DEPARTMENT OF PUBLIC HEALTH
2023-035
Opioid – STR - Assistance Listing No. 93.788
Action taken in response to the finding:
Reporting - GRPA
Submission evidence:
Per recommendations of the auditing team the Project PI will review all data provided to them by the project staff before submitting to SP...
DEPARTMENT OF PUBLIC HEALTH
2023-035
Opioid – STR - Assistance Listing No. 93.788
Action taken in response to the finding:
Reporting - GRPA
Submission evidence:
Per recommendations of the auditing team the Project PI will review all data provided to them by the project staff before submitting to SPARS. When review is finalized the PI will submit the reports to SPARS. At this time the PI will screenshot an image of each report submission page to SPARS for each GPRA report and save the file as a pdf. (This will need to be done as the reporting system does not return a confirmation report for filings.)
Any subsequent updates of data will similarly be reviewed, compared to previous submissions to ensure accuracy, and logged. The same documentation will be recorded and stored with the previous submission data to keep accurate record of any changes.
Data to create/compile the report (back up, supporting documentation to match the report) process.
These pdf records documenting the time and date of initial report submissions and any edits will be kept on file with both the PI in their Teams program file, and with the BSAS Grant Teams SOR grant file for the corresponding grant year for future reference. Our internal Fiscal Compliance Auditor will review batches of these submission quarterly to ensure compliance.
Evidence of Review & Approval process:
These records will be reviewed both by the Grant PI and the BSAS Grants specialist to ensure accuracy, in particular where changes are being made. If changes have been made to data that may require future explanation the cause of the variances will be noted by the PI and documentation will be include with the submission records.
Reporting – Programmatic Progress Reports
Submission evidence:
Per recommendations of the auditing team the Project PI will review all data provided to them by the project staff before submitting to eRA Commons. When review is finalized the PI will submit the reports to eRA Commons. At this time the PI will screenshot an image of each report submission page to eRA Commons for each PPR and save the file as a pdf. (This will need to be done as the reporting system does not return a confirmation report for filings.)
Any subsequent updates of data will similarly be reviewed, compared to previous submissions to ensure accuracy, and logged. The same documentation will be recorded and stored with the previous submission data to keep accurate record of any changes.
Data to create/compile the report (back up, supporting documentation to match the report) process.
These pdf records documenting the time and date of initial report submissions and any edits will be kept on file with both the PI in their Teams program file, and with the BSAS Grant Teams SOR grant file for the corresponding grant year for future reference. Our internal Fiscal Compliance Auditor will review batches of these submission quarterly to ensure compliance.
Evidence of Review & Approval process:
These records will be reviewed both by the Grant PI and the BSAS Grants specialist to ensure accuracy, in particular where changes are being made. If changes have been made to data that may require future explanation the cause of the variances will be noted by the PI and documentation will be included with the submission records.
Name of the contact person responsible for corrective action:
Shannon McEneaney-Farron, BSAS Fiscal Director, Nicole Schmitt, Director of the Office of Strategy and Innovation (Grant PI)
Planned completion date for corrective action plan:
Ongoing. This process will commence as of July 1, 2024.