Toolkit

Monitoring Toolkit

In an effort to streamline the monitoring process we have created a toolkit that could be used to help you as you begin to monitor your sub-grantees. As a fiduciary, you are required to monitor your sub-grantees by October 31, 2011. MSHDA will begin their monitoring of the fiduciary agencies by mid-November. MSHDA will also monitor at least one sub-grantee per year as well.

Here is the list of monitoring protocol:

1. The fiduciary should have a copy of the budget pages that the sub-grantees submitted with their application when going out to monitor.
2. Make sure all organizational documents are received from sub-grantees.
3. The sub-grantees should have a copy of their Memorandum of Understanding.
4. Randomly review 10% of the sub-grantees client files. The fiduciary should verify all documents are in the file. A copy of the check request and check number should also be in the client file.
5. Randomly review one or two financial request forms or FSR. This form should include all the documentation verifying how the money was spent. (For example, copy of checks, client utility bills, etc.)
6. Randomly review bank statements. Verify the check was endorsed and signed by intended party. Also, randomly check to make sure the checks and check request add up.

Continuous Quality Improvement (CQI) Tool Kit

The materials included in this toolkit were provided by agencies within Michigan and offer examples of how your organization might ask for client or stakeholder input, or organize its processes to improve service delivery.

These are only intended asguidance, so feel free to adapt them to best address your quality improvement needs.
Also for your reference are two PowerPoint presentations on the continuous quality improvement process and use of data.

The CQI Tool Kit includes the following:

• PowerPoint Presentations on Basics and Moving to Evidence-Based Practices
• Sample Satisfaction Surveys
• Other Materials, i.e. Sample Client File Checklist, Program Models and QA Activity-Summary Sheet

Strategies for Working With Landlords: Tool Kit

The sample materials included were provided by agencies within Michigan and the National Alliance to End Homelessness. These examples can assist your organization in facilitating landlord forums and in building relationships with landlords.

Summary of Documents

Landlord Forums

• Simple Agenda: Holland
• Annotated Agenda: Montcalm
• Registration: Montcalm
• Mailing: Holland
• Flyer: Grand Haven
• Presentation: Montcalm-Ionia
• Evaluation: Montcalm

*Strategies for Working with Landlords

• Landlord Outreach Tracking Workbook
• Landlord Information Form
• Landlord Marketing Letter
• Landlord Benefits Checklist
• Landlord/Tenant/Case Manager Communications Agreement

*The above documents are from the online training: Strategies for Working With Landlords available at http://www.endhomelessness.org/content/article/detail/3020