Extended Day Program Management Plan

Transcription

1 Extended Day Prgram Management Plan Department Finance & Management Services Office Extended Day Prgram Office Overview/Narrative The Extended Day Prgram prvides a safe, enriching and fun envirnment befre and after schl each day fr almst 3,000 children. Offering age apprpriate and asset building activities, ver 350 child care prfessinals wrk in 22 elementary schls, five middle schls and the Stratfrd Prgram t meet the individual needs f each child and the expectatins f every family. Established in 1969, the Extended Day Prgram is the state s ldest schl spnsred child care prgram and a leader in the industry. Thrugh a variety f asset building activities and experiences, the Extended Day Prgram plays a critical rle in the develpment f yung peple s scial and academic skills and experiences. Cgnitive and scial skills are enhanced thrugh the building f psitive relatinships and participatin in a wide variety f games, art, drama, cking, science, recreatin and ther prjects and events. The Extended Day Prgram is perated under the Department f Finance and Management Services and meets state licensing standards as established by the Virginia Department f Scial Services. These standards include requirements fr staff qualificatins, adult t child ratis, prgrammatic and administrative prcedures and expectatins and a number f best practice principles. An integral part f the Arlingtn cmmunity, Extended Day supprts the educatinal missin f the schls by: Supprting APS instructinal gals by instilling feelings f value, cmpetence and cnfidence in each child Building psitive relatinships with children and families and the cmmunity Presenting pprtunities fr children t participate daily in enriching, thught prvking activities and experiences Valuing the cultural diversity f the students Meeting the needs f families with a high level f custmer service Hiring and training qualified and experienced staff List f majr services prvided by the department/ffice Befre schl child care in 22 elementary schls and the Stratfrd Prgram After schl child care in 22 elementary schls, five middle schls and the Stratfrd Prgram Services t meet the individual needs f children Daily asset building activities and events Daily hmewrk supprt Child care services t supprt the needs f families with children attending schls with unique calendars (Barcrft & Campbell) Child care services fr children attending summer schl Online payments On ging staff develpment 1

2 Accmplishments Extended Day Prgram Management Plan Emphasized and supprted asset building prgramming, including n ging prjects, cmmunity service pprtunities, regularly scheduled guests and special events Established a cllabrative relatinship with the Dept. f Parks, Recreatin & Cultural Affairs t prmte n ging cmmunicatin, identify efficiencies and share resurces Created a mre welcming and culturally aware envirnment in the Extended Day Central Office Created a Vlunteers Handbk, designed t be used with a burgening vlunteer prgram in Extended Day Cnducted the first annual system wide Extended Day Back t Schl staff training and schl year kickff Initiated training fr supervisrs t cnduct staff payrll n site Wrked with Infrmatin Services t set up myschlbucks fr Extended Day payments t ensure the system was ready t accept payments in FY SMART Gal 1: By June 30, 2011, increase by 10 percent ver FY 2010, the number f staff attaining the state mandated annual requirement f 16 hurs f staff develpment. Ratinale: Meets Virginia Department f Scial Services Standards fr Licensed Child Care Centers requirement while increasing the capacity and skills f the staff t better meet the needs f each child and imprve prfessinalism and prblem slving skills at each site. Evidence: The number f hurs each staff member participates in staff develpment wrkshps and training pprtunities during FY The number f hurs each staff member participated in staff develpment wrkshps and training pprtunities during FY Actin Plan: Develp a cmprehensive staff develpment prgram, including a mnthly calendar f training pprtunities, ffering training n and ff site, during weekdays, evenings and weekends Cllect data n each staff member s participatin in staff develpment sessins Cmpile data in a prgram wide database Mnitr participatin n a mnthly basis Cmpare annual data SMART Gal 2: Increase the number f families submitting payments nline each mnth (Sept June 2011). By June 30, 2011 establish annual baseline data fr FY Ratinale: Online payments imprve custmer service by prviding a secure and cnvenient payment ptin fr families. In additin, nline payments increase administrative efficiency, which culd allw Extended Day Central Office resurces t be redirected t ther pririties. Future strategies t allcate ffice resurces and further prmte the nline payment ptin will rely n the cmpiled data. 2

3 Extended Day Prgram Management Plan Evidence: Mnthly data representing usage f the nline ptin (# f families, # f payments, ttal revenue) Mnthly data representing payments submitted by check t the Extended Day Central Office Mnthly data representing payments submitted by credit card in the Extended Day Central Office Actin Plan: Cllect data n the number f families/accunts utilizing the nline payment ptin each mnth Cllect data n the number f payments submitted nline each mnth Cllect data n the ttal revenue submitted nline each mnth Cllect data n the number f families/accunts paying by credit card in the Extended Day Central Office each mnth Cllect data n the number f families/accunts paying by ther methds (by check thrugh mail r in Extended Day Central Office) each mnth By June 30, 2011, cmpile the mnthly data int an annual ttal Cntinue t prmte the nline payment ptin thrugh Schl & Cmmunity Relatins, APS Talk, the APS and Extended Day websites and ther APS surces Mnitr and cmpare mnthly and annual data t detect usage trends Assess the effect f nline payments n Extended Day Central Office peratins SMART Gal 3: By February 1, 2011, purchase and install a new accunts receivable system fr the Extended Day Central Office, with full implementatin in place by September Ratinale: The current accunts receivable system used in the Extended Day Central Office is inadequate and negatively impacts custmer service and the efficient administratin f custmer accunts. A new system will increase ffice efficiency and imprve custmer service by prviding reliable, accurate and timely accunt infrmatin and nline registratin. Finally, a new system will result in mre efficient use f Extended Day Central Office resurces and prvide the ability t create reprts, letters and ther dcuments internally. Evidence: September Nvember 2010, cmpile infrmatin regarding accunts receivable systems that meets the pririties f the Extended Day Central Office By February 1, 2011, purchase and install a new accunts receivable system February August 2011, run the riginal and new accunts receivable systems cncurrently By September 1, 2011, fully implement the new accunts receivable system, discarding the riginal system Actin Plan: Develp a list f the specific pririties and functins that must be included t meet the needs f the Extended Day Central Office accunts receivable system (September 2010) Investigate, test drive and evaluate a variety f accunts receivable systems available, based n the specific needs f the ffice (Octber Nvember 2010) Purchase and install an apprpriate system (December 2010) Fully implement the new system (September 2011) 3

4 Frm: Mary Beth Chambers T: Lisa Stengle; Pat Murphy CC: Amy Maclsky; David Blrstad; Jim Ttty; Leslie Petersn; Rbert Kaplw Date: 10/29/2010 4:17 PM Subject: Finance & Management Services Office Plans Attachments: Extended Day Office Plan FY 2011 Final.dc; Finance and Budget Office Plan FY 2011 Final.dc; Fd Services Office Plan FY 2011 Final.dc; Purchasing Office Plan FY 2011 Final.dc Please see attached Office Plans fr the fur areas in Finance & Management Services. Let me knw if yu have any questins. Thanks, Mary Beth Mary Beth Chambers Assistant Superintendent fr Finance & Management Services Arlingtn Public Schls (703) = = = = = = = = = = = = = = = = = = = = = = = = = This cmmunicatin was sent via the Arlingtn Public Schls mail system. Please be advised that is nt a secure frm f cmmunicatin. There shuld be n expectatin f right t privacy in anything sent via electrnic mail.

5 Finance and Budget Department Management Plan Department Office Finance Finance and Budget Department/Office Overview/Narrative The Finance and Budget Offices are respnsible fr the budgeting, accunting, and auditing functins fr the eight funds managed and perated by the Arlingtn Public Schls ttaling mre than $440 millin dllars. In additin, the department is respnsible fr the financial management f all schl activity funds, all federal, state and ther grants ttaling ver $18 millin, and fr apprximately $27 millin f bnd cnstructin funds. List f majr services prvided by the department/ffice T prvide essential supprt t instructinal prgrams and administrative staff t achieve Strategic Plan gals, the Finance and Budget ffice will: Ensure there is a clear link between the Budget and the Strategic Plan; Mnitr the n line payment system fr the cllectin f varius fees by APS; Prvide required CIP financial and planning infrmatin in a timely manner; Cllabrate with Arlingtn Cunty t include the use f schl facilities; and Implement rules and prcedures t prvide greater accuntability as part f the peratin f the business applicatin (STARS) Accmplishments Assciatin f Schl Business Officials Internatinal (ASBO) Meritrius Budget Award fr Fiscal Year Gvernment Finance Officers Assciatin (GFOA) Distinguished Budget Presentatin Award fr Fiscal Year Implementatin f nline payment system fr parents t be able t pay fr schl meals nline by credit card and view student meal purchase histry Expansin f EMS building use sftware implementatin t include all schl buildings SMART Gal 1: Increase by 25% the amunt f funds received during FY 2011 fr payments nline at myschlbucks.cm frm the amunt received in FY Explre the feasibility f adding additinal prgrams int the myschlbucks nline payment system. Ratinale: Online payments are an efficient way t cllect payments due frm parents Parents expect t be able t pay fees nline By increasing nline payments, fees received in schl ffices are decreased which decreases the amunt f time schl staff spend n prcessing payments APS increases internal cntrl ver the payment receipt prcess thus lwering the risks assciated with handling payments received

6 Finance and Budget Department Management Plan Evidence: Reprts are available nline at myschlbucks.cm detailing payments received nline Actin Plan: Wrk with Extended Day Office and Early Childhd Office t identify prcesses and prcedures needed t successfully implement nline payments Explre the feasibility f adding ther prgram revenue streams int the myschlbucks.cm nline payment system. Pssibilities culd be Summer Schl Tuitin, REEP Tuitin, etc. Wrk with IT Department n design f web pages and dcumentatin t pst nline fr these nline payments Set up Merchant Accunts thrugh the Cunty Treasurer t supprt the credit card prcessing Wrk clsely with myschlbucks.cm t implement the payment streams fr Extended Day and Mntessri tuitin. SMART Gal 2: Implement Electrnic Check Presentment during FY 2011, thus mving 100% (virtually) f checks and mney rders received t electrnic presentment fr depsit. Ratinale: Electrnic presentment f checks and mney rders speeds up the prcess f depsiting all payments received and ptentially decreases the instances f returned checks. Evidence: Number f trips made t the Cunty Office f the Treasurer will be decreased substantially and will nly be made fr cash depsits. The lcal travel reimbursements t Finance staff will decrease due t fewer trips t the Cunty ffices. Actin Plan: Cntact Treasurer s Office t initiate request t begin electrnic presentment f checks/mney rders Wrk with bank persnnel n the set up f equipment and sftware Develp prcesses and prcedures related t prcessing and recrding f payments received SMART Gal 3: Cllabrate with Purchasing n best prcurement prcedures, t include p card and direct pays, and assist Purchasing n the language f the cmmunicatin t the end users, thus decreasing purchase rders issued by 10% by 6/30/11. Included will be reviewing and updating purchasing categries t make it easier fr users t select the crrect categries and assciated bject cdes; revising the chart f accunts and prviding definitins fr use f bject cdes; and implementing a methd t ensure all purchases are cded crrectly. Ratinale: Best prcurement prcedures will facilitate purchasing gds and services needed by schls and departments. Increasing P Card purchases and allwing direct pays fr lwer dllar purchases will speed up the prcurement prcess and allw users t receive the gds and services needed mre quickly. Prviding definitins fr using bject cdes will imprve budget accuntability and transparency.

7 Finance and Budget Department Management Plan Evidence: The number f purchase rders issued will be mnitred and tracked. Purchases will be charged t the crrect accunts. Actin Plan: Determine dllar threshld fr requiring purchase rders. Review P Card dllar limits and item limits and adjust as apprpriate. Cmmunicate t schls and departments the revised requirements and rules. Revise the current chart f accunts. This culd include the additin and eliminatin f particular cst centers and bject cdes as well as the investigatin f the use f the Functin cde t assist with cding fr the state s Annual Schl Reprt. Create a manual with definitins f hw each cde is t be used. Investigate whether this manual culd be hused n line with direct access frm STARs. Ensure all purchasing categries are tied t at least ne bject cde. Wrk with Purchasing t implement a prcess t ensure the crrect bject cdes are being used fr all purchases. SMART Gal 4: Update Finance and Budget plicies and prcedures t reflect current practices and t make them easier t fllw and mre understandable t ur audience. This is a tw year gal that will update 50% f the Finance and Budget plicies and prcedures by 6/30/11 and the remaining 50% by 6/30/12. Included in this gal is the Umbrella MOU prject with the Cunty. APS PIP s assciated with jint use/building use will be amng the first PIP s t be reviewed and updated. Ratinale: Updating the plicies and prcedures will make them easier t fllw and mre understandable t end users as well as facilitate the prcedures fr financial transactin prcessing. Evidence: The actual number f plicies and prcedures updated will be tracked t meet this gal. Actin Plan: Review all plicies and prcedures. Determine need fr updating. Update plicies and prcedures t reflect current requirements and imprve cmprehensin amng end users.

8 Department Finance & Management Services Office Fd Services Office Overview/Narrative Fd Services Office Management Plan The Fd Service Office is a self supprting $5 millin business. Over 120 fd service prfessinals take pride in serving 8,000 custmers daily at 34 schls and satellite centers. Lunch, breakfast and a la carte items are available at all lcatins. The fd service prgram, as an extensin f the educatinal prgrams in the schls, is perated under the federally funded Natinal Schl Lunch Act and Child Nutritin Act. The federal laws regulating the fd service prgram are administered by the United States Department f Agriculture thrugh the reginal ffice and implemented within the Cmmnwealth f Virginia by the State Department f Educatin. The prgram's bjective is t imprve the health f students by prviding a variety f palatable, highquality, safe, nutritius fds that students will enjy eating at a price affrdable t them. Students are prvided the pprtunity t make educated, healthy fd chices that will have psitive lng term health, academic and physical utcmes. The prgram supprts the educatinal missin f the schls thrugh: Prviding a variety f nutritius chices that meet the Dietary Guidelines fr Americans Offering a high level f custmer service Valuing the cultural diversity f ur students Hiring and training the best staff pssible List f majr services prvided by the department/ffice Administer Natinal Schl Breakfast and Lunch prgrams Administer the Federal Free and Reduced Lunch prgram Create menus Cater APS special functins Allw and mnitr nline meal payments Mnitr APS wellness plicy Accmplishments Created a delivery system fr USDA cmmdity fds t be delivered t each site enabling APS fd service t better utilize ur cmmdity dllar Decreased labr csts by 7% Decreased fd csts by 3% Increased ttal breakfasts served by 1% 3,375 students Increased ttal lunches served by 2% 26,287 students Operated Fd Service Prgram adhering t all State and Federal Regulatins Develped prductive relatinships with stakehlders Eliminated deep fat frying in all schls. 1

9 Fd Services Office Management Plan Accmplishments (cntinued) Successfully implemented myschlbucks allwing parents t mnitr students fd purchases, set up lw balance reminders and make nline payments. Fr the first time since FY 2003, the Fd Services fund is back t being self supprting which allws APS t be cmpliant with the NSLP regulatins. Successfully cnverted the Claremnt, Barcrft and Barrett kitchens t becme cking kitchens, prviding freshly prepared meals n a daily basis. Pilted breakfast prgrams in five elementary schls during SOL testing, creating the pprtunity t nw serve breakfast in all elementary schls in FY SMART Gal 1: By December 31, 2010, all a la carte items ffered t students will meet r exceed the Institute f Medicine (IOM) standards. Ratinale: The Healthier US Challenge mnitrs and uses these standards fr awarding best practices. Prvides healthier fd chices fr ur students. Evidence: Red fds, r thse fds that d nt meet the standards, will be eliminated frm the a la carte fferings, and mre fresh fruit, vegetables, whle grains and items lwer in fat and sugar will be ffered. Actin Plan: Utilize the Virginia Department f Educatin s n line nutritinal analysis tl t make determinatins fr all items currently being ffered. Achieve brnze level certificatin. SMART Gal 2: Increase participatin in the breakfast prgram by 5% by June Ratinale: An average f 14% f ur students currently eat breakfast at schl daily. The average breakfast participatin in Virginia is 42%. Our breakfast participatin shuld be mre in line with ur percentage f ecnmically disadvantaged students (31%). Evidence: Offer breakfast in all schls. Mnitr the percentage f students eating breakfast. Actin Plan: Develp prmtinal and educatinal materials fr teachers, parents and students. Offer a variety f appealing breakfast items, creating new interesting cmbinatins, and including whle fruit as a chice. Outreach t parents by attending PTA meetings, VPI and Kindergarten rientatins, and schl health fairs. 2

10 Fd Services Office Management Plan Wrk with Team Nutritin (USDA) and the Virginia Department f Educatin t market the prgram mre effectively. SMART Gal 3: Increase lunch participatin by 2% by June Ratinale: An average f 43% f students purchase a full lunch each day. The natinal average is 65%. It is better fr students t eat a cmplete balanced meal rather than a la carte items. Evidence: Imprve the quality and variety f the fd items ffered, and nte the changes being made. Establish higher standards than the federally required standards fr the availability f healthy ptins. Actin Plan: Cmmunicate nutritin infrmatin and fd service initiatives t parents, teachers and students. Train cafeteria staff regarding strategies t increase the selectin f cmplete, balanced lunches rather than nly a la carte items. Outreach t parents by attending PTA meetings, VPI and Kindergarten rientatins, and schl health fairs. 3

11 Department Office Purchasing Office Management Plan Finance & Management Services Purchasing Office Overview/Narrative The Purchasing Office serves all departments and schls thrughut Arlingtn Public Schls with the prcurement f gds and services. The Purchasing Office establishes term cntracts t meet specific requirements in accrdance with the Virginia Public Prcurement Act (VPPA) and Arlingtn Cunty Schl Bard s Purchasing Reslutin. The Purchasing Office s primary bjective is t prvide high quality gds and services at a fair and reasnable price in the right quantity and delivered at the time when needed by departments and schls. The Purchasing Office supprts the educatinal missin f the schl system. List f majr services prvided by the Purchasing Office: Prcessing daily requisitins int Purchase Orders thrugh STARS Establishing Term Cntracts fr varius gds and services Issuing Invitatin Fr Bids (IFB) and Request Fr Prpsals (RFP) fr gds, services and cnstructin abve $50,000 Dispsing f surplus prperty Reviewing and revising the purchasing reslutin and purchasing plicies and prcedures as necessary Training department and schl staff n hw t make prcurements n behalf f Arlingtn Public Schls Accmplishments: Implemented the use f Virginia Business Opprtunities (VBO) t advertise slicitatins which has increased the number f respnses t IFB s and RFP s. Increased the amunt f infrmatin available n the Purchasing website. Intrduced revised RFP prcedures, establishing clear and cnsistent guidelines fr the prcess, and giving mre respnsibility t the evaluatin cmmittee. Reduced the time fr apprving purchase rders by delegating mre authrity t buyers. Implemented a revised file management system which allws easy access infrmatin in the file. Established new templates fr Invitatins fr Bids, Request fr Prpsals and Request fr Qualificatins. Encuraged Purchasing Department staff t raise their visibility and services available frm Purchasing by arranging regular meetings at the department and schl level. SMART Gal 1: By June 30, 2011, the revisin f the Arlingtn Public Schls Purchasing reslutin will be 100% cmpleted. This will include a review and update f the Reslutin and then final apprval by the Arlingtn Cunty Schl Bard. Ratinale: Current reslutin needs t be updated t include changes t the Virginia Public Prcurement Act (VPPA) and bring it int cmpliance with the VPPA. Incrprate changes that have been made t the VPPA since the reslutin was adpted in July 2003 Revise purchasing limits that have nt been updated since July 2003 Evidence: Staff will meet quarterly t evaluate the prgress made n the changes t the reslutin, and prvide the Assistant Superintendent fr Finance an update f the prgress made. 1

12 Purchasing Office Management Plan Actin Plan: Incrprate VPPA changes Add purchasing suggested changes t delegated purchasing limits; have them reviewed by senir staff and the legal department. Present revised reslutin t Arlingtn Cunty Schl Bard fr apprval. SMART Gal 2: By June 30, 2011, 75% f the necessary changes that need t be made t the Arlingtn Public Schls Purchasing Plicies and Plicy Implementatin Prcedures (PIPs) fr Purchasing will be cmplete. This will include a review and apprval frm Senir Staff and apprval f the Plicies by the Schl Bard. Ratinale: Current plicies and prcedures need t be updated t include changes t the VPPA and t bring them int cmpliance with the VPPA. Current prcedures als need t be updated t prvide clearer infrmatin t ur clients and t reflect current practices. Evidence: Staff will meet quarterly t evaluate the prgress made n the changes t the Plicies and PIPs, and prvide the Assistant Superintendent fr Finance an update f the prgress made. Actin Plan: Incrprate VPPA changes t plicies and prcedures Add Purchasing suggested changes t delegated purchasing limits Have plicies and prcedures reviewed by senir staff Have final revised plicies apprved by the Schl Bard and final revised prcedures apprved by the Superintendent and senir staff. SMART Gal 3: June 30, 2011, prcurement training materials will be develped and tested and 75% f the staff in the departments and schls thrughut Arlingtn Public Schls wh are respnsible fr prcuring gds and services will receive the new prcurement training. Ratinale: A prcurement training prgram has nt been cnducted thrughut Arlingtn Public Schls since Nvember The training will prvide clear and cncise guidelines fr all APS purchasing requirements. The prper training f departments and schl staff will help t eliminate imprper, illegal and unsubstantiated purchases. Fllw up training will be cnducted fr all departments and schl staff when changes are made t the VPPA, Purchasing Plicies and Plicy Implementatin Prcedures. Evidence: Training materials will be cmpleted, reviewed by staff and tested with a pilt grup. Changes will be made based upn the feedback received. 2

13 Purchasing Office Management Plan Actin Plan: Develp prcurement training prgram and materials based n revised and adpted purchasing reslutin and apprved purchasing plicies and prcedures Develp and prepare prcurement training materials Present t Purchasing staff fr review and making necessary changes t materials and presentatin Present t Finance and Management Services and use feedback fr revising if necessary Present t senir staff and revise if necessary Present t department heads and principals/assistant principals and designated purchasers Present t all ther Arlingtn Public Schls persnnel 3