Head Start Systems. What Every Head Start Leader Needs to Know

Transcription

1 Head Start Systems What Every Head Start Leader Needs to Know

2 Head Start Leaders Must: Understand HS management systems and their relationship to high quality services

3 What are Head Start management systems and why do they matter?

4 Fiscal Management Self- Assessment Planning ERSEA Ongoing Monitoring Head Start Program Performance Standards Communication , , Financial Regulations 45 CFR 74 or 92; 2 CFR 220, 225, 230 Recordkeeping & Reporting Facilities, Materials & Equipment Program Governance Human Resources

5 How would you describe the relationship between management systems and HS services?

6 ERSEA Self- Assessment Planning Fiscal Management Mental Health Health Education Child and Family Outcomes Family Engagement Disabilities Program Governance Human Resources Ongoing Monitoring Communication Community Partnerships Recordkeeping & Reporting Facilities, Materials & Equipment

7 Self- Assessment Effectiveness and progress in meeting goals and objectives, including goals related to school readiness Progress in implementing and complying with Standards Impacts program planning Requires report to Secretary of improvement goals PMFOOHS ( )

8 Planning Program goals and program and financial objectives based on the community assessment and self-assessment Written plan(s) for implementing services in each of the program areas PMFOOHS ( )

9 Program Governance Formal structure for program oversight and making decisions related to program design and implementation HS Act defines composition of the Governing Body (early childhood education, fiscal/accountant, licensed attorney) Governing body holds legal and fiscal responsibility PMFOOHS ( )

10 Organizational Structure Human Resources Staff qualifications as outlined in the Head Start Act Standards of conduct Staff performance appraisals Orientation and ongoing training that includes governing body and policy council PMFOOHS ( )

11 Facilities, Materials, & Equipment Developmentally appropriate and conducive to learning Appropriate space for ALL Head Start activities Supportive of cultural and ethnic backgrounds PMFOOHS ( )

12 Record-keeping & Reporting Collection, organization and maintenance of data that evidences compliance with local, state and federal regulations Child and Family Records Program Records PMFOOHS ( )

13 Communication Ensure that timely and accurate information is provided to parents, policy groups, staff, and the general community PMFOOHS ( )

14 On-Going Monitoring Ensures that operations of the programs work toward meeting program goals and objectives Ensures regulatory compliance Identification and mitigation of risk Includes delegate agencies PMFOOHS ( )

15 ERSEA Specifies conditions by which families can be served at 130 % of the poverty line Eligibility of homeless children Outreach and enrollment policies and procedures established by the agency PMFOOHS ( ) pmfoinfo@edc.org

16 Fiscal Management PMFOOHS ( ) Records that identify the source and application of funds for HHSsponsored activities Controls and accountability for all funds, property and other assets Written procedures for determining the reasonableness, allocability and allowability of costs per applicable Federal cost principles Accounting records supported by source documentation

17 Goals of a Financial Management System Focus on results Support programming Ensure accountability Support decision-making Monitor financial performance 17

18 Key Fiscal Take Aways All executive team members share responsibility for financial management system policies and processes Directors play a key role in ensuring staff maintain and follow written procedures that support the effective control of Head Start funds. Fiscal managers play a key role in developing and using tools to comply with fiscal regulations and support the work of program managers The financial management system is critical to effective decision making for reaching goals 18

19 What is likely to happen when strong management systems are not in place?

20 Systems Are Linked Self-Assessment Program Governance Communications Ongoing Monitoring Record-keeping and Reporting

21 Systems Are Linked Program Planning Governance Human Resources Facilities Fiscal Management Materials Equipment

22 be AWARE be RESPONSIVE be PROACTIVE

23 Family Partnerships As of November, 17% of families were engaged in a family partnership agreement Family Partnership Manager issued memo stating expectation that by January, over 90% of families would be engaged in a family partnership agreement

24 Management Systems ERSEA Self- Assessment Planning Fiscal Management Ongoing Monitoring 17% of families engaged in a family partnership agreement Program Governance Human Resources Communication Recordkeeping & Reporting Facilities, Materials & Equipment

25 Being Proactive Systems are described in writing to: Inform everyone of their roles Determine if they are being followed correctly Ensure they do not disappear when leaders leave Systems are revisited and updated regularly to: Reflect best practice Generate continuous program improvement