2006 Head Start/Early Head Start Directors’ Institute
Leading With A Vision: Managing Change & Creating Quality
Information Systems Information Systems Integration in Head StartIntegration in Head Start
Management Systems Management Systems Advanced SessionAdvanced Session
Bernie M. LagudBernie M. LagudRegion IX Head Start TA NetworkRegion IX Head Start TA Network
2006 HS/EHS
DirEctorS’ inStitutE
Getting to Know YouGetting to Know You
• Your NameYour Name• Your Agency / StateYour Agency / State• Funded EnrollmentFunded Enrollment• Tracking Software Used in Your Tracking Software Used in Your
AgencyAgency• What Modules Are in UseWhat Modules Are in Use
– ERSEA, Family Services, ERSEA, Family Services, Health/Disabilities/MH, In-kind, Health/Disabilities/MH, In-kind, Transportation, Professional Transportation, Professional Development, etc.Development, etc.
2006 HS/EHS
DirEctorS’ inStitutE
ObjectivesObjectives
• Participants will be able to Participants will be able to describedescribe the individual the individual componentscomponents of a management of a management information information systemsystem (MIS) and their function in the nine Head (MIS) and their function in the nine Head Start systems.Start systems.
• Participants will be able to Participants will be able to applyapply their their existingexisting knowledgeknowledge of assessment, planning, and project of assessment, planning, and project management to their information systems.management to their information systems.
• Participants will be able to Participants will be able to assessassess the the implementationimplementation of an information system project of an information system project
2006 HS/EHS
DirEctorS’ inStitutE
•Speedometer
•Steering Wheel
•Fuel Gauge
•Clock
•GPS Navigation
•Engine Oil / Temp Gauge
Information Systems Information Systems keep you informed…keep you informed…
2006 HS/EHS
DirEctorS’ inStitutE
What are Head Start Information Systems?
• Head Start – Child Plus– COPA
• Work flow automation• Intranet: file sharing, calendar, e-mail,
applications– 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, Classroom 2, 11/1/06 – 11/5/06
2006 HS/EHS
DirEctorS’ inStitutE
IS Concepts
• Data Collection• Data Entry• Compile / Process• Reporting• Analysis• Action• Evaluation• Planning
2006 HS/EHS
DirEctorS’ inStitutE
Data EntryData Collection
Compile/Process
Analysis
Action
Evaluation
Planning
2006 HS/EHS
DirEctorS’ inStitutE
Data Flow and Q/A
2006 HS/EHS
DirEctorS’ inStitutE
Preventing Data ErrorsPreventing Data Errors
• Duplication Entries
• Allowable Entries
• Misspellings
• Out of Range
• Pre-fill
Maria Sanchez Maria Sanchez 345-12-7890345-12-7890
Maria Maria A.A. Sanchez Sanchez 345-12-7890345-12-7890
(M)ale; (F)emale; ((M)ale; (F)emale; (OO)ther)ther
California; CaCalifornia; Cauulifornialifornia
dates, ages, weight, height, dates, ages, weight, height, score values, etc.score values, etc.
default values for common default values for common entryentry
Institute Controls at Collection & Entry
Report SamplesReport Samples
2006 HS/EHS
DirEctorS’ inStitutE
AnalysisAnalysis
• Program GoalsProgram Goals• Outcome MeasuresOutcome Measures• TrendsTrends• Data Collection & Entry Data Collection & Entry
ErrorsErrors• Employee PerformanceEmployee Performance
2006 HS/EHS
DirEctorS’ inStitutE
Outcome Measures for Success
• Family Services– Food, Clothing, Transportation, Adult Ed, Job
Training, FPA
• Personnel– Teachers with degrees, Ethnicity, Language,
Professional Development
• Fiscal– Admin Cost, In-kind
• Child Development & Health– Child Outcomes Health & Dental Exams
Screenings / Treatment,
• ERSEA– ADA, CNA, Demographics, Full Enrollment
2006 HS/EHS
DirEctorS’ inStitutE
Fund Accounting SoftwareFund Accounting SoftwareGABIGABIFiscal AssistantFiscal Assistant
Accounting, Budgeting, Payroll, Fiscal ReportingAccounting, Budgeting, Payroll, Fiscal ReportingFiscalFiscal
HS DatabaseHS Database ERSEAERSEAERSEAERSEA
HS Database, Project SolarHS Database, Project SolarHR/Professional Development SoftwareHR/Professional Development Software
Staff Evaluations, Professional DevelopmentStaff Evaluations, Professional DevelopmentHRHR
HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting Software
ERSEA, Health, MH, Disabilities, Family Services, ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.In-kind, Professional Development, etc. Self AssessmentSelf Assessment
HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting Software
ERSEA, Health, MH, Disabilities, Family Services, ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.In-kind, Professional Development, etc.
Ongoing Ongoing MonitoringMonitoring
HS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareDocument ManagementDocument Management
ERSEA, Health, MH, Disabilities, Family Services, ERSEA, Health, MH, Disabilities, Family Services, In-kind, Professional Development, etc.In-kind, Professional Development, etc.Record Keeping Record Keeping
& Reporting& Reporting
E-mail, Video Conferencing, E-mail, Video Conferencing, Document ManagementDocument ManagementHS DatabaseHS Database
Internal/External: Parents, Community, Vendors, Internal/External: Parents, Community, Vendors, RO, Delegates, StaffRO, Delegates, StaffProtocols/Roles/ResponsibilitiesProtocols/Roles/ResponsibilitiesMarketingMarketing
CommunicationsCommunications
MS-ProjectMS-ProjectHS DatabaseHS DatabaseFund Accounting SoftwareFund Accounting SoftwareProcedure Development / Management Procedure Development / Management SoftwareSoftware
CNA, PIR, PRISM, HS DatabaseCNA, PIR, PRISM, HS DatabaseMonitoring/Self AssessmentMonitoring/Self AssessmentStaff EvaluationsStaff EvaluationsService Area Plans Service Area Plans BudgetBudget
PlanningPlanning
HS DatabaseHS DatabaseGraph/Charting SoftwareGraph/Charting SoftwareFund Accounting SoftwareFund Accounting SoftwarePresentation Graphics(PPT)Presentation Graphics(PPT)
Board/PC Training & MeetingsBoard/PC Training & MeetingsReports: CNA, ERSEA, BudgetReports: CNA, ERSEA, BudgetPersonnel ProceduresPersonnel Procedures
Program Program GovernanceGovernance
Information TechnologyInformation TechnologyProgram NeedsProgram Needs
2006 HS/EHS
DirEctorS’ inStitutE
Information TechnologyInformation Technology
• Head Start Specific Software (HS Head Start Specific Software (HS Databases)Databases)
• Document ManagementDocument Management• Project ManagementProject Management• Presentation Software/HardwarePresentation Software/Hardware• Procedure Development SoftwareProcedure Development Software• Fund AccountingFund Accounting• Graphing/Charting Software Graphing/Charting Software
2006 HS/EHS
DirEctorS’ inStitutE
HS Specific SoftwareHS Specific Software
• COPACOPA– Web basedWeb based– Workflow Workflow
automationautomation
• ChildPlusChildPlus– PC/Web basedPC/Web based
• HSFISHSFIS– PCPC
• PROMISPROMIS– Web basedWeb based
• Setup / Initial Setup / Initial FeesFees
• SubscriptionsSubscriptions• Web DemosWeb Demos• T/TAT/TA• Annual Annual
MaintenanceMaintenance• ImplementationImplementation
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
HP Digital Sender
2006 HS/EHS
DirEctorS’ inStitutE
Project ManagementProject Management
• MS-ProjectMS-Project– Simplifies project outlines, Gantt Simplifies project outlines, Gantt
charting, calendaringcharting, calendaring– Resource assignmentResource assignment– Project tracking and reportingProject tracking and reporting
2006 HS/EHS
DirEctorS’ inStitutE
Presentation / Training Presentation / Training TechnologyTechnology
• Computer/Intranet/Internet Computer/Intranet/Internet based Training:based Training: Adobe Adobe Captivate as used by Captivate as used by SCCOE SCCOE
• Presentation Graphics:Presentation Graphics: MS-PowerPointMS-PowerPoint
• Data ProjectorData Projector• Web Meeting/Conference: Web Meeting/Conference:
WebExWebEx• Web-based Learning Web-based Learning
Communities:Communities: ECLKC ECLKC
2006 HS/EHS
DirEctorS’ inStitutE
Procedure Development Procedure Development SoftwareSoftware
2006 HS/EHS
DirEctorS’ inStitutE
IS Training & Technical IS Training & Technical Assistance – Pros/ConsAssistance – Pros/Cons
• Workshop ConferenceWorkshop Conference• Users GroupUsers Group• On-SiteOn-Site• Web basedWeb based• Video TeleconferenceVideo Teleconference• Audio TeleconferenceAudio Teleconference• Computer Based TrainingComputer Based Training
2006 HS/EHS
DirEctorS’ inStitutE
IT RolloutIT Rollout
roll out‧roll out‧ –noun –noun 1.the first public showing of an aircraft. 1.the first public showing of an aircraft.
2.2.Informal. Informal. the introduction or the introduction or inauguration of a new product inauguration of a new product or service, as by an advertising or service, as by an advertising campaign, public campaign, public announcement, or exhibition: announcement, or exhibition: the most lavish rollout in soft-the most lavish rollout in soft-drink history.drink history.
Dictionary.com Unabridged (v 1.0.1)Dictionary.com Unabridged (v 1.0.1)Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.Based on the Random House Unabridged Dictionary, © Random House, Inc. 2006.
2006 HS/EHS
DirEctorS’ inStitutE
RolloutRollout
• Is your Is your productproduct ready for rollout? ready for rollout?– Rollout TeamRollout Team– Implementation Plan & ScheduleImplementation Plan & Schedule– Pilot-tested Written ProceduresPilot-tested Written Procedures
• Data entry/collection/reportingData entry/collection/reporting• Admin: security / user supportAdmin: security / user support
– Staff Assignment / Skills AssessmentStaff Assignment / Skills Assessment– Training / Follow-up Help Desk (TA)Training / Follow-up Help Desk (TA)– Monitoring / Progress ReportingMonitoring / Progress Reporting– Feedback MechanismFeedback Mechanism
2006 HS/EHS
DirEctorS’ inStitutE
The Role of ITThe Role of IT
• There is NO computer:There is NO computer:
– GuruGuru– WizardWizard
• There are only:There are only:
– IT DepartmentsIT Departments– IT ProfessionalsIT Professionals
2006 HS/EHS
DirEctorS’ inStitutE
Top 10 List for Top 10 List for Tech-SuccessTech-Success
1.1. Management Support & OversightManagement Support & Oversight2.2. Staff Training & SupportStaff Training & Support3.3. IT Staff Understand the Head Start MissionIT Staff Understand the Head Start Mission4.4. Authority to ImplementAuthority to Implement5.5. Feasibility Study - Cost/Benefits (ROI)Feasibility Study - Cost/Benefits (ROI)6.6. Integrated Program & Technology Integrated Program & Technology
Assessment & PlanningAssessment & Planning7.7. Testing: Initial & PilotTesting: Initial & Pilot8.8. ““Packaged” Rollout of Tech ProjectsPackaged” Rollout of Tech Projects9.9. Written, Integrated Program & IS Written, Integrated Program & IS
ProceduresProcedures10.10. Hardware & Software StandardsHardware & Software Standards
2006 HS/EHS
DirEctorS’ inStitutE
ResourcesResources• Non-Profit Technology Planning, Resources, Software, Learning, Non-Profit Technology Planning, Resources, Software, Learning,
Volunteer Coordination and more!Volunteer Coordination and more!– TechsoupTechsoup www.techsoup.orgwww.techsoup.org
• Head Start Software VendorsHead Start Software Vendors– COPACOPA www.mycopa.orgwww.mycopa.org – ChildPlusChildPlus www.childplus.orgwww.childplus.org – Cleverex (PROMIS / HSFIS)Cleverex (PROMIS / HSFIS) www.cleverex.comwww.cleverex.com
• HR SoftwareHR Software– Sage HR ManagementSage HR Management www.sagesoftware.comwww.sagesoftware.com – Brightmove, web basedBrightmove, web based www.brightmove.comwww.brightmove.com – TK8, small-medium orgsTK8, small-medium orgs www.TK8.comwww.TK8.com – ADP ADP www.adp.comwww.adp.com
• Non-Profit Accounting SoftwareNon-Profit Accounting Software– Sage MIPSage MIP www.sagenonprofit.comwww.sagenonprofit.com – FundwareFundware www.fundware.comwww.fundware.com – AccufundAccufund www.accufund.comwww.accufund.com
• Policy & Procedure DevelopmentPolicy & Procedure Development– Center for Community FuturesCenter for Community Futures www.cencomfut.comwww.cencomfut.com
• Technology Grants / Funding SourcesTechnology Grants / Funding Sources– E-rateE-rate www.universalservice.org/sl/default.aspxwww.universalservice.org/sl/default.aspx – GrantsAlertGrantsAlert www.grantsalert.comwww.grantsalert.com– GFOGFO www.grants.govwww.grants.gov – Michigan StateMichigan State www.lib.msu.edu/harris23/grants/2comptec.htmwww.lib.msu.edu/harris23/grants/2comptec.htm
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