Electronic Compliance System Training FY16

Welcome and Overview

Systems Review SAFE (Secure Application for Enterprise) OEDS-R (Ohio Educational Directory System Redesign) IRN (Information Retrieval Number) Grant # (Assigned by CCIP)

System Access Ohio Educational Directory System (OEDS-R) Authorized representatives, fiscal representatives, and OEDS-R administrators can give access

Required Roles In order to access and use the compliance system, grantee staff must have one of the following roles in OESD-R: o CCIP Authorized Rep/Superintendent o CCIP Fiscal Rep/Treasurer o Program Manager

System Access Ohio Educational Directory System (OEDS-R). CCIP Authorized Rep/Superintendent, CCIP Fiscal Rep/Treasurer, and OEDS-R Administrators can give access. Directions for adding or removing roles can be found at: Directory-System-OEDS/OEDS_Desk_Guide.pdf.aspx Directory-System-OEDS/OEDS_Desk_Guide.pdf.aspx

Compliance and Performance Assessment (CAPA) Using the System First Year Implementation Documentation

Program Manager Roles There can be multiple program manager roles in the compliance system. We recognize that there may be only one program manager for your program. That does not restrict the number of personnel assignments in the system.

First Year Implementation First Year Implementation Documentation must be uploaded no later than Dec. 18, The contact for First Year Implementation is Stacey Wood.

Fiscal Documentation All documentation for the Fiscal Component must be uploaded no later than Nov. 13, 2015 regardless of when the CAPA is scheduled.

CAPA Documentation CAPA documentation must be uploaded two weeks prior to the on-site. Start early to avoid technical difficulties. Contact regional Education Program Specialist for assistance.

Uploading Documentation All grant surveys are found under the primary partner IRN. Select FY2016 Self Assessment on the left/choose the appropriate grant number on the right. Click on the details button to open the survey.

Selecting a Survey Grantees cannot access the ODE Monitoring Questions. This is only for consultants.

Upload to the Specific Indicator Select the section to address: Incomplete Documentation

Upload to the Specific Indicator Select the section to address: The goal is to have all green boxes.

Upload to the Specific Indicator

How to Upload Use these icons Add CommentAdd Document Import Document Refresh Document List Once you refresh the document list, the documents will appear.

Document Compliance Tips Read the indicator carefully. Documentation must be grant specific. Do not use one document to satisfy the requirements for more than one grant/indicator.

Document Compliance Tips Select the appropriate document name from the yellow selection box. Do not name everything “other electronic document.”

Document Compliance Tips Use the comment button to provide explanation about the documentation:

Document Compliance Tips Less is more: Carefully review documentation to ensure that it answers the indicator. Do not upload hundreds of pages that do not support the indicator

Document Compliance Tips Consider uploading well before the minimum deadline. The more time that your consultant has, the more time there is to correct insufficient documentation before the on-site. when upload is complete.

“Technically Speaking” Ensure that scanned documents have uploaded appropriately and are not blank Ensure that documents are in a recognized format Grantees cannot delete once added. consultant to delete documents

Non-compliance Compliance Status Technical Assistance Corrective Action Plans

Technical Assistance Technical Assistance on an indicator means the issue does not rise to the level of a finding. Correction is expected to be implemented and maintained. Failure to implement a technical assistance correction could result in a finding.

Technical Assistance Click on the Technical Assistance tab on the grantee home screen.

Technical Assistance Consultant creates Technical Assistance “Offered To” box names the grantee staff member to whom the TA was explained It is expected that the concern is addressed and corrected going forward

Non-compliance Non-compliance is a severe issue that must be corrected through a Corrective Action Plan. There must be correction through a significant program change, process change or reimbursement.

Non-compliance Corrective Action Plans are submitted into the compliance system.

Corrective Action Plans (CAPS) Educational Program Specialist marks the survey Complete. Grantee reviews the non-compliant indicators under the Issues/CAPs tab on the home screen. Click on the details button for each non- compliant indicator to see the working tabs.

Corrective Action Plans Overview Tab All corrective action work is done from this section and ties to the unique non- compliance.

Issue/Condition Tab This tab describes the non-compliant indicator as written in the CAPA and the consultant explains why the indicator is out of compliance.

Recommendation Tab The consultant explains why the indicator is non-compliant under this tab and what must be done to show compliance.

Action Plan Tab The grantee addresses how the non- compliance will be corrected.

Progress Notes Tab The consultant uses this tab to keep notes on the progress made to address the non- compliance.

Evidence Tab The grantee uploads the documentation that supports the CAP. Note the familiar upload icons.

Status/History Tab The consultant will use this tab to keep track of the history.

System Notifications Authorized Representative will receive system notices when the Issue/Condition is Created. Authorized Representative will receive system notices when the CAP is approved and the non-compliance is resolved.

Questions

education.ohio.gov

Follow Superintendent Ross on Twitter

Social ohio-department-of-education Ohio Families and Education Ohio Teachers’ Homeroom OhioEdDept storify.com/ohioEdDept