Overview
Quarterly Screening Process, as viewed at a high level, which is performed by assessors.
Quarterly Screenings are done every three months and do not require a site visit. However, an assessor may schedule the quarterly screening to coincide with an annual monitoring. (per TRS Staff Handbook)
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
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 | Assessor Assigned, Jira ticket status update | Assessor | Jira ticket |
Assessor | 2 | Monitor Deficiencies | CCR Auto-updates | TWC | Screening Results, Jira Ticket status update | NA | Engage/ Jira Ticket |
Assessor | 3 | Criteria Met? | Screening Results | Assessor Screening | Determination if Criteria is Met | NA | Engage |
Assessor | 4 | If No: | Deficiencies Identified | Assessor Screening | Auto-Generated Event Log | Assessor | Engage |
Assessor | 5 | If Yes: | Required and supporting documentation upload | Assessor | No Deficiencies Identified, Jira Ticket status update | Assessor | Engage/ Jira Ticket |
Assessor | 6 | Was there an Impact? | Screening Results | Assessor | Determine if Impact occurred | Assessor | Engage |
Assessor | 7 | If No: | Screening Results | Assessor | Jira Ticket Status update | Assessor | Engage/ Jira |
Assessor | 8 | If Yes: | Screening Results | Assessor | Determine Type of Impact | Assessor | Engage |
Assessor | 9 | Event 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
R-Responsible, A - Accountable, C - Consulted, I - Informed (Directly or by Report)
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 (R) 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 (A) 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 (C) 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 (I) 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.
Tasks \Roles | All Assessors | Assessor I | Assessor II | Assessor III | Research Assistant | Research Coordinator | Manager | Senior Manager | Director | Logistics/ Fidelity Monitor Team | LWB/ Mentor | ELP Representative | Stakeholder |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Assessor Assignment/ Update; Jira Ticket Status update |
| A R | |||||||||||
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 |
Quarterly Screening | All Assessors | Assessor I | Assessor II | Assessor III | Research Assistant | Research Coordinator | Manager | Senior Manager | Director | Logistics/ Fidelity Monitor Team | LWB/ Mentor | ELP Representative | Stakeholder |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Assessor Assignment/ Update; Jira Ticket Status update | A R | ||||||||||||
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 |