Appendix B Tabulation of Responses to Survey Questions

Appendix B – Tabulation of Responses to Survey Questions

GHSA Monitoring Guideline

Tabulation of Responses to Survey Questions

44 Responses (4/27/06)

1. Number of States with a written grant monitoring policy
and procedure / # Responses
44 / # Yes
37 / # No 7
2. Various types of monitoring conducted by the State
Phone Interview ………………………….37
Progress report ………………………….39
E-mail requests …………………………. 36
Grantee visit (not using a ………………… 24
standard procedure/form)
On-site monitoring (using a ……………… 32
standard procedure/form)
Other
·  Supervisory functional reviews, quality assurance,
reviews, internal audits & NHTSA management
reviews
·  Interim administrative reports and project director’s
final report at the close of project
·  Mid-year review
·  Monthly claim packets
·  Desk top monitoring voucher review
·  Discussions at various meetings
·  Request for payment review
·  Advisory board & strategic planning committees
·  Traffic safety district representatives
·  Desk reviews
·  Grantee where progress is not evident or unexpected
spending pattern / 44
3. On-site monitoring conducted for all grantees / 44 / 18 / 26
4. Written procedure to select only certain grants for
on-site monitoring
Factors included in selection procedure
Contract amount……………………… .15
New grantee……………………………….9
Priority program………………………….. 3
Past poor performance…………………...12
Large equipment purchase………………. . 5
Grantee inexperience…………………… .. 7
Geographic location of grantee…………. .. 1
Other
·  Grantee request
·  Personnel grants
·  $20K plus random selection
Factors weighted equally / 44
# Responses
13 / 17
# Yes
6 / 27
# No 8
5. Standard frequency for conducting on-site monitoring
Annually………………..22 Quarterly…………………1
Monthly…………………. 0 Other…………………….9
Other responses – as required based on criteria, contract
size, equipment, monitoring criteria, as requested and
bi-annual / 44 / 31 / 13
6. Position title of staff person responsible for making on-site
monitoring assignments
·  Program Monitor
·  Project Assistant/Project Coordinator
·  Regional Coordinator
·  Safety Project Manager
·  Transportation Highway Safety Management Specialist
·  Management Analyst
·  Traffic Safety Specialist
·  Division Director of Planning & Programs
·  Highway Safety Specialist
·  Law Enforcement Liaison
·  Area Administrators
·  Chief/Financial
·  Grants Unit Manager
·  Operations Specialist
·  Grant Project Analyst
·  Field Representative
·  Supervisor/Program Development Specialist
·  Assistant Director
·  Planning/Evaluation Manager
·  District Traffic Safety Specialists
·  Regional Program Manager / 42
7. Standard monitoring report form / 42 / 33 / 9
8. Standard checklist / 43 / 29 / 14
9. On-site monitoring reports reviewed by someone other than the person completing the report / 43 / 33 / 10
·  Program Manager
·  Division Director
·  Assistant Director
·  Operations Director
·  Lead Highway Safety Management Specialist
·  Director of Policy and Procedures
·  Highway Safety Manager
·  Law Enforcement Liaison Supervisor
·  Program Evaluator
·  Highway Safety Plan Coordinator
·  Director of Contracts Specialist
·  Chief/Financial
·  Financial Manager
·  Bureau Director
·  Program Administrator
·  Deputy Director
·  Grants Manager
·  Governor’s Highway Safety Representative
·  Planning and Evaluation Manager
·  District Traffic Safety Specialists
·  Senior Program Planning Manager
·  Federal Aid Administrator
10. Procedure for communicating on-site monitoring results
in writing to the grantee / # Responses
43 / # Yes
16 / # No
27
11. Standard form other than on-site monitoring / 40 / 15 / 25
12. System for retaining all monitoring reports / 43 / 40 / 3
13. Oversight to assure that the report system is being
consistently followed
Position Title
·  Office Technician
·  Management Analyst
·  Traffic Safety Specialist
·  Division Director Policy and Procedures
·  Highway Safety Specialist
·  Program Manager
·  Law Enforcement Liaison Supervisor
·  Administrative Assistant
·  Financial Manager
·  Director, Contract Specialist
·  Chief, Financial
·  Grants Administrative Support
·  Bureau Director
·  Highway Safety Coordinator
·  Information Officer
·  Grants Manager
·  Accounting Technician
·  Grants Assistant
·  Planning and Evaluation Manager
·  Director
·  District Traffic Safety Specialists
·  Senior Program Planning Manager
·  Deputy Director
·  Regional NHTSA Office
·  Federal Aid Administrator / 42 / 34 / 8
14. Results of all monitoring from previous year used as a
basis for future grant awards / 41 / 40 / 1