The Executive Order requires ongoing activities to be reviewed, documented and reported to the Department of Finance.   The projects selected for funding must also conform to the intended use of Propositions 1E and 84 and measures must be instituted to ensure that the scope of the project remains within the intended use of the funds.  To that end, the following procedures have been instituted:

·         A project scope and description is developed at the initiation of the project that is consistent with the intended use of the bonds.  A project cost estimate and schedule is also developed by the Corps in cooperation with Flood Projects Office representatives ;

   ·    Meetings held at a minimum monthly recurrence are conducted at the Corps office to review progress which includes project expenditures, accomplishments, changes in scope, and current schedule;

·         Project updates are submitted for inclusion with the quarterly reports that DWR submits on bond expenditures and any changes in scope, cost or schedule are reflected on the website maintained for projects funded by Proposition 1E and 84;

·         Bond funding is requested from the Department of Finance based on monthly invoices sent by the Corps that request the State’s share as established within executed partnership agreements. These invoices include projections that are utilized to established cash flow requirements and provided by the project manager and compiled within the Department for all programs.

Project managers track project budgets using the SAP database.  Schedules are tracked by Corps’ staff through coordination with State representatives using Microsoft Project software.  Project managers and environmental support staff work with Corps’ staff to ensure that the proper NEPA & CEQA environmental permits have been obtained and permit conditions are met. Project managers also coordinate with other Divisions for legal, right-of-way and environmental support.  Project managers are also responsible for monitoring and approving all funding sources and payments, with the Executive Officer of the CVFPB having the final approval.  Invoices are approved for payment only after all requirements are met.

Following completion of a project, an after action report is completed by the Corps that addresses successes and lessons learned.  This report summarizes the activities that took place to achieve the project goals.  The after action report becomes part of the project close-out report once the project is turned over to the State by the Corps, along with the O&MM.  The project close-out report includes all the documents referenced in the after action report and provides a consistent method to file important project documents following project completion.  The section of the report covering the budget includes a summary of project funding sources, and cost centers and internal order numbers used to track expenditures.

The following internal audit is conducted with the project close-out:

·          Local sponsor(s) submit the final accounting stipulated in local partnership agreements within ninety (90) calendar days of turnover.  The final accounting includes a description of any work done, a final schedule showing actual progress versus planned progress and copies of any final documents or reports generated or utilized during the project. The final accounting also includes certification of the final Pproject by a registered civil engineer.

·         Before the final accounting is concluded, project managers verify the final project complies with all applicable current laws and regulations and submit documents summarizing total project costs and additional funding sources.

·         All projects doing repair work on levees will receive a close-out visit conducted by the Corps and DWR to assure that the project is completed consistent with federal principles and guidelines.

·         Project managers conduct in-progress and post construction/implementation monitoring and assess project performance.

The Flood Projects Office is working closely with Department of Finance to ensure accountability and projects financed under Prop 84 and 1E have been posted to the Bond Accountability Website so the public is provided readily accessible information on how proceeds of state general obligation bonds are being utilized.