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1 of 4 Updated 3/28/18

To: Self-Assessment Committee Members

Cc: CSD Leadership

CPPC Executive Committee

CCUO Members

From: Beth Stover, Assistant Director of Children Services

Date: March 28, 2018

Re: Self-Assessment Committee (SAC) Meeting 03/14/2018

1) Attendance

Present Name – Title Representative Specialty

Yes Sharita Webb, Supervisor CSD Operations Unit-Manager Health

No

No

No

Angela Ross, SSC

Fredy Carranza, SSC

Maria Gonzalez, SSC

CSD Operations Unit-Front Line staff Health

PDM-ERSEA

Edu/Dis

Yes Rhonda Anderson, Project

Coordinator

CSD Quality Unit-Manager Transportation

No Sophia Williams, PDC CSD Quality Unit-Front Line Staff

No Craig Zemke, Supervisor CSD Administration Unit-Manager Data

N/A TBD CSD Administration Unit-Front line staff

No Glenn Lezon, Director DFSS Finance/Contracts/Grants/IT/Audits Finance

Yes Madeline Shea, Chief Planning

Analyst

DFSS Finance/Contracts/Grants/IT/Audits Grants

No Gisele Wray, CEO, Shining Star HS Delegate Agency HS/EHS/EHS-CCP

No Barbara Zawacki, CFO, Easter Seals HS Delegate Agency HS/EHS/PFA/PI

No Lakisha Moore, Program Director,

Centers for New Horizons

HS Delegate Agency HS/EHS/EHS-CCP/PFA/PI

Yes Azucena Gonzalez, Associate

Director of Programs, Gads Hill

Center

HS Delegate Agency HS/EHS/EHS-CCP/PFA/PI

Yes Grace Araya, Program Director, Eyes

on the Future

PFA/PI Agency/ HS Partner/EHS Partner HS/EHS Partner/PFA/PI

Yes Joanna Burke, Director of Early

Childhood Programs, Marillac St.

Vincent

PFA/PI Only Agency PFA/PI

Yes Norma González CPPC Member – Catholic Charities Parent

Yes Ouida Murry CPPC Member – Henry Booth House Parent

Yes Duke Murry CPPC Member – Henry Booth House Parent

No Marsha Hawley, Ounce of

Prevention Fund

CCUO Member

Yes Beth Stover, Assistant Director CSD Facilitator

Yes Tosha Smith, Supervisor CSD Facilitator

Yes Berenice Vargas, PDC CSD Facilitator

Yes Michael Termar, PDC CSD Facilitator


2) Overview of agenda – agenda attached

3) Welcome of parents Self-Assessment Committee welcomed three CCPC new SAC members:

• Norma González – Catholic Charities

• Ouida and Duke Murray – Henry Booth House

• CPPC is transitioning from Elaine Millsap-Parker to Tosha Smith

• CPPC is composed of 1 parent from each of the 34 delegate agencies

4) Action Plan - Quarter 2 Updates New updates have stalled due to Federal Review preparation Goal 1 – Create and implement a unified communications system that keeps all stakeholders, internal and external, updated on program information

▪ Communication plan is In Progress – materials and excerpts previously shared ▪ CSD Update was sporadic in the past, but has now been consistent – it’s sent

every Wednesday; Index and formatting has made newsletter easier to read ▪ CSD Insider – sent out monthly ▪ The Buzz – external newsletter has not been launched yet ▪ Federal Review Friday was initiated to create a system of information delivery

from CSD, and a platform for delegates to bring questions ▪ Moving contacts from Gmail to Constant Contacts will allow better management

of contacts and newsletter distribution ▪ Website

o DFSS is collaborating with Chicago Department of Innovation & Technology and Cristina Vera, consultant who designed “Ready to Learn”, to make website more user-friendly

o Goal is to have website ready by this summer Goal 2 – Develop policies and procedures that govern delegate-child care partner relations

• No further updates due to contract for consultant on hold

• Gena Ruther, consultant, created Partnership Framework

• Partnership Framework has good principles – feedback is to provide further guidelines/implementation manual for Grantee, Delegate, Partner – recommendation is to have room to allow individualization of partnerships

▪ Currently, Azucena from Gads Hill Center provides bi-monthly meetings for partners – what is a universal practice/info that can be shared with agencies and partners to communicate framework

▪ Possibly look for delegate partnership models

• Beth will look into timeline of delegate Partnership Framework Goal 3 – Ensure mental health services meet community needs

• Currently in progress and will move Mental Health Consultants to newly built Quality Unit

• Mental health: currently a pilot program is in place with three to four sites, that will receive intensive mental health consultations, as opposed to delegates that will continue to receive ten-hours from Mental Health Consultant

• Pilot is composed of private (Irving Foundation) and public entities – and will provide basic framework to increase mental health services, and look into how this model can change the system relating to mental health consultations

mailto:https://www.constantcontact.com/index.jsp

mailto:https://www2.illinois.gov/sites/doit/Pages/default.aspx

mailto:https://www2.illinois.gov/sites/doit/Pages/default.aspx


• Chicago, Rockford, and Peoria are among the four cities participating in pilot program

• Parents, staff, and mental health consultants are included in the conversation

• DFSS is participating (SGA will be trained)

• Early Learning Council meeting – created a presentation regarding pilot?

• Want to ensure that DFSS is supplementing pilot and not overlapping it ▪ Support Service contract scope of services completed

o Action item was to change scope of SGA, track the impact of changed scope, and receive feedback – will need to think about how to proceed

▪ Might need to retool some of the objectives in Action Plan Goal 3

• Sharita will share information regarding this pilot program ▪ Pilot program information will be included in the grant application

Goal 4 – Implement activities, policies and procedures, and system-innovations that result in full enrollment

• Fully enrolled as of today – 3/14/18

• New ticket system being developed – launch is planned for April 30th

• Online application Project Manager departed DFSS March 2018

• Online application is mostly a secondary tool that CBO’s are utilizing given its difficulties ▪ Cumbersome for agencies set-up/understand ▪ When mistakes were made, difficult to correct ▪ Duplicates are a big issue – ticket must be submitted and takes time to solve

o Reached out to COPA tech to address this issue ▪ How to make online application work for CBO’s – topic for SA process ▪ Matrix is not useful/clear – CBO’s ignore this tool ▪ Clinics are needed

• Beth has 2:30pm call with COPA tech – SAC will provide feedback prior to call

• Application doesn’t have criteria or option for disabilities – recommendation by parent is to include a pre-screen for disability

• Online application needs to be user-friendly for parents ▪ If parents don’t have an email – how can they receive communication?

• Prior to departure, Project Manager completed analysis of online applications ▪ Look into ERSEA app

Goal 5 – Implement division-wide reorganized monitoring system

• Entrance visits have occurred with HS/EHS agencies

• After Federal Review, entrance visits will take place with PFA/PI agencies

• Part of the reorganization was to institute a team approach with ongoing consultative monitoring: entrance visits, and follow-up with post visit

• Some older tools are currently used with new team approach – site verification, unannounced classroom visits

▪ Record keeping is most prominent issue – e.g. finding records not aligned with COPA, signatures missing

o Looking at 100% children files o 100% HR – qualifications, background o 10% children files – for education, health histories o Family files – partnerships, family assessment

▪ Health and safety issues are also prominent o Looking at how to make classrooms safe


o Nutrition – e.g. child and adult food program, food at correct temperature

o Allergies – post allergies in every classroom in a way that doesn’t violate HIPPA

o Ensuring emergency postings are up

5) Overview of Self-Assessment Timeline and Process

• Current Self-Assessment (2017-2018) Action Plan contains two goals that were carried over from 2016-2017 – goals are an ongoing process, and can be carried over to following year

• Current Self-Assessment timeline has new meeting dates and times – (9:30 AM – 12:00 PM) as follows:

▪ Week 1 (5/16): Education / Disabilities ▪ Week 2 (5/23): Health (Mental Health, Dental, Nutrition, Home Visit / FCE

(Health & Safety, Facilities) ▪ Week 3 (5/30): PDM – Planning Communications, Record & Reporting, HR,

Program Governance ▪ Week 4 (6/6): PDM – Fiscal, Consolidation, Delegate Partnership ▪ Week 5 (6/13): PDM – ERSEA, Online Application, Ongoing Monitoring ▪ Week 6 (6/20): Recommendations ▪ Week 7 (7/11) Action Plan recommendations

• Recommendation results will be included in 2019 Grant Application – due Sept. 1, 2019

• Once recommendations are made, will be shared with leadership for additions/edits, then brought back to Self-Assessment Committee for further analysis, review, and/or recommendations

• Look for 2016-2017 Self-Assessment notes to see requested data

• 2017-2018 Program Self-Assessment Narrative and Summary Tool was created for delegates – delegate Self-Assessment is due April 16th

▪ Possibly extend delegate Self-Assessment deadline a week ▪ Tool can be used to guide Grantee Self-Assessment

o Performance Area Study Guides can also be used ▪ May 16th – 1st meeting of Self-Assessment process

o Self-Assessment binder for committee members o Prior to the week’s topic, documentation/data will be sent for review

6) Next Steps

• Berenice will bring tent names for Self-Assessment meetings

• Berenice will resend Action Plan with clear key

• Sharita to share information regarding mental health pilot program

• Beth and Berenice will look into Project Manager’s analysis of online applications

• Berenice will provide CELS for present delegate members – members to email quantity

• Berenice will create Self-Assessment binders

• Solicit additional members from CCUO/Board

Q1 (Sept - Nov) Q2 (Dec - Feb)Q3 (Mar -

May)

Q4 (June -

Aug)

a) Identify Communications Planning

Team

Communications

Planning Team

Sept 2017 C--Aaliyah Bannister-batie, Mara

Martinez, Tom Moes

Completed-

Communications Team:

Aaliyah Bannister-

Batie, Mara Martinez,

Thomas Moes.

Planning Team: Tosha

Smith, Mike Termar,

Berenice Vargas

b) Review CELS, CSD Internal

Procedures Manual, Milestone

calendars

Communications

Planning Team

Sept 2017 C--Will be included in draft

communications plan and will used to

schedule data communication plan

Completed- Please

refer to draft

communications plan

and scheduled data

communications Plan

is currently in progress

c) Inventory current newsletters, list-

servs, websites, social media platforms

Communications

Planning Team

Sept 2017 C--Included in draft communications

plan

Completed- Please

refer to draft

communication plan

enclosed for inventory

details referred to as

appendix A.

1) Develop procedures that

govern how CSD will share

annual, quarterly and ongoing

information with internal and

external stakeholders. The plan

should include at a minimum:

-- list of items to be

communicated

-- scope of distribution (general

public, community partners,

delegate agencies, governing

bodies, DFSS staff, CSD staff)

--platform for distribution

--schedule of distribution

DFSS 2017 ACTION PLANGOAL 1: Create and implement a unified communications system that keeps all stakeholders, internal and external, updated on program information

RELEVANT STANDARDS: §1302.101

LEAD CSD MANAGER: Elizabeth Stover, Assistant Director of Program Administration

Objectives Task/Activity Responsible Unit(s) Dates

Progress Updates


May)

Q4 (June -

Aug)


Progress Updates

d) Draft procedures/calendar for

quarterly and annual distribution of

Program Information Reports

Enrollment & Attendance Reports

Annual Wage Study Report

Recruitment Updates

Program Goals & Objectives

SR Goals & Objectives

FCPE Goals & Objectives

Child Outcomes

CLASS/EKRS/ITRS,etc Outcomes

Annual Audit & Annual Report

Community Assessment

Self-Assessment & Action Plan

Other Progress Reports

Communications

Planning Team

Sept-Oct 2017 IP Completed- Please

refer to the enclosed

Community

Assessment Calendar

e) Develop procedures that govern

ongoing updates (CSD Updates) that

include at a minimum guidance on

communicating:

--program updates

--meetings/ meeting reminders

--trainings

--due date reminders

Communications

Planning Team

Sept-Oct 2017 IP--Draft procedures for CSD

Updates, monthly internal newsletter,

and external quarterly news lette

Completed-Internal

Meeting and

Communications

structure








communicated








May)

Q4 (June -

Aug)


Progress Updates

g) Develop polices & procedures for

sharing documents on S Drive:

Communications

Planning Team

Sept-Oct 2017 IP--Use of Sharepoint

In Process- The

Communications and

Planning Team are

currently developing

a formal naming

convention process

and procedure for the

Sharing of documents

on the S drive .

i) Develop policies & procedures that

govern shared calendars

Communications

Planning Team

Sept-Oct 2017

IP In Process

e) Review CSD Internal Procedures for

other items that need additional

training/protocols

Communications

Planning Team

Sept-Oct 2017

IP Completed

2) Approval a) Present to CSD Managers Ongoing--Nov 1 IP

b) Present to DFSS Communications

Nov 14, 2017 IP Completed

c) Present to SA Committee OT

a) Create training calendar for

communications procedures

Communications

Planning Team Sept 2017 In Process

b) Organize internal & external

trainings

Communications

Planning Team Sept 2017 In Process

c) Conduct training as necessary Communications

Planning Team Oct 2017-Jan 2018 On-going

a) Ongoing monitoring of compliance Communications

Planning TeamSept 2017, Dec 2017,

March 2017, June

2017 On-going

b) Quarterly review of progress/ fit Communications

Planning Team/ SA

Committee

Sept 2017, Dec 2017,

March 2017, June

2017

Communications Team has drafted

completed internal review of

communication platforms On-going








communicated







3) Training

4) Implementation & compliance

C-Completed; IP-In Progress; OT-On Track; NC-Not Complete . Framework has been drafted and shared with Leadership Team; consolidation consultant is in process of making edits.

Quarter

1 (Sept -

Nov)

Quarter 2 (Dec -

Feb)

Quarter

3 (Mar -

May)

Quarter 4

(June -

Aug)

1. Develop a framework to guide and govern CSD

agency-partner operations that includes: policies

and procedures, templates and training resources

for agencies to use with partners (contract

boilerplate, tools for how to select, etc.); model

options for agencies to select from that include cost

per child partner reimbursement based on

enrollment, how to address COPA data entry,

orientation and training of partners, and staff

reimbursement guidance; and, an approval process

for selecting a customized partner operations model

and for onboarding new partners.

a. Research partnership materials, tools, and

theory.

Operations Unit/

Administration Unit

Tasks

1a-c:

November

2017

C N/A

b. Interview agencies, staff, and national

subject matter experts (selected

collaboration director and EHS-CCP national

TA center specialist).

Operations Unit/

Administration UnitC N/A

c. Write the draft framework. Operations Unit/

Administration UnitC N/A

d. Obtain feedback and approval of final

draft from CSD leadership.CSD lead managers,

with support from

consultants

December

2017IP

NC-Delayed--New

Projected date:

2. Obtain approval for the CSD agency-partner

operations framework.

2. Share the draft framework with the CCUO

and CPPC; present at the groups' next

meetings for approval.

CSD lead managers December

2017-

January

2018

IP NC-Delayed--New

Projected date:

3. Develop and provide training on the framework

for CSD staff, agencies, and partners; develop other

materials, such as a brochure that describes how to

become a CSD agency partner.

a. Develop the training and training tools,

including tools for agencies to train partners.

CSD lead managers,

with support from

consultants

3. a-b:

January-

February

2018

OTNC-Delayed--New

Projected date:

DFSS 2017 ACTION PLANGOAL 2: Develop policies and procedures that govern delegate-child care partner relations

RELEVANT STANDARDS: §1302.101 and §1302.102

LEAD CSD MANAGERS: Madeline Cancel-Hanieh, Director of Program Administrations and Bea Nichols, Director of Program Operations


Progress Updates

Quarter

1 (Sept -

Nov)

Quarter 2 (Dec -

Feb)

Quarter

3 (Mar -

May)

Quarter 4

(June -

Aug)


Progress Updates

b. Implement training. CSD lead managersMarch-April

2018OT

NC-Delayed--New

Projected date:

4. Implement the framework, including ongoing

monitoring and quarterly reviews for revisions, as

applicable.

a. Assist agencies with creating

implementation plans to comply with the

framework.

CSD lead managers;

consultants

May-July

2018

b. Provide TA on the execution of the

implementation plans.

CSD lead managers;

consultants

July 2018-

2019

c. Monitor according to partner monitoring

guidance, especially in the areas of agency

internal monitoring, communication, fiscal,

and management systems.

CSD Program

Operations

November

2018-2019

d. Review the framework, solicit feedback,

and revise, as needed; publish and train on

revisions.

All CSD Units

(administration,

operations,

quality/support)

November

2018,

March and

July 2019

Chicago Department of Family & Support Services

2017 Action Plan

Table B2-Delegate Partner Relations

C-Completed; IP-In Progress; OT-On Track; NC-Not Complete . Framework has been drafted and shared with Leadership Team; consolidation consultant is in process of making edits.


May)

Q4

(June -

Aug)Provide agencies with more

autonomy in delivering mental

health services that best fit the

needs of their sites

1. Change the scope of

services to not be so

prescriptive. Provide

guidelines to agencies for

service provision. 2. Provide

training's for DFSS staff,

delegate agencies, Mental

Health Consultants

Lead Manager/

Program Quality

Unit/ SGA

Oct-17 OT--The scope of service has been

changed to provide more autonomy for

the delegate agencies. Working with

Support Service Contractor to solidfiy

training dates and topics that will be

provided for the Mental Health

Consultants and other staff. This

objective is on track

OT-Working with the MH

Support Service Contractor

to pu together a process to

individuale technical

assistance and training

based on sites individual

needs

3. Track the impact of the

changes in the scope of

services

Lead Manager/

Program Quality

Unit/ SGA

February

2018 and

July 2018

Delayed-- Stll working with

MH Support Service

Contractor to desisn and

tailor supports.

Understand who the mental health

consultants are in each agency and

what methodology technique they

provide to the sites…looking for

effective results for children

Assess the agencies as it

relates to who the mental

health consultants are and

what is their methodology by

using a survey monkey

Lead Manager/

Program Quality

Unit/ SGA

Nov-17 Questions for mental health

consultants survey has been

completed, but not conducted. A list of

agencies and their consultants has

been created.

Analyze the data received from

survey monkey…categorize

the following: methodology

used/not used, which

methodogly's are being used,

which agencies are using the

same provider

Lead Manager/

Program Quality

Unit/ SGA

Feb-18

DFSS 2017 ACTION PLANGOAL 3: Ensure mental health services meet community needs

RELEVANT STANDARDS: §1302.45 and §1302.53

LEAD CSD MANAGER: Susan Reynolds, Director of Program Quality and Sharita Webb, Supervisor of Children Services

Objectives Task/ActivityResponsible

Unit(s)Dates

Progress Updates


May)

Q4

(June -

Aug)

Objectives Task/ActivityResponsible

Unit(s)Dates

Progress Updates

For providers that did not

report and/or display any

methodology, DFSS will

provide Tiered model mental

health training to those

providers

Lead Manager/

Program Quality

Unit/ SGA

Mar-18

Create a Mental Health Triage

Team that will assist our agencies

staff and families in crisis

The Grantee will work with

Chicago Department of Public

Health (CDPH) and the

Chicago Police Department

(CPD) in order to explore the

possibilities of a framework of

a citywide mental health triage

team

Lead Manager/

Program Quality

Unit/ SGA

quarterly IP--An intial email will be sent to

CDPH.

IP-Will be discussed at

next ELIT meeting with

CDPH/CPD

Provide agencies with more

autonomy in delivering mental

health services that best fit the

needs of their sites

1. Develop a staff wellness

program 2. Explore the

possibility of three staff in each

classroom 3. Discuss with the

ED/PD's the importance of

creating and maintain positive

staff and family environment

throughout their centers

Lead Manager/

Program Quality

Unit/ SGA

Nov-17 IP--Support Servie Contractor is in the

process of developing a staff wellness

program.

IP--Ongoing topic at ED/PD

Meetings, Federal review

Prep Webinars,

Chicago Department of Family& Support Services

2017 Action Plan

Table B3-Mental Health

Q1 (Sept -

Nov)Q2 (Dec - Feb)

Q3 (Mar -

May)

Q4 (June -

Aug)

Complete and submit Change of

Scope Application

Grants Unit

Finance Unit

Sept 1, 2017 IP N/A

Follow up on Change of Scope

Application

Grants Unit

Finance Unit

Ongoing until

approval

C N/A

2) Implement Robust

Recruitment Campaign

a) Determine cross agency/unit team

b) Progress report

CSD Director Admin

Unit,

CSD Director

Operations Unit,

Mayor's Office

Aug-Oct, 2017 NC New online application project

manager hired/ Coordinated

recruitment plan under

development for Recruitment

April 30-Oct 31, 2018

3) Implement Revised Online

Application

Resolve Duplicates

Track online applications

Ensure agencies trained on system

Provide parental support

CSD Lead Manager,

DFSS/IT

Aug-Oct, 2017 IP New Ticket System under

development (March 2018)/

DFSS Online Application

Manager resigned/ Interim pla

for training and parental support

in development

a) Weekly COPA enrollment reports CSD Lead Manager Sept-Oct, 2017 NC Develop data pull and

distribution for 2018-19 Program

year

b) Enrollment Certification CSD Lead Manager Oct., 2017 C

c) Ongoing Enrollment Tracking Plan CSD Lead Manager Oct, 2017 - July

2018

IP

1) Reduce HS Enrollment

4) Track ongoing enrollment


2017 Action Plan

Table B4-Recruitment& Enrollment

DFSS 2017 ACTION PLANGOAL 4: Implement activities, policies and procedures, and system-innovations that result in full enrollment

RELEVANT STANDARDS: §1302.12 - §1302.15

LEAD CSD MANAGER: Samantha Aigner-Treworgy, Mayor's Office, Madeline Cancel-Hanieh, Director of Program Administration


Progress Updates


May)

Q4 (June -

Aug)

1. Prepare for Implementation

of new Monitoring Tool and

Team Monitoring System

Release draft monitoring tool to staff,

collect feedback

Mayor's Office/ CSD

Management Team

July 2017 C

Announce Monitoring Teams Mayor's Office/ CSD All

Staff

August 23, 2017 C

Plan COPA module Training Schedule for

Internal Staff

CSD Management

Team

August 2017 IP D--until implementation new tool

Plan CSD Staff and Site Training on final

tool, CELS, Internal CSD policies &

procedures, and team system

CSD Management

Team

August 2017-

September 2017

PC D--Final tool training delayed until

implementation of new tool

Review delegate agencies' 2017 action

plans

Operations Unit Teams

& Quality Improvement/

Development Unit

Mid August -

September 2017

Sept-Dec 2017 C

Identify delegate agency training and

technical assistance needs, esp as it

relates to COPA and the implementationt

of CELS and new montioring tool

Quality Improvement &

Development Unit

Aug.20,2017-

Sept.17,2017

IP--Meeting with

agencies to

establish site

leadership training

plans

D-RP-C-Entrance Visits conducted

December 2017 through February

18, 2018

Train monitoring teams and get feedback

on new 1) monitoring tool; 2) COPA

Enrollment/ HR modules; and 3) Internal

Policies & Procedures

Operations Unit Ongoing August -

September 2017

IP D/C-- Based on monitor feedback,

decision to defer roll-out of new

comprehensive tool

2. Launch new monitoring tool

and system

Announce team assignments to

agencies/sites& launch new tools

Mayor's Office/ CSD

Management Team

Sept 5-9, 2017 C--Nov 2017 D-RP implemented--Entrance

Visits conducted Decemebr 2017-

February 18, 2018

DFSS 2017 ACTION PLANGOAL 5: Implement division-wide re-organized monitoring system

RELEVANT STANDARDS: §1302.102

LEAD CSD MANAGER: Bea Nichols, Director of Program Operations

Objectives Task/ActivityResponsible Staff

(Name/Title)Dates

Progress Updates


May)

Q4 (June -

Aug)


(Name/Title)Dates

Progress Updates

Plan for and finalize plan for initial round of

monitoring using the new tool.

Operations Unit Sept. 11,2017-

Sept.15,2017

Nov-Dec 2017 D-RP-C--Site Verification

Monitoring Tool supplemented by

current program-area-based

monitoring instruments

Create and review training kits on COPA

and monitoring tools for agencies/sites

based on new system

Content Area Teams

(Quality Improvement/

Development Unit)

Sept.18,2017-

Sept.23,2017

PC D

Introduction of CSD monitoring tool (for

internal staff) via webinar training and with

follow-up discussion of milestones and

identification of issues and concerns

Operations Unit Week of

Sept. 25,2017

? RP-C-Site Verification Monitoring

Tool supplemented by current

program-area-based monitoring

instruments, Including debriefing

and escalation policy (see

attached)

Establish a comprehensive schedule for

coordinating monitoring activities


Sept. 25,2017

? RP-IP- Site Verification Visit Plan

with expected completion date of

March 23, 2018

Conduct ongoing training for internal staff

to ensure that monitoring and reporting is

consistent and meets standards


Sept. 25,2017

D

Distribute training kits to agencies/sites for

training of trainers

Operations Unit Week of Oct.

23,2017

D

Provide agencies/sites with monitoring

feedback that supports and advances their

actions plans/ goals and objectives and

ensures compliance

Operations Unit &

Content Area Teams

(Quality Improvement &

Development Unit)

Week of Nov.

01,2017

D

Have regular contact with delegate

agencies to discuss milestones and identify

issues that may prevent full compliance,

provide technical assistance and training to

support agencies implementing new

programmatic requirements.

Operations Unit &

Content Area Teams


Development Unit)

On-going D- RP - Site Verification Plan with

escalation policy


May)

Q4 (June -

Aug)


(Name/Title)Dates

Progress Updates

Meet Semi-weekly to monitor the progress

of monitoring tool **Content

Specific Teams meeting twice a year .

Monitoring/ Quality

Improvement Unit

Teams

On-going D

Review Progress and gather

recommendations to improve tool (i.e.

eliminate redundancies, ensure all

standards are compliant)

Operation Unit &

Content Area Teams


Development Unit)

November 2017 D

Establish staffing and roundtable

guidances, including procedures to sort

agencies sites by need level/ to monitor

progress on action plan/ to document t/ta

provided/ to close out item.

Operations Unit &

Content Area Teams


Development Unit)

November 2017 IP

Update agency/site action plans for

meeting compliance and progress in

accomplishing short and long term

compliance goals.

Quality Improvement &

Development Unit,

Program Administration/

Operations Unit

On-going RP-IP- High Concern agencies

revising 2017 Action Plans

Improvement Plans and Monitoring findings

are reviewed at grantee"PIR Round Table"

with delegate agency teams and Plans

revised and updated as needed.

Operations Unit On-going RP-OT--Scheduled for May2018

Semi-monthly/ Monthly report distribution

is performed and reported to leadership to

ensure compliance and to reflect full and

successful integration of new CSD

monitoring tool and protocols.

Operations Unit On-going D


May)

Q4 (June -

Aug)


(Name/Title)Dates

Progress Updates

Survey agencies/sites as well as internal

staff to evaluate implementation of

monitoring system performed to monitor

quality/ efficiency/violations to make

recommendations if necessary in

accordance with new standards.

Communications Unit Spring 2018 D

Conduct annual agency roundtables to 1)

ensure continued successful integration of

CSD tool and procedures: 2) review annual

performance and agency self-assessment;

and 3) generate items for 2018 action plan

Operations Unit (Round

Table)

Summer 2018 RP-OT--Scheduled for May2018

3. Track progress of

implementation of new

monirotring system

Maintain calendar/log of monitoring related

events and decisions

Communications Unit Ongoing

Provide summary of system when fully

implemented

Communications Unit Spring-Summer

2018

Update Action Plan to reflect changes in

schedule of monitoring implementation

Communications Unit Ongoing


2017 Action Plan

Table B5-Monitoring

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