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Welcome. Child Care Time and Attendance System. David A. Paterson Gladys Carrión, Esq. Governor Commissioner. Introductions Project Team. New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project.

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welcome

Welcome

Child Care Time and Attendance System

David A. Paterson Gladys Carrión, Esq.

Governor Commissioner

introductions project team
IntroductionsProject Team

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

Renee Rider DCCS Assistant Commissioner

George Warner IT Applications

George Ciezkowski DCCS Subsidy Program Director

Abe Mufti IT Project Manager

Sara Blake IT Project Manager

Eileen Mahoney DCCS Program Specialist

Norbert Haupt President, Controltec

Rob Hops Project Manager, Controltec

Kevin Smith Deployment Manager, Controltec

Timothy J. Buddenhagen Training Program Coordinator, PDP

1

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

agenda
Agenda

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Business Process Needs
  • Project Background
  • Goals
  • System Features
  • Project Timeline
  • Demonstrate Key System Functions
  • Overview of Implementation Requirements
  • Project Information Website
  • Questions and Answers

2

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

business process needs
Business Process Needs

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Child care subsidy program FFY 2009

88,000 children and 27,000 providers

benefited from subsidy payments

  • Labor intensive manual operations

Calculations

Income eligibility

Family fee

Notices to families and providers

3

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

business process needs5
Business Process Needs

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Labor intensive manual operations (cont)
  • Payment process

Tracking the number of absences

Child care provided matches authorized hours

Calculating payment amount

  • Potential for fraud

4

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

business needs
Business Needs

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

5

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

project background
Project Background

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Lack of State automated support for time and attendance and payment calculation
  • Enhanced implementation allocations 2003 allow districts to purchase software or fund local projects
  • Availability of ARRA funding
  • Deploy system outside of New York City

6

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

goals
Goals

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Improve the timeliness and accuracy of payments
  • Increase fiscal accountability including fraud prevention
  • Decrease the administrative burden on local districts
  • Improve the recruitment and retention of child care providers

7

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

system features
System Features

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Built in interfaces with WMS/SOS, CCFS and BICS
  • Case management tools
  • Eligibility and fee calculations
  • Generate client and provider notices
  • Schedule of care
  • Statewide web-based technology
  • Broadcast messaging

8

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

system features10
System Features

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Automated attendance module

Parent check in/out time clock

Web submittal of attendance

Allowance for paper timesheet submittal

  • Payment calculations

Provider rates and market rates

Absence tracking

Validate payments

Export payment to BICS

9

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

system features11
System Features

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Data integrity

Permissions and user roles

Data tracking and audit roles

  • Reports package

Payment and audit

Case management

Statistical

Exception

  • Program queries and searches

10

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

project timeline
Project Timeline

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

June 2009 RFI Issued

January 2010 RFP Issued

March 2010 Proposals Due

May 2010 Contract Awarded to Controltec

May 2010 - November 2010 Development and Testing

December 2010 – January 2011 Pilot Phase -2 Districts

February 1, 2011– March 25, 2011 Deployment Rollout - Phase A

February 15, 2011– April 25, 2011 Deployment Rollout - Phase B

April 1, 2011 – June 23, 2011 Deployment Rollout - Phase C

July 31, 2011Statewide Deployment Must Be Completed

11

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

benefits districts
Benefits: Districts

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Improved fiscal management tools

Financial planning

Financial and program analysis

Overall data for operational decisions

  • Consistent business practices

Better accountability tools for districts

Faster and more accurate payments to providers

Reduction in improper payments

12

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

benefits districts cont
Benefits: Districts (cont)

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Program administration streamlined

District staff and resources more efficiently deployed

Case, client, provider and payment data availability

Reporting and notification capabilities automated

13

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

benefits providers
Benefits: Providers

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Timely and consistent payments
  • Family/child authorizations available
  • Child care attendance rosters available

14

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

benefits providers cont
Benefits: Providers (cont)

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Streamlined time and attendance process

Electronic sign-in/sign-out for provider with onsite

parent accessible computer

Electronic submission by provider without parent

accessible computer

Allow paper submission for providers without

computers

15

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

slide17

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

16

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

slide18

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

17

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

demonstration norbert haupt president controltec inc
DemonstrationNorbert HauptPresident-Controltec Inc.

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

18

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

pre deployment activities
Pre-Deployment Activities

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Pre-deployment tasks identified in August 2010
  • Transition planning sessions 6 months prior to deployment
  • Selection of initial group of participating providers
  • Request provider rates
  • Data imports - WMS, KinderTrack, McGuiness and CC4K
  • Data conversion - Existing manual systems
  • Data validation

19

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

training
Training

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Just-in-time training prior to deployment for

district staff

  • Role-based, hands-on training
  • Onsite for larger districts,Regionally combined for smaller districts
  • Online training for providers and parents

20

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

deployment
Deployment

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Pilot counties

Albany

Onondaga

21

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

deployment23
Deployment

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Phase A Counties

Niagara Monroe

Chautauqua Chenango

Madison Herkimer

Oneida Jefferson

St Lawrence Oswego

Lewis Chemung

Tioga Broome

22

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

deployment24
Deployment

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Phase B Counties

Erie Nassau Yates

Essex Clinton Wayne

Franklin Hamilton Seneca

Washington Warren Ontario

Rensselear Columbia Sullivan

Green UlsterDutchess

Schoharie Otsego Delaware

23

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

deployment25
Deployment

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Phase C Counties

Westchester Suffolk Cayuga

Cortland Tompkins Allegany

Cattaraugus Saratoga Orleans

Genesee Wyoming Livingston

Schenectady Fulton Schuyler

Montgomery Steuben Orange

Putnam Rockland

24

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

district post deployment support
District Post-Deployment Support

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

  • Onsite transition support
  • Dedicated New York support center in Syracuse

Phone and email support

Live support via web available

  • Regularly scheduled Webinars

Refresher training

New features

  • Manuals and Tutorials available online

25

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

getting word out to providers and parents
Getting Word Out to Providers and Parents

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

Local District Action

  • Provider and Parent outreach is critical

Fact sheet explaining benefits

Payment inserts

Website - http://info.ccta-newyork.com/

26

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

project website
Project Website

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

Email Questions To:

ocfs.sm.childcare.ccta@ocfs.state.ny.us

27

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

questions and answers
Questions and Answers

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

28

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner

thank you
Thank You

New York State Office of Children and Family Services (OCFS)

Child Care Time and Attendance Project

29

July 15, 2010

David A. Paterson

Governor

Gladys Carrión, Esq.

Commissioner