VIRGINIA S AUTOMATION OF CHILD CARE SUBSIDY

VIRGINIA S AUTOMATION OF CHILD CARE SUBSIDY

AGENDA Business Drivers Radmap t Autmatin Lcal Department Participatin Facilitating a Smth Transitin Benefits Challenges & Surprises Wish List If we were t d it all ver again 2

BUSINESS NEEDS Virginia s Scial Services System is state supervised and lcally administered by 120 cities and cunties. Cnsistent and standard statewide peratins Precise and timely tracking f child care authrizatins and payments Autmated eligibility determinatin Prvides data needed fr efficient case management and reprting Ability t cllect and track prvider-specific infrmatin Reprting capabilities fr business analysis r frecasting f funds disbursement Payments are made t legally perating prviders nly Autmates child care prcesses and has extensive system checks t reduce fraud 3

ROADMAP TO AUTOMATION T achieve service integratin, imprved efficiency, and mst imprtantly, imprved utcmes fr the citizens f Virginia, DSS decided t implement a Case Management System and Attendance tracking system Security Purchase f Service Order (POSO) Authrizatin fr subsidized child care Service type with assciated rates Budget line/cst cde Add schedule fr child care Case Management Onging child care subsidy case Cntent tracking Alerts/ticklers Case lad management Financial Management Manage payment t prviders/ vendrs Receive the actual expenditures and adjustments Reprt encumbrances Frecast unbligated balance Accunts receivables fr verpayments Interfaces Intake Case Demgraphics Identify Existing Cases Attendance Tracking Track Attendance Assessment and Planning Family Assessment Service Plan Eligibility Autmated Eligibility Determinatin Case Histry Cnversin Vendr Management Maintain the vendr rates Manage State Maximum Reimbursable Rate Manage the unregulated prviders and lcally rdinanced prviders Wait List Management Add r remve/purge families Priritizatin Mnitring based n available funds Frms and Reprts Generate child care frms Federal reprts Case samples needed fr payment accuracy summaries Self Service Client Prvider 4

LOCAL DEPARTMENT PARTICIPATION Requirement Validatin Design / Develpment User Acceptance Testing Implementatin Lcal Department and Central Office staff spent six weeks validating that the transfer slutin meets the system requirements detailed in the RFP. Lcal Department and Central Office staff spent six mnths wrking with the Vendr n the system design. Lcal Department and Central Office staff wrte and executed test scenaris t cnfirm the system is perating as designed. Lcal Department and Central Office staff participated in business prcess wrkshps t identify business prcess impacts that will result frm using the new system. The results f these sessins are included in an Implementatin Handbk that each lcal department received. 5

FACILITATING A SMOOTH TRANSITION Phased Implementatin - Implementatin Included a Pilt and Three Waves Training and Implementatin Supprt needs t be included as part f the Scpe Prviding Field Supprt in the Lcal Departments after G-Live Yu may nt get everything yu want right away. (80/20 Rule) 6

BENEFITS Cnsistent and standard statewide peratins Precise and timely tracking f child care authrizatins and payments Autmated eligibility determinatin Prvides data needed fr efficient case management and reprting (801) Ability t cllect and track prvider/vendr specific infrmatin Reprting capabilities fr business analysis r frecasting f funds disbursement Payments are made t legally perating prviders/vendrs nly Autmates child care prcesses and has helped the Department save dllars 7

CHALLENGES & SURPRISES Transitining frm a manual prcess t full autmatin Willingness f prviders t dcument attendance Availability f State and Lcal Department staff System Changes are expensive Mre accurate attendances 8

WISH LIST Mre efficient and easy t use Attendance tracking system Data Analytics and Additinal Reprting Capabilities Integrate Quality Rating with Subsidy System Integrated Prgram Integrity and Anamly Detectin 9

IF WE WERE TO DO IT ALL OVER AGAIN.. Allw time fr staff t becme cmfrtable with ne system (case management) befre adding a secnd (attendance tracking). If it is Enterprise System Bring all parties tgether at the very beginning Align eligibility requirements Assign dedicated resurces fr the prject Prvide adequate training fr prviders and parents fr using the attendance tracking system Invlve Fiscal Staff frm thrughut the prcess Have Business Analyst wh learn the prgram Assign a Librarian fr Dcument Management Talk with ther states wh have implemented systems. Visit if pssible. Wrk with staff experienced with cntracting. NO CHOCOLATES during Design Sessins 10