Implementing a Web-based Perkins Plan Jeanne-Marie S. Holly Program Manager, CTE Systems Branch Maryland State Department of Education Division of Career and College Readiness jmholly@msde.state.md.us

Why a Web-based Perkins Plan? Perkins IV is about preparing Career and Technology Education (CTE) students for the careers and world of the future Moving to a web-based format is in alignment with increasing the use of technology in CTE Requiring local staff responsible for submitting local Perkins Plans forced them to use technology more The Carl D. Perkins Career and Technical Education Improvement Act of 2006 states that funds may be used to develop improve, or expand the use of technology in career and technical education. We decided to force the issue by requiring central office staff and community college administrative faculty to become more adept at using technology.

Benefits to Local School Systems and Community Colleges Requires less time to complete Pre-populated with: - List “A” Program Names, CIP Codes and Schools - Core Indicators of Performance - Required Plan Elements - Highest and Lowest Performing Programs - Previous Year’s information Automatic Totaling of Strategy Worksheets Subtraction of equipment costs as a separate figure Quick links are provided for reference That was only one reason. We wanted to share the benefits to local school systems and community colleges. After using the web-based plan for three years now, the Perkins Plan coordinators are finding it much easier than the previous Word version. The pre-populated data helps to cut down on staff time that was spent checking each of these items. Maryland requires that programs be state approved before they can use federal Perkins funds to support them. This has been a long standing policy for almost 30 years. Despite our best intentions, some local recipients would include programs for federal expenditures which were not state approved. This has eliminated that. The Strategy Worksheets are automatically totaled , avoiding arithmetic errors. Equipment costs are automatically subtracted in order that indirect costs can be taken only against assessable items. The Quick Links feature allows local recipients to get help with certain items required within the plan such as how to write an outcome, an input and other parts related to the Perkins Plan.

Benefits to Local School Systems and Community Colleges Spell Check Multiple users may work at the same time from various locations Standard parts of the plan are saved and can be updated Data analysis pieces and other annual updates are removed each year Better quality control as automatic addition of budget figures reduces errors With Spell Check, at the bottom of each page, it is easy to check the words to be sure they say what you really mean. For parts of the plan that do not change much from year to year in the annual update, such as the Vision and Mission, these parts of the plan are saved and can be edited, if needed on an annual basis. For the data analysis pieces, these parts are not saved as they must analyze their latest data each year to determine upgrades. As mentioned previously, automatic addition of planned expenses cuts down on incorrect budget figures. 4

Benefits to MSDE Ability to produce reports Plan Interface List of Lowest Performing Programs Total Funds Spent by Program Recap From Five-year Plan Plan Interface Data Analysis with Strategy Worksheets Five-year Plan with Strategy Worksheets Financial Compliance Worksheet with Strategy Worksheets The web-based plan allows MSDE to produce reports such as: Lowest Performing Programs Total funds spent by category by program A recap of the Five Year Plan to see if the planned upgrades for the current year are in alignment with the Five Year Plan The Plan interfaces with the Data Analysis and Strategy Worksheets. For example, when the data is analyzed, it shows what is a low performing program. This program should be included in the Strategy Worksheets, even if it is to say that it is being eliminated. If it doesn’t show up, we know that right away. The Five Year Plan interfaces with the Strategy Worksheets because we should be seeing actions that are planned for a specific year within the annual update. If they are not included, an explanation should be given as to why. The Financial Compliance Worksheet interfaces with the Strategy Worksheets in that it tallies the total amount and brings it forward. It lists the amount spent for equipment to determine the assesble amount for indirect costs.

Benefits to MSDE Saved time regarding: CIP Codes and Sites Strategy Worksheet totals Required Plan Elements Core Indicators of Performance Financial Compliance Worksheet

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Next Steps Mid-year and Final Programmatic Reports Questions ???