EXECUTIVE DIRECTORS EXECUTIVE DIRECTORS ONLY SESSIONONLY SESSIONClarity – Consistency and QualityClarity – Consistency and Quality

Session GoalsSession Goals

Provide insight on process Provide insight on process elementselements

Provide clarity about CYS Provide clarity about CYS business process systems business process systems

Promote new ways to approach Promote new ways to approach management of existing management of existing programsprograms

Share basic system tips and Share basic system tips and toolstools

Bad habits are like a Bad habits are like a comfortable bed, easy to comfortable bed, easy to get into, but hard to get get into, but hard to get out of.out of. - proverb- proverb

Assessing where you are..Assessing where you are..

Do you know what you are Do you know what you are funded for?funded for?

What is your major funded What is your major funded program from CYS?program from CYS? How did you do this past fiscal How did you do this past fiscal

year with this program?year with this program? Did you expend all of your funds? Did you expend all of your funds?

Who is looking at qualityWho is looking at quality

Good Information is criticalGood Information is critical

Systems vs. ProcessesSystems vs. Processes

IPACS

CCMIS

IMEDGE

COPA

CYS System

Early Childhood

COPACOPA

773-368-5286 773-368-5286

COPA …..TIPSCOPA …..TIPS

Child Outcome Planning and Child Outcome Planning and AdministrationAdministration

Web Based…. does not require Web Based…. does not require any special softwareany special software

““Its on COPA” means that the Its on COPA” means that the information is posted on the information is posted on the COPA homepage. You do not COPA homepage. You do not have to log into the system to have to log into the system to see information that’s posted on see information that’s posted on the Homepage.the Homepage.

COPA - HomepageCOPA - Homepage

Weekly IPACS Weekly IPACS updatesupdates

RegistrationsRegistrations Fiscal formsFiscal forms CalendarsCalendars Links to Links to

regulationsregulations Past Past

presentationspresentations

COPA AdministrationCOPA Administration

Every Early childhood has a Every Early childhood has a COPA administratorCOPA administrator Reset passwordReset password Create usersCreate users Setup new classroomsSetup new classrooms Cannot create sites or update Cannot create sites or update

activity numbersactivity numbers

CYS COPA rolesCYS COPA roles

Create new Create new admin users for admin users for agenciesagencies

Create new sites Create new sites or agenciesor agencies

Update activity Update activity numbersnumbers

Provide help Provide help desk supportdesk support

Provide new Provide new user training user training every 3every 3rdrd Friday Friday

Inside COPAInside COPA

Reports # 206 –enrollment – Reports # 206 –enrollment – over income disabilitiesover income disabilities

Report # 201 Average Daily Report # 201 Average Daily AttendanceAttendance

Report # 233 vacanciesReport # 233 vacancies Report #971 and 970Report #971 and 970 Create a smart reportCreate a smart report 3455 is generated out of COPA3455 is generated out of COPA

CCMIS (Web Based)CCMIS (Web Based)

Child Care Child Care Information Information Management Management SystemSystem

Used for child Used for child care billingcare billing

CYS sets up CYS sets up passwordspasswords

Billing published Billing published by 5by 5thth business business day of monthday of month

CCMIS SupplementalCCMIS Supplemental

When a child does not appear When a child does not appear on the regular months billing a on the regular months billing a supplemental billing is created if supplemental billing is created if the child is eligible for the the child is eligible for the program. program.

At this time agencies can check At this time agencies can check the supplemental system from the supplemental system from July 06 Feb 07July 06 Feb 07

Recommend that supplemental Recommend that supplemental system is checked dailysystem is checked daily

IMEDEGE (Web Based)IMEDEGE (Web Based)

IMEDGE (Scanning)IMEDGE (Scanning)

Scanners installed at agencies 1 Scanners installed at agencies 1 per 100 children per siteper 100 children per site

Virtual file cabinet Virtual file cabinet Contains a workflow – different Contains a workflow – different

queuesqueues New New Directors ReviewDirectors Review Clerk ReviewClerk Review Approved – Rejected - Denied Approved – Rejected - Denied

IPACSIPACS

Illinois Public Aid Illinois Public Aid Communication SystemCommunication System

IDHS Mandated method of IDHS Mandated method of validating for childcare validating for childcare eligibility.eligibility.

Your staff does not perform Your staff does not perform IPACS screen review*IPACS screen review*

CYS started using IPACS on all CYS started using IPACS on all IDHS childcare application in IDHS childcare application in July 2006.July 2006.

IPACS impactsIPACS impacts

Longer eligibility awareness Longer eligibility awareness periodsperiods

Slower payments to agenciesSlower payments to agencies Temporary eligibility into CCMIS Temporary eligibility into CCMIS

to allow for cash flow until to allow for cash flow until eligibility is validated.eligibility is validated.

Higher level of scrutiny for Higher level of scrutiny for agency eligibility determination.agency eligibility determination.

Involvement ImpressionsInvolvement Impressions

Management ReportsManagement Reports

Do receive a monthly budget to Do receive a monthly budget to actual by program from your actual by program from your fiscal manager?fiscal manager?

Do your receive a monthly Do your receive a monthly budget to actual by program budget to actual by program from your program manager?from your program manager?

Do programs and fiscal Do programs and fiscal present the variances to you present the variances to you jointly?jointly?

Suggested BasicsSuggested Basics

Make sure that Make sure that programs and programs and fiscal talk even fiscal talk even when you are not when you are not around.around.

Set up metrics that Set up metrics that make sense for make sense for each program. i.e. each program. i.e. high absenteeism high absenteeism is a driver for is a driver for childcare.childcare.

Set up contingency Set up contingency plans for turnover. plans for turnover. Cross train key Cross train key functions whenever functions whenever possible. possible.

Create internal Create internal process guides that process guides that speak to how you speak to how you approach funder approach funder business processesbusiness processes

Stress AccountabilityStress Accountability

RemindersReminders

Become a read only user to COPABecome a read only user to COPA Go to trainings when possibleGo to trainings when possible Require reports from systems not Require reports from systems not

just anecdotal informationjust anecdotal information Read the COPA homepage for Read the COPA homepage for

updatesupdates Have a training plan for new staff Have a training plan for new staff

and a contingency plan for key staff and a contingency plan for key staff departuresdepartures

Cross TrainCross Train

Reminder Pt. 2Reminder Pt. 2

Ask for reports out of systemsAsk for reports out of systems

Assess where you are on a Assess where you are on a monthly basis using monthly monthly basis using monthly reportsreports

Create a system for quality Create a system for quality assurance checks.assurance checks.

Give CYS feedback about its Give CYS feedback about its clarity, quality, and consistencyclarity, quality, and consistency

Thank You Thank You