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12-13_OPM_Scorecard

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					                                                           ACCOUNTABILITY UNIT
                                           OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                   EARLY LEARNING COALITION OF ___________


REVIEW ANALYST: ____________COMPLETION DATE:_________                   LEAD REVIEWER:_____________ COMPLETION DATE:____________

SUPERVISOR:__________ COMPLETION DATE:___________                       FINAL SCORECARD DATE:_______________



PERFORMANCE EXPECTATION 1: OPERATIONS AND HUMAN RESOURCES

INDICATORS ARE ONLY BEING REVIEW DURING THE 12-13 FISCAL YEAR IF THE COALITION HAD A CAP ITEM PENDING IMPLEMENTATION
a) PE 1: As outlined in Florida’s labor laws, coalition procedures   Achieved
   forbid discriminatory employment practices. [s. 760.10, F.S.]     Partially Achieved
                                                                     Not Achieved
                                                                     Not Applicable
                                                                     Not Reviewed
                                                                   Description of Compliance:


b) PE 1: The coalition has human resource policies which guide            Achieved
    personnel decisions for hiring, firing, employee evaluation and       Partially Achieved
    compensation and reflect an effort to recruit and develop a           Not Achieved
    stable, skilled staff. (Plan 1.10.1)                                  Not Applicable
                                                                          Not Reviewed
                                                                        Description of Compliance:

c) PE 1: The coalition and contractor have grievance policies and         Achieved
    procedures for coalition staff, providers, and parents. (Plan         Partially Achieved
    1.10.1)                                                               Not Achieved
                                                                          Not Applicable
                                                                          Not Reviewed
                                                                        Description of Compliance:

d) PE 1: The coalition and its contractors have implemented drug          Achieved
    free workplace policies in accordance with state and federal law.     Partially Achieved
    [s. 112.0455, F.S Drug Free Workplace Act of 1988; 29 CFR 98          Not Achieved
    Subpart F; Early Learning Grant Award Attachment B, section           Not Applicable
    D.]                                                                   Not Reviewed
                                                                        Description of Compliance:



               OPM SCORECARD VERSION: JULY 2012                  FINAL: 7/03/2012                                            PAGE 1 OF 9
                                                          ACCOUNTABILITY UNIT
                                          OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                  EARLY LEARNING COALITION OF ___________




PERFORMANCE EXPECTATION 2:             ELIGIBILITY POLICIES, PRIORITIES, AND DISENROLLMENT

INDICATORS ARE ONLY BEING REVIEW DURING THE 12-13 FISCAL YEAR IF THE COALITION HAD A CAP ITEM PENDING IMPLEMENTATION
a) PE 2: The coalition policies do not limit the number of children   Achieved
   enrolled with VPK providers. [s. 1002.53(6) (a), F.S.]             Partially Achieved
                                                                      Not Achieved
                                                                      Not Applicable
                                                                      Not Reviewed
                                                                    Description of Compliance:

b) PE 2: The coalition has clearly defined eligibility priorities for    Achieved
   serving children in its school readiness program, which reflect       Partially Achieved
   the mandated eligibility priority categories and procedures for       Not Achieved
   non-priority school readiness (SR) children that ensure that non-     Not Applicable
   priority SR children receive services according to coalition policy   Not Reviewed
   and only after all identified priority children have been served.   Description of Compliance:
   [Rule 6M-4.200(2), F.A.C. [Rule 6M-4.201-4.207, F.A.C.,
   s.411.01(6), F.S.]
c) PE 2: The coalition has written policies and procedures for dis-      Achieved
   enrolling SR children from SR services that are in accordance         Partially Achieved
   with the OEL guidance referenced in the Grant Award. [OEL-FG-         Not Achieved
   240.04; Early Learning Grant Award-12(e)]                             Not Applicable
                                                                         Not Reviewed
                                                                       Description of Compliance:

d) PE 2: The coalition has not established eligibility policies,          Achieved
   procedures, or priority rules that discriminate against children       Partially Achieved
   or their families on the basis of race, national origin, ethnic        Not Achieved
   background, sex, religious affiliation, disability and has a process   Not Applicable
   in place to resolve discrimination complaints. (45 CFR subpart         Not Reviewed
   C, 98.20(b)(1)) (Plan 1.10.1)                                        Description of Compliance:




              OPM SCORECARD VERSION: JULY 2012                  FINAL: 7/03/2012                     PAGE 2 OF 9
                                                         ACCOUNTABILITY UNIT
                                         OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                 EARLY LEARNING COALITION OF ___________




e) PE 2: The coalition has established written eligibility policies     Achieved
   and procedures that align with Rule and Statute. [s.411.01, F.S,     Partially Achieved
   and Rules 6M-4 and 6M-8, F.A.C.]                                     Not Achieved
                                                                        Not Applicable
                                                                        Not Reviewed
                                                                      Description of Compliance:

PERFORMANCE EXPECTATION 3:            MISREPRESENTATION AND FRAUD

INDICATORS ARE ONLY BEING REVIEW DURING THE 12-13 FISCAL YEAR IF THE COALITION HAD A CAP ITEM PENDING IMPLEMENTATION
a) PE 3: The coalition has policies and procedures to support the   Achieved
   reporting of overpayment and the recoupment of funds. (6M-       Partially Achieved
   4.202 (2)(b) F.A.C.), 6M-4.203 (2)(b) F.A.C.), (6M-              Not Achieved
   4.205(2)(b) F.A.C.); 6M-4.400(4)(c) and(d)(1)-(2) F.A.C.)        Not Applicable
   and (6M-4.503 F.A.C.                                             Not Reviewed
                                                                  Description of Compliance:

b) PE 3: The coalition has acted upon all cases where fraud is           Achieved
suspected and has appropriate fraud referral procedures. (6M-            Partially Achieved
4.400 F.A.C. , 6M-4.503 F.A.C.)                                          Not Achieved
                                                                         Not Applicable
                                                                         Not Reviewed
                                                                      Description of Compliance:
                                                                       The coalition had______ number of referrals in the past year.

c) PE 3: The coalition has an appropriate separation of duties         Achieved
ensuring that personnel performing duties relating to parent/child     Partially Achieved
application intake, eligibility determination and approval do not      Not Achieved
perform duties relating to accounting and reimbursement, unless        Not Applicable
the coalition has implemented sufficient internal controls to ensure   Not Reviewed
proper oversight of the reimbursement process/procedures. [OMB       Description of Compliance:
Circular A-133.105 and Subpart C.300(b),Early Learning Grant
Award Attachment C]

             OPM SCORECARD VERSION: JULY 2012                  FINAL: 7/03/2012                                         PAGE 3 OF 9
                                                       ACCOUNTABILITY UNIT
                                       OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                               EARLY LEARNING COALITION OF ___________




PERFORMANCE EXPECTATION 4: VPK PROVIDER PROFILES

INDICATORS ARE ONLY BEING REVIEW DURING THE 12-13 FISCAL YEAR IF THE COALITION HAD A CAP ITEM PENDING IMPLEMENTATION
a) PE 4: The VPK provider profile, of all VPK providers in the      Achieved
   coalition’s county or multi-county region, is available to all   Partially Achieved
   parents enrolling or registering their child in VPK and complies Not Achieved
   with statutory requirements. (6M-8.201 (4)(a)(5-7); S.           Not Applicable
   1002.53(5) F.S)
                                                                  Not Reviewed
                                                                Description of Compliance:



                                                                    Does the VPK provider profile contain the following required
                                                                     elements?
                                                                        1. SERVICES
                                                                               Yes
                                                                               No
                                                                        2. CURRICULUM
                                                                               Yes
                                                                               No
                                                                        3. INSTRUCTOR CREDENTIALS
                                                                               Yes
                                                                               No
                                                                        4. INSTRUCTOR/STUDENT RATIO
                                                                               Yes
                                                                               No
                                                                        5. KINDERGARTEN READINESS RATES
                                                                               Yes
                                                                               No


PERFORMANCE EXPECTATION 5: CONTRACT MANAGEMENT


           OPM SCORECARD VERSION: JULY 2012               FINAL: 7/03/2012                                  PAGE 4 OF 9
                                                         ACCOUNTABILITY UNIT
                                         OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                 EARLY LEARNING COALITION OF ___________




INDICATORS ARE ONLY BEING REVIEW DURING THE 12-13 FISCAL YEAR IF THE COALITION HAD A CAP ITEM PENDING IMPLEMENTATION
a) PE 5: The coalition has designated an individual to function as Achieved
   the contract manager to enforce the contract terms and          Partially Achieved
   conditions in compliance with state procurement procedures.     Not Achieved
   (Plan 1.1.1) [s.287. 057 (15), F.S.,        OMB Circular A-     Not Applicable
   133.300(b)]                                                     Not Reviewed
                                                                     Description of Compliance:

b) PE 5: The contract manager or designated personnel has the          Achieved
   authority to procure for commodities and services in compliance     Partially Achieved
   with state statute. (Plan 1.1.1) [s.287.057 (15), F.S., OMB         Not Achieved
   Circular A-122, Attachment A]                                       Not Applicable
                                                                       Not Reviewed
                                                                     Description of Compliance:

c) PE 5: The coalition board has established limits for how much       Achieved
   coalition staff can spend before seeking board review and           Partially Achieved
   approval. (Plan 1.1.1) [s.287.057 (15), F.S., OMB Circular A-       Not Achieved
   122, Attachment A]                                                  Not Applicable
                                                                       Not Reviewed
                                                                     Description of Compliance:

d) PE 5: The coalition has procurement policies and procedures          Achieved
   that are in accordance with state statutes and federal               Partially Achieved
   regulations. (s.287.057 F.S and OMB circular A-110, Subpart          Not Achieved
   C.) (Plan 1.1.1)                                                     Not Applicable
                                                                        Not Reviewed
                                                                     Description of Compliance:




             OPM SCORECARD VERSION: JULY 2012                 FINAL: 7/03/2012                     PAGE 5 OF 9
                                                          ACCOUNTABILITY UNIT
                                          OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                  EARLY LEARNING COALITION OF ___________




e) The coalition ensures there are no potential conflicts of interests      Achieved
   in awarding of contracts. (s.287.057 (17)(a)1. F.S.)                     Partially Achieved
                                                                            Not Achieved
                                                                            Not Applicable
                                                                            Not Reviewed
                                                                         Description of Compliance:

f) PE 5: Procurement files contain all documentation and                   Achieved
   information regarding the contractual service selection process         Partially Achieved
   regardless of the procurement method. [s. 287.057, (1) (b),             Not Achieved
   (4), (5) (16), (19) F.S.]                                               Not Applicable
                                                                           Not Reviewed
   **this indicator will only be reviewed when there are                 Description of Compliance:
   established contracts with board members and/or their
   family members.

g) PE 5: The coalition has ensured contracts received legal review         Achieved
   and approval before contract is executed. [s.287.057 (18) F.S.]         Partially Achieved
                                                                           Not Achieved
                                                                           Not Applicable
                                                                           Not Reviewed
                                                                         Description of Compliance:

h) PE 5: The coalition ensures that all coalition sub-recipient            Achieved
   contracts in excess of the threshold amount provided in s.              Partially Achieved
   287.017 for CATEGORY TWO, include and/or reference the                  Not Achieved
   federal contract provisions and assurances and contain the              Not Applicable
   requirements in the Florida Statutes. [s.287.058 (1) (a)-(f), F.S.]     Not Reviewed
                                                                         Description of Compliance:

PERFORMANCE EXPECTATION 6: MONITORING OF SUB-RECIPIENTS AND CHILD CARE PROVIDERS

INDICATORS ARE ONLY BEING REVIEW DURING THE 12-13 FISCAL YEAR IF THE COALITION HAD A CAP ITEM PENDING IMPLEMENTATION
a) PE 6: The coalition conducts sub-recipient monitoring for all Achieved

              OPM SCORECARD VERSION: JULY 2012                    FINAL: 7/03/2012                    PAGE 6 OF 9
                                                          ACCOUNTABILITY UNIT
                                          OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                  EARLY LEARNING COALITION OF ___________




   early learning programs that are contracted, including SR, VPK,          Partially Achieved
   and CCRR in accordance with the requirements in the early                Not Achieved
   learning grant agreement.                                                Not Applicable
                                                                            Not Reviewed
   At a minimum, the coalition’s monitoring of sub-recipients             Description of Compliance:
   includes the following actions: [Early Learning Grant
   Agreement Section 8; 45 CFR 74.51; OMB Circular A-133
   Compliance Supplement, Part 6-4, June 2010.]:                             Indicate the type of review being conducted.
                                                                                   Administrative
       A monitoring plan,                                                         Programmatic
       A contract monitoring schedule,                                            Eligibility
       A contract monitoring tool that will track the administrative,
        programmatic and eligibility requirements in each sub-
        recipient’s contract.,,
       Monitoring     reports    that    include     findings    and
        recommendations,
       Documentation that the contractor is aware of the
        monitoring findings and is given an opportunity to respond
        and has taken corrective action,
       Tracking data on deliverables.

Note:
 If there are no prior year contract/programmatic monitoring
   findings then this annual indicator review only applies to
   SR/VPK eligibility monitoring.

b) PE 6: If the school district has notified the coalition that it will     Achieved
   monitor the compliance of the school district’s public schools or        Partially Achieved
   providers for the VPK program, the coalition has requested and           Not Achieved
   received the monitoring reports from the school district. (OEL-          Not Applicable
   VPK 20)                                                                  Not Reviewed
                                                                          Description of Compliance:




              OPM SCORECARD VERSION: JULY 2012                     FINAL: 7/03/2012                                          PAGE 7 OF 9
                                                         ACCOUNTABILITY UNIT
                                         OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                                 EARLY LEARNING COALITION OF ___________




                                                                         Indicate whether the coalition monitors or the school district provides
                                                                          monitoring reports.

                                                                          School District provides reports: Yes/No
                                                                          Coalition Monitors: Yes/No




c) PE 6: The coalition has a monitoring process to ensure that SR            Achieved
   child care providers are (1) maintaining required documentation           Partially Achieved
   on children and staff, (2) fulfilling their obligations as outlined in    Not Achieved
   their provider agreement, and (3) implementing effective                  Not Applicable
   programs. This process includes: (Plan 1.9.2 and 1.9.4)                   Not Reviewed
      A provider monitoring schedule,
      A monitoring plan and tool,                                        Description of Compliance:
      Verification that the provider allows the monitor reasonable
       access to records;
                                                                           Indicate the sample size used by the coalition and compare to the
      Proof of contractor monitoring of their child care providers,
                                                                               required sample size.
       including;     monitoring reports, correspondence and
       corrective action plans (if applicable),
                                                                          ______________Sample size
      On-site or desk review,
      Monitoring      reports       that    include     findings    and
       recommendations to ensure compliance and timely
       improvement of program effectiveness.
      Documentation that the provider is aware of the monitoring
       findings and is given an opportunity to respond and take
       corrective action.
d) PE 6: The coalition has a monitoring process and tool, for on-site        Achieved
   monitoring of VPK child care providers, based upon the                    Partially Achieved
   requirements of the VPK Outreach, Awareness and                           Not Achieved
   Monitoring Initiative Grant. Coalitions must monitor VPK                  Not Applicable
   providers for the minimum elements below:                                 Not Reviewed


             OPM SCORECARD VERSION: JULY 2012                  FINAL: 7/03/2012                                         PAGE 8 OF 9
                                              ACCOUNTABILITY UNIT
                              OPERATIONS AND PROGRAM MANAGEMENT (OPM) SCORECARD
                                      EARLY LEARNING COALITION OF ___________




a) Licensure and/or accreditation of providers (AWI- Description of Compliance:
   VPK-10)
b) Director Credentials (AWI-VPK-10)
c) Confirming current classrooms/instructors (AWI-  Indicate the sample size used by the coalition and compare to the
   VPK-11A and B)                                         required sample size.
d) Instructor/Child Ratio
e) Verifying Curriculum Compliance                   ______________Sample size
f) Class Schedule/Instructional Hours
g) Parent Orientation/Handbook (for Pilot Project
   providers)
h) Attendance Verification




  OPM SCORECARD VERSION: JULY 2012               FINAL: 7/03/2012                               PAGE 9 OF 9

				
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