Wondering how to keep your compliance program “fresh?”
The goal of operating effective compliance programs for grants (like many other types of programs governed by regulations) too often begins with good intentions.
Then, the program gets relegated to a binder next to the potted plant on top of the four-drawer file.
However, for compliance programs to be effective, they must remain “fresh” by being “living documents.”
In other words, the documents serve no purpose until and unless they are put into service!
Effective Compliance Programs: Design vs. Operation
The best design in the world does not ensure an effective compliance program unless and until that plan is put into continuous operation.
Think of it this way:
The word compliance means to agree to do something.
When an organization is awarded a grant, it receives funds for a specific purpose.
By accepting the money, the organization is obligated to maintain compliance with the grantor’s expectations.
The grant funds also come with “strings attached” in the form of regulatory and legal requirements.
When it comes to grants management, compliance programs become the “ways and means” for organizations to meet the expectations and requirements of the grantee.
4 Tips for Operating an Effective Compliance Program
Operating effective compliance programs often require integrating complex provisions, obligations, and regulations.
Simplify this process by breaking the process down into four core elements:
1. Create
2. Train
3. Measure
4. Review
Tip #1: Create
Creating policies and procedures serves the need for adherence to the provisions and regulations dictated by the grantor and other associated agencies and legal bodies.
- Discover One More Reason Why You Should Care About Compliance
However, the purpose of an organization’s compliance program goes beyond this limited scope. Effective policies serve as a framework for decision-making on a wide variety of issues the organization may encounter during the life of its grants.
Tip #2: Train
Training is vital for staff to understand the expectations related to the grant and other organizational policies and processes.
Compliance training is most effective when it is a job requirement and the employee’s understanding of training topics is tested and documented.
Tip #3: Measure
Measurement is a crucial component of operating an effective compliance program.
One of the first things to track is whether sufficient funding remains to support the program.
“SMART” goals should be established and measured.
Goals should be specific, measurable, attainable, realistic, and time-sensitive.
Tip #4: Review
To operate effective compliance programs, appropriate review and monitoring to ensure the enforcement of policies and procedures is critical.
Next, periodically evaluate the grant goals to ensure the program stays on track and achieves the desired results.
Finally, the review includes prompt responses to all compliance issues.
“Re-fresh” to stay fresh.
The secret to keeping your grant management compliance program “fresh” is to “refresh” these four key elements periodically over the life of the grant.
Ready to Deepen Your Understanding of Federal Funding?
Would you like to be a better grant writer or manager?
Deepen your understanding of procurement and the single audit for federal grants?
We have another grant training seminar coming soon.
Click here to get all the details!
Hope to see you there!
Rachel Werner, MPA, GPC, PMP
MyFedTrainer Principal, Compliance Champion
