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 Chart

Role Performing Task	Process Task Number	Task	Input for Task	From	Output for Task	To	Media or Application
ELP	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	ELP	Manual Email from LWB
Provider	3	ELP 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	ELP/ 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	ELP / Jira Ticket	ELP Class(es) set up in Engage School component	LWB/ Mentor	Engage
LWB/ Mentor	9	CQIP Management	Interest Form and ELP Input	Jira Ticket and ELP	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, ELP	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	TBD	TBD	TBD
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 classes/ 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 ELP after Debrief meeting	Assessment Results Report	Assessor	Email within 2 days of entering results into Engage the Results Report to the ELP	ELP	Email
Provider	28	Receive Result Report	Emailed Result Report	Assessor	Results Report received by ELP	ELP	Email

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 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.

Assessments End to End Tasks \Roles	All Assessors	Assessor I	Assessor II	Assessor III	Research Coordinator	Manager	Senior Manager	Director	Logistics/ 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
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

Assessments End to End Process

Overview

Process Flow Diagram

Process Flow Chart

Role Performing Task

Process Task Number

Task

Input for Task

From

Output for Task

To

Media or Application

Roles and Responsibilities

Assessments End to End 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

Assessments End to End
Tasks \Roles