Finding Text
Condition: The yearly performance report, the FVPSA Performance Progress Report (OMB No: 0970-0280), did not have all of the correct information (incorrect grant ID and incorrect organization name). The yearly financial report, the SF-425 (OMB No: 4040-0014), did not contain all of the correct information (incorrect signer and old organization name and address) and was submitted late, by just under 3 months. Criteria: The Uniform Guidance requires, and 45 CFR 75.341-75.342 prescribes that reports are prepared with all correct and relevant information and submitted within specified timeframes outlined in grants. Context: This appears to be an isolated issue resulting from turnover of staff responsible for compiling the data and submitting Federal reports. We reviewed both the programmatic and financial grant reports. In the period that the reports were required to be submitted, there was significant turnover in accounting and executive staff, including an interim executive director. The Organization experienced difficulty accessing the required reports from the Federal government and difficulty entering correct information in a timely manner. Cause: Executive Director and accounting staff turnover, which lead to difficulty in accessing Federal reports and the required submission information. Effect: Incorrect reports were submitted to the Federal granting agency. Recommendation: We recommend that any outdated information in the reports be removed in future reports. We also recommend that a separate individual review all fields and numbers, making sure that they are consistent with internal information and data. Views of Responsible Officials: Violence Free management has recently learned that federal entities still have the organization name listed as Minnesota Coalition of Battered Women in the PMS system, which has caused major delays with getting new staff and accountants? proper access to the grant systems. This has contributed to the delays with federal report filings. Management is currently working to get the Organization's name updated and also ensuring all data entered is verified by a second individual.