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Team | Centralized Assessment Entity Assessors |
Team members | Centralized Assessment Entity Assessors |
Team mission | Provide consistent and reliable screenings of Texas Early Learning Program meeting the standards for the Texas Rising Star program certifications and star levels |
Process Flow Diagram
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Process Flow Chart
Role Performing Task | Process Task Number | Task | Input for Task | From | Output for Task | To | Media or Application | ||||||
Assessor | 1 | Assessor Assignment/ Update | New Jira Screening Ticket, Assessor assignments and availability | Assessor Assignment query | Jira Screening Ticket assignmentAssessor Assigned, Jira ticket status update | Assessor | Jira ticket | ||||||
Assessor | 2 | Monitor Deficiencies | Interest Form | Jira Auto generated | Manual Email to Confirm Receipt of Interest form | Provider | Manual Email from LWB | CCR Auto-updates | TWC | Screening Results, Jira Ticket status update | NA | Engage/ Jira Ticket | |
Assessor | 3 | Criteria Met? | CCR Auto-updates | TWCScreening Results | Assessor Screening | Determination if Criteria is Met | NA | Engage | |||||
Assessor | 4 | If No: | Interest Form | Provider/ Jira Ticket | ELP setup in Engage system; Auto generated Engage School Section Event Log and Email | LWB | Engage/ Emailand go to step 5 | Deficiencies Identified | Assessor Screening | Auto-Generated Event Log | Assessor | Engage | |
Assessor | 5 | Received notification of ELP School/ Facility setup | Auto-generated Engage School Section Event Log and Email | CSA/ Engage | NA | NA | NA | If Yes: | Required and supporting documentation upload | Assessor | No Deficiencies Identified, Jira Ticket status update | Assessor | Engage/ Jira Ticket |
Assessor | 6 | Assign Mentor in Engage | ELP/ School setup notification | LWB | Mentor Assignment, Auto-generated Engage School Section Event Log and Email; | Mentor | Engage/ Email; Jira TicketWas there an Impact? | Screening Results | Assessor | Determine if Impact occurred | Assessor | Engage | |
Assessor | 7 | Received email notification of Mentor Assigned | Auto-generated Engage School Section Event Log and Email | CSA/ EngageIf No: | Screening Results | Assessor | Jira Ticket Status moved to CQIP Management | CAE Logistics Team and Managers | update | Assessor | Engage/ Jira | ||
Assessor | 8 | Class(es) setup in Engage | Interest Form | Provider/ Jira Ticket | ELP Class(es) set up in Engage School ection | LWB/ Mentor | If Yes: | Screening Results | Assessor | Determine Type of Impact | Assessor | Engage | |
Assessor | 9 | CQIP Management | Interest Form and Provider Input | Jira Ticket and Provider | CQIP completed | LWB/ Mentor | Engage | ||||||
Assessor | 10 | Determine if ELP is Assessment Ready by Deadline to receive Assessment | CQIP and required documentation | LWB, Mentor, Provider | Decision if ELP meets requirements for Assessment before the Deadline to receive Assessment | LWB, Mentor, Engage School section | Engage | ||||||
Assessor | 11 | ELP Not Ready for Assessment before deadline to receive assessment | Determination if Assessment Ready | LWB/ Mentor | ? | ? | ? | ||||||
Assessor | 12 | Assessment Ready Value set to Ready | Determination if Assessment Ready | LWB/ Mentor | ELP is indicated Ready for Assessment in Engage, Auto-generated Engage Assessment Tool 2/0 Section Event Log and Email Notification created | CAE Logistics Team and Managers | Engage/ Email | ||||||
Assessor | 13 | Receipt of Notification ELP is Ready for Assessment | Assessment Ready Value set to Ready | LWB/ Mentor | Start of Pre-Assessment process; Jira Ticket status moved to Pre-Assessment | CAE Logistics Team and Managers | Engage/ Email, Jira Ticket | ||||||
Assessor | 14 | Pre-Assessment | Receipt of Notification ELP is Ready for Assessment | LWB/ Mentor | Information/ details about the ELP | Assessor | Manual | ||||||
Assessor | 15 | Determine if ELP is Assessment Ready by Deadline to receive Assessment | Pre-Assessment | Assessor | Decision if ELP meets requirements for Assessment before the Deadline to receive Assessment | Assessor | Manual | ||||||
Assessor | 16 | If Assessment is Ended Assessment ticket is closed | Pre-Assessment | Assessor | Jira Creates Event Log in Engage with API and sends Email notification to Mentor/ LWB | LWB/ Mentor | Jira | ||||||
Assessor | 17 | If Assessment is Completed, Review or update Class/ Facility data | Pre-Assessment | Assessor | Current accurate class/ facility data | Assessor | Engage | ||||||
Assessor | 18 | Determine if the review data causes impact to certifications | Current data on clasess/ facilities | Assessor | Impacts or no impacts to data | Assessor | Engage | ||||||
Assessor | 19 | If determination is that there is/ are impact(s) to the certifications, Impact Notice is created | Review of the current class/ facility data | Data provided by the state | Impact notice | Assessor | Jira | ||||||
Assessor | 20 | Event Log of Impact Type and an email is auto-generated | Determination if Impact to certification | Jira auto-generated | Email and Event Log Notification | LWB/ Mentor | Engage | ||||||
Assessor | 21 | Email Notification Received | Created Event Log and Email | Engage | Assessment Ticket Closed and CQIP continues | LWB/ Mentor | |||||||
Assessor | 22 | If determination of certification impact(s) is no, Assessment is performed | Determination there is no impact to certification | Assessor | Data from the scoring of the Assessment | Assessor | Manual | ||||||
Assessor | 23 | Enter Data into Engage | Assessment results | Assessor | Assessment results data in Engage | Assessor | Engage | ||||||
Assessor | 24 | Verify and finalize Assessment | Entered Assessment data in Engage | Assessor | Verification and Finalization of Assessment in Engage | Assessor | Engage | ||||||
Assessor | 25 | Assessment Results Report generation | Verified and finalized assessment in engage | Assessor | Assessment Results Report | Assessor | Engage | ||||||
Assessor | 26 | Debrief Meeting - Initiated by Assessor to Mentor | Assessment Results Report | Assessor | Debrief meeting | LWB/ Mentor | Manual | ||||||
Assessor | 27 | Results Report emailed to Provider after Debrief meeting | Assessment Results Report | Assessor | Email within 2 days of entering results into Engage the Results Report to the provider | Provider | |||||||
Assessor | 28 | Receive Result Report | Emailed Result Report | Assessor | Results Report received by Provider | ProviderEvent Log Creation (TRS Probation Event or Star Level Change) | Screening Results | Assessor | Event Log Created, Jira Ticket Status update | Assessor | Engage/ Jira | ||
Assessor | 10 | Impact Notification (includes form completion) | Screening Results | Assessor | Completed Impact Notification and Form, Jira Ticket Status update | ELP, Assessor, LWB, Mentor | Engage/ Email/ Jira | ||||||
Assessor | 11 | CCR Screening (End of Probation or Star Level Drop Period | Jira trigger or reminder of Impact Period End | Assessor | Screening Results and Jira Ticket Status update | Assessor | Engage/ Jira | ||||||
Assessor | 12 | Screen Criteria Met? | Screening Results | Assessor | Screening Criteria | Assessor | Engage | ||||||
Assessor | 13 | If Yes: | Screening Results | Assessor | Probation lifted or Star Level Reinstated, Jira Ticket Status update | Assessor | Engage/ Jira Ticket | ||||||
Assessor | 14 | If Suspension: | Screening Results | Assessor | Event Log created, Jira Ticket Status update | Assessor | Engage/ Jira | ||||||
Assessor | 15 | Impact Notification (Includes form completion) | Screening Results | Assessor | Completed Impact Notification and Form, Jira Ticket Status update | ELP, Assessor, LWB, Mentor | Engage/ Email/ Jira | ||||||
Assessor | 16 | Gulf Coast LWB Only, so far as we know, Review ELD Points Threshold Monthly | ELD Points Threshold | Assessor | ELD Points Threshold Calculated | Assessor | Engage | ||||||
Assessor | 17 | Gulf Coast LWB Only, so far as we know, Notify HGAC of Threshold Monthly | ELD Points Threshold Calculated | Assessor | Notification of the ELD Points Threshold Monthly | HGAC | Email/ Report | ||||||
Assessor | 18 | Gulf Coast LWB Only, so far as we know, Create Event Log tracking ELD Points Threshold Monthly | ELD Points Threshold Calculated | Assessor | ELD Points Threshold Calculated | Engage | Engage | ||||||
Assessor | 19 | Gulf Coast LWB Only, so far as we know, Determine if ELD Point Threshold was Met | ELD Points Threshold Calculated | Assessor | Determine if ELD Point Threshold was or was not met | Assessor | Engage | ||||||
Assessor | 20 | If Yes for step 19: | Impact End Date: Impact Ended | Assessor | Identification of Impact End date, Jira ticket status update | Assessor | Engage/ Jira | ||||||
Assessor | 21 | If Yes for step 20:: | Impact Ended | Assessor | Email Notification; Jira Ticket Status update | LWB/ Mentor | |||||||
Assessor | 22 | If No for step | ELD Threshold Point Met Determination - Not Met | Assessor | CCS Agreement Ended and Notification to Payment office; Jira Ticket Status closed | Payment office |
Roles and Responsibilities
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Tasks \Roles | All Assessors | Assessor I | Assessor II | Assessor III | Research Assistant | Research Coordinator | Manager | Senior Manager | Director | Logistics/ Fidelity Monitor | LWB/ Mentor | ELP Representative | Stakeholder | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Complete Interest or other Assessment Request FormAssessor Assignment/ Update; Jira Ticket Status update |
| A R A | ELP Representative Account and Facility Setup |
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| I | C | I | Mentor Assignment |
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| I | R A | I | Class(es) setup | R A | CQIP Management | R A | C | I | Ready for Assessment field changed to Ready | I | I | I | R | A | I | Scheduling | I | A | R | I | I | Pre-Assessment | R | R | A | I | I | I | Class(es)/ Facility Review | R | R | A | Certification Impact notification and application | R | R | A | I | I | I | I | Assessment | R | A | I | I | I | I | I | Data Entry in Engage | R | A | I | I | Verify and Finalize Assessment | R | R | A | I | Results Report generation | R | R | A | I | I | I | Debrief Meeting | C | R | R | A | I | C | Results Meeting | C | I | R A | C | I | |||||||||||
Monitor Deficiencies (in Engage); Jira Ticket Status update | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Determine:: Criteria is Met? | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Document upload | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Determine: Was there an Impact? | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Event Log Creation (No Deficiencies) | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Determine: Type of Impact based on Findings | A | R | I | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Event Log Creation (Specific to type of Impact) Jira Ticket Status update | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Impact Notification (includes form completion) Jira Ticket Status update | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
CCR Screening; Jira Ticket Status update | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Determination: Was Screening Criteria Met? Jira Ticket Status update | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Determination: Impact Ended; Jira Ticket Status update | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Review ELD Points Threshold (GC Only) | A | R | I | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Notify LWB of Point Threshold (GC Only) | A | R | I | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Create Event Log (ELD Point Threshold for GC Only) | A | R | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
CCS Agreement End Notification (GC only notify Payment office) | A | R | I | I | I | I | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
LWB Notification/ Jira ticket status update | A | R | I | II |