17 | Audit of Contracted Human Services August 2024 Management Response Sarasota County funds represent a small portion of overall program budgets. Because agencies receive additional funding within the program and an agency at whole, in an effort to ensure geographic and equitable program coverage, beginning in fiscal year 2018, aggregate demographic data began to be collected that includes such information as gender, family income, race, age, and zip code of residence. On average, Sarasota County funding represents 11.10% of the funding for CHS funded agencies, while 91% of program clients are Sarasota County residents. Implement a Documentation Process for Internal Verification: Each quarter the agency provides a demographic report which includes zip codes of the clients served. The agencies do not utilize the same data systems, so data is provided based on their system capacity. CHS maintains a zip code Smartsheet broken out by Sarasota zip codes and “other counties” as many of the agencies service multi-counties. The Smartsheet that contains this information was shared with the auditors on July 17, 2024. During monitoring reviews, zip codes are looked at during file review and noted on the monitoring report. If a zip code is multi county (for example 34243), the USPS or property appraiser website is reviewed to verify the client resides in the Sarasota County portion of 34243. CHS will add a column in the Smartsheet that provides the percentage of county funding allocated to each program. Ensure Third-Party Reviewability: At the audit exit interview the process to document demographics/residency was discussed. The smartsheet that contains this information was shared with the auditors on July 17, 2024. Additional note: CHS is currently working with Procurement to move to comprehensive grant management software and performance measurement tool that will help simplify the grant application process and evaluation and standardize the reporting process.
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