As a reminder, the self-inspection provides data LSC requires to determine a statistical measure of the accuracy of LSC grantee Case Services Reports (CSR).
Locating the Self-Inspection Certification and Summary Form and Ongoing Compliance Form
To open, review, or submit the Self-Inspection Certification and Summary Form or Ongoing Compliance Form, users must first navigate to the Grantee Activity Report (GAR).
There are two ways for users to access the GAR in GrantEase. Users should begin by selecting the HOME button in the 2nd Tier Toolbar. They will see both Grantee Profile and GAR Report located under the Activities tab in the Sidebar. Users may select either option and follow the steps below to access the GAR.
Figure 32: Image of the Home Screen and the Grantee Profile and GAR Report Tabs
If users select GAR Report, they will be taken directly to the GAR tab. If users select Grantee Profile, they must then select the GAR tab.
Figure 33: Image of the GAR Tab on the Grantee Profile page
Once on the GAR tab, users will find their respective GAR link(s). To view the GAR reporting forms, users should select the green eyeball icon.
Users should select the blue pencil icon next to the appropriate GAR to begin editing the GAR reporting forms.
Figure 34: Image of the View and Edit Icons in the GAR Tab
Once in the GAR, users should select the green eyeball icon next to the Self-Inspection Certification and Summary Form or Ongoing Compliance Form.
Figure 35: Image of the Other GAR Forms Tab on the Grantee Activity Reports page
Figure 36: Image of the View Icon for a Grantee Level Form
Grantees are required to sample approximately 5% of their cases (subject to a minimum of 75 cases and a maximum of 300 cases.) Grantees with multiple offices are required to sample at least 15 cases from each of their offices. The sample size of larger grantees with multiple offices should not exceed 300. For additional guidance on the self-inspection process or form or the Ongoing Compliance Oversight Form, please refer to the Guidance Document found in the “Submission Guidance: Self-Inspection & Ongoing Compliance Oversight Reports” Section on LSC’s Grantee Activity Report and Self-Inspection webpage.
Completing the Self-Inspection Certification and Summary Form
Once in the Self-Inspection Certification and Summary Form, users will see three sections: Certification, Self-Inspection, and Self-Inspection Summary.
We ask that users complete the Certification section and check box after adding all relevant information in the other sections.
To begin filling out the Self-Inspection Certification and Summary Form, users should select the Edit button.
Figure 37: Image of Selecting the Edit Button on the Self-Inspection Certification and Summary Form
Please refer to the Guidance Document for completing the Self-Inspection Summary and Certification Form and Ongoing Compliance Oversight Form found in the “Submission Guidance: Self-Inspection & Ongoing Compliance Oversight Reports” Section on LSC’s Grantee Activity Report and Self-Inspection webpage.
This is also linked on in the Certification section of this form in GrantEase.
Figure 38: Image of the Link to LSC Webpage within GrantEase
In the Self-Inspection section, users should answer question number one by entering the number of cases their organization reviewed in the sample (this number must be at least 75 and not more than 300).
Figure 39: Image of Question 1 on the Self-Inspection Certification and Summary Form
Users will then navigate to the second question and indicate all cases in which an error was noted, even if the error was fixed through corrective action taken at the time of the error or immediately after.
Figure 40: Image of Question 2 on the Self-Inspection Certification and Summary Form
After completing the Self-Inspection section, users should move onto the Self-Inspection Summary section. In this section, users will see a table with the explanation for each Type of Error listed.
Figure 41: Image of Self-Inspection Summary Table
To input information in each row, users should select the blue pencil icon.
Figure 42: Image of the Edit Icon on the Self-Inspection Summary Section
For example, to complete the information needed for the first Type of Error, “A specific amount of income was not recorded, nor a specific entry or notation (not a computer default) that the applicant’s household had no income,” users will first provide the number of cases in the sample that were found to have this type of error, and second, will indicate “YES” or “NO” if corrective action(s) were implemented to address the cause(s) of the identified errors.
Figure 43: Image of Data Entry Columns on the Self-Inspection Summary Section
If users provide a number in the first column, they must answer the second column, which asks if corrective actions were taken.
If information is added in error, users can select the blue UNDO icon to remove the data entered for each row and begin again.
Figure 44: Image of the Undo Icon on the Self-Inspection Summary Section
PLEASE NOTE: Users must enter a number for every column even if it is “0”.
It is very important that users select the SAVE button at the top of the Self-Inspection Summary section table after each data entry.
Figure 45: Image of the Save Button on the Self-Inspection Summary Section
After selecting this button, users should see a verification message indicating that the Form has been saved successfully.
Figure 46: Image of the Successfully Saved Message on the Self-Inspection Form
After each section has been completed and saved, users should go to the Certification section at the beginning of the form and certify their form by selecting the checkbox.
Figure 47: Image of the Accuracy & Certification Checkbox on the Completed Self-Inspection Form
Next, users should select the Validate Form button at the top of the page.
Figure 48: Image of the Validate Form Button on the Self-Inspection Certification and Summary Form
If there are any errors or missing fields, a validation error message will appear, and users will have to go back and rectify those errors.
Figure 49: Image of Validation Error Message
Once the form is successfully validated, users should navigate to the Ongoing Compliance Oversight Form using the dropdown at the top right of the screen.
Figure 50: Image of the Form Dropdown Menu
Completing the Ongoing Compliance Oversight Form
Users will notice that the Ongoing Compliance Oversight Form is set up similarly to the Self-Inspection Certification and Summary Form.
Please refer to the Guidance Document for completing the Ongoing Compliance Oversight Form found in the “Submission Guidance: Self-Inspection & Ongoing Compliance Oversight Reports” Section on LSC’s Grantee Activity Report and Self-Inspection webpage.
This is also linked at the top of this form in GrantEase.
Figure 51: Image of the Guidance Document Link for the Ongoing Compliance Oversight Form
On the form, users will see a table with the explanation for each Type of Error listed.
To begin entering data, users should select the blue pencil icon for each row. A pop-up window will appear.
PLEASE NOTE: Users must enter data into each column, even if there were NO errors identified.
Figure 52: Image of the Edit Icon on the Ongoing Compliance Oversight Form
If no errors were identified, users should select “NO” from the dropdown menu and then select the Save button.
Figure 53: Image of Selecting “No” in the Data Entry Pop-up Window
If errors have been identified and users select “YES” from the dropdown menu, an additional set of checkboxes will appear. Users must select ALL corrective actions that were taken.
Figure 54: Image of Selecting “Yes” in the Data Entry Pop-up Window
Figure 55: Image of Corrective Actions List in the Type of Error Summary Pop-up Window
PLEASE NOTE: Users may choose the “Select All” option if ALL corrective actions listed were taken. If users select “OTHER,” they must elaborate on what other corrective actions have been taken.
The Additional Comments box is optional.
Figure 56: Image of the Additional Comments Box in the Type of Error Summary Pop-up Window
Once all corrective actions are noted, users should select the Save button to close the pop-up window and return to the form.
Figure 57: Image of the Save Button on the Data Entry Pop-up Window
Users should repeat this process for each “Type of Error” listed in the table.
Remember, users should select SAVE after entering data into each field, especially if they plan to leave and come back to the screen.
Once users have answered and saved all questions, they should select the Validate Form button on the right-hand side.
Figure 58: Image of the Validate Form Button on the Completed Ongoing Compliance Oversight Form
If an error message appears, users should rectify the errors.
Figure 59: Image of the Validation Error Message on the Ongoing Compliance Oversight Form