Good preparation is important to ensuring an efficient and successful site visit that allows the grantee to review and collect all of the information needed. To be well prepared, grantee staff should review key documents from the project sponsor's file ahead of time.
One important document to review in advance is the contract between the grantee and project sponsor. This ensures that the grantee staff are aware
of the HOPWA activities the sponsor is conducting and the level of funding the sponsor has received. Monitoring tools used during the site visit
should be tailored to the specific project activities. Reviewing remote monitoring data and prior site visit reports can help the grantee
identify important areas to address or follow up on during the site visit. Community or participant feedback can also highlight areas
the grantee staff may wish to discuss with the project sponsor in greater depth. In addition, grantee staff should be sure to review HOPWA
program guidance and confidentiality requirements prior to the site visit. It is also helpful for grantee staff to assemble
and bring along certain materials to the site visit. Most importantly, grantee staff need to bring monitoring tools and checklists
for the specific activities to be monitored. This can include a list of participant files to review if they have been selected ahead of time.
Bringing copies of recent invoices and documentation as well as recent reports can be useful for addressing any issues or concerns
with spending or program performance that grantee staff may wish to discuss with the project sponsor. Likewise, it is good practice
to bring along a copy of the current contract agreement. It may also be helpful for grantee staff to bring a copy of the HOPWA
Oversight Guide and/or the HOPWA regulations for reference during the site visit.