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Continuous Quality Improvement Process

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					                                                  Continuous Quality Improvement Process
SAMPLE – this document was drafted as a response to pulling together and documenting a continuous quality improvement process for a large multi-site, mutli-program organization. You
will note a philosophy statement as an introduction and 2 main levels of process, at the center level (smaller centers can begin with this part only) and then in a broader perspective at the
agency level. There have been 3 main methods of improvement identified as possibilities 1. Staff Training-Development/Technical Assistance (this is contained by the individual in the
Professional Development Record –PDR and for the whole staff in the Facility Training Plan – FTP 2. Programmatic/Management/ Policies and Procedure improvements 3. Site
renovations/Purchase of equipment –supplies- materials (see quality site improvement plan). You will want to think about a process that will work for your particular center/program needs.

        Continuous Quality Improvement is a key component of our corporate culture. Though the description and flow charts which follow illustrate a
process that begins with a wide variety of annual “Inputs”, the reality is that quality services depend upon this process happening every day, not once a
year. The process of “Input” → “Identify Need” → “Improvement Plan” → “Monitor Outcomes” → back to “Input” is part of every staff meeting,
management meeting, team meeting, IEP/IFSP meeting, and Board or Policy Council meeting. In many cases ongoing situations are identified quickly and
ideas for improvement are sought for immediate implementation. This redefined process includes capturing the ongoing improvements that are identified
and addressed successfully outside of the annual PLAN review and preparation. At no time will we detour from the informal, on-going improvement
processes; rather, we are establishing this annual process as a way to capture the bigger issues and needs at sites and for the total agency.

        Annual PLAN Preparation Process: This process is both bottom-up and top-down at the same time within the organization. The approximate
time frame will be as follows:

                              Collection and summary of INPUT information                      March 1st – June 1st ; sites may request organization-
                                                                                               level reports as desired and available
                              Facility/Site Quality Improvement Plans                          Prepared by June 1st ; copies sent to Executive
                                                                                               Director
                              Facility/Site Training Plans                                     Prepared by June 1st; copies sent to the Executive
                                                                                               Director
                              Continuous Quality Improvement Plan                              Prepared by August 31st; copies sent to all sites,
                                                                                               board, and council members

      It is expected that management team members will be appropriately involved in the quality improvement process at the site level AND that center
directors (site specific) will be appropriately involved in the quality improvement process at the organizational level.
      The process described in the following flow charts is inclusive of all programs and services at our agency. This process will meet the requirements of
the PA Department of Public Welfare STARS quality improvement system; it will also meet the requirements of the Head Start/Early Head Start required
annual self assessment.

      Ongoing Improvements: On the “Outstanding Findings” chart there is a column for entry of on-going quality improvements that occur throughout
the year but are not part of PLAN goals and objectives. Staff should note improvements including the date recorded.

     Follow-up and Outcomes from previous PLAN: The first section of the Continuous Quality Improvement Plan is a review of the last PLAN,
completion of improvements proposed, and impact of those improvements on the quality of services, facilities, and management systems.
                                         CONTINUOUS QUALITY IMPROVEMENT PROCESS
                                                                 At the CENTER Level


             INPUTS                                 AREAS OF NEED IDENTIFIED                                           PLANS FOR
                                            • Programmatic and Management:
                                                                                                                     IMPROVEMENT
• Appropriate State and Federal
  regulations, policies, and reports                Early Childhood Education                                • Training and Technical Assistance
  from on-site (licensing) visits                   Health/Nutrition
                                                    Family/Community Partnerships
                                                                                                             • Programmatic and Management
• ECERS/ITERS results                               Personnel Qualifications/Staff Development
                                                    Management/Administration
                                                                                                             • Quality Site Improvements
• Staff PDR or similar training plans

• Site STARS performance
  standards and plans or NAEYC
  goals

• Child and Family records review
                                                                                                                     FOLLOW-UP &
• Parent input                                 OUTSTANDING QUALITY FINDINGS                                           OUTCOMES
                                                                                                             Has there been:
• Annual staff performance results           • Programmatic and Management                                   • Increased compliance with regulatory
                                                   Early Childhood Education                                   codes?
• Site/classroom monitoring                        Health/Nutrition
  including site safety checklists and             Family/Community Partnerships
                                                                                                             • Improved quality of services;
  follow-up.                                       Management/Administration
                                                                                                               improvement in STARS standards?

• Quality Site Improvement                   • Personnel Qualifications/Staff Development
                                                                                                             • Enhanced staff performance?
   Assessment and Plan
                                             • Site Quality                                                  • Improved organization and
• Routine Maintenance Plan                                                                                     management structure and systems?

                                                                                                             • Enhanced responsiveness to families?




                                                              FEEDBACK LOOP
                                            Discussion of Quality Improvement Plan and Assessment of Goals
                                               at staff meetings, management meetings, building meetings,
                                               board/council meetings, and other times through out year in
                                                        addition to the annual, formal INPUT times.
                                         CONTINUOUS QUALITY IMPROVEMENT PROCESS
                                                            At the ORGANIZATION Level


             INPUTS                                 AREAS OF NEED IDENTIFIED                                            PLANS FOR
                                              •   Programmatic and Management
                                                                                                                      IMPROVEMENT
• Appropriate State and Federal
  regulations, policies, and reports                Early Childhood Education                                  • Training and Technical Assistance
  from on-site (licensing) visits                   Health/Nutrition
• Site Continuous Quality                           Family/Community Partnerships
                                                                                                               • Programmatic and Management
  Improvement Plans                                 Management/Administration
• Facility Training Plans                                                                                      • Quality Site Improvements
• Head Start/Early Head Start self            •   Personnel Qualifications/Staff Development
  assessment team reports
• Class observations                          •   Site Quality needs
• Staff and parent satisfaction
  surveys
• Board and Council evaluations
• Salary/Benefit Comparability
  study
• Annual Audit
• Monitoring Reports                                                                                                  FOLLOW-UP &
• Preschool Outcomes results                   OUTSTANDING QUALITY FINDINGS
• Head Start/Early Head Start                                                                                          OUTCOMES
  Program Information Report                                                                                   Has there been:
                                              •   Programmatic and Management                                  • Increased compliance with
• Safety Committee minutes                          Early Childhood Education
• Health Advisory Comm. Minutes                                                                                  regulatory codes?
                                                    Health/Nutrition
• Ed Advisory Comm. minutes                                                                                    • Improved quality of services
                                                    Family/Community Partnerships
• Child and Family records review                                                                              • Enhanced staff performance?
                                                    Management/Administration
• Annual staff performance results                                                                             • Improved organization and
• Site/classroom monitoring                                                                                      management structure and
                                              •   Personnel Qualifications/Staff Development
  including site safety checklists and                                                                           systems?
  follow-up.                                                                                                   • Enhanced responsiveness to
                                              •   Site Quality                                                   families?
                                                                                                               • Improved financial management?




                                                             FEEDBACK LOOP
                                            Discussion of Quality Improvement Plan and Assessment of Goals
                                            at management meetings, board/council meetings, and other times
                                             through out year in addition to the annual, formal INPUT times.
            FOLLOW-UP & OUTCOMES from previous year’s PLAN

A. # of Improvements noted within the PLAN ________

B. # of Improvements completed _______

C. Improvements that need to be re-considered in this year’s PLAN:




Evaluation of Improvements implemented:
(answer questions related to your PLAN; ignore unrelated questions)

 1) Has there been increased compliance with regulatory codes?



 2) Has there been improved quality of services? (for Facilities, note STARS status)




 3) Has there been enhanced staff performance?




 4) Has there been improved organizational and management structure and systems?




 5) Has there been enhanced responsiveness to families?




 6) Has there been improved financial management?
                                                                     FACILITY
                                                  Self Assessment Report→ Quality Improvement Plan
This REPORT is for:       Facility Name: ___________________________________________________ Date Prepared___________________

                 Source of    Areas Needing Improvement                    Is training         Program/Management   Site Quality: Materials/   Date
                 Assessment    (note date if different from REPORT date)   needed?             Improvement          Equipment/Facility         Completed
                                                                           (See Training                            Improvement
                                                                           Plan for details)
Program &
Management:

         Early
    Childhood
    Education
                 Source of    Areas Needing Improvement                    Is training         Program/Management   Site Quality: Materials/   Date
                 Assessment    (note date if different from REPORT date)   needed?             Improvement          Equipment/Facility         Completed
                                                                           (See Training                            Improvement
                                                                           Plan for details)
Program &
Management:


     Health &
     Nutrition




      Family &
   Community
  Partnerships
                  Source of    Areas Needing Improvement                    Is training         Program/Management   Site Quality: Materials/   Date
                  Assessment    (note date if different from REPORT date)   needed?             Improvement          Equipment/Facility         Completed
                                                                            (See Training                            Improvement
                                                                            Plan for details)
Program &
Management:

 Personnel
 Qualifications
 & Staff Dev.




Management &
 Administration
                                                                                   TOTAL AGENCY
                                                  Self Assessment Report→ Quality Improvement Plan
                                                                           Date Prepared___________________

                 Source of    Areas Needing Improvement                     Is training         Program/Management   Site Quality: Materials/   Date
                 Assessment    (note date if different from REPORT date)    needed?             Improvement          Equipment/Facility         Completed
                                                                            (See Training                            Improvement
                                                                            Plan for details)
Program &
Management:

         Early
    Childhood
    Education
                 Source of    Areas Needing Improvement                    Is training         Program/Management   Site Quality: Materials/   Date
                 Assessment    (note date if different from REPORT date)   needed?             Improvement          Equipment/Facility         Completed
                                                                           (See Training                            Improvement
                                                                           Plan for details)
Program &
Management:


     Health &
     Nutrition




      Family &
   Community
  Partnerships
                  Source of    Areas Needing Improvement                    Is training         Program/Management   Site Quality: Materials/   Date
                  Assessment    (note date if different from REPORT date)   needed?             Improvement          Equipment/Facility         Completed
                                                                            (See Training                            Improvement
                                                                            Plan for details)
Program &
Management:

Management &
 Administration

  Governance,
  Mgmt
  Systems,
  Property,
  Financial
                Source of    Areas Needing Improvement                    Is training         Program/Management   Site Quality: Materials/   Date
                Assessment    (note date if different from REPORT date)   needed?             Improvement          Equipment/Facility         Completed
                                                                          (See Training                            Improvement
                                                                          Plan for details)
Personnel
Qualification
& Staff Dev:




Site Quality:
OUTSTANDING QUALITY FINDINGS
                       Outstanding Findings   Completion of other program improvements through out
                                              PLAN year (note date reported)
 Program & Mgmt:
   Early Childhood
         Education




  Health & Nutrition




           Family &
        Community
       Partnerships
OUTSTANDING QUALITY FINDINGS
                        Outstanding Findings   Completion of other program improvements through out
                                               PLAN year (note date reported)
Program & Mgmt:
      Management &
       Administration




Personnel
Qualifications &
Staff Dev:




Site Quality:

				
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