Reporting and Accountability

Reporting and Accountability A. CSBG Annual Report-The State must submit an annual report to OCS in the form of the CSBG Annual Report by March 31st of every year. Eligible entities are required to submit information regarding this report upon request from DCS. The National Association for State Community Services Programs (NASCSP) will email a database to the State. This database will be emailed to eligible entities for input. The State will compile information from each entity to complete the statewide report and return database to NASCSP. B. CSBG Informational Memorandum (IM) 138 provides guidance to states for the establishment of Organizational Standards as part of a performance management and accountability system for the CSBG national network. The Office of Community Services (OCS) requires states to report on the standards for eligible entities through the online state plan and annual report. The purpose of the Organizational Standards is to ensure that eligible entities have appropriate organizational capacity in all areas covered by the standards. States are required to provide the oversight and technical assistance necessary to assure compliance with the standards. The Center of Excellence (COE)-developed standards are organized into three thematic groups consisting of nine categories and a total of 58 standards for private eligible entities and 50 standards for public eligible entities. 1) Maximum Feasible Participation • Consumer Input and Involvement • Community Engagement • Community Assessment 2) Vision and Direction • Organizational Leadership • Board Governance • Strategic Planning 3) Operations and Accountability • Human Resource Management • Financial Operations and Oversight • Data and Analysis DCS requires eligible entities to annually submit documentation to verify compliance to all standards through the use of Smartsheet. Documentation is reviewed by DCS and a letter sent to eligible entity executive director which gives the results of the review and the percentage of standards attained. Technical assistance will be provided as needed to help entities achieve compliance. C. Logic models are the process by which case management is reported. These models assist entities with program evaluation by providing a visual statement of the activities planned to produce positive outcomes for the family, agency, and community by assessing the priority needs and creating programs to alleviate the identified needs. Eligible entities should complete logic models based on the top three needs identified in the Community Strengths and Needs Assessment. Logic models provide a plan to address those needs by stating goals and outcome objectives. The projected outcomes should align with the NPIs submitted by the entity. D. Board Minutes- Copies of the minutes of each entity’s board meeting shall be submitted to DCS no later than 10 calendar days after the date of the meeting at which those minutes were ratified. If the meeting was not a quorum, the official minutes must be submitted within 3 calendar days of the scheduled meeting. E. Success stories shall be submitted to the CSBG/LIHEAP Program Director of DCS by the first Tuesday of each month, if the agency does not have a success story, this should be communicated. F. Outcome Measurement Report is due by the 5th of each month to report performance of NPIs. G. Monthly Cost Sheets are required to be submitted monthly by Subgrantees to show expenditures by cost category and line items. These forms should be submitted to the Division of Budgets and Accounting, Office of Procurement Services and a copy to DCS. H. Closeouts - Please see the ‘MDHS Subgrant/ Agreement Manual’ found at www.mdhs.ms.gov/subgrantee-manual/ for closeout policy. A copy of the closeout must also be sent to DCS. I. Earned Income Tax Credit assistance is offered to clients through the partnership between the MDHS-DCS, the Internal Revenue Service (IRS), and eligible entities. The IRS provides training and support to eligible entities that sponsor free tax preparation sites. Entities are encouraged to have at least one site in its service area. If there is not a site in a county, the case worker must refer clients to a VITA site in that county. This service is provided to clients to further assist with additional income to enhance the case management process.