Early Learning Advisory Council Quarterly Meeting Via Webinar July 14, 2017

GoToMeeting Protocols Mute Everyone will be automatically muted once signed into the webinar. Questions/comments during the meeting If you have any questions/comments or experience any technical difficulties during the meeting, please type them in the “questions” pane of the control panel. If you would like to speak during the meeting, use the “raise your hand” function also located in the control panel. Please be sure to state your name.

ELAC Quarterly Meeting Adrian Alfonso Acting Chair Early Learning Advisory Council Call to Order Introductions Announcements Approval of Agenda 4/28/17 & 7/14/17 Approval of Minutes 4/28/17

ELAC Quarterly Meeting Agenda Chair Convenes Adrian Alfonso Agency Updates Rodney MacKinnon Legislative Update and Rules Partner Updates Lesha Buchbinder, AELC Jeremy Lewis, DCF Modernization Project Update Melanie May Committee Reports ELAC Members Policy and Finance Best Practices Media/Community Outreach Open Discussion/Other Issues Chairs Public Comment Public Wrap Up and Adjourn Adrian Alfonso

ELAC Quarterly Meeting Agency Updates Rodney J. MacKinnon Executive Director ‒ Legislative Update and Rules

Association of Early Learning Coalitions Lesha Buchbinder Secretary Partner Update Association of Early Learning Coalitions Lesha Buchbinder Secretary

Florida Department of Children and Families Jeremy Lewis Partner Update Florida Department of Children and Families Jeremy Lewis

EFS Modernization Project Update Information Services Melanie May Deputy Director Information Services

EFS Modernization Project Update Current Focus Release 3.0 development phase Beta testing Training Coalition on-site visits and training webinars Tableau user group Transition planning Data cleanup EFS legacy data migration

EFS Modernization Components This slide gives you a birds-eye-view of the development for each component of the EFS Modernization. The three main components are the Family Portal, the Coalition Services Portal and the Provider Portal. This gives you an idea of what we are working on now and what we still have left. As of 6/7/2017

EFS Modernization Components This slide gives you a birds-eye-view of the development for each component of the EFS Modernization. The three main components are the Family Portal, the Coalition Services Portal and the Provider Portal. This gives you an idea of what we are working on now and what we still have left. As of 6/7/2017

EFS Modernization Components This slide gives you a birds-eye-view of the development for each component of the EFS Modernization. The three main components are the Family Portal, the Coalition Services Portal and the Provider Portal. This gives you an idea of what we are working on now and what we still have left. As of 6/7/2017

EFS Modernization Components This slide gives you a birds-eye-view of the development for each component of the EFS Modernization. The three main components are the Family Portal, the Coalition Services Portal and the Provider Portal. This gives you an idea of what we are working on now and what we still have left. As of 6/7/2017

Release 3.0 Deployment Planning EFS Modernization Project Release 3.0 Deployment Planning Deliverable Target Date Release 3.0 Beta Testing May 2017 through end of release 3.0 development End of Release 3.0 Development/Release 3.0 User Acceptance Testing Two months prior to release 3.0 deployment Release 3.0 Training Ongoing, no later than two months prior to release 3.0 deployment Release 3.0 Deployment Fall 2017 Since the last ED and ELAC meetings, our development focus has been on Family Portal enhancements which will be part of Release 1.2, Eligibility and Provider Portal. Two of the larger features that will be included in Release 1.2 are the School Readiness Revalidation process and the ability to upload multiple VPK documents. Eligibility functionality at a high-level will include funding notifications, the parent interview process and eligibility determination. Since eligibility goes hand in hand with enrollment, we will not release eligibility until enrollment is ready to be released. In parallel, we are working on provider portal development including provider registration, the provider update form (provider profile), document management library and provider contract submission and approval process. We were able to give the provider portal workgroup a peek of functionality last week. For the past month, we have been facilitating a Reporting workgroup and a Transition planning workgroup with coalition representatives. The objective of the Reporting workgroup, led by Brian Savon, has been to establish a list of needed reports for the rollout of the integrated system, as well as data elements needed in the meantime to pull reports on. We are also in the process of evaluating reporting tools. The Transition Planning workgroup, led by Rob Kreps, was established to talk through the important issues of data migration and timing our releases as to not interfere with peak periods for coalitions. One of the key things we’ve been talking about in the Transition planning workgroup, and Provider Portal workgroup, is that our deployment approach for the provider portal will be in two phases. We will deploy the contract processing piece in the Spring, and then deploy the classroom management and attendance processing pieces when we roll out the integrated system so it aligns with enrollment and reimbursement. Transition to the statewide provider portal will not be mandatory until the system is fully integrated. We are currently doing an exercise to map data elements of EFS and statewide provider portal and will share with the workgroups once complete to determine what data makes sense to migrate. An additional topic we’ve discussed is for the coalitions managing their waiting lists in EFS…we would like all EFS waiting lists to transition to the Family Portal by the end of June, as revalidations occur, so that the waiting list is all in one location by the time we are ready to move away from EFS.

ELAC Quarterly Meeting Committee Reports Policy and Finance Best Practices Media/Community Outreach

Policy and Finance Committee met via webinar June 8 Four members, two advisory members in attendance Discussion items Statewide fraud prevention initiatives Fraud investigations and outcomes Availability of statewide fraud statistics Legislative funding Recommendations Review statewide fraud statistics to determine prevalence of and potential strategies for deterrence and sanctions/punishment Invite Department of Financial Services (DFS) to present at next face-to-face meeting to present on DFS investigation processes

Best Practices Committee met via webinar June 15 Two members in attendance Alan Bergman to serve as interim chair in Jennifer Chapman’s absence More committee participation needed going forward Discussion items Committee membership participation requirements Military families transitioning from active duty service Waiting list numbers and how coalition budgets can be managed to reduce those numbers

Media/Community Outreach Committee met via webinar June 27 Presentations to committee Paul Sharff, Executive Director – ELC of Manatee County Manatee ELC’s NextGen Magazine Matt Guse, Executive Director – ELC of Big Bend Big Bend’s partnership w/local media firmto help analyze and measure effectiveness of outreach strategies Cynthia Sucher, Communications Director – OEL ` Statewide social media campaign for 1st Day of VPK Recommendations Invite Paul Sharff and Matt Guse to present to entire ELAC membership at next face-to-face meeting to share media and outreach opportunities available for coalitions

ELAC Quarterly Meeting Open Discussion/Other Issues - Chairs Public Comment - Public Wrap Up and Adjourn - Adrian Alfonso

Next meeting Sept. 15, 2017 Orlando