2006 Head Start/Early Head Start Directors’ Institute

Leading With A Vision: Managing Change & Creating Quality

Management Systems

Advanced Session

2006 HS/EHS

DirEctorS’ inStitutE

Agenda

1. IS Concepts

3. Integration of IS in Head Start Systems

5. Application of IS in Head Start

2006 HS/EHS

DirEctorS’ inStitutE

What are Information Systems?

• Head Start Information Systems– Child Plus– COPA– HSFIS/PROMIS

• Community Action– CTK

• Work flow automation• ROMA• Head Start• Intranet: file sharing, calendar, e-mail,

applications

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, Clasroom 2, 11/1/06 – 11/5/06

2006 HS/EHS

DirEctorS’ inStitutE

IS Concepts

• Data CollectionData Collection• Data EntryData Entry• Compile / ProcessCompile / Process• ReportingReporting• AnalysisAnalysis• ActionAction• EvaluationEvaluation• PlanningPlanning

PlanningPlanning

AnalyzeAnalyze

DataDataEntryEntry

The Information System Engine

EvaluationEvaluation

2006 HS/EHS

DirEctorS’ inStitutE

Data EntryData Collection

Compile/Process

Analysis

Action

Evaluation

Planning

2006 HS/EHS

DirEctorS’ inStitutE

The 5 “Ws” of Data Collection

1. What ?– Needs to be collected– Are the challenges

2. Why?– Is it being collected

3. Who?– Should be involved– Needs this data

4. When?– Is it done

5. Where?– Is it located

2006 HS/EHS

DirEctorS’ inStitutE

Data Flow and Q/A

2006 HS/EHS

DirEctorS’ inStitutE

    Accounting, Budgeting, Payroll, Fiscal Accounting, Budgeting, Payroll, Fiscal ReportingReporting

Fund Accounting SoftwareFund Accounting SoftwareGABIGABIFiscal AssistantFiscal Assistant

FiscalFiscal

    ERSEAERSEAHS DatabaseHS DatabaseERSEAERSEA

  Staff Evaluations, Professional Staff Evaluations, Professional DevelopmentDevelopment

HS DatabaseHS DatabaseHR/Professional Development SoftwareHR/Professional Development SoftwareHRHR

  ERSEA, Health, MH, Disabilities, Family ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Services, Inkind, Professional Development, etc.Development, etc.  

HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareSelf AssessmentSelf Assessment

  ERSEA, Health, MH, Disabilities, Family ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Services, Inkind, Professional Development, etc.Development, etc.

HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting Software

Ongoing Ongoing MonitoringMonitoring

  ERSEA, Health, MH, Disabilities, Family ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Services, Inkind, Professional Development, etc.Development, etc.

HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareDocument ManagementDocument Management

Record Keeping Record Keeping & Reporting& Reporting

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

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

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

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

PlanningPlanning

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

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

Program Program GovernanceGovernance

StaffStaffProgram NeedsProgram NeedsInformation TechnologyInformation Technology

2006 HS/EHS

DirEctorS’ inStitutE

Information Technology

• Document Management• Project Management• Presentation Software/Hardware

• Head Start Specific Software (HS Databases)

• Procedure Development Software• Fund Accounting

• Graphing/Charting Software

2006 HS/EHS

DirEctorS’ inStitutE

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

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

2006 HS/EHS

DirEctorS’ inStitutE

Project Management

• MS-Project– Simplifies project outlines, Gantt

charting, calendaring– Resource assignment– Project tracking and reporting

2006 HS/EHS

DirEctorS’ inStitutE

Presentation / Training Technology

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

• Presentation Graphics: MS-PowerPoint

• Data Projector• Web Meeting/Conference:

WebEx• Web-based Learning

Communities: ECLKC

2006 HS/EHS

DirEctorS’ inStitutE

IS Training & Technical Assistance – Pros/Cons

• Workshop Conference

• Users Group• On-Site

• Web based

• Video Teleconference

• Audio Teleconference• Computer Based Training

2006 HS/EHS

DirEctorS’ inStitutE

IT Rollout

roll out‧   –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.

2006 HS/EHS

DirEctorS’ inStitutE

Roll Out

• Is your productproduct ready for roll out?– Implementation Plan & Schedule– Pilot-tested Written Procedures

– Staff Assignment / Skills Assessment

– Training / Follow-up Help Desk (TA)– Monitoring / Progress Reporting– Feedback Mechanism

2006 HS/EHS

DirEctorS’ inStitutE

The Role of IT

• There is NO computer:– God– Guru– Wizard

• There are only:– IT Departments– IT Professionals

2006 HS/EHS

DirEctorS’ inStitutE

10 Top List f or 10 Top List f or-Tech Success-Tech Success

1. Management Support & Oversight2. Staff Training & Support3. IT Staff Understand the Head Start Mission4. Authority to Implement5. Feasibility Study - Cost/Benefits (ROI)6. Integrated Program & Technology

Assessment & Planning7. Testing: Initial & Pilot8. “Packaged” Rollout of Tech Projects9. Written,Integrated Program & IS

Procedures10. Hardware & Software Standards

2006 HS/EHS

DirEctorS’ inStitutE

Case Study

Agency ITManager

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

FacilitiesManager

Shared Decision Making

Program Agency Coordination

DisabilitiesManager

Policy Council

Administrative Assistant

Board of Directors

2006 HS/EHS

DirEctorS’ inStitutE

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 – ADP www.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