Corrective Action Plans

Finding 48634 (2022-016)

Material Weakness 2022

State of Ohio

OH

Special Tests & Provisions Eligibility Material Weakness

Corrective Action Plan: The Ohio Department of Job and Family Services (ODJFS) in coordination with the vendor team and Department of Administrative Services (DAS) has linked this finding to a newly identified defect in the Use Case/Rules base functionality in the Ohio Benefits (OB) system. Upon rev...

Corrective Action Plan: The Ohio Department of Job and Family Services (ODJFS) in coordination with the vendor team and Department of Administrative Services (DAS) has linked this finding to a newly identified defect in the Use Case/Rules base functionality in the Ohio Benefits (OB) system. Upon review, the logic and functionality of the TANF Data Report (TDR) is not the issue. However, the data being fed to the report is inaccurate based on this defect. ODJFS, in coordination with the vendor team, DAS, and the Ohio Department of Medicaid (ODM) will review and prioritize this defect fix as quickly as possible. Correction of the defect will include validation during User Acceptance Testing as well as post deployment validation in production. Any required clean-up for historical data will also be reviewed to determine if it is allowable/appropriate. Anticipated Completion Date for Corrective Action: June 2023 Contact Person Responsible for Corrective Action: Christina Burt, Program Administrator 2 (Bureau Chief), Ohio Department of Job and Family Services 30 East Broad Street, Columbus, Ohio 43215 Phone Number: 614-644-1621, E-Mail Address: Christina.Burt@jfs.ohio.gov

View Audit 52604

Finding 48618 (2022-008)

Material Weakness 2022

State of Ohio

OH

Reporting Subrecipient Monitoring Material Weakness

Corrective Action Plan: The Department will continue its work to ensure the data provided to the USED and other entities is timely and accurate. This includes communication to subrecipients through CCIP notes, reminder emails, reporting dashboard information and guidance documents on the time period...

Corrective Action Plan: The Department will continue its work to ensure the data provided to the USED and other entities is timely and accurate. This includes communication to subrecipients through CCIP notes, reminder emails, reporting dashboard information and guidance documents on the time period for reporting and expectations. Going forward, the Department will also include a training webinar and open office hours. In addition, the Department will revise its process for annual reporting ESSER expenditures to the USED to ensure the Department?s survey to collect ESSER expenditure data from subrecipients has a validation/error test against OAKS payments for a given reporting period. If the data does not align with the expenditure data in OAKS, the subrecipient will have to undergo data correction to ensure accurate reporting. Data correction will vary depending on the organization and any previous expenditures reported to USED. Anticipated Completion Date for Corrective Action: July 2023 Contact Person Responsible for Corrective Action: Corey Fronk, Director of Audits and Risk Management, Ohio Department of Education 25 South Front Street, 7th floor, Columbus, Ohio, 43215 Phone Number: 614-644-7812, E-Mail Address: Corey.Fronk@education.ohio.gov

View Audit 52604

Finding 48616 (2022-006)

Material Weakness 2022

State of Ohio

OH

Subrecipient Monitoring

Corrective Action Plan: The Department?s Office of Federal Programs (OFP) will follow up with the Local Education Agency (LEA) that did not submit a Corrective Action Plan for the ESSER issue in the consolidated compliance system to determine if the issue has been resolved. This follow up review wi...

Corrective Action Plan: The Department?s Office of Federal Programs (OFP) will follow up with the Local Education Agency (LEA) that did not submit a Corrective Action Plan for the ESSER issue in the consolidated compliance system to determine if the issue has been resolved. This follow up review will take place outside of the normal process and system given system limitations. In addition, OFP will update the ESSER monitoring review process to ensure it aligns with the steps already established in the comprehensive compliance monitoring process, which includes obtaining a corrective action plan and performing a follow-up desk review to ensure the corrective action plan was implemented timely and properly. Anticipated Completion Date for Corrective Action: June 2023 Contact Person Responsible for Corrective Action: Corey Fronk, Director of Audits and Risk Management, Ohio Department of Education 25 South Front Street, 7th floor, Columbus, Ohio, 43215 Phone Number: 614-644-7812, E-Mail Address: Corey.Fronk@education.ohio.gov

View Audit 52604

Finding 48615 (2022-007)

Material Weakness 2022

State of Ohio

OH

Reporting Internal Control / Segregation of Duties Subrecipient Monitoring

Corrective Action Plan: The Department will update its manual to include a process for performing and documenting a supervisory review and a reconciliation of subaward information entered into the FSRS website to USASpending.gov. In addition, the Department will reconcile all subaward reporting fr...

Corrective Action Plan: The Department will update its manual to include a process for performing and documenting a supervisory review and a reconciliation of subaward information entered into the FSRS website to USASpending.gov. In addition, the Department will reconcile all subaward reporting from June 2022 through February 2023 to ensure proper reporting during this timeframe. This reconciliation will include a supervisory review to help ensure accuracy. Anticipated Completion Date for Corrective Action: June 2023 Contact Person Responsible for Corrective Action: Corey Fronk, Director of Audits and Risk Management, Ohio Department of Education 25 South Front Street, 7th floor, Columbus, Ohio, 43215 Phone Number: 614-644-7812, E-Mail Address: Corey.Fronk@education.ohio.gov

View Audit 52604

Finding 48610 (2022-015)

Material Weakness 2022

State of Ohio

OH

Reporting Subrecipient Monitoring Internal Control / Segregation of Duties

Corrective Action Plan: FFATA State Errors: ? Submission Error o The Office of Fiscal and Monitoring Services (OFMS) will work to ensure the UEI numbers are fully registered in SAMS.gov. If the UEI# is not registered, OFMS will notify the program office so they can contact the sub-recipient/owner t...

Corrective Action Plan: FFATA State Errors: ? Submission Error o The Office of Fiscal and Monitoring Services (OFMS) will work to ensure the UEI numbers are fully registered in SAMS.gov. If the UEI# is not registered, OFMS will notify the program office so they can contact the sub-recipient/owner to update their registration. ? Timeliness Error o OFMS will work with program areas to ensure FFATA information is received by the deadline to report in FSRS timely. ? Key Element Support Error o OFMS will work with program areas to ensure FFATA awards amounts are accurate and match the contract grant agreements in the Contract Acquisition Tracking System (CATS) as well as the OAKS Cost Distribution PO spreadsheet. OFMS will prepare a checklist for the program areas to follow prior to sending FFATA info for submission. Checklist will include Director's signature date, submission date to OFMS (must be at least one week prior to deadline), correct UEI# for each subaward, accurate award amount, no blanks in the submission file. FFATA County Errors: County Timeliness errors (4). We disagree with this finding due to the fact that the FSRS does not always show full report history of the Award/FAIN #?s. ODJFS maintains that the sub award data listed under the Award/FAIN#?s for the reporting month audited were all reported on-time. These awards were reported in FSRS no later than the last day of the month following the month in which the subaward/subaward amendment obligation was made. For the November 2021 FFATA Subaward Reporting-Grant Distributed by Sub Grantee in (October 2021), there were 23 Award/FAIN#?s entered in the FSRS by the county senior financial analyst; 20/23 of these awards all show that the information was reported within the month of November. Three of these awards do not show the full report history, as they were awards with the most sub awardee data to report and was data that was requested by the AOS audit team in the prior ODJFS FFATA audit completed in 2021-2022. It is important to note that the FSRS does not have a mechanism in place where you can scroll to see the complete reporting and review history of an award. For example, if you have an award/FAIN# that you re-open and/or update frequently, you may not see that full report history of the award. ODJFS has taken the steps to verify this position further by attempting to contact FSRS (via e-mail 2/10/23 and 2/13/23 as well as by phone) to see if we can get the submission history of the sub awardee data under these three Award/FAIN#?s in the FSRS for this reporting period to prove that these three awards were submitted timely. As of this date, we are still waiting for a response back from FSRS. County errors related to FSRS that the screenshots were not provided and therefore, cannot test for key elements or timeliness of submission (2). We disagree with this error; reason; the agencies Unique Entity Identification (UEI#) that they applied for in SAM.gov were not accepted in the FSRS and needed to be resolved. ODJFS did not obtain an acceptable UEI # from these counties during this reporting period; therefore, we could not enter their sub awardee data for this reporting month in the FSRS. It is important to note that this reporting period was the changeover reporting month going from the DUNS Number to the UEI#. It is the county agency?s responsibility to obtain and provide an acceptable UEI # and provide that number to the State. Until the county agencies resolved the issue in obtaining their UEI# in SAM.gov, (ODJFS) could not report the data information in the FSRS. This information was listed on the April 2022 report that the AOS Team had for the audit prior to listing this as an error. Once the counties the resolved their issues and received their UEI#, we were able to enter their sub awardee data information in the FSRS. Anticipated Completion Date for Corrective Action: March 2023 Contact Person Responsible for Corrective Action: FFATA State Errors: Nahshon Moore, Financial Manager, Ohio Department of Job and Family Services 30 East Broad St., 37th floor, Columbus, Ohio 43215 Phone Number: 614-728-2898, E-Mail Address: Nahshon.Moore@jfs.ohio.gov FFATA County Errors: Kathleen Leadingham, Financial Analyst Supervisor, Ohio Department of Job and Family Services 30 East Broad St., 37th floor, Columbus, Ohio 43215 Phone Number: 614-728-1480, E-Mail Address: Kathleen.Leadingham@jfs.ohio.gov

View Audit 52604

Finding 48609 (2022-014)

Material Weakness 2022

State of Ohio

OH

Internal Control / Segregation of Duties Student Financial Aid Eligibility

Corrective Action Plan: ? Foster Care CB-496 (quarter ending September 30, 2021) o The error on Line 10a was a result of keying errors in the worksheet which were transferred to the federal report. Line 10a was overstated by $2,183 ($1,091.50 ffp). We will make a prior period adjustment on the 3/31/...

Corrective Action Plan: ? Foster Care CB-496 (quarter ending September 30, 2021) o The error on Line 10a was a result of keying errors in the worksheet which were transferred to the federal report. Line 10a was overstated by $2,183 ($1,091.50 ffp). We will make a prior period adjustment on the 3/31/23 CB-496 report to correct the error. ? The error on Line 16a was a result of keying errors in the worksheet which were transferred to the federal report. Line 16a was overstated by $63,449.75 ($31,749.88 ffp). We will make a prior period adjustment on the 3/31/23 CB-496 report to correct the error. ? A prior period amount was entered on the 9/30/21 Foster Care report in OLDC with an incorrect Funding Category. The Funding Category determines which line on the report captures the claim. The amount of $171 was claimed on Line 5 but should have been claimed on Line 6. The FFP for both lines is 50%, so there is no financial discrepancy. We will make a prior period adjustment on the 3/31/23 CB-496 report to correct the error. ? WIOA Cluster ETA-9130 (Statewide Rapid Response for quarter ending March 31, 2022): o The error on Line 10g was a result of a keying error. This error was corrected on the June 2022 Statewide Rapid Response ETA 9130 report. The unit supervisors will continue to review the supporting documentation of the analyst completing the report and check for keying errors before the report is submitted for review by the section chief. Anticipated Completion Date for Corrective Action ? CB-496 adjustments ? March 2023 ? WIOA error - Completed Contact Person Responsible for Corrective Action: Nahshon Moore, Financial Manager, Ohio Department of Job and Family Services 30 East Broad St., 37th floor, Columbus, Ohio 43215 Phone Number: 614-728-2898, E-Mail Address: Nahshon.Moore@jfs.ohio.gov

View Audit 52604

Finding 48608 (2022-010)

Material Weakness 2022

State of Ohio

OH

Questioned Costs Allowable Costs / Cost Principles Eligibility

Corrective Action Plan: 1. For one of 60 (1.7%) regular Unemployment benefit payments selected for testing, the claimant was paid FPUC benefits of $300 a week for several weeks of benefits which were already paid in state fiscal year 2021. As a result, we will question all duplicate FPUC payments ma...

Corrective Action Plan: 1. For one of 60 (1.7%) regular Unemployment benefit payments selected for testing, the claimant was paid FPUC benefits of $300 a week for several weeks of benefits which were already paid in state fiscal year 2021. As a result, we will question all duplicate FPUC payments made to this claimant during the audit period, totaling $4,800. a. A defect has been documented and an application development project will be created to remedy the concern. It will be prioritized amongst all of the other efforts currently in progress or planned for OJI. Timelines associated to the remediation is currently unknown. We currently don?t understand the root cause problem and what it will take to resolve it. 2. For eight of nine (88.9%) regular Unemployment benefit claims identified in an OJI system data match as potentially exceeding the maximum allowable amount per week, the claimants were paid $300 in FPUC benefits twice during the same benefit week. As a result, we will question costs for all FPUC payments over the allowable amount to these claimants during the audit period, totaling $17,640. a. A defect has been documented and an application development project will be created to remedy the concern. It will be prioritized amongst all of the other efforts currently in progress or planned for OJI. Timelines associated to the remediation is currently unknown. We currently don?t understand the root cause problem and what it will take to resolve it. 3. Two of two (100%) PUA claims identified in a uFACTS system data match exceeded the maximum allowable number of weeks (79): one by four weeks and the other by two weeks. As a result, we will question the PUA payments exceeding the maximum allowable number of weeks, totaling $1,656. a. A process adjustment has been made to ensure that when adjusting claim for proper payment, that we overpay the appropriate weeks as well. In some cases, that didn?t take place. This was a problem that was quickly identified, and a new process was created to deter this from happening again. We missed the correction on claim, and we have adjusted it. From a system perspective, if previous weeks are subsequently reversed back to paid, causing weeks to be over 79, a process will be identified to potentially mitigate the adjustment. 4. For eight of 60 (13.3%) PUA / FPUC payments selected for testing, the claimant was not eligible to receive benefits for the weeks claimed, was overpaid, or was underpaid, as follows: a. The finding for overpaid or underpaid claims was due to the tsunami of claims/workload the agency faced during the Pandemic as well as unknowledgeable new hires brought on to assist with the massive workload. At this time initial benefits adjudication is timely in its workload however we are still facing a high backlog of cases which have alleged fraud. Benefits adjudication will process claims after a thorough fraud review has been completed. Due to the backlog all of these cases will be late and have a possible under or overpayment. The benefits adjudication team will have any cases/determinations made within 21 days of receipt from BPC fraud dept. Anticipated Completion Date for Corrective Action: June 2024 Contact Person Responsible for Corrective Action: Valerie Shuster, Field Operations District Coordinator, Ohio Department of Job and Family Services 209 West 4th Street, Lorain, OH 44052 Phone Number: 440-244-7802, E-Mail Address: Valerie.Shuster@jfs.ohio.gov

View Audit 52604 Questioned Costs: $1

Finding 48605 (2022-009)

Significant Deficiency 2022

State of Ohio

OH

Questioned Costs Allowable Costs / Cost Principles Eligibility § 200.1

Corrective Action Plan: The following actions will be taken: ? Work with the Ohio Department of Rehabilitation and Correction to obtain more accurate incarceration dates. Currently we are not receiving the dates the claimant is incarcerated in a facility. We are currently receiving their expected ...

Corrective Action Plan: The following actions will be taken: ? Work with the Ohio Department of Rehabilitation and Correction to obtain more accurate incarceration dates. Currently we are not receiving the dates the claimant is incarcerated in a facility. We are currently receiving their expected release date which does not meet the needs of the office. ? We do not believe there is a need to work with the Department of Health as there has been no discrepancy with the accuracy of the data provided. ? We will create a process to create a weekly review file and save those results for review and evaluation purposes for both death and incarceration records. ? We will create a procedure to investigate the results of the death and incarceration files consistent with our existing procedures to investigate similar situations. Anticipated Completion Date for Corrective Action: January 2024 Contact Person Responsible for Corrective Action: Carl Prideau, Section Chief-BPC, Ohio Department of Job and Family Services 30 East Broad Street, 38th floor, Columbus OH 43215 Phone Number: 614-644-5164, E-Mail Address: Carl.Prideau@jfs.ohio.gov

View Audit 52604 Questioned Costs: $1

Finding 48604 (2022-012)

Material Weakness 2022

State of Ohio

OH

Eligibility Internal Control / Segregation of Duties Special Tests & Provisions

Corrective Action Plan: ? Office of Unemployment Insurance Operations (OUIO) will develop a schedule of cross matches to ensure the matches are being performed timely and as intended. If the information necessary to complete the cross-matches is obtained from an outside party, the Department will wo...

Corrective Action Plan: ? Office of Unemployment Insurance Operations (OUIO) will develop a schedule of cross matches to ensure the matches are being performed timely and as intended. If the information necessary to complete the cross-matches is obtained from an outside party, the Department will work with the entity to ensure the information is obtained timely. Additionally, the Department will continue to prioritize issues based on the aging of issues created by the cross-matches, monitor the issue backlog, ensure issues are being addressed timely, and the Notices of Determination are issued in a timely manner. ? OUIO will develop quality reviews focusing on the timing of the fact-finding questionnaires generated by the OJI and/or uFACTS systems once an issue has been created. ? OUIO will develop periodic management reviews over the certification of OJI and uFACTS overpayments to the Ohio Attorney General and subsequent collections. ? OUIO will develop system enhancements within OJI to ensure the monetary fraud overpayment penalty amounts are being applied to each applicable overpayment. Management should monitor the system enhancements to ensure they are being captured, properly applied, and appropriately collected. Anticipated Completion Date for Corrective Action: June 2024 Contact Person Responsible for Corrective Action: Carl Prideau, Section Chief-BPC, Ohio Department of Job and Family Services 30 East Broad Street, 38th floor, Columbus OH 43215 Phone Number: 614-644-5164, E-Mail Address: Carl.Prideau@jfs.ohio.gov

View Audit 52604

Finding 48603 (2022-002)

Material Weakness 2022

State of Ohio

OH

Special Tests & Provisions Subrecipient Monitoring Allowable Costs / Cost Principles

Corrective Action Plan: The Office of Community Development (OCD) is in the process of implementing a new timeline for ESGP funding to be compliant with federal regulations. The following steps of the corrective action have already been completed. 1. Since the OHTF account balance is now in the p...

Corrective Action Plan: The Office of Community Development (OCD) is in the process of implementing a new timeline for ESGP funding to be compliant with federal regulations. The following steps of the corrective action have already been completed. 1. Since the OHTF account balance is now in the position to allow OCD to commit funds earlier within the program year, the HCRP timelines can be adjusted to meet HUD?s 60-day requirement. 2. OCD must handle this change cautiously as HCRP serves Ohio?s most vulnerable population, the homeless, and our most vulnerable grantees, non-profit organizations. Interruptions in services and operating support would be detrimental to both. Both are dependent upon the continuity of OCD?s programs? timing. Therefore, a series of meetings have been scheduled with grantees to strategize about the most seamless way to implement this change with the least disruption in services and support. The first meeting was held on February 24, 2023. The second one is scheduled for March 31, 2023. 3. OCD will discuss this topic with the Supportive Housing Advisory Group in the fall of 2023. This meeting is part of Ohio?s Consolidated Planning Process to gather stakeholders input to create Ohio?s Annual Action Plan to submit to HUD for approval. A public comment period is built into the process as well, so additional feedback may be gathered to consider. Finally, the new timeline will be approved by HUD within the Annual Action Plan. 4. While OCD is having meetings and gathering feedback, staff will be working on the internal impact this change may create. System requirement changes and delays they may cause; report deadline shifts and alignment with other homeless reporting systems; and staff workload balance in coordination with other programs are a few we are aware of at this point. Also, the program planning begins far in advance to the grantee application submission. Therefore, timelines get set and approved early on. There are times when our allocation amounts are released from HUD late which delays our application process. There are times when HUD issues our grant agreement late which will require OCD to hold all grantees? agreements until ours is executed. Either one will cause a disruption in services after the program period is changed to an earlier start date. All these factors must be carefully considered prior to making this transition, so that surprises and delays are kept to a minimum. In some cases, a back-up plan will be required. Anticipated Completion Date for Corrective Action: September 2024 Contact Person Responsible for Corrective Action: Talia D. Givens-Gore, Program Operations Manager, Ohio Department of Development 77 South High Street, 26th floor, Columbus, Ohio 43215 Phone Number: 614-728-8140, E-Mail Address: Talia.Givens-Gore@development.ohio.gov

View Audit 52604

Finding 48602 (2022-004)

Material Weakness 2022

State of Ohio

OH

Reporting Subrecipient Monitoring Material Weakness

Corrective Action Plan: To correct the issue of reporting in a timely manner, the following strategies will be employed: 1. Monthly encumbrance report - The Grant Strategy Manager will run an encumbrance report (PO-006 Open Purchase Order Encumbrance Report through Cognos BI reporting system) durin...

Corrective Action Plan: To correct the issue of reporting in a timely manner, the following strategies will be employed: 1. Monthly encumbrance report - The Grant Strategy Manager will run an encumbrance report (PO-006 Open Purchase Order Encumbrance Report through Cognos BI reporting system) during the first week of each month to identify all new encumbrances for each federal grant, new awards and contracts made with federal grant funds. The Grant Strategy Manager will report all new subgrant awards that are made each month to the FSRS website, except for specific large grant programs that will be delegated to the program division as described below. 2. Delegate large reports to program divisions ? Some federal grants have multiple subgrantees who receive funds for numerous programs. The larger and more complex grants are managed by the Community Services Division (CSD). This includes grants for CDBG, CSBG, ESG, HEAP, HWAP, and HOME programs. Transparency reports for these programs will be assigned to staff members in CSD for data entry to the FSRS website. The Grant Strategy Manager will sort the encumbrance report by grant and assign the reporting task to CSD staff members for completion by the end of the month following the award. CSD staff members will notify the Grant Strategy Manager when data entry for the month is complete. The Grant Strategy Manager will then review the reports for accuracy and submit the reports in a timely manner before the end of the month after the subaward is made as required. 3. Training ? The Grant Strategy Manager will provide training for CSD staff members about Transparency Act reporting, how to use the FSRS website, how to enter data, and the schedule for reporting. To correct the issue of internal controls, the following strategies will be employed: 1. Monthly Review ? For Transparency reports prepared by the Grant Strategy Manager, the report will be sent to the Senior Financial Program Manager (or designee) for review and accuracy check prior to submission on the FSRS website. For Transparency reports completed by CSD staff, the reports will be reviewed by the Grant Strategy Manager for review and accuracy check. The accuracy check in both cases will include: ? Review the Encumbrance Report spreadsheet showing subgrantees and encumbrance amounts and compare to the Transparency Report for accuracy. ? Check a sample of data from the Transparency Report for accuracy with subgrant agreements and contracts as they appear in Salesforce or other programs. 2. Training - The Grant Strategy Manager will provide training for Finance Division and CSD staff about the Transparency reporting and review process and how to check reports for accuracy. Finance Department staff members will be cross-trained to complete the Transparency reporting function as well in cases where the Grant Strategy Manager is absent. Anticipated Completion Date for Corrective Action: April 2023 Contact Person Responsible for Corrective Action: Keith McCormish, Grants Strategy Manager, Ohio Department of Development 77 South High St., 27th floor, Columbus, Ohio 43215 Phone: 614-466-8396, Email Address: Keith.McCormish@development.ohio.gov

View Audit 52604

Finding 48601 (2022-001)

Significant Deficiency 2022

Higley Unified School District No. 60

AZ

Procurement, Suspension & Debarment Subrecipient Monitoring

Finding Number: 2022-001 Program Name/Assistance Listing Title: Coronavirus State and Local Fiscal Recovery Funds Assistance Listing Number: 21.027 Contact Person: Tyler Moore, Chief Financial Officer Anticipated Completion Date: June 30, 2023 Planned Corrective Action: Higley Unified School Distric...

Finding Number: 2022-001 Program Name/Assistance Listing Title: Coronavirus State and Local Fiscal Recovery Funds Assistance Listing Number: 21.027 Contact Person: Tyler Moore, Chief Financial Officer Anticipated Completion Date: June 30, 2023 Planned Corrective Action: Higley Unified School District #60 has updated the procurement policies to align with Federal rules to verify vendors are not suspended or debarred. ? Applicable finance staff have been trained on the additional rules and regulations regarding federal funding. ? For the vendors that have reached the Federal grant threshold of $25,000 or meet certain other criteria as specified in 2 CFR ?180.220; a binder has been created alphabetically listing their SAM.GOV documentation. ? In addition, Federal grant account codes are checked bi-monthly for reaching the Federal grant threshold.

View Audit 51630

Finding 48600 (2022-001)

Significant Deficiency 2022

Chinle Unified School District No. 24

AZ

Procurement, Suspension & Debarment Special Tests & Provisions Significant Deficiency

Findings and Questioned Costs Related to Federal Awards Finding Number: 2022-001 Program Name/Assistance Listing Title: Impact Aid Assistance Listing Number: 84.041 Contact Person: Priscine Jones, Business Manager Anticipated Completion Date: October 27, 2022 Planned Corrective Action: T...

Findings and Questioned Costs Related to Federal Awards Finding Number: 2022-001 Program Name/Assistance Listing Title: Impact Aid Assistance Listing Number: 84.041 Contact Person: Priscine Jones, Business Manager Anticipated Completion Date: October 27, 2022 Planned Corrective Action: The Business Manager corrected the information on the scope of work and asked the vendor to submit payroll certifications on October 27, 2022 before the vendor was paid the full amount. In addition, the Business Office revised their Business Operations Policies and Procedures Manual to include in the scope of work for any current and future projects that payroll certification be turned into the Business Office. Our current vendor was notified and we develop a process where time certification will be emailed in a link weekly to the Administrative Assistant and reviewed by the Business Manager weekly. Chinle Unified School District issued a PO in the amount of $30,000 for demolition of old federal building. The PO was issued on September 17, 2021 and paid in full on November 4, 2021. The District did not pay until the payroll certifications were turned into the Business Office which was on October 27, 2022. The original specifications did not mention following the Davis-Bacon Prevailing Wages which was an oversight on the District. In addition to the Davis Bacon requirements, the Business Manager did not know that 29 CFR sections 5.5 and 5.6; the A-102 Common Rule (section 36(i)(5)); OMB Circular A-110 (2 CFR part 215, Appendix A, Contract Provisions); 2 CFR part 176, subpart C; and 2 CFR section 200.326 asked for weekly payroll certification on any construction projects funded through federal funding.

View Audit 51621

Finding 48598 (2022-001)

None 2022

Arcadia Place, Inc. 064-Ee206

LA

HUD Housing Programs

Finding Reference Number: 2022-1 Statement of Condition: Arcadia Place, Inc.?s HUD approved Management Agent?s Certification (form HUD-9839-B) has expired as of December 31, 2022. View of Responsible Officials and Corrective Actions: Management concurs with the finding and has submitted a new Manage...

Finding Reference Number: 2022-1 Statement of Condition: Arcadia Place, Inc.?s HUD approved Management Agent?s Certification (form HUD-9839-B) has expired as of December 31, 2022. View of Responsible Officials and Corrective Actions: Management concurs with the finding and has submitted a new Management Agent Certification (form HUD-9839-B) to HUD for approval. Contact Person Responsible: Tom Farris, Director of Accounting and Finance Completion Date: February 2022, 2023

View Audit 49297

Finding 48593 (2022-003)

Significant Deficiency 2022

Independent School District No. 622

MN

Subrecipient Monitoring § 200.332

SIGNIFICANT DEFICIENCY IN INTERNAL CONTROL OVER COMPLIANCE ? U.S. DEPARTMENT OF THE TREASURY, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, CORONAVIRUS STATE AND LOCAL FISCAL RECOVERY FUNDS ? FEDERAL ALN 21.027 2022-003 Internal Controls Over Compliance With Subrecipient Monitoring Requirements...

SIGNIFICANT DEFICIENCY IN INTERNAL CONTROL OVER COMPLIANCE ? U.S. DEPARTMENT OF THE TREASURY, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, CORONAVIRUS STATE AND LOCAL FISCAL RECOVERY FUNDS ? FEDERAL ALN 21.027 2022-003 Internal Controls Over Compliance With Subrecipient Monitoring Requirements Finding Summary 2 CFR ? 200.332 requires the District as a pass-through entity, to have written subrecipient monitoring policies and procedures that include a written risk assessment of each subrecipient and documentation of the District?s monitoring of the subrecipient. Additionally, as a pass-through entity, the District is required to verify that every subrecipient is audited as required by 2 CFR ? 200 Subpart F when it is expected that the subrecipient?s federal awards expended during the respective fiscal year equaled or exceeded the threshold for a federal single audit. During our audit, we noted that the District did not have documented written controls to ensure compliance with the U.S. Office of Management and Budget?s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) subrecipient monitoring requirements. The District did not maintain documentation of their evaluation of each subrecipient?s risk of noncompliance with federal statutes, regulations, and the terms and conditions of the sub-award, nor did the District maintain documentation of the results of the subrecipients? single audit, if any, for purposes of determining the appropriate subrecipient monitoring. Corrective Action Plan Actions Planned ? The District is in the process of reviewing and updating its written policies and procedures relating to subrecipient monitoring for its federal programs to ensure compliance with the Uniform Guidance in the future. Official Responsible ? The District?s Finance Supervisor, Janet Doman. Planned Completion Date ? June 30, 2023. Disagreement With or Explanation of Finding ? The District agrees with this finding. Plan to Monitor ? The District?s Finance Supervisor, Janet Doman, will assure appropriate internal controls and procedures are updated and in place to ensure compliance with subrecipient monitoring requirements.

View Audit 47328

Finding 48592 (2022-002)

Significant Deficiency 2022

Independent School District No. 622

MN

Procurement, Suspension & Debarment Internal Control / Segregation of Duties Significant Deficiency

SIGNIFICANT DEFICIENCY IN INTERNAL CONTROL OVER COMPLIANCE ? U.S. DEPARTMENT OF EDUCATION, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, SPECIAL EDUCATION CLUSTER ? FEDERAL ALN 84.027 AND 84.173 AND U.S. DEPARTMENT OF THE TREASURY, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, CORONAVIRUS ST...

SIGNIFICANT DEFICIENCY IN INTERNAL CONTROL OVER COMPLIANCE ? U.S. DEPARTMENT OF EDUCATION, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, SPECIAL EDUCATION CLUSTER ? FEDERAL ALN 84.027 AND 84.173 AND U.S. DEPARTMENT OF THE TREASURY, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, CORONAVIRUS STATE AND LOCAL FISCAL RECOVERY FUNDS ? FEDERAL ALN 21.027 2022-002 Internal Control Over Compliance With Federal Suspension and Debarment Requirements Finding Summary 2 CFR ? 180 requires Independent School District No. 622 (the District) to establish and maintain effective internal control over compliance with requirements applicable to federal program expenditures, including suspension and debarment requirements applicable to the special education cluster and coronavirus state and local fiscal recovery funds federal programs. The District did not have sufficient controls in place within its special education cluster and coronavirus state and local fiscal recovery funds federal programs to assure that it was not contracting for goods or services with parties that are suspended or debarred, or whose principals are suspended or debarred from participating in contracts involving the expenditures of federal program funds. Corrective Action Plan Actions Planned ? The District will review policies and procedures relating to suspension and debarment for its federal programs and will ensure that all parties with which it contracts for goods or services are eligible to participate in contracts involving the expenditures of federal program funding. Official Responsible ? The District?s Finance Supervisor, Janet Doman. Planned Completion Date ? June 30, 2023. Disagreement With or Explanation of Finding ? The District agrees with this finding. Plan to Monitor ? The District?s Finance Supervisor, Janet Doman, will ensure appropriate controls are in place to verify that any vendor with which the District contracts for federal program goods or services exceeding $25,000 is not listed as suspended or debarred on the federal Excluded Parties List System website.

View Audit 47328

Finding 48591 (2022-002)

Material Weakness 2022

Housing Authority of the City of Olney

TX

HUD Housing Programs Matching / Level of Effort / Earmarking

Corrective action planned: The Rural Rental Program which has since August 31, 2021, will continue paying the Low Rent Program $2,787.64 until Low Rent is paid back. Low Rent should be fully paid back with the July 31,2023 payment. Contact person: Rick Dinwiddie, Executive Director. Anticipated comp...

Corrective action planned: The Rural Rental Program which has since August 31, 2021, will continue paying the Low Rent Program $2,787.64 until Low Rent is paid back. Low Rent should be fully paid back with the July 31,2023 payment. Contact person: Rick Dinwiddie, Executive Director. Anticipated completion date: September 30, 2023.

View Audit 41806

Finding 48589 (2022-001)

Significant Deficiency 2022

Abbotsford Housing Authority

WI

Internal Control / Segregation of Duties Reporting

Corrective Action Planned: Due to the Authority's size, it is cost-prohibitive and impractical to achieve the ideal level of segregation of duties. The Authority has implemented as many controls and segregation of duties as practically possible for an organization of this size. Completion Date: Ongo...

Corrective Action Planned: Due to the Authority's size, it is cost-prohibitive and impractical to achieve the ideal level of segregation of duties. The Authority has implemented as many controls and segregation of duties as practically possible for an organization of this size. Completion Date: Ongoing

View Audit 45172

Finding 48586 (2022-003)

Significant Deficiency 2022

Finger Lakes Community College

NY

Reporting

The draft single audit, for the year ending August 31, 2022, found that our HEERF webpages do not include required sections for all three HEERF awards, specifically CRRSAA and ARP awards. We acknowledge and agree with Bonadio's finding. By April 15, Megan Kennerknecht, Director of Financial Aid(meg...

The draft single audit, for the year ending August 31, 2022, found that our HEERF webpages do not include required sections for all three HEERF awards, specifically CRRSAA and ARP awards. We acknowledge and agree with Bonadio's finding. By April 15, Megan Kennerknecht, Director of Financial Aid(megan.kennerknecht@flcc.edu/585-785-1277}, Christine Palace-Neininger, Controller(christine.palace-neininger@flcc.edu/585-785-1438}, and myself(michael.fisher@flcc.edu/585-785-1458) will collaborate to update the webpages with therequired: institutional expenditure templates, student award methodologies, and student award totals for all three HEERF award. Furthermore, we will ensure that the webpages stay current and is updated through 2027, as required by the U.S. Department of Education.

View Audit 45166

Finding 48582 (2022-002)

Significant Deficiency 2022

Finger Lakes Community College

NY

Student Financial Aid

The draft single audit, for the year ending August 31, 2022, found that our Return of Title IV funds process led to an unacceptable number of errors. This finding was also noted in last year's single audit, for the period ending, August 31, 2021. We accept the findings of the Financial Aid Single Au...

The draft single audit, for the year ending August 31, 2022, found that our Return of Title IV funds process led to an unacceptable number of errors. This finding was also noted in last year's single audit, for the period ending, August 31, 2021. We accept the findings of the Financial Aid Single Audit and submit the following corrective action plan to address Return to Title IV calculation issues. Corrective Actions. 1.Megan Kennerknecht, Director of Financial Aid (megan.kennerknecht@flcc.edu/585-785-1277), and Michael Fisher, Associate VP of Enrollment Management(michael.fisher@flcc.edu/585-785- 1458) will continue the monthly internal auditing of R2T4 calculations. Audits of the previous month are completed by the 15th of the following month and a report of results is sent to Carol Urbaitis, Vice-President of Enrollment Management. 2.All counselors are taking NASFAA's Return to Title IV course to earn professional credentialing/expertise in this area, as of April 18, 2023. a.By June 2023, one counselor will be assigned as the R2T4 Lead to coordinate and assist the director of financial aid with the maintenance of procedures and serve as secondary resource in the office. 3.Counselors have been trained individually, instead of together, to perform calculations and correct errors that are consistently found. 4.Counselors, Cindy Cockhern, Jon VanBlargan, and Jia Tsao were provided updated procedures and guidance to replace the original procedures provided by the?temporary consultant in early 2021. Counselors received the updated documentation on March 17; 2023.

View Audit 45166

Finding 48581 (2022-001)

Significant Deficiency 2022

Lifelong Medical Care

CA

Special Tests & Provisions Eligibility

2022-001 Sliding Fee Discount Determination Name of Contact Person: Brent Copen, CFO Corrective Action: LifeLong Medical Care will: - Immediately retrain staff involved in Sliding Fee Discount Program (SFDP) on program requirements and proper implementation of sliding fee determination and billing...

2022-001 Sliding Fee Discount Determination Name of Contact Person: Brent Copen, CFO Corrective Action: LifeLong Medical Care will: - Immediately retrain staff involved in Sliding Fee Discount Program (SFDP) on program requirements and proper implementation of sliding fee determination and billing. - Train all new staff at new hire orientations, conduct an internal audit, and retrain current staff based on outcome as needed. - Perform periodic audits of sliding fee transactions Proposed Completion Date: January 31, 2023

View Audit 41670

Finding 48576 (2022-003)

Significant Deficiency 2022

Independent School District No. 601

MN

Cash Management Reporting School Nutrition Programs

2022-003 Finding 1. Correcting Plan Monthly meal counts will be calculated in a spreadsheet and the monthly meal counts will be reviewed by someone other than preparer before it is submitted for reimbursement. 2. Explanation of Disagreement with the Audit Findings There is essentially no disagreemen...

2022-003 Finding 1. Correcting Plan Monthly meal counts will be calculated in a spreadsheet and the monthly meal counts will be reviewed by someone other than preparer before it is submitted for reimbursement. 2. Explanation of Disagreement with the Audit Findings There is essentially no disagreement with the finding. 3. Official Responsible for Insuring CAP The Superintendent, Todd Selk, is responsible for carrying out the corrective action plan. 4. Planned Completion Date for CAP Immediately 5. Plan to Monitor Completion of CAP The superintendent will monitor completion of the CAP, with reports to the Board of Education, on an annual basis.

View Audit 46881

Finding 48575 (2022-002)

None 2022

Bju Inc.

SC

Reporting

Finding 2022-002: HEERF Student Aid Quarterly Public Reporting Department's response: We concur View of Responsible Officials: The January 5, 2022 quarterly student aid public update posted by Bob Jones University provided general information regarding the Emergency Financial Aid Grants awarded unde...

Finding 2022-002: HEERF Student Aid Quarterly Public Reporting Department's response: We concur View of Responsible Officials: The January 5, 2022 quarterly student aid public update posted by Bob Jones University provided general information regarding the Emergency Financial Aid Grants awarded under CRRSAA and ARP. It did not include detailed information regarding the method used to determine the awards or the amount awarded to each student. The University plans to update its website posting to meet the level of detail that is required for Item #6. Name of Responsible Person: Susan W. Young, Director, Student Financial Aid Name of Department to Contact: Susan W. Young, Director, Student Financial Aid Completion Date: February 23, 2023 Corrective Action Plan: An update will be posted to bju.edu by March 1, 2023. Office procedure: Original Text: On August 18, 2021, Bob Jones University signed and submitted to the U.S Department of Education, the certification and agreement as required. Under the ARP plan, BJU has been awarded $2,675,877 and will use these grant funds solely for financial aid grants to be distributed to students as required by the agreement. Based on the eligibility guidelines provided by the federal government, grants were awarded to enrolled students with priority given to those with exceptional need. BJU distributed funds to 1,854 students during the week of November 8, 2021. Students were eligible to receive an Emergency Financial Aid Grant under the terms required by ARP. As of this date, all ARP awarded funds have been distributed. Required Additional Information Update: All students enrolled currently enrolled in the Fall 2021 semester were reviewed for exceptional need. A total of 1854 students were determined to have exceptional need in the following categories: ? UG Full time - Title IV Pell eligible ? UG Full Time - Title IV SC Tuition Grant eligible not Pell eligible ? UG Full Time - Title IV with BJU need-based aid, not Pell or SC TG eligible ? UG Full Time - No EFC with BJU need-based aid ? UG Part time with need (from first three categories) ? GR Full Time EFC Pell Eligible or No EFC with Need ? CR Part- Time - EFC Pell Eligible or No EFC with Need Checks were disbursed to these students in person for those in residence or by mail to those living in town or enrolled as online students. Amounts were awarded as follows: ? $1973 - UG Full time - Title IV Pell eligible ? $1409 - UG Full Time - Title IV SC Tuition Grant eligible not Pell eligible ? $1127 - UG Full Time - Title IV with BJU need-based aid, not Pell or SC TG eligible or UG Full Time - No EFC with BJU need-based aid ? $338 - UG Part time with need (from first three categories) and GR Full Time EFC Pell Eligible or No EFC with Need ? $169 - CR Part- Time - EFC Pell Eligible or No EFC with Need

View Audit 34078

Finding 48565 (2022-003)

Material Weakness 2022

State of Ohio

OH

Reporting Internal Control / Segregation of Duties HUD Housing Programs

Corrective Action Plan: OCD anticipates utilizing the following protocol to resolve the finding: Step 1 and Future The Ohio Department of Development is under contract with a consultant to build OCD?s new grant management system and migrate out of OCEAN. Neither enhancing existing reports nor build...

Corrective Action Plan: OCD anticipates utilizing the following protocol to resolve the finding: Step 1 and Future The Ohio Department of Development is under contract with a consultant to build OCD?s new grant management system and migrate out of OCEAN. Neither enhancing existing reports nor building new ones in OCEAN are feasible options at this point. The new system will allow OCD to have control in building custom reports to meet numerous needs. OCD also anticipates having increased automation features, enhanced validations, and data linkage on a broader spectrum. All these aspects will reduce the risk of error and will allow for reporting on precise information to assist in the new reconciliation process which will be structured as follows. A. New system reports will be pulled by Senior Financial Analysts and compared with the IDIS PR28 report and OAKS data once per quarter for each funding source. B1. If there are no discrepancies, the reconciliation will be logged in the system with the date and time it occurred. End. B2. If there are discrepancies, the Senior Financial Analyst will meet with the Operations Manager to present the discrepancies and determine if there is a quick explanation. C1. If so, the resolution will be logged. Adjustments will be made accordingly and documented. End. C2. If not, create a plan of action for a deeper dive. Continue to circle back and alter the plan of action until the source of the discrepancy is found, adjustments are made and actions are logged. End. Step 1 is complete in the sense that there is a contract in place for a new grant management system that will provide OCD with tools necessary to carry out reconciliation procedures accurately and efficiently on a regular basis. OCD will meet with the consultants to inquire about the system?s capability of storing historical data to access historical reports. The future of the resolution is outlined within A. through C2 after the system is built. It is too early in the program development to provide names for the new reports. Step 2 and Present In the meantime, while the system is being built, the Operations Manager and Staff will collectively utilize a more manual process that will include pulling the current PR28 report from IDIS to reconcile with OCEAN and OAKS data for the grants listed in this finding. Report options are limited in OCEAN, therefore, it may be necessary for staff to maneuver through layers throughout the projects? data. After the discrepancies are found, adjustments are made, and actions are logged. A follow-up response will be submitted along with necessary documentation to evidence the grants have been reconciled and all systems and reports match. Anticipated Completion Date for Corrective Action: December 2023 Contact Person Responsible for Corrective Action: Talia D. Givens-Gore, Program Operations Manager, Ohio Department of Development 77 South High Street, 26th floor, Columbus, Ohio 43215 Phone Number: 614-728-8140, E-Mail Address: Talia.Givens-Gore@development.ohio.gov

View Audit 52604

Finding 48560 (2022-017)

Material Weakness 2022

State of Ohio

OH

Subrecipient Monitoring Eligibility Allowable Costs / Cost Principles

Corrective Action Plan: The Ohio Department of Job and Family Services (ODJFS), in coordination with the Ohio Department of Medicaid (ODM), the Department of Administrative Services (DAS), and our vendor teams will continue to work to address system design weaknesses by identifying and prioritizing ...

Corrective Action Plan: The Ohio Department of Job and Family Services (ODJFS), in coordination with the Ohio Department of Medicaid (ODM), the Department of Administrative Services (DAS), and our vendor teams will continue to work to address system design weaknesses by identifying and prioritizing system changes and updates that impact eligibility determinations and benefit amounts as well as alert volume and processing improvements. Weekly problem review meetings will continue to be held to identify reported system issues and track any needed updates through the normal prioritization and slotting process. These changes will be delivered according to the agreed upon release cadence based on business priority and impact. Upon delivery of such system changes, the team will monitor production to determine if the desired outcome was achieved. ODM and ODJFS continue to meet to analyze the alerts in Ohio Benefits and the group presents recommendations to our vendor team for overall system alert improvements; these recommendations were prioritized and corrected in our normal release cadence through calendar year 2022, with the most recent release occurring in February 2022. The next alert centered release is scheduled for April 2023. Comprehensive alert reduction efforts thus far have reduced the overall ~29 million backlog alerts and drove a ~22 million annual reduction in new arrival of alerts. A system release specific to IEVSs enhancements is planned for R4.6.1 (April 2023) which will streamline the process for county staff to process IEVS matches from the IRS Unearned Income interface. There will be both E-Verify enhancements and a change in the match logic which will result in a reduction in the volume of IRS records that are flagged as IEVS matches. Caseworker time spent on processing IRS IEVS matches is expected to reduce; remaining time spent on IRS IEVS matches is expected to have more value by allowing caseworkers to focus time on matches with an eligibility impact or potential for benefit recovery. Periodic and timely review of IEVS will be completed as follows: ? Each state Fraud Control Specialist is assigned designated county agencies to provide technical assistance and training, as well as to monitor certain reports to ensure compliance with state and federal regulations. The counties will be monitored monthly and those not showing improvement will be offered training and technical assistance as appropriate. When a Fraud Control Specialist notices a county agency falling short of a required threshold, contact is made with county officials and the offer of assistance will be made. Once the number of alerts becomes manageable by the county agency, a Continuous Improvement Plan (CIP) may be required of the county agency if the issue continues over a four-month period of continuous contact and assistance. This type of CIP may be initiated outside the scope of Fraud Control Triad Review. ? The Fraud Control Section will conduct follow-up on Continuous Improvement Plans (CIPs) as part of the Triad Review process. When the county agency responds with a CIP, it is reviewed for clarity, action, and desired outcomes. Once approved, the Fraud Control Section will issue a closure letter for the Triad Review; however, a CIP may remain open for a longer period of time if warranted. We are in the process of creating a procedure and a closure letter for CIPs alone. This procedure will be implemented by June 30, 2023. ? Supervisory Reviews are monitored as part of the Triad Review process. Currently, the question is posed to the county supervisor about conducting random supervisory reviews. We are in the process of creating a procedure within the Triad Review process to be provided a list of IEVS matches that were reviewed by the supervisor. This procedure will be communicated statewide through the Fraud Control Training Program and enforced and verified during the Triad Review process.To continue to support the county caseworker staff, the Ohio Benefits Program provides training materials and promotes ongoing learning about related business processes without requiring in-person training. For each major system release or system enhancement that impacts the end user, updated training materials are produced and disseminated. These materials may take the form of job aids that are posted to the project website, train-the-trainer sessions, and video conferences where system users can ask live questions about the system. In addition to system support and training, the Ohio Department of Job and Family Services (ODJFS) in coordination with the Ohio Department of Medicaid (ODM) continue to provide the following methods by which training and system guidance is provided to CDJFS employees: 1. New Worker Training (NWT): A 12-week, comprehensive Policy and Systems training for new users (or refresher training for existing users) in the Ohio Benefits Worker Portal (OBWP) has been developed. The courses cover Policy and Systems overview, TANF, SNAP, Cash and Case Maintenance, along with the primary Medicaid programs (MAGI & ABD). The training is comprised of multiple, self-guided, Web Based Training (WBT) modules and virtual Instructor Led Training (vILT) sessions that provides `hands on? instruction. 2. Monthly Statewide County Conference: Monthly statewide webinars to cover general OFA updates for SNAP and Cash. These meetings include OFA?s Policy and TA staff, Outcomes and Analysis, Data Reporting, Quality Control, Automated Systems Training and the OB-IMS Help Desk. All areas share information on both refresher topics and emerging policy as well as systems issues where additional training is needed. The meetings are facilitated by the Program & Policy Services area within the Policy section of OFA and provides input on issues needing additional training and guidance. AST provides copies of job aids and other training documents during these support meetings. Recording of statewide training sessions are made available for counties to access on demand. 3. Operational Support Webinars: Bi-weekly webinars are delivered jointly by ODJFS and ODM, to counties for systems-based information and instruction on emerging topics and training related issues. Topics for the webinar are identified through a coordinated effort with the OB-IMS Help Desk, the weekly PBI/Defect Closure meetings and On Demand System Inquiries (received via email), to review any issues or concerns discovered by the Help Desk during the previous week. Counties are also able to submit questions and request topics in advance of the webinars to be reviewed and covered as part of the webinar agenda. 4. Ohio Benefits System Release Webinars: These are delivered jointly by ODJFS and ODM to inform counties about updates and enhancements made in each Ohio Benefits system release. During these webinars, counties are provided information regarding proper systems operation based on the items included in the release and target items that no longer require a workaround by the county worker. 5. Job Aids Available on the Innerweb: Automated Systems Training (AST) routinely provides systems-related job aids for county use that target specific topics and pain points for the counties. On the average, one to two new job aids are either created or updated each week and the Innerweb training pages are routinely referenced during New Worker Training, Operational Support, and Ohio Benefits system release webinars. 6. Quarterly Regional County Operational Support Meetings: Both the Automated Systems Training (AST) and the OB-IMS Help Desk participate in these regionally based, quarterly meetings, along with ODM Operations, Systems, and Policy staff. They provide guidance and system instruction on emerging systems issues and/or where additional training is needed. The meetings are facilitated by the Program & Policy Services area within the Policy section of OFA and provides input on issues needing additional training and guidance. AST provides copies of job aids and other training documents during these support meetings. 7. Quarterly Work Activity Round Table Meetings: Automated Systems Training (AST) and the OB-IMS Help Desk participate in these regionally based, quarterly meetings to provide guidance and system instruction related to TANF Work Activities. The meetings are facilitated by the Outcomes & Analysis area within the Policy section of OFA and provides input on issues needing additional training and guidance. 8. On Demand Systems Inquiries: Automated Systems Training (AST) maintains an email box where counties can submit inquiries about correct data entry and system functionality within the OBWP. Timely responses are provided to these inquiries frequently providing Help Desk confirmed instructions in a timely manner. Many of these inquiries are shared at the meetings and communications channels listed above. 9. System Support for Targeted Policy Training: Automated Systems Training (AST) provides system related content to support targeted Policy training topics to provide a holistic view of the application of policies within OBWP. The targeted training is delivered via virtual meetings and/or WBT modules. Some topic examples include `Expedited SNAP,? `Delayed Processing? and `Early Denial.? Recording of statewide trainings are made available for counties to access later.Interagency Agreement An Interagency Agreement is entered into by the Ohio Department of Job and Family Services (ODJFS) and the Ohio Department of Administrative Services (DAS). This Agreement is entered into for the purpose of setting forth the roles and responsibilities, budget methodology and payment terms, data sharing restrictions, security protocols, and compliance requirements for the Ohio Benefits Program. DAS and ODJFS has completed extensive policy, program, and legal reviews and the final Agreement is in circulation to secure DAS and ODJFS Director?s signatures.

View Audit 52604

Corrective Action Plans

Filters