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Welcome Child Care Time and Attendance System David A. Paterson Governor Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Introductions Project Team Renee Rider George Warner George Ciezkowski Abe Mufti Sara Blake Eileen Mahoney Norbert Haupt Rob Hops Kevin Smith Timothy J. Buddenhagen David A. Paterson Governor DCCS Assistant Commissioner IT Applications DCCS Subsidy Program Director IT Project Manager IT Project Manager DCCS Program Specialist President, Controltec Project Manager, Controltec Deployment Manager, Controltec Training Program Coordinator, PDP 1 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Agenda • • • • • • • • • Business Process Needs Project Background Goals System Features Project Timeline Demonstrate Key System Functions Overview of Implementation Requirements Project Information Website Questions and Answers David A. Paterson Governor 2 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Business Process Needs • Child care subsidy program FFY 2009 88,000 children and 27,000 providers benefited from subsidy payments • Labor intensive manual operations Calculations Income eligibility Family fee Notices to families and providers David A. Paterson Governor 3 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Business Process Needs • Labor intensive manual operations (cont) • Payment process Tracking the number of absences Child care provided matches authorized hours Calculating payment amount • Potential for fraud David A. Paterson Governor 4 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Business Needs David A. Paterson Governor 5 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Project Background • Lack of State automated support for time and attendance and payment calculation • Enhanced implementation allocations 2003 allow districts to purchase software or fund local projects • Availability of ARRA funding • Deploy system outside of New York City David A. Paterson Governor 6 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Goals • Improve the timeliness and accuracy of payments • Increase fiscal accountability including fraud prevention • Decrease the administrative burden on local districts • Improve the recruitment and retention of child care providers David A. Paterson Governor 7 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project System Features • • • • • • • Built in interfaces with WMS/SOS, CCFS and BICS Case management tools Eligibility and fee calculations Generate client and provider notices Schedule of care Statewide web-based technology Broadcast messaging David A. Paterson Governor 8 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project System Features • Automated attendance module Parent check in/out time clock Web submittal of attendance Allowance for paper timesheet submittal • Payment calculations Provider rates and market rates Absence tracking Validate payments Export payment to BICS David A. Paterson Governor 9 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project System Features • Data integrity Permissions and user roles Data tracking and audit roles • Reports package Payment and audit Case management Statistical Exception • Program queries and searches David A. Paterson Governor 10 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Project Timeline June 2009 January 2010 March 2010 May 2010 May 2010 - November 2010 December 2010 – January 2011 February 1, 2011– March 25, 2011 February 15, 2011– April 25, 2011 April 1, 2011 – June 23, 2011 July 31, 2011 David A. Paterson Governor RFI Issued RFP Issued Proposals Due Contract Awarded to Controltec Development and Testing Pilot Phase -2 Districts Deployment Rollout - Phase A Deployment Rollout - Phase B Deployment Rollout - Phase C Statewide Deployment Must Be Completed 11 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Benefits: Districts • Improved fiscal management tools Financial planning Financial and program analysis Overall data for operational decisions • Consistent business practices Better accountability tools for districts Faster and more accurate payments to providers Reduction in improper payments David A. Paterson Governor 12 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Benefits: Districts (cont) • Program administration streamlined District staff and resources more efficiently deployed Case, client, provider and payment data availability Reporting and notification capabilities automated David A. Paterson Governor 13 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Benefits: Providers • Timely and consistent payments • Family/child authorizations available • Child care attendance rosters available David A. Paterson Governor 14 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Benefits: Providers (cont) • Streamlined time and attendance process Electronic sign-in/sign-out for provider with onsite parent accessible computer Electronic submission by provider without parent accessible computer Allow paper submission for providers without computers David A. Paterson Governor 15 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Electronic Recording of Attendance Provider Logs On and Enters Children's In and Out Times Records Absenses Parent Logs on and Checks Children In and Out Providers PC Parent Provider Authorizations Sent and Received Attendance Submitted and Received CCTA System SOS Case Data Exported LDSS Workers Create Authorizations and Calculate Payments BICS Payment Data Exported CCFS Verifies Provider Status David A. Paterson Governor 16 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Traditional Paper Attendance Provider LDSS Generates Timesheet and Mails to Provider Provider Enters Attendance on Timesheet and Returns to LDSS CCTA System SOS Case Data Exported LDSS Workers Create Authorizations and Calculate Payments BICS Payment Data Exported CCFS Verifies Provider Status David A. Paterson Governor 17 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Demonstration Norbert Haupt President-Controltec Inc. David A. Paterson Governor 18 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Pre-Deployment Activities • Pre-deployment tasks identified in August 2010 • Transition planning sessions 6 months prior to deployment • Selection of initial group of participating providers • Request provider rates • Data imports - WMS, KinderTrack, McGuiness and CC4K • Data conversion - Existing manual systems • Data validation David A. Paterson Governor 19 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Training • Just-in-time training prior to deployment for district staff • Role-based, hands-on training • Onsite for larger districts, Regionally combined for smaller districts • Online training for providers and parents David A. Paterson Governor 20 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Deployment • Pilot counties Albany Onondaga David A. Paterson Governor 21 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Deployment • Phase A Counties Niagara Chautauqua Madison Oneida St Lawrence Lewis Tioga David A. Paterson Governor Monroe Chenango Herkimer Jefferson Oswego Chemung Broome 22 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Deployment • Phase B Counties Erie Nassau Essex Clinton Franklin Hamilton Washington Warren Rensselear Columbia Green Ulster Schoharie Otsego David A. Paterson Governor Yates Wayne Seneca Ontario Sullivan Dutchess Delaware 23 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Deployment • Phase C Counties Westchester Suffolk Cortland Tompkins Cattaraugus Saratoga Genesee Wyoming Schenectady Fulton Montgomery Steuben Putnam Rockland David A. Paterson Governor 24 July 15, 2010 Cayuga Allegany Orleans Livingston Schuyler Orange Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project District Post-Deployment Support • Onsite transition support • Dedicated New York support center in Syracuse Phone and email support Live support via web available • Regularly scheduled Webinars Refresher training New features • Manuals and Tutorials available online David A. Paterson Governor 25 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Getting Word Out to Providers and Parents Local District Action • Provider and Parent outreach is critical Fact sheet explaining benefits Payment inserts Website - http://info.ccta-newyork.com/ David A. Paterson Governor 26 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Project Website Email Questions To: ocfs.sm.childcare.ccta@ocfs.state.ny.us David A. Paterson Governor 27 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Questions and Answers David A. Paterson Governor 28 July 15, 2010 Gladys Carrión, Esq. Commissioner New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Thank You David A. Paterson Governor 29 July 15, 2010 Gladys Carrión, Esq. Commissioner
