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<br />Preparedness Grants Manual <br />6.1.5. PROGRAMMATIC MONITORING OVERVIEW AND APPROACH <br />Programmatic monitoring involves oversight throughout the award lifecycle for FEMA to verify that <br />programs and projects undertaken by recipients are consistent with approved plans and comply with <br />applicable laws, regulations, program guidance, and the terms and conditions of the award. <br />FEMA’s monitoring approach complies with the monitoring requirements described in section 2022 <br />of the HSA Programmatic monitoring also plays an important role in ensuring that FEMA <br />preparedness grant funding builds and sustains capabilities at the SLTT levels that advance the <br />Goal. Programmatic monitoring also is an opportunity for FEMA staff to build relationships with <br />recipients and to work collaboratively to identify and mitigate factors that may impede programmatic <br />performance. <br />The programs subject to section 2022 of the HSA and three additional programs (THSGP, IPR <br />Program, and IBSGP) are included in this programmatic monitoring approach—meaning that all <br />programs included in this manual are part of this programmatic monitoring approach. <br />FEMA uses a risk- and project-based programmatic monitoring framework for its preparedness grant <br />programs that is designed for data-driven grants management, and which interacts seamlessly with <br />other aspects of the grant lifecycle. FEMA uses monitoring as a vehicle to validate data previously <br />self-reported by recipients in applications and reporting tools. FEMA does not utilize monitoring as a <br />data collection tool in and of itself. By specializing monitoring in this way, FEMA avoids duplicative <br />data collection, targets its resources more effectively, and provides stronger and more proactive TA <br />to its recipients. The framework also comprehensively documents grant management decisions for <br />resource allocation. <br />This programmatic monitoring approach establishes baseline monitoring of all open awards across <br />the FEMA preparedness grant portfolio using a First Line Review (FLR). The FLR identifies recipients <br />and awards with a high potential for noncompliance with regulations or failure to meet project <br />objectives. The FLR uses quantifiable measures (criteria) to prioritize and rank recipients and awards <br />according to identified risks that threaten the success of FEMA’s preparedness grant awards. <br />Results of this prioritization process determine which high-risk recipients and awards will receive <br />advanced monitoring. Post-monitoring actions document and communicate findings and <br />recommendations for resolution to the recipients and FEMA leadership and allow for increasingly <br />cohesive programmatic and financial monitoring processes. <br />6.2.Case Studies and Use of Grant-Funded Resources During Real-World <br />Incident Operations <br />Analyzing the use of grant-funded investments in real-world incidents will improve the ability of FEMA <br />and its SLTT partners to assess the effectiveness of these investments and to better understand how <br />grant funds support improvements in nationwide capability levels. Currently, FEMA conducts case <br />studies with a limited number of grant recipients each year to explore how jurisdictions prioritize <br />grant investments based on risk and capability assessments, and the ways specific investments <br />improve SLTT preparedness (see the Preparedness Grants Case Studies page on FEMA.gov). By <br />accepting the award, the recipient agrees to participate in a case study or evaluation if requested. <br />Recipients can also contact FEMA-PreparednessGrantEvaluation@fema.dhs.gov if interested in <br />volunteering to participate in a case study. <br />39