Monitoring

Scheduled Visits

10

Completed

3

Open Findings

7

Corrective Actions

3

Monitoring Plan

1. Purpose

This Monitoring Plan establishes the approach Altus Compliance will use to monitor all CPF-funded projects for compliance with federal requirements, grant agreements, City policies, approved budgets, project milestones, environmental conditions, Davis-Bacon labor requirements, and closeout obligations.

2. Monitoring Objectives

  • Confirm projects are implemented according to approved scope, budget, and schedule.
  • Verify eligible use of CPF funds.
  • Identify compliance concerns early.
  • Track environmental review and labor standards obligations.
  • Confirm required documentation is complete.
  • Support corrective action before issues become audit findings.
  • Maintain a complete monitoring record in the CPF Grant Management Portal.

3. Monitoring Approach

Altus Compliance uses a risk-based monitoring model. Projects are scored based on budget size, construction complexity, environmental review status, Davis-Bacon applicability, drawdown activity, prior findings, documentation gaps, and schedule risk.

Monitoring Types

TypeObjectiveFrequencyMethodResponsible Party
Desk ReviewsVerify documentation completeness and compliance with grant requirementsMonthlyDocument reviewAltus Compliance
On-Site ReviewsObserve construction progress, labor practices, and environmental controlsQuarterlySite visit and interviewAltus Compliance
Risk-Based ReviewsTarget high-risk projects based on monitoring matrix scoresAs neededCombined desk and site reviewAltus Compliance
Closeout ReviewsVerify project completion, final expenditures, and closeout documentationAt project closeComprehensive reviewAltus Compliance

4. Risk Assessment

Each project receives a risk score based on weighted factors including budget threshold, construction activity, compliance history, and schedule performance. High-risk projects receive increased monitoring frequency including additional on-site visits and accelerated desk reviews.

5. Monitoring Schedule

Desk reviews are conducted monthly for all active construction projects. On-site reviews are scheduled quarterly or more frequently for high-risk projects. Closeout reviews are initiated when a project enters the closeout phase and must be completed before final fund disbursement.

6. Corrective Action Process

Every finding must have a responsible owner, corrective action, deadline, status, and closure documentation. The portal tracks all findings through resolution. Findings classified as high severity require escalation to the City Program Administrator within 48 hours.

7. Reporting

Monitoring results roll into monthly executive dashboards and quarterly reporting. Summary metrics include visit completion rates, finding counts by category, corrective action closure rates, and project risk score changes.

Risk-Based Monitoring Matrix

Risk LevelDesk ReviewOn-Site ReviewCloseout Review
HighMonthlyMonthlyRequired
MediumMonthlyQuarterlyRequired
LowQuarterlySemi-annualRequired

Monitoring Tracker

ProjectReview TypeScheduledCompletedStatusFindingsCorrective Actions
Smith Community CenterOn-Site ReviewJun 15, 2027Jun 15, 2027Completed11
Smith Community CenterDesk ReviewAug 1, 2027PendingIn Progress00
MLK Public ImprovementsOn-Site ReviewJul 10, 2027PendingIn Progress22
Africatown Community FacilityOn-Site ReviewJun 20, 2027Jun 20, 2027Completed10
Mobile Workforce Training CenterCloseout ReviewJul 15, 2027PendingIn Progress00
Senior Wellness FacilityCloseout ReviewJul 1, 2027Jul 1, 2027Completed00
West Mobile Housing RehabilitationDesk ReviewAug 20, 2027PendingNot Started00
Bayview Infrastructure ImprovementsDesk ReviewJul 25, 2027PendingIn Progress00
Neighborhood Drainage ImprovementsRisk-Based ReviewAug 5, 2027PendingNot Started00
Downtown Streetscape ImprovementsDesk ReviewAug 15, 2027PendingNot Started00

Findings

ProjectCategoryDescriptionSeverityStatus
Smith Community CenterDavis-BaconFringe benefit calculation discrepancy in week 24 payrollMediumIn Progress
MLK Public ImprovementsDavis-BaconMissing certified payroll for weeks 22 and 23HighOpen
MLK Public ImprovementsProcurementBid documentation incomplete for change order #3MediumIn Progress
Gulf Village Housing StabilizationReportingNeeds assessment report not submitted by deadlineHighOpen
Africatown Community FacilityMonitoringCommunity engagement log incomplete for Q2LowOpen
Neighborhood Drainage ImprovementsEnvironmentalRevised floodplain analysis required before permit submittalMediumIn Progress
MLK Public ImprovementsDavis-BaconApprentice ratio below required thresholdMediumOpen

Corrective Action Tracker

ProjectFindingCorrective ActionOwnerDue DateStatus
Smith Community CenterFringe benefit calculation discrepancy in week 24 payrollContractor to submit corrected payroll and back wages if owedSarah MitchellJul 20, 2027In Progress
MLK Public ImprovementsMissing certified payroll for weeks 22 and 23Contractor to submit all missing payroll records immediatelyDavid ChenJul 1, 2027Open
MLK Public ImprovementsBid documentation incomplete for change order #3Obtain and file complete bid justification documentationDavid ChenJul 25, 2027In Progress
Gulf Village Housing StabilizationNeeds assessment report not submitted by deadlineSubmit completed needs assessment report with City approvalJames PorterJun 15, 2027Open
Africatown Community FacilityCommunity engagement log incomplete for Q2Update engagement log with all Q2 meeting recordsMarcus WilliamsJul 30, 2027Open
Neighborhood Drainage ImprovementsRevised floodplain analysis required before permit submittalEngage engineer to complete revised floodplain analysisAngela ReyesJul 10, 2027In Progress
MLK Public ImprovementsApprentice ratio below required thresholdContractor to document apprentice enrollment planDavid ChenAug 1, 2027Open