(1) Data Collection and Reporting
a. Work Plan Submissions: These identify the plan for the use of funds for each grantee. During grant negotiations, a final budget is established and issued within the grant award form (SF-1044). After award, the grantee must submit a work plan that describes the work they will complete with the use of grant funds.
b. Financial Reports: HUD has two financial reports that will be generated and analyzed on a weekly basis. These include a Summary Financial Report that indicates the amount of funds for each program, and a Funding Notification Report, which shows the amount of funding by program for every jurisdiction, including local governments and some states.
c. Quarterly Recipient Reports: The cornerstone of HUD’s monitoring and evaluation system is the project and contract data collected from grantees. The Recovery Act specifically requires data collection fields for grantees and contractors. In addition, grantees will report lead safe units completed, outreach/training events, funds draw downs and other progress indicators by using Quarterly Performance Reporting System (QPRS) a system developed by the Office of Healthy Homes and Lead Hazard Control (OHHLHC).
(2) Ongoing Grantee Management : Government Technical Representatives (GTRs) are responsible for monitoring grantee performance, program implementation, and the processes by which OHHLHC management use to assess grantee risk. The OHHLHC Grants “Desk Guide” (available on our website) establishes standards and provides guidance for monitoring OHHLHC Programs. OHHLHC staff view monitoring not as a once a year or periodic exercise, but as an ongoing process involving continuous communication and evaluation, including frequent telephone/email contacts, written communications, analysis of reports and audits, and periodic meetings. It is also an OHHLHC policy that all grantees receive an on-site monitoring visit at the end of the first year of the grant. There are several processes used to identifying program risks and to set monitoring priorities, including conducting an annual risk analysis and reviewing quarterly submissions. The GTRs use a core set of risk criteria in their analyses, including the status of performance indicators as set forth in the grantee work plans (e.g., the LHC program uses five factors: Number of inspections proposed/completed; Number of units proposed/completed; Expenditures proposed/completed; Number of trainings proposed/completed; Number of outreach actions proposed/completed). Additional information about the OHHLHC’s Risk Analysis process, including the development of a Monitoring Plan, is discussed in the OHHLHC’s Desk Guide.
(3) Longer Term Evaluation and Research: The data from these programs will be used to achieve the Healthy Homes Initiative’s Departmental Strategic Goal objective of reducing allergen levels in 5,000 units by 2011, and correspondingly, reducing asthmatic episodes for 3,000 children living in those units. In addition, grantees must collect, maintain, and provide to HUD the data necessary to document the various approaches used to evaluate and control housing-related environmental health and safety hazards, including assessment and remediation methods, building conditions, medical and familial information (with confidentiality of individually-identifiable information ensured) in order to determine the long-term effectiveness and relative cost of these methods.