The site visit is not over after the files have been reviewed and the monitoring tools have been filled out. Clear follow-up communication
between the grantee and project sponsor, both verbally and in writing, is critical. Appropriate site visit follow up includes the following:
First, an exit interview: The exit interview is an opportunity for the grantee and the project sponsor staff to sit down together
and discuss potential concerns, findings, or areas of improvement that have been identified during the site visit.
This conversation helps the project sponsor know what to expect in the final monitoring report, and also allows the project sponsor
to provide additional information that may clarify or resolve the grantee's concerns. The exit interview can take place immediately
at the end of the site visit, or it can be scheduled on another day, depending on the schedules of the grantee and project sponsor staff.
However, it is important for the exit interview to take place as quickly as possible after the site visit and before the final monitoring report is issued.
Second, the grantee should communicate findings and concerns to the project sponsor in writing. A finding is a violation of statutory
or regulatory requirements. A concern is a deficiency, which is not a violation of a regulatory or statutory requirement,
but may lead to a finding in the future if not corrected. The grantee's written follow-up to the project sponsor should include a formal
letter that details all concerns and findings, as well as a copy of the final monitoring report. By clicking the download button on this slide,
grantees can find a sample monitoring findings letter, which they can adapt for their own use.
Third, any corrective actions need to be tracked to ensure completion. For each finding or concern requiring corrective action,
the grantee should communicate a clear timeline for resolution to the project sponsor, as well as provide guidance, support,
and/or technical assistance to help the sponsor complete the action and resolve the finding. Tracking the corrective actions required,
dates, communication, and steps taken in writing helps ensure that all corrective actions are completed in a timely manner
and also documents the process undertaken to correct findings for HUD.