Learn How BRAD Child Development Transformed Operations to Boost Efficiency & Accountability
For over 60 years, Black River Area Development Corporation (BRAD) has been a cornerstone in Arkansas, providing vital services to families and children through its Head Start and Early Head Start programs. As a longstanding grantee, BRAD is no stranger to evolving regulations and the increasing need for operational efficiency. Under the leadership of Program Director Angela Blankenship, the organization embarked on a transformative journey to modernize its systems, improve team collaboration, and enhance data management—all while maintaining a steadfast commitment to the families they serve.
The Challenge: Fragmented Processes
For years, BRAD managed data through a patchwork of systems, spreadsheets, and manual calculations. Tasks like tracking professional development, managing in-kind contributions, and ensuring compliance with governance requirements often involved hours of redundant work. Angela recalls how time-intensive these processes were, particularly for roles that could otherwise focus on higher-priority initiatives.
One major turning point came when the team realized that their previous system lacked key functionalities, such as tracking professional development. This gap left staff frustrated and often at the mercy of disconnected processes. “We knew we needed a better way,” Angela shared, “something that would support—not hinder—our work.”
Angela identified a couple of critical pain points:
Time-Consuming Administrative Processes: Tasks like calculating in-kind contributions, the PIR, and preparing compliance documentation took hours, straining staff capacity.
Fragmented Data Systems: With data scattered across multiple platforms, calculating the PIR and analyzing trends to make informed decisions was increasingly difficult.
These challenges underscored the need for a more cohesive, modern approach to program management.
The Solution: Transitioning to an Integrated Data Management System
In 2022, BRAD switched to GoEngage to centralize its systems to address these inefficiencies. Angela led the implementation, guiding her team through a phased transition. She emphasized the importance of persistence and collaboration, advising her staff, “Don’t settle. If you can’t find what you need, ask for help.”
One of the critical decisions for BRAD was the system's ability to align with Head Start’s complex data requirements. This platform offered customizable solutions, enabling the team to consolidate data previously scattered across various tools and processes.
Driving Change Through Team Collaboration and Targeted Training
Angela and her team began the transformation by focusing on building a culture of collaboration and adaptability. They started with an honest assessment of their processes, gathering input from staff to understand their needs and pain points. This feedback informed the selection and implementation of new tools designed to streamline key operations.
Angela also prioritized targeted training sessions to ensure every team member felt confident with GoEngage. These trainings focused on practical applications, such as using attendance tracking features, automating workflows, and generating reports for compliance and audits. The investment in staff training paid off, creating a more engaged and tech-savvy workforce.
Angela noted, “It’s not just about adopting a tool; it’s about empowering the people who use it. We made sure to involve the entire team in the process and supported them every step of the way.”
Key Results: Transforming Head Start Operations
The transformation delivered measurable results across multiple areas of BRAD’s operations:
1. Streamlined In-Kind Contribution Tracking
Automating the calculation and submission of in-kind contributions eliminated the need for manual data entry, saving hours of staff time each month.
“There are multiple areas where GoEngage has had a significant impact, but if I had to highlight one area where it’s had a huge impact is in-kind contributions. Previously, we were relying on a spreadsheet on someone’s desktop, with paper forms coming in from various centers. It was a very manual, time-intensive process, with lots of room for error and multiple layers of checks and balances. Now, all of that has been streamlined through GoEngage.
The person who used to handle those calculations manually doesn’t need to dedicate so much time to it anymore, which has freed up capacity in our team. It’s also eliminated errors from hand calculations and reduced the complexity of our internal controls. This has allowed us to restructure staffing and reallocate resources more effectively. That level of efficiency has been a huge benefit for our organization."
2. Improved Attendance Management
A centralized attendance tracking system enabled real-time data collection and analysis, ensuring compliance with federal requirements and helping staff quickly identify patterns and intervene when necessary.
Angela shares, "Everyone brings their data to the table, and it gives us a clear picture. Sometimes the conversation is positive, like 'We’re fully enrolled and everything’s moving right along.' Other times, it’s more challenging, like realizing such ‘n such center didn’t even hit 80% attendance last month. That’s when we come together as a team to discuss it, identify the issues, and figure out how to respond. It’s not just the ERSEA person pointing out that we missed a benchmark—it’s truly a collaborative effort to address the challenges.”
3. Enhanced Accountability Through Action Plans
Tools for tracking staff responsibilities and follow-ups created a culture of accountability. Managers could easily monitor task progress and provide support where needed, fostering a stronger, more cohesive team environment.
"Absolutely. Just last week, in our M & M’s meeting [Monday Morning Meeting] with the content managers, I mentioned how these collaborations—especially with AIR notes—really make a difference. With AIR notes, you can add an action plan, which allows you to go back and track progress. It gives you clear evidence to see which family service workers might not be completing tasks in a timely manner. Instead of relying on assumptions, it provides solid, actionable data to address the situation and move forward effectively."
4. Effortless Compliance Preparation
For BRAD’s most recent federal review, the program leveraged its centralized data system to produce accurate, well-organized documentation. This streamlined approach not only impressed reviewers but also reduced stress on the team.
Return On Investment
When asked whether or not GoEngage has created a return on investment for BRAD, whether through time savings, increased engagement, or other measurable impacts, Angela quickly responds with, “Honestly, it’s been all of the above.
Time management has improved significantly for our staff. They’re now able to access the information they need quickly and efficiently, which has made a big difference in their day-to-day work. On the finance side, while not all financial data lives in GoEngage, key elements like in-kind contributions are centralized there, and that’s been a game-changer.
For example, our Finance Assistant no longer has to spend hours entering data from paper attendance forms into spreadsheets. Instead, the system generates a report for her, streamlining the entire process. That alone has saved a tremendous amount of time, reduced errors, and allowed us to reallocate her efforts to other priorities.
Overall, GoEngage has given us back time—not just in finance but across our operations—allowing us to work smarter, not harder.”
Creating a Blueprint for Head Start Program Success
Angela’s efforts have positioned BRAD as a model for other Head Start programs looking to modernize their operations. Her approach emphasizes three core principles:
1. Invest in Staff Training: Equip your team with the knowledge and confidence they need to succeed.
2. Embrace Data-Driven Decision-Making: A centralized data system ensures better insights and faster responses.
3. Foster Collaboration: Engaging staff at every level creates buy-in and long-term success.
Angela’s Advice for Other Head Start Leaders
For Head Start directors and administrators seeking to optimize their operations, Angela offers this advice:
“Don’t be afraid to ask questions and challenge the status quo. Take the time to understand your program’s unique needs and invest in solutions that work for your team. Most importantly, involve your staff in the process—they’re the ones who make it all happen.”
"When people ask me about switching data systems, I try to emphasize this: don’t just assume it’s not going to meet your needs or dismiss it because it looks different from what you’re used to. The key is to engage with the system—ask questions, explore its capabilities, and work with your team to understand how it can serve you better. That’s the most important part.”
Why Modernizing Head Start Programs Matters
As Head Start programs across the country face growing demands, the ability to streamline operations, improve accountability, and leverage data effectively has never been more critical. Angela’s story illustrates the profound impact these changes can have—not just on administrative processes but on the overall quality of services delivered to children and families.
Whether you’re considering new tools or wanting to update workflows, Angela’s journey serves as an inspiring roadmap for modernizing Head Start operations.
Want measurable results like BRAD achieved? Let us show you what’s possible for your agency.
Stacy Lewis: Senior Director of Business Development at Cleverex Systems
Stacy Lewis is the Senior Director of Business Development at Cleverex Systems, the creator of GoEngage. A trusted leader in the Head Start software space since 2001, Stacy brings over 24 years of experience, including key roles at ChildPlus, KinderSystems (COPA and California subsidy products), and Learning Genie, before joining GoEngage.
Throughout her career, Stacy has helped countless agencies optimize operations, enhance family engagement, and achieve compliance with federal and state standards. Her extensive industry knowledge and commitment to innovation continue to drive transformative solutions that empower Head Start programs to better serve children and families.
