Overview
Assessment End to End Process as viewed at the highest level with no specifics relating to the various types of assessments and monitoring which are performed by assessorsAssessors.
Team | Centralized Assessment Entity Assessors |
Team members | Centralized Assessment Entity Assessors |
Team mission | Provide consistent and reliable assessments 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 Description
This is a description of the steps which are performed to complete an assessment. This does not included other required activities performed.
Interest or other Assessment request form completed in Jira by the Early Learning Program (ELP) Representative is received by the Customer Service Associate (CSA) in Texas State Initiatives (TSI); Jira auto-generates an email with the request form contained within the body of the email which is sent to the Local Workforce Board (LWB).
The auto-generated email of the interest form is received by the LWB;
The LWB sends a confirmation email to the ELP of receipt of the interest form and activation in Engage to the ELP Representative.
The CSA creates an account for the Provider in Engage and sets up the ELP based on the information provided which is tracked in the Jira ticket.
An auto-generated event log and email is sent to the Local Workforce Board (LWB) notifying them of the new ELP setup in Engage
The LWB assigns a Mentor to the ELP in Engage.
An Event Log and Email are auto-generated and the CAE Logistics and Management teams receive the auto-generated email with the information of the assigned Mentor, and the Jira ticket status is updated.
The LWB/ Mentor sets up the ELP Class(es) based on the information shared by the ELP.
The assigned Mentor engages with the ELP through the Continuous Quality Improvement Program (CQIP) to help prepare the ELP for assessment at the level of engagement with which the ELP is comfortable.
The Mentor determines if the ELP is ready or not ready for the assessment.
If the Mentor determines the ELP is not ready for the assessment prior to the deadline to be able to be assessed, the predetermined process is performed.
Once the ELP has all requirements completed and is ready for an assessment, the Mentor will indicate the ELP is ready for assessment by changing the Ready for Assessment value to Ready in Engage.
The CAE Logistics and Management teams receive an auto-generated notification email and an associated event log from the Engage Assessment Tool 2.0 component that the ELP is Ready for Assessment.
The Pre-Assessment process is performed which is either the Initial Pre-Assessment for ELPs that are not currently active in the Texas Rising Star (TRS) program, or the Post-Initial Pre-Assessment for the ELPs which are currently active and have a star rating in TRS.
It is determined by the Assessor if the Pre-Assessment is completed or ended.
If the Pre-Assessment is ended, the Assessor closes or reassigns?? the Assessment Ticket which then triggers Jira to create an Event Log in Engage and sends an email notification to the LWB/ Mentor who then continues the CQIP Management.
If the Pre-Assessment is completed, within 24 hours of the scheduled assessment, an Assessor reviews and updates Class(es) and Facility data
It is ascertained if any changes create an impact to the certifications.
If there is a certification impact, the Assessor creates an Impact Notice.
The Impact Notice creates an Impact Type Event Log and auto-generates an email notification to the Mentor and LWB
The LWB/ Mentor receives the auto-generated email then continue engagement with the ELP through the CQIP.
If the review shows no impact to the certification, the Assessor(s) move forward with the assessment process.
After completion of the assessment, the Assessor(s) enter the associated data obtained from the four (4) categories assessed into Engage.
The Assessor(s) review and Primary Assessor Verifies and Finalizes the Assessment in Engage.
The Primary Assessor generates the Results Report and reviews for accuracy.
The Primary Assessor emails the Mentor to schedule the Debrief meeting.
The Assessor and Mentor meet for the Debrief meeting and review the assessment results.
The Assessment Result Meeting occurs virtually between the Mentor and ELP representative, with the Assessor optional for attendance.
The Results Report is sent to the Provider so it is received at or after the Results Meeting within two days of having verified and finalized the results.
The ELP is now assessed and the Star Level they received is available to the public in Engage.
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End to End Assessment Process Flow Chart
Role Performing Task | Process Task Number | Task | Input for Task | From | Output for Task | To | Media or Application |
Provider | 1 | Interest form |
Completed | ELP/ School information | ELP Representative | Interest form complete; Jira Ticket created, |
Notificationto LWB | LWB, CLI CSA | Jira generated |
Notification and Ticket | |||||||
LWB | 2 | Email of Interest Form Received | Interest Form | Jira Auto generated | Manual Email to Confirm Receipt of Interest form | Provider | Manual Email from LWB |
Provider | 3 | Provider receives notification | Confirmation Email of LWB Receipt of Interest Form | LWB | NA | NA | NA |
CLI CSA | 4 | ELP Representative Account created and the ELP Facility/ School is created in Engage | Interest Form | Provider/ Jira Ticket | ELP setup in Engage system; Auto generated Engage School Section Event Log and Email | LWB | Engage/ Email |
LWB | 5 | Received notification of ELP School/ Facility setup | Auto-generated Engage School Section Event Log and Email | CSA/ Engage | NA | NA | NA |
LWB | 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 Ticket |
CAE | 7 | Received email notification of Mentor Assigned | Auto-generated Engage School Section Event Log and Email | CSA/ Engage | Jira Ticket Status moved to CQIP Management | CAE Logistics Team and Managers | Jira |
Manager CAE | 8 | Receive email notification of Mentor Assigned and update Jira Ticket with Information | Email Notification of Mentor Assignment | Provider/ Jira Ticket | Updated Jira ticket | LWB/ Mentor |
Jira | ||||
LWB/ Mentor | 9 | Class(es) setup in Engage | ELP information provided | ELP Representative and/or Interest Form |
Provider/ Jira Ticket
Class(es) |
setup in Engage |
LWB/ Mentor |
Engage |
LWB/ Mentor |
10 | CQIP Management | Interest Form and Provider Input | Jira Ticket and Provider | CQIP completed | LWB/ Mentor | Engage |
LWB/ Mentor |
11 | 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 |
TBD |
12 | ELP Not Ready for Assessment before deadline to receive assessment | Determination if Assessment Ready | LWB/ Mentor |
TBD |
TBD |
TBD |
LWB/ Mentor |
13 | 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 |
CAE Logistics Team/ Managers |
14 and 15 | 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
CAE LFM | 16 | Scheduling and Acknowledge Document Receipt | Assessment Ready Value set to Ready | LWB/ Mentor | ELP Scheduled for Assessment | Assessor | Jira Ticket |
Assessor | 17 | Desk Review | Scheduled Assessment | LFM | Information/ details about the |
ELP, Jira creates Event Log in Engage that Screening is Scheduled | Assessor | Manual |
Assessor |
15
Determine if ELP is Assessment Ready by Deadline to receive Assessment
18 | CCR Screening | CCR Data | 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
19 | Results of CCR Screening: No-Impact, Ineligible, Impacted | CCR Screening | Assessor | Jira Creates Event Log in Engage with API and |
Engage notification to Mentor/ LWB | LWB/ Mentor | Jira |
Assessor |
22a | If |
Screening is Completed, Review or update Class/ Facility data |
CCR Screening | Assessor | Current accurate class/ facility data and Jira generated Event Log that Screening is Complete | Assessor | Jira/Engage |
Assessor |
19b | Determine if the review data causes impact to certifications | Current data on clasess/ facilities | Assessor | Impacts or no impacts to data | Assessor | Engage |
Assessor |
19b | 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 |
Manual |
Assessor |
19b | Event Log of Impact Type and |
notification is sent | Determination if Impact to certification |
Assessor | Email and Event Log Notification | LWB/ Mentor | Engage | ||||
Assessor | 20 | Assessment Ticket is "Assessment Ended" | Determination that ELP is Ineligible | Assessor | Assessment ticket sent to LFM and Reason for Assessment noted | LFM | Jira |
LFM | 21 | Cancel Assessment and close ticket, or Reschedule Assessment and reassign ticket | Results from Assess Screening | Assessor | Assessment ticket closed or rescheduled | LFM | Jira |
LWB/ Mentor |
10 | Email Notification Received and CQIP process activated | 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 |
Mentor |
28 | Results Report emailed to Provider |
affter Debrief meeting | Assessment Results Report |
Mentor | Email within 2 days of entering results into Engage the Results Report to the provider | Provider | |
Provider |
30 | Receive Result Report | Emailed Result Report | Assessor | Results Report received by Provider | Provider | ||
LFM | 29 | Review and close ticket | Assessor change status to Assessor work done | Assessor | Close ticket | LFM | Jira |
Roles and Responsibilities
R-Responsible, A - Accountable, C - Consulted, I - Informed (Directly or by Report)
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Tasks \Roles
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All Assessors
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Assessor I
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Assessor II
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Assessor III
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Research Assistant
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Research Coordinator
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Manager
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Senior Manager
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Director
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Fidelity Monitor
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LWB/ Mentor
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ELP Representative
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Stakeholder
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Complete Interest or other Assessment Request Form
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R A
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ELP Representative Account and Facility Setup
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...
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I
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C
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I
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Mentor Assignment
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I
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R A
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I
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Class(es) setup
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R A
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CQIP Management
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R A
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C
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I
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Ready for Assessment field changed to Ready
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I
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I
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I
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R
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A
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I
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Pre-Assessment
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R
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R
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A
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I
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I
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I
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Class(es)/ Facility Review
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R
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R
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A
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Certification Impact notification and application
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R
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R
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A
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I
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I
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I
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I
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Assessment
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R
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A
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I
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I
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I
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I
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I
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Data Entry in Engage
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R
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A
...
I
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I
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Verify and Finalize Assessment
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R
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R
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A
...
I
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Results Report generation
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R
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R
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A
...
I
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I
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I
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Debrief Meeting
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C
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R
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R
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A
...
I
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C
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Results Meeting
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C
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I
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R A
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C
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I
The RACI chart is a type of responsibility assignment matrix which lists all stakeholders and the level of involvement in each task, denoted with the letters, R, A, C, or I.
Responsible roles: designates the task as assigned directly to this role. This is the person who does the work to complete the task or create the deliverable. Must have one and could have several Responsible roles.
Accountable roles: delegates and reviews the work involved, This person makes sure the responsible person/role knows the expectations of the task and completes the work on time. Only one person/role is accountable.
Consulted roles: provide input and feedback on the work being done. This person/ role has a stake in the outcome of the task as it could affect their current or future work. Not a required responsibility for a task.
Informed roles: need to be looped in the progress of the task, but not consulted or overwhelmed with the details. The task could affect their work, but they are not decision makers for the task. Usually outside the and are not a required responsibility for the task.
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