If a PJ discovers findings during a monitoring visit, it is important that they are presented to the entity in a constructive tone and format.

• Deficiencies should be placed in the context of the organization's overall
  performance, recognizing areas of improvement and good performance.
• The description of required corrective actions should identify specific steps that
  the entity must take to correct identified deficiencies. Opportunities and resources for technical assistance should be provided when appropriate.
• The monitoring report should clearly state the consequences if negative findings are not corrected.

The PJ should set up a timeline in which the entity must address and correct deficiencies identified in the report. Usually, the contract or agreement will state how much time an organization has to correct a deficiency. These deadlines should be clearly outlined in the monitoring report sent to the entity.

The monitoring report should be sent to the chief executive officer of the entity, with copies sent to appropriate senior program staff as well. The monitoring report should be issued within 45 days of completing the on-site review.

Reviewing Responses to the Monitoring Report.

Once a response to a monitoring report has been received, monitoring staff must review the response and determine if the required corrective actions have been completed. These reviews should be completed within 15 days of receiving the response.

• If monitoring staff determine that the response is not satisfactory, a follow-up letter should be sent to specifying the additional actions that are required and the date for completing these actions. In the event an agency is making good-faith efforts to implement corrective actions, but is unable to complete the required actions by the original due date, an extension may be given to allow additional time to complete the necessary corrective actions.
• If the due date for corrective action is not met, monitoring staff should first make telephone contact, and document all such calls. If there has been no response after the deadline for corrective action, monitoring staff must send a written letter requesting notification of the steps that have been taken to implement required corrective actions. The letter should also advise the entity of the possible consequences of its failure to take corrective action.
• Once monitoring staff determine that an organization has successfully completed all required corrective actions, documentation that the monitoring findings have been corrected must be placed in the HOME monitoring file for that entity. Monitoring staff must also send a letter stating that the monitoring findings have been closed.