FY 2013 Monitoring Results FY14 Programmatic Indicators July 31, 2013

FY 2013 Monitoring Results FY14 Programmatic Indicators July 31, 2013 Presenters: Anne Christol, ERES Simone Danielson, ERES Michele Thomas, ERES Cindy Turner, ERES Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 1

Goals of this Presentation Discuss the monitoring results of the 2012-2013 monitoring season Discuss the most common findings Learn how to avoid common mistakes and pitfalls Changes in the FY 14 Monitoring Document Discussion of Best Practices Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 2

Monitoring Results Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 3

2012-2013 Monitoring 68 programs received a Full On-site Monitoring 41 programs received Program Only Onsite Monitoring 28 programs received Full Desktop Monitoring Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 4

Programmatic Findings 30 program monitoring indicators on the full onsite FY13 monitoring document In total, programs received 132 programmatic findings in 21 of 30 Indicators – Average of less than one finding per subgrant 85 (64.3%) of the findings occurred in 6 indicator areas (ranked in order) – P13, P29, P15, P25, P12, P9 Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 5

Comparison of FY 12 and FY 13 Program Monitoring Results FY12 FY13 TOTAL NUMBER OF PROGRAM FINDINGS 383 132 NUMBER OF PROGRAMS WITH NO FINDINGS 35 58 Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 6

Chart of Findings Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 7

Changes to the Monitoring Document Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 8

Changes to Monitoring Document Site specific indicators marked with asterisk Program indicators- No asterisk Attendance- 70% or above at each site Co-sponsored activities- 21st CCLC logo or name Special needs- Active, equal participation Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 9

Changes to Monitoring Document (continued) Observations, evaluations for instructional staff Label artifacts by indicator (i.e. 15a, 15b, 15c) or indicator and site (i.e. NSE 15a, NSE 15b, NSE 15c, etc). Particularly communication indicator Communication- Individuals or groups underlined Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 10

Changes to Monitoring Document (continued) Advisory Council- Two meetings; one prior to monitoring visit Program Evaluation- Two types: Previous year’s summative evaluation and Continuous program revisions Evaluation Results- Most recent results Pre-Monitoring Activity (PMA)- “Tweaked” Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 11

Monitoring Best Practices Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 12

Best Practices Document, Document, Document (remember .if it’s not written down, it didn’t happen) Share monitoring document with Site Coordinators - explain their role in collecting/maintaining site-level documentation Start documentation collection IMMEDIATELY Ensure site level and master folders/binders are numbered per monitoring document Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 13

Best Practices (continued) Develop timeline for Site Coordinators to submit documentation to Program Director (monthly, bimonthly, etc.) Set up master folders or binders for documentation collection –Program Director DO NOT wait until the last minute to gather/organize Master File documentation Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 14

Best Practices (continued) Ensure documentation in folder/binder pertains to that indicator. (don’t overload with unnecessary paperwork, or “fluff”) If unsure about the meaning or requirements of an indicator, contact your regional ERES Participate in Monitoring Document review webinars and regional Brown Bag sessions Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 15

Best Practices (continued) Don’t be afraid/embarrassed to ask questions. Chances are if you’re unsure or confused someone else may be, too. Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 16

21st Century Community Learning Centers Program Monitoring (Fiduciary) Pattern of findings in FY13 Key Changes in FY14 Tehsin Akram Desmond Carter Andre’ Hill Fiscal Analysts July 31, 2013 Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 17

Pattern of findings in FY13 Out of 137 subgrants monitored in FY13, 58 (42%) did not receive any program or fiduciary findings, and 84 subgrants (61%) did not receive any fiduciary findings (average of .64 findings per subgrant) Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 18

Key changes in FY14 Monitoring Document Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 19

FY14 Monitoring – Highlights and reminders F1 (Board Acceptance): this has to be carried out every year for every subgrant F2 (Segregation of duties): We now accept only flow charts (or equivalent), not organizational charts or job descriptions F3 (Fraud, Waste, and Abuse ): Policy/procedures has to appear in 2 documents staff and students/parents handbooks F4 (Program income): Any kind of revenues, fees, etc. (such as Boys and Girls Club membership fees) require prior written approval from GaDOE Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 20

FY14 Monitoring – Highlights and reminders (Cont’d) F5 (Completion Report): detailed (transaction-by-transaction) reconciliation required between Completion Report and General Ledger F7 (Procurement): If required by your policy/procedures, carry out competitive selection process from the very beginning of the fiscal year F8 (Suspension and debarment): Carry out this process for all contractors from the very beginning of the fiscal year and preserve related documentation F9 (Salary and benefits): All non-profits (e.g. Non LEAs) must maintain Personnel Activity Reports (PARs) for all employees. All time and effort documents must be signed and dated after-the-fact F10 (Inventory): Maintain all the data required (e.g. acquisition price, acquisition date, location) in your inventory list and update as necessary F11 (and onwards) – for GaDOE use only. No direct action required on your part Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 21

Thank you! Dr. John D. Barge, State School Superintendent “Making Education Work for All Georgians” www.gadoe.org 22