INDIANA CSP QUALITY ASSURANCE PLAN
FY 2009
April-September
A 10 percent quality assurance (QA) review of all Conservation Security Program (CSP) contracts with current year open obligations will be conducted by September 30, 2009. The ASTC-Programs will generate a list of contracts that will be reviewed by area and state level reviewers by May 20, 2009, and will provide it to the State Conservationist through the ASTC-QA&E for final approval and distribution to the Area Conservationists. The State Conservationist will distribute the approved list to the Area Conservationists by May 25, 2009.
The Programs staff will provide instructions on procedures and other information for conducting, documenting, and posting to the Share-Point site. All questions pertaining to procedures and Programs policy will be submitted to the Programs staff.
10 percent Sample
Selection Method
The ASTC-Programs will select a sample of contracts to be QA reviewed at the area level using the following method:
1.) Generate the list of all CSP contracts with current year open obligations from Protracts.
2.) Select the fifth contract on the Protracts generated list, and then select every tenth contract. This will generate approximately a 10% random sample. (i.e. 5, 15, 25, 35, and etc. through the entire list.)
AREA LEVEL REVIEWS
The Area Conservationists will provide a list of qualified employees who will conduct the QA reviews within their area to the ASTC-QA&E, by May 30, 2009.
Area reviewers will conduct QA reviews of the selected contracts from the list provided by the STC using the Checklist Tool from the CSP Share Point Site. At the time of the review, the QA reviewer will sign the completed checklist and place the original in the case file. The QA reviewer will also send a copy of the signed checklist through the AC to the ASTC-QA&E within 5 working days of the review.
All deficiencies found during the QA review will be corrected by the Designated Conservationist (DC) during the review if possible, or within 20 working days of the review date if the needed actions cannot be completed at the time of the review.
All corrections will be made no later than December 30, 2009.
Follow Up On
Deficiencies
If corrections to the case file are needed that cannot be completed at the time of the review, the area QA reviewer will make an additional copy of the checklist and keep it on file at the Area Office until all required corrections are completed. Once required corrections are completed, the area QA reviewer will send a copy of the checklist showing that corrections have been completed to the DC, for them to place in the case file, and to the ASTC QA&E for the State CSP-QA file.
The ASTC-QA&E will provide a report to the STC and ASTC-Programs by September 30, 2009.
STATE LEVEL REVIEWS
The state programs staff will review 10 percent of the CSP contracts that the area level has already reviewed in order to assure that area level reviews are complete and accurate. A minimum of one contract will be reviewed in each area. The ASTC-Programs and the ASTC-QA&E will determine which of the case files will be reviewed based on one or more of the following criteria or methods.
Criteria/Method:
Level of Risk
Contract Dollar Amount
Random Selection Method
State level QA reviewers will use the same Check List Tool as the area level QA reviewers. The original signed copy of the checklist will be sent to the DC for them to place in the case file within five working days of the review. A copy of the checklist will be provided to the ASTC-QA&E within five working days of the review.
If deficiencies are found by a state level QA reviewer, the
reviewer will provide that information to the ASTC-QA&E immediately. The ASTC-QA&E will notify the AC. The AC will report back to the ASTC-QA&E
as soon as corrections are made or within 20 days of being notified of the
deficiencies. All corrections must be made and reported not later that December 30,
2009.