Library: Policy

340:105-10-43. Monitoring and evaluation of Title III projects

Revised 9-14-24

(a) Policy. The Area Agency on Aging (AAA) monitors and evaluates all funded Title III projects ensuring services are provided in accordance with federal and state policy and service grant or contract objectives are met.

(b) Authority. The authority for Oklahoma Administrative Code (OAC) 340:105-10-43 is Part 1321.65 and Section 1321.53(a) of Title 45 of the Code of Federal Regulations.

(c) Procedures. Except on specific projects where the State Agency has agreed for the AAA to provide a service, the AAA fulfills its responsibility to monitor and evaluate Title III projects by carrying out the activities described in this subsection. The AAA:

(1) develops a policy and procedures manual for Title III projects that includes all federal and state mandates;

(2) monitors the program and fiscal reports of Title III projects;

(3) conducts quarterly program assessments with each Title III project during the first year of operation and semi-annual assessments thereafter when funding is continued. • 1 Assessments include evaluation of the extent to which:

(A) the proposed service output, as outlined in the project grant or contract, is met, such as numbers of persons served, units of each service provided, and expenditures by source and service;

(B) each objective and related action steps, are completed by the targeted dates, as indicated in the grant or contract;

(D) service specific standards are met; and

(E) federal, state, and local laws and regulations, such as Civil Rights Act and Americans with Disabilities Act, are followed; and

(4) conducts semi-annual fiscal assessments with each Title III project during the first year of operation and annually thereafter if funding is continued. OAC 340:105-10-114 through 340:105-10-116 describe rules regarding Title III project financial management, procurement, and property management standards;

(5) forwards written results of all assessments and monitoring visits to projects in a timely fashion, with remedial actions and compliance due dates outlined;

(6) follows up with projects on remedial action compliance; and

(7) uses termination, suspension of funding, or other appropriate action when a project fails to achieve compliance with outlined requirements.

(d) Cross references. See OAC 340:105-10-31(a)(10), 340:105‑10-36(c)(5) through (8), 340:105-10-51, and 340:105-10-114 through 340:105-10-116.

INSTRUCTIONS TO STAFF 340:105-10-43

Issued 9-14-24

1. The first semi-annual assessment reviews the first six months of the state fiscal year. The second semi-annual assessment reviews the last six months of the state fiscal year.