cys management information systems 2007 mis systems
TRANSCRIPT
CYS Management Information Systems
2007
MIS SYSTEMS
Management Information Systems
Agenda• Introduction• High-Level Overview of CYS Systems
– COPA– CCMIS– IMEDGE
• Best Practices• Training• Help Desk• Agency Feedback• Rollover• Q&A
Management Information Systems
• Management Information Systems (MIS): A system for managing and processing information, usually computer-based. Also, a functional group within a business that manages the development and operation of the business information systems.
Management Information SystemsCYS Application Software Systems
Multiple Systems to Manage ProgramsI. Child Outcome Planning & Administration (COPA)
The Department of Children and Youth Services’ primary tool for capturing client-level data for Head Start and Early Head Start Programming
II. Child Care Management Information System (CCMIS)Childcare eligibility and vouchering system for CYS delegate agencies
III. IMEDGEElectronic Document Management System
Management Information Systems
Statistics:• Over 65 Agencies
• Over 200 Sites
• Serving 16,518 Head Start Children
• Serving 575 Early Head Start Children
Management Information Systems
Features:• Web-Based System
• Captures Enrollment Data
• Daily Attendance/Meal Counts
• Varying Levels of Access
• Maintains All Client-Level Data
• Health and Developmental
• Social Services
Management Information Systems
Functionality:• Enrollment
• Attendance
• Reporting
• Human Resources
• Monitoring
Future COPA Billings Module• Attendance and Tiered Reimbursement Based
• Attendance for School Age
• Attendance for Extended Program
• Pre-Month Preview
• First of Month Availability
• Automated Co-Payment Calculator
• Exception Reports
• Electronic Signature
Future COPA HR & Monitoring Modules
• COPA new Human Resource and Monitoring sections utilize performance standards to collect, process, and report data on individual Agency and Grantee.
• The results are analyzed to improve program quality and performance.
COPA HR Module
COPA's new HR section, provides functionality and tools to manage staff data for individual delegate agency.
• Personal Portfolio Setup and Performance Evaluation
A HR staff will be able to manage staff data including staff personal information, employment history, medical, credentials and absence records, and evaluate staff performance.
COPA HR Module• Training Setup and Approval
A HR manager will be able to setup staff trainings and approve or disapprove training requests. Once a staff is approved to attend a particular training, their status will be marked as "Approved" for that particular training. After attending the training, the staff has to fill out the training completion course.
COPA Monitoring Module COPA's new Monitoring section provides functionality and tools to track
site visits, conduct, follow-up and support audits for the Grantee.
• Site Visit Setup and Monitoring
– Auditor will be able to conduct annual fact-based program and fiscal audits on each Head Start, Early Head Start and Child Care delegate agency.
– Audit manager will be able to use evidence and facts to document potential areas of compliance and noncompliance based on the program and fiscal requirements of Head Start performance Standards, the Illinois Day Care Licensing Standards and CYS’ policies and procedures.
COPA Monitoring Module
• Monitoring Follow-Up and Technical Support
Children Services Unit will be able to prepare action plan, support, and follow up the action for delegate agency after receiving the findings from the audit reports to ensure delegate agency compliance with program and fiscal requirements.
Management Information Systems
Statistics:• Over 2500 billings since July
2006
• Over $252 million child care
subsidized funds from IDHS
and DCFS since 2002
Management Information Systems
Features /
Functionalities:•Web Based•Current Billings•Previous Billings•Supplemental Billings•Batch System•Change Password•Download Forms
How These Systems Come Together?Step 1
Delegate Agency produces 3455 from COPA
Form 3455
How These Systems Come Together?Step 2
Delegate Agency scans 3455 to IMEDGE
Form 3455
How These Systems Come Together?Step 3
CYS retrieves 3455 from IMEDGE
Form 3455
How These Systems Come Together?Step 4
CYS verifies 3455 to IPACS
Form 3455
How These Systems Come Together?Step 5
CYS enters approved 3455 to CCMIS
Form 3455
The
IMEDGE
https://cys.edge.com/CYS
Management Information Systems
The purpose of IMEDGE:
• Create electronic case folder
• Scan Documents into scan folders
• Forward case folders to CYS via internet
• Track bending case folders
• View field case folders via internet
Management Information Systems
Features:• Scanning
• Managing Workflow Tool
• Increased Accountability
• Real-Time Application Status
To get started:
1. Gather the documents to scan into the child’s folder
• SIGNED 3455 printed from COPA
• Birth Certificate
• 2 Paycheck stubs
• HSEV
Management Information Systems
Management Information Systems
Be sure to include the Child ID and Family ID
Route the cases to either Director Review or Clerk Review or Special Clerk Review
Check the status of the cases and follow up, if necessary when case is not finalized by Approval, i.e. Rejected or Denied
IMEDGE SUMMARY
1.
2.
3.
Scan Documents into Case Folder
Management Information Systems
Future Features
• Delete capability for agencies• Timeout extended• ‘Tokenize’ is replaced with ‘To Workflow’• Folder View columns are changed to include
Agency Name
Management Information SystemsBEST PRACTICES
Where can we practice Best Practices?
Continuing Education and Training
• Online help tools
• Regular System Training
Communication with CYS
• Submit Feedback
Help Desk/Support
• Clearly State your issue
• Ask for a name!
Systems
• Work systems are for work only
• Avoid Identity Theft
• Use of Removable Drives to save data
• Delete Cookies regularly
• Keep your anti-virus regularly updated.
• Avoid Peer-To-Peer File sharing programs
• Avoid using uncommon websites
• Power off your pc and the end of usage.
Training
• COPA online support documents and videos are available when you login
• Imedge online support documents and video are available at cys.mycopa.com
• Monsthlyu Classes are avialable for CCMIS, COPA, and IMEDGE
• In addition, an Advanced class is being developed to incorporate all of the MIS systems.
Help Desk Unisys & Help Desk for the Delegate Agencies
For technical assistance, feel free to call ourNew C Y S Help Desk Hotline
1-800-489-2126
Management Information Systems Agency Feedback
Childcare Management Information System: [email protected]
Childcare Outcomes Planning & Assessment System: [email protected]
IMEDGE System: [email protected]
COPAPolicies / Protocol dated January 19, 2007, you may contact Jennifer Santana
via email [email protected] for assistance with COPA enrollments.
Replies and Comments regarding CYS / MIS issues may be forwarded [email protected] , Director of MIS.
ROLLOVER MUST BE COMPLETED BY
AUGUST 30, 2007 • Please be advised – your ADMIN staff must complete the rollover process in
COPA for both the Children and Families data so that access to their information for the 2007-2008 school year will not be lost!!! Current enrollment information will be reflected in the reports which will be available for the 2006-2007 COPA School year.
• The Family Assessments in COPA will be cleared out and new assessments will need to be input after the rollover is completed. The children and family data will need to be prepared for the Eligible/Accepted List or placed on the Termination list. Newly enrolling children and families expected to start on or after September 4, 2007 will need to be placed on the Pre-Enroll list. Only Families previously Wait Listed with no Children in the system should be deleted. COPA Reports and PIR information will not be accurate if currently enrolled children are deleted.
