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RISK MANAGEMENT and RESULTS ORIENTATION . . Region 10 HEAD START. Interrelationship of Systems

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3. Interrelationship of Systems & Operations Prior risk assessment focused on fiscal issues and governance in isolation Importance of risk management is the impact on quality programs for children and families Most risks are not isolated from impacting other elements of the program

4. Goals of Risk Assessment Assist Grantees in meeting performance standards Build Grantee capacity Coordinate Technical Assistance Involve stakeholders in program improvement Manage risk

5. What is risk? Uncertainty – the inability to know in advance the exact likelihood or impact of future events. Event – An incident or occurrence, from sources internal or external to a Grantee that affects achievement of objectives. Risk – The possibility than an event, incident or occurrence will happen and adversely affect the achievement of Head Start’s objectives.

6. Risk Factors Health and Safety issues Under-enrollment Erroneous payments Excessive administration and executive compensation Payments for unallowable program activities Improper payments to contractors Unauthorized payments that require Regional Office prior approval Liability for negligence, accidents, and unallowable costs Failure to meet Performance Standards

7. Consequences of Risk National examples from the past few years: Bankruptcy Fraud Embezzlement Misuse of Federal funds Closure of centers Non-payment of staff and/or vendors Loss of key staff Negative media coverage Loss of reputation

8. Risk Identification Events that may have a negative impact Events or occurrences that could affect achievement of objectives Conditions that, if not corrected, could put the Grantee at risk in the future Liabilities that, if not provided for, may jeopardize a Grantee’s viability

9. Risk Assessment Allows a Grantee to understand the extent to which potential events or occurrences might impact objectives Assesses risks from two perspectives: Likelihood Impact

10. Minimizing Risk Policies and procedures Internal controls Self-assessment and monitoring Active and involved governance Assessment and preparation for potential unforeseen events

11. Minimizing Risk Provides governing board and Policy Council with program and financial status Keeps management informed Essential for monitoring Active and involved governance Assessment and preparation for potential unforeseen events

12. Minimizing Risk Provides governing board and Policy Council oversight Involves staff in program assessment A integral part of the planning and program development process

13. Minimizing Risk Evaluation of risk potential Review of options Development of a plan to minimize risk or correct a deficiency Selection and execution of response

14. Minimizing Risk Prioritization and timelines for full compliance and corrective action based on the seriousness of the issues Program Specialist/FOS and Technical Assistance progress reports

15. Data Sources PIR and Enrollment Data PRISM Strengths and Compliance issues TA Site Reports Program Specialist/FOS Updates NRS Data Grantee T/TA Plan & Workplan Community Assessment Financial Dudit/and Financial Reports First Year’s Funding Application Self-Assessments

16. Process: Regional Office “Staffing” ACF Head Start staff and T/TA Network working together for the collective assessment of risks for an individual Grantee, and recommendation for mitigation of those risks by the Grantee. Follow-up with the recommendations and development of a risk management plan by the Grantee Re-assessment of progress on results

17. Staffing Process and Procedures 1. Timing and Priorities 2. Role of Federal Staff & Contractors 3. Instrument

18. 1. Timing and Priority Selection of Grantees Third Quarter programs 2005 PRISM Reviews On QIP’s Scheduled for re-reviews Scheduled for future 2005 PRISM Reviews Highly needy programs from TA Needs Matrix based on Grantee T/TA Plans

19. 2. Role of Federal Staff, T/TA Staff and Grantee Director/Board Lead: TA (State) Specialist assigned to Grantee Program Specialist/FOS TA Coordinator/TA Manager TA Content Specialist as appropriate based on issues and risks identified Associate Regional Director

20. 3. Instrument for data collection An addendum to the Region 10 grant review checklist with a focus on: Child Development & Health Services Family & Community Partnerships Program Design & Management Interdisciplinary impact of systems, procedures, management and governance on programs

21. Feedback to the Grantee and Follow-through In Collaboration with the Grantee Minimize potential risks Immediate attention to potential high risk situations Recommendations for a technical assistance plan update to address risks Ongoing Regional Office application review for program refunding and provision of technical assistance

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