EXECUTIVE DIRECTORS EXECUTIVE DIRECTORS ONLY SESSIONONLY SESSIONClarity – Consistency and QualityClarity – Consistency and Quality
Session GoalsSession Goals
Provide insight on process Provide insight on process elementselements
Provide clarity about CYS Provide clarity about CYS business process systems business process systems
Promote new ways to approach Promote new ways to approach management of existing management of existing programsprograms
Share basic system tips and Share basic system tips and toolstools
Bad habits are like a Bad habits are like a comfortable bed, easy to comfortable bed, easy to get into, but hard to get get into, but hard to get out of.out of. - proverb- proverb
Assessing where you are..Assessing where you are..
Do you know what you are Do you know what you are funded for?funded for?
What is your major funded What is your major funded program from CYS?program from CYS? How did you do this past fiscal How did you do this past fiscal
year with this program?year with this program? Did you expend all of your funds? Did you expend all of your funds?
Who is looking at qualityWho is looking at quality
Good Information is criticalGood Information is critical
Systems vs. ProcessesSystems vs. Processes
IPACS
CCMIS
IMEDGE
COPA
CYS System
Early Childhood
COPACOPA
773-368-5286 773-368-5286
COPA …..TIPSCOPA …..TIPS
Child Outcome Planning and Child Outcome Planning and AdministrationAdministration
Web Based…. does not require Web Based…. does not require any special softwareany special software
““Its on COPA” means that the Its on COPA” means that the information is posted on the information is posted on the COPA homepage. You do not COPA homepage. You do not have to log into the system to have to log into the system to see information that’s posted on see information that’s posted on the Homepage.the Homepage.
COPA - HomepageCOPA - Homepage
Weekly IPACS Weekly IPACS updatesupdates
RegistrationsRegistrations Fiscal formsFiscal forms CalendarsCalendars Links to Links to
regulationsregulations Past Past
presentationspresentations
COPA AdministrationCOPA Administration
Every Early childhood has a Every Early childhood has a COPA administratorCOPA administrator Reset passwordReset password Create usersCreate users Setup new classroomsSetup new classrooms Cannot create sites or update Cannot create sites or update
activity numbersactivity numbers
CYS COPA rolesCYS COPA roles
Create new Create new admin users for admin users for agenciesagencies
Create new sites Create new sites or agenciesor agencies
Update activity Update activity numbersnumbers
Provide help Provide help desk supportdesk support
Provide new Provide new user training user training every 3every 3rdrd Friday Friday
Inside COPAInside COPA
Reports # 206 –enrollment – Reports # 206 –enrollment – over income disabilitiesover income disabilities
Report # 201 Average Daily Report # 201 Average Daily AttendanceAttendance
Report # 233 vacanciesReport # 233 vacancies Report #971 and 970Report #971 and 970 Create a smart reportCreate a smart report 3455 is generated out of COPA3455 is generated out of COPA
CCMIS (Web Based)CCMIS (Web Based)
Child Care Child Care Information Information Management Management SystemSystem
Used for child Used for child care billingcare billing
CYS sets up CYS sets up passwordspasswords
Billing published Billing published by 5by 5thth business business day of monthday of month
CCMIS SupplementalCCMIS Supplemental
When a child does not appear When a child does not appear on the regular months billing a on the regular months billing a supplemental billing is created if supplemental billing is created if the child is eligible for the the child is eligible for the program. program.
At this time agencies can check At this time agencies can check the supplemental system from the supplemental system from July 06 Feb 07July 06 Feb 07
Recommend that supplemental Recommend that supplemental system is checked dailysystem is checked daily
IMEDEGE (Web Based)IMEDEGE (Web Based)
IMEDGE (Scanning)IMEDGE (Scanning)
Scanners installed at agencies 1 Scanners installed at agencies 1 per 100 children per siteper 100 children per site
Virtual file cabinet Virtual file cabinet Contains a workflow – different Contains a workflow – different
queuesqueues New New Directors ReviewDirectors Review Clerk ReviewClerk Review Approved – Rejected - Denied Approved – Rejected - Denied
IPACSIPACS
Illinois Public Aid Illinois Public Aid Communication SystemCommunication System
IDHS Mandated method of IDHS Mandated method of validating for childcare validating for childcare eligibility.eligibility.
Your staff does not perform Your staff does not perform IPACS screen review*IPACS screen review*
CYS started using IPACS on all CYS started using IPACS on all IDHS childcare application in IDHS childcare application in July 2006.July 2006.
IPACS impactsIPACS impacts
Longer eligibility awareness Longer eligibility awareness periodsperiods
Slower payments to agenciesSlower payments to agencies Temporary eligibility into CCMIS Temporary eligibility into CCMIS
to allow for cash flow until to allow for cash flow until eligibility is validated.eligibility is validated.
Higher level of scrutiny for Higher level of scrutiny for agency eligibility determination.agency eligibility determination.
Involvement ImpressionsInvolvement Impressions
Management ReportsManagement Reports
Do receive a monthly budget to Do receive a monthly budget to actual by program from your actual by program from your fiscal manager?fiscal manager?
Do your receive a monthly Do your receive a monthly budget to actual by program budget to actual by program from your program manager?from your program manager?
Do programs and fiscal Do programs and fiscal present the variances to you present the variances to you jointly?jointly?
Suggested BasicsSuggested Basics
Make sure that Make sure that programs and programs and fiscal talk even fiscal talk even when you are not when you are not around.around.
Set up metrics that Set up metrics that make sense for make sense for each program. i.e. each program. i.e. high absenteeism high absenteeism is a driver for is a driver for childcare.childcare.
Set up contingency Set up contingency plans for turnover. plans for turnover. Cross train key Cross train key functions whenever functions whenever possible. possible.
Create internal Create internal process guides that process guides that speak to how you speak to how you approach funder approach funder business processesbusiness processes
Stress AccountabilityStress Accountability
RemindersReminders
Become a read only user to COPABecome a read only user to COPA Go to trainings when possibleGo to trainings when possible Require reports from systems not Require reports from systems not
just anecdotal informationjust anecdotal information Read the COPA homepage for Read the COPA homepage for
updatesupdates Have a training plan for new staff Have a training plan for new staff
and a contingency plan for key staff and a contingency plan for key staff departuresdepartures
Cross TrainCross Train
Reminder Pt. 2Reminder Pt. 2
Ask for reports out of systemsAsk for reports out of systems
Assess where you are on a Assess where you are on a monthly basis using monthly monthly basis using monthly reportsreports
Create a system for quality Create a system for quality assurance checks.assurance checks.
Give CYS feedback about its Give CYS feedback about its clarity, quality, and consistencyclarity, quality, and consistency
Thank You Thank You