GHSA New GR Checklist



GHSA New GR and Coordinators’ Checklist

CRITICAL PROCESSES FOR EARLY REVIEW

|PROCESS |INFORMATION TO REVIEW |DOCUMENTS TO REVIEW |SHSO STATUS |REFERENCES** |

|Organization and Staffing |Highway Safety Office (HSO) Organization |HSO Organization Chart | |23 USC Chapter 4, section 402 |

| |Chart and staff responsibilities | | | |

| | |Staff position descriptions | |GHSA Website/Members Only/SHSO Organization/Sample |

| | | | |Position Descriptions |

| | | | | |

| | | | |“The Role of the State Highway Safety |

| | | | |Representative” – see GHSA website>GHSA SHSO |

| | | | |Guidance |

| | | | | |

|Planning and Program Impact |Highway Safety Plan (HSP) process |HSP for current and past three years | |NHTSA Updates on GMSS (Grants Management Solution |

| |Annual Report (AR) process | | |Suite) |

| |Review key Deadlines and current status in |Most recent NHTSA HSP Review results and approval| | |

| |SHSO – customize GHSA MR and Deadline |letter | |GHSA Guidance for Developing HSPs |

| |Calendar to include the SHSO’s specific | | | |

| |deadlines and activities |AR for past three years | |GHSA Annual Report Guidance |

| |Review current State Strategic Highway | | | |

| |Safety Plan (SHSP) |Most recent NHTSA AR review letter | |GHSA MR Deadline and Reminder Table |

| | | | | |

| | |Most recent State SHSP | |GHSA Traffic Safety Performance Measures Materials |

| | | | | |

| | | | |GHSA Attitudes Survey Guidance and Questions |

| | | | | |

| | | | |Countermeasures That Work: Ninth Edition |

|State Data Systems |Traffic Records Strategic plan |Latest State TR Strategic Plan | |Model Performance Measures for State Traffic Records|

| | |Latest State traffic crash trends report | |Systems |

|Financial Oversight |Federal Funding – current and past year, |NHTSA Fund Balance Report | |NHTSA Highway Safety Grants Resources – on website |

| |fund liquidation status | | | |

| |State funding – sources, fiscal year, |Most recent State Auditor review of HSO | |23 CFR Part 1300 – Uniform Procedures for State |

| |budget process | | |Highway Safety Grant Programs |

| |State audit report findings | | | |

| |GTS System responsibility and backup | | |2 CFR Part 200 Uniform Guidance (financial |

| | | | |administration rules for all federal grants) |

|Leadership and Management |GHSA Management Review (MR) Self- |Most recently completed GHSA MR Self Assessment | |GHSA MR Self-Assessment Checklist, Deadline and |

| |Assessment Checklist |Checklist and Timeline Schedule | |Reminder Table and Timeline Schedule |

| |NHTSA MR Process including MR Elements and | | | |

| |Guidelines |State’s most recent MR Final Report and | | |

| |Key State traffic safety legislation – |Corrective Action Plan and/or Recommended Actions| | |

| |current, pending, goals |Tracking Form (if any) | | |

| | | | | |

|Grant Programs |Understand the State’s own internal process|State HSP for current year | |GHSA Monitoring Advisory |

| |for administering grants | | | |

| |Status of current HSP – performance goals |State Policies and Procedures Manual | |GHSA Policies and Procedures Manual |

| |and key strategies to address data-driven | | | |

| |identified problems | | |NHTSA Highway Safety Grants Management Resources |

| |Monitoring policy for grant program and | | |– including Uniform Guidelines for State Highway |

| |tracking monitoring completion | | |Safety Programs |

| |Policies & Procedures (P&P) Manual and | | | |

| |process for updating | | | |

|7. Partnerships and Collaborations |Relationship with NHTSA Regional Office, |NHTSA, FHWA and FMCSA websites | |A Guide for Effectively Partnering with State |

| |Federal Highway Regional Administration | | |Highway Safety Offices – GHSA Publication 2018 |

| |(FHWA) State Division Office and Federal |GHSA web site – Public and Members only sites, | | |

| |Motor Carrier Safety Administration (FMCSA)|attendance at Annual Meetings, Newsletter and | | |

| |State Division Office |periodic Publications | | |

| |NHTSA Regional office – Regional | | | |

| |Administrator (RA) and Regional Program | | | |

| |Manager (RPM), services available, schedule| | | |

| |of periodic reviews and visits | | | |

| |Understanding GHSA’s role, services offered| | | |

| |and relationship to NHTSA (Executive | | | |

| |Seminar, Business Meetings, website, | | | |

| |membership products, networking) | | | |

|8. Electronic grant processes |SHSO grant application and claim process | | |E-Grants States: Arkansas, California, Connecticut, |

| |system – online process or future plans to | | |Kansas, Maine, Maryland, Missouri, Montana, Nevada, |

| |adopt an online system | | |New Jersey, New Mexico, New York, North Carolina, |

| |NHTSA GMSS (Grant Management Solutions | | |Ohio, Oregon (2020), Pennsylvania, South Dakota, |

| |Suite) – electronic system development | | |Tennessee, Utah, Vermont, Wisconsin |

| |beginning with FY19 and optional for FY20 | | | |

** REFERENCES:

For GHSA Resource materials including MR Elements, Guidelines and other MR related materials, see GHSA Resources/SHSO Guidance at and in the Members Only website (required log in)

For NHTSA Resource materials, see NHTSA Highway Safety Grant Resources

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