Quarterly Screenings Process

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
Assessor	4	Auto-Generated Event Log and go to step 6	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	5	Go to step 21	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	7	Event Log created and go to step 21	Screening Results	Assessor	Jira Ticket Status update	Assessor	Engage/ Jira
Assessor	8	If Yes:	Screening Results	Assessor	Determine Type of Impact	Assessor	Engage
Assessor	8	Identify Type of Impact based on Findings Probabtion, Star Level Drop or SIA gp to step 9 Suspension go to step 14	Screening Results	Assessor	Determine Type of Impact	Assessor	Engage
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
Assessor	2	Go to step 2 Monitor Deficiencies at next time period	Jira trigger or reminder of Impact Period	Assessor	Screening Results and Jira Ticket Status update	Assessor	Engage/ Jira Ticket
Assessor	13	Criteria Met? If Yes: Go to step 13A If No: Go to step 4	Screening Results	Assessor Screening	Determination if Criteria is Met	NA	Engage
Assessor	13A	End of Probation or Star Level Drop Period Go to step 21	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
Assessor	14	Event Log Creation (Suspension Type)	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	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
Assessor	20	Identify if Impact (Suspension) is ended; If No go to step 16	Impact End Date: Impact Ended	Assessor		Assessor	Engage/ Jira
Assessor	21	If Yes for step 20::	Impact Ended	Assessor	Email Notification; Jira Ticket Status update	LWB/ Mentor	Email
Assessor	21	Notify LWB	Impact Ended	Assessor	Email Notification; Jira Ticket Status update	LWB/ Mentor	Email
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	Email
Assessor	22	CCS Agreement Ended Notification (Notify the Payment office of the CCS agreement	ELD Threshold Point Met Determination - Not Met	Assessor		Payment office	Email
LFM	23	Fidelity Monitoring	Jira Ticket data	Assessor	Fidelity data	Stakeholders	Email/ Report
LFM	24	Close of Process

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.