Cape Cod Child Development has brought Lean Six Sigma to the nonprofit world! Watch this 30 minute success story webinar to learn how Brenda MacIsaac improves reporting accuracy from 50% to 98%.

1. Improving In-Kind Reporting
Accuracy by 100%
Presented by Brenda Maclsaac
Preschool Program Administrator
Cape Cod Child Development

2. About Our Presenter
• Preschool Program
Administrator
• Cape Cod Child Development
Brenda Maclsaac

3. SIX SIGMA GREEN BELT
PROJECT STORYBOARD –
ACCURATE IN-KIND REPORTING
BRENDA MACISAAC

4. IN-KIND DEFINITION & PROJECT IMPORTANCE
• IN-KIND DEFINITION – Non-personnel expenses (i.e. Classroom space, utilities,
kitchens, etc.) and Volunteer hours must equal to 20% of our requested grant funds
in order to qualify for the receipt of funds from the federal government. Our
federal grant is $3,088,215 so we must account for $772,054 in In-kind donations
• PROJECT IMPORTANCE - Accurate non-federal share reporting is essential for the
receipt of federal grant funds to support the Head Start Component of CCCDP. It
is important to realign the process with federal expectations before auditing occurs.
The main financial benefit is continuation of grant funds.

5. PROJECT CHARTER
Phase Planned Actual
Define: 29-Mar 25-Apr
Measure: 26-Apr 23-May
Analyze: 24-May 26-Jun
Improve: 27-Jun 25-Jul
Control: 26-Jul 24-Aug
Process Start: Position Person
Process End: Team Lead Brenda MacIsaac 80%
In: Sponsor Anne Colwell 5%
Team Member Barbara Kozma 5%
Out: Team Member Sonia Schonning 5%
Team Member Rob Mucha 5%
In-kind and non-federal share data is reported to the
federal government
Historically report on processes, Change of forms,
change of calculations on in-kind forms, training on new
forms, tracking of non-federal share, possibly audit
responsibilities
IT Issues, Personnel Issues, Legal Issues
Goal Statement Timeline
The goal is to increase the accuracy of non-federal funds in-kind
bookkeeping from 51% accuracy to 100% accuracy by September 1, 2017
Scope Team Members
Grant determines Non-federal requirement, Lead
Teachers complete the In-kind form
Time Commitment
Project Charter
Project Name: Increasing the accuracy of non-federal share reporting
Problem Statement Business Case & Benefits
In the last six months, in-kind receipts have been received sporadically, not
filled out completely, and regularly contain inaacurate financial data. Current
cycle time can take 20 days in a 30 day cycle which interrupts completion
of the non-federal share calculation, Federal funding could be at risk with
inaccurate data management systems in place. The cycle time of In-kind
processing is affected by the difficulty of completeing in-kind forms
accurately
Accurate non-federal share reporting is essential for the receipt of federal grant funds
to support the Head Start Component of CCCDP. It is important to realign the
process with federal expectations bfore auditing occurs. The main financial benefit is
continuation of grant funds

6. GOAL STATEMENT
The goal is to increase the accuracy of
non-federal funds in-kind bookkeeping
from 51% accuracy to 100% accuracy
by September 1, 2017

7. Work Space:
Process or Activity:
Process Step
Work
Time
Walk
Time
Distance
Walked
Completion of in kind 60 5
Submit to Center Manager for
signature 15 5
Submit to PPA 15 90
Complete Excell/Submit 120 0
Submit to Fed Gov't. 30 0
= Original Process
= Rework
= Secondary Process
Totals 240 100 0
Spaghetti Map
Individual at seven sites, Processing at Admin offices Name: Brenda MacIsaac
Non-Federal Share Date: 8-May-17
Workplace Layout
(add equipment and furniture)
Total Cycle Time (minutes) Walking Time (minutes) Walking Distance (feet)
340 100 0
DP I DP II DP III F I
CV V
CV I
H I
F II
CV II
CV III
H IIF III
B/S I
CV IV WY I
H III
H IV
WY II
W III
WM II
W II
WY III
WM I
W I
Preschool Program
Administrator
DP Center
Manager
W Center
Manager
CV Center
Manager
F Center
Manager
WM/B
Regional
H Center
Manager
WY Center
Manager
Chief financial
Officer/Cheif education
Officer
Federal Government
Take Away: The previous process created several rework loops due to inaccuracies on the completed forms, which results in
loss of time and possible loss of in-kind dollars captured.

8. PARETO CHART OF FIELD DATA ERRORS – NON-PERSONNEL
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0
5
10
15
20
25
30
35
Utilities
ClassroomSpace
#ofKitchens
#ofHealthRooms
DonatedFoodValue
DonatedOtherEquipment
DonatedToyValue
NoCostTraining
Other
AverageofErrors-January,february,March2017
Error Categories
# of Errors on the Non-personnel In-kind Section
Take Away: Field error on the In-kinds Sheet was the highest in the utilities field of the
Non-personnel section

9. PARETO CHART OF FIELD DATA ERRORS – VOLUNTEER
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
0
1
2
Parent/CommunityVolunteer
DentalHygienist
Interpreter
OccupationalTherapist
Other
PhysicalTherapist
Psychologist/SocialWorker
SignLanguage
SpeechTherapist
AverageofErrors-January,February,March2017
In-kind Categories
% of Errors on the Volunter In-kind Section
Take Away: Field error on the In-kinds Sheet was the highest in the Parent/Community
Volunteer field of the Volunteer section.

10. Fishbone Diagram
Systems Process
Too many
rew ork loops
Forms
innacurate formulas
Too many
misunderstood
categories on the in-
kind sheet
Submit
inaccurate/partially
filled out forms
lacking
understanding of
form
Employes are
lacking
understanding of
Non-federal share
& its importance
People Policies Place
Inaccurate
In-kinds
Too much variance
in how forms are
turned in to PPA
Take Away: The top 3 concerns to be addressed were inaccurate forms, too many vague
categories, lack of knowledge about the forms use/purpose. A more concise form was
needed and staff training supported understanding.
11
2
13

11. IN-KIND SHEET
In-Kind: Documentation of Donated Time, Goods and Services
PRESCHOOL PROGRAM IN KIND INFORMATION
_________________________ ______________
Center/ Classroom Month / Date / Year submitted:
West Main St. (identify I or II): (Formula = $375.41 x # of kids)
Preschool (Formula = 29.75 x # of kids x # of days)
Identify: Falmouth, Hyannis or West Yarmouth Preschool:
Classroom space valued at $ Per month
Less rent paid (if any) $ Per month
Rent: In Kind $
Utilities (per month: heat, lights, etc.)
Number of health rooms at $50.00 Per month (divide if multiple classroom site)
Number of kitchens at $80.00 Per month (multiple sites-divide by # of classrooms)
Donated food valued at (please specify on attached form)
Donated toys valued at (please specify on attached form)
Donated other equipment valued at (please specify on attached form)
No cost trainings (workshops, seminars, etc.)
Other: (please specify on attached form)
Sub total: Non Personnel
________________________
Signature of Lead Teacher Date submitted Supervisors Approval
Total # of hours
per month
Volunteer Title Rate per hour Total Value
Interpreter $18.40
Parent/Community Volunteer
(attached sign up sheet)
$10.30
Psychologist/Social Worker $44.00
Sign Language $40.00
Speech Therapist $52.00
Dental Hygienist 45.00
Physical Therapist $48.00
Occupational Therapist $44.00
Other (Please specify)
Sub total from Non-Personnel
Total from volunteers
Total
• The original In-kind sheet
had blank amounts in the
rent (2) , utilities, health
rooms, and kitchen fields
(3). It also displayed two
space formulas that relate
to three sites (1). The
format was confusing
(based on staff survey)
and was often completed
incorrectly (based on data
observation).
1
2
3

12. SAMPLE IN-KIND IMPROVEMENTS
In-Kind: Documentation of Donated Time, Goods and Services
BOURNE PRESCHOOL PROGRAM IN KIND INFORMATION
Classroom # Month / Date / Year submitted:
Rent $ 250.00
Utilities (per month: heat, lights, etc.) $335.37
Number of health rooms at $50.00 Per month (divide if multiple classroom site) $0
Number of kitchens at $80.00 Per month (multiple sites-divide by # of classrooms)
$80.00
Donated Value of :
food
toys
equipment (please itemize on reverse)
No cost trainings (workshops, seminars, etc.)
Sub total: Non Personnel
Signature of Lead Teacher Date submitted Supervisors Approval
Total # of hours
per month
Volunteer Title Rate per hour Total Value
Interpreter $18.40
Parent/Community Volunteer
(attached sign up sheet)
$10.50
Psychologist/Social Worker $44.00
Sign Language $40.00
Speech Therapist $52.00
Dental Hygienist
$45.00
Physical Therapist
$48.00
Occupational Therapist $44.00
Other (Please specify)
Sub total from Non-Personnel
Total from volunteers
Total
NOTE: Static fields are now
pre-filled to prevent confusion
and each center has its own
form with center relevant
information to prevent confusion
and reporting inaccuracies.

13. NOTE: Static fields are now
pre-filled to prevent confusion
& only one formula is present
on the Hyannis form to prevent
confusion.
In-Kind: Documentation of Donated Time, Goods and Services
HYANNIS PRESCHOOL PROGRAM IN KIND INFORMATION
Classroom # Month / Date / Year submitted:
Preschool Space (Formula = 29.75 x # of kids x # of days) $
Utilities (per month: heat, lights, etc.) $134.62
Number of health rooms at $50.00 Per month (divide if multiple classroom site) $12.50
Number of kitchens at $80.00 Per month (multiple sites-divide by # of classrooms)
$0
Donated Value of :
food
toys
equipment
No cost trainings (workshops, seminars, etc.)
Sub total: Non Personnel
Signature of Lead Teacher Date submitted Supervisors Approval
Total # of hours
per month
Volunteer Title Rate per hour Total Value
Interpreter $18.40
Parent/Community Volunteer
(attached sign up sheet)
$10.50
Psychologist/Social Worker $44.00
Sign Language $40.00
Speech Therapist $52.00
Dental Hygienist
$45.00
Physical Therapist
$48.00
Occupational Therapist $44.00
Other (Please specify)
Sub total from Non-Personnel
Total from volunteers
Total

14. IMPROVED SPAGHETTI MAP
Work Space:
Process or Activity:
Process Step
Work
Time
Walk
Time
Distance
Walked
Completion of in kind 60 5
Submit to Center Manager for
signature 15 5
Submit to PPA 15 90
Complete Excell/Submit 120 0
Submit to Fed Gov't. 30 0
= Original Process
= Rework
= Secondary Process
Totals 240 100 0
Workplace Layout
(add equipment and furniture)
Total Cycle Time (minutes) Walking Time (minutes) Walking Distance (feet)
340 100 0
Spaghetti Map "To be" 07/12/17
Individual at seven sites, Processing at Admin offices Name: Brenda MacIsaac
Non-Federal Share Date: 8-May-17
DP I DP II DP III F I
CV V
CV I
H I
F II
CV II
CV III
H IIF III
B/S I
CV IV WY I
H III
H IV
WY II
W III
WM II
W II
WY III
WM I
W I
Preschool Program
Administrator
DP Center
Manager
W Center
Manager
CV Center
Manager
F Center
Manager
WM/B
Regional
H Center
Manager
WY Center
Manager
Chief financial
Officer/Cheif education
Officer
Federal Government

15. June Data July Data
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
100.00%
110.00%
BOXPLOT JUNE DATA VS. JULY DATA
% OF CORRECT IN-KINDS REPORTED
Take Away: June’s data (pre-implementation) showed a 50% rate of correct forms
while July’s data (post-implementation) shows a 98% rate of correct forms.

16. ONGOING DATA RUN CHART
Take Away: June’s data (pre-implementation) showed a 50% rate of correct forms
while July’s data (post-implementation) shows a 98% rate of correct forms. Every
month since has had 100%.
SigmaXLChartSheet SigmaXLControl Charts
Median: 1.00
50%
55%
60%
65%
70%
75%
80%
85%
90%
95%
100%
RunChart:PercentofIn-KindsCompleted
Accurately

17. BENEFITS & LESSON LEARNED
Benefits
• 3 Days of labor saved monthly! Equal to an
average of $480 labor savings a month or
$5760 labor savings per year.
• The changed Utility field will increase In-
kinds by $40,500 annually.
• Correct reporting on classroom space will
increase in-kinds from $1,043,553 to
$1,152,000 annually. A $108,446 increase.
• Reduced confusion about form fields and
appropriate data for those fields
• Increased staff wide understanding of the
purpose behind non-federal share and the
importance of accurate in-kind reporting.
• Proof of ongoing overage in In-Kinds helps to
support a request for an increase in Federal
Grant Funding
Lessons Learned
• Assessment of staff understanding is imperative
before initiating change
• Having staff support on process changes increase
the acceptance of changes and promotes moral

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