1 The Adventure of the Perkins Monitoring Visit NACTEI Workshop May 13, 2005 New Orleans, LA Lorrie Toni, Colorado Perkins Director, Colorado Community College System E. Lowry Blvd. Denver, CO WATCH FOR CLUES!!!
2 PRELUDE - Method Colorado Perkins On-Site Monitoring = 20% of Basic Grant Distribution Dollars Per Year Tech Prep Recipients = TARP
3 PRELUDE - Process 1. 3 monitoring processes in the same day -- 3 staff members: »MOA (Civil Rights) »Program (Due to Web Program Approval Process) »Perkins 2. 2 monitoring processes in the same day -- 2 staff members 3. Perkins Monitoring only – 1 staff member
4 PRELUDE- Who First – MOA Target Plan Second – Region Third – Largest dollar amounts Fourth -- Watch for clues!!
5 PRELUDE – Who
6 Chapter One -- Delays, Delays SPRING, 2002
7 Chapter One Continued -- Delays, Delays FALL, 2002
8 Chapter One Continued -- Delays, Delays End of October, 2003
9 Chapter One Continued -- Delays, Delays End of November, 2003
10 Chapter One – Delays, Delays Planning our MOA visits
11 Chapter One Continued -- Delays, Delays Late-December, 2003
12 Chapter One Continued -- Delays, Delays Mid-January, 2004
13 Chapter One Continued -- Delays, Delays End of January, 2004
14 Chapter One Continued -- Delays, Delays February 5, 2004
15 Chapter One Continued -- Delays, Delays Feb.12, 2004
16 Chapter One Continued -- Delays, Delays Feb.15, 2004
17 Chapter Two -- The On-Site Visit Colorado developed our on-site checklist: On our website at: And on handout
18 Chapter Two – The On-Site Visit New Business Manager account transaction details of purchases New Perkins administrator invited to on-site
19 Chapter Two – The On-Site Visit Account details showed a sewing machine purchase Only a few, rare programs in Colorado are allowed sewing machines This school did not have this rare program and neither did other consortium members
20 Chapter Two – The On-Site Visit Asked to see “source documents” for sewing machine purchase What do you think it looked like? And a few days later the Dr. HL Official leaves a message
21 Chapter Three – The Phone Call A month or so later……
22 Chapter Four -- The Records Copies of s, to and from Review of plans in writing With IP phone system can save voice messages Seven years of fiscal records Seven years of Perkins program files
23 Chapter Four – The Records
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25 Chapter Five – The District Attorney Several months later….. Investigators do investigate... Everything! Why didn’t we catch this? Have we done enough? Doesn’t this matter to us?
26 The Ending Still not written – charges have been filed against Dr. H.L. Official for misuse of other funds of the district.
27 What Did We Learn Always review source documents at an on-site visit Schools that are always late in completing forms should be visited first Just monitoring big money is not the answer
28 What Did We Learn Keep complete records Save key s BE HONEST AND FORTHCOMING WITH ANY LAW OFFICERS OR INVESTIGATORS
29 What Did We Learn Send each consortium member the annual allocation estimate total Require two signatures for purchases Beware the extremely nice person Accounts payable based on official forms – P.O.’s, Invoices, Policy
30 What Did We Learn Beware too many cuts at the bureaucratic or administrative level Don’t try to go it alone Learn from auditors, lawyers Money first, save the world second Accounting classes
31 What Did We Learn Balance toughness with humor and streamlined forms
32 Your Questions?