area in the state and receives approximately 16% of these funds. To receive federal and state funds through the Older Americans Act, PCOA provides a local match. This match consists of a variety of funding sources including funding from the City of Tucson, Pima County, the United Way of Tucson and Southern Arizona, private grants, bequests, endowments, in-kind contributions, and donations. PCOA also collects project income and cost-sharing dollars for service as allowed under the Older Americans Act. PCOA has experienced and professional staff in the areas of financial management, fund development, grants, information technology, and program administration that work together to meet not only contractual obligations of the Department of Economic Security but also requirements and contracts of these various community funding sources. PCOA’s finance department tracks all revenues and expenditures for the organization by program and funding source. Financial records are maintained on Abila MIP Fund Accounting software, with accounts set by general ledger code, program code, and grant/funding source code. 8. What is the approach that will be used to monitor and track progress on the Area Plan on Aging? Within this Area Plan are goals set by the Department of Economic Security and both strategic and operational objectives set by PCOA’s executive management staff and reviewed by the Advisory Council and Board of Directors. Implementation, monitoring, and reporting on the Area Plan is a joint responsibility of PCOA’s Vice President for Health & Community Partnerships and Vice President for Operations. They, along with their corresponding staff members, will devise a tracking system and regular communication with program staff to ensure that all aspects of the Plan are progressing as described. Additionally, they will ensure that systems such as DAARS and other internal tracking systems are in place to capture all pertinent data for reporting and evaluating service delivery and effectiveness. They are also responsible for publishing PCOA’s Annual Report, which shares end of year audited financial information and service information to the public and to PCOA’s funders. Depending upon funding or program changes, utilization patterns or other variables, amendments to service contracts may be required. If contract amendments for the Area Plan services are required, they are discussed with applicable funding sources and sub- contractors accordingly, changes are made to budgets and scope of work. PCOA collaborates closely with the Department of Economic Security Division of Aging and Adult Services and keeps them abreast of relevant service changes that may affect the trajectory of meeting the outlined goals and objectives in the Area Plan.
9. How is competition used by the agency in arranging services for elderly individuals and their caregivers?
To secure sub-contracted providers in a competitive manner, PCOA follows federal and state procurement policies for obtaining goods and services. Contracts are usually awarded for a three-year cycle and determined through a formal request for proposals process. Legal notice is publicly posted, and current and prospective contractors are contacted. Sealed bids must be received by the posted deadline and opened publicly. PCOA conducts fiscal program monitoring of all providers annually, or more often if needed. If corrective actions are noted, PCOA’s Vice President for Health & Community
Region II: PCOA
Area Plan 2024-2027
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