Office of College and Career Preparation

July 13th, 2011

CPS Board Report Process

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Role of the Board

The Board of Education of the City of Chicago (“Board”), the governing body of the Chicago Public Schools, is responsible for the governance, organizational and financial oversight of Chicago Public Schools. Members focus on:

• Establishing school district goals; • Providing for program development activities; • Overseeing the financial affairs of the district; • Adopting operating policies; • Assuring systematic review and evaluation of all phases of the

school program; and • Advocating on behalf of students and schools.

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When do you need a board report?

Procurement related• If you are buying $10,000 or more of biddable goods or

services or $25,000 or more of non-biddable goods or services (per unit per supplier per fiscal year), you will need to propose a board report. Usually, a competitive bid or Request for Proposal is required before a obtaining board report.

• If a contract already exists, as in the case of Strategic Sourcing, a Board Report has already been done and there is no need to do another.

• Procurement board reports are routed electronically.

Education/ Policy related• A board report must be initiated for any policy related or

contractual agreements made with outside entities.• Education board reports are routed manually.

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Role of the Program Manager

• You are accountable!

• When developing your board report keep in mind:• The audience needs to understand the program, its goals

and its outcomes• Program Manager needs to succinctly communicate all

aspects.• The audience is asking: does this policy make sense? Is this

purchase the most cost-effective? Does this make the most of the available resources?

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Education/ Policy Board Report Routing Forms - Paper

Please use proper templates for Checklist and Accountability Certification Pages

Signoff Checklist Accountability Certificate Board Report

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Procurement Board Report Routing Forms - Electronic

Please use proper templates for Contractor Disclosure and Feedback Form

Contractor Disclosure Vendor Feedback Form (if renewing a board report)

Board Report

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OCCP Chief Officer Briefing

Chief Officer of OCCP

Eileen Rudden

All board reports must include an outcomes/briefing slide and an FAQ sheet for OCCP internal

review

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Board Report Process

Planning and identification of

funding source/s

Vendor search, proposals review and negotiations

Development of implementation and contingency plans

Routing Approval

Submission of BR (electronic or paper)

and supporting documentation

Drafting

CEO Briefing President’s Briefing Board Meeting

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Routing/ Approval Process

Requester/ Unit Approver(s)

Chief Education

Office

Management and Budget

FinanceProcurement

and ContractsBusiness Diversity

LawChief

Executive Office

Board

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Project Planning for Biddable Goods/ Services

Scope of services drafted

and approved

1 month

RFP is advertised and

awardee is determined

1 month

Board report process begins

2 months

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Board Report Deadlines

- Plan ahead and submit Board Report as early as possible…

- Reports must be delivered to Law by the Board Report deadline (COB) in order to be placed on the CEO Briefing Agenda.

- Have contingency plans in place, should you not meet the deadline, or your report is pulled from agenda.

- Check Purchasing Website for the latest Board Report schedule.

MonthOCCP Business Ops Deadline

To Eileen

OMB Deadline

OBD / Purchasing Deadline

Finance Deadline

Law Deadline

Board Deadline

CEO Briefing

President Briefing

Board Meeting

May 2011

Mar 18 Apr 1 APR 7 APR 12 APR 15 APR 20 MAY 3 MAY 11 MAY 18 MAY 25

JUN 2011

Apr 14 Apr 28 MAY 5 MAY 10 MAY 13 MAY 17 MAY 31 JUN 8 JUN 15 JUN 22

JUL 2011

May 19 Jun 2 JUN 9 JUN 14 JUN 17 JUN 22 JUL 5 JUL 14 JUL 19 JUL 27

AUG 2011

Jun 16 Jun 30 JUL 7 JUL 12 JUL 15 JUL 20 AUG 2 AUG 10 AUG 16 AUG 24

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2011 OCCP Board Reports - PastBoard Meeting

Vendor Description

JANUARY ISAC RATIFY EXERCISING THE FIRST OPTION TO RENEW THE INTERGOVERNMENTAL AGREEMENT WITH ILLINOIS STUDENT ASSISTANCE COMMISSION (ISAC) FOR A SOFTWARE LICENSE AND RELATED SERVICES FOR XAP TRANSITIONS PREMIUM EDITION

FEBRUARY COLLEGE TOURS APPROVE ENTERING INTO AGREEMENTS WITH VENDORS FOR TRANSPORTATION SERVICES AND AUTHORIZE PAYMENTS FOR LODGING EXPENSES FOR SPRING BREAK COLLEGE TOURS

APRIL AVID CENTER AMEND FY11 BOARD REPORT TO USE TITLE II FUNDS

MAY DEVRY UNIVERSITY APPROVE ENTERING INTO AN AGREEMENT WITH DEVRY UNIVERSITY FOR EDUCATIONAL SERVICES (COHORT 8)

JUNE ISAC APPROVE ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT WITH ILLINOIS STUDENT ASSISTANCE COMMISSION (ISAC) FOR SOFTWARE LICENSE AND RELATED SERVICES FOR XAP TRANSITIONS PREMIUM EDITION

JUNE AVID CENTER RENEW THE AGREEMENT WITH THE AVID CENTER FOR PROFESSIONAL DEVELOPMENT FOR FY12

JUNE LOYOLA UNIVERSITY APPROVE ENTERING INTO AN AGREEMENT WITH LOYOLA UNIVERSITY OF CHICAGO FOR COMMUNITY-BASED FEDERAL WORK STUDY PROGRAM FOR TUTORING AVID STUDENTS

JUNE DUAL CREDIT AGREEMENT WITH CITY COLLEGES OF CHICAGO REGARDING DUAL CREDIT AND DEVELOPMENTAL COURSES

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2011 OCCP Board Reports - Current

Board Meeting

Vendor Description

JULY CAREER ACADEMIES APPROVE THE ESTABLISHMENT OF CAREER AND TECHNICAL EDUCATION COLLEGE AND CAREER ACADEMIES AND RELATED PROGRAMS

JULY AFTER SCHOOL MATTERS APPROVE EXERCISING THE SECOND OPTION TO RENEW THE AGREEMENT WITH AFTER SCHOOL MATTERS TO PROVIDE APPRENTICESHIP AND EDUCATIONAL SERVICES

AUGUST ILLINOIS RESTAURANT ASSOCIATION APPROVE EXERCISING THE FIRST OPTION TO RENEW THE AGREEMENT WITH ILLINOIS RESTAURANT ASSOCIATION EDUCATION FOUNDATION FOR EDUCATIONAL SERVICES

AUGUST C-CAP APPROVE ENTERING INTO AN AGREEMENT WITH CAREERS THROUGH CULINARY ARTS PROGRAM (C-CAP) FOR EDUCATIONAL SERVICES

SEPTEMBER AUTO TRAINERS APPROVE ENTERING INTO AN AGREEMENT WITH A-TECH FOR THE PURCHASE OF AUTOMOTIVE TRAINERS

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Amendments and Options to Renew

• Amendments – modify previously approved board reports (e.g., increase funding, adjust scope of services, etc.)

• Options to renew – exercise options that were contained in a previously approved board report

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When amending reports, be sure to:

- reference original approved board report number in title

- include intro paragraph outlining all new changes

- underline all new content, and strike old content

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Board Report Briefings

• Monthly Directors briefing with Eileen – approx. 3 days prior to CEO Briefing

– Concerned Director will brief Chief Officer– Metric slide– FAQ sheet

• Monthly CEO Briefing (Two weeks prior to the Board meeting)

– CPS senior staff attends

– Officer will brief CEO

– Background/Supporting Documents

CEO Briefing is key decision time!

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Approve Pays and Ratifications

If you fail to plan ahead a ratification/ approve to pay board report will be necessary!

• If vendor has begun work prior to Board approval, then you must submit a “ratify” board report

• If you have received goods/services prior to Board approval, then you must submit an “approve payment” board report

• Must complete and attach “Approve Payment and Ratification Justification Form”

• Must provide detailed information on why goods/services received prior to board approval

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Ratification and Approve Pay Form

- Explain why goods were purchased or services were provided without prior Board approval.

- Indicate the individual who authorized the above purchase of goods or services.- What steps have been taken to prevent recurrence.

- Must be signed by - Principal and CAO - Schools- Department Head - CO

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Improving the Process for OCCP

• Annual Calendar

• Document Control

• Monthly meetings

• Strategic Sourcing agreements – CTA– Bus Travel/ Travel Agents– CTE equipment

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Questions???