Agency Report Early Learning Coalition Executive Directors Meeting

Agency Report Early Learning Coalition Executive Directors Meeting
Tampa Oct. 6, 2016 Location: Date:

Executive Directors Meeting
Welcome ‒ Introductions ‒ Staff and Interested Parties ‒ Agency Update Rodney J. MacKinnon Executive Director

Agency Update Information Services Melanie May Deputy Director Information Services Rob Kreps Application Development Manager

EFS Modernization Project Update
Agency Update – Information Services EFS Modernization Project Update Progress since last ED meeting Chief Product Owner visit with project team Release 2.0 Phase one of the statewide Provider Portal soft rollout Provider Portal trainings School readiness application changes Current development focus Eligibility Provider Portal VPK Reenrollment Since the last ED and ELAC meetings, our development focus has been on Family Portal enhancements which will be part of Release 1.2, Eligibility and Provider Portal. Two of the larger features that will be included in Release 1.2 are the School Readiness Revalidation process and the ability to upload multiple VPK documents. Eligibility functionality at a high-level will include funding notifications, the parent interview process and eligibility determination. Since eligibility goes hand in hand with enrollment, we will not release eligibility until enrollment is ready to be released. In parallel, we are working on provider portal development including provider registration, the provider update form (provider profile), document management library and provider contract submission and approval process. We were able to give the provider portal workgroup a peek of functionality last week. For the past month, we have been facilitating a Reporting workgroup and a Transition planning workgroup with coalition representatives. The objective of the Reporting workgroup, led by Brian Savon, has been to establish a list of needed reports for the rollout of the integrated system, as well as data elements needed in the meantime to pull reports on. We are also in the process of evaluating reporting tools. The Transition Planning workgroup, led by Rob Kreps, was established to talk through the important issues of data migration and timing our releases as to not interfere with peak periods for coalitions. One of the key things we’ve been talking about in the Transition planning workgroup, and Provider Portal workgroup, is that our deployment approach for the provider portal will be in two phases. We will deploy the contract processing piece in the Spring, and then deploy the classroom management and attendance processing pieces when we roll out the integrated system so it aligns with enrollment and reimbursement. Transition to the statewide provider portal will not be mandatory until the system is fully integrated. We are currently doing an exercise to map data elements of EFS and statewide provider portal and will share with the workgroups once complete to determine what data makes sense to migrate. An additional topic we’ve discussed is for the coalitions managing their waiting lists in EFS…we would like all EFS waiting lists to transition to the Family Portal by the end of June, as revalidations occur, so that the waiting list is all in one location by the time we are ready to move away from EFS.

Deployed Features School Readiness (SR) Application Voluntary Prekindergarten (VPK) Application Document Uploads Ability to Access and Print VPK Applications and Certificates of Eligibility SR Revalidation VPK Multiple Document Uploads CCDF 800/801 Reporting Changes SR Waiting List Rule Changes School Readiness (SR) Application Processing Voluntary Prekindergarten (VPK) Application Processing SR Waiting List Management VPK Auto-Transfer Provider Account Activation VPK Provider Profile Processing Registration and Activation Login Authentication Provider Profile User Management Dashboard Provider Messaging Provider Ad Hoc Reporting Provider Document Library Management Development in Progress VPK Reenrollment Application SR Eligibility Documentation Upload and Submission Provider Contract Processing (SR, VPK, VPK-SIS) Eligibility Guardianship Transfer Document Management VPK Reenrollment Processing VPK Provider Application Submission Contract Submission (SR, VPK, VPK-SIS) This slide gives you a birds-eye-view of the development for each component of the EFS Modernization. The three main components are the Family Portal, the Coalition Services Portal and the Provider Portal. This gives you an idea of what we are working on now and what we still have left. Development Not Started CCR&R (Provider Search) VPK SIS Application Attendance Processing Enrollments Monthly Closeout Payment File Generation/Reimbursement Prior Period Adjustments Redetermination Reporting VPK SIS Application Processing Classrooms Calendars (Holidays, Fulltime, Disaster) Attendance Roster Management/Submission Messaging Credential Tracking ASQ Tracking Redetermination Tracking

Agency Update – Information Services EFS Modernization Project Update Other IT updates Microsoft server 2003 end-of-life EFS migration to the Northwest Regional Data Center Tableau training Since the last ED and ELAC meetings, our development focus has been on Family Portal enhancements which will be part of Release 1.2, Eligibility and Provider Portal. Two of the larger features that will be included in Release 1.2 are the School Readiness Revalidation process and the ability to upload multiple VPK documents. Eligibility functionality at a high-level will include funding notifications, the parent interview process and eligibility determination. Since eligibility goes hand in hand with enrollment, we will not release eligibility until enrollment is ready to be released. In parallel, we are working on provider portal development including provider registration, the provider update form (provider profile), document management library and provider contract submission and approval process. We were able to give the provider portal workgroup a peek of functionality last week. For the past month, we have been facilitating a Reporting workgroup and a Transition planning workgroup with coalition representatives. The objective of the Reporting workgroup, led by Brian Savon, has been to establish a list of needed reports for the rollout of the integrated system, as well as data elements needed in the meantime to pull reports on. We are also in the process of evaluating reporting tools. The Transition Planning workgroup, led by Rob Kreps, was established to talk through the important issues of data migration and timing our releases as to not interfere with peak periods for coalitions. One of the key things we’ve been talking about in the Transition planning workgroup, and Provider Portal workgroup, is that our deployment approach for the provider portal will be in two phases. We will deploy the contract processing piece in the Spring, and then deploy the classroom management and attendance processing pieces when we roll out the integrated system so it aligns with enrollment and reimbursement. Transition to the statewide provider portal will not be mandatory until the system is fully integrated. We are currently doing an exercise to map data elements of EFS and statewide provider portal and will share with the workgroups once complete to determine what data makes sense to migrate. An additional topic we’ve discussed is for the coalitions managing their waiting lists in EFS…we would like all EFS waiting lists to transition to the Family Portal by the end of June, as revalidations occur, so that the waiting list is all in one location by the time we are ready to move away from EFS.

Agency Update – Information Services EFS Modernization Project Update Provider Portal Demonstration Since the last ED and ELAC meetings, our development focus has been on Family Portal enhancements which will be part of Release 1.2, Eligibility and Provider Portal. Two of the larger features that will be included in Release 1.2 are the School Readiness Revalidation process and the ability to upload multiple VPK documents. Eligibility functionality at a high-level will include funding notifications, the parent interview process and eligibility determination. Since eligibility goes hand in hand with enrollment, we will not release eligibility until enrollment is ready to be released. In parallel, we are working on provider portal development including provider registration, the provider update form (provider profile), document management library and provider contract submission and approval process. We were able to give the provider portal workgroup a peek of functionality last week. For the past month, we have been facilitating a Reporting workgroup and a Transition planning workgroup with coalition representatives. The objective of the Reporting workgroup, led by Brian Savon, has been to establish a list of needed reports for the rollout of the integrated system, as well as data elements needed in the meantime to pull reports on. We are also in the process of evaluating reporting tools. The Transition Planning workgroup, led by Rob Kreps, was established to talk through the important issues of data migration and timing our releases as to not interfere with peak periods for coalitions. One of the key things we’ve been talking about in the Transition planning workgroup, and Provider Portal workgroup, is that our deployment approach for the provider portal will be in two phases. We will deploy the contract processing piece in the Spring, and then deploy the classroom management and attendance processing pieces when we roll out the integrated system so it aligns with enrollment and reimbursement. Transition to the statewide provider portal will not be mandatory until the system is fully integrated. We are currently doing an exercise to map data elements of EFS and statewide provider portal and will share with the workgroups once complete to determine what data makes sense to migrate. An additional topic we’ve discussed is for the coalitions managing their waiting lists in EFS…we would like all EFS waiting lists to transition to the Family Portal by the end of June, as revalidations occur, so that the waiting list is all in one location by the time we are ready to move away from EFS.

Association of Early Learning Coalitions Matt Guse President
Partner Update Association of Early Learning Coalitions Matt Guse President

Head Start State Collaboration Office Lilli Copp State Director
Partner Update Head Start State Collaboration Office Lilli Copp State Director

Partner Update Florida Department of Children and Families  Mike Boland  Jeremy Lewis

CARES: Year 2

CARES IN YEAR ONE Provider Dashboards
Geolocation Services and Stat Tracking Real-Time Import and Display of External Data Unified Processes CCDF (CCDBG) – School Readiness Providers

POINTS OF INTEREST Complete Data in EFS Verify DCF ID
Communicate with CPoC Review Completed Inspections Use Statistical Reports

FUTURE IMPROVEMENTS Focus on Mobile Compatibility Migrate LLA Counties
User Dashboards Online Applications Advanced Reporting

THANK YOU

Communicating with DCF|LLAs Regarding New School Readiness Providers
Agency Update CCDF Implementation Communicating with DCF|LLAs Regarding New School Readiness Providers Christian Summers Educational Policy Analyst

Manual or Automated Communication Options
Agency Update – CCDF Manual or Automated Communication Options When provider indicates to coalition that it wants to contract for school readiness, coalition needs to contact DCF or local licensing agency so they can monitor the new school readiness elements. Two process flow options for this communication: Manual communication process Automated (performed through new EFS Provider Portal)

Manual Email Process (Licensed Providers)
Agency Update – CCDF Manual Process (Licensed Providers) When provider indicates they want to contract for SR, coalition needs to determine if they are licensed. If licensed, coalition will simply check provider’s latest DCF inspection for any outstanding violations. If none, coalition can execute SR contract and DCF single point of contact. DCF will update provider in CARES as an SR provider. Coalition will need to DCF if provider’s contract is later terminated. During next renewal inspection, DCF will monitor provider for the new health and safety standards and send link to that inspection to general CARES inbox for that coalition.

Manual Email Process (License-Exempt Providers)
Agency Update – CCDF Manual Process (License-Exempt Providers) When license-exempt provider indicates they want to contract for SR, coalition will fill out modified SR-10 form and form to DCF single point of contact. DCF will enter information into CARES and schedule a pre-contractual inspection for provider. Once complete, an inspection link will be ed to general CARES inbox for the coalition.

Manual Email Process (License-Exempt Providers)
Agency Update – CCDF Manual Process (License-Exempt Providers) ELC staff will check inspection report to see if provider is fully compliant. If fully compliant, coalition can execute SR contract and DCF single point of contact. DCF will update provider in CARES as an SR provider. Coalition needs to DCF if provider’s contract is later terminated. If provider is not fully compliant, DCF will do follow-up inspection to allow provider to show compliance. Once complete, DCF will send inspection link to coalition showing re-inspection results.

Automated Communication Process (Licensed)
Agency Update – CCDF Automated Communication Process (Licensed) Provider fills out profile in provider portal and indicates they are licensed by DCF. If licensed, ELC staff will check most recent licensure inspection to see if provider has any outstanding violations. If provider has no outstanding violations, ELC can execute SR contract with provider. Once SR contract is uploaded into EFS, EFS will send automatic notification to DCF that an SR contract has been executed. If provider’s SR contract is terminated, coalition will indicate that in EFS and an automatic communication will be sent notifying DCF of the termination.

Automated Communication Process (License-Exempt)
Agency Update – CCDF Automated Communication Process (License-Exempt) Provider fills out profile in EFS provider portal indicating they are license-exempt provider and would like to contract for SR. Provider portal auto-generates an to DCF. DCF will either update or add provider in CARES and place them in pending status. DCF will start process for scheduling pre-contractual inspection for provider. Once pre-contractual is complete, inspection link will be ed to coalition’s general CARES inbox.

Automated Communication Process (License-Exempt)
Agency Update – CCDF Automated Communication Process (License-Exempt) ELC staff will check inspection report to see if provider is fully compliant. If fully compliant, coalition can execute SR contract and upload into EFS. Once uploaded, system will send DCF automatic notification that an SR contract has been executed. If provider’s SR contract is terminated, coalition will indicate that in EFS and automatic communication will be sent to DCF notifying them of termination.

Lettuce break for lunch…
Executive Directors Meeting Lettuce break for lunch…

Agency Update Program and Operations Units Stephanie Gehres Deputy Director Operations and Programs CCDF Implementation Status Impact Project

1.8 Statewide Disaster Preparedness Plan
CCDF Implementation Status 1.8 Statewide Disaster Preparedness Plan OEL has developed an agency Continuity Of Operations Plan (COOP) and issued disaster guidance document outlining specific disaster-related procedures. DCF has drafted a Statewide Child Care Disaster Preparedness and Response Plan that addresses temporary operating standards for child care after a disaster. DCF leadership is reviewing.

1.8 Statewide Disaster Preparedness Plan
CCDF Implementation Status 1.8 Statewide Disaster Preparedness Plan (cont’d.) Once both plans are final, they will be combined into single statewide plan to meet new CCDF requirements. Under new CCDF requirements, license-exempt providers that receive school readiness funding will be required to develop and maintain emergency preparedness plans. OEL and DCF are currently working to align requirements for all licensed and license-exempt providers. OEL rule expanding these requirements to all SR providers is expected to be finalized on Oct. 24, 2016.

CCDF Implementation Status
2.2 State Policy on Social Emotional Health and Positive Intervention Models/Expulsion Policies OEL participating in peer learning forum focused on development of social emotional health and positive intervention models and expulsion policies. Peer learning collaboration should end mid-October and OEL should finalize policy shortly after forum concludes. New CCDF standards require all providers that receive school readiness to have written policies and procedures regarding expulsion. OEL rule addressing requirement expected to be final Oct. 24, 2016.

2.3 Consumer Education Website
CCDF Implementation Status 2.3 Consumer Education Website DCF rule change requiring licensed providers to report serious injury is in progress. Once rule final, DCF will post reported information on their website. Once Health and Safety Rule is final (expected Oct. 24, 2016), OEL will post pertinent information on our website to assist SR providers preparing for their inspections.

2.3 Consumer Education Website
CCDF Implementation Status 2.3 Consumer Education Website OEL has made improvements to website to reduce clicks to certain information, is using plain language and ensuring ADA compliance. New SR inspections will be available on DCF website once inspections begin.

3.1.5 Graduated Phase Out of Assistance|3.1.6 Fluctuation in Earnings|3.3.1 Twelve Month Eligibility Currently in rule promulgation process. Rules submitted to JAPC on Sept. 21, 2016. OEL expecting to present rules to State Board of Education Nov. 11, If accepted, they will be final Dec. 16, 2016. After official adoption, OEL will offer training and guidance to ELCs on final version of the rules.

5.1.3 Standards for Ratio and Group Size | Health and Safety Training Standards Rule development process establishing health and safety standards for ratio/group size as well as pre-service and in-service training requirements should be completed by Oct. 24, 2016. School readiness providers must be in compliance with training requirements NLT Mar. 31, 2017. School readiness providers must be in compliance with all other health and safety standards NLT June 30, 2017. School readiness provider inspections scheduled to begin by Nov. 1, 2016.

5.2.1 Monitoring and Enforcement c Inspections for License-Exempt CCDF Providers Memorandum of Understanding (MOU) between DCF and OEL addressing monitoring of all school readiness providers complete and in place. MOUs between OEL and the five local licensing agencies (LLA) addressing monitoring of all school readiness providers being drafted. DCF creating inspection templates based off checklists developed from draft health and safety standards. DCF/LLA licensing counselors began receiving training Sept. 12, 2016; inspections anticipated to begin mid-November 2016.

5.3 Criminal Background Checks
CCDF Implementation Status 5.3 Criminal Background Checks DCF and OEL working to ensure all child care personnel are rescreened through clearinghouse between September 2016 and May 2017. DCF working to overcome multiple state-to-state communication issues with new process as getting responses from other states is proving difficult. Hiring employees who have lived outside Florida in last five years is exceptionally difficult due to information transfer challenges between states. DCF has dedicated additional resources to eliminate screening backlog.

6.1.1 Professional Development System/Framework
CCDF Implementation Status 6.1.1 Professional Development System/Framework Career Pathway adopted by professional development steering committee. Scope of work for professional development registry system sent to DCF and we are awaiting response. Based on DCF response, OEL will decide how to move forward with development. Core competencies currently under review. Quality assurance indicators also under development.

Activities to Improve Service Delivery to Homeless Children and Families Training that contained this content area was included in Health and Safety Training Requirements submitted to JAPC for review July 6, 2016. Policy presented to SBOE Sept. 9, 2016.

CCDF Final Rule release Sept. 23, 2016 Highlights and Implementation Plan

State Median Income Versus Federal Poverty Level
CCDF Implementation Status State Median Income Versus Federal Poverty Level Family Size 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 100% FPL 11,880 16,020 20,160 24,300 28,440 32,580 36,730 40,890 45,050 49,210 53,370 57,530 61,690 65,850 70,010 150% FPL 17,820 24,030 30,240 36,450 42,660 48,870 55,095 61,335 67,575 73,815 80,055 200% FPL 23,760 32,040 40,320 48,600 56,880 65,160 73,460 85% SMI [1] 29,068 38,012 46,955 55,899 64,843 73,787 75,464 77,141 78,818 80,495 82,172 83,849 85,526 87,203 88,880 85% SMI [2] 29,898 39,098 48,297 57,497 66,696 75,895 77,620 79,345 81,070 82,795 84,520 86,245 87,970 89,695 91,420 [1] 2016 Federal Fiscal Year 2016 LIHEAP (Submitting for Current CCDF Plan Amendment) [2] LIHEAP SMI Estimates for Optional Use for FFY 2016 and Mandatory Use for FFY 2017

Impact Project Overview
Goal: To create alignment of state and local quality initiatives through a system of continuous quality improvement. -Florida was selected to be 1 of 9 states to participate in the Impact Project. Florida’s goal is to align the state’s quality work into a more systemic approach. This alignment will allow for capturing the needed data to improve the quality of early learning in the state. The leadership team consists of multidisciplinary leadership within the Office as well as leadership from the AELC, Head Start, and DCF. -The first site visit was 8/9-8/10. -During this visit a gap analysis was completed to identify strengths and target the areas for growth within the state’s quality improvement work.

Leadership team First site visit complete (8/9-8/10) Capacity gaps
Impact Project Leadership team First site visit complete (8/9-8/10) Capacity gaps

Impact Project Capacity Building Dimension Potential Action Steps
Culture and Climate: Promote Equity/Equity and Diversity Knowledge -Create and/or align Core Competencies for cultural competence -Creating state philosophy on best practices for cultural competence -Gain resources/training for all staff members state, local, and providers Common Vision -Align cross-sector (local, state, national) quality improvement priorities -Determining long term goals for quality impacts Engagement and Partners: Relationships with key stakeholders -Increase reciprocal communication about quality improvement goals and results Local Presence -Create plan for obtaining and integrating local feedback into quality improvement efforts Walk through each action step and a brief overview of the potential action steps

Impact Project Potential Action Steps Dimension
Engagement and Partners: Formal Feedback Loops -Create formal feedback loops for system enhancements and corrections Mobilize Stakeholders -Foster a joint commitment through an agreement with guiding principles and goals Financial Resources: Maximize Revenue -Create cost models for braiding and blending funding. Infrastructure: Strategic Plan -Create strategic plan for impact project, while also aligning it to the OEL Strategic Plan Performance Management CQI -Aligning agreed upon measures into a streamlined quality improvement system in order to generate data for performance evaluation. -Identify needed cross-sector data to create comprehensive state quality improvement system

Impact Project Next Steps Consultation
Developing micro-level action steps -The next stage of the process is to create action steps/strategies to fill the gaps identified and strengthen the alignment with a shared definition of continuous quality improvement. The TA specialists were present at the QRIS Collaborative meeting and will use the feedback gained to help ensure the priorities of the Office align with and strengthen those that are most needed around the state. -Once the alignment is clear, the TA specialists will invite experts to consult with the team to address any specific needs, such as data collection or policy change, in order to progress through the project. -Micro level action steps will be developed, reviewed and revised as priorities and alignments change.

Agency Update – Early Learning Programs
Dr. Tara Huls Director VPK Erin Smeltzer Director School Readiness Reginal Williams Manager Program Integrity

VPK Program Year Enrollments 2005-2006 to 2020-2021*
Agency Update – VPK VPK Program Year Enrollments to * Source: Voluntary Prekindergarten Education Estimating Conference, Aug. 2, 2016 * are actual enrollments, are estimated enrollments and to are projected enrollments.

Agency Update – VPK Florida's 4-Year Old Population Compared to VPK Enrollments to * Source: Voluntary Prekindergarten Education Estimating Conference, Aug. 2, 2016 * are actual enrollments, are estimated enrollments and to are projected enrollments.

VPK Program Participation Rate 2005-2006 to 2020-2021*
Agency Update – VPK VPK Program Participation Rate to * Source: Voluntary Prekindergarten Education Estimating Conference, Aug. 2, 2016 * are actual enrollments, are estimated enrollments and to are projected enrollments.

Statewide School Readiness Paid Enrollments July 2012 to August 2016
Agency Update – School Readiness Statewide School Readiness Paid Enrollments July 2012 to August 2016 Source: Office of Early Learning, Consolidated Data Base Data as of Aug. 31, 2016, Run Date Sept. 26, 2016

Agency Update – School Readiness
Statewide School Readiness Paid Enrollments Data Trend Line - July 2012 to August 2016 Source: Office of Early Learning, Consolidated Data Base Data as of Aug. 31, 2016, Run Date Sept. 26, 2016

School Readiness Monthly Waiting List History to (YTD) Source: Office of Early Learning, EFS, SPE/UWL and the Parent Portal Data as of May 30, 2016, Run Date June 21, 2016

School Readiness Monthly Waiting List History to (YTD) Fiscal Year 2003/04 2004/05 2005/06 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16 2016/17 July 47,489 55,940 48,371 47,288 49,659 58,865 74,796 85,013 80,500 78,892 60,659 56,471 53,380 38,308 August 53,274 53,321 54,275 44,536 59,376 64,557 80,751 90,791 84,098 68,414 57,750 64,687 52,527 43,945 September 51,834 53,076 52,883 45,817 57,444 62,993 84,369 90,685 85,751 73,168 49,419 68,811 50,249 October 54,612 52,406 57,615 41,972 56,095 65,436 87,553 91,957 81,607 68,516 47,826 68,950 42,560 November 54,313 48,311 57,523 40,956 38,926 58,796 87,329 88,979 77,069 71,933 42,609 68,437 35,317 December 47,801 44,569 58,042 42,975 42,446 47,662 87,697 78,906 75,110 67,676 36,770 64,548 30,926 January 53,573 40,415 53,960 44,298 45,436 49,015 88,105 74,452 75,365 60,259 36,684 61,840 29,106 February 46,315 39,596 27,705 44,898 46,279 47,760 84,218 67,988 71,803 58,134 37,121 58,614 25,774 March 28,803 38,727 35,207 40,230 44,293 46,273 66,947 68,033 64,780 58,322 37,867 51,397 25,941 April 28,978 39,677 41,146 43,241 43,866 57,671 62,235 70,869 66,206 57,182 43,624 53,596 27,260 May 30,214 38,214 45,087 39,241 48,847 67,324 77,146 74,497 65,255 45,959 47,956 56,748 34,730 June 58,687 40,582 45,118 40,839 53,612 69,492 80,157 78,324 68,747 65,032 52,336 59,057 36,872 Monthly Average 46,324 45,403 48,078 43,024 48,857 57,987 80,109 80,041 74,691 64,457 45,885 61,096 37,054 41,127 Monthly Maximum Monthly Minimum Source: Office of Early Learning, EFS, SPE/UWL and the Parent Portal Data as of Aug. 31, 2016, Run Date Sept. 26, 2016

In process Early Learning Performance Funding Project Professional Development Subsystem Infant/Toddler Subsystem Inclusion Subsystem

Performance FUNDING Project – Year 2
 Performance FUNDING Project – Year 2 Wrap Up Bonuses determined and submitted to coalitions Evaluation results

 Performance FUNDING Project – Year 3 Status # of applications – 883 103 screened out # active Tier 1 – 202 # active Tier 2 – 175 # active Tier 3 – 42

 Performance FUNDING Project – Year 3 Next Steps UF will be reaching out to discuss CLASS observations Benchmark 1 ends Oct. 31 Alignment to local QRIS initiatives Feedback for potential Year 4

Professional Development
Agency Update – School Readiness Professional Development

Agency Update – School Readiness Professional Development Quality assurance measures under development Scope of work for registry submitted to DCF for review Early Learning Florida health and safety courses under development

Agency Update – School Readiness Professional Development Upcoming Trainings Train the Trainer for Infant CLASS tool Quality Feedback Training

Infant|Toddler Subsystem
Agency Update – School Readiness Infant|Toddler Subsystem

Infant|Toddler Subsystem
Agency Update – School Readiness Infant|Toddler Subsystem First network meeting scheduled Coaching models for potential infant intervention for Tier 1 ELPFP Infant/Toddler Toolkit

Inclusion Subsystem

Inclusion Subsystem BPIECE pilot in 13 coalitions Palm Beach, Florida’s Gateway, Duval, Flagler/ Volusia, Florida’s Heartland, Southwest Florida, North Florida, Manatee, Marion, Miami/Dade, Brevard, Okaloosa/Walton Revisions incorporated in final draft Launch and training 9/17 Best Practices in Inclusive Early Childhood Education BPIECE Practitioners

Expulsion Prevention Policy
Agency Update – School Readiness Expulsion Prevention Policy Survey data Policy draft Statewide training

School Readiness Quality Initiatives
Agency Update – School Readiness School Readiness Quality Initiatives Cultural Responsiveness Task Force Core competencies expansion Philosophy development

Agency Update – Program Integrity
Program Integrity Reginal Williams Manager OEL School Readiness Rule Revision and Development FY Monitoring

School Readiness Rule Revision/Development
Agency Update – Program Integrity School Readiness Rule Revision/Development Rules approved by State Board of Education Wait List Procedures (6M-4.300)—effective Aug. 21, 2016 Health and Safety Checklists and Inspections—approved by SBOE Sept. 9, 2016 Rules being revised (from July – November 2016) Statewide Provider Contract for the SR Program (6M-4.610) SR Eligibility Provisions (6M-4.200) Verification of Employment and Income (6M-4.208) Redetermination of Eligibility for Financial Assistance (6M-4.209) — repealing Required Parent Co-payment (6M-4.400)

AS Monitoring Accountability (AS) review process Documents and reports Findings and observations Document request expectations

Monitoring Process Overview
Agency Update – Program Integrity Monitoring Process Overview OEL will conduct AS onsite reviews, every other year, for 30 coalitions and two statewide contractors. OEL will review 15 coalitions during fiscal year.

AS Monitoring Process Overview
Agency Update – Program Integrity AS Monitoring Process Overview Notify coalition and request initial review documents Entrance conference Onsite and desk review monitoring Request additional documentation as needed Complete preliminary review Preliminary exit (Eligibility and DA file reviews only) Exit conference (Programmatic and Eligibility) Report issuance (draft then final) Corrective Action Plans (CAP, if applicable)

AS Documents and Reports
Agency Update – Program Integrity AS Documents and Reports Notification Eligibility spreadsheets and scorecards Courtesy Review Suite (report and management addendum) OEL Courtesy Review Response Final Report Suite (report, addendum, executive summary) CAP

Findings and Observations
Agency Update – Program Integrity Findings and Observations Non-compliance observed before monitoring Non-compliance observed during/after monitoring Resolving non-compliance findings Proof that finding does not exist Implementing corrective actions Management addendum observations

AS Document Requests Pre-site document request On-site requests Post-site requests Corrective Action Plan (CAP)

FMSAS Summary of Processes/Timelines
Agency Update – Program Integrity FMSAS Summary of Processes/Timelines Notification and initial document requests Preplanning conference Onsite - entrance conference Onsite – tests/requests for additional files as needed Onsite – exit conference Report issuance Preventive/Corrective Action Plans (PCAP)

FMSAS Summary of processes/timelines
Agency Update – Program Integrity FMSAS Summary of processes/timelines Event/Activity Projected Date Distribute Document Request List to Entity 6 weeks prior to onsite Receive Document Request List Items from Entity 3 weeks prior to onsite Conduct Pre-Planning Meeting 2 weeks prior to onsite Selected Sample Provided to Entity 1 week prior to onsite Entrance Conference Beginning of onsite Pre-Exit Conference Prior to Exit Conference Exit Conference Held and Exit Conference Memo Distributed End of Onsite Draft Report Released to Entity and OEL 15 days after Exit Conference Draft Report Review Completed by Entity, minor edits submitted to OEL, if applicable 14 days after draft report release to entity/OEL Final Report Released to Entity and OEL 10 days after draft report acceptance Entity Corrective Action Plan Due 30 days after final report released

FMSAS Summary of processes/timelines (cont’d)
Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Notification and initial document request Sent six weeks prior to onsite visit Includes letter, list and Excel files for you to review, complete and return Please check dates for monitoring period and items requested ’s scope is unchanged from

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Preplanning conference Scheduled 2 weeks before onsite visit Staff from OEL/contracted onsite team review all data items submitted to prepare for onsite visit Participation by entity staff is optional* (teleconference) Follow-up questions may be sent afterwards Sample items selected will be sent afterwards ’s scope is unchanged from

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Onsite – Entrance Conference Team leader will meet with entity’s management team at start of each visit Overview of week’s onsite tests, schedules for meetings and arrangements for exit conference Entity’s governing board member(s) may participate ’s scope is unchanged from

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Onsite – tests/requests for other files as needed Onsite team members will be in your offices each day during regular office hours Covered areas of operations and related tests are described in OEL’s fiscal monitoring tool ’s scope is unchanged from

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Onsite – Exit conference Held on last day of onsite visit (typically Fridays) OEL’s review processes will impact schedule Any issues, observations or findings will be reviewed with entity’s management team Entity’s governing board member(s) may participate ’s scope is unchanged from Process for reporting results for will change

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Report issuance (draft then final) Draft report – within 15 days after onsite visit ELC/OEL courtesy review – within next 14 days Final report released – within next 10 days Initial instructions provided on preventive/corrective action plan submission (if applicable)

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Preventive/Corrective Action Plans (PCAP) Completed and returned to OEL within 30 days Entity’s “clock” starts when final report is released OEL template, tips and instructions – sent by OEL in 3 days OEL pre-filled PCAP – sent by OEL within next 7 days Provide reply for listed corrections/ recommendations OEL’s review and follow-up – sent within next 30 days

Agency Update – Program Integrity FMSAS Summary of processes/timelines (cont’d) Preliminary scheduling of onsite visits (completed August 2016) Data items/document requests sent to ELCs (6 weeks before visit) Pre-planning by FMSAS staff/onsite teams (2 weeks before visit) OEL staff/onsite teams review data/questions before visit ELC participation by phone is optional, not mandatory Entrance Conference (Entrance Conference Memo, first day of visit) Onsite Monitoring (typically 3-5 days for each visit) Exit Conference (Exit Conference Memo, last day of each visit)

FMSAS Fiscal tools/templates
Agency Update – Program Integrity FMSAS Fiscal tools/templates Tools Used in Monitoring Process Internal Control Questionnaire Document Request List Pre-Planning Tasks Onsite Financial Monitoring Tool Written reports/documents Other tools/templates

FMSAS Data and document requests
Agency Update – Program Integrity FMSAS Data and document requests Submission process for fiscal data requests is different from accountability requests Review instructions from onsite team or contact OEL staff with questions General ledger detail is the most tested file ’s scope is updated

FMSAS Summary of annual tasks/processes (cont’d)
Agency Update – Program Integrity FMSAS Summary of annual tasks/processes (cont’d) Draft report preparation by HCT/CRI Reports released to FMSAS and the ELC for review Review is completed within 14 calendar days Final report preparation by HCT/CRI FOEL approves the report so HCT/CRI can begin final processing. Once approved, the final report is issued within 10 calendar days. Preventive/Corrective Action Plans (PCAPs) Each ELC has 30 days to submit a response. FOEL staff works with each ELC to complete this process.

Agency Update – Program Integrity FMSAS Summary of annual tasks/processes (cont’d) Define Finding vs. Observation Finding – General description from authoritative standards Internal control deficiencies Fraud and illegal acts Abuse Violations of contracts or grant agreements

Agency Update – Program Integrity FMSAS Summary of annual tasks/processes (cont’d) Define Finding vs. Observation (cont’d) Finding – OEL instructions* Any instance of non-compliance with federal laws or regulations, state laws or rules, grant terms and conditions, MOU terms and conditions, OEL policy, entity policy, or of other requirements or restrictions Scope of “compliance” is described by the onsite tool * OEL materiality threshold will apply in

FMSAS Summary of annual tasks/processes (cont’d))
Agency Update – Program Integrity FMSAS Summary of annual tasks/processes (cont’d)) Observation – Represent opportunities to strengthen controls and/or operating efficiencies of organization Can be used when violations of policy, rule, etc., are not present Observations recommend, but do not require corrective action Description of situation “observed” includes enough detail to define nature/magnitude of issue Recommendations should be detailed enough to provide achievable common sense tasks

FMSAS TA: Coalition SR Plan – Fiscal Policies
Agency Update – Program Integrity FMSAS TA: Coalition SR Plan – Fiscal Policies What is this technical assistance? Why is OEL staff doing this? How will this process work? When/how will tasks be started/ finished?

FMSAS TA: Coalition SR Plan – Fiscal Policies
Agency Update – Program Integrity FMSAS TA: Coalition SR Plan – Fiscal Policies Where can we get more information? Who should be contacted with questions? How will this impact monitoring?

OEL TA Summary of processes/timelines
Agency Update – Program Integrity OEL TA Summary of processes/timelines Event/Activity Projected Date Phase I – Rollout of OEL review results First contact with proposed ELC work group April 22, 2016 (done) Upload draft files to SharePoint for ELC work group April 25, 2016 (done) Conference call #1 with ELC work group April 26, 2016 (done) Conference call #2 with ELC workgroup May 6, (done) TA update webinar for all ELCs May 12, 2016 (done) Processing on first set of fiscal policies closes – 26 of 30 ELCs July 29, 2016 (done) Batch #1 initial/select reviews sent to ELCs for second set of fiscal policies July 30, 2016 (done) Batch #1 ELC reviews (workgroup) completed/sent to ELCs August 11, 2016 (done) Batch #2 ELC reviews initiated for ELCs August 23, 2016 (done) Complete Procurement policy reviews for ELC batches #2 / #3 September 22, 2016 Complete Disb’t policy reviews for ELC batches #2 / #3 September 30, 2016 June 30, 2016 Complete individual TA calls with ELCs, as requested October 31, 2016 July 31, 2016 Issue acceptance s to all ELCs November 15, 2016 August 31, 2016 ELC policies adopted/approved by governing boards TBD November 30, 2016 End of federal “grace period”/extension from UGG December 26, 2016

Discussion Summary and Adjourn Rodney J. MacKinnon Executive Director
Executive Directors Meeting Discussion Summary and Adjourn Rodney J. MacKinnon Executive Director

Next meeting Jan. 12, 2017 Webinar

Agency Report Early Learning Coalition Executive Directors Meeting

Similar presentations

Presentation on theme: "Agency Report Early Learning Coalition Executive Directors Meeting"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Agency Report Early Learning Coalition Executive Directors Meeting

Similar presentations

Presentation on theme: "Agency Report Early Learning Coalition Executive Directors Meeting"— Presentation transcript:

Similar presentations

About project

Feedback