FEDERAL PROGRAM MONITORING Overview and Organization OBJECTIVE - PowerPoint PPT Presentation

FEDERAL PROGRAM MONITORING Overview and Organization

OBJECTIVE Ò Overview of Federal Program Monitoring Background • Preparing for FPM • During FPM •

BACKGROUND Who is responsible for compliance? Why? • Monitors California (US Department of Education) USDE US DE • Investigates Waste, Mismanagement or Wrongdoing (Office of the Inspector General) OIG IG • Single Audit Required for Federal Funds Simpson & n & Simpson n • FPM Process (California Department of Education ) CDE DE

FEDERAL PROGRAM MONITORING Background: FPM Purpose: The purpose of the review is to ensure that schools are spending the funding as required by law. 4

PROGRAMS OR INSTRUMENTS Adult Education and Family (EES) 1. Literacy Act (AE) Education Equity (EE) 6. Before and After School Programs English Learner (EL) (including 2. 7. Office (BASP) NCLB Title III) Career Technical Education (CTE) Fiscal Monitoring (FM) 3. 8. Ð Secondary Education Migrant Education (ME) (NCLB 9. Ð Adult Education Title I, Pt. C) Compensatory Education (CE) 10. Neglected or Delinquent (NorD) 4. (NCLB Title I, Pt. A) (NCLB Title I, Pt. D) Ð Title I 11. Physical Education (PE) Ð Title I Parent Involvement 12. Uniform Complaint Procedures (UCP) Early Education and Support 5. 5

SELECTION RISK FACTORS Ò Academic Achievement Ò Compliance History Ò Program Size Ò Fiscal Analysis 6

THE MONITORING TEAM USES: PROGRAM INSTRUMENTS Program Instruments Ò Contain the legal requirements pertaining to a specific program Ò Used to determine whether a LEA is meeting legal requirements 7

Preparing for 2016-17 FPM Review Ò CE 1: LEA Parent Involvement Policy Ò CE 2: School Parent Involvement Policy Ò CE 7: School Site Council Composition Ò CE 8: SSC Approves SPSA Ò CE 9: Parent Communication Ò CE 18: Supplement not Supplant Ò CE 19: Time Accounting Ò CE 20: Equipment Inventory Ò CE 25: Posting of SARC Ò CE 27: SPSA Evaluation Ò CE 28: Highly Qualified Teachers Ò CE 29: Paraprofessionals Meet Qualifications Ò CE 30: Professional Development Ò 8 others reviewed at the central level, 2 not applicable in LAUSD, and 10 Waived by the CORE Waiver

COMPENSATORY EDUCATION (CE) PROGRAM CHECKLIST Organization: Folders in both electronic and hard copy format m e t I E C Describes the evidence you will need to provide for each CE Item.

ELECTRONIC ORGANIZATION Create a main Compensatory Education folder on your desktop, my documents, or other accessible location. Within the folder, label a folder for each program item number.

BINDERS

DURING FPM Ò May/June 2016- Names of schools released and Central Office will notify programs, local districts, and school sites through an interoffice correspondence Ò July 29, 2016- FPM Informational Meeting for Program Administrators Ò August 1, 2016- FPM Informational Meeting for Principals Ò August 3 &4, 2016- CDE FPM Training at Hilda Solis Ò September 29, 2016- FPM Informational Meeting for School Teams, LD Coordinators, and Directors Ò October, November & December 2016- Mock reviews Ò October - December 2016- Document collection for SY 2016-17 Ò February 6-24, 2017- FPM Review É Feb. 6- Entrance Meeting at Beaudry É Feb. 7- School Visits Begin É Feb. 24- Exit Meeting at Beaudry

MOCK REVIEW Ò LD Title I Coordinators will help you review POs, P-Card Transactions, Invoices, Plan Pages, Equipment Inventory and Time Reporting Documentation). Ò Site Entrance Meeting (LAUSD Team meets with the principal and selected staff) Ò Introductions Ò Brief School Comments (PowerPoint) Ò Schedule and Logistics Ò Interviews of Program Staff Ò Interview School Site Council and English Learner Advisory Committee Members Ò Observation of Instructional Setting Ò Review Student Confidential Records Ò Debriefing

DAILY SCHEDULE

DAILY SCHEDULE (CONT.)

Comments from School Ò Vision Statement Ò Three Small Learning Communities Ò Career and Technical Education Funded by Perkins Ò School Leadership Team Ò Program Identification and Demographics Ò State Assessment Data and A-G College Readiness Ò Strengths and Challenges Ò Attributes of SLCs Ò Categorically Funded Personnel Ò EL Program and Title III Ò School Measurable Objectives, Addressing School-Wide Student Needs and Intervention Ò Parent Involvement Ò Uniform Complaint Procedures Ò Student Activities Ò Final Thoughts

INTERVIEWS TEACHERS, SUPPORT STAFF, AND PARENTS Ò What kinds of professional development activities have you attended this year? How were the topics selected? Ò What research supports the strategies used to improve student achievement? Ò How are students referred to you for services? Ò How do you know if students are improving? Ò Tell us about this council/committee? How often do you meet? How did you become a member? What kinds of items are covered on your agendas? What kind of training have you had to enable you to understand your role and be successful in carrying out your responsibilities? Ò How have you been involved in the development and revision of the school plan? How have you been involved in making decisions regarding use of the school's categorical budget?

CLASSROOM VISITS Ò Mathematics Ò Language Arts Ò ELD Ò Computer Lab Ò Parent Center

FSEP INTERNAL AUDIT PROCESS FOR NON-SALARY EXPENDITURES In anticipation of FPM, FSEP has begun reviewing non-salary expenditures when paid for in the following three forms: Imprest Review- REF-1706.4 • P-Card/Review- BUL-6518 • Purchase Orders Review- Procurement Manual •

IMPREST The following are the only allowable Title I expenditures when using a school’s Imprest account: • Admissions to approved educational activities -Ref-2111.0 and Ref-2191.4 • Conference Registration Fees to Title I-allowed conferences – BUL-5525.1 • Allowable parent training and parent travel expenses • Contract Bus Services - Bul-1521.1 • Supplemental Instructional Materials- http://achieve.lausd.net/ Page/8647

P-CARD EXPENDITURES The only P-Card expenditures that can be reconciled with Title I funds are: • Admission Fees (preapproval required) • Conference Registration Fees • Supplementary Instructional Materials for items described in the Program and Budget Handbook. Other charges to the school’s P-card, even if they are allowed by Title I and in the SPSA, could be subject to payback.

PURCHASE ORDERS Purchase Orders, payable through Title I, may be used to pay for the following; • Curricular Trips • Staff Conference Attendance • Software License Maintenance • Professional Service Contracts • Supplemental Instructional Materials (SIM)

WHAT ARE WE LOOKING FOR? The page from the SPSA and A & Js or SPSA Update that specifically describes the item(s) purchased.

SAMPLE 1

SAMPLE 2

OUR FINDINGS Based on our reviews we have found the following; • SIM, available through the School’s Warehouse, is not being purchased through the Warehouse • Items being charged to the wrong line (ex. SLM instead of SIM) • Expenditures not in compliance with Title I regulations (ex. non-curricular trips, general supplies, toner) • Expenditures purchased last year were not reconciled by the end of the school year.

REPAYMENT Ò If a school is found to be out of compliance, they will have to repay the amount of the expenditure out of their General Funds (ex. 10183, 13027)

INTERNAL AUDIT FREQUENCY • Imprest claims are reviewed as soon as they are received by our office. • P-Card and Purchase Orders are reviewed three times a year (fall, winter and spring)

NEXT STEPS

QUESTIONS Hector Arancibia- 213.241.7041 Jose A. Jarquin 213.241.7045