Unified System Requirements Discussion Online Webinar August 5, 2009 3:00 PM to 4:00 PM

Webinar Agenda Provide an overview of the project Introduce the planned functionality for the four Unified System business components Child/Family Access and Assistance Licensing, Monitoring, and Support Professional Development Purchase of Services Outline the timeframes for the project Answer questions

What is the Unified System (US)? Is a new web-based application for families, programs, intermediaries, family child care systems, grantees, educators, other agencies, and EEC Staff Provides one-stop shopping for licensure, financial assistance, grants, professional development and other interactions with EEC Automates many currently manual and paper- based processes Supports the existing and soon-to-be- promulgated EEC regulations and policies Replaces ten existing computer systems, including CCIMS and eCCIMS

What is the vision for the Unified System? The vision of the Unified System was born out of the same imperatives as the founding of the Department of Early Education and Care (EEC) – to create a single, unified, more efficient system of early education and care. Provide an improved process for all children and families to access and receive services Expand tools available to support program quality and improve program interactions with EEC Enhance the Commonwealth’s ability to track all children and families including child outcomes Introduce new web-based resources for the development of child care professionals Improve billing, payment, and compliance processes Support ongoing research, policy decision making, and budgetary planning Foster collaboration with agencies that provide services to Commonwealth children and families EEC’s Mission The Massachusetts Department of Early Education and Care (EEC) provides the foundation that supports 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.

Who will use the Unified System? There will be thousands of different users of the Unified System throughout the Commonwealth. For the requirements, we have identified six categories of users. There will be many more roles when the system is built.

What is included in the Unified System? There are four primary business components envisioned for the Unified System. These four areas generally cover the activities of children/families, programs, educators, and contracts (including grants).

Child/Family Access and Assistance (CFA) Overview Business processes Apply for Financial Assistance Refer for Subsidized Child Care Manage Waiting List for Subsidized Child Care Manage Program Availability Information Enroll Child Manage Attendance Submit Payment Request Manage Family Payment Information Manage Enrollment Changes Manage Financial Assistance Complaints/Reviews Manage Child/Family Information Administer Child/Family Access and Assistance Analyze/Report on Child/Family Access/Assistance

How will I use the Child/Family Access and Assistance functions?

Licensing, Monitoring, and Support (LMS) Overview Business processes Apply for Licensure Renew Licenses Process Payments Manage Visits and Meetings Manage Programs Manage Umbrella Organizations Manage Background Record Checks (BRC) Manage Program Staff Manage Complaints/Incidents Resolve Non-Compliances Track Unlicensed Care Manage Legal Actions Administer Programs Analyze/Report on Licensing, Monitoring, and Support

How will I use the Licensing, Monitoring, and Support functions?

Professional Development (PRF) Overview Business processes Register Educator Manage Educator Registry Profile Person Info Work Experience Info Skill and Competency Info Scholarships and Incentives Educational Background Info Ongoing Development EEC Professional Certification Other Education Credentials Other Resource Qualifications Renew Educator Registration Administer Educator Registry Manage Employment Opportunities Manage Scholarship Opportunities Manage Development Opportunities Manage Career Path Information Manage Professional Development Administrative Reviews Administer Professional Development Analyze/Report on Professional Development Related Info

How will I use the Professional Development functions?

How will I use the Professional Development functions?

Purchase of Services (POS) Overview Business processes Maintain Payment Accounts Manage Requests for Response Manage Vendors Manage Contract Groups Manage Contracts Amend Contracts Pay Vendors Monitor Compliance and Assess Risk Exchange Information with MMARS Analyze/Report on Purchase of Services

How will I use the Purchase of Services functions?

What is the timeframe for the US? The project is expected to be funded through FY12. The first major release of the new applications is planned for next summer. Month Major Activities August Revised requirements based on feedback Issue Requests for Quotation to select an implementation vendor September Support RFQ process; conduct vendor conference Receive vendor responses October Evaluate vendor responses Select vendor November Finalize contract with vendor Begin system development activities

Questions and Answers?