PWS_Attachment_7-YCP-Inspection_Notification_Memo.docx

NATIONAL GUARD BUREAU

111 SOUTH GEORGE MASON DRIVE, AH2

ARLINGTON, VA 22204-1373

NG-J1-AY XX 2016

MEMORANDUM FOR XX

SUBJECT: ChalleNGe Inspection

1. On XX via email, you received notification from this office advising of the XX scheduled inspection.

2. The inspection will consist of four components: Operational and Resource Management Compliance and Operational and Financial Performance.

3. During the inspection, the Federal Program Manager, Grants Officer Representative, Internal Review Supervisor and the State Financial Manager (or designated representative who manages ChalleNGe program financial transactions for the State) must be present. If any of these persons cannot be present, an alternate must be provided who has access to all pertinent documentation. It is required that all staff mentioned in this paragraph receives a copy of this email.

4. Enclosures 1-4 must be completed and submitted via email to the undersigned. In addition to Enclosures 1-4, you must also submit the following documents. Your submission shall not contain any Personally Identifiable Information (PII). All documents must be submitted no later than 30 days prior to your inspection.

1. Program Organizational Chart/Manning Model

1. Most current State Plan

1. SIRs submitted to NG-J1-AY or State leadership since the Program’s last onsite inspection

1. All audit and evaluation reports for the previous six years (excluding CORE inspections)

1. Last three years’ closeout modifications

Due to server issues, when submitting the above do not attach more than two documents per email. XX will acknowledge receipt of all documents.

5. Enclosures 5 and 6 will assist in your preparation for this inspection. Preparation will not only help streamline this inspection, but will also properly posture your program for future audits conducted by the GAO, Department of Defense Inspector General, or the U. S. Army Audit Agency. Enclosure 7 explains the changes in the Compliance and Performance Checklists. Additionally, Enclosures 8 and 9 are tools to be used in capturing and preparing documents/information required for the inspection.

6. The following XX Team members will conduct XX inspection: XX, Program Manager, XX and XX, Operations Analysts, XX and XX, Financial Analysts. If you have any questions, please feel free to contact any of the analysts on the team (See Enclosure 9). A NGB or Government representative will attend the inspection.

7. On Monday, XX, XX will arrive in XX with XX arriving in XX. At 0900 hours on Tuesday, 14 XX, the Kick-off meeting will be presented at the program. XX and the federal and state staff will attend telephonically. Once the Kick-off meeting is concluded, the inspection will commence. Normally, cadet interviews begin immediately after the conclusion of the Kick-off meeting. XX will conduct the federal and state portions of the inspection in XX beginning with the GOR, IR Supervisor, Federal Program Manager and then with the state staff.

8. The point of contact for this action is XX, Program Manager, at XX or XX.

9 Encls

1. RM Data Capture

2. Staff Training Document

3. Financial Performance Checklist

4. Operational Performance Checklist

5. OE Compliance Checklist

6. RM Compliance Checklist

7. Summary of Changes

8. RM Advance Memo

9. Contact Roster image1.png