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Program Management & Quality Improvement

Program Management & Quality Improvement (PM&QI) describes the systems that programs must have in place to support the delivery of quality programming.  They include program planning and finance, communication, record keeping and reporting, monitoring, and human resources, including training and professional development.

PMQI News

Agency Monitoring Roundtables are scheduled for late spring.  Be on the lookout for a scheduling letter.

PMQI POLICIES & PROCEDURES/FORMS

All programs are expected to put in place management systems that support quality programing across their sites and program models to provide continuous improvement. 

Program Planning & Fiscal

COMMUNITY ASSESSMENT FIVE YEAR PLAN
All Head Start delegate agencies must conduct and submit a comprehensive community needs assessment once every five years.  Use the attached form to indicate the agency’s five-year schedule and submit to cels-planning@cityofchicago.org.

SELF-ASSESSMENT REPORT TEMPLATE
All delegate agencies, regardless of funding stream, are required to conduct an annual self-assessment.  Agencies must submit a self-assessment report, using the attached template, to their monitoring team supervisor and cels-planning@cityofchicago.org

SUPPLEMENTAL FUNDING REQUEST APPLICATION 
Agencies use this form to request supplemental funding to meet one-time expenses. Requests are honored based on need and fund availability. Requests should be submitted to the CSD Manager of Program Administration. 

APPLICATION FOR SLOT REALLOCATION
Agencies use this form to request additional slots or to move slots among their sites. Requests should be submitted to your program operations team supervisor and the CSD Manager of Program Administration.


Record Keeping & Reporting

INCIDENT REPORTING FORM
The incident report is a working document meaning it is not considered complete until it incorporates all follow up, information from accompanying site visits and contains supporting documentation, as requested, by the grantee. This incident reporting template should be completed in its entirety by the Agency/Partner/Site Director and/or their designee. For further reference, please see page 40 of the CELS 2.0, (ii) Immediate Reporting to DFSS or contact your DFSS Monitoring Team Supervisor.

Find other reporting forms under on the Data Management page or ERSEA page.


Monitoring

CSD PROGRAM OPERATIONS MONITORING SYSTEM PROGRAM
This document outlines the CEL monitoring cycle and delegate agencies should use it to plan accordingly. 

PARTS OF AN ONGOING MONITORING PROGRAM
This sample can be used by agencies for internal monitoring of 1) compliance with laws and regulations, and 2) progress on program goals and objectives. 

SITE VERIFICATION REPORT 
This is a sample of the form CSD completes after a monitoring visit.  The CSD Monitor will leave a copy of this report summary, and a full report will be provided to the agency within 30 days of the visit.


Human Resources

COMMITMENT TO THE STANDARDS OF CONDUCT ACKNOWLEDGEMENT FORM 
All delegate agency staff, consultants, contractors, substitute staff, temporary staff, volunteers, and collaborative governing body members (including board, parent committee, and policy committee members) must sign this form. It should be kept in appropriate personnel files and be available for monitoring. 

DELEGATE AGENCY HUMAN RESOURCES REPORT 
Agencies are required to submit a monthly Human resources Report by the 7th of the month to their Monitoring Team Supervisor. Please refer to CELS 2.0 Manual under the Program Management and Quality Improvement Section N, Human Resources, Files and Reporting (pages 54-55). 

COPA HR MODULE GUIDE
All agency staff must be entered into COPA. This document serves as a quick reference support for using the COPA HR Module. It is not an all-inclusive list of data entry procedures, and the examples provided do not include all program requirements, funding collaborations, job positions, or credential requirements. 

CRIMINAL BACKGROUND CHECK (CRC) DOCUMENTATION COPA ENTRY GUIDE 
This guide serves as a reference support for effectively entering CRC data and documenting that staff have completed their CRCs. Please note all Head Start, Early Head Start, Early Head Start Child Care Partnership staff must have completed CRCs before beginning to work under their respective Head Start grants.

PMQI RESOURCES

HEAD START MANAGEMENT WHEEL