1. Monitoring Initiation and Preparation Between August and December of each year, firms will complete the following tasks and activities to support the initiation of the annual monitoring activities. i. Review Expanded and Core standard monitoring forms and related materials for the current fiscal year provided by the Controller’s Office and ensure any staff members that will be performing monitoring activities are adequately trained on form content, Program procedures and the system used by the Controller’s Office for record management. ii. Review assigned list of nonprofit contractors from the monitoring pool, the type of monitoring required for each assigned nonprofit contractor, and relevant historical materials on the nonprofits to be monitored (e.g., prior year monitoring reports) provided by the Controller’s Office. The list will be provided by the Controller’s Office once finalized, approximately early December annually. iii. Develop a comprehensive monitoring schedule and timelines for exit conferences in accordance with policy standards for all assigned nonprofits. 2. Monitoring Activities All monitoring activities occur between January and May annually. Firms will complete monitoring services for select contractors assigned by the Controller’s Office per the schedule developed in the prior phase, carrying out the following activities for each nonprofit receiving a Core or Expanded monitoring. i. Request documents from the nonprofit, upload documents to the record management system administered by the Controller’s Office for this purpose, and review and follow up with nonprofits or City department staff to ensure completeness by the submission timeline provided for a given nonprofit. ii. Use submitted documents to conduct review of fiscal and compliance standards per the Core or Expanded standard monitoring form and other relevant materials by the scheduled date.
