1. CYS Management Information Systems 2007
MIS SYSTEMS

2. Management Information Systems
Agenda
Introduction
High-Level Overview of CYS Systems
COPA
CCMIS
IMEDGE
Best Practices
Training
Help Desk
Agency Feedback
Rollover
Q&A

3. Management Information Systems
Management Information Systems (MIS): A system for managing and processing information, usually computer-based. Also, a functional group within a business that manages the development and operation of the business information systems.

4. Management Information Systems
CYS Application Software Systems
Multiple Systems to Manage Programs
Child Outcome Planning & Administration (COPA) The Department of Children and Youth Services’ primary tool for capturing client-level data for Head Start and Early Head Start Programming
Child Care Management Information System (CCMIS) Childcare eligibility and vouchering system for CYS delegate agencies
IMEDGE Electronic Document Management System

5. Management Information Systems
Statistics:
Over 65 Agencies
Over 200 Sites
Serving 16,518 Head Start Children
Serving 575 Early Head Start Children

6. Management Information Systems
Features:
Web-Based System
Captures Enrollment Data
Daily Attendance/Meal Counts
Varying Levels of Access
Maintains All Client-Level Data
Health and Developmental
Social Services

7. Management Information Systems
Functionality:
Enrollment
Attendance
Reporting
Human Resources
Monitoring

8. Future COPA Billings Module
Attendance and Tiered Reimbursement Based
Attendance for School Age
Attendance for Extended Program
Pre-Month Preview
First of Month Availability
Automated Co-Payment Calculator
Exception Reports
Electronic Signature

9. Future COPA HR & Monitoring Modules
COPA new Human Resource and Monitoring sections
utilize performance standards to collect, process, and
report data on individual Agency and Grantee.
The results are analyzed to improve program quality
and performance.

10. COPA HR Module
COPA's new HR section, provides functionality and tools to manage staff data for individual delegate agency.
Personal Portfolio Setup and Performance Evaluation
A HR staff will be able to manage staff data including staff personal information, employment history, medical, credentials and absence records, and evaluate staff performance.

11. COPA HR Module Training Setup and Approval
A HR manager will be able to setup staff trainings and approve or disapprove training requests. Once a staff is approved to attend a particular training, their status will be marked as "Approved" for that particular training. After attending the training, the staff has to fill out the training completion course.

12. COPA Monitoring Module
COPA's new Monitoring section provides functionality and tools to track site visits, conduct, follow-up and support audits for the Grantee.
Site Visit Setup and Monitoring
Auditor will be able to conduct annual fact-based program and fiscal audits on each Head Start, Early Head Start and Child Care delegate agency.
Audit manager will be able to use evidence and facts to document potential areas of compliance and noncompliance based on the program and fiscal requirements of Head Start performance Standards, the Illinois Day Care Licensing Standards and CYS’ policies and procedures.

13. COPA Monitoring Module
Monitoring Follow-Up and Technical Support
Children Services Unit will be able to prepare action plan, support, and follow up the action for delegate agency after receiving the findings from the audit reports to ensure delegate agency compliance with program and fiscal requirements.

14. Management Information Systems
Statistics:
Over 2500 billings since July
2006
Over $252 million child care
subsidized funds from IDHS
and DCFS since 2002

15. Management Information Systems
Features /
Functionalities:
Web Based
Current Billings
Previous Billings
Supplemental Billings
Batch System
Change Password
Download Forms

16. How These Systems Come Together? Step 1
Form
3455
Delegate Agency produces 3455 from COPA

17. How These Systems Come Together? Step 2
Form
3455
Delegate Agency scans 3455 to IMEDGE

18. How These Systems Come Together? Step 3
Form
3455
CYS retrieves 3455 from IMEDGE

19. How These Systems Come Together? Step 4
Form
3455
IPACS
CYS verifies 3455 to IPACS

20. How These Systems Come Together? Step 5
Form
3455
CYS enters approved 3455 to CCMIS

21. IMEDGE
The

22. Management Information Systems
The purpose of IMEDGE:
Create electronic case folder
Scan Documents into scan folders
Forward case folders to CYS via internet
Track bending case folders
View field case folders via internet

23. Management Information Systems
Features:
Scanning
Managing Workflow Tool
Increased Accountability
Real-Time Application Status

24. Management Information Systems
To get started:
Gather the documents to scan into the child’s folder
SIGNED 3455 printed from COPA
Birth Certificate
2 Paycheck stubs
HSEV

25. Management Information Systems

26. Be sure to include the Child ID and Family ID

27. Management Information Systems
IMEDGE SUMMARY 1.
Scan Documents into Case Folder 2.
Route the cases to either Director Review or Clerk Review or Special Clerk Review 3.
Check the status of the cases and follow up, if necessary when case is not finalized by Approval, i.e. Rejected or Denied

28. Future Features Delete capability for agencies Timeout extended
‘Tokenize’ is replaced with ‘To Workflow’
Folder View columns are changed to include Agency Name

29. Management Information Systems
BEST PRACTICES
Where can we practice Best Practices?
Continuing Education and Training
Online help tools
Regular System Training Communication with CYS
Submit Feedback Help Desk/Support
Clearly State your issue
Ask for a name!
Systems
Work systems are for work only
Avoid Identity Theft
Use of Removable Drives to save data
Delete Cookies regularly
Keep your anti-virus regularly updated.
Avoid Peer-To-Peer File sharing programs
Avoid using uncommon websites
Power off your pc and the end of usage.

30. Training
COPA online support documents and videos are available when you login
Imedge online support documents and video are available at cys.mycopa.com
Monsthlyu Classes are avialable for CCMIS, COPA, and IMEDGE
In addition, an Advanced class is being developed to incorporate all of the MIS systems.

31. Help Desk Unisys & Help Desk for the Delegate Agencies For technical assistance, feel free to call our New C Y S Help Desk Hotline  

32. Management Information Systems Agency Feedback
Childcare Management Information System:
Childcare Outcomes Planning & Assessment System:
IMEDGE System:
COPA
Policies / Protocol dated January 19, 2007, you may contact Jennifer Santana via at
for assistance with COPA enrollments.
Replies and Comments regarding CYS / MIS issues may be forwarded to
, Director of MIS.

33. ROLLOVER MUST BE COMPLETED BY AUGUST 30, 2007
Please be advised – your ADMIN staff must complete the rollover process in COPA for both the Children and Families data so that access to their information for the school year will not be lost!!! Current enrollment information will be reflected in the reports which will be available for the COPA School year.
The Family Assessments in COPA will be cleared out and new assessments will need to be input after the rollover is completed. The children and family data will need to be prepared for the Eligible/Accepted List or placed on the Termination list. Newly enrolling children and families expected to start on or after September 4, 2007 will need to be placed on the Pre-Enroll list. Only Families previously Wait Listed with no Children in the system should be deleted. COPA Reports and PIR information will not be accurate if currently enrolled children are deleted.

34. EMAIL US with Questions at CYSMIS@cityofchicago.org or call us at
Q & A
Thank You
US with Questions at call us at