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EXECUTIVE DIRECTORS ONLY SESSION

EXECUTIVE DIRECTORS ONLY SESSION. Clarity – Consistency and Quality. Session Goals. Provide insight on process elements Provide clarity about CYS business process systems Promote new ways to approach management of existing programs Share basic system tips and tools.

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EXECUTIVE DIRECTORS ONLY SESSION

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  1. EXECUTIVE DIRECTORS ONLY SESSION Clarity – Consistency and Quality

  2. Session Goals • Provide insight on process elements • Provide clarity about CYS business process systems • Promote new ways to approach management of existing programs • Share basic system tips and tools

  3. Bad habits are like a comfortable bed, easy to get into, but hard to get out of. - proverb

  4. Assessing where you are.. • Do you know what you are funded for? • What is your major funded program from CYS? • How did you do this past fiscal year with this program? • Did you expend all of your funds?

  5. Who is looking at quality

  6. Good Information is critical

  7. Systems vs. Processes Early Childhood

  8. COPA 773-368-5286 773-368-5286

  9. COPA …..TIPS • Child Outcome Planning and Administration • Web Based…. does not require any special software • “Its on COPA” means that the information is posted on the COPA homepage. You do not have to log into the system to see information that’s posted on the Homepage.

  10. COPA - Homepage • Weekly IPACS updates • Registrations • Fiscal forms • Calendars • Links to regulations • Past presentations

  11. COPA Administration • Every Early childhood has a COPA administrator • Reset password • Create users • Setup new classrooms • Cannot create sites or update activity numbers

  12. Create new admin users for agencies Create new sites or agencies Update activity numbers Provide help desk support Provide new user training every 3rd Friday CYS COPA roles

  13. Inside COPA • Reports # 206 –enrollment – over income disabilities • Report # 201 Average Daily Attendance • Report # 233 vacancies • Report #971 and 970 • Create a smart report • 3455 is generated out of COPA

  14. CCMIS (Web Based) • Child Care Information Management System • Used for child care billing • CYS sets up passwords • Billing published by 5th business day of month

  15. CCMIS Supplemental • When a child does not appear on the regular months billing a supplemental billing is created if the child is eligible for the program. • At this time agencies can check the supplemental system from July 06 Feb 07 • Recommend that supplemental system is checked daily

  16. IMEDEGE (Web Based)

  17. IMEDGE (Scanning) • Scanners installed at agencies 1 per 100 children per site • Virtual file cabinet • Contains a workflow – different queues • New • Directors Review • Clerk Review • Approved – Rejected - Denied

  18. IPACS • Illinois Public Aid Communication System • IDHS Mandated method of validating for childcare eligibility. • Your staff does not perform IPACS screen review* • CYS started using IPACS on all IDHS childcare application in July 2006.

  19. IPACS impacts • Longer eligibility awareness periods • Slower payments to agencies • Temporary eligibility into CCMIS to allow for cash flow until eligibility is validated. • Higher level of scrutiny for agency eligibility determination.

  20. Involvement Impressions

  21. Management Reports • Do receive a monthly budget to actual by program from your fiscal manager? • Do your receive a monthly budget to actual by program from your program manager? • Do programs and fiscal present the variances to you jointly?

  22. Make sure that programs and fiscal talk even when you are not around. Set up metrics that make sense for each program. i.e. high absenteeism is a driver for childcare. Set up contingency plans for turnover. Cross train key functions whenever possible. Create internal process guides that speak to how you approach funder business processes Suggested Basics

  23. Stress Accountability

  24. Reminders • Become a read only user to COPA • Go to trainings when possible • Require reports from systems not just anecdotal information • Read the COPA homepage for updates • Have a training plan for new staff and a contingency plan for key staff departures • Cross Train

  25. Reminder Pt. 2 • Ask for reports out of systems • Assess where you are on a monthly basis using monthly reports • Create a system for quality assurance checks. • Give CYS feedback about its clarity, quality, and consistency

  26. Thank You

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