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 List forTech-Success

Management Support & Oversight

Staff Training & Support

IT Staff Understand the Head Start Mission

Authority to Implement

Feasibility Study - Cost/Benefits (ROI)

Integrated Program & Technology Assessment & Planning

Testing:Initial & Pilot

Packaged Rollout of Tech Projects

Written, Integrated Program & IS Procedures

Hardware & Software Standards

Application of IS 32. Resources

Non-Profit Technology Planning, Resources, Software, Learning, Volunteer Coordination and more!

• Techsoup www.techsoup.org

Head Start Software Vendors

• COPA www.mycopa.org

• ChildPlus www.childplus.org

• Cleverex (PROMIS / HSFIS) www.cleverex.com

HR Software

• Sage HR Management www.sagesoftware.com

• Brightmove, web based www.brightmove.com

• TK8, small-medium orgs www.TK8.com

• ADPwww.adp.com

Non-Profit Accounting Software

• Sage MIP www.sagenonprofit.com

• Fundware www.fundware.com

• Accufund www.accufund.com

Policy & Procedure Development

• Center for Community Futures www.cencomfut.com

Technology Grants / Funding Sources

• E-rate www.universalservice.org/sl/default.aspx

• GrantsAlert www.grantsalert.com

• GFO www.grants.gov

• Michigan State www.lib.msu.edu/harris23/grants/2comptec.htm