Program Management & MEGS

1. Program Management & MEGS Louis Burgess Supervisor, Grants Coordination and Administration Grants Coordination and School Support Grants Coordination and School Support

2. What is MEGS? • What do you know about MEGS? • What do you want to learn about MEGS?

3. Agenda • Introduction • MDE Goals and Objectives • MDE and Program Management • MEGS Overview • MEGS Benefits • Demonstration • Discussion

4. Strategic Goal Attain substantial and meaningful improvement in academic achievement for all students/children with primary emphasis on high priority schools and students.

5. MDE Strategic Plan Objectives OBJECTIVE 1 • Improve all students’ achievement in all academic areas especially in English language arts and mathematics. OBJECTIVE 2 • Identify and support practices, systems, and programs that sustain the social, mental, physical, and emotional growth of all students. OBJECTIVE 3 • Ensure that Michigan classrooms are staffed with high quality teachers and paraprofessionals under the direction of administrators who are committed to instructional excellence. OBJECTIVE 4 • Assure the efficient and effective implementation of federal and state programs.

6. School District Funding • Local (31%), State (60.1%), Federal (8.4%) • Preponderance of funding is State Funding • Local Control • State Aid Payments • Federal Funding is program specific • No Child Left Behind • MDE’s ability to focus programs • Formula and Competitive grants • Income based; poverty based; sub-group based

7. MDE Funding • State (7%), Federal (75%), Restricted (18%) • Preponderance of funding is Federal Funding • Federal Funding is program specific • No Child Left Behind • IDEIA (Special Education) • Child Nutrition • Annual updates, Reauthorization • MDE Program Offices direct, supervise and monitor all programs • Increase in Federal Monitoring Requirements

8. MEGS as Management Tool Federal Emphasis for 2007 • Audit and Monitoring Findings from OIG and ED Program Offices • Enhancements added to MEGS; direct links from program to budget • Lapsed Funds • Cash Management System (CMS) rewrite • State and Local Audit Reports • Program Performance • Collection of data; grant reporting; CEPI reports • Rigor of SEA’s Subrecipient Monitoring Process • Programmatic; Fiscal; Risk Analysis

9. How Did We Get Here? • Circa 2000: • GCMRS: interface with MAIN • Siloed approach to programs and grant processes • Mary Ann Chartrand vision for grant process • MEGS goes live November 2001 • 2003 • Child Nutrition Application Program (CNAP) • 2006 • Cash Management System • update GCMRS (FileMaker; Fox Pro) • All education related grants use (across the state)

10. MEGS Relationships

11. Customers • State wide usage • 57 ISDs; 25 Career Initiatives Regions • 559 Local Education Agencies • 310 Public School Academies • Current; closed; proposed • 40 Head Start Agencies • 299 Neglected and Delinquent Institutions • 132 Residential Child Care Agencies • 1483 Non-public schools • 5617 school buildings • 32 Colleges and Universities • 6 State of Michigan Departments • Auditors, monitors at local, state, and federal levels

12. Users • Authorized Officials • 2,585 active • Agency Members • 9,230 active+ • Increases annually with increased non-public participation • State of Michigan • 237 active in six Departments

13. Grants by Program Offices • Grants Coordination and School Support • Educational Technology Competitive • Wellness • Fruit and Vegetable • Early Childhood and Family Services • Michigan School Readiness • Even Start • Early On • Special Education – Preschool • 21st Century • Office of Professional Preparation Services • Improving Teacher Quality • Office of Special Education • EOSD • Flowthrough • Transition Services • Service Provider Self Review • Department of Labor and Economic Growth • CTE Perkins • Technical Preparation • WIA Core Programs • Special Projects • Special Initiatives • Section 107 • Department of Community Health • Safe and Drug Free Schools

14. Consolidated Application*including Improving Basic Programs Education Migrant Children Negligent, Delinquent or At Risk Enhancing Education Through Technology Teacher and Principal Training Innovative Programs Bilingual Education Migrant, Summer School English Language Acquisition Rural and Low Income Charter School Programs Dissemination Planning/Implementation Continuation Comprehensive School Reform Title I School Improvement Section 41 Limited English Section 31a/32e Flexibility McKinney Vento Homeless Reading First Regional Literacy Training Centers Math and Science Centers Math and Science Partnerships Grants by Program Offices (con’t) Office of School Improvement *Formula Grants

15. SCHOOL IMPROVEMENT Charter Schools Dissemination Performance –Interim Charter Schools Dissemination Performance –Final Charter Schools Plan/Imp Perf – Interim Charter Schools Plan/Imp Perf – Final Consolidated Performance Consolidated Nonprofit Participation Homeless Students Grant CAREER AND TECHNICAL PREPARATION CTE Perkins End of Year Report Tech Prep End of Year Report DRUG CONTROL POLICY S&DF Schools Final Report SPECIAL EDUCATION Preschool Final Report EOSD Final Report Flowthrough Final Report Flowthrough lnterim Report Transition Services Mid-Year Report Transition Services Final Report EARLY CHILDHOOD Even Start Interim Report Even Start Final Report Even Start Final Expenditure Report MSRP Final Report/Narrative Summary MSRP Final Expenditure Report and Carryover Budget MSRP Final Carryover Expenditure Report Annual Program Reports

16. Title I Comparability Title I School Selection Educational Technology Plan Non-Public School Membership Report Certifications (Federal and State) Gun-Free Certification Constitution Day Constitutionally Protected Prayer Protective Eye-glasses Commodity Food Consortia Community Needs Resource Assessment October Free Eligible Counts (Spring; Fall) Head Start Counts CIP Self Review Summary Early On Monitoring Report Section 31a Program Report Interim Federal Expenditure Reports Needs Assessment for all schools (ties to funds; grant objectives; reports) Supplementary Education Services MEGS Is Not Just Grants

17. Benefits of MEGS • Access to Applications • Current, amendments and prior years • Budget Control • Valid function codes, indirect cost implications, capital outlay, local shares • Error Checking • Simple (required fields) • Complex (comparing fields from other applications, budget vs. program design/action plan) • Implemented Logic • Complex calculations e.g. Title I Comparability • Process Control and Communications • Statuses, checklist, changing data tracking, automated emails, access emails for ad hoc messaging, consultant assignments, office and consultant overviews, allocation and final approvals • Program Office Control • Assurances and important information, uploads, data, rubrics, samples, URLs, tailor automated emails, affiliations

18. Financial Aspects of MEGS • Bulletin 1022, Michigan School Accounting Manual • Interaction with GCMRS • Allocations; approvals • Displays completed DS-4044s in MEGS • Grant Award packets; approval letters; grant award notifications • Interim Federal Expenditure Reports (Special Ed/Early Childhood) • Detailed expenditure reporting • (CTE Perkins; Tech Prep; MSRP; Even Start) • Consolidated Application Approval History • Complete integration with Cash Management System (CMS) • Agencies; allocation history • Approval history

19. Integration of Applications • Hierarchical Review • Ed Tech Plans • Freedom to Learn • CTE Perkins and Tech Prep • Gifted and Talented • Nonpublic Schools • Auditors; outside monitoring • Neglected and Delinquent Institutions • Building Level Budgets • Consortia grants (allocations) • Consortium invitations and acceptances • Peer Review

20. Program Office Capabilities • Customize automated email messages • Eligibility for each grant (type; specific) • Data bank of Grant Information/data retrieval • Function Codes (PDF implications) • Annual/Demographic data • Indirect cost rates; poverty; free and reduced lunch; October Counts; allocations • Data Affiliation • Rubric (load; update) • Grant Sections (add application sections) • Assurances and Certifications • Important Information about each grant • Application descriptions • Access controls (due date, availability date, eligible agencies)

21. Continuous Improvement • Grant Information Requests (GIRs) • MEGS is changing every year • Direct links to expenditure reporting • Direct links between program design and budgets • Rare is the application that stays static

22. Walk Through MEGS • Management Tool • Full suite of admin tools • Live Demonstration • State Performance Planning • Title I Comparability • Expenditure Reporting • Retrieving Information

23. Grant Management

24. Consolidated Application

25. Budget Summary

26. Expenditure Reporting

27. Multi-level Budgeting

28. Budget Transferability

29. MEGS Future • Fiscal Monitoring • Integral to the Fiscal Monitoring Effort • Link to the financial side of grants (CMS) • Documented Risk Assessment • Record of monitoring visits • Integrate with School Improvement Planning • Upgrade architecture/convert to ASP.net • Grant Builder/Report Builder • Identity Management (with CEPI) • Annual Requirements updates • Usability/Functionality Enhancements • State Grants

30. Discussion