Name of Responsible Official: Polly Tribble, Executive Director Anticipated Completion Date: September 30, 2026 Disability Rights Mississippi Response Disability Rights Mississippi (DRMS) acknowledges the audit finding and has reviewed the circumstances that resulted in the identified deficiency. Th...
Name of Responsible Official: Polly Tribble, Executive Director Anticipated Completion Date: September 30, 2026 Disability Rights Mississippi Response Disability Rights Mississippi (DRMS) acknowledges the audit finding and has reviewed the circumstances that resulted in the identified deficiency. The finding was attributable to a case being incorrectly assigned to a grant and the absence of required eligibility documentation in the DAD case management system. Although policies and procedures were in place to ensure proper eligibility documentation and grant coding, those procedures were not followed in this instance. Management believes this finding was isolated in nature; however, the corrective actions outlined below are intended to further strengthen controls and prevent similar occurrences in the future. To address this finding, DRMS will implement the following corrective actions: 1. Review and Update Procedures • Existing eligibility verification and grant coding procedures will be reviewed and revised as necessary to clarify documentation requirements and grant assignment responsibilities. • Written guidance will be provided to staff outlining required eligibility documentation for each program and funding source. 2. Staff Training • All legal advocacy, monitoring, and investigations staff will receive refresher training on eligibility determination requirements, documentation standards, and proper grant coding procedures. • Supervisors will reinforce expectations regarding complete and accurate case documentation. 27 ~i■ DISABILITY ~~l~I IRIIGIHITS I MISSISSIPPI 3. Enhanced Supervisory Review • Supervisors will review newly opened cases to verify that required eligibility documentation has been obtained and uploaded into the DAD system prior to final case approval. • Designated funding sources in DAD will be reviewed to ensure cases are charged to the appropriate grant. 4. Quarterly Quality Assurance Reviews • Beginning in FY 2026, management will conduct quarterly reviews of a sample of case files from each program. • Reviews will assess the presence of required eligibility documentation, accuracy of funding source coding in DAD, and compliance with applicable program requirements. • Any deficiencies identified will be corrected promptly, and recurring issues will be addressed through additional training and process improvements. 5. Monitoring and Documentation • Results of quarterly reviews will be documented and maintained for management oversight. • Corrective actions resulting from identified deficiencies will be tracked to ensure timely resolution and ongoing compliance. DRMS is committed to maintaining compliance with applicable grant requirements and to ensuring that case documentation, eligibility determinations, and grant assignments are completed accurately and consistently. The corrective actions described above are designed to enhance monitoring and oversight, reinforce staff accountability, and reduce the likelihood of future documentation or coding deficiencies.