Quarterly Screenings Process

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

Role Performing Task

Process Task Number

Task

Input for Task

From

Output for Task

To

Media or Application

Assessor

1

Assessor Assignment/ Update

Assessor assignments and availability

Assessor Assignment query

Jira Screening Ticket assignment

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

Assessor

3

Criteria Met?

CCR Auto-updates

TWC

Determination if Criteria is Met

NA

Engage

Assessor

4

If No:Auto-Generated Event Log

Interest Form

Provider/ Jira Ticket

ELP setup in Engage system; Auto generated Engage School Section Event Log and Email

LWB

Engage/ Email

Assessor

5

Received notification of ELP School/ Facility setup 

Auto-generated Engage School Section Event Log and Email

CSA/ Engage

NA

NA

NA

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 Ticket

Assessor

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

Assessor

8

Class(es) setup in Engage

Interest Form

Provider/ Jira Ticket

ELP Class(es) set up in Engage School ection

LWB/ Mentor

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

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

Assessor

28

Receive Result Report

Emailed Result Report

Assessor

Results Report received by Provider

Provider

Email

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

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