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Clarity – Consistency - QualityClarity – Consistency - Quality

CYS Mission

The Department of Children and Youth Services (CYS) is dedicated to meeting the needs of Chicago’s young people and families. CYS administers federal, state and city funds to

more than 300 delegate agency partners. CYS collaborates with partners throughout the city, to provide quality programs. We work to build

and strengthen community-based organizations that provide critical services to

youth and families. We promote interdepartmental coordination and advocate

on issues relating to children, families and communities.

Mary Ellen Caron, Commissioner

Daisy Lezama, Deputy CommissionerYouth

Kenneth McGhee, Deputy Commissioner Finance and MIS

Elise Mann, Deputy Commissioner Grants, Contracts and Audits

Vanessa Rich, Deputy Commissioner Children Services

Anthony Raden, Deputy Commissioner Policy

CYS Executive Management Team

The Trainers

• Various back grounds• Combined more than

150 plus years of Fiscal and IT experience with non profit organizations

• Trained agencies across the country

• Versed in the latest federal rules and regulations

Representatives from:• Western Kentucky• MPI INC• WIPLI• CITY OF CHICAGO

COMPTROLLER’S OFFICE

• CYS FINANCE – MIS –GRANTS- AUDITS

Who’s here?

• Head Start • Child Care Providers• Work Force

investment ACT (WIA)

• Special Needs• Out of School Time• Technical Assistance

• Juvenile Intervention Support Center (JISC)

• Mentoring• Counseling• Training• Resources and

Referrals

DELEGATE AGENCIES & PARTNERS

FINANCE & MIS

Kenneth McGheeDeputy Commissioner of Finance and

MIS

Bryant AskewSupervisor ofAccounting

Hani MayzouniDirector of MIS

PhuongY NguyenManager of

Finance

Martha RashediAssistantDirector

Kenya MerrittDirector ofFinance

TechnicalAssistance Team Technology

FiscalManagement -

Head Start/ChildCare

Child-CareBillings

Fiscal Mgmt. -Youth

Development

Walter BrownJr.

Supervisor ofAccounting

WIA Team

History

• 2005 – Single day trainings

– 1 large group session

• 2006 - 2 days– Focus on Head Start

and Child care classroom style

– Smaller Targeted basic TA sessions for Youth

• 3rd annual conference– X-treme fiscal Technical

Assistance and training workshop

– Variety of Core Workshops

Core Workshops

• Fiscal Policies and Procedures

• Selecting Accounting Software

• Writing Competitive Grants

• Cost Allocation

• Governance

• Focus Groups (Conversations on City of Chicago / CYS fiscal approaches with agencies)

SURVEY RESULTS

• 64% - Budgeting and in-kind reporting

• 54% - Applying for other grants

• 45% - Internal Controls

Clarity

• Present information in a clear format so that its usable.

• Give clear answers to problems even when they are complex. (may not always be an instant answer)

Consistency

• Messages• Processes• Technical Assistance• Accountability

Quality

• “Quality is not an act, it is a habit.” Aristotle

A Few Characteristics of Quality Fiscal Programs

1. Know where they are fiscally

2. Understand their cashflow drivers

3. Have current written fiscal policies and procedures

4. Properly allocate costs across programs

5. Provide timely and accurate fiscal reports to their stakeholders

6. Have qualified fiscal staff

Clients and Service Delivery Method

CYS serves over 50,000 low-income Children and Youth through an intricate network of approximately 170 delegate agencies which operate more than 300 sites scattered throughout the City of

Chicago

Funding Snap Shot

Head Start 110,818,392$ Child Care 54,060,000$ CDBG 10,409,938$ Summer Nutrition 2,772,000$ WIA Youth 12,131,647$ Corporate 4,911,000$ Early Head Start 2,868,968$ Specialized Child Care 3,197,000$ Total Budget 201,168,945$

2007 CYS Operating Budget

CYS SERVICES CONT’D

• Head Start• Early Head Start• Child Care• DCFS Specialized Child Care• Strategic Teacher Education

Program

• Head Start Summer Literacy Initiative

• FAST Family Literacy Centers• Fatherhood Initiative• Early Childhood Program

Locator• McCormick Tribune Literacy

Project

Ages 0-5

CYS SERVICES

• City Wide Youth Advisory Council

• Youth Standards Program• Regional Consortium

Coordinators• Regional Youth Career

Development Initiative• Summer Nutrition• Mayor Daley’s Summer

Jobs• Summer Mini-Grants

• Residential Summer Day Camp• After School (Out-of-School

Time programs)• Mentoring programs• Child and Adolescent

Counseling• Homeless Youth• Juvenile Intervention Support

Center (JISC)• WIA Workforce Development

Program• School Age Programs

Ages 6-18

Why are you here?

• I want learn more about CYS’s business processes

• It was mandatory • My boss the ED told me to come..• I want to know what’s new• I needed to get out of the office• You invited me……• ETC

ROI

• R Return

• O On

• I Investment

3 Days of workshops days???

• Ask questions in the workshops• Network with other agencies and CYS

staff. • Think about ideas that you want to bring

back to your organization.• Participate in the Focus groups and

discussions.• Provide feedback on the session surveys

LEARN

New on the Horizon

• Delegate agency intranet site that will include agency an e-mail system

• COPA CCMIS integration for single system billing

• Retooling approach to IDHS Employment & Training related child care eligibility screening and IPACS process

Children Services Updates

VANESSA RICH

DEPUTY COMMISSIONER

CHILDREN SERVICES

Youth Division Updates

DAISY LEZAMA

Deputy Commissioner

Youth Programs

Grant, Contracts & Audits

ELISE MANN

Deputy Commissioner

Grants Contracts & Audits

Legislative Policy Updates

ANTHONY LINDSEY

Policy Analyst

Intergovernmental Affairs

Enjoy the conference