OHS Regional Office Review of Risk Management, Monitoring and other Topics:

MHSA on March 12, 2009

Head Start Enterprise System (HSES): This has become the place for data entry and management for Head Start. The Regional Office of OHS already uses it for Risk Management data. Grantees are now using it too for entering/uploading: EOM data monthly, contact information, documents submitted prior to triennial review (this is a very recent change) and most recently the ability to enter GABI data on the web in HSES has been added.

T/TA System:

·        Additional contracts based on requirements of the Head Start Act have been awarded for each of the states in Region 5. Booz Allen Hamiliton is the state-based contractor for Michigan; Pat Griffis is the manager for the Michigan Office. All staff are on board.

·        The regionwide contract for direct TA to grantees with BAH ended on 2/28/09 and was immediately succeeded by a bridge contract to BAH which will continue to TAS staff in place until Phase 2 of the state-based system is funded. The bridge contract does not include content area experts. Cathy Dolan-Burke of BAH continues as the manager of this contract.

·        T/TA supplements grants to support the implementation of the new teacher requirements in the Head Start Act were made; under certain circumstances, it is possible to reprogram unobligated portions of these funds into the next budget period; speak with your Program Specialist if this may be your case.

·        SOLAR: this new resource for grantees was the subject of an IM and also a webcast. This is not a required tool. It was initially developed as a way to gather and organize data on individual staff training needs as input to each program’s annual Technical Assistance Plan. One of the pilot sites was a Michigan grantee, Wayne County Department of Health and Human Services.

Reports:

·        The EOM report is now monthly and filed on HSES.

·        PIRs:  All Program Specialists should have had a conversation with each HS/EHS the program about the 07-08 PIRs. The PIR is one of the primary sources of data used in the Risk Management Meeting (RMM).

·        New system for monitoring underenrollement based on data submitted in the EOM Report

·        American Recovery and Reinvest Act (ARRA) will have extensive accountability requirements and therefore funding agencies and recipients of grants must submit reports. Recovery.gov has much useful information on the ARRA and will have more as it is implemented.

On-Site Monitoring:

·        Triennial reviews: The 30-day notice rule is still in place.

·        Follow-ups: These will continue. The number depends on the results of the triennials and some will be desk reviews rather than on-site.

·        Review reports now include areas of strength as presented by the grantee during the review.

·        Summary of findings for FY08 (see attachment). These are risks to avoid.

Risk Assessment Process:

The process in Region 5 began in April 2008 and will complete this process for all grantees annually. Most are conference calls, about 25% are face-toface and some have been a combination of these two methods. GAO defines risk as whatever prevents an organization from achieving its objectives. The OHS risk management process is a preventive strategy which also promotes continuous improvement. A key part of the preparation process is a discussion which the Program Specialist has with the grantee to identify areas to be covered at the risk management meeting.

Funding:

·        We were under a Continuing Resolution through March 10, 2009. Consequently we funded November-April grantees in installments as in past years.

·        The President is expected to sign the Omnibus Appropriations bill on or about 3/11/09. It includes an increase for HS of $234.8M.

·        The recently passed House version of the American Recovery and Reinvest Act (ARRA) or Stimulus package includes $2.1 Billion for HS/EHS. Stay tuned.

·        The requirements of the Head Start Reauthorization regarding the allotment of increased funding will guide the use of the $234.8M and $1 B of the ARRA funds. The $1.1 balance of the ARRA funds are dedicated to EHS expansion.

·        Section 640 of the HS Act spells out the requirements for allotment of increased funds:

o       First Cut of Increase

§         COLA

§         Indian and Migrant program expansion

§         T/TA

o       Second Cut of Increase

§         Quality

§         HS and EHS Expansion

§         State Advisory Councils

·        Enrollment Reductions due to budget issues are on hold pending the outcome of FY 2009 funding decisions.

·        The funding Guidance letters each grantee is receiving have some changes in requirements for what is to be included in the refunding application. Please read these letters carefully when they are received by your agency. They are addressed to the Board Chair with a copy to the Executive Director.

·        GABI is part of the refunding application and, starting with grantees due for refunding on June 1, 2009, it is expected that it be submitted on the web in addition to being part of the application. This is a more efficient way for grantees and OHS to handle this data. See the FAQs posted on 1-13-09 on ECLKC.

·        There have been three announcements for supplemental funding for three training events – all of which are voluntary. As a handy reference, RO staff are using the following table but be sure to read the actual IM. Requests for funding must be on a SF-424 with all required approvals and non-federal share included. By now, all applications for the Dual Language Institute should have been received, if supplemental funds are needed, since the event took place in October 2008. All the IMIL sessions have been completed. Some of the CLASS events are still in the future. There is no specific deadline but please do not neglect to make an application.

Collaboration:

• There are many examples of Head Start and GSRP collaboration. Let us know of ways in which we can support this. Several grantees have proposed the use of GSRP funding as non-federal share for the HS grant.
• HSSCO: The grant was refunded March 1, 2009. Thanks to grantees for providing the assessment data requested by the HSSCO for inclusion in information provided to OHS.
• Memoranda of Understanding (MOUs) for Collaboration with Pre-school: These MOUs are required under the new Act to be in place by 12/12/08. We have received many MOUs form grantees and will be evaluating based on guidance form OHS.

Region April 2009 Report