Fiscal/Statistical Reporting

FISCAL & STATISTICAL REPORTING SYSTEMS

The responsibility for preparing the various reports required for program accountability depends on the type of report. Therefore, the overall responsibility for reporting is coordinated by the ATCAA Executive Director with assistance from the ECS Director.

A. FISCAL REPORTS

The ATCAA Fiscal Department prepares monthly Revenue and Expenditure Statements, and other fiscal reports required by various funding agencies. The ECS Director oversees preparation of the monthly Budget Management Report to the PPC.

B. PROGRAM REPORTS

The ECS Director coordinates the preparation and dissemination of the various program data reports. Staff assignments for preparation of the reports are as follows:

Monthly Statistical Report – This is a report of the number of children enrolled and in attendance, as well as other program data. It is prepared monthly by the Eligibility and Disabilities Manager for management staff and PPC

CACFP Report – This is a monthly report of the number of meals served and the number of sites in operation. It serves as an invoice to the CACFP program for reimbursement. It is prepared by the Food Service Coordinator, who mails it to the CA Department of Education (CDOE) with a post card for the Department to acknowledge receipt. The Food Service Coordinator also faxes a copy top the ATCAA Fiscal Department.

Child Care Center Attendance Report –This is a monthly report showing the monthly and cumulative attendance of children enrolled in State Preschool. It is prepared by the Amador ECS Manager and forwarded to the ATCAA Fiscal Department, ECS Director, PPC and ATCAA Board.

801A Report – This is an on-line management information report of the families enrolled in State Preschool. Data is reported directly to CDOE via their online reporting system by Information Services. Confirmation of the report is printed out and sent to ECS Managment Assistant who sends it to the ATCAA Fiscal Department with the Child Care Center Attendance Report.

CPRE and CCTR Attendance Reports – These are monthly reports of the children enrolled in State Preschool. They are prepared by Information Services. by the 10^th of each month and forwarded to the ATCAA Fiscal Dept., with copies to the ECS Director.

PIR Report – This is an annual report of Head Start activity. ECS Information Services is responsible for the preparation and electronic dissemination of this report, with assistance form Service Area managers.

In-Kind Report – This is a report of non-cash contributions to the ECS program, which is prepared each month by ECS Information Services. It includes parent volunteer time and mileage; donated space, equipment, and materials; donated professional services, and other donated goods and services that correspond to the purpose and intent of the program. This report is presented to the PPC and submitted to the ATCAA Fiscal Dept. for reporting purposes.

Annual Immunization Report – This is a computer generated report from the Child and Family Database. Each year the Health Services Manager forwards this report to the Health Departments in each county. The Amador Health Department’s report is sent to them at the end of September, and the Tuolumne Health Department’s report is sent to them in October.

Data to complete the above reports is collected from direct service staff according to the following table:

REPORT DATA	HOW COLLECTED	STAFF RESPONSIBLE
Meal reports, including menus, Meals Ordered (blue) Form, Daily sign - in and out/meal count forms. Supply Order Form (if needed).	meal counts are tracked on the sign - in and out sheet on a daily basis. Then entered into the Copa database by the Family Advocate. Source documents are submitted for the month in the month end report to the program office and reviewed by management. "blue form" and menus are turned into the Food Service Coordinator by the first of the month.	Family Advocate, Classroom Assistant, and management
Home Base forms including In-kind forms, Car Log for each Home Visitors Form, Monthly Report Form, Snack Menu, and Parent Activity Form.	Parents record their in-kind and sign the In-Kind form at the time their contribution is made. The Home Visitors collect and/or prepare these forms.	Home Visitor
Child enrollment, attendance, health, and other child and family data; and sign-in sheets.	The Family Advocate collects this data and enters it into the electronic child and family data tracking database. Data should be entered in a timely fashion as it is obtained. Sign-in sheets are submitted to the ECS office monthly for review then returned to centers.	Family Advocate
Classroom Medication Log, Supply Order Form,	The Medication Log is filled out at the time medication is administered. The Lead Center Teacher submits the web-based Supply Order Form to the ECS Management Assistant by the first of each month.	Lead Center Teacher
CENTERS and TUOLUMNE HOME BASE: At the end of each month the above reports are placed in a folder at each site by the Family Advocate for that site, who gives it to the LCT (or Tuolumne Home Visitor) to check over, initial, and forward to the office by the third of the following month.
The AMADOR HOME VISITOR places the items in the Monthly Report Folder and gives it to the Amador ECS Manager to check over, initial and forward to the ECS Office by the third of each month.