ESBD_File_323695_701-23-011 Perkins Monitoring TADBP.xlsx

Roadmap

Jun-Aug

Texas Perkins Grantee Monitoring Roadmap Draft for Discussion Purposes Updated 12/8/22

CTE Team | CCMP Division Texas Education Agency Questions:

Steve Smith, Project Manager steve.smith@tea.texas.gov

Proj Description & Requirements

Review guide and provide required and recommended edits Obtain agency approval to use Convene design and development meetings with TEA Develop the draft guide Update with required edits Make guide accessible Meeting notes in Word format Draft Monitoring Guide document in Word and PDF formats

2. Monitoring Technical Assistance 6 brief 15-minute video recordings and informational slide decks about the process and expectations. The video series is envisioned to include:

1. Receiving formal notification and negotiating site visit dates.

2. How to prepare for the site visit.

3. Evidence collection and organization.

4. What to expect the day of the site visit and who should attend.

5. In and Out of Compliance expectations, including corrective action plans.

6. Follow-up review expectations and formal close-out. Provide video draft and final list, slide decks and titles Approve video outlines and requirements Approve video spokespersons and actors Approve final videos and decks Convene planning and production meetings Draft video list, slide decks and titles Gain TEA approval of video outlines and requirements Propose video spokespersons and actors Produce final accessible videos and decks 6 PowerPoint slide decks 6 15 minute or less video recording files with time-based captioning

3. Monitoring Policy and Procedure Plan A 10-30 page document/plan on how the TEA will manage the monitoring process. Draft the policy and procedure document outline Review plan and provide required and recommended edits Approve final document Convene design and development meetings with TEA Use outline to develop policy and procedure plan, including procedures for site visits and desk reviews, and sample forms Review plan and provide recommendations for changes Make all required changes Produce accessible version of the plan Meeting notes in Word format Policy and Procedure Plan in Word and PDF formats

4. Monitoring Status Tracker A Smartsheet or other TEA approved online tracking mechanism to track planned and monitored sub-grantees. Provide answers to tracker requirements Review draft tracker and provide feedback on changes needed Approve final tracker Review populated tracker and provide feedback on any changes Convene TEA design discussions on tracker platform selection, require and desired components Develop tacker and preview with TEA make required changes Populate tracker with selection results Review populated tracker with TEA and make required changes Meeting notes in Word format Tracker requirements Word document Draft tracker for review A production online tracker that provides the contractor and approved TEA staff access and visibility

Draft selection process document outline Collect and provide contractor with TEA data needed for evaluation Approve risk criteria Review risk evaluation and random sub-grantee selection results Approve sub-grantee list for site visits or desk reviews Convene design and development meetings Update and finalize selection process document Review risk criteria and TEA provided data Evaluate risk data against criteria and make recommendations for site visits and desk reviews Convene review meeting with TEA and document results

Meeting notes in Word format Selection requirements Word document Populated tracker with selected sub-grantees Report of selected grantees in Word format

6. Desk Reviews A remote/virtual meting and offline process with district offices and one or more local school sites where CTE instruction is performed. Desk reviews may include virtual meetings at any local employers where CTE students are gaining work-based learning (WBL) experience, are working in internships, or where CTE teachers are learning at employer externship sites. Desk reviews and virtual meetings are designed to meet CTE administrators, counselors, and administrators, to ask questions and document answers, and to collect documents and evidence of CTE programs and activities. For each sub-grantee being monitored, a communications log of all correspondence between TEA/contractor and sub-grantee will be maintained. Answer contractor questions on review process Review evidence collected and recommendations Make formal determination of in-compliance or out-of-compliance status Conduct desk reviews using policy and procedure manual on selected sub-grantees Document evidence and make recommendations to TEA for in-compliance or out-of-compliance determinations Update tracker with TEA final determination Completed desk reviews and evidence compilation for all identified sub-grantees in the reporting period, as reviews are completed (existing functionality) TEA/contractor and sub-grantee communications log in Word format Updated tracker with compliance determinations by schedule section

7. Site Visits An on-site process at district offices and one or more local school sites where CTE instruction is performed. Site visits may also visit on site any local employers where CTE students are gaining work-based learning (WBL) experience, are working in internships, or where CTE teachers are learning at employer externship sites. Site visits are designed meet CTE administrators, counselors, and administrators, to visit CTE classrooms/labs/shops, to ask questions and document answers, and to collect documents and evidence of CTE programs and activities. Answer contractor questions on review process Review evidence collected and recommendations Make formal determination of in-compliance or out-of-compliance status Plan sub-grantee visits and meetings and travel arrangements Conduct site visits reviews using policy and procedure manual on selected sub-grantees Document evidence and make recommendations to TEA for in-compliance or out-of-compliance determinations Update tracker with TEA final determination Completed site visit documentation and evidence compilation for all identified sub-grantees in the reporting period, as visits are completed (existing functionality) TEA/contractor and sub-grantee communications log in Word format Updated tracker with compliance determinations by schedule section

8. Monitoring Instrument and Digital Evidence Collection An online system for selected sub-grantees to respond to monitoring prompts and upload digital evidence. Work with TEA IT department to design, develop and test online eGrants monitoring schedules for sub-grantee, TEA and contractor use Approve monitoring schedules.

Provide IT with list of sub-grantees to receive monitoring schedules in eGrants system Answer sub-grantee questions about eGrants monitoring schedules and assist sub-grantees in completing the monitoring schedules, naming evidence files and uploading evidence Updated communications log for each sub-grantee being monitored Completed monitoring schedules in eGrants and extracted to Word or PDF formats from the eGrants system (existing functionality) Digital copies of all evidence. Filenames follow filename convention (alignment to schedule sections)

9. Structured Site Visit Document Templates Template digital documents and agendas to set sub-grantee expectations and structure the site visit or desk review, document discussions and capture notes. Identify requirements for templates, agendas and other visit documentation Review contractor draft templates, agendas and other visit documentation Approve final templates, agendas and other visit documentation Convene design and development meetings with TEA Draft templates, agendas and other visit documentation Make changes to templates as needed Use templates, agendas and other documents in monitoring visits Meeting notes in Word format Draft and final templates, agendas and other documents

10. Corrective Action Plans For sub-grantees determined out of compliance on one or more areas, a sub-grantee plan for gaining compliance. The online system includes sections for corrective action plan (CAP) narrative, names of responsible persons, and target dates of completion. Identify requirements for CAP reviews with sub-grantees Iterate with contractor on how to monitor and manage CAPs Meet with contractor when sub-grantees have met compliance requirements or are found out-of-compliance at the end of the CAP period.

Refer out-of-compliance sub-grantees to the TEA federal fiscal compliance officer Meet with TEA to confirm CAP review process and sub-grantee engagement Schedule meetings with CAP sub-grantees and TEA Convene CAP introduction, check-in and closeout meetings with TEA and sub-grantees Monitor and update CAP with sub-grantee evidence of compliance Report monthly to TEA or on a schedule approved by TEA on CAP sub-grantee progress, including summary statistics make recommendation to TEA on sub-grantees to be removed from the CAP program, or referred to the TEA federal fiscal compliance officer for further action Meeting notes in Word format Documented CAP progress Monthly reports on CAP progress, risks and recommendations for referral to other TEA divisions

11. Formal Letters Template digital letters approved by TEA leadership. Identify and list formal TEA letters to sub-grantees Review draft letters and approve changes Obtain TEA leadership approval for letter use Provide contractor with approved letters Convene meetings with TEA on which letters are needed Draft letters and iterate with TEA on letter completion and approval Use letters in the formal notification of sub-grantee monitoring process Meeting notes in Word format Draft and final letters

Draft and iterate with TEA on reporting needs After approval, provide reports on the agreed upon schedule Meeting notes in Word format Draft and final report formats

Texas Perkins Grantee Monitoring Roadmap Draft for Discussion Purposes Updated 12/8/22

CTE Team | CCMP Division Texas Education Agency Questions:

Annual PM Requirements

Slide deck in PowerPoint format Project workplans and resource documentation Meeting notes in Word format

Review and approve invoices and evidence Approve payments Submit progress reports and make any necessary changes Submit invoices and evidence

Texas Perkins Grantee Monitoring Roadmap Draft for Discussion Purposes Updated 12/8/22

CTE Team | CCMP Division Texas Education Agency Questions: