Course Descriptions Course Course Description Auditing - Youth Development/Head Start Discussion will center on what to expect from a programmatic and fiscal audit conducted by CYS.  How to prepare with the appropriate tips and helpful hints to have a seamless audit. City Span Cityspan is a web-based tracking system used in cities across the US to document participation in youth-based programs and services. It represents a “universal” system used by city-wide agency partners whose programs will roll up into a Program Locator in 2008, so that youth and their families can find any type of recreational, counseling, support or educational activity or event. For users, Cityspan provides a single source to document program usage with immediate access to automated reports for assessing, planning and improving programs. Data from the system can also validate the continuation of current programs and build support for future programs. Cityspan training provides information and practice to enable the trainee to immediately use the system effectively and efficiently. Training includes an overview of system components with how data is tracked, and the process for set up and use based on site-specific programs, needs and staffing. Hands-on activities throughout the workshop provide the opportunity to navigate the system and learn the functionality using real data. Resources for user support and best practices for system use are shared-in particular, how to maintain accurate data for reporting requirements. CORE Concepts – A Management Discussion How do your fiscal and information systems support your CORE? The workshop will cover management perspectives that have the potential to affect your agencies ability to meet its mission and core objectives. We will discuss benchmarks and perspectives for key aspects of CYS contracts. Additionally we’ll look at some suggested CYS systems reports and ways to leverage these systems to benefit your entire organization. Cost Allocation Plan Cost Allocation Plan, as guidance for Non-profit organization, a written account of the basis -the methods, formulas and rules for the allocation of costs to various sources of funding having each bear its appropriate share of the cost. DCFS/CYS Child Care and Child Care Related Services Programs Information related to determining eligibility for DCFS/Non-DCFS specialized children.  In addition, there will be a discussion of the special case child care component and special needs of enrolled children and families. Demystifying Slot Reallocation and Supplemental Funding Participants will have a greater understanding of the application and approval process for slot reallocation and supplemental funding. Fiscal Literacy – Overview of Fiscal Indicators In this session, we will provide an overview of indicators to ensure that your agency is adhering to appropriate fiscal process and procedures for your agency's youth development program. Governance We will discuss the importance of the effective board management.  The role of Board governance in fiscal management and the information that should be shared. H.S.Administrative Requirements A discussion regarding what is allowable administrative requirements for programs administering Head Start. Head Start Cost Allocation, Budgeting, and Vouchering – Best Practices A discussion of best practices in Head Start Cost Allocation, Budgeting and Vouchering.  Learn what other agencies do to fully utilize their Head Start dollars and why they do not get deletions. Head StartFiscal Checklist Fiscal Checklist, an instrument designed to assist in monitoring the fiscal health of the grantee and any delegate agencies.  It consists of three sections, the answers to the question on the first to sections will help in the third section, assess fiscal health in each of the two major areas: Internal Controls and Governance.  Effective internal controls and governance help grantees ensure successful and efficient operations of their own programs (and those of their delegate), reliable financial reporting, and compliance with applicable laws and regulations. Head Startfor Beginners (Budgets & Reporting) This session is designed for new Head Start directors, fiscal staff and beginners.  Basic instructions for: Understanding your Head Start allocation How to prepare a Head Start budget What reports are required for Head Start program and when they are due Head StartIn-Kind Discussion will center on the tools, techniques, and regulations of generating, calculating, and documenting in-kind. Head StartRe-Authorization The Improving Head Start Readiness Act of 2007 was signed by the President on December 12, 2007. We have been waiting for this reauthorization since 2003. It is the biggest change to EHS/HS since the program was created over 40 years ago. There have been numerous changes to Head Start over the years, but never as many as this. As leaders of EHS/HS, you will need to deal with changes in almost every area of your programs, including: Governing Board (membership, conflicts of interest, responsibilities) Policy Council (similar to the past with specific requirements) Fiscal Management (accountability, transparency, new reporting, compensation limit, auditing) Human Resources (staff qualifications and degrees, personnel polices, professional development) Eligibility and Enrollment (new definitions, new monthly reporting, potential loss of funds) Designation of EHS/HS agencies (5 year grants, recompetition, deficiencies) Transportation (waivers, impact on non-federal share) This session will be focusing on changes in the Act regarding the areas mentioned. In addition, there will be a discussion of actions that each agency can implement immediately to be in compliance with this new law. IDHS/CCAP Eligibility An overview and discussion regarding eligibility requirements for IDHS Child Care Assistance Program (CCAP). This session is intended to teach, reinforce, and examine CCAP eligibility policy. Integrated System Training  A comprehensive training for delegate agencies of CYS Systems and process related to the CYS Child Care Program.  This full day training provides hands-on and case analysis of common child care occurrences. Internal Controls  Internal controls are the measures an organization adapts to: encourage adherence to agency policies and procedures; promote operational efficiency and effectiveness; safeguard assets; and ensure the reliability of accounting data. Internal controls encompass both internal administrative controls and internal accounting controls. Letters of Inquiries: Opening Doors to Private Funding The first half of this session will focus on locating grants from private and corporate foundations. The second half will be a hands-on exercise in crafting persuasive letters of inquiry (LOI). The LOI is often the first step private donors take toward identifying potential grant recipients. Funders review the LOI to get a snapshot of the proposed program and determine whether to invite the applicant to submit a full proposal. This session is intended to help you increase your success with seeking funding from private sources. MIS Best Practices An overview and discussion of best practices in CYS MIS systems, MIS Security, equipment updates and upgrades, and support and maintenance of hardware and software systems. Panel on Best Practices This session will bring together delegate agencies to discuss their methods of fiscal management for CYS funded programming. Policies and Procedures Does your agency have a financial policies and procedural manual? When was the last time that your agency updated its manual?  In this session, presenters will discuss methods in developing a manual as well as share best practices. Vouchering - Early Childhood/Youth Development In this session, staff from the city's Comptroller's office will discuss how to complete a voucher.  Information and tips will be shared on how to ensure that your voucher is correct. WIA Budgets/Budget Revisions, Vouchering and Award Close-out Process An overview of required documents necessary for preparing a budget/budget revision, receiving reimbursement and closing out your award for agencies receiving Workforce Investment Act funding.