Assessments End to End Process
- melissa.cheney
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
End to End Assessment Process Flow Diagram
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 | 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 |
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 | 18 | CCR Screening | CCR Data | Assessor | Decision if ELP meets requirements for Assessment before the Deadline to receive Assessment | Assessor | Manual |
Assessor | 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)
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.
