Unified System Proj ect
Appendix B - Scenarios for Demonstration
Appendix B: Scenarios for Demonstration
Table of Contents
Unified System Vendor Demonstration Scenarios ........................................... 6
Purpose of Vendor Demonstration Scenarios .....................................................................................6
Scope of Vendor Demonstration Scenarios ........................................................................................6
Evaluation of Vendor Demonstration Scenarios ..................................................................................7
Scenario 1. Apply for Financial Assistance ..................................................... 8
1.1.
Submit Application for Financial Assistance ............................................................................8
1.2.
Determine Eligibility for Financial Assistance ..........................................................................8
1.3.
Determine Co-Pay for Financial Assistance .............................................................................9
1.4.
Determine Priority for Financial Assistance .............................................................................9
1.5.
Manage Waiting List for Financial Assistance ..........................................................................9
Scenario 2. Refer for Subsidized Care .......................................................... 10
2.1.
Authorize/Reauthorize Child for Subsidized Care – Electronic Exchange ................................. 10
2.2.
Authorize/Reauthorize Child for Subsidized Care – User Entry ............................................... 10
Scenario 3. Manage Child, Family, and Outcome Information ..................... 11
3.1.
Maintain Commonwealth Children and Families .................................................................... 11
3.2.
Manage Duplicative Records – Children and Family Members ................................................ 11
3.3.
Protect the Security and Confidentiality of Personal Information – Children and Family Members
12
3.4.
Display Child/Family Profile ................................................................................................. 12
3.5.
Track Correspondences – With Families ............................................................................... 12
3.6.
Maintain Audit Trail – Child/Family Information .................................................................... 12
3.7.
Track Child/Family Outcomes – Person Specific .................................................................... 12
3.8.
Exchange Information with Other Agencies/Systems – Child/Family Outcomes ....................... 13
Scenario 4. Enroll Child ................................................................................. 14
4.1.
Determine Funding Required For Enrollment of Children on Waiting List ................................ 14
4.2.
Enroll Eligible Child from Waiting List into Subsidized Care .................................................... 14
4.3.
Override Rules to Enroll Child From Waiting List into Subsidized Care .................................... 15
4.4.
Enroll Child into Non Child Care Service (e.g., Transportation or Assessment Services) ........... 15
4.5.
Enroll Eligible Child Directly into Subsidized Care .................................................................. 15
4.6.
Enroll Commonwealth Child Into Non-Subsidized Care .......................................................... 15
4.7.
Display Child Enrollment History .......................................................................................... 16
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
4.8.
Authorize Parent for Service ................................................................................................ 16
4.9.
Analyze/Report on Enrollment Information ........................................................................... 16
Scenario 5. Manage Enrollment Changes ..................................................... 17
5.1.
Reassess Eligibility for Income Eligible Child Care ................................................................. 17
5.2.
Terminate/Reduce Subsidy ................................................................................................. 17
5.3.
Suspend Child Enrollment ................................................................................................... 18
5.4.
Change Child Enrollment ..................................................................................................... 18
5.5.
Manage Program Wide Eligibility Changes ............................................................................ 18
Scenario 6. Manage Attendance ................................................................... 19
6.1.
Record Child Care Attendance – Program Direct Entry .......................................................... 19
6.2.
Record Child Care Attendance – Intermediary on Behalf of Program ...................................... 19
6.3.
Record Transportation Attendance ...................................................................................... 20
6.4.
Facilitate Entry of Attendance for Multiple Children/Days ...................................................... 20
6.5.
Exchange Information with Other Agencies and Systems – Attendance Swipe Card System .... 20
6.6.
Submit Attendance for Program .......................................................................................... 20
6.7.
Monitor Attendance – Children/Families ............................................................................... 20
6.8.
Monitor Attendance – Programs .......................................................................................... 20
6.9.
Adjust Attendance Information – Current Fiscal Year ............................................................ 21
6.10.
Adjust Attendance Information – Previous Fiscal Year ........................................................... 21
6.11.
Manage Extended Absence Requests ................................................................................... 21
6.12.
Analyze/Report on Attendance Information .......................................................................... 21
Scenario 7. Submit Payment Request .......................................................... 22
7.1.
Submit Child Care Payment Request – Voucher .................................................................... 22
7.2.
Submit Child Care Payment Request – Contract.................................................................... 22
7.3.
Submit Child Care Payment Request – Voucher and Contract ................................................ 23
7.4.
Manage Child Care Accommodation Request ........................................................................ 23
7.5.
Submit Parent Service Payment Request .............................................................................. 23
7.6.
Submit Periodic Expenditure Payment Request ..................................................................... 23
7.7.
Submit Request for Funds ................................................................................................... 23
Scenario 8. Pay Vendors ............................................................................... 24
8.1.
Approve Payment Request .................................................................................................. 24
8.2.
Modify Payment Request .................................................................................................... 24
8.3.
Support Electronic Exchange of Information with Other Agencies/Systems – State Accounting
System 24
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
8.4.
Receive Returned Funds ..................................................................................................... 25
8.5.
Stop Payment .................................................................................................................... 25
8.6.
Recoup Vendor Funds ......................................................................................................... 25
8.7.
Generate Federal Claim ...................................................................................................... 25
8.8.
Analyze/Report on Billing/Payments .................................................................................... 25
Scenario 9. Manage Eligibility Reviews ........................................................ 26
9.1.
Manage Eligibility Review Requests ..................................................................................... 26
Scenario 10. Manage Programs and Organizations ..................................... 27
10.1.
Manage Program Information.............................................................................................. 27
10.2.
Manage Umbrella Organization ............................................................................................ 28
10.3.
Manage Umbrella Organization Programs ............................................................................. 28
10.4.
Find Program or Organization ............................................................................................. 28
10.5.
Track Program Correspondence .......................................................................................... 28
10.6.
Track Program Quality ........................................................................................................ 28
Scenario 11. Maintain Payment Accounts .................................................... 29
11.1.
Establish Appropriation Account .......................................................................................... 29
11.2.
Establish Services and Funds............................................................................................... 29
Scenario 12. Manage Contracts .................................................................... 31
12.1.
Create New Contract – Price Agreement (Unit Based) ........................................................... 31
12.2.
Create New Contract – Cost Agreement (Project Based) ....................................................... 31
12.3.
Create New Contract- Cost Agreement Contract for Grant ..................................................... 31
12.4.
Finalize Contract................................................................................................................. 32
12.5.
Manage Subcontractors for Contract .................................................................................... 32
12.6.
Amend Contract – Price Agreement (Unit Based) .................................................................. 32
12.7.
Amend Contract – Cost Agreement (Project Based) .............................................................. 33
12.8.
Renew Contract ................................................................................................................. 33
12.9.
Process Underutilized Contracts ........................................................................................... 33
Scenario 13. Manage Vouchers .................................................................... 34
13.1.
Establish Voucher Target Allocation Information ................................................................... 34
13.2.
Adjust Voucher Target Allocation Information ...................................................................... 34
13.3.
Manage Agreements with Voucher Providers ........................................................................ 34
13.4.
Analyze/Report on Vouchers ............................................................................................... 34
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
Scenario 14. Manage Rates .......................................................................... 35
14.1.
Simulate Impact of Rate Change ......................................................................................... 35
14.2.
Process Universal Rate Change ........................................................................................... 35
14.3.
Process One Time Stipend .................................................................................................. 35
Scenario 15. Manage Program Availability Information .............................. 36
15.1.
Manage Program Availability Information ............................................................................. 36
15.2.
Find Available Programs ...................................................................................................... 36
15.3.
Display Program(s) on Map ................................................................................................. 36
15.4.
Analyze/Report on Utilization/Availability.............................................................................. 36
Scenario 16. Manage Visits or Meetings ....................................................... 38
16.1.
Schedule Visits or Meetings – Family Meeting ....................................................................... 38
16.2.
Schedule Visit or Meeting – Program Meeting ....................................................................... 38
16.3.
Track Visit/Meeting Outcome .............................................................................................. 38
Scenario 17. Manage Secure Access ............................................................. 39
17.1.
Manage Application Security Groups .................................................................................... 39
17.2.
Manage User Accounts ....................................................................................................... 39
17.3.
Maintain Audit Trail – User Activity History ........................................................................... 39
17.4.
Maintain Audit Trail – Data Change History .......................................................................... 40
17.5.
Maintain Audit Trail – Record Access History ........................................................................ 40
Scenario 18. Promote System Usability ....................................................... 41
18.1.
Promote System Usability ................................................................................................... 41
18.2.
Manage User Help .............................................................................................................. 41
Scenario 19. Communicate Electronically .................................................... 42
19.1.
Manage Message Groups and Members ............................................................................... 42
19.2.
Manage Electronic Messages and Inbox ............................................................................... 42
19.3.
Generate Foreign Language Correspondence ....................................................................... 42
19.4.
Generate Batch Correspondence ......................................................................................... 42
19.5.
Manage Reminders ............................................................................................................. 43
19.6.
Manage Electronic Documents............................................................................................. 43
Scenario 20. Analyze/Report on System Information ................................. 44
20.1.
Generate Query/Report – Detail List Results......................................................................... 44
20.2.
Generate Query/Report – Summary/Detail Results ............................................................... 44
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Appendix B - Scenarios for Demonstration
20.3.
Generate Query/Report – Graphical Results ......................................................................... 44
20.4.
Generate Query/Report – Dashboard and Key Performance Indicator Results......................... 44
20.5.
Export Query/Report Results to File ..................................................................................... 44
20.6.
Export Data to Data Warehouse .......................................................................................... 44
Scenario 21. Administer System ................................................................... 45
21.1.
Maintain Eligibility Rules ..................................................................................................... 45
21.2.
Maintain SMI Threshold Information .................................................................................... 45
21.3.
Maintain Parent Co-pay Information .................................................................................... 45
21.4.
Maintain Enrollment Priority Information .............................................................................. 45
21.5.
Manage Duplicative Records ............................................................................................... 45
21.6.
Maintain Workflows ............................................................................................................ 46
21.7.
Maintain Other Rules and Reference Information.................................................................. 46
Scenario 22. Other Product Functionality .................................................... 47
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
Unified System Vendor Demonstration Scenarios
EEC may, in its sole discretion, invite those Bidders whose responses have been judged competitive and
responsive in the course of the evaluation to perform a demonstration of the proposed software product.
Following is a list of scenarios that EEC will request invited Vendors to demonstrate.
P URPOSE
OF
V ENDOR D EMONSTRATION S CENARIOS
The purpose of the product demonstrations is to help the Evaluation Committee perform a high level
assessment of the proposed products including:
1. Functional Fit: EEC expects that Vendors will be able to provide much, but not all, of the
requested functionality without configuration/customization. During the product demonstrations,
EEC will consider the breadth of functionality available in each proposed product and will assess
at a high level how well the product meets EEC’s needs.
2. Flexibility/Configurability: EEC will assess how flexible the product is and how easy it is to
change to meet EEC’s specific needs.
3. Usability: EEC will consider how the proposed product promotes a positive user experience,
including how intuitive, usable, and accessible the system appears to be.
4. Integration with Other Data Sources/Systems: As described in RFR, EEC envisions that
Thread 1: Financial Assistance of the Unified System will utilize information, such as licensed
program information, maintained in other systems. The Unified System will also need to provide
information to other internal and external systems, such as the Early Childhood Information
System (ECIS) and the Massachusetts Management Accounting and Reporting System (MMARS).
During the product demonstrations, EEC will review product functionality that may be outside of
the requested functional scope for this solicitation which may inform data integration, exchange,
and conversion activities.
The scenarios below are intended to help Vendors prepare for the product demonstrations. They include
examples of “what” the envisioned system needs to be able to do to support the automation of the
business processes specified in this solicitation. They are intended to be illustrative not proscriptive. EEC
requests that Vendors demonstrate “how” their proposed product supports the intent of the business
needs described in these scenarios, including all or part of a scenario.
S COPE
OF
V ENDOR D EMONSTRATION S CENARIOS
The vendor demonstration scenarios include a subset of the Thread 1: Financial Assistance business
processes and use cases included in this solicitation, including use cases that have been classified as
“critical,” “highly desirable,” and “desirable” in the Product Functionality Matrix (see Appendix A). The
demonstration scenarios also include a select few business processes that have been classified as “vendor
deferrable” that will help inform data exchange, integration, and conversion efforts that are part of the
overall Unified System Project.
In addition to demonstrating the requested functionality, Vendors will also have an opportunity to
demonstrate additional functionality available in their product that they think will be of high value to the
Department of Early Education and Care.
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
E VALUATION
OF
V ENDOR D EMONSTRATION S CENARIOS
To facilitate the evaluation of software products, EEC has assigned a weight to each scenario that reflects
the relative importance of addressing the scenario as part of this solicitation. Scenarios that are
associated with business processes classified as vendor deferrable on the Product Functionality Matrix
(see Appendix A) have been assigned a lower weighting, but are still very important for helping EEC
assess the overall fit, including the level of effort to integrate the product with existing EEC systems,
convert legacy data into the product’s data structures, and facilitate the exchange of information with
other agencies and systems.
The following diagram summarizes the evaluation weighting for each scenario below along with a
proposed grouping and schedule for product demonstrations.
Evaluation Demonstration
Weighting Schedule
0
Day 1, 9:00AM to noon
25
15
25
20
25
25
25
160 Total Points
Day 1, 1:00PM to
Manage Eligibility Reviews
5
4:00PM
Manage Programs and Organizations
10
Maintain Payment Accounts
20
Manage Contracts
25
Manage Vouchers
25
Manage Rates
25
110 Total Points
Manage Program Availability Information
5
Day 2, 9:00AM to noon
Manage Visits or Meetings
5
Manage Secure Access
10
Promote System Usability
10
Communicate Electronically
10
Analyze/Report on System Information
15
Administer System
25
Other Product Functionality
50
130 Total Points
Total Points
400
Unified System Vendor Demonstration Scenarios
Scenario 1.
Apply for Financial Assistance
Scenario 2.
Refer for Subsidized Care
Scenario 3.
Manage Child, Family, and Outcome Information
Scenario 4.
Enroll Child
Scenario 5
Manage Enrollment Changes
Scenario 6.
Manage Attendance
Scenario 7.
Submit Payment Request
Scenario 8.
Pay Vendors
Scenario 9.
Scenario 10.
Scenario 11.
Scenario 12.
Scenario 13.
Scenario 14.
Scenario 15.
Scenario 16.
Scenario 17.
Scenario 19.
Scenario 19.
Scenario 20.
Scenario 21.
Scenario 22.
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
Scenario 1.
A PPLY
FOR
F INANCIAL A SSISTANCE
The Unified System will support families’ efforts to seek financial assistance for child care services. When
a family is interested in applying for child care assistance, the Unified System will allow families in
coordination with child care programs and intermediaries throughout the Commonwealth to enter
personal, financial, activity, and service need information to determine the family’s eligibility. Throughout
the process, the Unified System will work to make sure that families and children are entered once in the
system and that a full history of each individual’s interactions with child care in the Commonwealth is
maintained.
If the family is determined eligible but there is no immediate availability for enrollment, the Unified
System will place the family on a statewide, centralized financial assistance waiting list. EEC,
intermediaries, and programs will be able to maintain the currency and accuracy of the wait list, helping
to assure that when financial assistance becomes available families are ready, still eligible, and in need of
those services.
U SE C A SES S UPPORTED :







CFA-BP01-UC03:
CFA-BP01-UC04:
CFA-BP01-UC05:
CFA-BP01-UC06:
CFA-BP03-UC01:
CFA-BP03-UC03:
CFA-BP03-UC04:
Submit Application for Financial Assistance
Determine Eligibility for Financial Assistance
Add Eligible Child/Family to Financial Assistance Waiting List
Manage Applications for Financial Assistance
Maintain Child/Family Waiting List Information
Renew Child/Family on Waiting List
Remove Child/Family from Waiting List
1.1. S UBMIT A PPLICATION
FOR
F INANCIAL A SSISTANCE
Demonstrate how a family can submit an application for child care assistance or how a child care
program or intermediary can submit an application for financial assistance on behalf of a family including
how the system:






Captures detailed family/member information (e.g., identifiers, birth information, demographic
and census information, language information, education information, retirement information,
special needs information, etc.)
Checks if the family/family members are already known to EEC
Captures income information
Captures activity information (e.g., employment/seeking employment, education/training,
housing search, military service, etc.)
Captures service need information (e.g., age group, date service needed, service level, etc.)
Captures service preference information (e.g., preferred geography, preferred programs, voucher
only, etc.)
1.2. D ETERMINE E LIGIBILITY
FOR
F INANCIAL A SSISTANCE
Demonstrate how the system determines whether or not a family is potentially eligible to receive income
eligible child care, including how the system:

Executes configurable business rules to determine whether a family is eligible including rules
based on:
o Family/member information
o Income information
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration





o
Activity information (e.g., employment/seeking employment, education/training, housing
search, military service, etc.)
o
Service need information (e.g., age group, date service needed, service level, etc.)
Checks to make sure that the family has not been barred from receiving financial assistance
based on findings of past fraud or other violations of Commonwealth policies and regulations
Tracks whether and how the eligibility criteria information was verified
Displays information about the reasons the family is not eligible (e.g., too much income, too few
employment hours, etc.)
Determines whether or not there is availability for immediate enrollment based on configurable
rules, including rules based on available funding and enrollment priority
Notifies the family and tracks family responses to the eligibility result notification
See the Financial Assistance Policy under ‘Child Care Financial Assistance’ on the EEC website for
additional information.
1.3. D ETERMINE C O -P AY
FOR
F INANCIAL A SSISTANCE
Demonstrate how the system uses configurable rules to determine the amount of money the
parents/guardians will be responsible for paying for child care including rules based on:

Family Size Information

Family Income Information

Service Level Information (e.g., part day, full day, overnight, etc.)

Discount Information (e.g., sibling discount)

Service Information
See the EEC Financial Assistance Parent Co-Pay table on the EEC Website at
http://www.eec.state.ma.us/docs/FA_IE_PCP.pdf for additional information.
1.4. D ETERMINE P RIORITY
FOR
F INANCIAL A SSISTANCE
Demonstrate how the system uses configurable rules to determine the enrollment priority for the
family/child based on key family/member (e.g., family homelessness, parent/guardian age, child special
needs, etc.) and enrollment related information (e.g., continuity of care, sibling enrollment, etc.).
1.5. M ANAGE W AITING L IST
FOR
F INANCIAL A SSISTANCE
Demonstrate how the system supports a single, centralized waiting list of children who, based on the
information in their financial assistance applications, have been determined to be eligible for subsidized
child care including how the system:




Allows programs, intermediaries, and staff to maintain the accuracy and value of the waiting list
Recalculates eligibility, co-pay, and priority to reflect changes to family/member information
Facilitates the ongoing management of the waiting list including waiting list renewal, removal,
and reinstatement processes
Supports communications with child care partners and families seeking child care assistance
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
Scenario 2.
R EFER
FOR
S UBSIDIZED C ARE
The Unified System will be able to receive and manage authorizations for subsidized child care from other
agencies. This includes authorizations from the Department of Transitional Assistance (DTA), for families
that are receiving or who have transitioned off of assistance, as well as the Department of Children and
Families (DCF), for supportive and foster parent related care.
The system will be capable of electronically receiving authorization information via an automated
information exchange that conforms to the applicable rules and standards established by the
Commonwealth of Massachusetts, including standards related to security. See the Commonwealth’s
Information Technology Division website (www.mass.gov/itd) for additional information about
information exchanges, including information about the access domain from the most recent version of
the Enterprise Technology Reference Model (ETRM) for additional information.
The system will also provide the ability to capture and manage information about authorizations and
authorization changes received via a paper-based process. The Unified System will validate and uniquely
track each referral. Users will be able to manage new and existing referrals, and the Unified System will
capable of communicating key information back via the established exchange protocol.
U SE C A SES S UPPORTED :





CSP-SP10-UC01:
CFA-BP02-UC01:
CFA-BP02-UC02:
CFA-BP09-UC02:
CFA-BP09-UC03:
Exchange Information
Authorize Child/Family for DTA Related Child Care
Authorize Child/Family for DCF Related Child Care
Manage DTA Child Care Authorization Changes
Manage DCF Child Care Authorization Changes
2.1. A UTHORIZE /R EAUTHORIZE C HILD
E XCHANGE
FOR
S UBSIDIZED C ARE – E LECTRONIC
Demonstrate how the system supports the automated receipt of child care authorization/reauthorization
information in real time and/or in batch via an established exchange protocol, including how the system:






Utilizes a secure and reliable exchange mechanism (e.g., web services based exchange, FTP,
point-to-point, etc.) for information exchange
Ensures that data meets exchange data standards
Checks if the family/members are already known to EEC
Assigns the records for review and processing based on configurable assignment rules
Tracks the disposition of each record received
Supports error/exception handling
2.2. A UTHORIZE /R EAUTHORIZE C HILD
FOR
S UBSIDIZED C ARE – U SER E NTRY
Demonstrate how the system supports the creation of child care referral authorizations/reauthorizations
by a user, including new authorizations as well as modifications to existing authorizations such as
authorization changes, terminations, and enrollments.
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
Scenario 3.
M ANAGE C HILD , F AMILY ,
AND
O UTCOME I NFORMATION
The Unified System will support the Department’s vision for more universal and high quality information
about the needs for child care in the Commonwealth. In accordance with applicable EEC,
Commonwealth, and Federal rules, the Unified System will include a single repository of all children in the
Commonwealth including children who are and are not involved with EEC. The system will include a
repository of the other family members, including parents, guardian grandparents, and siblings,
associated with a child.
The Unified System will maintain unique person and family records and will aid users in properly finding
individuals and updating records within the system while protecting sensitive personal information. It will
help prevent the entry of duplicative records and will promote data quality.
To aid quality evaluations and improvements, the system will include functionality to track outcome
information for all children known to the Unified System. By tracking and sharing data with the planned
Early Childhood Information System (ECIS), the Unified System will enhance the Commonwealth’s ability
to forecast, track, and support the early education and care of all children and families, including
determining longitudinal child outcomes and supporting ongoing research.
U SE C A SES S UPPORTED :
 CFA-BP11-UC01: Manage Commonwealth Children and Family Members
 CFA-BP11-UC02: Manage Commonwealth Families
 CFA-BP11-UC03: Track Child/Family Outcomes
3.1. M AINTAIN C OMMONWEALTH C HILDREN
AND
F AMILIES
Demonstrate how the system provides the ability to maintain a variety of high quality information about
families and their members, including children who are and are not receiving subsidized care.
Demonstrate how the system:









Facilitates the process of adding a new child who is/will be involved in the subsidized care system
Facilitates the process of adding a new child who is not receiving subsidized care
Facilitates the process of adding a parent and a non-parental guardian
Ensures that a child/family member is not already known to EEC
Associates a child with a family
Provides the ability to change a child’s family association (e.g., move in with grandparents;
change parent custody relationships) and maintains a history of associations over time
Validates family/member addresses using an address validation service
Track history of changes to child and family information
Promotes the quality and accuracy of child/family data
3.2. M ANAGE D UPLICATIVE R ECORDS – C HILDREN
AND
F AMILY M EMBERS
Demonstrate how the system prevents the entry of duplicative persons including children and other
family members. Demonstrate how the system:



Prevents the entry of duplicative persons, including identifying and resolving potential duplicate
persons based on configurable business rules (e.g., same SSN, same name and DOB, etc.)
Prevents unauthorized access to personal information (see Scenario 3.3: Protect the Security
and Confidentiality of Personal Information – Children and Family Members for additional
information)
Supports the merger of identified duplicate persons
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
3.3. P ROTECT THE S ECURITY AND C ONFIDENTIALITY OF P ERSONAL
I NFORMATION – C HILDREN AND F AMILY M EMBERS
Demonstrate how the system protects the security and confidentiality of personal information about
children and their families as required by the Commonwealth of Massachusetts Executive Order 504. See
http://www.mass.gov/Eoca/docs/idtheft/eo504.pdf for additional information.
3.4. D ISPLAY C HILD /F AMILY P ROFILE
Demonstrate the system’s ability to display and allow a user to print a summary profile for a child,
including information on that child’s EEC involvement history.
Demonstrate the system’s ability to display and allow a user to print a summary profile for a family,
including information on its members.
3.5. T RACK C ORRESPONDENCES – W ITH F AMILIES
Demonstrate how the system supports the automated tracking of correspondences with families
including:



System generated correspondences sent to families (e.g., notices, letters, emails, etc.)
Non-system generated correspondences sent to families (e.g., phone calls)
Correspondences received from families (letters, phone calls, etc.)
3.6. M AINTAIN A UDIT T RAIL – C HILD /F AMILY I NFORMATION
Demonstrate how the system tracks a history of changes to child/family information, including
information used as the basis of child care eligibility determinations. Demonstrate how the system:


Captures and displays details of each change, including information about what data was
changed (before and after values), when, and by whom
Limits which users are able to access audit trail information
3.7. T RACK C HILD /F AMILY O UTCOMES – P ERSON S PECIFIC
Demonstrate how the system supports the tracking and reporting of a wide variety of outcome
information for individual children and families such as:

Child Information (e.g., physical well being information, social and emotional development
information, cognition and general knowledge information, etc.)

Family Information (e.g., parental education and employment info, teen parent information,
language information, residential move information, etc.)

Health Information (e.g., health insurance information, birth weight information, prenatal care
information, etc.)

School Experience Information

Early Education Experience Information (e.g., month and age at which began early education and
care, types, dosages, and lengths of settings, accreditation information, etc.)
Demonstrate how the system tracks the results of one or more outcome measures (e.g., school readiness
assessment) that have been used to assess the progress of a specific child.
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Appendix B - Scenarios for Demonstration
3.8. E XCHANGE I NFORMATION WITH O THER A GENCIES /S YSTEMS –
C HILD /F AMILY O UTCOMES
Demonstrate how the system supports the integration and sharing of outcome related information with
an external system or data repository, such as the planned Early Childhood Information System.
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Appendix B - Scenarios for Demonstration
Scenario 4.
E NROLL C HILD
The Unified System will facilitate the process of authorizing and enrolling children in child care programs.
This includes children who are authorized to receive any type of subsidized child care as well as children
who are not authorized for subsidized care (aka private pays). The system will help authorized users
determine and control how much funding is available for subsidized child care, through child care
contracts and vouchers, and will help facilitate the corresponding available funding notification,
authorization, and enrollment processes. It will also provide functionality to track authorizations for
services provided to parents, including services for pregnant teenagers in their third trimester.
U SE C A SES S UPPORTED :
 CFA-BP05-UC01: Manage Available Funding Process
 CFA-BP05-UC02: Authorize Income Eligible Child for Enrollment
 CFA-BP05-UC03: Authorize Parent for Service
 CFA-BP05-UC04: Enroll Child
 CFA-BP05-UC05: Manage Program Enrollment
4.1. D ETERMINE F UNDING R EQUIRED F OR E NROLLMENT
W AITING L IST
OF
C HILDREN
ON
Demonstrate how the system can forecast the anticipated cost of care for individual children waiting for
subsidized care based on child/family specific information including:



Service need information (e.g., services, dates, part time/full time, etc.)
Parent co-pay information
Funding stream information
Demonstrate how the system can forecast the funding that would be required to support the enrollment
of all children waiting for a particular funding stream/service need.
4.2. E NROLL E LIGIBLE C HILD
FROM
W AITING L IST
INTO
S UBSIDIZE D C ARE
Demonstrate how the system supports the enrollment of an eligible child from a waiting list into
subsidized child care including how the system:




Determines that there are sufficient funds available for enrollment
Helps identify and display which families to notify of available funds for enrollment based on key
criteria such as:
Funding stream and amount information
Service need information
Service preference information
Priority population information
Time on waitlist
Notifies families and tracks family responses regarding available funding (see Scenario 3.5: Track
Correspondences – With Families for additional information)
Re-determines whether a child/family is eligible for services based on configurable eligibility rules and
verified eligibility criteria information (see Scenario 1.2: Determine Eligibility for Financial Assistance
for additional information)
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Appendix B - Scenarios for Demonstration


Checks to make sure that the family has not been barred from receiving financial assistance based on
findings of past fraud or other violations of EEC policies and regulations
Determines the cost of care, including parent co-pay (see Scenario 1.3: Determine Co-Pay for
Financial Assistance for additional information)

Captures child care authorization information, including authorization period, authorization level (e.g.,
part time) and authorized services

Captures the program in which child will be enrolled considering:
Service need
Service preference
Child age
Program license information (capacity, suspensions, revocations, enrollment freezes, etc.)
Program availability information
Funding stream information (contract slots, voucher utilization, etc.)
Captures enrollment details including enrollment dates and schedule




Validates the enrollment against configurable enrollment rules including rules based on the
authorization (e.g., authorized dates, services, etc.) and funding stream
Reflects enrollment of child on waiting list
Maintains and displays an audit history of child/family information used as the basis for enrollment
(see Scenario 3.6: Maintain Audit Trail – Child/Family Information for additional information)
4.3. O VERRIDE R ULES TO E NROLL C HILD F ROM W AITING L IST
S UBSIDIZED C ARE
INTO
Demonstrate how a user can override the rules to enroll a child in subsidized child care, such as when:





Child/family not next up for enrollment based on enrollment priorities
Child/family does not meet eligibility rules
There is not sufficient available funding for the program/services
The contract maximums have been reached
Child’s age is not within age range of program (developmental age exception)
Demonstrate how the system can limit which users are able to authorize overrides and how the system
tracks when, by whom, and why an override was permitted.
4.4. E NROLL C HILD INTO N ON C HILD C ARE S ERVICE ( E . G ., T RANSPORTATION
OR A SSESSMENT S ERVICES )
Demonstrate how the system supports the authorization and enrollment of a child for services other the
child care, such as transportation (one way or two ways) and assessment/coordination services.
4.5. E NROLL E LIGIBLE C HILD D IRECTLY
INTO
S UBSIDIZED C ARE
Demonstrate how the system supports the enrollment of an eligible child, such as a child who is receiving
services from the Department of Transitional Assistance or the Department of Children and Families,
directly into subsidized child care without being placed on a waiting list for available funding.
4.6. E NROLL C OMMONWEALTH C HILD I NTO N ON -S UBSIDIZED C ARE
Demonstrate how the system facilities the process of tracking the enrollment of non subsidized children
(aka private pays) into child care.
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Appendix B - Scenarios for Demonstration
4.7. D ISPLAY C HILD E NROLLMENT H ISTORY
Demonstrate how the system captures and displays a child’s history of child care enrollments over time,
including enrollment in subsidized and non-subsidized care.
4.8. A UTHORIZE P ARENT
FOR
S ERVICE
Demonstrate how the system can be used to authorize a parent or family member for a service, such as
counseling, parent training, or home visitation, independent of child care service authorization.
4.9. A NALYZE /R EPORT
ON
E NROLLMENT I NFORMATION
Demonstrate the queries/reports available to analyze and report on enrollment information, including
available queries and reports pertaining to:






Enrollment funding streams (e.g., contract, line, service category, etc.)
Program enrollment (e.g., current, historic, by type, by classroom, etc.)
Family member enrollment (e.g., special needs, age, specific child, etc.)
Enrollment exceptions (e.g., child over 13, etc.)
Reassessment (e.g., reassessments required, % eligible)
Termination/reduction (e.g., number by reason, % eligibility review requests, etc.)
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Appendix B - Scenarios for Demonstration
Scenario 5.
M ANAGE E NROLLMENT C HANGES
The Unified System will include tools for managing child enrollments and easily correcting errors in child
records. The system will aid programs, intermediaries, and/or EEC in identifying families in need of
eligibility reassessment. Based on the nature of the change in family circumstances or authorization, the
system will recalculate eligibility, change the amount of financial assistance, determine new parent copayments, and support the notification of families and interested parties. Changes in enrollment
information will be reflected in the billing process, and the Unified System will maintain an audit trail of
changes to key enrollment information.
Should a family no longer be eligible, the system will aid in the process of terminating the subsidized
enrollment.
U SE C A SES S UPPORTED :
 CFA-BP09-UC01: Reassess Eligibility for Income Eligible Child Care
 CFA-BP09-UC02: Manage DTA Child Care Authorization Changes
 CFA-BP09-UC03: Manage DCF Child Care Authorization Changes
 CFA-BP09-UC04: Terminate/Reduce Subsidy
 CFA-BP09-UC05: Change Child Enrollment
 CFA-BP09-UC06: Manage Program Wide Enrollment Changes
5.1. R EASSESS E LIGIBILITY
FOR
I NCOME E LIGIBLE C HILD C ARE
Demonstrate how the system facilitates the process of periodically reassessing the eligibility of families
whose children are enrolled in income eligible child care. Demonstrate how the system:









Executes configurable business rules to determine whether a family requires reassessment
including rules based on:
o Changes to eligibility criteria information (e.g., income information, child age, etc.)
o Authorization expiration timeframe
Tracks whether, how, and by when the eligibility criteria information was verified
Executes configurable business rules to re-determine whether a family remains eligible for
financial assistance (See Scenario 1.2: Determine Eligibility for Financial Assistance for additional
information)
Supports different business rules for initial eligibility determination and re-determination (e.g.,
different income thresholds)
Displays information about the reasons the child/family is no longer eligible (e.g., too much
income, too few employment hours, etc.) if applicable
Allows a user to override the eligibility result
Re-assesses co-pay for financial assistance, including retroactive changes to co-pay amount if
applicable. See Scenario 5.2 – Terminate/Reduce Subsidy for additional information
Notifies families and tracks family responses to reassessment request and result notifications (see
Scenario 3.5: Track Correspondences – With Families for additional information)
Updates authorization and enrollment information to reflect reassessment results (e.g., new
authorization expiration date)
5.2. T ERMINATE /R EDUCE S UBSIDY
Demonstrate how the system facilitates processes regarding ending or reducing a child care subsidy for
income eligible child care as well as child care subsidies authorized by another Department including how
the system:
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Appendix B - Scenarios for Demonstration






Captures detailed information about the termination/reduction (e.g., how it was initiated, what
was planned, the actual result, etc.)
Notifies families and tracks family responses to termination/reduction notifications
Executes configurable rules to re-determine eligibility, parent co-pays, and re-enrollment priority
if applicable
Updates authorization and enrollment information to reflect the termination/reduction
Calculates applicable billing adjustments
Determines whether an eligibility review is required
5.3. S USPEND C HILD E NROLLMENT
Demonstrate how the system can be used to track information about whether, when, why, and for how
long a child has been suspended from a program.
5.4. C HANGE C HILD E NROLLMENT
Demonstrate how the system can be used to change child care enrollment information including editing,
ending, or voiding an enrollment record. Demonstrate how the system:



Captures detailed information about when and why the enrollment information is being changed
Validates the enrollment against configurable enrollment rules including rules based on the
authorization (e.g., authorized dates, services, etc.)
Determines whether the enrollment change affects a previous payment request and requires an
adjustment.
5.5. M ANAGE P ROGRAM W IDE E LIGIBILITY C HANGES
Demonstrate how the system facilitates the process of changing enrollment information across the
various children enrolled in program. For example, demonstrate how the system supports enrollment
freezes or facilitates the de-enrollment process if and when a program loses its license.
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Appendix B - Scenarios for Demonstration
Scenario 6.
M ANAGE A TTENDANCE
The Unified System will provide a common approach for recording, tracking, and reporting attendance for
all types of child care, including voucher and contracted care. The system will allow each child care
program, including group, family, and in home/relative child care providers, to quickly record daily
attendance, absence, and transportation usage information for each child in its care. Programs that
choose not to electronically enter their own information can have their attendance/absence entered by
another organization, such as a Child Care Resource and Referral Agency or a Family Child Care System,
on their behalf.
Programs, or their intermediaries, will be able to review, finalize, and submit their attendance for
reimbursement. The system will also support attendance monitoring and will aid programs in recording
explanations and reasons for irregularities or exceptions in attendance reporting.
U SE C A SES S UPPORTED :
 CFA-BP06-UC01: Maintain Program Attendance Entry Method Information
 CFA-BP06-UC02: Add/Edit Child Attendance Information
 CFA-BP06-UC03: Submit Attendance for Program
 CFA-BP06-UC04: Monitor Attendance
 CFA-BP06-UC05: Manage Extended Absence Requests
 CFA-BP06-UC06: Adjust Attendance Information
6.1. R ECORD C HILD C ARE A TTENDANCE – P ROGRAM D IRECT E NTRY
Demonstrate how a child care program can record attendance for children enrolled in the program,
including children enrolled in subsidized care and non subsidized children. Demonstrate how the system:



Allows a user to record attendance and absence information for a child enrolled in subsidized
child care including
o Determines and displays the scheduled attendance for each day a child is enrolled in the
program (voucher and contracted care)
o Allows a user to indicate whether the child was in attendance for all or part of the day
o Allows a user to track absence information, including whether each absence was excused
and the reason for absence
o Validates the attendance and absence information against configurable attendance rules,
including rules based on authorization (e.g., full time, part time) and enrollment (e.g.,
attendance dates versus enrollment dates)
Allows a user to record attendance and absence information for a non-subsidized child
Allows a user to record attendance and absence information for a parent service
6.2. R ECORD C HILD C ARE A TTENDANCE – I NTERMEDIARY
P ROGRAM
ON
B EHALF
OF
Demonstrate how an intermediary organization, such as a Family Child Care System or Child Care
Resource and Referral Agency, can electronically record attendance and absence information on behalf of
one or more programs.
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Appendix B - Scenarios for Demonstration
6.3. R ECORD T RANSPORTATION A TTENDANCE
Demonstrate how a child care program can add or edit information about whether or not a child utilized
transportation on a specified day, including whether the child utilized transportation to and/or from the
program (i.e., one-way or two-way transportation).
6.4. F ACILITATE E NTRY
OF
A TTENDANCE
FOR
M ULTIPLE C HILDREN /D AYS
Demonstrate how the system facilitates the entry of attendance/absence information (e.g., recurrence
patterns) for multiple children/parents to support the quick entry of attendance. Demonstrate how the
system supports the viewing and entry of attendance for a classroom within a program.
6.5. E XCHANGE I NFORMATION WITH O THER A GENCIES
A TTENDANCE S WIPE C ARD S YSTEM
AND
S YSTEMS –
Demonstrate how the system integrates with an attendance swipe card system to facilitate the quick
entry of attendance of enrolled children.
6.6. S UBMIT A TTENDANCE
FOR
P ROGRAM
Demonstrate how a program or its designee can finalize and submit the attendance for a submission
period (e.g., month, week, etc.) including how the system validates that the attendance meets
configurable attendance rules including rules pertaining to:



Child Absence Information (e.g., number of permissible excused and unexcused absences)
Program Schedule Information (e.g., program holidays, closures, etc.)
Funding Stream Utilization Information
Demonstrate how a user can override the attendance rules. Demonstrate how the system can limit which
users are able to authorize overrides and how the system tracks when, by whom, and why an override
was permitted.
6.7. M ONITOR A TTENDANCE – C HILDREN /F AMILIES
Demonstrate how the system helps monitor the attendance patterns of children and families including
how the system:



Identifies and displays children with excessive or unexplained absences based on configurable
rules including rules based on the number, type, reason, and timeframes of the absences.
Notifies families and tracks family responses regarding attendance/absences
Flags a child/family for a potential eligibility review based on attendance information
6.8. M ONITOR A TTENDANCE – P ROGRAMS
Demonstrate how the system monitors the attendance entry and submission patterns for a program
including information pertaining to:
 Timelines of attendance submission
 Attendance/absence information (e.g., average % of excused and unexcused absence days)
 Termination information (e.g., average % of absence days before termination)
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Appendix B - Scenarios for Demonstration
6.9. A DJUST A TTENDANCE I NFORMATION – C URRENT F ISCAL Y EAR
Demonstrate how the system supports changes and/or fixes to attendance information entered, including
attendance, absence, and transportation related information, for child care services within the current
fiscal year.
Demonstrate how the system calculates and applies any applicable billing adjustments required.
6.10. A DJUST A TTENDANCE I NFORMATION – P REVIOUS F ISCAL Y EAR
Demonstrate how the system supports changes and/or fixes to attendance information entered, including
attendance, absence, and transportation related information, for child care services provided during a
previous fiscal year. Demonstrate how the system:


Determines whether adjustments are permissible or whether the accounting year has closed
Calculates and applies any required billing adjustments
6.11. M ANAGE E XTENDED A BSENCE R EQUESTS
Demonstrate how the system supports subsidized children who anticipate being absent from a program
for an extended period of time for a valid reason such as illness or visits with a non-custodial parent.
Demonstrate how the system:


Captures information about requests for and approval of extended absence requests
Prioritizes the re-enrollment of the child should the child return to care within a configurable
period of time
6.12. A NALYZE /R EPORT
ON
A TTENDANCE I NFORMATION
Demonstrate the queries/reports available to analyze and report on attendance information, including
available queries and reports pertaining to:




Attendance information such as:
o Attendance by funding stream (e.g., contract, service category, etc.)
o Attendance by program (e.g., program, classroom, umbrella, etc.)
o Attendance by date
o Attendance by child/family
o Attendance results (e.g., average absence days, % full time, etc.)
Absence information (e.g., no reasons, excessive absences, absence before termination, etc.)
Transportation information
Attendance monitoring (e.g., data entry timeliness, vacancy days, etc.)
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Appendix B - Scenarios for Demonstration
Scenario 7.
S UBMIT P AYMENT R EQUEST
The Unified System will support a common billing process across all types of child care, including voucher
and contracted child care. The system will allow each child care program (or its approved designee) to
submit an electronic request for payment. The request for payment will be determined based on the
daily attendance information specified as well as the associated funding stream information (e.g.,
contract line, service, etc.). Users will be able to electronically submit and attest to the accuracy of
payment requests and will be able to view information about the processing status of each payment
request.
In addition to child care service reimbursement, the Unified System will also support the online request,
approval, and reimbursement processes for child care accommodations, like wheelchair purchases, and
for parent services, such as teen counseling.
U SE C A SES S UPPORTED :
 CFA-BP07-UC01: Submit Child Care Payment Request
 CFA-BP07-UC02: Manage Child Care Accommodation Requests
 CFA-BP07-UC03: Submit Parent Service Payment Request
 CFA-BP07-UC04: Modify Payment Requests
7.1. S UBMIT C HILD C ARE P AYMENT R EQUEST – V OUCHER
Demonstrate how a program can submit an online request for reimbursement for child care services
provided via a child care voucher including how the system:











Determines the submission period for the payment request (e.g., month, biweekly period, etc.)
Determines the children and services to include in the payment request
Calculates the amount of payment being requested based on key child and program information,
including service authorization, enrollment, attendance, rate, and funding stream information
Allows a program to review, finalize, and attest to the accuracy of the payment request
information
Validates the payment request against configurable payment request rules, including rules based
on the child’s age
Tracks and displays a status history of each payment request
Allows programs to view the status of each request
Limits or prevents changes to billing information after the payment request has been submitted
for a given billing period
Accommodates changes/corrections to prior, already paid reimbursements to be handled by an
adjustment process
Executes configurable payment submission rules, including timeframe based rules (e.g., billing
due dates, accounting year close date, etc.)
Manages payment request exceptions, including late billing requests
Demonstrate how an intermediary can submit an online payment request on a program’s behalf.
7.2. S UBMIT C HILD C ARE P AYMENT R EQUEST – C ONTRACT
Demonstrate how a program can submit an online payment request for child care services provided via a
contract. (See Scenario 7.1: Submit Child Care Payment Request Voucher for additional information)
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Appendix B - Scenarios for Demonstration
7.3. S UBMIT C HILD C ARE P AYMENT R EQUEST – V OUCHER
AND
C ONTRACT
Demonstrate how a program can submit a unified payment request for all child care services and funding
streams, including voucher and contracted child care.
7.4. M ANAGE C HILD C ARE A CCOMMODATION R EQUEST
Demonstrate how the system facilitates the process of submitting a request for reimbursement for
additional services including child care accommodations, such as a wheel chair purchase.
7.5. S UBMIT P ARENT S ERVICE P AYMENT R EQUEST
Demonstrate how the system facilitates the process of submitting a request for reimbursement for non
child care related services provided to a parent, such as services provided to pregnant teenagers in their
third trimester.
7.6. S UBMIT P ERIODIC E XPENDITURE P AYMENT R EQUEST
Demonstrate how the system facilitates the submission of a periodic (e.g., monthly) expenditure report
which contains expenditures based on an approved budget or contract. For example, demonstrate how
the system can be used to submit a monthly expenditure report for information and referral services
provided.
7.7. S UBMIT R EQUEST
FOR
F UNDS
Demonstrate how the system facilitates the submission of periodic (e.g., quarterly) requests for funds.
For example, demonstrate how the system can be used to submit requests for funds for a grant including
how the system:



Captures information about current and expected expenditures
Captures information about which expenses for reimbursement, if any, are associated with a
subcontractor
Validates the funding requests against configurable funding request rules such as rules based on
the expenditures (e.g., must have expended X% of previous payment before next payment)
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Appendix B - Scenarios for Demonstration
Scenario 8.
P AY V ENDORS
The system will allow child care programs and other contracted vendors to submit payment requests
online to EEC based on the periodic nature of the contract. Payment requests will be routed to the
appropriate account specialist for review and approval. Users will use the Unified System tools to
communicate with programs concerning any billing discrepancies and resubmit payment requests if
needed. Once approved, payments will be sent to MMARS for electronic payment.
Users will also be able to receive and account for returned funds from overpaid vendors and will be able
to stop payments for vendors in violation of an EEC or other Commonwealth contract rule. When
appropriate, users will be able to use the system to initiate a recoupment and establish a payment plan
for a program or individual.
U SE C A SES S UPPORTED :
 POS-BP07-UC01: Submit Payment Request
 POS-BP07-UC02: Approve Payment Requests
 POS-BP07-UC03: Process MMARS Payment
 POS-BP07-UC04: Receive Returned Funds
 POS-BP07-UC05: Process Stop Payment
 POS-BP07-UC06: Recoup Vendor Funds
8.1. A PPROVE P AYMENT R EQUEST
Demonstrate how the system facilitates the process of reviewing and approving/not approving vendor
payment requests including how the system:






Assigns a payment request to a user(s) for review and processing based on configurable
workflow rules
Validates the payment request against configurable payment rules (e.g., age of child, contract
maximum obligation, expended amount, etc.)
Captures information about whether, by when, and by whom a payment was approved/not
approved
Captures information about the reasons for rejection, including any identified discrepancies
Notifies programs and tracks programs’ responses to payment approval/rejection notifications
Integrates with an external accounting system (e.g., Massachusetts Management Accounting and
Reporting System) to issue the payments
8.2. M ODIFY P AYMENT R EQUEST
Demonstrate how the system facilitates the process of a program or its intermediary modifying and
resubmitting a payment request that has been rejected by EEC.
8.3. S UPPORT E LECTRONIC E XCHANGE OF I NFORMATION WITH O THER
A GENCIES /S YSTEMS – S TATE A CCOUNTING S YSTEM
Demonstrate how the system supports the automated exchange of accounting information
(encumbrances, payments, returned funds, etc.) with an external accounting system via an established
exchange protocol including how the system:

Utilizes a secure and reliable exchange mechanism (e.g., web services based exchange, FTP,
point-to-point, etc.) for information exchange
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Appendix B - Scenarios for Demonstration



Ensures that data meets exchange data standards
Tracks the disposition of each record exchanged
Supports error/exception handling
8.4. R ECEIVE R ETURNED F UNDS
Demonstrate how the system aids users in tracking excess moneys owed to EEC and recording the
receipt of returned funds, such as unspent money at the end of a grant or balances for corrections made
to a past billing cycle.
8.5. S TOP P AYMENT
Demonstrate how the system facilitates the process of stopping, holding, or offsetting payments to a
vendor based on an EEC sanction or request from another agency.
8.6. R ECOUP V ENDOR F UNDS
Demonstrate how the system supports the recoupment of moneys owed by a vendor or an individual
receiving financial assistance including how the system:



Identifies the original funding source(s) and years(s) for the money to be recouped
Captures re-payment plan information
Debits future payments, if applicable
8.7. G ENERATE F EDERAL C LAIM
Demonstrate how the system generates a claim to the Federal government for early education and care
related services, including how the system tracks which payments and associated children/services are
included in each claim.
8.8. A NALYZE /R EPORT
ON
B ILLING /P AYMENTS
Demonstrate the queries/reports available to analyze and report on billing/payment information, including
available queries/reports pertaining to:
 Budget/funding (e.g., appropriation information, service/fund information, expected budget, etc.)
 Service delivery and billing (e.g., by program, by payment status, by funding stream, etc.)
 Payments
 Expenditures (e.g., caseload and spending trends, program expenditures, child expenditures, etc.)
 Enforcement/recoupment
 Management and exceptions (e.g., attendance requiring billing, adjustments, holds, error
reconciliation, etc.)
EEC Financial Assistance Product and Implementation RFR
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Appendix B - Scenarios for Demonstration
Scenario 9.
M ANAGE E LIGIBILITY R EVIEWS
The Unified System will facilitate the management of eligibility reviews from the initial identification of the
need for a review through the final determination. Users will be able to perform key functions pertaining
to eligibility reviews, including tracking requests for reviews and tracking the results of an eligibility
review.
U SE C A SES S UPPORTED :
 CFA-BP10-UC02: Manage Eligibility Reviews Requests
9.1. M ANAGE E LIGIBILITY R EVIEW R EQUESTS
Demonstrate how the system supports the management of eligibility reviews including how the system:





Tracks requests for eligibility reviews
Tracks the results of eligibility reviews (e.g., resolved, upheld termination, overturned
termination, etc.) including applicable terms and conditions
Tracks the disqualification of one or more family members as a result of an eligibility review,
including disqualified person, reason, and timeframe information
Prevents the wait listing and enrollment of disqualified families
Determines whether or not recoupment is required
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Appendix B - Scenarios for Demonstration
Scenario 10. M ANAGE P ROGRAMS
AND
O RGANIZATIONS
The Unified System will utilize a wide variety of up-to-date information about all early education and care
programs known to EEC including, but not limited to, EEC licensed and funded programs. This
encompasses organizations and people providing paid services to the Department of Early Education and
Care, including school districts, licensed child care programs, and institutions of higher learning, who
have been awarded a contract as part of a grant process.
In addition to individual programs, the Unified System will also support functionality pertaining to
programs across and within umbrella organizations, including licensing umbrellas, family child care
systems, lead agencies, and more. The system will consider information about the types of relationships
between programs and umbrella organizations including ownership relationships (e.g., licensing
umbrellas), subcontracting relationships, and other relationships.
U SE C A SES S UPPORTED :
 LMS-BP05-UC01: Find Programs
 LMS-BP05-UC02: Add/Edit Program Information
 LMS-BP05-UC03: Add/Edit Program License Information
 LMS-BP05-UC04: Manage Program Transactions
 LMS-BP05-UC10: Track Program Correspondence
 LMS-BP05-UC12: Track Provider Quality
 LMS-BP05-UC13: View Program Information
 LMS-BP06-UC01: Add/Edit Umbrella Organization
 LMS-BP06-UC02: Manage Umbrella Organization Programs
 LMS-BP08-UC01: Maintain Program Staff
10.1. M ANAGE P ROGRAM I NFORMATION
Demonstrate how the system tracks and utilizes a variety of information about programs, including child
care programs that are and are not licensable by EEC, including how the system:



Tracks and utilizes detailed information about each program such as:
o Program type(s) information
o Location and contact information
o Schedule information
o Ownership/management information
o Vendor identifier information
o Funding and reimbursement rate information
o Service offering and specialty area information
o Staffing information
o License information
o Child referral process information
o Region information (e.g., EEC region, Child Care Resource and Referral region, county, etc.)
o Classroom information
o Other Program identifiers and characteristics (e.g., tax identifiers, policy and philosophy,
quality information, assessment tool information, etc.)
Supports the ability for different types of users to maintain different types of program
information, including programs maintaining some information about themselves
Tracks and displays a history of changes to program information
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Appendix B - Scenarios for Demonstration
10.2. M ANAGE U MBRELLA O RGANIZATION
Demonstrate how the system tracks and utilizes a variety of information about different types of early
education and care related umbrella organizations (e.g., child care corporations, Family Child Care
Systems, Child Care Resource and Referral agencies, school districts, etc.).
10.3. M ANAGE U MBRELLA O RGANIZATION P ROGRAMS
Demonstrate how the system supports relationships between and amongst programs and umbrella
organizations including ownership relationships (e.g., licensing umbrellas) as well as subcontracting and
other relationships. Demonstrate how the system supports:




Corporate ownership relationships
Family Child Care System members – including one or more family child care providers that are
affiliated but not owned by a umbrella organization
Grant members – including licensed and unlicensed programs associated with a lead agency for
purposes of the grant
Brand members – including a subset of the programs that are owned by an umbrella organization
10.4. F IND P ROGRAM
OR
O RGANIZATION
Demonstrate how the system supports the ability for system users and the public to find, view, and print
summary information about early education and care related programs and organizations by a wide
variety of information (e.g., geographic area, service offerings, hours of operation, etc.)
Demonstrate how a program/organization is able to limit what information is available via public
searches.
10.5. T RACK P ROGRAM C ORRESPONDENCE
Demonstrate how the system supports the automated tracking of correspondences with programs
including:



System generated correspondences sent to programs (e.g., notices, letters, emails, etc.)
Non-system generated correspondences to programs (e.g., phone calls)
Correspondences received from programs (letters, phone calls, etc.)
10.6. T RACK P ROGRAM Q UALITY
Demonstrate how the system supports the tracking of information about program quality, including
information about quality ratings that have been awarded to particular programs. Demonstrate how the
system supports different reimbursement rates based on program quality ratings.
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Appendix B - Scenarios for Demonstration
Scenario 11. M AINTAIN P AYMENT A CCOUNTS
The Unified System will support the management of funds appropriate to the Department of Early
Education and Care for child care financial assistance and other supports, including appropriations for
subsidized child care (vouchers and contracts), grants, scholarships, and other funds. This includes
creating and managing Legislatively-authorized appropriation accounts as well as the associated services
or funds. The system will support the management of different accounts and funds over time, including
recurring fiscal year based funding streams as well as special or one time funds (e.g., federal stimulus
funding).
U SE C A SES S UPPORTED :
 POS-BP01-UC01: Establish Appropriation Accounts
 POS-BP01-UC02: Establish Services and Funds
11.1. E STABLISH A PPROPRIATION A CCOUNT
Demonstrate how the system supports the creation and management of appropriation accounts including
how the system:




Captures detailed information about each appropriation account including:
o Account information (e.g., name, type, appropriation line, etc.)
o Overall budget information
o Associated services/funds (see Scenario 11.2: Establish Services and Funds for additional
information.)
o Service/fund budget information (see Scenario 11.2: Establish Services and Funds for
additional information.)
Calculates and displays information about where the account stands in terms of budget,
expenditure, and current balance
Supports appropriation account balance adjustments, including adjustments for expenditures or
account activity outside of the system (e.g., transfer between accounts, change in budget, etc.)
Integrates with an external accounting system (e.g., the Massachusetts Management Accounting
and Reporting System) regarding the establishment of and changes to appropriation account
information)
Demonstrate how the system supports changes to appropriation accounts over time (e.g., effective dates,
fiscal years, etc.).
11.2. E STABLISH S ERVICES
AND
F UNDS
Demonstrate how the system facilitates the creation and management of the different services or funds
for which expenditures from an appropriation account can be tracked and reported. This includes
services/funds associated with child care contracts, vouchers, grants, and more. Demonstrate how the
system:


Captures detailed information about each service/fund including:
o Associated appropriation account (See Scenario 11.1: Establish Appropriation Accounts
for additional information)
o Funding stream information
o Budget information
Supports the grouping of related services/funds (e.g., group services for “Education and
Training,” “Supported Work,” and “Job Development/Placement” under "Transitional Assistance
Related")
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Appendix B - Scenarios for Demonstration





Calculates and displays information about where the service/fund stands in terms of budget,
expenditure, and current balance
Supports service/fund account balance adjustments
Forecasts service/fund expenditures (e.g., total estimated children served for FY, total estimated
expenditures for current contracts, etc.)
Supports special or ad hoc services/funds (e.g., federal stimulus, seasonal funds, etc.)
Integrates with an external accounting system (e.g., the Massachusetts Management Accounting
and Reporting System) regarding the service and fund information
Demonstrate how the system supports changes to services/funds over time (e.g., effective dates, fiscal
years, etc.).
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Appendix B - Scenarios for Demonstration
Scenario 12. M ANAGE C ONTRACTS
The Unified System will facilitate the establishment and management of contracts with selected vendors.
This includes contracts, such as UPK and Professional Development contracts, that have been awarded
via a grant process as well direct child care service contracts, information and referral service contracts,
and more. Users will be able to set-up contract and associated budget information in accordance with
the business rules defined. This includes price agreement based contract budgets, that utilize a unit
based compensation model, as well as cost based budgets, that include an overall cost for the entire
project.
Contract information maintained in the Unified System will be electronically shared with the
Massachusetts Management Accounting and Reporting System (MMARS) via an automated exchange.
Rights to change contract information will be controlled by user security, allowing vendors, EEC account
specialists, EEC program managers, and others to have different update privileges.
U SE C A SES S UPPORTED :
 POS-BP05-UC01: Create New Contract
 POS-BP05-UC02: Create Contract Budget
 POS-BP05-UC03: Finalize Contract
 POS-BP05-UC04: Manage Contract Assignments
 POS-BP05-UC05: Manage Contract Reminders
 POS-BP05-UC08: Manage Subcontractors for Contract
12.1. C REATE N EW C ONTRACT – P RICE A GREEMENT (U NIT B ASED )
Demonstrate how the system supports the creation of a price agreement contract whereby different rates
can be established for different units of service (e.g., daily child care slot). For example, demonstrate
how the system can be used to set-up an income eligible child care contract including how the system:






Captures detailed contract information (e.g., vendor information, payment schedule information,
term and condition information, renewal information, etc.)
Captures detailed price-agreement budget information (e.g., services/funds, age groups, slots,
rate, fees, etc. ) including contract line information for each type of service to be provided
Supports different rates by different criteria (e.g., geography, age group, service type, quality
rating, etc.)
Calculates and displays total information (e.g., total contract amount, total service days, etc.)
Assigns the contract for review and finalization based on configurable workflow rules
Maintains and displays a history of status changes for a contract
12.2. C REATE N EW C ONTRACT – C OST A GREEMENT (P ROJECT B ASED )
Demonstrate how the system supports the creation of a cost agreement (line) contract that utilizes a
project based compensation model whereby a single project cost is determined for the entire project. For
example, demonstrate how the system can be used to set up an information and referral service contract
including how the system:


Captures detailed contract information
Captures budget category (e.g., administration, salary, voucher management, etc.) and line
information (e.g., director salary), including allowable spending level information
12.3. C REATE N EW C ONTRACT - C OST A GREEMENT C ONTRACT
FOR
G RANT
Demonstrate how the system supports the creation of a cost agreement contract for a contracted
awarded as part of a grant process.
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Appendix B - Scenarios for Demonstration
12.4. F INALIZE C ONTRACT
Demonstrate how the system facilitates the review, approval, and finalization of a contract including how
the system:





Assigns contracts to user(s) for review and finalization based on configurable workflow rows
Validates the contract against configurable contract rules
Captures information about whether, by when, and by whom a contract and its associated
budget was approved/not approved
Captures information about the reasons for rejection, including information about any identified
discrepancies
Integrates with an external accounting system regarding the contract creation
12.5. M ANAGE S UBCONTRACTORS
FOR
C ONTRACT
Demonstrate how the system supports the tracking of subcontractors associated with a contracted
vendor including how the system:


Captures detailed information about the association between the contractors and its
subcontractors (e.g., dates, reasons, etc.)
Provides a process to request and receive EEC approval of proposed subcontractor relationships
The Unified System will allow users to amend or adjust contract information, including information about
the contract as a whole as well as the details for the associated price-based (unit) or cost-based (project)
contract budget. The system will support a variety of different types of amendments, including
amendments that do and do not affect the overall compensation for a contract. The Unified System will
maintain a comprehensive history of all contract amendments, including information about what was
changed (before and after values), when the information was changed, and by whom a change was
made.
U SE C A SES S UPPORTED :
 POS-BP06-UC01: Amend Contract
 POS-BP06-UC02: Amend Budget Line Information – Redistribution
 POS-BP06-UC03: Finalize Contract Amendment
 POS-BP06-UC04: Renew Contract
 POS-BP06-UC05: Administer Contract
 POS-BP06-UC06: Process Underutilized Contracts
 POS-BP06-UC07: Process Universal Rate Change
 POS-BP06-UC08: Process One Time Stipend
12.6. A MEND C ONTRACT – P RICE A GREEMENT (U NIT B ASED )
Demonstrate how the system supports the process of amending a price agreement based contract, such
as an income eligible child care contract. Demonstrate how the system:



Supports the amendment of information, such as the terms and conditions, which do not affect
the overall compensation
Supports the amendment of information, such as rate and fee information, which impacts the
overall compensation
Tracks the reason(s) for the amendment
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Appendix B - Scenarios for Demonstration


Assigns the contract amendment for review and finalization
Maintains and displays a history of status changes for a contract amendment
12.7. A MEND C ONTRACT – C OST A GREEMENT (P ROJECT B ASED )
Demonstrate how the system supports the process of amending a cost agreement based contract, such
as a contract for information and referral services.
Demonstrate how the system supports the redistribution of funding between budget lines (e.g., move
from salary line to administration line).
12.8. R ENEW C ONTRACT
Demonstrate how the system facilitates the process of renewing or extending a contract that has or is
scheduled to expire.
12.9. P ROCESS U NDERUTILIZED C ONTRACTS
Demonstrate how the system facilitates the process of finding contracts that have not utilized awarded
funding as expected including how the system:





Identifies underutilized contracts using configurable rules (e.g., less than X % utilized)
Notifies vendors and tracks vendor responses regarding contract utilization
Supports the amendment of contract total and/or slot information
Determines the amount of money to return to EEC, if applicable
Facilitates the transfer of funds from underutilized contracts
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Appendix B - Scenarios for Demonstration
Scenario 13. M ANAGE V OUCHERS
The Unified System will include functionality to manage the availability and utilization of child care that is
provided via vouchers. In accordance with EEC policies, authorized EEC users will be able to establish
and monitor target income eligible voucher allocations for each region and/or intermediary agency.
Authorized intermediaries will also be able to create and manage individual agreements with programs to
provide services to families with child care vouchers. The system will maintain a listing of all programs
with voucher agreements and will integrate this information with other information maintained about
licensed and non-licensed programs.
U SE C A SES S UPPORTED :
 CFA-BP04-UC01: Manage Voucher Allocation Information
 CFA-BP04-UC02: Manage Agreements with Voucher Programs
13.1. E STABLISH V OUCHER T ARGET A LLOCATION I NFORMATION
Demonstrate how the system facilitates the process of maintaining information about the target income
eligible child care vouchers statewide as well as targets for each region and/or intermediary.
Demonstrate how the system:




Captures voucher target allocation information including target slots and target spending
Captures allowable over-allocation information (e.g., 5% over target)
Tracks the utilization of the allocated vouchers
Prevents a user from issuing a new child care voucher when the voucher allocation (or allowable
over-allocation) has been exceeded
13.2. A DJUST V OUCHER T ARGET A LLOCATION I NFORMATION
Demonstrate how the system supports changes to target voucher allocations including how the system:


Captures detailed information about the allocation adjustment (e.g., amount, effective date, etc.)
Tracks and displays a history of changes to voucher allocation information
13.3. M ANAGE A GREEMENTS
WITH
V OUCHER P ROVIDERS
Demonstrate how an authorized intermediary, such as a Child Care Resource and Referral Agency, can
maintain information about their agreements with various programs to provide subsidized child care
services via the voucher process. Demonstrate how the system:


Captures information about the programs, including in home/relative child care providers, who
will be providing voucher care
Captures information about the agreements between the programs and the intermediary (e.g.,
agreement date, programs, type, schedules, rates, etc.)
13.4. A NALYZE /R EPORT
ON
V OUCHERS
Demonstrate the queries/reports available to analyze and report on voucher information including
available queries/reports pertaining to:


Voucher Allocation Information (e.g., statewide, by region, by intermediary, etc.)
Voucher Utilization Information (e.g., statewide, by region, by intermediary, by program, by age
group, etc.)
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Appendix B - Scenarios for Demonstration
Scenario 14. M ANAGE R ATES
The Unified System will facilitate the process of maintaining and changing rates, including rates that
apply to contract and voucher providers. Users will be able to simulate the impact of rate changes,
project the cost of rate changes made retroactively, and apply rate changes to one or more programs at
once.
U SE C A SES S UPPORTED :
 POS-BP06-UC07: Process Universal Rate Change
 POS-BP06-UC08: Process One Time Stipend
14.1. S IMULATE I MPACT
OF
R ATE C HANGE
Demonstrate how the system can simulate the impact of a potential rate change including how the
system:


Simulates the impact a potential rate change would have on the total funding if it was applied
Simulate the impact a potential change to the amount of total funding available (e.g., $1 million
increase due to new funding) would have on individual providers (contracts and/or vouchers)
14.2. P ROCESS U NIVERSAL R ATE C HANGE
Demonstrate how the system facilitates the process of applying a rate increase to multiple contracts and
voucher programs at the same time including how the system:




Facilitates the selection of one or more contracts/lines and voucher program groups to amend
Captures rate change amendment information (e.g., type, amount, effective date, reason, etc.)
Validates that rate change adheres to configurable contract amendment rules (e.g., allowable
dates, maximum obligation, comparison to walk-in rate, etc.)
Determines payment adjustments that result from the rate change in both vouchers and
contracts
14.3. P ROCESS O NE T IME S TIPEND
Demonstrate how the system facilitates the processing of a one-time stipend to a set of vendors to cover
one-time expenses (e.g., summer funds) including how the system:
 Facilitates the selection of the vendor(s) to receive the stipend
 Captures stipend detail information (e.g., date, amount, reason, etc.)
 Processes the stipend payment
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Appendix B - Scenarios for Demonstration
Scenario 15. M ANAGE P ROGRAM A VAILABILITY I NFORMATION
The Unified System will facilitate the tracking and management of information about a program’s
availability to provide child care. They system will calculate and display information about a program’s
overall capacity, including where appropriate its licensed capacity as well as its contracted maximum slots
for subsidized child care. Programs will be able to maintain information about their internal benchmarks
or desired capacity for both subsidized and non-subsidized care. Programs will also be able to maintain
up-to-date information about their current and projected availability online. The system will calculate and
help manage the utilization of child care contract slots and vouchers, including underutilization,
overutilization, and forecasting.
U SE C A SES S UPPORTED :
 CFA-BP04-UC03: Manage Program Availability Information
 LMS-BP05-UC01: Find Programs
15.1. M ANAGE P ROGRAM A VAILABILITY I NFORMATION
Demonstrate how the system facilitates the management of availability information including program
capacity and utilization information. Demonstrate how the system:






Displays license capacity information based on the program’s license
Displays contracted capacity information based on the program’s contract(s)
Allows a program to specify information about its desired enrollment capacity, including for
subsidized and non-subsidized children
Calculates the number of child care slots that are currently used/available for subsidized care
Allows a program to specify the number of child care slots that are used/currently available for
non-subsidized care
Allows a program to specify information about the number of child care slots that are projected
to be available for both subsidized and non-subsidized child care within a time period
15.2. F IND A VAILABLE P ROGRAMS
Demonstrate how the system allows a user to find programs with availability to provide child care,
including how the system:


Enables system users and the public to find programs with current and/or projected availability
Captures programs’ preferences concerning the visibility of their information on public child care
searches
15.3. D ISPLAY P ROGRAM ( S )
ON
M AP
Demonstrate how a user can view and print a map of one or more child care program addresses (e.g.,
child care programs) using a Geographic Information System (GIS) service.
15.4. A NALYZE /R EPORT
ON
U TILIZATION /A VAILABILITY
Demonstrate the queries/reports available to analyze and report on utilization/availability information
including current and forecasted information. Demonstrate available queries/reports pertaining to:
 Service utilization (e.g., by funding stream, by program, by service, etc.)
 Voucher allocation/utilization (e.g., comparison to benchmarks)
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Appendix B - Scenarios for Demonstration
 Contract/line allocation/utilization
 Financial forecasting (e.g., service need projections, turnover rates, seasonal variations, etc.)
 Utilization exceptions (e.g., underutilization, over-utilization, difference from target, etc.)
 Caseload and spending trends (e.g., number of children by account type, contract expenditure by
child care account, etc.)
 Caseload attrition (e.g., over selected time periods, by program type, age group, geography, etc.)
 Program capacity/availability
 Expenditures
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Appendix B - Scenarios for Demonstration
Scenario 16. M ANAGE V ISITS
OR
M EETINGS
The Unified System will support the scheduling and tracking of various visits and meetings involving EEC
staff, intermediaries, programs, and families. Visits/meetings can be assigned, reassigned, rescheduled,
and updated as needed. The system will facilitate the notification of attendees when changes are made
to an upcoming visit or meeting.
U SE C A SES S UPPORTED :
 LMS-BP04-UC01: Schedule Visit or Meeting
 LMS-BP04-UC02: Prepare for Visit or Meeting
16.1. S CHEDULE V ISITS
OR
M EETINGS – F AMILY M EETING
Demonstrate how the system facilitates the process of scheduling a meeting with a family including how
the system:





Captures detailed meeting/information (e.g., time, location, attendees, etc.)
Sends notifications of upcoming meetings
Allows a user to cancel or reschedule the meeting
Displays a list or calendar view of upcoming meetings
Displays scheduled visit/meeting on a user’s personal calendar
16.2. S CHEDULE V ISIT
OR
M EETING – P ROGRAM M EETING
Demonstrate how the system facilitates the process of scheduling a meeting with one or more
programs/organizations. (see Scenario 16.1: Schedule Visits of Meetings –Family Meeting for additional
information)
16.3. T RACK V ISIT /M EETING O UTCOME
Demonstrate how the system facilitates the tracking of visit/meeting outcomes, including how the system
tracks whether the event was held, who participated, and what occurred.
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Appendix B - Scenarios for Demonstration
Scenario 17. M ANAGE S ECURE A CCESS
The Unified System will manage access to information and functionality using Commonwealth and EEC
standards for security. EEC administrators will be able to create new security roles and profiles and
indicate which profiles apply to different groups of users. Programs and organizations will be able to help
administer their own staff’s user accounts, and EEC administrators will be able to help establish, oversee,
and change user accounts and privileges.
The Unified System will also include many safeguards to protect against unauthorized access and will
maintain detailed audit trails of user activity and changes to the information maintained in the Unified
System. It will also protect the security and confidentiality of information as required by the
Commonwealth of Massachusetts Executive Order 504.
U SE C A SES S UPPORTED :



CSP-SP01-UC01: Manage Application Security Groups
CSP-SP01-UC02: Manage User Accounts
CSP-SP01-UC03: Maintain Audit Trail
17.1. M ANAGE A PPLICATION S ECURITY G ROUPS
Demonstrate how the system controls access to all non-public information and functionality by security
privileges. Demonstrate how the system:




Supports role based security for identity and access management
Allows an authorized user to add or edit a permission (also known as a resource) which is a
system level element that can be protected by the system
Allows an authorized user to add or edit a role (also known as an atomic role) which aggregates
related permissions for activities
Allows an authorized user to add or edit a user profile (also known as a compound role) that is a
collection of roles that together meet the business needs for a particular type or user
17.2. M ANAGE U SER A CCOUNTS
Demonstrate how the system supports the creation and maintenance of user accounts to protect against
unauthorized access. Demonstrate how the system:





Supports single sign on to system functionality
Supports different levels of user account administration including self administration,
program/intermediary administration, and EEC administration
Provides the ability to associate a user account with multiple organizations and programs and
assign different security profiles for each organization/program with which the user is associated
Controls access to system functionality/data based on the user’s security profile for the
organization/program under which the user is logged in
Validates that user names and passwords meet configurable rules (e.g., number and type of
characters, reset timeframes, etc.)

Supports lost user names and passwords

Monitors user sessions
17.3. M AINTAIN A UDIT T RAIL – U SER A CTIVITY H ISTORY
Demonstrate how the system maintains and displays a history of the different types of user activities
(e.g., view, add, delete, update, print, etc.) performed by each user logged into the system.
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Appendix B - Scenarios for Demonstration
17.4. M AINTAIN A UDIT T RAIL – D ATA C HANGE H ISTORY
Demonstrate how the system maintains and displays a history of changes to transactional data, including
information about how the information was changed (before and after values), when the information was
changed, and by whom a change was made.
17.5. M AINTAIN A UDIT T RAIL – R ECORD A CCESS H ISTORY
Demonstrate how the system maintains and displays a history of who has accessed system information,
including what was accessed, when, and by whom.
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Appendix B - Scenarios for Demonstration
Scenario 18. P ROMOTE S YSTEM U SABILITY
The Unified System will adhere to federal, Commonwealth, and EEC standards for accessibility and
usability. It will include a variety of different tools and resources to promote the experience with and use
of the system including online help, user preferences, and more.
U SE C A SES S UPPORTED :



CSP-SP02-UC01: Manage User Preferences
CSP-SP02-UC02: Promote System Accessibility
CSP-SP02-UC03: Manage User Help
18.1. P ROMOTE S YSTEM U SABILITY
Demonstrate usability features and functions available within the system including how the system:



Conforms to ADA standards (e.g., keyboard functionality, animation, color coding to convey
information, accessibility features, timed responses, etc.)
Promotes the quick access to frequently used records and queries (e.g., frequently accessed
programs, last number X accessed families, etc.)
Allows users to maintain certain preferences that apply only to their account
Demonstrate other usability features available within the system.
18.2. M ANAGE U SER H ELP
Demonstrate the online help features available within the system including available process, page, and
field specific help functionality.
Demonstrate how help information is maintained, including how the system supports a history of help
information over time.
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Appendix B - Scenarios for Demonstration
Scenario 19. C OMMUNICATE E LECTRONICALLY
The Unified System will include a variety of common tools and services to promote communications
among and between EEC staff and stakeholders. Users will be able to send and receive electronic
communications in a secure and efficient manner via the Unified System. In addition to sending and
receiving electronic correspondences, users will also be able to establish and share reminders about tasks
and activities that require follow-up. The system will maintain a comprehensive history of all messages
sent via the Unified System and can also send email notification to users about electronic communications
if the user prefers.
The Unified System will also allow users to share electronic documents such as enrollment related
documents, contract documents, and more. This includes documents that were originally created in an
electronic format (e.g., Word Document) as well as scanned versions of paper documents (e.g., JPEG
document). Users will be able to upload one or more electronic document for viewing. The system will
confirm that the document is virus free and meets the document upload thresholds established by EEC.
U SE C A SES S UPPORTED :




CSP-SP03-UC01:
CSP-SP03-UC02:
LMS-BP05-UC09:
CSP-SP04-UC01:
Manage Electronic Messages
Manage Reminders
Manage Program Reminders
Manage Electronic Documents
19.1. M ANAGE M ESSAGE G ROUPS
AND
M EMBERS
Demonstrate how an administrator can use the system to establish groups of users to whom to send
electronic messages via the system. Demonstrate how the administrator indicates the users, or groups of
users, that are part of the group currently and over time.
19.2. M ANAGE E LECTRONIC M ESSAGES
AND
I NBOX
Demonstrate how the system can be used to send and receive electronic messages to a user and/or
message group including how the system:




Captures message content and recipient information
Displays an inbox or queue of messages
Tracks whether and when a message has been received and read
Sends email notification of the electronic message
19.3. G ENERATE F OREIGN L ANGUAGE C ORRESPONDENCE
Demonstrate how the system can be used to generate and print a notice in a language other than
English. Demonstrate the various languages the system supports.
19.4. G ENERATE B ATCH C ORRESPONDENCE
Demonstrate how the system is able to generate correspondences for multiple recipients (e.g., multiple
programs, families, etc.) at the same time including how the system:


Allows a user to specify which recipients to include in a batch of correspondences
Allows a user to specify where/how to print the correspondences, including to an individual
printer or to a centralized printing center (e.g., state mailing facility)
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Appendix B - Scenarios for Demonstration
19.5. M ANAGE R EMINDERS
Demonstrate how the system supports the ability to establish, view, and track electronic reminders of
upcoming tasks or activities to aid in the timely completion of those activities.
19.6. M ANAGE E LECTRONIC D OCUMENTS
Demonstrate how the system supports the uploading and storage of electronic documents including how
the system:





Captures detailed metadata information (e.g., title, author, etc.) about each document
Validates that the document meets configurable electronic document rules including rules based
on file size and file type
Confirms that the document is virus free
Allows a user to view the document in a standard web browser
Supports the removal and replacement of previously uploaded documents
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Appendix B - Scenarios for Demonstration
Scenario 20. A NALYZE /R EPORT
ON
S YSTEM I NFORMATION
In accordance with applicable State and Federal regulations and policies, information in the Unified
System will be used as the basis of comprehensive research and reporting. The Unified System will
support a variety of mechanisms for analysis and reporting of both aggregate (non-identifying) and
detailed information.
U SE C A SES S UPPORTED :



CSP-SP11-UC01: Generate Online Queries/Reports
CSP-SP11-UC02: Download Unified System Data
CSP-SP11-UC03: Integrate with Data Warehouse
20.1. G ENERATE Q UERY /R EPORT – D ETAIL L IST R ESULTS
Demonstrate an example of a report that is available in the system where the report results are
formatted as a detailed list (e.g., list with column headers) including how a user can sort report results.
20.2. G ENERATE Q UERY /R EPORT – S UMMARY /D ETAIL R ESULTS
Demonstrate an example of a report that is available in the system where the report results include
summary or aggregate level information (e.g., totals) with the ability to navigate to additional supporting
details.
20.3. G ENERATE Q UERY /R EPORT – G RAPHICAL R ESULTS
Demonstrate an example of a report that is available in the system where report results include a graph,
chart, or other graphical display.
20.4. G ENERATE Q UERY /R EPORT – D ASHBOARD
I NDICATOR R ESULTS
AND
K EY P ERFORMANCE
Demonstrate an example of a report that is available in the system where the report results are
formatted into a dashboard and/or display key performance indicators.
20.5. E XPORT Q UERY /R EPORT R ESULTS
TO
F ILE
Demonstrate how the system allows a user to export results of a query/report to Microsoft Excel or
another standardized file format (e.g., comma separated, portable document format, html, etc.).
20.6. E XPORT D ATA
TO
D ATA W AREHOUSE
Demonstrate how the system is integrated with a data warehouse for more advanced and complex
analysis and reporting.
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Appendix B - Scenarios for Demonstration
Scenario 21. A DMINISTER S YSTEM
The Unified System will provide the ability to administer a wide variety of information. The system will
utilize reference code and data validation tables whenever possible to facilitate the maintenance of and
changes to system operations. System administrators will be able to perform a vast amount of
configuration and administrative tasks without any programming, including maintaining business rules,
financial information, and other reference data. Administrators will be able to change information and
maintain a history of when the changes were effective.
U SE C A SES S UPPORTED :

CFA-BP12-UC01: Administer Child/Family Access and Assistance
21.1. M AINTAIN E LIGIBILITY R ULES
Demonstrate how an administrator can maintain information about the business rules used to determine
and re-determine whether a family is eligible to receive subsidized child care (e.g., which types of
income, family members, and activities count towards eligibility). Demonstrate how the system supports
different eligibility rules over time (e.g., effective date).
21.2. M AINTAIN SMI T HRESHOLD I NFORMATION
Demonstrate how an administrator can maintain the State Median Income threshold including information
pertaining to family size and income threshold. Demonstrate how the system supports different SMI
thresholds over time (e.g., effective dates).
21.3. M AINTAIN P ARENT C O - PAY I NFORMATION
Demonstrate how an administrator can maintain parent co-pay information based on a variety of criteria
such as family size, income bracket, fee type, etc.
Demonstrate how the system supports different parent co-pays over time (e.g., effective dates).
21.4. M AINTAIN E NROLLM ENT P RIORITY I NFORMATION
Demonstrate how an administrator can maintain information about the different enrollment priorities for
children and families on the income eligible waiting list (e.g., length of time on list, sibling enrollment,
special needs, military service, child of a foster parent, etc.) including rules for the ordering and
weighting of priorities. Demonstrate how the system supports different priorities over time (e.g.,
effective dates).
21.5. M ANAGE D UPLICATIVE R ECORDS
Demonstrate how the system promotes the integrity and quality of information, including ensuring that
there are not duplicative records. Demonstrate how the system:




Attempts to prevent the creation of duplicative records, including determining potential likely
person and organization matches using automated rules
Helps identify and display potentially duplicate person and organizations for review and resolution
Supports the merger of duplicative persons
Supports the merger of duplicative organizations
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Appendix B - Scenarios for Demonstration
21.6. M AINTAIN W ORKFLOWS
Demonstrate how an administrator can maintain information about the workflow path for a specific
system task (e.g., approve override of eligibility rules, approve contract, etc.) including how the system:




Supports the assignment of workflows to individual users or groups of users based on security
profile
Supports different workflows based on key criteria such as geography (e.g., different users are
responsible for approving financial assistance applications submitted in different regions)
Displays a list or inbox of activities assigned to user
Supports scenarios where the user is not available (e.g., on vacation, no longer employed, etc.)
to complete the task
Demonstrate how the system supports different work flows over time.
21.7. M AINTAIN O THER R ULES
AND
R EFERENCE I NFORMATION
Demonstrate other capabilities the system provides for administrators to perform configuration and
administrative tasks without programming, including maintaining reference values and business rules.
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Appendix B - Scenarios for Demonstration
Scenario 22. O THER P RODUCT F UNCTIONALITY
Demonstrate other functionality available in the system that will be of high value to the Department of
Early Education and Care.
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