E L I S Early Learning Information System

1
E L I S Early Learning Information System

• Executive Director Briefing
• April 14, 2005
• Tampa, Florida

2
Introductions

• Name
• Title
• Organization
• Geographical area

3
Agenda

• I. Introductions 900
• II. Project Status 915
• III. What is ELIS - Process Overviews 930
• Referral
• Eligibility
• Funding
• Enrollment
• Break 1015
• Attendance Tracking 1030
• Utilization Review
• Invoice Administration
• Lunch 1145
• IV. Afternoon Work Session on Requirements
• Invoice generation, balances, local funding 130
• Break 200
• Utilization Review 210
• Break 240
• To be determined 250
• V. Closing 315

4
ELIS Project Update

• Feasibility Study for Legislatures Technology
  Review Workgroup
• Establish the User Advisory Group
• Refine the business and system requirements
• Coalition review and input
• Finalize the procurement document

5
Procurement

• Publish procurement document for vendors to
  submit proposals
• Requesting a Customizable Off The Shelf (COTS)
  solution
• Under fixed-price contract
• Vendor to have prior success
• Assess proposals based on published evaluation
  criteria

6
Timeline

• Evaluate proposals by end of fiscal year
• Vendor to deliver complete system within 18
  months
• Vendor payment based on deliverables deployed or
  tangible system assets
• Incremental roll-outs phased over the 18 months
• Actual dates will be established by the vendor

7
Stakeholder Involvement

• User acceptance established for
• Detail Requirements
• Prototype
• User Acceptance Testing
• Pilot
• Advise on Training Plan
• Facilitate Implementation
• Project structured with decision points of Go
  or No/Go by executive committee

8

• ELIS Overview

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• Entry into Office of Early Learning Programs

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Resource Referral
13
Resource Referral

• Provider
• Provider information will interface with the DCF
  Provider Profile Credentialing system
• Have a single source for Provider information
• List types of programs offered, hours
• Maintain the multiple fee/rates for services
• Whether accepts financially assisted payments or
  vouchers
• Allow for Providers to self-service their
  demographic information

14
Resource Referral, contd.

• Referral
• Capture Parent information
• Match parents preference to accreditation,
  location, costs, services
• Produce electronic listings based on Provider
  characteristics
• Include maps, send and store history
• Track children added, inactivated, transferred
• Generate CCRR reports

15
Eligibility
16
Eligibility

• Receive applications by parents/guardian for
  interview (web/email/phone/in person)
• Gather parent/guardian income data for non-VPK
  participants
• Interface with TANF, Wages, CSE for validation
• Calculate parent/guardian fees
• Counselor assignment and alerts for overdue
  re-eligibility

17
Funding
18
Funding

• Support qualification for grant and track
  matching dollars
• Track non-OEL funding, local, match funding
• Manage multiple funding sources per child
• Manage funds balances and utilization
• Report on Maintenance of Effort, CCDF, TANF

19
Enrollment


20
Enrollment

• Incorporate SPE/UWL and interface with DOH
  Immunization Registry
• View Provider curriculum, facility, services, etc
• Automated check of Provider data and status
• Notify Provider/parent of enrollment
• Prevent enrollment if funding restriction or
  deficit
• Differentiate children enrolled in OEL vs.
  alternate funders
• Track children un-enrolled
• Maintain history of child enrollments and
  providers

21

• Break -)

22
Attendance Tracking
23
Attendance Tracking

• Web Based Attendance Trackingwith Drivers
  License Card Swipe

24
Creating a better Attendance Tracking System
with Drivers License validation

• Objectives
• Meet Voluntary Pre-Kindergarten and Subsidized
  Child Care requirements
• Build a modular system adaptable to future
  systems (ELIS)
• Create a Web Based system with ability to add
  Driver License card swipe and other
  identification systems
• Improve attendance collection quality, efficiency
  and cost
• Create a paperless attendance tracking system
• Free up coalition/agency resources
• Reduce provider payment cycle
• Improve attendance information and auditing
• Reduce fraud

25
Current Attendance Tracking System
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Proposed Attendance Tracking System with Drivers
License validation
Load Eligible Child information and Provider
rosters
1
DHSMV (Dept. of Highway Safety Motor Vehicles)
Child Mgmt. Systems
EFS Systems
EFS Systems
Update Attendance in Child Mgmt Systems
3
Authorized Escort Driver License validation
1B
Manually enter previous Period adjustments
4
Attendance adj. Inquiries and Monitoring
2A
Web Based Attendance System and Repository
DCF (Dept. of Children and Families)
Coalitions and Agents
DOE (Dept. of Education)
Reports, Data Mining, Fraud detection
Provider collects authorized Escort list
5
1A
Parents or Escorts log children in/out of
Providers facility by entering Child pin and card
swiping Florida Driver License
2
State Level (AWI/OEL)
Learn/Care Providers (12K)
Providers
Providers
27
Attendance Tracking System Proposed Time Line
2005
2006
Dec
Project Feasibility Studies Part of ELIS
Feasibility Study
Kickoff and Conceptual Design
RFI
Pilot Funding Approved
RFP
Develop and Install System
Interface to EFS
Pilot Testing
Incremental System Rollout
Interface to ELIS
28
Utilization
29
Utilization

• Maintain facts on eligible enrollments, children
  served, funding, etc. over time
• Establish utilization cycles/monthly patterns
• Establish spending rate patterns
• Forecast utilization needs based on established
  propensities, for short-term or for long-term
• Allow for what-if analysis of children
  enrolled, cost of care, category, age care level,
  geography
• Financially assisted and/or VPK vacancies across
  all providers

30
Invoice Administration
31
Invoice Administration

• Retrieve the Attendance Tracking and Provider
  rate information together
• Calculate OCA totals, check balances, generate
  the invoice, attach files (keep history)
• Submit to OEL for approval
• OEL transmits to Aspire for EFT
• Aspire sends actual payment information to ELIS
  and actual balances are updated
• An alert is triggered if EFT amount differs from
  invoiced amount

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• Lunch -)
• Work session on Requirements
• 130 Invoice generation, balances, local funding
• 210 Utilization Review
• 250 TBD / Parking Lot Issues

34
130-200

• Invoice generation
• Balances
• Local Funding

35
210-240

• Utilization Management

36
250-315

• Parking Lot / To Be Determined

37
315

• Closing

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• T h a n k Y o u !
• H a v e s a f e t r i p