2006 Head Start/Early Head Start Directors' Institute

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Text of 2006 Head Start/Early Head Start Directors' Institute

  • 1. Information Systems Integration in Head Start Management SystemsAdvanced Session Bernie M. Lagud Region IX Head Start TA Network

2. Getting to Know You

  • Your Name
  • Your Agency / State
  • Funded Enrollment
  • Tracking Software Used in Your Agency
  • What Modules Are in Use
    • ERSEA, Family Services, Health/Disabilities/MH, In-kind, Transportation, Professional Development, etc.

3. Objectives

  • Participants will be able todescribethe individualcomponentsof a managementinformation system(MIS) and their function in the nine Head Start systems.
  • Participants will be able toapplytheirexisting knowledgeof assessment, planning, and project management to their information systems.
  • Participants will be able toassesstheimplementationof an information system project

4. Information Systems keep you informed

  • Speedometer
  • Steering Wheel
  • Fuel Gauge
  • Clock
  • GPS Navigation
  • Engine Oil / Temp Gauge

Your Car... The Dashboard of Your Program... 5. What are Head Start Information Systems?

  • Head Start
    • Child Plus
    • COPA
      • Work flow automation
      • Intranet:file sharing, calendar, e-mail, applications
    • HSFIS/PROMIS
  • Community Action
    • CTK
      • Work flow automation
      • ROMA
      • Head Start
      • Intranet:file sharing, calendar, e-mail, applications

IS Concepts 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. IS Concepts

  • Data Collection
  • Data Entry
  • Compile / Process
  • Reporting
  • Analysis
  • Action
  • Evaluation
  • Planning

IS Concepts Info System QualityImprovement Process 8. IS Concepts Data Entry Data Collection Compile/Process Analysis Action Evaluation Planning 9. Data Flow and Q/A IS Concepts Conduct 45 Day Hearing Screening RecordResults Data Collection 45 DayHearing Screen Report Accuracy Completeness Accuracy Completeness Accuracy Completeness 10. 11. 12. Preventing Data Errors

  • Duplication Entries
  • Allowable Entries
  • Misspellings
  • Out of Range
  • Pre-fill
  • Maria Sanchez345-12-7890
  • MariaA.Sanchez345-12-7890
  • (M)ale; (F)emale; ( O )ther
  • California; Ca u lifornia
  • dates, ages, weight, height, score values, etc.
  • default values for common entry

Institute Controls at Collection & Entry IS Concepts 13. Report Samples 14. 15. 16. 17. 18. Analysis

  • Program Goals
  • Outcome Measures
  • Trends
  • Data Collection & Entry Errors
  • Employee Performance

19. Outcome Measuresfor Success

  • Family Services
    • Food, Clothing, Transportation, Adult Ed, Job Training, FPA
  • Personnel
    • Teachers with degrees, Ethnicity, Language, Professional Development
  • Fiscal
    • Admin Cost, In-kind
  • Child Development & Health
    • Child Outcomes Health & Dental Exams Screenings / Treatment,
  • ERSEA
    • ADA, CNA, Demographics, Full Enrollment

20. IntegratingHS & 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,DocumentManagement 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 PlansBudget 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 21. Information Technology

  • Head Start Specific Software (HS Databases)
  • Document Management
  • Project Management
  • Presentation Software/Hardware
  • Procedure Development Software
  • Fund Accounting
  • Graphing/Charting Software

IS Integration 22. HS Specific Software

  • COPA
    • Web based
    • Workflow automation
  • ChildPlus
    • PC/Web based
  • HSFIS
    • PC
  • PROMIS
    • Web based
  • Setup / Initial Fees
  • Subscriptions
  • Web Demos
  • T/TA
  • Annual Maintenance
  • Implementation

IS Integration 23. Document Management

  • Technology:
    • Digital Senders / Scanners
    • Network File/E-mail/Copy/Print Servers
  • Management Systems
    • File name protocols
    • Indexing
    • Security

IS Integration HP Digital Sender 24. Project Management

  • MS-Project
    • Simplifies project outlines, Gantt charting, calendaring
    • Resource assignment
    • Project tracking and reporting

IS Integration 25. Presentation / Training Technology

  • Computer/Intranet/Internet based Training: Adobe Captivate as used bySCCOE
  • Presentation Graphics: MS-PowerPoint
  • Data Projector
  • Web Meeting/Conference:WebEx
  • Web-based Learning Communities: ECLKC

IS Integration 26. Procedure Development Software IS Integration 27. IS Training & Technical Assistance Pros/Cons

  • Workshop Conference
  • Users Group
  • On-Site
  • Web based
  • Video Teleconference
  • Audio Teleconference
  • Computer Based Training

Application of IS 28. IT Rollout

  • rollout noun
  • 1.the first public showing of an aircraft.
  • 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.
  • Dictionary.com Unabridged (v 1.0.1) Based on the Random House Unabridged Dictionary, Random House, Inc. 2006.

Application of IS 29. Rollout

  • Is yourproductready for rollout?
    • Rollout Team
    • Implementation Plan & Schedule
    • Pilot-tested Written Procedures
      • Data entry/collection/reporting
      • Admin:security / user support
    • Staff Assignment / Skills Assessment
    • Training / Follow-up Help Desk (TA)
    • Monitoring / Progress Reporting
    • Feedback Mechanism

Application of IS 30. The Role of IT

  • There is NO computer:
    • Guru
    • Wizard
  • There are only:
    • IT Departments
    • IT Professionals

Application of IS 31. Top 10 Lis