1. Florida Agency for Workforce Innovation Office of Early Learning Early Learning Information System (ELIS) Future State Discussion August - October, 2007

2. 2 Future State Workshop Agenda  Future State Visioning Exercise  Potential Future State Technology Concepts  Wrap-up

3. 3 Future State Visioning “Imagine - It’s 2010 and ELIS has now been fully implemented in your Coalition…”  What are you doing differently day-to-day? – What impact has ELIS had on your staff? – How has ELIS changed the way you view your business? – What has ELIS enabled you to do that you could not do before?  What differences do your providers experience?  What differences do your parents / guardians experience?  What differences do the children experience?

4. Potential Future State Technology Concepts

5. 5 Disclaimer The To-Be concepts discussed today are preliminary and do not represent a commitment for implementation. Many factors and tradeoffs will come to bear in the final design including schedule, cost, prioritization of capabilities and the availability of commercially available software.

6. 6 Goals & Constraints  Our goal today is to test concepts and to confirm that we are moving in the right direction  Our goal is to not become overly prescriptive and get into system design  The ultimate future state model will include trade- offs that balance the needs of all stakeholders

7. 7 ELIS – General Concepts Assumed characteristics (refer to ELIS fact sheet): Web-based Centralized database / application Robust reporting Ability to measure and report on outcomes

8. 8 ELIS – General Concepts (cont.)  100% automation is not the goal (as this is not practically achievable) - Not everything is worthy of automation  Access and permissions to applications and information will be driven by pre-defined roles  Paper processes may have to be available as an alternative to automation for certain users and for disaster recovery purposes – maybe for an extended period of time  Automated data entry / forms should allow for viewing, updating, editing and printing prior to submission to the ELC or OEL  ELIS is intended to be a holistic system that will allow you to manage your business (e.g. multiple service providers / contracts, partners, outcomes, etc.)

9. 9 Targets for Automation  Manual data entry  Duplicate data entry  Sources of data ‘variance’  External work-arounds (e.g. Excel spreadsheets or other applications to fill gaps – ‘shadow systems’)  Manual handoffs (internal and external)  Manual reconciliation  Access to real time data (internal and external partners)  Fax (assuming the use of electronic signature)

10. 10 Potential Technologies  Web-based applications  Electronic signature  Automated workflow  Imaging  User friendly, but robust, reporting tools  Document management  Customer service automation: – Electronic communication options – E-mail – Chat – Assisted browsing – ‘Call me’ – Kiosk

11. 11 ELC Process Changes – Global Concepts TodayPotential Future Disjointed applicationsSingle, integrated application Multiple databasesSingle Database Gaps filled through workaroundsCommon gaps covered in ELIS Paper centric, Copy & fileElectronic, Scan and attach Limited business logic Embedded business rules, logic and edits (ELC and OEL controlled) No workflowWorkflow enabled Limited communications options Communications driven by preference and automated triggers Manual data entry Electronic forms & automation of paper input (e.g. scantron…) Limited ability for local customization (e.g. system generated letters, business rules, etc.) Ability to customize within limits No automated integration with external partners Selected integration with external partners Limited external automationUse of Web, IVR and kiosk

12. 12 Customer & Provider Interfaces TodayPotential Future Walk-in (no automation) Walk-in – optional use of kiosk Paper centric Electronic (with paper alternative) Limited on-line capabilitiesRich web portal Paper-based communications Expanded electronic communications (web, e- mail, IVR) driven by customer preference Fax & paper originalsElectronic signature

13. 13 Feedback from Providers  Wide range of internal processes and systems  Generally open to automation  Most want paper as a back-up  Most have access to PC, e-mail and Internet  Motivated to get paid faster  Parental / guardian sign-in and sign-out is a ‘universal struggle’  Training will be required for any new process / system

14. 14 Concept – Web Interfaces ELIS Selected Automated Interfaces to External Applications Customer Portal VPK / CCP Portal ELC Portal ELC WorkspaceOEL Workspace

15. 15 Concept - Customer ‘Portal’ Processes potentially automated:  Resource & Referral  Enrollment & Eligibility – application for service  Complaints processing Communication opportunities (notification, reminders & responses):  Wait list placement  Re-determination  Attendance management  Provider and Guardianship Transfers  Dis-enrollment  Calendar  Links to other web sites

16. 16 Concept – VPK / Childcare Provider ‘Portal’ Processes potentially automated:  Provider management  Attendance management  Provider information management  Payment adjustments  Transfers Communication opportunities (notification, reminders & responses):  Enrollment  Re-certification  Childcare Provider payments  Provider and Guardianship Transfers  Quality monitoring  Attendance auditing  Complaints processing  Dis-enrollment  Training calendar  Access to all forms  Links to other web sites

17. 17 Concept - ‘Portal’ Process Enablers  User Login  Status / progress indication  Upload electronic documentation  Built-in business logic / rules (e.g. initial eligibility determination or required fields)  Workflow to Coalition staff  Automated communication options (“how would you like for us to communicate with you?” – e-mail, paper mail, fax, etc.)  Print forms / applications  Electronic signature (e.g. PIN)

18. 18 Concept – General Coalition ‘Portal’  Communications / messaging (targeted, multicast, broadcast)  Calendar (global, by Coalition)  Documentation (policy, guidelines, statutes, etc.)  Training materials / CBT

19. 19 Concept – ELC ‘Workspace’  Automation of ELC processes  Reports (Standard, custom)  Workflow enabled  Imaging enabled  Real time information  System administration  Users  Passwords  Workflow configuration  Local business rules  Local required fields  Local customization

20. 20 Concept – OEL ‘Workspace’  Access to ELC database / records  Automation of OEL processes  Reports (Standard, custom)  Workflow enabled  Entry of system codes, fees, global business rules, global edits, etc.  Real time information  System administration  Users  Passwords  Workflow configuration

21. 21 ‘Could-Be’ Level 1 Process Model

22. Problems & Needs Wrap-up “Looking back over your problems and needs, have we addressed the areas you’ve identified?”

23. Thank-you! The ELIS Project Team