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2006 Head Start/Early Head Start Directors' Institute


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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> 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 </li></ul></ul><ul><li>Head Start Software Vendors </li></ul><ul><ul><li>COPA </li></ul></ul><ul><ul><li>ChildPlus </li></ul></ul><ul><ul><li>Cleverex (PROMIS / HSFIS) </li></ul></ul><ul><li>HR Software </li></ul><ul><ul><li>Sage HR Management </li></ul></ul><ul><ul><li>Brightmove, web based </li></ul></ul><ul><ul><li>TK8, small-medium orgs </li></ul></ul><ul><ul><li>ADP </li></ul></ul><ul><li>Non-Profit Accounting Software </li></ul><ul><ul><li>Sage MIP </li></ul></ul><ul><ul><li>Fundware </li></ul></ul><ul><ul><li>Accufund </li></ul></ul><ul><li>Policy & Procedure Development </li></ul><ul><ul><li>Center for Community Futures </li></ul></ul><ul><li>Technology Grants / Funding Sources </li></ul><ul><ul><li>E-rate </li></ul></ul><ul><ul><li>GrantsAlert </li></ul></ul><ul><ul><li>GFO </li></ul></ul><ul><ul><li>Michigan State </li></ul></ul>