Rule 18-28-8.1 - Reporting and AccountabilityA. CSBG Annual Report-The State must submit an annual report to OCS in the form of the CSBG Annual Report by March 31st of every year. Eligible entities are required to submit information regarding this report upon request from DCS. The National Association for State Community Services Programs (NASCSP) will email a database to the State. This database will be emailed to eligible entities for input. The State will compile information from each entity to complete the statewide report, and return database to NASCSP.B. CSBG Informational Memorandum (IM) 138 provides guidance to states for the establishment of Organizational Standards as part of a performance management and accountability system for the CSBG national network. The Office of Community Services (OCS) requires states to report on the standards for eligible entities through the online state plan and annual report. The purpose of the Organizational Standards is to ensure that eligible entities have appropriate organizational capacity in all areas covered by the standards. States are required to provide the oversight and technical assistance necessary to assure compliance with the standards.
The Center of Excellence (COE)-developed standards are organized into three thematic groups consisting of nine categories and a total of 58 standards for private eligible entities and 50 standards for public eligible entities.
1. Maximum Feasible Participation * Consumer Input and Involvement
* Community Engagement
* Community Assessment
2. Vision and Direction * Organizational Leadership
* Board Governance
* Strategic Planning
3. Operations and Accountability * Human Resource Management
* Financial Operations and Oversight
* Data and Analysis
DCS requires eligible entities to annually submit documentation to verify compliance to all standards through the use of Smartsheet. Documentation is reviewed by DCS and a letter sent to eligible entity executive director which gives the results of the review and the percentage of standards attained. Technical assistance will be provided as needed to help entities achieve compliance.
C. Board Minutes- Copies of the minutes of each entity's board meeting shall be submitted to DCS no later than 10 calendar days after the date of the meeting at which those minutes were ratified. If the meeting was not a quorum, the official minutes must be submitted within 3 calendar days of the scheduled meeting.D. Success stories shall be submitted to DCS by Tuesday of each week in the Smartsheet application.E. Outcome Measurement Report is due by the 5th of each month to report performance of NPIs.F. Monthly Cost Sheets are required to be submitted monthly by Subgrantees to show expenditures by cost category and line items. These forms should be submitted to the Division of Budgets and Accounting, Office of Procurement Services and a copy to DCS.G. Closeouts - Please see the -MDHS Subgrant/ Agreement Manual' found at www.mdhs.ms.gov/subgrantee-manual/ for closeout policy. A copy of the closeout must also be sent to DCS. Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4 Revised: May 2022