Report 2017-116 Recommendation 12 Responses

Report 2017-116: Community Child Care Council of Santa Clara County: Because It Disadvantaged Some Families and Misused State Funds, It Could Benefit From Increased Monitoring by the California Department of Education (Release Date: April 2018)

Recommendation #12 To: Education, Department of

To strengthen the quality of its monitoring efforts, Education should create and implement procedures by October 2018 for staff to document the evidence used to support their contract monitoring reviews. Further, Education should use the results and evidence of compliance identified in these reviews to enhance its comparative performance measures and formulate effective training for its contractors.

1-Year Agency Response

Education completed updates to the monitoring review instrument and existing procedures to include two additional forms, the Family Data Worksheet and the Compliance Evidence Checklist. The two new forms will strengthen documentation of evidence used to support the contract monitoring reviews.

California State Auditor's Assessment of 1-Year Status: Fully Implemented

Education's response addresses the portion of the recommendation pertaining to creating and implementing procedures to document the evidence used in its monitoring reviews. We subsequently obtained documentation from Education that addresses its use of the results of these reviews to enhance its performance measures and develop training for its contractors. We expect that Education will continue to use the results of its monitoring reviews for these purposes.

6-Month Agency Response

Education is in the final stages of updating the monitoring review instrument to include two additional forms, the Family Data Worksheet and the Compliance Evidence Checklist, which will strengthen documentation of evidence used to support the contract monitoring reviews. Additionally, Education is finalizing procedure revisions to incorporate these new documents. Education anticipates full implementation of this recommendation by December 2018.

California State Auditor's Assessment of 6-Month Status: Pending

60-Day Agency Response

Education is in the process of updating the monitoring review instrument to strengthen documentation of evidence used to support contract monitoring reviews. Education already utilizes the results identified in the reviews to enhance its comparative performance measures and to formulate effective training for its contractors. Education anticipates full implementation of the recommendation by October 2018.

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2017-116

Agency responses received are posted verbatim.