High-Level Assessments End to End Process

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 assessors

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

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.
The status of the Jira ticket is updated. 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 and an Event Log and Email to the CAE are auto-generated.
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.
If the Mentor determines the ELP is ready for the assessment prior to the deadline to be able to be assessed, 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 Jira assessment ticket status is updated to Ready for Pre-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. The Jira Assessment Ticket status is updated to Pre-Assessment at start of process.
It is determined by the Assessor if the Pre-Assessment is completed or ended.
If the Pre-Assessment is ended, the Assessor changes the Jira Assessment ticket status to Closed due to Pre-Assessment Ended??? The Jira Assessment Ticket triggers Jira to create an Event Log in Engage and sends an email notification to the LWB/ Mentor.
If the Pre-Assessment is completed, an Assessor reviews and updates Class(es) and Facility data within 24 hours of the scheduled assessment. The Jira Assessment Ticket status is updated to Class Review at the start of the process.
It is ascertained if any changes create an impact to the certifications.
If there is a certification impact, the Assessor the Jira Assessment Ticket status to Closed due to Certification Impact??? The Jira Assessment Ticket triggers Jira to create an Event Log in Engage and sends an email notification to the LWB/ Mentor who then continues the CQIP Management.
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 Jira Assessment Ticket status is updated to Assessor(s) move forward with the assessment process. The Jira Assessment Ticket status is updated to Ready for Assessment.
After completion of the assessment, the Assessor(s) enter the associated data obtained from the four (4) categories assessed into Engage. The Jira Assessment Ticket status is updated to Verification.
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 Jira Assessment Ticket status is updated to Debrief Meeting.
The Assessor and Mentor meet for the Debrief meeting and review the assessment results. The Jira Assessment Ticket status is updated to Results Report Email.
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 Jira Assessment Ticket Status is updated to Closed.

The ELP is now assessed and the Star Level they received is available to the public in Engage.

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 in Jira Completed	ELP/ School information	ELP Representative	Interest form complete; Jira Ticket created, Jira generated Email to LWB	LWB, CLI CSA	Jira generated Email 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
LWB/ Mentor	8	Class(es) setup in Engage	Interest Form	Provider/ Jira Ticket	ELP Class(es) set up in Engage School ection	LWB/ Mentor	Engage
LWB/ Mentor	9	CQIP Management	Interest Form and Provider Input	Jira Ticket and Provider	CQIP completed	LWB/ Mentor	Engage
LWB/ Mentor	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
?	11	ELP Not Ready for Assessment before deadline to receive assessment	Determination if Assessment Ready	LWB/ Mentor	?	?	?
LWB/ Mentor	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
CAE Logistics Team/ Managers	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
LWB/ Mentor	21	Email Notification Received	Created Event Log and Email	Engage	Assessment Ticket Closed and CQIP continues	LWB/ Mentor	Email
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	Email
Provider	28	Receive Result Report	Emailed Result Report	Assessor	Results Report received by Provider	Provider	Email

Roles and Responsibilities

R-Responsible, A - Accountable, C - Consulted, I - Informed (Directly or by Report)

Tasks \Roles	All Assessors	Assessor I	Assessor II	Assessor III	Research Coordinator	Manager	Senior Manager	Director	Fidelity Monitor	LWB/ Mentor	ELP Representative	Stakeholder
Complete Interest or other Assessment Request Form											R A
ELP Representative Account and Facility Setup										I	C	I
Mentor Assignment						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
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

High-Level Assessments End to End Process

Overview

Process Flow Diagram

Process Flow Description

Process Flow Chart

Role Performing Task

Process Task Number

Task

Input for Task

From

Output for Task

To

Media or Application

Roles and Responsibilities

Tasks \Roles

All Assessors

Assessor I

Assessor II

Assessor III

Research Assistant

Research Coordinator

Manager

Senior Manager

Director

Fidelity Monitor

LWB/ Mentor

ELP Representative

Stakeholder