________________________________	(Choose YES / NO / NOT
2. Commodities (invoices) matching reimbursement requests REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
3. Documentation of how expendable commodities are tracked REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
4. Equipment (invoices) matching reimbursement requests REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
5. Contractual Services and agreement with instructors REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
6. Evaluation of training by students/trainees REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
7. Sign-in sheets REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
8. Demographic information on trainees REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
9. Class attendance sheets (dated and signed by instructor) REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
10. Written documentation monitoring the project REQUESTED (including the instructor's evaluation) _________________________________________________	YES / NO / NOT
11. Request for reimbursement matching the instructor's training hours, rate or REQUESTED pay per hour & fringe benefits (including preparation time & assessment hours) _________________________________________________ _________________________________________________	YES / NO / NOT
12. Copy of Memorandum of Agreement available for review REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT
13. Site visit of a local industry in the community college district for customer REQUESTED satisfaction feedback (optional) _________________________________________________ _________________________________________________	YES / NO / NOT
14. Documentation of travel expenditures REQUESTED _________________________________________________ _________________________________________________	YES / NO / NOT

Notes

9 Miss. Code. R. § 6-F