Voucher Reassessment Management Project Fiscal Committee October 3, 2011

2 Background 2 In response to the FY10 9C cuts, the Department worked with both CCR&Rs and Contract Providers to streamline the voucher management process which included the implementation of the Pilot. Pilot enables assessments and billing to be conducted by Providers without assistance from the CCRRs. Just under 100 Contract Providers agreed to participate in the Pilot. ARRA funds were initially dedicated in support of this pilot at a total value of $2.1M. ($1M to CCRRs and $1.1M to Contract Providers.) In continued support of this activity, bond funds were used to hire an IT Programmer to move the project to completion.

Voucher Reassessment Management Application Original Purpose Streamline voucher reassessment process for parents Eliminate bottlenecks on existing voucher reassessment process Provide option to view data across all regions Improve data synchronization 3

Voucher Management Scope There are two distinct areas to the voucher management application. Voucher Reassessment Online Enhancement: EEC is enhancing the voucher management process for IE contract providers who have a voucher agreement with a CCR&R to be able to perform voucher reassessment online. This enhancement will be available for all IE voucher recipients enrolled in their respective programs provided that the family is not utilizing multiple programs to meet their child care needs. This was previously completed through a paper file transfer of information. Online Attendance and Billing: All IE contract providers will be required to perform online attendance and submit online payment requests to the CCR&Rs on a monthly basis for each voucher child enrolled in their respective programs. These online features to the voucher management system will be for all vouchers immediately after the CCR&R determines a family’s initial eligibility, regardless of voucher type (IE, DTA, and DCF) or whether the family’s child care needs are met by single provider or multiple providers. This significant change to the voucher management process will improve the accuracy and efficiency of the child care financial assistance tracking and billing process. 4

Voucher Reassessment Old Process For single or multiple families Contract Provider contacts family on VR list Parent sign and date letter Contract Provider inputs date and letter signed in eCCIMS CCRR either approves or rejects VR Voucher approved CCRR prints Voucher fax to Contract Provider Contract Provider calls Patent to come in and sign voucher Process completes 5

Billing Old Process Month end CCRR prints and sends hard copy of attendance to Contract Provider Contract Provider receives and completes attendance sheet Contract Provider returns attendance sheet to CCRR CCRR receives attendance and bills EEC EEC reviews and pays CCRR CCRR then pays Contract Provider 6

Voucher Management Application Elimination of Existing Bottlenecks 7

Comparison Present and Future Voucher Reassessment Workflow 8

Voucher Management Application Improve Process Workflow 9 Eliminates the need for multiple visits to provider. Synchronized data will reduce interaction between contracted providers and Child Care Resource and Referral agencies. Immediate printing of voucher will eliminate long wait times between reassessment and awarding of voucher.

High-Level System Overview Voucher Management Application The new VR Application will bring together components from CCIMS and eCCIMS. The purpose of this is so that the new application will be able to have same day synchronized data for contract providers and Child Care Resource and Referral. 10

Benefits for Contract Providers and CCR&Rs Benefits for Contract Providers Benefits for CCR&Rs Online attendanceTime savings in billing processing Same day updates to data will be available every 30 minutes. Ability to view data across all regions Online billing for vouchersElimination of data entry between eCCIMS and CCIMS. Ability to view data across regions 11

Risks and Strategies RISK STRATEGY FOR DEALING WITH RISK Keep Voucher Management application synchronized with CCIMS. a)Keep track of changes in CCIMS b) Apply regression testing to voucher management application every time there is a change on CCIMS attendance, placement, and billing User acceptance of change. CCIMS and eCCIMS will have new user interface screens. a)Present demos prior to application release b)Training via webinars to facilitate the adaptation process c)Keep the same look and feel on both applications Rule engine will need to be updated as soon as new policy is set. a)Maintain up-to-date communication between legal unit and IT unit on any new policy impacting subsidized care. 12

Voucher Reassessment Status On or around 11/1/11: IE contract providers currently participating in the voucher reassessment pilot will begin online voucher reassessment. Effective January 1, 2012, all remaining IE contract providers who have a voucher agreement with a CCR&R will be required to perform voucher reassessment online for all IE voucher recipients enrolled in their respective programs, provided that the family is not utilizing multiple programs to meet their child care needs. 13

Online Billing and Attendance Status On or around November 1, 2011, all IE contracted providers will be required to perform online attendance and submit online payment requests to the CCR&Rs on a monthly basis for each voucher child enrolled in their respective programs. These online enhancements to the voucher management system will be imposed for all vouchers immediately after the CCR&R determines a family’s initial eligibility, regardless of voucher type (IE, DTA, and DCF) or whether the family’s child care needs are met by single provider or multiple providers. 14

Pilot Scope and Participation Current Pilot Participation 96 Contract Providers participating in the pilot project These 96 contract providers serve 10,122 children and vouchers Future Participation (January 2012) Add remaining 125 Contract Providers that serve vouchers These 125 contract providers serve 5382 children and vouchers 15

Rollout Schedule MilestoneDate Webinars for CP and CCR&RsWeek of Oct. 10, 2011 Additional Webinars for CP and CCR&Rs Testing of application with CP and CCR&Rs Week of Oct 17, 2011 Testing feedback is incorporated Week of Oct 24, 2011 Live with New Voucher Management Application for Reassessments. 11/01/11 16