Section D: Multiple Revisions and Excessive Follow-up due to Incomplete, Missing, Delayed, and/or Inaccurate Documentation

The objective of this mitigation strategy is to enhance the quality and timeliness of documentation submissions to the County. By implementing clear processes and accountability measures, CFH aims to reduce the need for multiple revisions and excessive follow-up due to incomplete, missing, delayed, and inaccurate documentation.

Mitigation Strategy D1: Documentation Quality Assurance and Timeliness

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D1.1: Documentation Guidelines and Training:

We have created a MPR and Deliverables tracking sheet to develop clear documentation guidelines outlining the required format, content, and submission deadlines for Monthly Progress Reports (MPRs) and reports. See D1.1.1.

We are also updating Event Coordinator training materials to include how to complete the Partner’s Tab on the MPR. We will conduct training sessions for staff responsible for document preparation and submission to ensure they understand the guidelines and expectations.

D1.1.1:

Inventory and MPR Tracking Sheet⁠

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D1.2: Quality Assurance Processes:

Event Coordinators will review and update the Inventory and MPR Tracking Sheet during their weekly meeting. The Incentive Program has currently ended, and gift card data has been successful reconciled as of 01/05/2024. However, if there is an incentive initiative in the future, we would update the tab at the weekly meeting.

D1.3: Documentation Template Checklist:

We will create a MPR field checklist standardized template to facilitate accurate and consistent documentation. the checklist will be completed prior to the MPRs being submitted for COR review.

D1.4: Submission Deadlines:

We will continue to set up reminders and notifications to alert staff of upcoming submission deadlines.

D1.5: Internal Review:

The last step on the checklist will be to conduct an internal review of all MPRs and Invoices before submission to identify and address any discrepancies or inaccuracies. We will correct any errors or omissions promptly to ensure that documentation is accurate.

D1.6: Communication with the County:

We will maintain open and transparent communication with the County regarding documentation submissions. If revisions or clarifications are required, address them promptly and provide updated documentation.

D1.7: Continuous Improvement:

Foster a culture of continuous improvement by regularly reviewing documentation processes and seeking ways to enhance efficiency and accuracy. Encourage feedback from staff involved in documentation to identify areas for improvement.

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