The Wheel: A Tool for Developing an Integrated Timetable for APR Development and General Supervision/Monitoring Activities

OSEP National Early Childhood ConferenceDecember 8, 2008

Martha Diefendorf and Anne Lucas

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The Wheel

Jan

Aug

Dec

Nov Mar

Feb

Oct Apr

July

Sept

June

May

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Why Use The Wheel?

States’ goals for revising/improving general supervision systems include: Streamlining activities and maximizing

use of limited resources Designing monitoring to focus more on

results Integrating and aligning general

supervision activities with APR development

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When to Use The Wheel?

Designing a general supervision system Undertaking a major redesign of your

system Adjusting your current general supervision

system

Consider using The Wheel are when you are:

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What is The Wheel?

Visual representation of what activities need to be done when

A strategy to ensure activities occur: At right time of year At correct frequency (how often) In appropriate sequence

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What’s Included in The Wheel?

Federal reporting requirement deadlines SPP/APR Calendar activities

(aligned as much as possible) Key state-specific general supervision

activities (based on Big 8 components) including ongoing quarterly and monthly activities

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Jan

Aug

Dec

Nov Mar

Feb

Oct Apr

July

Sept

June

May

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare Quarterly data report Review data to determine trends

and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on

improvement activities

Monthly Activities

Review Corrective Action Plan (CAP) progress and

CAP tracking log

Track timely and accurate submission of required

reports, etc.

Sample Part C Integrated Timetable 2008-2009 CC

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Jan

Aug

Dec

Nov Mar

Feb

Oct Apr

July

Sept

June

May

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare Quarterly data report Review data to determine trends

and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on

improvement activities

Monthly Activities

Review Corrective Action Plan (CAP) progress and

CAP tracking log

Track timely and accurate submission of required

reports, etc.

SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR

SUBMIT 618 DATA FOR ‘08-‘09 APR

Sample Part C Integrated Timetable 2008-2009 CCFederally required

618 reporting requirements

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Jan

Aug

Dec

Nov Mar

Feb

Oct Apr

July

Sept

June

May

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs

Report program performance to public

Finalize ‘07-‘08 SPP/APR and initiate stakeholder and internal

approval processes

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare Quarterly data report Review data to determine trends

and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on

improvement activities

Monthly Activities

Review Corrective Action Plan (CAP) progress and

CAP tracking log

Track timely and accurate submission of required

reports, etc.

Make status determinations

Analyze ‘07-‘08 618 data; prepare SPP/APR Indicators 2, 5 & 6

Analyze Monitoring and other data; prepare ‘07-‘08 SPP/APR

Indicators 1, 7-14

Analyze Outcomes data; prepare ‘07-‘08 SPP/APR Indicators 3 & 4

Submit ‘07-‘08 SPP/APR and post Finalize SPP/APR

SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR

SUBMIT 618 DATA FOR ‘08-‘09 APR

Sample Part C Integrated Timetable 2008-2009 CCActivities on the

SPP/APR Calendar

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Jan

Aug

Dec

Nov Mar

Feb

Oct Apr

July

Sept

June

May

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs

Report program performance to public

Receive self-assessments

Conduct off-site data analysis (desk audit) on all programs;

request data clarification

Select sites for focused on-site visits

Finalize ‘07-‘08 SPP/APR and initiate stakeholder and internal

approval processes

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

and TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare Quarterly data report Review data to determine trends

and TA needs Provide TA Review/approve new CAPs Review SPP/APR progress on

improvement activities

Monthly Activities

Review Corrective Action Plan (CAP) progress and

CAP tracking log

Track timely and accurate submission of required

reports, etc.

Inform/train EI programs on monitoring changes and

disseminate self -assessment Make status determinations

Notify programs of status determination, non-compliance

and on-site visit selection

Analyze ‘07-‘08 618 data; prepare SPP/APR Indicators 2, 5 & 6

Analyze Monitoring and other data; prepare ‘07-‘08 SPP/APR

Indicators 1, 7-14

Review/update policies and procedures,

monitoring tools and process

Disseminate EI program contract submission requirements &

deadline

Issue signed EI program contracts

Evaluate SPP/APR process, Improvement Activities and

General Supervision tools/procedures

Analyze Outcomes data; prepare ‘07-‘08 SPP/APR Indicators 3 & 4

Submit ‘07-‘08 SPP/APR and post Finalize SPP/APR

SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR

SUBMIT 618 DATA FOR ‘08-‘09 APR

Determine noncompliance

Sample Part C Integrated Timetable 2008-2009 CCOther general supervision

activities

BB

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Sample Part B Integrated Timetable 2007-2008

Jan

Aug

Dec

Nov Mar

Feb

Oct Apr

July

Sept

June

May

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

& TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Report LEAs’ performance to public

Receive self-assessments

Conduct off-site data analysis (desk audit) on all LEAs; request

data clarification

Select sites for focused on-site visits

Finalize ‘07-‘08 SPP/APR and initiate stakeholder and

internal approval processes

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine trends

& TA needs Provide TA Conduct on-site monitoring visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for accuracy;

request data clarification Prepare quarterly data report Review data to determine

trends & TA needs Provide TA Conduct on-site monitoring

visits Review/approve new CAPs Review SPP/APR progress on

improvement activities

Quarterly Activities Review data entry for

accuracy; request data clarification

Prepare Quarterly data report Review data to determine

trends & TA needs Provide TA Review/approve new CAPs Review SPP/APR progress

on improvement activities

Monthly Activities

Review Corrective Action Plan (CAP) progress and

CAP tracking log

Track timely and accurate submission of required

reports, etc.

Inform/train LEAs on monitoring changes and

disseminate self -assessment

Notify LEAs of non-compliance and on-site visit selection

Analyze ‘07-‘08 data; prepare SPP/APR Indicators 5,6,9, & 10

Analyze data; prepare ‘07-‘08 SPP/APR Indicators 1,2,3,4A,

16-19, & 20

Review/update policies & procedures, monitoring tools

& process

Make status determinations for each LEA

Evaluate SPP/APR process & Improvement Activities & General

Supervision tools/procedures

Review OSEP response to State’s FFY 2005 SPP/APR

Submit ‘07-‘08 SPP/APR and post Finalize SPP/APR

SUBMIT 618 CHILD COUNT DATA FOR ‘08-‘09 APR

SUBMIT 618 DATA FOR ‘08-‘09 APR

Determine noncompliance

Analyze data and prepare SPP/APR Indicator 15 (including timely correction

for indicators 4a, 9, 10, 11, 12, & 13)

Analyze data and prepare SPP/APR Indicators 7, 8, 14

Analyze data for indicator 11

Analyze data for indicator 12

Similar but different…

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KEY PRINCIPLES: Understanding the State’s vision principles for a GS system

FOCUS: Knowing the APR targets and State priorities for performance

DATA METHODS: Identifying data collection strategies used to measure local performance

TIMING: Identifying deadlines and interrelationships of GS activities

Preparing to Use The Wheel

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The Wheel Activity

1. Form a small group of people with similar job focus (i.e., Part C or Section 619)

2. Generate a list of general supervision/ monitoring activities

3. Write each activity on a slip of paper4. Place the slips of paper on the blank

Wheel template5. Shift the slips of paper as you discuss

considerations for placement

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Considerations for Placement

Are there relationships between activities? Is the sequence of activities sensible? Should some activities been done routinely? Are there any deadlines or calendar constraints? When will relevant data be available? Is there duplication or overlapping of activities? Are there any essential activities missing? Are there any activities that are unnecessary?

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Debrief The Wheel Activity

What was the most difficult part? What was fairly easy for your group? Where did your group have different ideas? What insights did your group have? What ideas did you have for changing your

current system? How might you use this process back home?

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Contact Information

Anne Lucasalucas3@comcast.net

804-379-3833

Martha Diefendorfmartha_diefendorf@unc.edu

919-962-7368