the wheel: a tool for developing an integrated timetable for apr development and general...
TRANSCRIPT
The Wheel: A Tool for Developing an Integrated Timetable for APR Development and General Supervision/Monitoring Activities
OSEP National Early Childhood ConferenceDecember 8, 2008
Martha Diefendorf and Anne Lucas
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The Wheel
Jan
Aug
Dec
Nov Mar
Feb
Oct Apr
July
Sept
June
May
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Why Use The Wheel?
States’ goals for revising/improving general supervision systems include: Streamlining activities and maximizing
use of limited resources Designing monitoring to focus more on
results Integrating and aligning general
supervision activities with APR development
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When to Use The Wheel?
Designing a general supervision system Undertaking a major redesign of your
system Adjusting your current general supervision
system
Consider using The Wheel are when you are:
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What is The Wheel?
Visual representation of what activities need to be done when
A strategy to ensure activities occur: At right time of year At correct frequency (how often) In appropriate sequence
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What’s Included in The Wheel?
Federal reporting requirement deadlines SPP/APR Calendar activities
(aligned as much as possible) Key state-specific general supervision
activities (based on Big 8 components) including ongoing quarterly and monthly activities
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Jan
Aug
Dec
Nov Mar
Feb
Oct Apr
July
Sept
June
May
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare Quarterly data report Review data to determine trends
and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on
improvement activities
Monthly Activities
Review Corrective Action Plan (CAP) progress and
CAP tracking log
Track timely and accurate submission of required
reports, etc.
Sample Part C Integrated Timetable 2008-2009 CC
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Jan
Aug
Dec
Nov Mar
Feb
Oct Apr
July
Sept
June
May
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare Quarterly data report Review data to determine trends
and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on
improvement activities
Monthly Activities
Review Corrective Action Plan (CAP) progress and
CAP tracking log
Track timely and accurate submission of required
reports, etc.
SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR
SUBMIT 618 DATA FOR ‘08-‘09 APR
Sample Part C Integrated Timetable 2008-2009 CCFederally required
618 reporting requirements
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Jan
Aug
Dec
Nov Mar
Feb
Oct Apr
July
Sept
June
May
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs
Report program performance to public
Finalize ‘07-‘08 SPP/APR and initiate stakeholder and internal
approval processes
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare Quarterly data report Review data to determine trends
and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on
improvement activities
Monthly Activities
Review Corrective Action Plan (CAP) progress and
CAP tracking log
Track timely and accurate submission of required
reports, etc.
Make status determinations
Analyze ‘07-‘08 618 data; prepare SPP/APR Indicators 2, 5 & 6
Analyze Monitoring and other data; prepare ‘07-‘08 SPP/APR
Indicators 1, 7-14
Analyze Outcomes data; prepare ‘07-‘08 SPP/APR Indicators 3 & 4
Submit ‘07-‘08 SPP/APR and post Finalize SPP/APR
SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR
SUBMIT 618 DATA FOR ‘08-‘09 APR
Sample Part C Integrated Timetable 2008-2009 CCActivities on the
SPP/APR Calendar
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Jan
Aug
Dec
Nov Mar
Feb
Oct Apr
July
Sept
June
May
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs
Report program performance to public
Receive self-assessments
Conduct off-site data analysis (desk audit) on all programs;
request data clarification
Select sites for focused on-site visits
Finalize ‘07-‘08 SPP/APR and initiate stakeholder and internal
approval processes
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare Quarterly data report Review data to determine trends
and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on
improvement activities
Monthly Activities
Review Corrective Action Plan (CAP) progress and
CAP tracking log
Track timely and accurate submission of required
reports, etc.
Inform/train EI programs on monitoring changes and
disseminate self -assessment Make status determinations
Notify programs of status determination, non-compliance
and on-site visit selection
Analyze ‘07-‘08 618 data; prepare SPP/APR Indicators 2, 5 & 6
Analyze Monitoring and other data; prepare ‘07-‘08 SPP/APR
Indicators 1, 7-14
Review/update policies and procedures,
monitoring tools and process
Disseminate EI program contract submission requirements &
deadline
Issue signed EI program contracts
Evaluate SPP/APR process, Improvement Activities and
General Supervision tools/procedures
Analyze Outcomes data; prepare ‘07-‘08 SPP/APR Indicators 3 & 4
Submit ‘07-‘08 SPP/APR and post Finalize SPP/APR
SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR
SUBMIT 618 DATA FOR ‘08-‘09 APR
Determine noncompliance
Sample Part C Integrated Timetable 2008-2009 CCOther general supervision
activities
BB
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Sample Part B Integrated Timetable 2007-2008
Jan
Aug
Dec
Nov Mar
Feb
Oct Apr
July
Sept
June
May
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
& TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Report LEAs’ performance to public
Receive self-assessments
Conduct off-site data analysis (desk audit) on all LEAs; request
data clarification
Select sites for focused on-site visits
Finalize ‘07-‘08 SPP/APR and initiate stakeholder and
internal approval processes
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine trends
& TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for accuracy;
request data clarification Prepare quarterly data report Review data to determine
trends & TA needs Provide TA Conduct on-site monitoring
visits Review/approve new CAPs Review SPP/APR progress on
improvement activities
Quarterly Activities Review data entry for
accuracy; request data clarification
Prepare Quarterly data report Review data to determine
trends & TA needs Provide TA Review/approve new CAPs Review SPP/APR progress
on improvement activities
Monthly Activities
Review Corrective Action Plan (CAP) progress and
CAP tracking log
Track timely and accurate submission of required
reports, etc.
Inform/train LEAs on monitoring changes and
disseminate self -assessment
Notify LEAs of non-compliance and on-site visit selection
Analyze ‘07-‘08 data; prepare SPP/APR Indicators 5,6,9, & 10
Analyze data; prepare ‘07-‘08 SPP/APR Indicators 1,2,3,4A,
16-19, & 20
Review/update policies & procedures, monitoring tools
& process
Make status determinations for each LEA
Evaluate SPP/APR process & Improvement Activities & General
Supervision tools/procedures
Review OSEP response to State’s FFY 2005 SPP/APR
Submit ‘07-‘08 SPP/APR and post Finalize SPP/APR
SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR
SUBMIT 618 DATA FOR ‘08-‘09 APR
Determine noncompliance
Analyze data and prepare SPP/APR Indicator 15 (including timely correction
for indicators 4a, 9, 10, 11, 12, & 13)
Analyze data and prepare SPP/APR Indicators 7, 8, 14
Analyze data for indicator 11
Analyze data for indicator 12
Similar but different…
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KEY PRINCIPLES: Understanding the State’s vision principles for a GS system
FOCUS: Knowing the APR targets and State priorities for performance
DATA METHODS: Identifying data collection strategies used to measure local performance
TIMING: Identifying deadlines and interrelationships of GS activities
Preparing to Use The Wheel
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The Wheel Activity
1. Form a small group of people with similar job focus (i.e., Part C or Section 619)
2. Generate a list of general supervision/ monitoring activities
3. Write each activity on a slip of paper4. Place the slips of paper on the blank
Wheel template5. Shift the slips of paper as you discuss
considerations for placement
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Considerations for Placement
Are there relationships between activities? Is the sequence of activities sensible? Should some activities been done routinely? Are there any deadlines or calendar constraints? When will relevant data be available? Is there duplication or overlapping of activities? Are there any essential activities missing? Are there any activities that are unnecessary?
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Debrief The Wheel Activity
What was the most difficult part? What was fairly easy for your group? Where did your group have different ideas? What insights did your group have? What ideas did you have for changing your
current system? How might you use this process back home?
