presented by maurice stenberg using payrollx and discoverer reports

Colorado Child Care Assistant Program

(CCCAP) data mining

Presented by Maurice Stenberg

Using Payrollx and Discoverer Reports

1. CD (only one copy per County please)a) Access database with basic instructionsb) Federal Poverty Letters from the State CCCAP unitc) Procedure to pull Discoverer and Payrollx reportsd) Copy of the PowerPoint presentation

2. Print out of the PowerPoint presentation

Materials Included

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This program provided child care assistance to families that are working, searching for employment or are in training. As well as families that are enrolled in the Colorado Works program and need child care services to support their efforts toward self-sufficiency.

Currently this program must serve families who have an income of 165% or less of the Federal Poverty Guideline (FPG) and may not serve families with incomes higher than 85% of the State Median Income (SMI). http://www.coloradoofficeofearlychildhood.com/#!child-care-assist

ance-program/cu2m The FPG was originally 130% prior to HB14-1317

Colorado Child Care Assistance Program (CCCAP)

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http://www.coloradoofficeofearlychildhood.com/

http://www.coloradoofficeofearlychildhood.com/

There are two slightly different versions of the federal poverty measure: Poverty Threshold are the original version of the federal poverty

measure. They are updated each year by the United States Census Bureau (Census Bureau). The thresholds are used mainly for statistical purposes.

Poverty Guidelines are the other version of the federal poverty measure. They are issued each year in the Federal Register by the Department of Health and Human Services (HHS). The guidelines are a simplification of the poverty thresholds for use for administrative purposes — for instance, determining financial eligibility for certain federal programs. The poverty guidelines are sometimes loosely referred to as the

“federal poverty level” (FPL), but that phrase is ambiguous and should be avoided, especially in situations (e.g., legislative or administrative) where precision is important.

http://aspe.hhs.gov/poverty/15poverty.cfm For the purpose of this presentation I will refer to this as the Federal Poverty

Guideline or FPG.

The U.S. Federal Poverty Guidelines

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http://aspe.hhs.gov/poverty/15poverty.cfm

The State Median Income (SMI) is developed by the Census Bureau for a four (4) person family HHS assimilated the Census Bureau’s estimates for a family into

the income eligibility criteria for a household because the Low Income Home Energy Assistance Program (LIHEAP) statute requires it to do sohttp://www.acf.hhs.gov/sites/default/files/ocs/im_liheap_05_fy15

_smi_072314.pdf

The CCCAP uses the LIHEAP SMI calculations as well

The State Median Income (SMI)

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http://www.acf.hhs.gov/sites/default/files/ocs/im_liheap_05_fy15_smi_072314.pdf

http://www.acf.hhs.gov/sites/default/files/ocs/im_liheap_05_fy15_smi_072314.pdf

HHS usually changes their amounts in the first quarter of the calendar year but the CCCAP does not officially change until approved by Colorado legislation.

You will receive a “Dear Director” letter, usually around October of each year, from the Office of Early Childhood detailing the rates and when they will be effective

Until you receive this letter the old rates stay in effect I have included copies of the last four letters on the CD

When does the SMI and FPG change for CCCAP

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Example of CCCAP Income Eligibility Guidelines Dear Director Letter

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This is the computer program implemented by the State of Colorado (State) to track attendance, improve financial management, improve access to data, and assist with the prevention of fraud of the CCCAP

This system uses cards issued to families, one card per child, and Point of Service (POS) machines at child care centers to track the “swipes” of cards.

This is the system that generates the Payrollx report dataThis data includes information about clients, schedules,

authorizations, and providersThis report contain a personal identifying information and must be

handled appropriatelyThe report includes financial information as well as parent fee

amounts

Child Care Automated Tracking System (CHATS)

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This is the State system used to track all financial information This Discoverer tool is pulling data from the CFMS and includes all

financial data availableThis report will show all payment information, JV and correction

data made by the state, and recoveriesThis report should match the Expenditure and Revenue (E&R)

reports generated from the CFMS system

Colorado Financial Management System (CFMS)

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1. Directions on how to pull these reports and included on the DVD

2. There are three types of Discoverer reports you may need (depending on what period you are working with)

a) CHATS – contains the “old” CHATS system payment datab) CHATSB – contains the current version of CHATS paymentsc) CHATSR – are recoveries

Retrieve Payrollx and Discoverer Reports

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1. You will also need the Payrollx reporta) NOTE: The tool included on your DVD will only work with

Payrollx files from January 2012 and newerb) Prior to January 2012 the Payrollx report had different fields

and headers

Retrieve Payrollx and Discoverer Reports – cont…

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1. The Payrollx report is supposed to contain all CHATS data available

a) This file should show all authorized dates of care as well as all payments and parent fees

2. The Discoverer report(s) will contain all information in the Colorado Financial Management System (CFMS) including any adjustments made by the State

a) These files will likely contain some journal entries, corrections, and recoveries not available in Payrollx

Retrieve Payrollx and Discoverer Reports – cont…

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Discoverer CHATS, CHATSB, and CHATSR reports information1. We are going to review some of the fields in the Discoverer

reports

a) File Name – from the information in this field you should see what type of report the data comes from

i. CFMS_CHATSB-20150106_010101

ii. CFMS_CHATSR-20150106_010101

iii. CFMS_CHATS-20150106_010101

b) Payee ID – this is the provider id number and it will be a series of numeric values, usually preceded by the letters “PCC” for CHATSB but not for CHATSR. You will ignore the letters “PCC”

i. PCC1234567

ii. 1234567

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Discoverer CHATS, CHATSB, and CHATSR reports info cont…

c) Transaction ID – unique ID number for each line item of the Discoverer report. When it begins with a “999”, this means the line is a State adjustment

i. 100010102033

ii. 999100010102033

d) Payment Flag – information regarding the type of payment or recovery

i. EBT – payments

ii. EFT – payments

iii. RECEIPT – recoveries

iv. WITHHOLDIN - recoveries

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e) Segment 1 – will tell you the report type

i. CHATSB, CHATSR, CHATS

f) Segment 2 – will tell you whether it is a reimbursable or non-reimbursable line

i. Reimb Pymt, NonRe Pymt

g) Segment 5 – describes payment type or receipt type

i. Benefit Payment – standard payments to providers

ii. ST TAX INTCPT and Cash – recoveries

iii. Non-Sub-Claim, NonSubPmtPlan, Sub-Claim, SubPmtPlan

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h) Segment 1-2 – tell you your County FIPS code

i. This is not the same as your County Code

i) Segment 2-2 – is the program code

j) Segment 3-2 – is the function code

k) Segment 4-2 – is the account code

l) Check Number – is the also called the payment number

i. If this value is the actual work “NULL”, it usually means this was a collection or part of a State adjustment

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m) Total Amount

i. Total Amount field should be the Debit Amount Minus the Credit Amount field, but sometimes this is not

ii. I usually calculate this field on my own using the Debit and Credit fields

iii. Examples

i.

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TOTAL AMOUNT ACTUAL VARIANCE DEBIT AMOUNT CREDIT AMOUNT

21,700.00 158,500.00 (136,800.00) 158,500.00 -

605.00 (605.00) 1,210.00 - 605.00

2,300.00 (2,300.00) 4,600.00 - 2,300.00


m) Client State ID

i. This is a unique number issued to every child in the CHATS reports

Each number represent one child Usually begins with a letter and then six numeric values

Example: A123456

ii. You will use this field when necessary to compare the Discoverer reports to the Payrollx report

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Reports made using Discoverer1. Here are some of the reports you can create using the Discoverer

information (CHATS, CHATSB, CHATSR)a) Example Report to compare to E&R Detail by summing the

data based on function, program, and account

FUND FUNCTION PROGRAM ACCOUNT AMOUNT DISCOVERER

CHILD CARE DIRECT 2200 U130 11320 $ 286.41

CHILD CARE DIRECT 2200 U130 65793 $ 772,408.43

CHILD CARE DIRECT 2200 U130 65794 $ 153.63

CHILD CARE DIRECT 2200 U775 53944 $ (153.63)

CHILD WELFARE RELATED CHILD CARE 1205 I700 65793 $ 1,628.62

CHILD WELFARE RELATED CHILD CARE 1205 X200 65793 $ 28,656.74

CHILD WELFARE RELATED CHILD CARE 1206 X200 53940 $ (28.95)

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Reports made using Discoverer cont…b) Example Report to look for providers who were paid the most

money during period by grouping the Payee ID, summing Debit and Credits, and then counting the State IDs

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PAYEE ID PAYEE NAME TOTAL PAID TOTAL KIDS AVE COST PER KID

PCC1111 DENVER DAYCARE 1 $ 51,290.52 139 $ 369.00





Reports made using Discoverer cont…

c) Example Report to look the largest client costs per month made by grouping the State ID and summing the Debit and Credit fields

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CHILD STATE ID CHILD NAME TOTAL PAID

O123456 DOE, JOHN $ 1,702.00

G123456 SMITH, JANE $ 1,282.00

O654321 DOE, JANE $ 1,122.00

G654321 SMITH, JOHN $ 1,071.00

Payrollx Information1. We are going to review some of the fields in the

Payrollx reports (shows all authorized data)a) Case Number – this field is either eight (8) or nine (9)

digit numeric value that can be used to select only your county’s data

i. If you County Code is 1 through 9, then you will look for your County Code and then a Case Number that is eight (8) digits long

Example: County Code = 1, then all Case Numbers that start with “1” and are eight (8) digits long

ii. If you County Code is 10 or above, then you will look for your County Code and then a Case Number that is eight (9) digits long

Example: County Code = 11, then all Case Numbers that start with “10” and are nine (9) digits long 22

Payrollx Information cont…b) Care Date – this field is the actual date of care for

the child

c) Funding Sourcei. Child Welfare Child Care – Non-TANF

ii. Child Welfare Child Care – TANF

iii. Low Income

iv. Post-TANF

v. TANF

d) Service Period – this is the week of carei. Each care week runs from Monday – Sunday

ii. Payments are made 11 days after this on Thursday

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Payrollx Information cont…e) Care Level – goes in six month increments until

school agei. 0-6, 6-12, 12-18, 18-24, 24-30, 30-36 Months

ii. 36 – School Age The State of Colorado uses over five (5) years old as the

school age

iii. Over School Age

f) Care Units – There are four (4) different fields and each field has a different meaning

i. PT Care Unit – 1 to 5 hours of care

ii. FT Care Unit – 5 to 12 hours of care

iii. FTPT Care Unit – 12 to 17 hours of care

iv. FTFT Care Unit – 17 to 24 hours of care

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Payrollx Information cont…f) Care Units – authorized care versus authorized

paymentsi. There are instances where you will see a line of data but

there will be no paid amount and no parent fee

ii. The Payrollx report shows all authorized data, whether they have been used or not

iii. You will look for a number “1” in a Care Unit field This will indicate that CHATS is showing this as a

authorized payment An authorized payment line should have either a paid

amount or a parent fee associated with it

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Payrollx Information cont…g) Care Amounts – there are four fields associated with

the Care Units and these will show the authorized payment amounts

h) Claim Indicator – This will be a “N” or “Y”vi. N – means this is a manual claim

vii. Y – means non-manual claim (this can be a swipe, absence payment, holiday payment, and even just an authorized date, etc…)

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Payrollx Information cont…i) State ID – unique number associated with a specific

childi. Using this number will allow you to compare the Payrollx

report to the Discoverer reports

ii. I usually try and use some other indicators like: Care Date (Payrollx) = Begin Pay For Date (Discoverer) Dollar Amount (Payrollx) = Debit – Credit (Discoverer)

j) Dollar Amount – This is the dollar amount paid to the provider through the CHATS system

i. This has been called the County paid or State paid amount

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Payrollx Information cont…k) Invoice Date – this is the date of payment, not the

Care Datei. The payment date is always on a Thursday

ii. The payment date is how Payrollx report is run The January 2015 Payrollx report is pulling the data for

pay dates; 1/1/2015, 1/8/2015, 1/15/2015, 1/22/2015, and 1/29/2015 (five weeks of payments)

The Care Dates associated to this report go from 12/15/2014 to 1/18/2015

l) Number of Adult Caretakers + Number of Addtnl Members – the sum of these two will tell you the family size of the home

i. This is necessary when determining the FPG and SMI

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Payrollx Information cont…m) Income Amount – Monthly income of family

i. This is necessary when determining the FPG and SMI data

n) Addntnl Care Needs – this can help when determining whether care is necessary for kids who are 13+

o) Parent Fee – this is the amount that is deducted for the parent fee

i. The provider is supposed to collect the parent fee at the beginning of each month

ii. The CHATS automatically deducts this from the payments as if it is always collected

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Reports made using Payrollx1. Here are some of the reports you can create using the Payrollx

informationa) Example Report to count total kids assisted in the month

created by grouping State ID data and summing the Dollar Amount and Parent Fee fields

UNDUPLICATED CHILD COUNT TOTAL PARENT FEE TOTAL COUNTY PAID

3,000 $ 150,000.00 $ 850,000.00

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Reports made using Payrollxb) Example Report to count total provides paid in the month

created by grouping Provider ID data and summing the Dollar Amount and Parent Fee fields

UNDUPLICATED PROVIDER COUNT TOTAL PARENT FEE TOTAL COUNTY PAID

280 $ 175,000.00 $ 850,000.00

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Reports made using Payrollxc) Example Report to find total payments by each funding source

by grouping Funding Source field, grouping and counting State ID, and then summing Parent Fee and Dollar Amount fields

FUNDING SOURCENUMBER OF CHILDREN PER

PROGRAM TOTAL PARENT FEE TOTAL COUNTY PAID

Low Income

2,000 $ 167,000.00 $ 625,000.00

Post-TANF

75 $ 1,000.00 $ 25,000.00

TANF

925 $ 7,000.00 $ 200,000.00

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Reports made using Payrollxd) Example Report showing number of kids per age, using the

Date of Birth and Care Date fields, then summing the amounts (this is just one of the more complicated reports you can create)

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Reports made using Payrollxe) Example Report showing number of kids per FPG, using the

information from FPG Dear Directors letter, the Income Amount field, the Care Date field and then summing the amounts (this is just one of the more complicated reports you can create)

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1. With the reports supplied through the State of Colorado, you can create many useful reports

2. Discoverer (CHATS, CHATSB, and CHATR)3. Payrollx4. On the CD there a database that has many of the

reports I have shown you, with instructions on how to use this.

Summary

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QUESTIONS?

THANK YOU

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presented by maurice stenberg using payrollx and discoverer reports

Documents

federal poverty measure

poverty guidelines

poverty thresholds

federal poverty guideline

federal poverty level

federal register

state of colorado state

assistanceprogramcu2m