2006 Head Start/Early Head Start Directors' Institute


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  • Overview Synthesis groups Planner Hand outs CDROM This presentation will be posted on the ECLKC
  • Information Systems and the Dashboard metaphor Steering wheel - direction of the program Fuel gauge Radio – communication Gaps navigation – community assessment Trip computer – when will I get there Keeps you alerted to strengths and weaknesses in your program
  • Examples of What are you using
  • Old data processing focus
  • Now we see data processing in terms of information systems Describe slide Introduce handouts
  • Go over Data Collection & Entry handouts
  • Introduce Reports Handouts I’ll show you a series of reports next – lets keep the aspects of who what where when and why as we look at them Audience of the report – what style is best for policy council, board members, staff, community members
  • Have groups complete the analysis handout
  • Chart with examples from group FS – referrals, reduction in homelessness, increase in job training Personnel – turnover rate reduced, absenteeism reduced Fiscal – inkind at or above 20%, 15% admin cost rate Compliance – licensing, PRISM Child Development – outcomes, 90/45 day screenings, NRS ERSEA – full enrollment, attendance, waitlist, selection criteria, demographics Have groups complete the ACTION handout
  • Communications: HS Database[emergency contacts / general data source]
  • Decision making measuring success
  • Introduce Roles & Resp Handout
  • 2006 Head Start/Early Head Start Directors' Institute

    1. 1. Information Systems Integration in Head Start Management Systems Advanced Session Bernie M. Lagud Region IX Head Start TA Network
    2. 2. Getting to Know You <ul><li>Your Name </li></ul><ul><li>Your Agency / State </li></ul><ul><li>Funded Enrollment </li></ul><ul><li>Tracking Software Used in Your Agency </li></ul><ul><li>What Modules Are in Use </li></ul><ul><ul><li>ERSEA, Family Services, Health/Disabilities/MH, In-kind, Transportation, Professional Development, etc. </li></ul></ul>
    3. 3. Objectives <ul><li>Participants will be able to describe the individual components of a management information system (MIS) and their function in the nine Head Start systems. </li></ul><ul><li>Participants will be able to apply their existing knowledge of assessment, planning, and project management to their information systems. </li></ul><ul><li>Participants will be able to assess the implementation of an information system project </li></ul>
    4. 4. Information Systems keep you informed… <ul><li>Speedometer </li></ul><ul><li>Steering Wheel </li></ul><ul><li>Fuel Gauge </li></ul><ul><li>Clock </li></ul><ul><li>GPS Navigation </li></ul><ul><li>Engine Oil / Temp Gauge </li></ul>Your Car... The Dashboard of Your Program...
    5. 5. What are Head Start Information Systems? <ul><li>Head Start </li></ul><ul><ul><li>Child Plus </li></ul></ul><ul><ul><li>COPA </li></ul></ul><ul><ul><ul><li>Work flow automation </li></ul></ul></ul><ul><ul><ul><li>Intranet: file sharing, calendar, e-mail, applications </li></ul></ul></ul><ul><ul><li>HSFIS/PROMIS </li></ul></ul><ul><li>Community Action </li></ul><ul><ul><li>CTK </li></ul></ul><ul><ul><ul><li>Work flow automation </li></ul></ul></ul><ul><ul><ul><li>ROMA </li></ul></ul></ul><ul><ul><ul><li>Head Start </li></ul></ul></ul><ul><ul><ul><li>Intranet: file sharing, calendar, e-mail, applications </li></ul></ul></ul>IS Concepts
    6. 6. Data Processing INPUT OUTPUT Storage DATA Information Attendance For Classroom 2 Data Entry of Weekly Attendance Data into Database Who Was Absent? Why? How Many Meals Consumed Last Quarter/Year? At What Reimbursement Rate? Look up on screen or paper report 16 Present, 1 Excused Absence, 10 snacks @ Free rate, 6 @ Reduced, Center 5, Classroom 2, 11/1/06 – 11/5/06 IS Concepts Process
    7. 7. IS Concepts <ul><li>Data Collection </li></ul><ul><li>Data Entry </li></ul><ul><li>Compile / Process </li></ul><ul><li>Reporting </li></ul><ul><li>Analysis </li></ul><ul><li>Action </li></ul><ul><li>Evaluation </li></ul><ul><li>Planning </li></ul>IS Concepts Info System Quality Improvement Process
    8. 8. IS Concepts Data Entry Data Collection Compile/Process Analysis Action Evaluation Planning
    9. 9. Data Flow and Q/A IS Concepts Conduct 45 Day Hearing Screening Record Results Data Collection 45 Day Hearing Screen Report Accuracy Completeness Accuracy Completeness Accuracy Completeness
    10. 12. Preventing Data Errors <ul><li>Duplication Entries </li></ul><ul><li>Allowable Entries </li></ul><ul><li>Misspellings </li></ul><ul><li>Out of Range </li></ul><ul><li>Pre-fill </li></ul><ul><li>Maria Sanchez 345-12-7890 </li></ul><ul><li>Maria A. Sanchez 345-12-7890 </li></ul><ul><li>(M)ale; (F)emale; ( O )ther </li></ul><ul><li>California; Ca u lifornia </li></ul><ul><li>dates, ages, weight, height, score values, etc. </li></ul><ul><li>default values for common entry </li></ul>Institute Controls at Collection & Entry IS Concepts
    11. 13. Report Samples
    12. 18. Analysis <ul><li>Program Goals </li></ul><ul><li>Outcome Measures </li></ul><ul><li>Trends </li></ul><ul><li>Data Collection & Entry Errors </li></ul><ul><li>Employee Performance </li></ul>
    13. 19. Outcome Measures for Success <ul><li>Family Services </li></ul><ul><ul><li>Food, Clothing, Transportation, Adult Ed, Job Training, FPA </li></ul></ul><ul><li>Personnel </li></ul><ul><ul><li>Teachers with degrees, Ethnicity, Language, Professional Development </li></ul></ul><ul><li>Fiscal </li></ul><ul><ul><li>Admin Cost, In-kind </li></ul></ul><ul><li>Child Development & Health </li></ul><ul><ul><li>Child Outcomes Health & Dental Exams Screenings / Treatment, </li></ul></ul><ul><li>ERSEA </li></ul><ul><ul><li>ADA, CNA, Demographics, Full Enrollment </li></ul></ul>
    14. 20. Integrating HS & IS IS Integration Fund Accounting Software GABI Fiscal Assistant   Accounting, Budgeting, Payroll, Fiscal Reporting Fiscal HS Database   ERSEA ERSEA HS Database, Project Solar HR/Professional Development Software Staff Evaluations, Professional Development HR HS Database Fund Accounting Software ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.   Self Assessment HS Database Fund Accounting Software ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc. Ongoing Monitoring HS Database Fund Accounting Software Document Management ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc. Record Keeping & Reporting E-mail, Video Conferencing, Document Management HS Database Internal/External: Parents, Community, Vendors, RO, Delegates, Staff Protocols/Roles/Responsibilities Marketing Communications MS-Project HS Database Fund Accounting Software Procedure Development / Management Software CNA, PIR, PRISM, HS Database Monitoring/Self Assessment Staff Evaluations Service Area Plans Budget Planning HS Database Graph/Charting Software Fund Accounting Software Presentation Graphics(PPT) Board/PC Training & Meetings Reports: CNA, ERSEA, Budget Personnel Procedures Program Governance Information Technology Program Needs  
    15. 21. Information Technology <ul><li>Head Start Specific Software (HS Databases) </li></ul><ul><li>Document Management </li></ul><ul><li>Project Management </li></ul><ul><li>Presentation Software/Hardware </li></ul><ul><li>Procedure Development Software </li></ul><ul><li>Fund Accounting </li></ul><ul><li>Graphing/Charting Software </li></ul>IS Integration
    16. 22. HS Specific Software <ul><li>COPA </li></ul><ul><ul><li>Web based </li></ul></ul><ul><ul><li>Workflow automation </li></ul></ul><ul><li>ChildPlus </li></ul><ul><ul><li>PC/Web based </li></ul></ul><ul><li>HSFIS </li></ul><ul><ul><li>PC </li></ul></ul><ul><li>PROMIS </li></ul><ul><ul><li>Web based </li></ul></ul><ul><li>Setup / Initial Fees </li></ul><ul><li>Subscriptions </li></ul><ul><li>Web Demos </li></ul><ul><li>T/TA </li></ul><ul><li>Annual Maintenance </li></ul><ul><li>Implementation </li></ul>IS Integration
    17. 23. Document Management <ul><li>Technology: </li></ul><ul><ul><li>Digital Senders / Scanners </li></ul></ul><ul><ul><li>Network File/E-mail/Copy/Print Servers </li></ul></ul><ul><li>Management Systems </li></ul><ul><ul><li>File name protocols </li></ul></ul><ul><ul><li>Indexing </li></ul></ul><ul><ul><li>Security </li></ul></ul>IS Integration HP Digital Sender
    18. 24. Project Management <ul><li>MS-Project </li></ul><ul><ul><li>Simplifies project outlines, Gantt charting, calendaring </li></ul></ul><ul><ul><li>Resource assignment </li></ul></ul><ul><ul><li>Project tracking and reporting </li></ul></ul>IS Integration
    19. 25. Presentation / Training Technology <ul><li>Computer/Intranet/Internet based Training: Adobe Captivate as used by SCCOE </li></ul><ul><li>Presentation Graphics: MS-PowerPoint </li></ul><ul><li>Data Projector </li></ul><ul><li>Web Meeting/Conference: WebEx </li></ul><ul><li>Web-based Learning Communities: ECLKC </li></ul>IS Integration
    20. 26. Procedure Development Software IS Integration
    21. 27. IS Training & Technical Assistance – Pros/Cons <ul><li>Workshop Conference </li></ul><ul><li>Users Group </li></ul><ul><li>On-Site </li></ul><ul><li>Web based </li></ul><ul><li>Video Teleconference </li></ul><ul><li>Audio Teleconference </li></ul><ul><li>Computer Based Training </li></ul>Application of IS
    22. 28. IT Rollout <ul><li>roll‧out   –noun </li></ul><ul><li>1.the first public showing of an aircraft. </li></ul><ul><li>2. Informal. the introduction or inauguration of a new product or service, as by an advertising campaign, public announcement, or exhibition: the most lavish rollout in soft-drink history. </li></ul><ul><li>Dictionary.com Unabridged (v 1.0.1) Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006. </li></ul>Application of IS
    23. 29. Rollout <ul><li>Is your product ready for rollout? </li></ul><ul><ul><li>Rollout Team </li></ul></ul><ul><ul><li>Implementation Plan & Schedule </li></ul></ul><ul><ul><li>Pilot-tested Written Procedures </li></ul></ul><ul><ul><ul><li>Data entry/collection/reporting </li></ul></ul></ul><ul><ul><ul><li>Admin: security / user support </li></ul></ul></ul><ul><ul><li>Staff Assignment / Skills Assessment </li></ul></ul><ul><ul><li>Training / Follow-up Help Desk (TA) </li></ul></ul><ul><ul><li>Monitoring / Progress Reporting </li></ul></ul><ul><ul><li>Feedback Mechanism </li></ul></ul>Application of IS
    24. 30. The Role of IT <ul><li>There is NO computer: </li></ul><ul><ul><li>Guru </li></ul></ul><ul><ul><li>Wizard </li></ul></ul><ul><li>There are only: </li></ul><ul><ul><li>IT Departments </li></ul></ul><ul><ul><li>IT Professionals </li></ul></ul>Application of IS
    25. 31. Top 10 List for Tech-Success <ul><li>Management Support & Oversight </li></ul><ul><li>Staff Training & Support </li></ul><ul><li>IT Staff Understand the Head Start Mission </li></ul><ul><li>Authority to Implement </li></ul><ul><li>Feasibility Study - Cost/Benefits (ROI) </li></ul><ul><li>Integrated Program & Technology Assessment & Planning </li></ul><ul><li>Testing: Initial & Pilot </li></ul><ul><li>“ Packaged” Rollout of Tech Projects </li></ul><ul><li>Written, Integrated Program & IS Procedures </li></ul><ul><li>Hardware & Software Standards </li></ul>Application of IS
    26. 32. Resources <ul><li>Non-Profit Technology Planning, Resources, Software, Learning, Volunteer Coordination and more! </li></ul><ul><ul><li>Techsoup www.techsoup.org </li></ul></ul><ul><li>Head Start Software Vendors </li></ul><ul><ul><li>COPA www.mycopa.org </li></ul></ul><ul><ul><li>ChildPlus www.childplus.org </li></ul></ul><ul><ul><li>Cleverex (PROMIS / HSFIS) www.cleverex.com </li></ul></ul><ul><li>HR Software </li></ul><ul><ul><li>Sage HR Management www.sagesoftware.com </li></ul></ul><ul><ul><li>Brightmove, web based www.brightmove.com </li></ul></ul><ul><ul><li>TK8, small-medium orgs www.TK8.com </li></ul></ul><ul><ul><li>ADP www.adp.com </li></ul></ul><ul><li>Non-Profit Accounting Software </li></ul><ul><ul><li>Sage MIP www.sagenonprofit.com </li></ul></ul><ul><ul><li>Fundware www.fundware.com </li></ul></ul><ul><ul><li>Accufund www.accufund.com </li></ul></ul><ul><li>Policy & Procedure Development </li></ul><ul><ul><li>Center for Community Futures www.cencomfut.com </li></ul></ul><ul><li>Technology Grants / Funding Sources </li></ul><ul><ul><li>E-rate www.universalservice.org/sl/default.aspx </li></ul></ul><ul><ul><li>GrantsAlert www.grantsalert.com </li></ul></ul><ul><ul><li>GFO www.grants.gov </li></ul></ul><ul><ul><li>Michigan State www.lib.msu.edu/harris23/grants/2comptec.htm </li></ul></ul>