Thank you for looking into Policy Manager Two for your Head Start program

1. Thank you for looking into Policy Manager Twofor your Head Start program Teresa K. Wickstrom Senior Associate Center for Community Futures www.cencomfut.com teresa@cencomfut.com Phone & Fax: 909-790-0670

2. Policy Manager Two This software is designed to help your Head Start program manage program policies, operational procedures, plans, review results, and relationships with the numerous regulations and performance standards issued by the Department of Health and Human Services (DHHS), the Association for Children, Youth, and Families (ACYF), plus requirements from the Office of Management and Budget (OMB) circulars, and other regulations as appropriate.

3. Policy Manager Two Use Policy Manager Two to create, edit, add, delete, find, link, keep track of, and print program area plans, local policies and procedures, regulations, and the results of your Federal onsite review.

4. What is The Policy Manager? The Policy Manager (PM2) is a database software system that makes the management of regulations, policies/procedures, program plans, and tracking of the findings of your program's Federal review as simple as possible. It is based on these principles: • Policies, procedures, program area plans, and review findings are based on Federal regulations, Performance Standards, and local requirements. 2. To successfully manage their relationships, associations must be made between them. • This centralized system lets you find, view, edit, add, delete, track the status of, print reports, and otherwise manage your program's policies, procedures, area plans, regulations, and review findings -- all in one place.

5. Policy Manager Two helps you answer questions like: • “Do we have a policy on ?” (Example: First Aid Kits)“If so, where is it?” • “Which regulation(s) does this policy cover?” • “Was the policy approved? When? By whom?” • “Who is responsible for implementation of this requirement?” • “What is the text of the regulations that this Review question relates to?”

6. Answering these sorts of questions is not always easy. With PM2, it will just take a few mouse clicks to get the answers. In addition to helping you keep policies and regulations, PM2 also helps you track them. For example, getting a policy from its first draft to its final approval stage can be a long process, involving several steps. PM2 helps you keep track of the status of a policy and will record the approval dates. With 3,485 performance standards, 5,552 Federal regulations that relate to Head Start, and 209 review questions, many policies are involved! With this software, you can quickly print a report, for example, that lists all the policies that have yet to be approved by the Policy Council by a specific date.

7. Main Window When you start Policy Manager Two, you will see the Main Window:

8. PM2 Main Window Clicking on a tab switches you from Documents, Regulations, and Review questions. The tab that is selected determines what is displayed in Policy Manager.

9. Each of the three main tabs – Documents, Regulations, and Review – work in conjunction with the Type(s) available in their drop-down lists. You must click on the appropriate tab to access the Types. • The tab you click will show its contents in the tree view and in the other fields. Once you’ve clicked a tab, you can edit, copy, paste, etc. into the fields on the right.

10. Tutorial 1: Find a Regulation by Key Word 1. From the Main Window, Click on the Regulations tab. 2. In the Type: field, select Performance Standards from the drop-down list. • To search for a key word or phrase in the Performance Standards, type in the search term in the Search box, then press the Enter key. • Example: Let's say you need to find all of the Performance Standards with the word "bus" in them. Type bus in the Search field, and press the Enter key. You should see results like this:

11. Occurrences of search term “bus” in performance standards: • Click on the clear results button to clear the results and to return to the full listing.

12. Tutorial 2: Find a Regulation by CFR number • Click on the Regulations tab. • In the Type: field, select Performance Standards from the drop-down list. • To search for a CFR number in the Performance Standards, type it in the Search box without parenthesis, then press the Enter key. • Example 1: Search Performance Standards • Let’s say you need to find all of the Performance Standards relating to 45 CFR Part 74. In the search field, type 74 and then press the Enter key. The Policy Manager will bring up results like this:

14. Notice that the search results will list all of the performance standards with occurrences of 74 in the text. • Click on the CFR numbers (on the left) to view the content of the regulations (on the right). • To refresh the whole list of Performance Standards click the “Clear all search results button.” Or you can delete the search term entered until it is blank, and then press the Enter key to refresh the list. • To return to where you were before you started the search, click the red left arrow button over the Search field. • To search in the other Federal regulations (Reference Library): click on the Regulations tab and select Reference Library from the drop-down list, then follow the steps above. See also Example 2 below.

15. d) Click on the Clear search results button before moving on. • Example 2: Search other Federal Regulations in the Reference Library • Select “Reference Library” from the Regulations type drop-down list. • Type in a search term (for this example, 74) in the search field then press the Enter key on your keyboard. • Notice that all regulations in the Reference Library that relate to 45 CFR Part 74 are listed, as well as the regulations at Part 74. Occurrences of 74 appear in bold text. • Note: The screenshot on the next slide shows the first 26 matching records, out of 464 total. In Policy Manager Two, use the scroll bar to view the rest.

17. Note: Within the regulations in the Reference Library are some occurrences of *All appearing in the list. This convention refers to regulations that have been merged into an additional record which includes all of the regulatory text under that section. These are in addition to the individual regulations already entered. For example, scroll down to Uniform Administrative Requirements, then click on the first search result 74.24 (*All). The record under *All includes all of the items under 74.24, altogether in one record. These are not linked to other records.

18. Tutorial 3: Edit a Policy (Insert an existing policy into PM Two) Policy Manager Two comes with 356 draft policies and procedures, ready for your program’s editing/modifying, fine-tuning and approval. To edit a policy: • Click on the Documents tab. • 2. In the Type field, select Program Policies from the drop-down list. This is the listing of policies already entered in Policy Manager Two.

19. To view the policies under an area, click on the plus button to the left of the area’s name. You could also right-click the area name to select Expand Sub-Items to view the list of policies under that area. • To edit a policy, select one from the list by clicking on it once. • Let’s look at the first policy under Family and Community Services, called CPO2: Health Services Advisory Committee. Click on that policy now. • When the policy is selected, its content appears in the window to the right. • To edit, modify, make changes to the content, type your text in the policy content window. Alternatively, you could paste text from your word processing software by right-clicking in this field and selecting Paste.

21. 5. In the sample policy above, notice that there is a set of carrots with three underlines in between <___> under operational policy #1c. This convention is used throughout the text in Policy Manager for your Head Start program to use to fill-in-the-blank. In the example above, the carrots are followed by a suggestion in brackets to type in the job title of the person responsible for this item. • To enter the job title of the responsible person here, delete <___> [job title] and replace that with your text (HSAC Secretary, for example). • To save the changes you make, click on the check-mark button in the upper right-hand corner of the screen. • If this edit was directed by your Head Start program, the Policy Manager Two user should also fill in Who did what Type of action Completed when, in the History tab mid-screen.

22. d) To save the changes you make, click on this check-mark button.

23. Tutorial 4: Print a Policy Worksheet This tutorial shows you how to print a report in Policy Manager Two. You will print a Policy Worksheet and preview the report. 1. Click on the Documents tab and select Program Policies as the Type.

24. 2. Then click the Reports menu and choose Policy Worksheet. • After processing, the Policy Manager will bring up a preview of the report that looks like this:

25. (Use the scroll bar on the right to view the pages.)

27. Tutorial 5: Make a New Report (i.e., print policies, regulations, plans) This tutorial shows you how you can make a new report in Policy Manager Two. You will make a new report that is added to the Reports menu. Policy Manager Two includes a Policy Manual in the Reports menu. It may be close to the format you would like for your official policies and procedures reference manual - but perhaps not exactly how you want it. You may want to have your agency name and logo in the title of the report. In this example, we’ll make a new report that is just like the ‘Policy Manual’ report, but is customized for your program. First, have a look at the Policy Manual report that comes with Policy Manager Two.

28. Select the Documents tab on the left hand side of the screen and select Program Policies from the Type drop-down list. 2. From the Reports menu, choose ‘Policy Manual’.

29. After processing, Policy Manager will bring up a print preview window like this:

30. After looking at the format, close the print preview window by clicking either one of the X buttons. • To make the new policy report, we’ll start by using the above report as a template and copy it. This is much easier than making a new report from scratch. Also, we don’t want to make any changes to the original report. • On the Reports menu, choose Edit Reports. You will see a window like this one:

32. On the left hand side, click Policy Manual in the list to select it. • Click the Copy… button. • Enter a name for your new report. For example, “XYZ Head Start Policy Manual”. • Click OK and your new report will be opened in the report editor.

33. The Report Editor This is where Reports can be re-designed.

34. Objective: Change the report title. • Double-click the ‘Head Start Policies and Procedures’ text at the top of the report page (in the Page header). • In the Text editor window (like below), enter the new header text. • Click the check mark button (far right) to set the new text and close the window.

35. Objective: Add the Program Logo (.bmp) • To add a logo (bitmap image) to the top of the report: • In the upper-right of the report, make a little room by selecting and resizing the two text boxes. • Select the Insert Picture tool on the left.

36. 3. Click the report in the upper right to place the image. • When you click the report, a window like below will show. Click the Load... button and choose a .bmp file (your logo). Click OK to close the window. 5. Use your mouse to resize or reposition the image as needed.

37. When done with editing the report, press the Save Report button to save your changes. • Close the report (File|Exit). • Close the Edit Reports window (click the Close button). • Click the Reports menu and you should see your new report in the menu. In this tutorial you learned the basic steps for editing reports. Feel free to edit the report further. You can easily change fonts, reposition the text, etc. While you could start a new report from scratch, that will be more difficult. If Policy Manager Two does not include a report similar to one you would like, please let us know so we can improve it for you. (E-mail Teresa Wickstrom at teresa@cencomfut.com or call her at 909-790-0670). See the section on Reports for more details and information.

38. Tutorial 6: Program Area Plan(s) • From the main menu, click on the Documents tab and select Program Area Plans from the drop-down list. • The Policy Manager comes with three program area plan categories, as required by regulation. Each of these area plan categories includes sub-categories, such as Prevention & Early Intervention, for Early Childhood Development and Health Services. You should add your program’s area plans to these sub-categories.

39. Under the Early Childhood Development and Health Services program area plan, click on Prevention & Early Intervention. • Add text to the text field (underneath “Objective”). You can paste from word-processing applications by pressing <Shift><Insert> or <Ctrl><v> or right-click the mouse to select Paste. • Click the check mark to save edits. • After the area plan has been saved, then you can add Notes, History, Details, Related Regulations, etc. in the record tabs.

40. Main Window Record Tabs On the lower right-hand side of the screen are the record tabs. For each record, you can access: • Notes • History • Details • Related Regulations • Related Reviews • Related Documents (Policies and Plans). Within each record tab, you can go from one field to the next by using the TAB key on your keyboard, or by clicking the mouse in a white space.

41. Notes record tab Use the Notes record tab to keep notes about that record. It is a text field for typing in comments, communications, etc. A few of the records have Notes from us in them. Notes will appear in Policy Worksheet reports.

42. History record tab The History tab is useful for keeping track of changes, approvals, proposed effective dates, etc. – especially for policies and procedures. Use the History tab to indicate who (Who) performed the action (Type) and When (Completed). On the right side is another text area where you can enter notes about each history item.

43. History record tab and Who • PM2 comes with these Who choices already built in: • Head Start Director Governing Body Area Manager • Policy Council Other Volunteers • Executive Director Coordinator Program Staff • Consultant Nutritionist • The drop-down list of Who can be edited through Edit/Types/People.

44. History record tab and Type • The Type drop-down list can be edited through Edit/Types/History. • PM2 comes with these type choices already built in: • Approval • Edited/Modified • Deficiency/Corrective Action • Proposed Effective • Effective • Disapproval

45. History record tab and When Use the Completed field to indicate the date which the action for that record happened.

46. Details record tab Create a unique ID by typing in unique numbers here The Details tab lets you to keep more details about any document in PM2. It is designed to allow you to create program plans. You enter individual "line items" including What, Where, When and How. When you are entering details, you will notice that only one detail item is displayed at a time. It will say, for example, "(of 2)" to help you see how many detail items have been entered. When you print a Program Plan report you will be able to see all of the details in a nice format on the printed page.

47. Related Regulations record tab The Related Regulations record tab shows which regulation(s) the record (policy, plan, or review item) applies to. To go to the related regulation, right-click the CFR number and click Open (or press <Ctrl> <O>.

48. When data-entering related regulations in the Regulation ID fields: • Type in the regulation number without parentheses. For example, if this regulation is related to something else in PM2, you would type in 1304.20 a 1 instead of 1304.20 (a) (1). • You can also use the built-in drop down list to select regulation references by clicking on the down arrow.

49. Related Review Items record tab

50. Related Reviews The Related Reviews record tab shows which review question the record (policy, plan, or regulation) applies to, if any. See also linking records. To go to the related regulation, right-click the Review ID number and click Open (or press <Ctrl> <O>.