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									 2003 National Head Start
Conference for New Directors

        Welcome to
       Directors with
         Previous
        Experience
Managing Your Head Start
     Organization

             Presenter:

       Johnnie Cain
              Region X HSQIC
       Early Childhood Training Center
           Portland State University
    Managing Your Head Start
         Organization

•   Change
•   Management Systems (Samples/Aides)
•   National Training Guides
•   Team Assessment Tools Utilized
•   Leadership Philosophies
           4 Cs

• Communication
• Change
• Conflict
• Consistency
What’s What or Who’s Who?
• We hope to provide you a map and
  be a guide through your
  experience!
• We hope to be clear and
  applicable.
• So who’s on First??!
                Who’s on First?
              (Thanks to Mr. Abbott and Mr. Costello)


                              Because
      Why
                             Center Field                 How
     Left Field
                                                        Right Field


 I Don’t Give a Darn                      What
       Short Stop                         Second Base

I Don’t Know                Tomorrow
                                                    Who
 Third Base                     Pitcher             First Base



                                Today
                                Catcher
          Director?

• What did you want to be
  when you grew up?
            CHANGE
   “There is a certain relief in Change,
  Even though it be from bad to worse,
As I have found traveling in a Stagecoach,
That it is often a comfort to SHIFT one’s
                    position,

   And be BRUISED in a new place!
                  Change:
• Think about how hard it is to change yourself
•
•                         and…..
•
• You’ll understand what chances you have of
  changing others.
•
• Anonymous
                      Change:
• * Self – Interest
•   - People/Organizations fear that change will cause them
      to lose something they once had
•
• * Misunderstanding
•   - Change starts as a vision in the minds of the sponsor.
•
•   - If people misunderstand and/or don’t trust the
      individual/group, they will suspect that there is a
      hidden agenda and harmful motives for proposing
      change.
                            Change
• * Different Assessment
•   - When people or organization view different causes and cures
      for it. Therefore, they may see a change as tackling the wrong
      cause and proposing a fruitless solution.
•
• * Low Tolerance
•   - They fear they will be unable to handle the new condition
      properly and competently.
•
•   - They may also resist breaking up comfortable social
      relations with co-workers.
       Collaboration
Cooperation: Working harmoniously
  Cooperative: Sharing the work
   Collective: Working together
 Laboratory: A place for discovery
  Labor: The work and people
 Oration: Group Communication
 Ration: Distribution of the work
     Rational: Logical Path
  Rationale: Logical reasoning
     The Committee

 This is the story of four people:
Everybody, Somebody, Anybody,
            and Nobody.

 The Story starts…..Once upon a
             time…...
             The Committee
• There was a task to be done, and everybody was
  sure that somebody would do it.
• Anybody could have done it, but nobody did it.
• Somebody got angry, because it was everybody’s
  job.
• Everybody thought that somebody would do it.
• But nobody asked anybody….
• It ended up that the job wasn’t done, and
  everybody blamed somebody, when actually
  nobody asked anybody.
           The PRISM
Program Review Instrument for Systems Monitoring
           (Now being used everywhere)
Objective of Management Systems

              • “Effective
                management systems
                and procedures must
                be in place to support
                the implementation of
                quality services.”

              •   NPRM   p.17768
Changes focuses on:
    • “Big Picture”
    • Supporting the integration
      of services
    • Management Systems
    • Relationship between
      Services &
       Systems
    • Consensus Building
Required Management Systems and Procedures
         (To Flow Through Services)
 •   Program Governance
 •   Planning
 •   Communication
 •   Record-keeping and
     Reporting
 •   Ongoing Monitoring
 •   Self-Assessment
 •   Human Resources and
 •   Fiscal Management
                    System
• Explicit in the Head Start’s New Performance
  Standards is the beginning of a theme for a
  systematic design for the operation of Head Starts.
  A model that “tell us exactly how well you are
  operating in measurable and qualitative
  terms!” An effective "Monitoring System",
  therefore, ensures that there will be a system in
  place for the ongoing monitoring of program
  operations to ensure that these operations
  effectively implement Federal regulations?
Systems Matrix
The World We See
         Johari’s Window


      What I Know     What I Don’t Know




What I Think I Know   What I Don’t Know
                      That I Don’t Know
  Managing Your Organization
• We have been
  given new tools
  to bring systems
  to our
  organizations
Managing Your Organization
          sys•tem n.
     1. a set of facts, principles, rules, etc.
        classified or arranged in a regular,
       orderly form so as to show a logical
           plan linking the various parts
    2. a method or plan of classification or
                    arrangement
       3. a) an established way of doing
          something; method; procedure
     b) orderliness or methodical planning
            in one's way of proceeding
Dates for Action
Dates for Action
            GABI
Grant Application Budget Instrument
Fiscal Assistant
Ultimate Employer (Now Software)
For organizations up to 150 employees from Padgett-Thompson, Source
Com, 1-800-433-3635 (Cost $349 Package) Description Now -
$179/Performance Now - $119People Manager - $119/Policies Now - $119
Descriptions Now




 Demonstration
Ultimate Employer (Now Software)
For organizations up to 150 employees from Padgett-
Thompson, Source Com, 1-800-433-3635 (Cost $349
Package) Description Now - $179/Performance Now -
$119People Manager - $119/Policies Now - $119
flow•chart n.

a diagram, often using
geometric symbols,
showing steps in a
sequence of operations.
It’s Not a Puzzle!


         • Flow-Charting is
           as easy as
           making toast!
Earthguide Interactive Systems, Inc.
          (415) 247-1500
Earthguide Interactive Systems, Inc.
          (415) 247-1500
(505) 232-3200 - ($35)
                          Head Start
Health and Welfare            HS Dir                  Policy Council
                          Director
Agency Contract               Informs                 Monthly Update
                          Informs
                              Policy
                          Policy Council
                              Council




                       Administrative Office
Health/Welfare Refer    Volunteer File
Parent to Head Start



                                               Enrollment of TAFI Volunteers
                       Interviews at Center




                              Placement
                              and Other
                              Actions




                                                 Personnel Files
                                                 Maintained and Updated
                          Center Staff will
                          Route Application
                                                 Time Sheets and
                                                 Performance Evaluations




                             Terminatio
                             n
Microsoft Visio Professional
$198
                 Flowchart For Problem Resolution

                                                       NO
                      YES
                                    Is It Working?

Don’t Mess With It!
                                                     YES       Did You Mess
                                                                  With It?

                                 YOU MESSED UP
                                   BIG-TIME!
                                                                        NO



   Anyone Else        YES         You’ll Have To      YES      Will it Blow Up
     Know?                         Live With It!               In Your Hands?



         NO                                                            NO
                            NO    Can You Blame
     Hide It                      Someone Else?             Look The Other Way


                                           Yes


                                 NO PROBLEM!
                  HSFIS Overview

         100% PIR Generation
         New Staff Development Component
         Data Transfer with different Agencies
         Enterprise / Lite Editions
         70+ New System Crystal Report
         Duplicate SSN Feature
         More Compatibility with Terminal Servers
         Windows 2000 and ME Compatible
         95% of reports meet Performance Standard
         Requirements

2/12/2013
Staff Education History
Staff Employment Demographics
            Outcome Reports




2/12/2013
Outcome Report
    HSFIS Enterprise Edition


   Central System: Coordination and consolidation
    point for family data

   Sub-Central System: Sub-consolidation point.
    Recommended for large agencies

   Remote System: Data Entry point for any family
    information
       HSFIS Lite Edition

   Low maintenance version of HSFIS

   Quick installation and data entry in minutes

   Requires/allows minimal customization

   Recommended for small to medium sized agencies
    that may not maintain an in-house technical support
    staff
Measuring Outcomes
          Intent of Congress
• Accountability
• Look at program through self-assessment
• Augment PRISM monitoring to examine
  quality and outcomes
• Use as tool for CI
  (continuous improvement)
• Track progress systematically
Why Measure Outcomes?
          • To help programs
            improve services
          • Outcome measurement
            provides a learning
            loop that feeds
            information back into
            programs on how well
            they are doing.
          • To see if programs
            really make a
            difference in the lives
            of people.
       United Way of America Manual - 1996

Measuring Program Outcomes: A Practical Approach


 • Step 1: Get Ready
 • Step 2: Choose the Outcomes you want to measure
 • Step 3: Specific Indicators for your outcomes
 • Step 4: Prepare to Collect Data on your indicators
 • Step 5: Try out your measurement system
 • Step 6: Analyze and report your findings
 • Step 7: Improve your Outcome Measurement
           System
 • Step 8: Use your findings
             Logic Model
• The conceptual chain demonstrates the “If-Then”
  sequence of changes that the program intends to
  set in motion through its inputs, activities, and
  outputs. This represents the program’s theory or
  logic, and can be graphically portrayed in a logic
  model.
• “We use these resources (inputs) to
  produce these activities and outputs, in
  support of these children and families, so
  they can change in these ways.”
      Summary of Program
        Outcome Model



 INPUTS     ACTIVITIES       OUTPUTS       OUTCOMES



Resources   What the         The direct     Benefits for
dedicated   program          products of    participants
to or       does with        program        during and
consumed    the inputs       activities     after
by the      to fulfill its                  program
program     mission                         activities
                      The Logic of Outcome Measurement/Performance Measurement
                                        (Program Logic or Theory)

               HOW We Conduct the                                                                       WHY We Conduct the
          Performance Measurement Process                                                          Performance Measurement Process




   These                    For these                To produce                In support of              So they can change             Which leads
 resources                 activities…                 these              children and families,             in these ways                to these
 are used…                                            outputs                      and for                     (short term               outcomes/
                                                                           internal and external               outcomes)                   results
                                                                                 audiences

E.g.,                 E.g.,                      E.g.,                                                   E.g.,                          Children’s
-Funding              -Developmentally           -number of                                              -Children make                 social
-Staff                appropriate                children                                                progress across                competence /
-Staff time           curriculum                 served                                                  developmental                  school
-Facilities           -Comprehensive             -number of                                              domains                        readiness
-Equipment            services                   full day slots
                      -Parent training           –number of                                              -Parents increase
                                                                                                                               
                                                 health                                                  involvement in at-
                                                 referrals                                               home literacy
                                                 made                                                    activities
                                                 -number of
                                                 parent
                                                 trainings
                                                 offered




Note: Performance measurement can occur across any one of these phases.                     Adapted from:
                                                                                            Performance Measurement, Gretchen Jordan & John McLaughlin,
                                                                           Long-term outcome:
                                                                   School Readiness / Social Competence
                                                                                                     
                                Child outcome measures:                                                  Family outcome measures:
                                Head Start children demonstrate improved:                                Head Start Parents
                                - emergent literacy, numeracy, and                                       - demonstrate improved parenting skills
                                    language skills                                                      - improve their self-concept and
                                - general cognitive skills                                                  emotional well-being
                                - gross and fine motor skills                                            - make progress toward their educational,
                                - positive attitudes toward learning                                        literacy, and employment goals
                                - social behavior and emotional well-being
                                - physical health
                                                                                                                                                  
Outputs of activities/process measures                                                                                                         Outputs of activities/process measures
related to children                                                                                                                            related to families:
-                                                                                                                                              -
-                                                                                                                                              -
                                                                                                                                                                   
Activities/process measures                                                                                                                    Activities/process measures
related to children:                                              Outputs of activities/process measures                                       related to families:
Head Start programs/staff                                                                                                                      Head Start programs link parents with
- provide developmentally appropriate
                                                                 related to program management                                               - social service agencies
                                                                  -
    educational environments                                      -                                                                            - educational agencies
- interact with children in a skilled and                                                                                                     - health care services
    sensitive manner                                                                                                                           - child care services
- support and respect children's                                  Activities/process measures
                                                                  related to program management:
                                                                                                                                               -
    cultures                                                                                                                                   -
- assure children receive needed health                           Head Start programs
    services                                                      - are well managed                                                           -
- provide nutritional meals and snacks                            - involve parents actively in decisions about
- provide individualized services for                                 programming
    children with disabilities                                    - employ qualified staff
                                                                  - support staff development and training
                                                                  - comply with Head Start regulations

                                                                                                                                                                       
                     Inputs                                                                  Inputs                                                             Inputs
-                                                                 -                                                                            -
-                                                                 -                                                                            -
Notes: Logic model components are imbedded in program context, values, beliefs, and assumptions.
       Process measures can be evaluated on bases other than outputs (e.g., professional standards such as NAEYC, “best” practices/promising practices)
Head Start Matrix and Index
    For National Training Guides
    National Training Guides
• Management
  (Training Guides for
  Head Start Learning
  Community)
• Leading Head Start
  into the Future
• Cultivating
  Successful
  Management Teams
                         3 Modules per Guide
Understanding Leadership
 Module 1- Key Concepts

            • Leadership Starts from
              within.
            • Leaders are value
              driven.
            • Leaders develop
              insight and awareness
Influencing Organizational Culture
    Module 2 - Key Concepts

                 • Leaders shape their
                   programs.
                 • Leaders recognize that
                   conflict is a natural
                   part of HS culture.
                 • Leaders know that
                   learning is a
                   continuous process.
Positioning Head Start for the Future
     Module 3 - Key Concepts

                   • Leaders have a unique
                     vision.
                   • Leaders know how to
                     communicate the
                     vision.
                   • Leaders are change
                     agents.
Recognizing Our Diverse and Dynamic
              Nature
     Module 1- Key Concepts

                  • What makes an
                    Effective Team?
                  • What is Team
                    Management to us.
                  • Understanding Team
                    Stages
                  • How do we function
                    as a Team?
Strengthening Our Cooperative Relationships
          Module 2 - Key Concepts


                      • Designing a Code of
                        Conduct
                      • Appreciating Diffe-
                        rences in Team Work
                        Styles * Baseline
                      • Working
                        Cooperatively
               Team Assessment Tools Utilized

• Myers-Briggs: MBTI Briggs is utilized to understand
  preferences (Licensed and copyrighted by Consulting Psychologist
  Press)
• Kiersey Instument: looks specifically at Temperament
  (David Kiersey) – “Please Understand Me!”
• Dimensions of Behavior: The DISC (Dimensions of
  Behavior) is an instant map that will lead you to a better
  understanding of yourself and your behavior. This
  understanding will increase your effectiveness in a range of
  people situations and provide insights into the behavior of
  others. (Carlson, Inc)
• Thomas-Kilman Conflict Mode Instrument:
  Designed to assess an individual’s behavior in conflict
  situations.
Implementing the Team Approach
   Module 3 - Key Concepts

               • Taking responsibility
                 for Team Success
               • Solving problems
                 together as a
                 Management Team
               • Problem Solving:
                 What would you do?
Where Do We Go From Here!

     tra•di•tion•al adj.
      1 of, handed down by, or
       conforming to tradition;
            conventional:
Maslow’s Hierarchy of Needs


             Self-
          Actualization

          Esteem Needs
         Belonging Needs
          Safety Needs

        Physiological Needs
     Maslow’s Hierarchy of Needs


                                      Self-
                                   Actualization   WIIF Service to Organization

                                   Esteem Needs
                                                        WIIF Us/Org
                               Belonging Needs
                                Safety Needs               WIIF Me

                               Physiological Needs              WIIF No one


Robert Kusher: Performance Zones
             Change

• It is not the strongest of the
  species that survives, nor the
  most intelligent, but it is the
  most responsive of the
  species to change that survives
          Leadership Philosophies
          Past       vs   Future
                  Situational
• Institutional          • Questioning/Asking
  Leadership               Why?
• Authority              • Participation

•   Social Order         •   Equality/Acceptance
•   Formality            •   Informality
•   Stability            •   Change
•   Work for Worksake    •   Work is a small part
                             of Life
The Future Brings Leadership
   * We must LEAD by Modeling
             Integrity
             Honesty
             Trust and
          Empowerment
 Components of Empowerment
• Control - The degree to
  which you feel confident
  in pushing Decision-
  Making down to the next
  level.
• Influence - The degree
  to which others follow
  your lead, rely on your
  judgment, and seek you
  out for advice.
• Resources - Access to
  information, and the
  ability to purchase what
  you need in your work.
 Components of Empowerment
• Autonomy - How free
  you are on the job?

• Centrality- How critical
  is your work to the
  organization.

• Involvement - The
  degree to which you
  participate in the
  organizational process.
The Future Brings Leadership

       We must INSPIRE
             Hope
          Service and
          Dedication
The Future Brings Leadership

      We must REQUIRE
           Consistency
      Self -Acceptance and
             Honesty
   It is not a Destination, but a
              Journey!
• It is easy to fool
  yourself
• It is possible to fool
  those you work for
• It is difficult to fool
  those you work with
• It is impossible to
  fool those who work
  for you
Abilene Paradox
 I-99 the Road from
  OSPRI to PRISM
   Characteristics of going to Abilene

• 1. Action Anxiety: When a sensible idea comes up, there
  is a refusal to act on it at all.
• 2. Elaborate Negative Fantasies: Bizarre justifications for
  not taking the risk.
• 3. Search For A Scape-Goat: Focusing on conflict versus
  dealing with the reality.
• 4. All Conspire And Collude With One Another: Unless
  someone has the courage to break the conspiracy.
             Change

• It is not the strongest of the
  species that survives, nor the
  most intelligent, but it is the
  most responsive of the
  grantee to change that survives
                ATTITUDE
• Charles Swindoll
• “We cannot change
  our past.”

• ‘I am convinced that
  life is 10% what
  happens to me, and
  90% how I react to it.
  And so it is with you!”
                            Harmony
 The Future? …….ABILENE?

• Emma Lee Cain
• “It’s your little
  red wagon, and
  you’re going to
  have to pull it!”
          Good Luck!




johnnie.cain@worldnet.att.net
johnnie.cain@worldnet.att.net

								
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