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2006 Head Start/Early Head Start Directors’ Institute Leading With A Vision: Managing Change & Creating Quality Information Systems Information Systems Integration in Head Start Integration in Head Start Management Systems Management Systems Advanced Session Advanced Session Bernie M. Lagud Bernie M. Lagud Region IX Head Start TA Network Region IX Head Start TA Network

2006 Head Start/Early Head Start Directors' Institute

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Page 1: 2006 Head Start/Early Head Start Directors' Institute

2006 Head Start/Early Head Start Directors’ Institute

Leading With A Vision: Managing Change & Creating Quality

Information Systems Information Systems Integration in Head StartIntegration in Head Start

Management Systems Management Systems Advanced SessionAdvanced Session

Bernie M. LagudBernie M. LagudRegion IX Head Start TA NetworkRegion IX Head Start TA Network

Page 2: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Getting to Know YouGetting to Know You

• Your NameYour Name• Your Agency / StateYour Agency / State• Funded EnrollmentFunded Enrollment• Tracking Software Used in Your Tracking Software Used in Your

AgencyAgency• What Modules Are in UseWhat Modules Are in Use

– ERSEA, Family Services, ERSEA, Family Services, Health/Disabilities/MH, In-kind, Health/Disabilities/MH, In-kind, Transportation, Professional Transportation, Professional Development, etc.Development, etc.

Page 3: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

ObjectivesObjectives

• Participants will be able to Participants will be able to describedescribe the individual the individual componentscomponents of a management of a management information information systemsystem (MIS) and their function in the nine Head (MIS) and their function in the nine Head Start systems.Start systems.

• Participants will be able to Participants will be able to applyapply their their existingexisting knowledgeknowledge of assessment, planning, and project of assessment, planning, and project management to their information systems.management to their information systems.

• Participants will be able to Participants will be able to assessassess the the implementationimplementation of an information system project of an information system project

Page 4: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

•Speedometer

•Steering Wheel

•Fuel Gauge

•Clock

•GPS Navigation

•Engine Oil / Temp Gauge

Information Systems Information Systems keep you informed…keep you informed…

Page 5: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

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

Page 6: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Data Processing

DATADATA

InformationInformation

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

Page 7: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

IS Concepts

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

Page 8: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Data EntryData Collection

Compile/Process

Analysis

Action

Evaluation

Planning

Page 9: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Data Flow and Q/A

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Page 12: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Preventing Data ErrorsPreventing Data Errors

• Duplication Entries

• Allowable Entries

• Misspellings

• Out of Range

• Pre-fill

Maria Sanchez Maria Sanchez 345-12-7890345-12-7890

Maria Maria A.A. Sanchez Sanchez 345-12-7890345-12-7890

(M)ale; (F)emale; ((M)ale; (F)emale; (OO)ther)ther

California; CaCalifornia; Cauulifornialifornia

dates, ages, weight, height, dates, ages, weight, height, score values, etc.score values, etc.

default values for common default values for common entryentry

Institute Controls at Collection & Entry

Page 13: 2006 Head Start/Early Head Start Directors' Institute

Report SamplesReport Samples

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Page 18: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

AnalysisAnalysis

• Program GoalsProgram Goals• Outcome MeasuresOutcome Measures• TrendsTrends• Data Collection & Entry Data Collection & Entry

ErrorsErrors• Employee PerformanceEmployee Performance

Page 19: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Outcome Measures for 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

Page 20: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Fund Accounting SoftwareFund Accounting SoftwareGABIGABIFiscal AssistantFiscal Assistant

Accounting, Budgeting, Payroll, Fiscal ReportingAccounting, Budgeting, Payroll, Fiscal ReportingFiscalFiscal

HS DatabaseHS Database ERSEAERSEAERSEAERSEA

HS Database, Project SolarHS Database, Project SolarHR/Professional Development SoftwareHR/Professional Development Software

Staff Evaluations, Professional DevelopmentStaff Evaluations, Professional DevelopmentHRHR

HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting Software

ERSEA, Health, MH, Disabilities, Family Services, ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.In-kind, Professional Development, etc. Self AssessmentSelf Assessment

HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting Software

ERSEA, Health, MH, Disabilities, Family Services, ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.In-kind, Professional Development, etc.

Ongoing Ongoing MonitoringMonitoring

HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareDocument ManagementDocument Management

ERSEA, Health, MH, Disabilities, Family Services, ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.In-kind, Professional Development, etc.Record Keeping Record Keeping

& Reporting& Reporting

E-mail, Video Conferencing, E-mail, Video Conferencing, Document ManagementDocument ManagementHS DatabaseHS Database

Internal/External: Parents, Community, Vendors, Internal/External: Parents, Community, Vendors, RO, Delegates, StaffRO, Delegates, StaffProtocols/Roles/ResponsibilitiesProtocols/Roles/ResponsibilitiesMarketingMarketing

CommunicationsCommunications

MS-ProjectMS-ProjectHS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareProcedure Development / Management Procedure Development / Management SoftwareSoftware

CNA, PIR, PRISM, HS DatabaseCNA, PIR, PRISM, HS DatabaseMonitoring/Self AssessmentMonitoring/Self AssessmentStaff EvaluationsStaff EvaluationsService Area Plans Service Area Plans BudgetBudget

PlanningPlanning

HS DatabaseHS DatabaseGraph/Charting SoftwareGraph/Charting SoftwareFund Accounting SoftwareFund Accounting SoftwarePresentation Graphics(PPT)Presentation Graphics(PPT)

Board/PC Training & MeetingsBoard/PC Training & MeetingsReports: CNA, ERSEA, BudgetReports: CNA, ERSEA, BudgetPersonnel ProceduresPersonnel Procedures

Program Program GovernanceGovernance

Information TechnologyInformation TechnologyProgram NeedsProgram Needs

Page 21: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Information TechnologyInformation Technology

• Head Start Specific Software (HS Head Start Specific Software (HS Databases)Databases)

• Document ManagementDocument Management• Project ManagementProject Management• Presentation Software/HardwarePresentation Software/Hardware• Procedure Development SoftwareProcedure Development Software• Fund AccountingFund Accounting• Graphing/Charting Software Graphing/Charting Software

Page 22: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

HS Specific SoftwareHS Specific Software

• COPACOPA– Web basedWeb based– Workflow Workflow

automationautomation

• ChildPlusChildPlus– PC/Web basedPC/Web based

• HSFISHSFIS– PCPC

• PROMISPROMIS– Web basedWeb based

• Setup / Initial Setup / Initial FeesFees

• SubscriptionsSubscriptions• Web DemosWeb Demos• T/TAT/TA• Annual Annual

MaintenanceMaintenance• ImplementationImplementation

Page 23: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Document Management

• Technology:– Digital Senders / Scanners– Network File/E-mail/Copy/Print

Servers–

• Management Systems– File name protocols– Indexing– Security

HP Digital Sender

Page 24: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Project ManagementProject Management

• MS-ProjectMS-Project– Simplifies project outlines, Gantt Simplifies project outlines, Gantt

charting, calendaringcharting, calendaring– Resource assignmentResource assignment– Project tracking and reportingProject tracking and reporting

Page 25: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Presentation / Training Presentation / Training TechnologyTechnology

• Computer/Intranet/Internet Computer/Intranet/Internet based Training:based Training: Adobe Adobe Captivate as used by Captivate as used by SCCOE SCCOE

• Presentation Graphics:Presentation Graphics: MS-PowerPointMS-PowerPoint

• Data ProjectorData Projector• Web Meeting/Conference: Web Meeting/Conference:

WebExWebEx• Web-based Learning Web-based Learning

Communities:Communities: ECLKC ECLKC

Page 26: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

Procedure Development Procedure Development SoftwareSoftware

Page 27: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

IS Training & Technical IS Training & Technical Assistance – Pros/ConsAssistance – Pros/Cons

• Workshop ConferenceWorkshop Conference• Users GroupUsers Group• On-SiteOn-Site• Web basedWeb based• Video TeleconferenceVideo Teleconference• Audio TeleconferenceAudio Teleconference• Computer Based TrainingComputer Based Training

Page 28: 2006 Head Start/Early Head Start Directors' Institute

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DirEctorS’ inStitutE

IT RolloutIT Rollout

roll out‧roll out‧     –noun –noun 1.the first public showing of an aircraft. 1.the first public showing of an aircraft.

2.2.Informal. Informal. the introduction or the introduction or inauguration of a new product inauguration of a new product or service, as by an advertising or service, as by an advertising campaign, public campaign, public announcement, or exhibition: announcement, or exhibition: the most lavish rollout in soft-the most lavish rollout in soft-drink history.drink history.

Dictionary.com Unabridged (v 1.0.1)Dictionary.com Unabridged (v 1.0.1)Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.

Page 29: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

RolloutRollout

• Is your Is your productproduct ready for rollout? ready for rollout?– Rollout TeamRollout Team– Implementation Plan & ScheduleImplementation Plan & Schedule– Pilot-tested Written ProceduresPilot-tested Written Procedures

• Data entry/collection/reportingData entry/collection/reporting• Admin: security / user supportAdmin: security / user support

– Staff Assignment / Skills AssessmentStaff Assignment / Skills Assessment– Training / Follow-up Help Desk (TA)Training / Follow-up Help Desk (TA)– Monitoring / Progress ReportingMonitoring / Progress Reporting– Feedback MechanismFeedback Mechanism

Page 31: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

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Top 10 List for Top 10 List for Tech-SuccessTech-Success

1.1. Management Support & OversightManagement Support & Oversight2.2. Staff Training & SupportStaff Training & Support3.3. IT Staff Understand the Head Start MissionIT Staff Understand the Head Start Mission4.4. Authority to ImplementAuthority to Implement5.5. Feasibility Study - Cost/Benefits (ROI)Feasibility Study - Cost/Benefits (ROI)6.6. Integrated Program & Technology Integrated Program & Technology

Assessment & PlanningAssessment & Planning7.7. Testing: Initial & PilotTesting: Initial & Pilot8.8. ““Packaged” Rollout of Tech ProjectsPackaged” Rollout of Tech Projects9.9. Written, Integrated Program & IS Written, Integrated Program & IS

ProceduresProcedures10.10. Hardware & Software StandardsHardware & Software Standards

Page 32: 2006 Head Start/Early Head Start Directors' Institute

2006 HS/EHS

DirEctorS’ inStitutE

ResourcesResources• Non-Profit Technology Planning, Resources, Software, Learning, Non-Profit Technology Planning, Resources, Software, Learning,

Volunteer Coordination and more!Volunteer Coordination and more!– TechsoupTechsoup www.techsoup.orgwww.techsoup.org

• Head Start Software VendorsHead Start Software Vendors– COPACOPA www.mycopa.orgwww.mycopa.org – ChildPlusChildPlus www.childplus.orgwww.childplus.org – Cleverex (PROMIS / HSFIS)Cleverex (PROMIS / HSFIS) www.cleverex.comwww.cleverex.com

• HR SoftwareHR Software– Sage HR ManagementSage HR Management www.sagesoftware.comwww.sagesoftware.com – Brightmove, web basedBrightmove, web based www.brightmove.comwww.brightmove.com – TK8, small-medium orgsTK8, small-medium orgs www.TK8.comwww.TK8.com – ADP ADP www.adp.comwww.adp.com

• Non-Profit Accounting SoftwareNon-Profit Accounting Software– Sage MIPSage MIP www.sagenonprofit.comwww.sagenonprofit.com – FundwareFundware www.fundware.comwww.fundware.com – AccufundAccufund www.accufund.comwww.accufund.com

• Policy & Procedure DevelopmentPolicy & Procedure Development– Center for Community FuturesCenter for Community Futures www.cencomfut.comwww.cencomfut.com

• Technology Grants / Funding SourcesTechnology Grants / Funding Sources– E-rateE-rate www.universalservice.org/sl/default.aspxwww.universalservice.org/sl/default.aspx – GrantsAlertGrantsAlert www.grantsalert.comwww.grantsalert.com– GFOGFO www.grants.govwww.grants.gov – Michigan StateMichigan State www.lib.msu.edu/harris23/grants/2comptec.htmwww.lib.msu.edu/harris23/grants/2comptec.htm