Management Systems

1. Management Systems Partner Meeting, September 17, 2013 By Irma Guerra, Division Director

2. Management Systems • Formal and informal systems • Characteristics of Informal systems • Benefits of formal systems nothing is left out everyone is clear about who needs to do what, when and how

3. Management Systems Outcomes

4. Head Start Management Systems Planning Self-Assessment Program Governance ERSEA Human Resources Outcomes Fiscal Management Facilities, Materials & Equipment Ongoing Monitoring Record-keeping & Reporting Communication

5. Fiscal System- Julie Wiley, Chip Low • Facilities purchase, major renovations, construction, and property management • PMS – Payment Management Systems • Non-federal Share • External Auditor • Application and Grant Award Process • Cost Principles • Equipment management • Procurement management

6. Facilities, equipment, materials -Team Leaders: Liz Martinez, Jackie Shivers, Joanne Perez, Rosa Salinas • Learning environments – indoor and outdoors, • Compliance with Davis Bacon Act • Head Start design, practices, operations & building standards • Safe playgrounds • Technology assessment and planning • Accounting and Program software • Transportation – requirements for safe operation of vehicles • Transporting children with Disabilities • Regular and special transportation services • Transportation checklist

7. Self Assessment – Sebrina Carroll • Management Systems and procedures • Head Start Self Assessment – initial step for program excellence!

8. Planning – Irma Guerra, Sebrina Carroll, Julie Wiley • Management systems and procedures • Determining community strengths and needs • Strategic planning • Choosing a program option • Link between program planning and budget development • Purpose and direction of plans – short & long term, scope, • Use of data and to support culture accepting change

9. On-going Monitoring – Olivia Barbosa, Content Managers, Team Leaders, Sebrina Carroll • Management Systems and procedures • Risk Management • Data systems • Various levels, content areas, • Methods –observation, documents reviews, interviews • Improvement plans • Change implementation

10. Program Governance – Irma Guerra and W. D. Powell, Jr. • Purpose and function of program agencies • Program governance groups – Policy Council, Parent Committees, Agency Board of Directors and Partner Board of Directors • Code of Conducts for Policy Council and Board • Written Bylaws • Documented activity • Complete functions and responsbilities • Receives information

11. Communications – all personnel and Kenna Pruitt for media releases • Policies, procedures, equipment, personnel and systems • Timely communication services with families, governance groups, staff, partner agencies, and general community • Annual report to the public

12. Record keeping and Reporting – all personnel • Administrative requirements and standards, incl. HS Act 2007 • Reports and audits • Management Systems and procedures • Program Information Report (PIR) • Program governance and documents • Monthly enrollment and attendance report • Records access and retention

13. ERSEA - Eligibility, Recruitment, Selection, Enrollment and Attendance – Kenna Pruitt • Program option • Program participation – age and income ….at or below Federal Poverty Guidelines (FPG), at 101-130% over FPG, homeless, public assistance, and Supplemental Security Income • Only 10% allowed over FPG • Definition of income • Initial and Monthly enrollment reports

14. Human Resources – Andy Cates, Wendy Solis, Fallon Jernigan • Staff qualifications: education/credentials, prior to hire background checks, reference checks, PC approval, and initial TB and physical exams (renews per schedule) • Human Resource Management – organizational structure, personnel policies, classroom staffing, standards of conduct • Hiring key staff and salary limits • Wage and Benefits comparability • Concepts of Leadership • Growing a team

15. Thank you for your attention!