Throughout 2023, we heard from programs that are juggling multiple moving pieces in program planning and operations. Programs are navigating action planning for the Full Enrollment Initiative, competing in DRS, or considering a Change in Scope request. Other programs are getting ready for a federal monitoring review or preparing a baseline or continuation application; and for some, these timelines are changing.
Programs are managing all of this (and more!) while engaging in continuous program improvement to provide the highest-quality services to children and families. This is a lot in any program year, and more than ever it seems that programs are feeling stretched by continued staffing shortages.
At the start of 2024, we offer a few tips and strategies to increase focus and flexibility in program planning.
1. Community assessment and wage studies are foundational to program planning and we’ve seen a shift in the intentionality of use of the report. Many programs have moved away from this being a check the box activity to one that is comprehensive and detailed. We encourage programs to maintain this intentionality, as any application for competitive or non-competitive funding (including changes in scope) will require a detailed understanding of community need and wages, which in turn will help to justify program design.
2. Consider the important role of detailed policies and procedures and how this relates to staff support and retention. Clear policies and procedures can make a significant difference in a program’s ability to implement and monitor its program activities, particularly when bringing on new staff. Having up-to-date policies and procedures can help create a roadmap for new staff to understand their role and help current staff to feel supported with clear expectations. And, it will support compliance with regulations.
3. With current policies and procedures in place, your program can more readily monitor its activities. Explore questions to inspire reflection about how your program can most effectively support ongoing monitoring. An intentional focus on ongoing monitoring is a way to leverage regular, required, program activities to reduce risk and improve program quality.
4. With a stronger, more intentional community assessment, detailed policies and procedures, and data through ongoing monitoring, reflect on how you use information learned to inform your program’s annual self-assessment. Focus on ways to improve self-assessment with a pre-planning before designing your self-assessment process.
5. As your program considers the many ways its working to improve program quality, keep in mind that you can also leverage these successes in your program’s federal reviews. Review FY2024 Monitoring Kicks off with New Tools and Information to learn about what’s new for this review season. All of the work your program is doing – from community assessment, to policies and procedures and self-assessment – will help to support a strong review.
Interested to learn more about how to improve quality in 2024? Check Continuous Improvement for Head Start and Early Head Start, where we detail each of the above areas and describe services available to programs. If we can ever be of assistance to your program, please be in touch.
Wishing you a happy and healthy new year!
Thank you.
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