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Welcome

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Welcome

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  1. Welcome Child Care Time and Attendance System David A. Paterson Gladys Carrión, Esq. Governor Commissioner

  2. IntroductionsProject Team New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Renee Rider DCCS Assistant Commissioner George Warner IT Applications George Ciezkowski DCCS Subsidy Program Director Abe Mufti IT Project Manager Sara Blake IT Project Manager Eileen Mahoney DCCS Program Specialist Norbert Haupt President, Controltec Rob Hops Project Manager, Controltec Kevin Smith Deployment Manager, Controltec Timothy J. Buddenhagen Training Program Coordinator, PDP 1 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  3. Agenda New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Business Process Needs • Project Background • Goals • System Features • Project Timeline • Demonstrate Key System Functions • Overview of Implementation Requirements • Project Information Website • Questions and Answers 2 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  4. Business Process Needs New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Child care subsidy program FFY 2009 88,000 children and 27,000 providers benefited from subsidy payments • Labor intensive manual operations Calculations Income eligibility Family fee Notices to families and providers 3 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  5. Business Process Needs New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Labor intensive manual operations (cont) • Payment process Tracking the number of absences Child care provided matches authorized hours Calculating payment amount • Potential for fraud 4 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  6. Business Needs New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project 5 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  7. Project Background New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Lack of State automated support for time and attendance and payment calculation • Enhanced implementation allocations 2003 allow districts to purchase software or fund local projects • Availability of ARRA funding • Deploy system outside of New York City 6 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  8. Goals New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Improve the timeliness and accuracy of payments • Increase fiscal accountability including fraud prevention • Decrease the administrative burden on local districts • Improve the recruitment and retention of child care providers 7 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  9. System Features New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Built in interfaces with WMS/SOS, CCFS and BICS • Case management tools • Eligibility and fee calculations • Generate client and provider notices • Schedule of care • Statewide web-based technology • Broadcast messaging 8 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  10. System Features New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Automated attendance module Parent check in/out time clock Web submittal of attendance Allowance for paper timesheet submittal • Payment calculations Provider rates and market rates Absence tracking Validate payments Export payment to BICS 9 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  11. System Features New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Data integrity Permissions and user roles Data tracking and audit roles • Reports package Payment and audit Case management Statistical Exception • Program queries and searches 10 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  12. Project Timeline New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project June 2009 RFI Issued January 2010 RFP Issued March 2010 Proposals Due May 2010 Contract Awarded to Controltec May 2010 - November 2010 Development and Testing December 2010 – January 2011 Pilot Phase -2 Districts February 1, 2011– March 25, 2011 Deployment Rollout - Phase A February 15, 2011– April 25, 2011 Deployment Rollout - Phase B April 1, 2011 – June 23, 2011 Deployment Rollout - Phase C July 31, 2011Statewide Deployment Must Be Completed 11 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  13. Benefits: Districts New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Improved fiscal management tools Financial planning Financial and program analysis Overall data for operational decisions • Consistent business practices Better accountability tools for districts Faster and more accurate payments to providers Reduction in improper payments 12 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  14. Benefits: Districts (cont) New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Program administration streamlined District staff and resources more efficiently deployed Case, client, provider and payment data availability Reporting and notification capabilities automated 13 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  15. Benefits: Providers New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Timely and consistent payments • Family/child authorizations available • Child care attendance rosters available 14 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  16. Benefits: Providers (cont) New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Streamlined time and attendance process Electronic sign-in/sign-out for provider with onsite parent accessible computer Electronic submission by provider without parent accessible computer Allow paper submission for providers without computers 15 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  17. New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project 16 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  18. New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project 17 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  19. DemonstrationNorbert HauptPresident-Controltec Inc. New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project 18 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  20. Pre-Deployment Activities New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Pre-deployment tasks identified in August 2010 • Transition planning sessions 6 months prior to deployment • Selection of initial group of participating providers • Request provider rates • Data imports - WMS, KinderTrack, McGuiness and CC4K • Data conversion - Existing manual systems • Data validation 19 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  21. Training New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Just-in-time training prior to deployment for district staff • Role-based, hands-on training • Onsite for larger districts,Regionally combined for smaller districts • Online training for providers and parents 20 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  22. Deployment New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Pilot counties Albany Onondaga 21 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  23. Deployment New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Phase A Counties Niagara Monroe Chautauqua Chenango Madison Herkimer Oneida Jefferson St Lawrence Oswego Lewis Chemung Tioga Broome 22 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  24. Deployment New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Phase B Counties Erie Nassau Yates Essex Clinton Wayne Franklin Hamilton Seneca Washington Warren Ontario Rensselear Columbia Sullivan Green UlsterDutchess Schoharie Otsego Delaware 23 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  25. Deployment New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Phase C Counties Westchester Suffolk Cayuga Cortland Tompkins Allegany Cattaraugus Saratoga Orleans Genesee Wyoming Livingston Schenectady Fulton Schuyler Montgomery Steuben Orange Putnam Rockland 24 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  26. District Post-Deployment Support New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project • Onsite transition support • Dedicated New York support center in Syracuse Phone and email support Live support via web available • Regularly scheduled Webinars Refresher training New features • Manuals and Tutorials available online 25 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  27. Getting Word Out to Providers and Parents New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Local District Action • Provider and Parent outreach is critical Fact sheet explaining benefits Payment inserts Website - http://info.ccta-newyork.com/ 26 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  28. Project Website New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project Email Questions To: ocfs.sm.childcare.ccta@ocfs.state.ny.us 27 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  29. Questions and Answers New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project 28 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner

  30. Thank You New York State Office of Children and Family Services (OCFS) Child Care Time and Attendance Project 29 July 15, 2010 David A. Paterson Governor Gladys Carrión, Esq. Commissioner