1. WestEd.org HELP GUIDE: Classrooms and Quality Improvement Plans (QIPs) in the Toby Database

2. WestEd.org Classrooms and Quality Improvement Plan (QIP) features are now available in Toby. This new functionality (as of June 2015) allows for enhanced data analysis and reporting capabilities, and affords for a more standardized approach to implementing and tracking program quality improvement. This guide will explain the following key features of the new system: New Functionality: Classroom Data and QIPs Assigning staff/providers to classrooms/QIPs Entering a classroom- or leadership-based Quality Improvement Plan Overview

3. WestEd.org PQ Program Assistant adds classrooms at the Org level. (Contact your PQ Program Assistant if you need to request a change to classroom information.) New Feature: Classroom Data Classroom names and related information are now required fields on the PITC PQ Application for Services. When the PQ Program Assistant receives an application, he/she now adds classrooms to the Organization, so they can be accessed under the Plan by the I/T Specialist.

4. WestEd.org New Feature: Allocating Plan Services to Classrooms The plan schedule now has a feature that allows the I/T Specialist to enter plan service hours per classroom for easier tracking of planned services. See next slide for instructions on how to add planned services by classroom.

5. WestEd.org Using the “Add Service” Menu to Allocate Plan Services to Classrooms Under the Classrooms/QIP tab, the PQ IT specialist can now use the pull-down menu to add planned services to classrooms. [Tip: planned services can still also be accessed or added under the Services tab, not shown in this example.]

6. WestEd.org Select the appropriate classroom under the add services screen, and click on the “Create Service” button. Note: only one classroom can be selected at a time for a classroom-specific service. Using the “Add Service” Menu (continued)

7. WestEd.org New Feature: Classroom Names and Assigned Staff Classroom names are now provided on the application for services and for center-based sites may be names or numbers. For FCC groups, each program/provider is given a designated classroom. Classroom staff in this case will include the owner/director, and any assistant(s) participating in the plan. For Center-based and FCC plans, each classroom/provider has her own QIP.

8. WestEd.org New Feature: Quality Improvement Plans Each classroom/provider will have a QIP. A QIP will also be allocated to the leadership. (See “Entering the QIP” slides for how to do this.)

9. WestEd.org QIP Guide: Common Terminology Content Area Goal/Focus Area Action Item

10. WestEd.org Review: New Features The TOBY database has four (4) new features that that allow PITC PQ to enter and track data by classroom/provider. New data collection and fields for classroom names Ability to add teachers to classrooms Ability to add planned services by classroom for easier tracking. Ability to enter/create Quality Improvement Plans.

11. WestEd.org Roles & Responsibilities Responsible Party Adds Participants to plan (via Participant Profiles submitted) Adds Classrooms to plan (from Application for Services) Assigns/Adds Staff/Providers to Classrooms Develops, Enters QIP PQ Program Assistant ✓✓ PQ IT Specialist ✓✓

12. WestEd.org Getting Started: Login to Toby

13. WestEd.org Assigning Teachers/Providers to Classrooms The PQ IT specialist has permissions to assign teachers/providers to classrooms. Please make sure to submit participant profiles for all providers in the plan, this will ensure that staff/providers are available under the plan to assign to classrooms by the I/T Specialist.

14. WestEd.org Assigning Teachers/Providers to Classrooms: Your Plans

15. WestEd.org Under the Participants tab, Click on the “Assign Participants to Classrooms/Leadership” button to assign a teacher/provider to a classroom. Please contact your PQ Program Assistant if a participant is missing from your plan. (As always, profiles must be submitted in order for providers to be added to the database.) Assigning Teachers/Providers to Classrooms: Participants Tab

16. WestEd.org After clicking on the Assign Participants button (see previous slide), you can assign providers to individual or multiple classrooms, and/or designate them as “Leadership”. These selections will identify who is engaged in the QIP process, and the selected participants will appear accordingly under the classroom and Leadership QIP’s. (See Slide Notes for clarification on different roles.) Participants Tab (continued)

17. WestEd.org View Participants, Classrooms and QIP under the Classrooms/QIP Tab Under the Classrooms/QIP tab, the assignments made under the participants tab will appear. This includes staff designated as leadership, and staff assigned to particular classrooms.

18. WestEd.org Under the Classrooms/QIP tab, click on “View/Edit QIP” to enter the QIP. Entering the QIP (Step 1)

19. WestEd.org Click on “Edit Action Items” to access a list of QIP content areas. This list is identical to the laminated QIP guide distributed at the 2015 Advanced Training. Entering the QIP (Step 2)

20. WestEd.org Entering the QIP (Step 2, continued) When nothing is yet selected, the QIP tabs (Content Areas) appear with no content below.

21. WestEd.org Entering the QIP (Step 3) Select a Content Area (e.g., Curriculum Process) to see the Goal/Focus Areas available from which to select.

22. WestEd.org Entering the QIP (Step 3 continued) After you select a Goal/Focus Area, Action Items will appear.

23. WestEd.org Entering the QIP (Step 4) Under the Goal/Focus Area, Select Action Item(s) and utilize the checkboxes to assign these to leadership and/or classroom QIPs.

24. WestEd.org Action items are selectable by clicking on the checkboxes under any given Goal/Focus Area and classroom. Selecting a checkbox for an item adds it to the QIP, and deselecting it removes it. Note that there is no “Save” button – i.e., editing QIP Action Items happens on the fly. Entering the QIP (Step 4 continued)

25. WestEd.org Once Action Items have been added to the QIP, I/T Specialists enter strategies to support implementation. Click on “Back to QIP” to view a summary of your QIP, and/or to add/edit strategies to Action Items. Entering the QIP (Step 5) Adding Strategies to Action Items

26. WestEd.org Adding Strategies (Step 5 continued)

27. WestEd.org After you click on “Back to QIP” (see previous slide), select the Classroom name to expand it and view all action items. Then, click on an individual action item to access additional fields such as Strategies, Responsible Parties, Start/Completion dates, etc. (See Notes for more information on Dates.) Adding Strategies (Step 5 continued)

28. WestEd.org Strategies and Progress Notes: Examples

29. WestEd.org Strategies and Progress Notes: Examples

30. WestEd.org Strategies and Progress Notes: Examples

31. WestEd.org Entering the QIP (Final Steps) Once strategies, persons responsible, and start/complete dates are entered, the entering tasks of the QIP are complete. Next, the IT Specialist can print copies of the QIP for the program and individual classrooms/providers.

32. WestEd.org You can print the full plan or individual classroom plans. Printing QIP Reports (Step 6)

33. WestEd.org The PDF QIP reports are categorized by org/plan/classroom name, and are available to share with the site/FCC program. Printing QIP Reports (Step 6 continued)

34. WestEd.org Now that the QIP is complete and strategies have been added to the QIP, you can document their status by adding date-stamped notes indicating your progress toward completion after each TA visit. Documenting QIP Progress (Step 7)

35. WestEd.org (1)Schedule changes should now be noted under the “Notes” column on the planned services tab as detailed on Slide #36. (2)Successes/challenges should be noted under the general Plan comments (as shown on Slides #37-41). Photo documentation related to Plan comments and the QIP can be uploaded under documents (see Slide #42). These procedures replace the progress report. (3)Progress notes related to the QIP goals should be documented under the QIP strategies (see Slides #27-30). Progress Reports: Updated Policy Changes

36. WestEd.org New Policy: Record Date Changes Under the “Notes” Column on the Services Menu If dates change on the approved plan schedule, add explanatory comments under the Notes field on the planned services tab to inform your coordinator and Program Assistant of the change.

37. WestEd.org Using the “Comments” tab, enter any successes and challenges that may have come up during implementation of the plan (e.g., staff turnover, etc.) Documenting Aspects of Plan Progress not related to the QIP

38. WestEd.org Comment Example – Plan Progress Report Family Child Care Program Challenge(s): Attendance has been inconsistent, and all participants are signed up for units. Solution(s): Called Host Organization Contact regarding contacting providers the night before the training with a reminder. This has helped. Other: Two providers have decided not to continue with the plan.

39. WestEd.org Comment Example (Continued) Center-Based Program Challenge(s): Director indicated that they would prefer waiting for previous Infant/Toddler Specialist to be available before continuing with the plan. Solution(s): Met with the Director, and agreed it would be helpful to involve the Regional Coordinator for support in addressing her concerns. Other: Director has reassigned staff to different rooms and new primary care groups are being formed.

40. WestEd.org Comment Example (Continued) Family Child Care Program Challenge(s): Provider recently enrolled a 34-month-old child with limited language skills who was overwhelmed in the larger group setting of a local preschool. Solution(s): Focused on Infant/Toddler Foundations in the Language Domain during coaching and discussed provider's philosophy on inclusion of children with special needs in her program. Emphasized the importance of maintaining growth and development records, and discussing reflections with the child's family members. Other: Provider successfully replaced high chair with a low table! Only 3 providers out of six attended the last training.

41. WestEd.org Comment Example (Continued) Center-Based Program Challenge(s): Director indicated that she accepted a new job and that the day of the observation was her last day. Person taking her place works at the Center but does not participate in PITC classes. Solution(s): Made a plan with the Interim Director to attend future PITC training and participate in Director Meetings. Other: Staff in the older toddler room have implemented an open door policy to support small groups and allow for indoor/outdoor play. Next training rescheduled for first Monday in October.

42. WestEd.org You can also upload photos under the plan’s “Documents” tab to document change in program practices related to comments and QIP goals. Documenting Aspects of Plan Progress

43. WestEd.org This concludes the help guide to classrooms and QIPs. If you have any questions, please let us know! Thank you!