To ensure that oversight activities will be carried out effectively, roles and responsibilities should be planned at the
outset and should be made clear to everyone involved. At the grantee level, job duties of specific staff should include
processing billing, reviewing performance reports, and conducting other monitoring activities, such as site visits. Most
likely, different staff members will handle billing and reporting functions. This is a good practice: as a general rule, the same
person should not be solely responsible for the delivery of project activities, the completion of reports, and billing
activities. However, it is also important to establish a consistent staff person or team to fulfill each of these tasks to
ensure that any problems or discrepancies can be identified and corrected right away. Similarly, the project sponsor
organization should make clear who is responsible for gathering, maintaining, and sharing data and documentation with the grantee.
The grantee and sponsor should both have a clear understanding of how information will be communicated
between them and who will be responsible for producing and reviewing it.