Quarterly Screenings Process
- melissa.cheney
- adrien.vanderwalt
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 Texas Rising Star 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 |
Auto-Generated Event Log and go to step 6 | |||||||
Assessor | 5 | If Yes: | Required and supporting documentation upload | Assessor | No Deficiencies Identified, Jira Ticket status update | Assessor | Engage/ Jira Ticket |
Go to step 21 | |||||||
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 |
Event Log created and go to step 21 | |||||||
Assessor | 8 | If Yes: | Screening Results | Assessor | Determine Type of Impact | Assessor | Engage |
Identify Type of Impact based on Findings | |||||||
Assessor | 9 | Event Log Creation (TRS Probation Event, Star Level Change, SIA) | 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 | Impact Ended? |
| Assessor | Screening Criteria | Assessor | Engage |
Assessor | 12 | If Yes: CCR Screening | CCR Auto-updates | TWC | Screening Results, Jira Ticket status update | NA | Engage/ Jira Ticket |
Assessor | 2 | If No: | Jira trigger or reminder of Impact Period | Assessor | Screening Results and Jira Ticket Status update | Assessor | Engage/ Jira Ticket |
Go to step 2 Monitor Deficiencies at next time period | |||||||
Assessor | 13 | Criteria Met? | Screening Results | Assessor Screening | Determination if Criteria is Met | NA | Engage |
Assessor | 13A | End of Probation or Star Level Drop Period | Screening Results | Assessor | Probation lifted or Star Level Reinstated, Jira Ticket Status update | Assessor | Engage/ Jira |
Assessor | 14 | If Suspension: | Screening Results | Assessor | Event Log created, Jira Ticket Status update | Assessor | Engage/ Jira |
Event Log Creation (Suspension Type) | |||||||
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 | Review ELD Points Threshold Monthly | ELD Points Threshold | Assessor | ELD Points Threshold Calculated | Assessor | Engage |
Assessor | 17 | Notify LWB of Threshold Monthly | ELD Points Threshold Calculated | Assessor | Notification of the ELD Points Threshold Monthly | HGAC | Email/ Report |
Assessor | 18 | Create Event Log tracking ELD Points Threshold Monthly | ELD Points Threshold Calculated | Assessor | ELD Points Threshold Calculated | Engage | Engage |
Assessor | 19 | 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 |
Identify if Impact (Suspension) is ended; If No go to step 16 | |||||||
Assessor | 21 | If Yes for step 20:: | Impact Ended | Assessor | Email Notification; Jira Ticket Status update | LWB/ Mentor | |
Notify LWB | |||||||
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 | |
CCS Agreement Ended Notification (Notify the Payment office of the CCS agreement | |||||||
LFM | 23 | Fidelity Monitoring | Jira Ticket data | Assessor | Fidelity data | Stakeholders | Email/ Report |
LFM | 24 | Close of Process |
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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.
