Bureau of Indian Education—Division of Performance & Accountability Web Ex Your ARRA Budget Modifications

ARRA LIFECYLE An Opportunity to Jump Start School Improvement ARRA FundObligate by:Expend by: Carry- over Possible Final End date ARRA Title IASept. 30, 2011Dec. 31, 2011NoDec. 31, 2011 ARRA Title IIDSept. 30, 2011Dec. 31, 2011NoDec. 31, 2011 ARRA Title X McKinney Vento Homeless Sept. 30, 2011Dec. 31, 2011NoDec. 31, 2011 ARRA SIG 1003(g)Sept. 30, 2012Dec. 31, 2012YesDec. 31, 2013 Education Jobs FundSept. 30, 2012Dec. 31, 2012YesDec. 31, 2012

Reviewing Financial data for continuous improvement How often are you looking at the 520 Financial Report, the Jobs Number report, Federal Reporting.gov and your internal Financial office reports? How are you using these reports to understand your current performance? How are you analyzing data in these reports and taking into consideration past performances, while identifying areas of focus for your next intervention? How is the data in these reports being used as a tool to make effective decision-making practices to identify strategies for interventions? How will you use these data to track performance over time to determine the effectiveness of the strategy?

REPORT ID: BIA520D *** BUREAU OF INDIAN AFFAIRS *** PAGE: 708 RUN DATE: 05/09/11 SUMMARY ORGANIZATION FUND STATUS REPORT BY PROGRAM TIME: 22:22 AS OF MAY 2011 AREA/DIVISION: EDUC EDUCATION APPROPRIATION: 14X2100 BFY: 11 FUND: R0009 TRUST-REAL ESTATE SRVCS NO YR ALLOCATION PROGRAM: R3000 NAVAJO-HOPI SETTLEMENT PRGRM UNDELIVERED TOTAL UNOBLIGATED PERCENT ORGANIZATION AND NAME FUNDS AVAILABLE ORDERS EXPENDITURES OBLIGATIONS BALANCE OBLIGATED D25M19 TAOS DAY SCHOOL % Reviewing Financial data for continuous improvement

JOB NUMBER REPORT AS OF 05/10/11 ORGNORG NAMEBBFYEBFYFUNDPROGJOB #PROGRAM NAMEFUNDS AVAILOBLIGATEDEXPENDEDBALANCE% Oblig D01B02RIVERSIDE INDIAN SCHOOL YE39YC00ARRA9900TITLEI, PARTA IMPROV BASIC PRO87, , , D02P02CHEMAWA INDIAN SCHOOL YE39YC00ARRA9900TITLEI, PARTA IMPROV BASIC PRO277, , , D06A16PINE RIDGE SCHOOL YE39YC00ARRA9900TITLEI, PARTA IMPROV BASIC PRO956, , , , D11A02DUNSEITH DAY SCHOOL YE39YC00ARRA9900TITLEI, PARTA IMPROV BASIC PRO217, , , D11A08OJIBWA INDIAN SCHOOL YE39YC00ARRA9900TITLEI, PARTA IMPROV BASIC PRO315, , , ,

Review Action and Spend Plans Review Approved Plans Evaluate Progress Identify procurement and disbursement issues. Compare current spending activities to forecast remain funding needs. Identify over/under budget projections.

Determine If Modification Is Required What needs to change Make informed decision based on what did not work. ARRA Priorities to be Achieved Rank project objectives and related costs. Grant life-cycle, accountability, and transparency Modify Plan

Modification Justification Form CURRENT Key Steps in Approved Action Plan that are to be modified Requested MODIFICATIONS to Key Steps JUSTIFICATION for Modifications to Key Steps Include CURRENT Key Steps from the approved plan that you want to modify Clearly state the CHANGES you would like to make JUSTIFICATION for these changes must be provided to ensure that the modification maintains the integrity of the project.

Budget Justification Form

Sample Modification Justification CURRENT Key Steps in Approved Action Plan that are to be modified Requested MODIFICATIONS to Key Steps JUSTIFICATION for Modifications to Key Steps Personnel: Hire a Math Coach to coordinate the implementation of the core and intervention math program Extend Contract for provision of after school tutoring Personnel: Fund nine teacher salaries for Jump Start Summer School for two weeks in July The Math Coach position was advertised for last school year and this school year but a suitable math coach could not be hired. Tutoring was provided for students during teacher regular hours of employment so stipends were not necessary. Therefore, funds will be used for stipend for summer school and remaining will be reallocated to purchase Instructional Materials, Equipment, Professional Development and Travel. Instructional Materials to be purchased: Fund the purchase of new CORE reading program, Story Town for grades K-6 Fund the purchase of American Reading Company Books for use in classroom libraries. Fund the purchase of new books for the library to update library collection The school is using Ashlock Program components and the Reading Coach is certified in Ashlock. Ashlock is written for Story Town also so the coach and teachers will be able to transfer skills. Story Town identifies AZ Reading Standards in each lesson and provides Tier II and Tier III activities in each lesson. Classrooms need updated reading books for enrichment reading that are new and appealing titles and books with 25% Native American titles. Books will be used in a program to increase student reading at home and in the dormitory. The library collection has not received new library books in two years. Students will benefit from new titles.

Sample Modification Justification CURRENT Key Steps in Approved Action Plan that are to be modified Requested MODIFICATIONS to Key Steps JUSTIFICATION for Modifications to Key Steps Equipment: Fund the purchase of 9 laptop computers for teachers The school has never provided teachers with laptop computers that are needed for professional development and data analysis meetings. Training (Professional Development): Fund Professional Development from an ETAP for math, from Story Town, and American Reading Company Professional development will provide necessary training for teachers (1) during Jump Start, following the training one afternoon and teach the next morning, for math and reading (2) to effectively implement Story Town reading program, provide professional development for math (i.e. similar to SOS for reading) and (3) for American Reading Company program to increase the outside of class reading minutes by students. Travel: Fund travel for 9 teachers, 1 school counselor and 1 IT Technician to the BIE Summer Institute in Reno, NV This was funded in the original application and continued funding will provide for professional development in reading and math (counselor and IT technician both tutor and teach reading) and for knowledge of BIE educational plans

Sample Budget Modification

Modification Signature Page

Example of what a budget modification would look like for the cover page for Ed Jobs Fund.

Acquisitions, Purchases and Contracts Dilemma Outstanding or unprocessed requisitions Who originated paperwork? What was the purpose? How much? Where did it go? How was it sent? What have you heard?

Acquisitions, Purchases and Contracts Solution Compile list of unprocessed orders. Use form generated by DPA Dr. Hamley will take to D.C.

UNPROCESSED Acquisitions, Purchases and Contracts School Name Education Line Office Date InitiatedSent to Transaction Type Reference Number ARRA FUNDVendor/SupplierPurposeAmount

Questions and Answers Contact Gayeleia King: ADD EAST: ADD WEST: NAVAJO: Contact Gayeleia King: ADD EAST: ADD WEST: NAVAJO: