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Quality Assurance Team

A Way of Work

The Quality Assurance section of the Bureau of Grants Administration and Compliance is responsible for the design, development, implementation and evaluation of a comprehensive system of quality assurance including monitoring. The role of the Quality Assurance System is to assure financial accountability, program quality and regulatory compliance. As stewards of federal and state funds, it is incumbent upon the Division to monitor the use of workforce education funds and regulatory compliance of providers on a regular basis. With over 200 agencies and over 400 grants and contracts, the initial focus of the Quality Assurance System will be the programs operating under the Adult Education and Family Literacy Act of 1998 (AEFLA) and the Perkins Act of 2006 (Perkins IV). An integral part of the Quality Assurance Process is to identify internal systems changes that may contribute to more effective and efficient operations.

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Quality Assurance Policies, Procedures, and Protocols - Adult Education, (Coming Soon!)
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Quality Assurance System

Purpose of Monitoring

The purpose of monitoring is to identify the specific areas in which a provider is in compliance or non-compliance with federal law and regulations, state statutes and rules, and OMB Circulars. The timely identification of non-compliance provides a framework to make changes that are expected to result in programs becoming more efficient and effective. However, a comprehensive and multi-dimensional Quality Assurance System is a foundation for continuous improvement of services and systems both internally and externally. Our commitment to excellence supports accountability, collaboration, targeted technical assistance, continuous improvement and positive systemic change.

Stakeholder Involvement

A Quality Assurance Advisory Council was established for Career and Technical Education and Adult Education and Family Literacy programs. The Advisory Councils participated in the review of the Quality Assurance System. The two separate entities addressed the systems, program content and fiscal protocols. Stakeholder involvement will also be solicited through focus groups by conducting periodic conference calls with statewide representatives to address single topics. A peer monitoring component will be developed and implemented during the second year of the Quality Assurance System; this will facilitate the participation of providers in the monitoring processes.

Research State and National Trends

Staff conducted a comprehensive review of various monitoring systems to identify current trends and models for compliance monitoring for career and technical and adult education programs. A review of the following systems was completed: Arizona, California, Colorado, Connecticut, Georgia, Kentucky, Massachusetts, Michigan, New York, Pennsylvania, Vermont, and the U.S. Department of Education. Additional Florida monitoring systems are consistently reviewed.

Risk-Based Monitoring

Risk assessment is a process used to evaluate variables associated with workforce education grants and assign a rating for the level of risk to the Florida Department of Education and the Division of Workforce Education associated with each provider. The risk assessment is conducted by the Quality Assurance Team and Workforce Education staff to determine the monitoring strategy appropriate for each provider. A range of monitoring strategies includes conference calls, improvement plans, full or partial self-assessment, grant reviews, etc., with the more comprehensive strategy such as an onsite visit, designated for providers deemed to be at higher risk.

Protocols

Protocols have been developed for Perkins IV, Adult Education and Family Literacy and Fiscal components. The protocols include interview questions and a self assessment aligned with the regulatory requirements; forms and checklists to be used for the on-site visits and other monitoring strategies are completed; additional documents addressing the individual processes are also developed. A Quality Assurance Policies, Procedures and Protocols were distributed to providers in August 2008.

Special Projects

As deemed necessary by the Chancellor or Bureau Chief, special projects are completed that address areas of compliance including special investigations of specific grant awards. Collaboration and cooperation with Grants Management, Inspector General’s office, Comptroller’s office and others, as appropriate, is fundamental to the success of the Quality Assurance System.