Early Education and Care Board Meeting

Child Care Financial Assistance

January 14, 2013

Project Goals & Objectives

• To implement a new Child Care Financial Assistance system (CCFA)– That is more efficient for end users by addressing pain points:

• Intake, Attendance, Billing, Reporting, adapting to policy changes

– Replaces aging legacy applications (consolidation)– Adaptable to the changing needs of the agency– More robust reporting capability

• NEW approach to developing the application – New project strategy

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Project Overview

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• Same basic functionality

• Improved overall performance and maintainability

• Reduction in fraud and waste

New Strategy

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Iterations – SMALLER CHUNKS of business functionality

Certain iterations may be run in parallel to optimize resource allocation

Entry into iterations Exit after validation

Dev Review

Programming

Testing

Demo

Business Feedbac

k

Retrospective

Prototyping

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CCFA Modules

Intake

Eligibility

Placement

Attendance

Invoice/BillingOrganization Management

Administration

Contract Management

Reports

9 modules encompass the scope for the CCFA Application

Site visits COMPLETED

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Site Visit Type DateABCD - Boston Community Service Agency April 11thABCD – Monthly Power User Meeting - Boston Community Service Agency May 1st

South Shore Stars - Weymouth Provider April 17thGuild of St. Agnes - Worcester Family Child Care System May 22Child Care Resources - Worcester CCR&R May 22Child Care Choice of Boston - Boston CCR&R June 4

NEFC - Springfield CCR&R June 5CCR&R monthly meeting CCR&R June 13

Community Day Care - Lawrence CCR&R July 25

Child Development and Education – Medford Family Child Care System Aug 7

Community Action Committee of Cape Cod - Hyannis

CCR&R Sept 17

Child Care Works – New Bedford CCR&R Sept 17

12 visits have been conducted. These visits were not conducted in previous efforts and are providing significant and valuable findings

IT Project Management Team

IT Development Team IT Business Analysis Team ITD Technical Architect IT Quality Assurance

Steering CommitteeEOE

Secretariat CIO(Executive Sponsor)

Business Team

Oversight Committee Legal – General Counsel ITD – Capital PMO Office

Fiscal- EOE CFO EOE Representative

Project Governance

Project governance provides a framework for the organization of responsibilities and decision-making capabilities and ensures reviews and approvals occur at appropriate stages of the project. 

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ITD • Chief Capital Planning

Officer• Project Advisor

EEC • CIO• CFO• Gen Counsel

Key Milestone Meetings• Stakeholder Kick Off Conducted September 6th– Fiscal , Legal, Policy, IT

• PM Connect – Nov 7th CCFA and agile presentation– Received positive feedback on project approach and progress

• Demo Strategy:– Session with end users & session with stakeholders– Smaller scope (30 min), more frequent (target 2 weeks)

Demo 1 conducted week of Nov 12th

• Family/Person and Provider Search

Demo 2 conducted week of Dec 2nd

• Add Person and Family

Demo 3 conducted week of Jan 6th • Authorizations

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Improvements on Search Functionality

• What we heard–Efficient search displaying relevant

information

• What we implemented–Filter narrows down search results

efficiently

Existing Systems - Search

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CCIMS – 13 years old

eCCIMS – 8 Years old

Improvements – CCFA system

•Single Application

•Single Database11

•Flexible Rules

•Maintainability

•Performance

•Usability

Appendix A - Business ModulesModule DescriptionIntake The Intake module provides the functionality for the user to gather required documentation

and add family data into the CCFA application. Before adding a family or person the user can search the system to ensure this family or person is not already receiving subsidized care. The ability to capture household income and activity details along with document management function is also part of the Intake process.

Eligibility The Eligibility module will determine the eligibility of a family, subject to a set of rules, to receive subsidized care. The result of the eligibility determination will be “eligible” or “ineligible”. An authorization comes from a positive eligibility determination. The eligibility module also provides the functionality for the re-assessment, calculation of the parent fee, and eligibility override.

Organization Management

The Organization Management module provides the functionality to manage the various organization types involved in providing subsidized care. From the Organization Management module a user will be able to search for or view information on a licensed or un-licensed organization, add an un-licensed organization, add the contact, schedule, program & rate information and view the licensing information and Quality Rating and Improvement System (QRIS) rating for the organization. A user will also be able to edit programs and add or edit the program rates. CCFA will interface with Licensing Manager (LM) and QRIS to draw on relevant information about organizations.

Administration The Administration module provides the functionality for user management and security. It provides the ability to administer state maximum reimbursement rates, maintain SMI percentages for eligibility and manage reference (lookup) codes. The Administration module will also offer the ability to manage the documents presented for eligibility determination.

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Appendix A - Business ModulesModule DescriptionPlacements The Placement module places eligible children in a program. This module provides the

functionality to add or edit a placement, provide a history of the placement, copy a placement, and terminate a placement.

Attendance The Attendance module offers the capability to record the attendance of children at the different programs where they are placed. A user will be able to search and view attendance records by child, program, provider, or any level in the organization hierarchy. The user will also be able to add / edit and adjust attendance records.

Invoice/Billing The Invoice / Billing module offers the functionality of generating invoices for EEC reimbursement for services rendered. The major components of this module are: Invoice, Funding Source management, Payment and Adjustments.

Reports The Reports module allows for the production of both canned and customizable reports for operational and decision making purposes. The reports produced include letters and agreements, activity reports and caseload reports. The module will also have the capability to generate forms.

Contract Management

The Contract Management module will interface with the existing Contract Manager application to get the slot and rate information for the contracted providers.

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