Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” FY 2013 Monitoring Results FY14 Programmatic Indicators July 31, 2013 Presenters: Anne Christol, ERES Simone Danielson, ERES Michele Thomas, ERES Cindy Turner, ERES 1

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Goals of this Presentation  Discuss the monitoring results of the monitoring season  Discuss the most common findings  Learn how to avoid common mistakes and pitfalls  Changes in the FY 14 Monitoring Document  Discussion of Best Practices 2

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Monitoring Results 3

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Monitoring 68 programs received a Full On-site Monitoring 41 programs received Program Only On- site Monitoring 28 programs received Full Desktop Monitoring 4

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Programmatic Findings 30 program monitoring indicators on the full onsite FY13 monitoring document In total, programs received 132 programmatic findings in 21 of 30 Indicators – Average of less than one finding per subgrant 85 (64.3%) of the findings occurred in 6 indicator areas (ranked in order) – P13, P29, P15, P25, P12, P9 5

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” FY12FY13 TOTAL NUMBER OF PROGRAM FINDINGS NUMBER OF PROGRAMS WITH NO FINDINGS 3558 Comparison of FY 12 and FY 13 Program Monitoring Results 6

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Chart of Findings 7

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Changes to the Monitoring Document 8

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Changes to Monitoring Document Site specific indicators marked with asterisk Program indicators- No asterisk Attendance- 70% or above at each site Co-sponsored activities- 21 st CCLC logo or name Special needs- Active, equal participation 9

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Changes to Monitoring Document (continued) Observations, evaluations for instructional staff Label artifacts by indicator (i.e. 15a, 15b, 15c) or indicator and site (i.e. NSE 15a, NSE 15b, NSE 15c, etc). Particularly communication indicator Communication- Individuals or groups underlined 10

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Changes to Monitoring Document (continued) Advisory Council- Two meetings; one prior to monitoring visit Program Evaluation- Two types: Previous year’s summative evaluation and Continuous program revisions Evaluation Results- Most recent results Pre-Monitoring Activity (PMA)- “Tweaked” 11

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Monitoring Best Practices 12

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Best Practices Document, Document, Document (remember….if it’s not written down, it didn’t happen) Share monitoring document with Site Coordinators - explain their role in collecting/maintaining site-level documentation Start documentation collection IMMEDIATELY Ensure site level and master folders/binders are numbered per monitoring document 13

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Best Practices (continued) Develop timeline for Site Coordinators to submit documentation to Program Director (monthly, bimonthly, etc.) Set up master folders or binders for documentation collection –Program Director DO NOT wait until the last minute to gather/organize Master File documentation 14

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Best Practices (continued) Ensure documentation in folder/binder pertains to that indicator. (don’t overload with unnecessary paperwork, or “fluff”) If unsure about the meaning or requirements of an indicator, contact your regional ERES Participate in Monitoring Document review webinars and regional Brown Bag sessions 15

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Best Practices (continued) Don’t be afraid/embarrassed to ask questions. Chances are if you’re unsure or confused someone else may be, too. 16

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 21 st Century Community Learning Centers Program Monitoring (Fiduciary) Pattern of findings in FY13 Key Changes in FY14 Tehsin Akram Desmond Carter Andre’ Hill Fiscal Analysts July 31,

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Pattern of findings in FY13 18 Out of 137 subgrants monitored in FY13, 58 (42%) did not receive any program or fiduciary findings, and 84 subgrants (61%) did not receive any fiduciary findings (average of.64 findings per subgrant)

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Key changes in FY14 Monitoring Document 19

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” FY14 Monitoring – Highlights and reminders 20 F1 (Board Acceptance): this has to be carried out every year for every subgrant F2 (Segregation of duties): We now accept only flow charts (or equivalent), not organizational charts or job descriptions F3 (Fraud, Waste, and Abuse…): Policy/procedures has to appear in 2 documents staff and students/parents handbooks F4 (Program income): Any kind of revenues, fees, etc. (such as Boys and Girls Club membership fees) require prior written approval from GaDOE

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” 21 FY14 Monitoring – Highlights and reminders (Cont’d) F5 (Completion Report): detailed (transaction-by-transaction) reconciliation required between Completion Report and General Ledger F7 (Procurement): If required by your policy/procedures, carry out competitive selection process from the very beginning of the fiscal year F8 (Suspension and debarment): Carry out this process for all contractors from the very beginning of the fiscal year and preserve related documentation F9 (Salary and benefits): All non-profits (e.g. Non LEAs) must maintain Personnel Activity Reports (PARs) for all employees. All time and effort documents must be signed and dated after-the-fact F10 (Inventory): Maintain all the data required (e.g. acquisition price, acquisition date, location) in your inventory list and update as necessary F11 (and onwards) – for GaDOE use only. No direct action required on your part

Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” Thank you! 22