Monitoring Tool Updates
CCD 01: Eligibility, C2AP and C3AP certification period language has been updated from 12 months to ____.
What is....24 months
How many phases to contract monitoring are there?
What is... three
Pre, During, and Post
Prior approval is required for a single piece of equipment or per unit material exceeds this threshold..
What is...The per-unit acquisition cost equals or exceeds the lesser of the capitalization level established by the contractor for financial statement purposes, or ten thousand dollars ($10,000), including tax, shall be approved in writing in advance by the CDSS
What is an Income Calculation Worksheet?
What is... The tool available as a form and as an online calculator to compute a family’s adjusted monthly income by using formulas based on frequency of pay.
Website: https://ccffrc.ccdd.dss.ca.gov/FeeRate2021/CalculationWorksheet
What does CIP stand for?
What is.. Continuous Improvement Plan
CCD 05a: Attendance and Provider Payments added a new evidence request titled Program Integrity. What is this evidence request looking at?
What is....Fraud Prevention Procedures
Quality Assurance within enrollment, attendance, and payments
Information gathering for PQI to support the development of standardized fraud procedures
Programs receive a pre-visit meeting prior to the onsite visit. PQI consultants and PII walk through the following documents:
What is...
•Review 30-Day Letter
•Error Rate Review Process
•Review Family Data File Pull
•Walkthrough the Program Integrity Monitoring Tool
•Site/Home Visits (direct service only)
•Fiscal Expenditures
•Develop Schedule
The sum of all items included in the purchase equals __ or more, including tax, shall be approved in writing in advance by the CDSS
The sum of all items included in the purchase equals ten thousand dollars ($10,000) or more, including tax, shall be approved in writing in advance by the CDSS
What is an administrative error?
Hint: Review Guide, Definitions pg. 4
What is.. An administrative error finding is defined as any violation or misapplication of statutory, contractual, administrative, or other legally applicable requirements governing the administration of CCDF grant funds, regardless of whether such violation results in an improper payment.
Any areas identified as unmet require a ____.
What is...Continuous Improvement Plan (CIP).
CCD 10: Reviewer will verify criteria met for license exempt center providers. For APs the consultant will ____.
What is... ask about the process to verify a center is license exempt per HSC 1596.792.
Name one of the risk criteria on the FY 25-26 PQIB Monitoring Priorities.
What is...
1. Whistleblower
2. Initial Visits
3. Conditional
4. Follow-up
5. Cohort Cycle
Private Agencies: All equipment purchases, replacements, and improvements not performed by the contractor’s staff exceeding (this amount) including tax, must have at least three (3) bids or estimates.
What is.....Ten thousand thousand dollars ($10,000)
What is an improper payment?
Hint: Review Guide, Definitions pg. 4
What is...Any payment of Child Care and Development Fund (CCDF) Program grant funds that should not have been made or that was made in an incorrect amount (including overpayments and underpayments) under statutory, contractual, administrative, or other legally applicable requirements governing the administration of CCDF grant funds
What is a promising practice?
What is...Promising practices are procedures, protocols, and/or practices that are above and beyond the program requirements.
CCD 17: Inventory Records the language on the tool has been updated to "reviewer may pull any approvals from the previous five fiscal years.", why was the language changed from three to five years
What is... aligning with the general recordkeeping requirements that contractors must maintain expenditure documentation for five years per 5 CCR 18067.
What is the contractor's role during the onsite portion of the review?
What is...
•Workspace and parking for reviewers
•Meet daily to discuss program systems and processes
•Work on system and process development with review staff
•Attend daily debrief
•Staff coverage for interviews, etc.
•Ask questions for clarification
Each bid or estimate must contain prices for equivalent and comparable items and/or services. When selecting a bid the contractor shall purchase from the ___ responsible bidder
BONUS: When is one bid accepted? Multiple instances
If bids or estimates are required, the contractor shall purchase the goods or services from the lowest responsible bidder or estimator.
BONUS: Emergency with justification, single source with justification, Local Education Agency following PCC.
What is an Error Rate Reduction Plan?
What is... A plan that involves implementing strategies to minimize the occurrence of errors by providing technical assistance, conducting real-time reviews, extended training on eligibility and need, implementing standard procedures to target error prone areas.
Using the 'Monitoring Tool Review Findings' name one of the top five items on the tool that received technical assistance
What is...
CCD 01: Eligibility
CCD 02: Need
CCD 04: Compliance with Due Process
CCD 05a: Attendance and Provider Payments
CCD 20: Contractor Policies
CCD 21: Fiscal Reporting added an expenditure review during the contract monitoring process. What expense categories will consultants review?
What is....
•General Ledger for Books and Supplies 4000
•General Ledger for Services and Other Operating Expenses 5000
What is PQI's role during the post visit phase of the review?
What is...
Ongoing training and technical assistance
Follow-up on Continuous Improvement Plans and technical assistance items, if applicable (virtual, hybrid, or onsite)
Error Rate Reduction Plan follow-up, if applicable
What form is submitted when requesting approval of equipment, renovations, repairs, or replacements?
CCD 9
With the following documentation: Three bids, justification on agency letterhead, cost allocation if other contracts will share the cost (Ex: CSPP shares playground equipment). Private pay is not included in cost allocations. This is determined through the audit process and cost allocation plan on file at the agency.
What is the Program Integrity and Improvement Review Guide?
What is...The guide that was developed to assist contractors with implementation of federal and state guidelines for reducing errors in child care programs. It prepares contractors for an error rate review.
List the reports that contractor's receive at the exit meeting during a contract monitoring visit.
What is...
•Contract Monitoring Report
•Files Reviewed Report
•Improper Payments Report
•Administrative Errors Report
•Error Calculation Report
•Continuous Improvement Plan (if applicable)