1

EEC Information Technology (IT) Systems: Status of Work

Information Technology (IT) Goals

IT’s goal is to empower EEC to fulfill its mission of supporting all children in their development as lifelong learners and contributing members of the community, and supports families in their essential work as parents and caregivers

The EEC IT Unit works to provide technology solutions, including:

On-line communications and information about EEC’s work

Automated and simplified business processes

Saving time and money

Providing fiscal accountability methods2

3

• Posted Unified System (US) RFR for Financial Assistance Component (child and provider management) to secure vendor to start in April 2011

• In the interim, we are deploying on-line transition applications. These systems comply with principles and goals of the US

• Background Record Check: January 2009

• Professional Qualifications Registry: June 2010 (33K registrants)

• Quality Rating and Improvement System: January 2011

• Commercial Off the Shelf (COTS) Waiting List System: to be rolled out April 2011 (secured vendor Sept. 2010)

• Grants Management System: to be rolled out July 2011 (in collaboration with ESE)

Where We Are Now

4

ARRA Funded COTS Waiting List System

Purpose: To provide on-line waiting list system for all EEC financial assistance programs (Income Eligible, DCF, DTA and Head Start)

Activities:•Kinder Wait, Control Tec Product , selected in September•Currently in design and development•Rollout April 2011

•Benefits:•Prevent duplicate family entry•Allows family on-line screening of eligibility; can also apply on-line•Allows on-line look up of parent status•Extensive reporting facilitates supply and demand projections for all programs

5

Procurement of ServicesGrants tracking will be provided by a statewide, on-line grants software,procured by ESE for use by all agencies integrated with the US

The Unified System: The Four Components

5

Child/ Family Access and Assistance Improved eligibility, enrollment, and billing

across all forms of subsidized care

Better coordination betweenfamily needs and program availability

Enhanced ability to track outcomes for all children and families/caregivers

Licensing, Monitoring, and Support Single repository of all programs including

licensed, exempt, and unlicensed programs

Holistic views of activities across allinteractions with EEC

New program web-based“self-help” tools

Master registry of all early education and care educators

Richer offering of onlineprofessional development,orientation, and training opportunities

Expanded EEC certification program

Professional Development

Improved grants trackingand online information

Enhanced oversight, review,and fiscal compliance

Improved billing and payment processes

Purchase of Services

EEC Staff

ProgramsEEC Intermediaries

Educators

Families and Public

Professional Development Thread The QRIS, Professional Qualifications Registry are already deployed as “transition” applications.

Financial Assistance Thread-This is the focusof RFR currentlyposted

Licensing, Monitoring, and Support ThreadIn 2009, we replaced a paper-based BRC system with an on-line app that also allowed direct exchanges of child abuse perpetrator information with DCF

The unified system has 4 basic components or “threads.” The overall goal is to implement web-based tools to support the improvement of business processes for EEC’s Professional Development, Financial Assistance, and Licensing, Monitoring, and Support.

6

Early Childhood Information System (ECIS)

ECIS defines and manages underlying data structures and data integrity for all IT activities, to insure

• Analytical and reporting needs can be met both from legacy and new systems as they become available

• As we sunset legacy applications, US components will feed into ECIS

• Longitudinal information about positive child outcomes can be derived from ECIS

• EEC is empowered to develop early childhood programming based on data, not qualitative information

Activities

• November Strategic Planning Institute defines structure, data sources

• Working to secure data exchanges with other agencies and organizations

• Defining ECIS data model (to finish in March)

• Develop RFQ in May to build ECIS

Getting From Here to There

PCG TeamArchitect

Application DBA

ECISLeads

Analytics & reporting

Daily Operations

Legacy

Transition(Registry, WaitlistQRIS)

Unified System

IntegratedTransaction

SystemsIntegrated

Staff

Unified Systems

Transitional Systems

Legacy

Assists

Future

Populates

8

Next Steps and Time Line

FY2011 February: Evaluate US RFR responses (due 2/22)

Complete ECIS data model

March: Testing and data conversion for COTS Waitlist system

April:US vendor starts; CCIMS re-designCOTS WL system deployed

May: RFQ for ECIS

June:Renewal component for PQ Registry deployed

FY2012 On-line financial assistance system replacesCCIMS (summer), eCCIMS (fall)