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

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	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
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	Email
Provider	30	Receive Result Report	Emailed Result Report	Assessor	Results Report received by Provider	Provider	Email
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.