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

2. GoToMeeting Protocols
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Questions/comments during the meeting
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3. 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

4. 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

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

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

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

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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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.

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

20. 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

21. 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

22. 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

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

24. Next meeting Sept. 15, 2017 Orlando