Management Systems Advanced Session
Agenda <ul><li>IS Concepts </li></ul><ul><li>Integration of IS in  Head Start Systems </li></ul><ul><li>Application of IS ...
What are Information Systems? <ul><li>Head Start Information Systems </li></ul><ul><ul><li>Child Plus </li></ul></ul><ul><...
Data Processing Attendance For Classroom 2 Data Entry of Weekly Attendance Data into Database Who Was Absent? Why? How Man...
IS Concepts <ul><li>Data Collection </li></ul><ul><li>Data Entry </li></ul><ul><li>Compile / Process </li></ul><ul><li>Rep...
The Information System Engine Planning Analyze Data Entry Evaluation ACTION Data Collection Reporting
IS Concepts Data Entry Data Collection Compile/Process Analysis Action Evaluation Planning
The 5 “Ws” of Data Collection <ul><li>What ? </li></ul><ul><ul><li>Needs to be collected </li></ul></ul><ul><ul><li>Are th...
Data Flow and Q/A Conduct 45 Day Hearing Screening Record  Results Data Collection 45 Day  Hearing Screen Report Accuracy ...
Integrating  HS & IS IS Integration     Accounting, Budgeting, Payroll, Fiscal Reporting Fund Accounting Software GABI Fis...
Information Technology <ul><li>Document Management </li></ul><ul><li>Project Management </li></ul><ul><li>Presentation Sof...
HS Specific Software <ul><li>COPA </li></ul><ul><ul><li>Web based </li></ul></ul><ul><ul><li>Workflow automation </li></ul...
Document Management <ul><li>Technology: </li></ul><ul><ul><li>Digital Senders / Scanners </li></ul></ul><ul><ul><li>Networ...
Project Management <ul><li>MS-Project </li></ul><ul><ul><li>Simplifies project outlines, Gantt charting, calendaring </li>...
Presentation / Training Technology <ul><li>Computer/Intranet/Internet based Training:   Adobe Captivate as used by  SCCOE ...
IS Training & Technical Assistance – Pros/Cons <ul><li>Workshop Conference </li></ul><ul><li>Users Group </li></ul><ul><li...
IT Rollout <ul><li>roll‧out    –noun  </li></ul><ul><li>1.the first public showing of an aircraft.  </li></ul><ul><li>2. I...
Roll Out <ul><li>Is your  product  ready for roll out? </li></ul><ul><ul><li>Implementation Plan & Schedule </li></ul></ul...
The Role of IT <ul><li>There is NO computer: </li></ul><ul><ul><li>God </li></ul></ul><ul><ul><li>Guru </li></ul></ul><ul>...
Top 10 List for  Tech-Success <ul><li>Management Support & Oversight </li></ul><ul><li>Staff Training & Support </li></ul>...
Case Study Application of IS Agency IT Manager Grantee Agency Program  Director Operations Manager Education  Manager FCP ...
Resources <ul><li>Non-Profit Technology Planning, Resources, Software, Learning, Volunteer Coordination and more! </li></u...
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2006 Head Start/Early Head Start Directors' Institute

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  • Communications: HS Database[emergency contacts / general data source]
  • 2006 Head Start/Early Head Start Directors' Institute

    1. 1. Management Systems Advanced Session
    2. 2. Agenda <ul><li>IS Concepts </li></ul><ul><li>Integration of IS in Head Start Systems </li></ul><ul><li>Application of IS in Head Start </li></ul>
    3. 3. What are Information Systems? <ul><li>Head Start Information Systems </li></ul><ul><ul><li>Child Plus </li></ul></ul><ul><ul><li>COPA </li></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
    4. 4. Data Processing 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, Clasroom 2, 11/1/06 – 11/5/06 IS Concepts INPUT OUTPUT Process Storage DATA Information
    5. 5. 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
    6. 6. The Information System Engine Planning Analyze Data Entry Evaluation ACTION Data Collection Reporting
    7. 7. IS Concepts Data Entry Data Collection Compile/Process Analysis Action Evaluation Planning
    8. 8. The 5 “Ws” of Data Collection <ul><li>What ? </li></ul><ul><ul><li>Needs to be collected </li></ul></ul><ul><ul><li>Are the challenges </li></ul></ul><ul><li>Why? </li></ul><ul><ul><li>Is it being collected </li></ul></ul><ul><li>Who? </li></ul><ul><ul><li>Should be involved </li></ul></ul><ul><ul><li>Needs this data </li></ul></ul><ul><li>When? </li></ul><ul><ul><li>Is it done </li></ul></ul><ul><li>Where? </li></ul><ul><ul><li>Is it located </li></ul></ul>Data Collection
    9. 9. Data Flow and Q/A Conduct 45 Day Hearing Screening Record Results Data Collection 45 Day Hearing Screen Report Accuracy Completeness Accuracy Completeness Accuracy Completeness
    10. 10. Integrating HS & IS IS Integration     Accounting, Budgeting, Payroll, Fiscal Reporting Fund Accounting Software GABI Fiscal Assistant Fiscal     ERSEA HS Database ERSEA   Staff Evaluations, Professional Development HS Database HR/Professional Development Software HR   ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Development, etc.   HS Database Fund Accounting Software Self Assessment   ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Development, etc. HS Database Fund Accounting Software Ongoing Monitoring   ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Development, etc. HS Database Fund Accounting Software Document Management Record Keeping & Reporting   Internal/External: Parents, Community, Vendors, RO, Delegates, Staff Protocols/Roles/Responsibilities Marketing E-mail, Video Conferencing, Document Management HS Database Communications   CNA, PIR, PRISM, HS Database Monitoring/Self Assessment Staff Evaluations Service Area Plans Budget MS-Project HS Database Fund Accounting Software Procedure Development / Management Software Planning   Board/PC Training & Meetings Reports: CNA, ERSEA, Budget Personnel Procedures HS Database Graph/Charting Software Fund Accounting Software Presentation Graphics(PPT) Program Governance Staff Program Needs Information Technology  
    11. 11. Information Technology <ul><li>Document Management </li></ul><ul><li>Project Management </li></ul><ul><li>Presentation Software/Hardware </li></ul><ul><li>Head Start Specific Software (HS Databases) </li></ul><ul><li>Procedure Development Software </li></ul><ul><li>Fund Accounting </li></ul><ul><li>Graphing/Charting Software </li></ul>IS Integration
    12. 12. 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
    13. 13. 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
    14. 14. 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
    15. 15. 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
    16. 16. 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
    17. 17. 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
    18. 18. Roll Out <ul><li>Is your product ready for roll out? </li></ul><ul><ul><li>Implementation Plan & Schedule </li></ul></ul><ul><ul><li>Pilot-tested Written Procedures </li></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
    19. 19. The Role of IT <ul><li>There is NO computer: </li></ul><ul><ul><li>God </li></ul></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
    20. 20. 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
    21. 21. Case Study Application of IS Agency IT Manager Grantee Agency Program Director Operations Manager Education Manager FCP Manager Site Supervisors Health Manager Nutritionist Health Coordinator FCP Staff ERSEA Staff Fiscal Manager Teaching Staff Facilities Manager Shared Decision Making Program Agency Coordination Disabilities Manager Policy Council Administrative Assistant Board of Directors
    22. 22. 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>
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