Effective monitoring is not a one-time event, but an ongoing process of planning, implementation, communication, and follow-up. As a result, a PJ's HOME monitoring activities are most effective when distributed throughout its program year. Monitoring involves many people from inside and outside the agency and requires detailed information, reports, meetings, and documentation. Not only must PJs monitor organizations they have entrusted with HOME funds, but they should also conduct internal monitoring to ensure the local HOME program is being administered correctly. Many of the monitoring methods in the HOME Check-up can be used for both types of monitoring activities.

To organize all of its monitoring efforts, a PJ should develop an annual monitoring plan that can serve as a readily accessible guide for the people and organizations involved. A written monitoring plan can facilitate the wisest use of limited resources.

Elements of an Annual Monitoring Plan

An annual monitoring plan should articulate the PJ's strategy for conducting a thorough review to determine that all activities are meeting HOME regulatory requirements. The plan should be practical and allow the PJ to monitor successfully with the staff and time resources available.

The annual monitoring plan should address a number of areas:

Monitoring Objectives and Strategy. The plan should identify the PJ's monitoring goals and strategies, highlighting areas to which staff should pay special attention during the monitoring year.



Ongoing Monitoring. The plan should clearly identify the check-points that ensure a minimum level of review for all activities during the year and the scope and frequency of those reviews. This component should identify specific reports to be generated and reviews to be conducted, as well as establishing the frequency and timing of such reviews.



Monitoring Staff and Schedule. The plan should include a schedule of when monitoring reviews will be performed and by whom. To the extent that staff other than the monitoring staff is responsible for any particular reviews, this should be articulated.



In-Depth Monitoring. The plan should also identify the program areas and partners that will be subject to in-depth, on-site reviews during the coming monitoring year. (The process of selecting entities for on-site reviews is discussed as part of this subject.)



Follow-Up Activities. The plan should detail procedures for communicating the results of reviews with internal (PJ) and external (other organizations being monitored) staff and the methods for obtaining and incorporating their feedback.



Coordination. Finally, the plan should describe the necessary coordination between PJ staff and the staff of other organizations. The plan should also describe the procedures that monitoring staff will follow when informing other HOME program staff about compliance problems.