2006 Head Start/Early Head Start Directors’ Institute
Leading With A Vision: Managing Change & Creating Quality
Management Systems
Advanced Session
2006 HS/EHS
DirEctorS’ inStitutE
Agenda
1. IS Concepts
3. Integration of IS in Head Start Systems
5. Application of IS in Head Start
2006 HS/EHS
DirEctorS’ inStitutE
What are Information Systems?
• Head Start Information Systems– Child Plus– COPA– HSFIS/PROMIS
• Community Action– CTK
• Work flow automation• ROMA• Head Start• Intranet: file sharing, calendar, e-mail,
applications
2006 HS/EHS
DirEctorS’ inStitutE
Data Processing
DATADATA
InformationInformation
Attendance For Classroom 2
Data Entry of Weekly Attendance Data into
Database
Who Was Absent? Why? How Many Meals Consumed Last
Quarter/Year? At What Reimbursement Rate?
Look up on screen or paper report
16 Present, 1 Excused Absence, 10 snacks @ Free rate, 6 @ Reduced,
Center 5, Clasroom 2, 11/1/06 – 11/5/06
2006 HS/EHS
DirEctorS’ inStitutE
IS Concepts
• Data CollectionData Collection• Data EntryData Entry• Compile / ProcessCompile / Process• ReportingReporting• AnalysisAnalysis• ActionAction• EvaluationEvaluation• PlanningPlanning
PlanningPlanning
AnalyzeAnalyze
DataDataEntryEntry
The Information System Engine
EvaluationEvaluation
2006 HS/EHS
DirEctorS’ inStitutE
Data EntryData Collection
Compile/Process
Analysis
Action
Evaluation
Planning
2006 HS/EHS
DirEctorS’ inStitutE
The 5 “Ws” of Data Collection
1. What ?– Needs to be collected– Are the challenges
2. Why?– Is it being collected
3. Who?– Should be involved– Needs this data
4. When?– Is it done
5. Where?– Is it located
2006 HS/EHS
DirEctorS’ inStitutE
Data Flow and Q/A
2006 HS/EHS
DirEctorS’ inStitutE
Accounting, Budgeting, Payroll, Fiscal Accounting, Budgeting, Payroll, Fiscal ReportingReporting
Fund Accounting SoftwareFund Accounting SoftwareGABIGABIFiscal AssistantFiscal Assistant
FiscalFiscal
ERSEAERSEAHS DatabaseHS DatabaseERSEAERSEA
Staff Evaluations, Professional Staff Evaluations, Professional DevelopmentDevelopment
HS DatabaseHS DatabaseHR/Professional Development SoftwareHR/Professional Development SoftwareHRHR
ERSEA, Health, MH, Disabilities, Family ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Services, Inkind, Professional Development, etc.Development, etc.
HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareSelf AssessmentSelf Assessment
ERSEA, Health, MH, Disabilities, Family ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Services, Inkind, Professional Development, etc.Development, etc.
HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting Software
Ongoing Ongoing MonitoringMonitoring
ERSEA, Health, MH, Disabilities, Family ERSEA, Health, MH, Disabilities, Family Services, Inkind, Professional Services, Inkind, Professional Development, etc.Development, etc.
HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareDocument ManagementDocument Management
Record Keeping Record Keeping & Reporting& Reporting
Internal/External: Parents, Community, Internal/External: Parents, Community, Vendors, RO, Delegates, StaffVendors, RO, Delegates, StaffProtocols/Roles/ResponsibilitiesProtocols/Roles/ResponsibilitiesMarketingMarketing
E-mail, Video Conferencing, E-mail, Video Conferencing, Document ManagementDocument ManagementHS DatabaseHS DatabaseCommunicationsCommunications
CNA, PIR, PRISM, HS DatabaseCNA, PIR, PRISM, HS DatabaseMonitoring/Self AssessmentMonitoring/Self AssessmentStaff EvaluationsStaff EvaluationsService Area Plans Service Area Plans BudgetBudget
MS-ProjectMS-ProjectHS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareProcedure Development / Management Procedure Development / Management SoftwareSoftware
PlanningPlanning
Board/PC Training & MeetingsBoard/PC Training & MeetingsReports: CNA, ERSEA, BudgetReports: CNA, ERSEA, BudgetPersonnel ProceduresPersonnel Procedures
HS DatabaseHS DatabaseGraph/Charting SoftwareGraph/Charting SoftwareFund Accounting SoftwareFund Accounting SoftwarePresentation Graphics(PPT)Presentation Graphics(PPT)
Program Program GovernanceGovernance
StaffStaffProgram NeedsProgram NeedsInformation TechnologyInformation Technology
2006 HS/EHS
DirEctorS’ inStitutE
Information Technology
• Document Management• Project Management• Presentation Software/Hardware
• Head Start Specific Software (HS Databases)
• Procedure Development Software• Fund Accounting
• Graphing/Charting Software
2006 HS/EHS
DirEctorS’ inStitutE
HS Specific Software
• COPA– Web based– Workflow
automation
• ChildPlus– PC/Web based
• HSFIS– PC
• PROMIS– Web based
• Setup / Initial Fees
• Subscriptions• Web Demos
• T/TA• Annual
Maintenance• Implementation
2006 HS/EHS
DirEctorS’ inStitutE
Document Management
• Technology:– Digital Senders / Scanners– Network File/E-mail/Copy/Print
Servers–
• Management Systems– File name protocols– Indexing– Security
2006 HS/EHS
DirEctorS’ inStitutE
Project Management
• MS-Project– Simplifies project outlines, Gantt
charting, calendaring– Resource assignment– Project tracking and reporting
2006 HS/EHS
DirEctorS’ inStitutE
Presentation / Training Technology
• Computer/Intranet/Internet based Training: Adobe Captivate as used by SCCOE
• Presentation Graphics: MS-PowerPoint
• Data Projector• Web Meeting/Conference:
WebEx• Web-based Learning
Communities: ECLKC
2006 HS/EHS
DirEctorS’ inStitutE
IS Training & Technical Assistance – Pros/Cons
• Workshop Conference
• Users Group• On-Site
• Web based
• Video Teleconference
• Audio Teleconference• Computer Based Training
2006 HS/EHS
DirEctorS’ inStitutE
IT Rollout
roll out‧ –noun 1.the first public showing of an aircraft.
2.Informal. the introduction or inauguration of a new product or service, as by an advertising campaign, public announcement, or exhibition: the most lavish rollout in soft-drink history.
Dictionary.com Unabridged (v 1.0.1)Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.
2006 HS/EHS
DirEctorS’ inStitutE
Roll Out
• Is your productproduct ready for roll out?– Implementation Plan & Schedule– Pilot-tested Written Procedures
– Staff Assignment / Skills Assessment
– Training / Follow-up Help Desk (TA)– Monitoring / Progress Reporting– Feedback Mechanism
2006 HS/EHS
DirEctorS’ inStitutE
The Role of IT
• There is NO computer:– God– Guru– Wizard
• There are only:– IT Departments– IT Professionals
2006 HS/EHS
DirEctorS’ inStitutE
10 Top List f or 10 Top List f or-Tech Success-Tech Success
1. Management Support & Oversight2. Staff Training & Support3. IT Staff Understand the Head Start Mission4. Authority to Implement5. Feasibility Study - Cost/Benefits (ROI)6. Integrated Program & Technology
Assessment & Planning7. Testing: Initial & Pilot8. “Packaged” Rollout of Tech Projects9. Written,Integrated Program & IS
Procedures10. Hardware & Software Standards
2006 HS/EHS
DirEctorS’ inStitutE
Case Study
Agency ITManager
Grantee Agency
Program Director
Operations Manager
Education Manager
FCP Manager
Site Supervisors
Health Manager
Nutritionist
Health Coordinator
FCP Staff
ERSEA Staff
Fiscal Manager
Teaching Staff
FacilitiesManager
Shared Decision Making
Program Agency Coordination
DisabilitiesManager
Policy Council
Administrative Assistant
Board of Directors
2006 HS/EHS
DirEctorS’ inStitutE
Resources• Non-Profit Technology Planning, Resources, Software, Learning,
Volunteer Coordination and more!– Techsoup www.techsoup.org
• Head Start Software Vendors– COPA www.mycopa.org – ChildPlus www.childplus.org – Cleverex (PROMIS / HSFIS) www.cleverex.com
• HR Software– Sage HR Management www.sagesoftware.com – Brightmove, web based www.brightmove.com – TK8, small-medium orgs www.TK8.com – ADP www.adp.com
• Non-Profit Accounting Software– Sage MIP www.sagenonprofit.com – Fundware www.fundware.com – Accufund www.accufund.com
• Policy & Procedure Development– Center for Community Futures www.cencomfut.com
• Technology Grants / Funding Sources– E-rate www.universalservice.org/sl/default.aspx – GrantsAlert www.grantsalert.com– GFO www.grants.gov – Michigan State www.lib.msu.edu/harris23/grants/2comptec.htm