Monitoring

The U.S. Department of Education’s Office of the Inspector General (OIG) proposes a minimum standard of State Educational Agencies’ (SEA) monitoring system of Local Education Agencies (LEA). The SEA monitoring system will:

1. Ensure compliance with program requirements and fiscal accountability;
2. Document the purpose, scope, and results of each oversight activity;
3. Ensure that appropriate technical assistance and enforcement measures are taken when necessary;
4. Systematically analyze the results of LEA audits and other oversight activities to identify trends in findings and develop monitoring and technical assistance strategies to reduce occurrences of similar problems
5. Annually report the results of these analyses to the U.S. Department of Education.

The Georgia Department of Education (GaDOE) will monitor its 21st Century Community Learning Centers grantees on the above standards. Further, GaDOE will abide by additional compliance monitoring requirements as outlined in the Site Visit Report attachment.

Reporting

This is the latest information regarding the U.S. Department of Education’s (ED) reporting requirements for programs that operate 21st CCLC programs. ED contracted with Learning Points Associates (LPA) to develop a Web-based data collection system to capture information about each State’s 21st CCLC programs. LPA’s Web-based system, or Profile and Performance Information Collection System (PPICS), has four modules:

1. Competition Overview;
2. Grantee Profile;
3. Annual Performance Report (APR); and
4. State Activities

The GaDOE plans to complete modules (a) and (d) and plans to delegate data entry of modules (b) and (c) to its 21st CCLC grantees. The GaDOE had planned to export the data that was collected from the 2003-2004 Annual Performance Report (APR) which 2002 and 2003 grantees had submitted in June. However, when GaDOE was notified of LPA’s modules (June 30), GaDOE has noted that the APR data is not in the exact format for it to be properly exported into LPA’s system (see #1, #2, and #4 below). In addition, GaDOE did not collect some data elements that will need to be submitted to LPA’s system (see #3 below).

To complete the Grantee Profile module, there are four categories of information:

1. Basic Information (contact and address information)
2. Objectives (what you intend to accomplish with 21st CCLC funds)
3. Partners (what entities are contributing to your program)
4. Centers (center location, hours of operations, activities you intend to provide)

The Annual Performance Report module has not been released yet. However, much of the information collected for the Grantee Profile module will populate the fields for the Annual Performance Report module.