11-Sample Performance Monitoring Plan.pdf

SAMPLE Early Warning System Performance Monitoring Plan

1. Purpose This attachment establishes the performance monitoring and compliance requirements for a Contractor, ensuring full alignment with the Scope of Work for this project. Please note this is a sample monitoring plan and a finalized version may be negotiated with the awarded vendor and incorporated into the final contract.

2. Key Performance Indicators (KPIs) KPI Minimum

Standard Measurement Method

Frequency

Outreach to LEAs Notified all Utah LEAs of availability of digital platform

Vendor outreach log, USBE verification annually

LEAs Served Annually

Serve ≥ [Insert Number] LEAs in Year 1, increase by ≥ [X%] annually

Vendor outreach log, USBE verification

Quarterly Progress

Schools served Annually

Serve ≥ [Insert Number] schools in Year 1, increase by ≥ [X%] annually

Vendor outreach log, USBE verification

Quarterly Progress

Guidance Document for thresholds created

Create a distribute a guidance document to LEAs that provides recommendations for setting thresholds

Provide a copy of document, USBE verification

Annually

Number of training sessions provided to LEAs

Provided [Insert Number] of training sessions for LEAs

Vendor training log, USBE verification

Quarterly

Number of support or technical assistance sessions provided to LEAs

Provided [Insert Number] of support sessions for LEAs

Vendor technical assistance log, USBE verification

Quarterly

Report of evidence-based interventions

Provide a report or list of evidence-based interventions being recommended by the early warning system

Report Annually

If utilizing optional surveys: Parent Consent Compliance

100% compliance with parental/guardian consent before participation

Consent form audits

Per session

Report Timeliness 100% of reports submitted by deadlines

Report log review Quarterly

Complaint Resolution

All complaints from LEAs addressed within 10 business days

Complaint log As received

3. Monitoring Activities

● Session Observation – USBE may attend and evaluate any LEA training or technical assistance session, announced or unannounced.

● Data Audit – Random checks to ensure digital program interface with LEAs is working accurately and as described in the scope of work.

● Outreach Verification – Periodic verification calls/emails to LEAs to confirm contact and service.

● Soliciting feedback - Calls, emails, or others methods to seek feedback from participating LEAs regarding the digital program and the Vendor’s support and services provided.

● Feedback Review – Analysis of participant LEA evaluations.

● Compliance Audits – Periodic checks to ensure all statutory and contract requirements are met.

● Data Privacy and Security Audit - Checks to ensure that system is compliant with FERPA, data encryption, and robust security measures, including how data is protected and stored securely.

4. Preliminary Indicators for Needed Adjustments

● Late/incomplete deliverables.

● Failure to meet LEA service targets.

● Complaints regarding accuracy, appropriateness, or bias.

● Public relations incident tied to vendor activities.

5. Corrective Action Process

● Corrective action may be taken per the USBE Standard Terms and Conditions including, but not limited to, a notice to cure or termination.

6. Documentation & Recordkeeping

● Vendor must maintain all documentation for deliverables, approvals, performance data, complaints, and corrective actions for the contract term per the Records section of the USBE Standard Terms and Conditions.