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

2. 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

3. 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

4. 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.

5. 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.

6. 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).

7. 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

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

9. 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

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

11. 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

12. How will I use the Professional Development functions?

13. How will I use the Professional Development functions?

14. 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

15. How will I use the Purchase of Services functions?

16. 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

17. Questions and Answers?