1. State of Indiana
Child Care Development Fund Electronic Time and Attendance - Payment System

2. Indiana’s CCDF History
Late 90’s – Contracted, locally controlled
“Voucher Agents” determined eligibility, enrolled providers, AND paid providers. All data sent to state from 3 different software systems through bi-weekly extracts
2001 – Agency began planning for new business structure
Separation of eligibility and payment
Contracted, but state controlled
Web based systems were desired
2003 – Completed rollout of web based intake system
2004 – Completed rollout of electronic, time/attendance system

3. Indiana Child Care Environment
Absence of direct contracts with providers (other states do have)
Varying types of care (approx. numbers)
License Centers (620) Licensed Home (2,500)
Registered Ministries (640) Contract Centers (60)
Home Exempt (2-5000) Center Exempt (3-500)
“Minimum Standards” Statute – requirements to receive CCDF payments
$142 Million direct service budget
17,000 families; 33,000 children

4. Electronic System Rationale
Goals:
Eliminate paper based voucher system
Reduce potential for fraud and waste
Increase program dollars
Also Get:
More accurate time and attendance data
More accurate provider payments – pay only for actual services rendered
More accurate financial controls
ACCOUNTABILITY!!

5. Other Benefits Real time information Expenditures Provider Activity
Case activity Multiple reporting layers
Monitoring from central office
No paper checks in mail
Promote parental self-sufficiency goals
Identify underused dollars

6. In a nutshell, what is it?
The electronic capturing child care services rendered using “commercial” style environment
POS – Point of Service vs. Point of Sale
Magnetic Stripe Card – like your debit card
In our system – the card currently has no value – time in and time out
Attendance recorded each 2 week service period is used to calculate payment due to provider
Payments made bi-weekly, via ACH direct deposit
The two systems (eligibility and T/A-Payment “talk to each other” – file interfacing.

7. Main Preparations
Coding of current Indiana business rules. System had to enforce those.
System interfacing between eligibility and T/A-Payment system – file transfers, acceptance
Training – State personnel, all providers and clients in “waves”. Now done one-to-one as participants are added to the program
System rolled out geographically in waves after initial 3 county pilot

8. Challenges Initial provider aversion
Parental commitment – T/A can be burdensome in the “real world” for many reasons (lines at larger providers, before and after school care, “exceptions”, “I forgot my card”
No cash value to card – willingness to give the card to providers for “convenience”
The “Swipe Card Police” – warning letters, fraud investigations
DISCREPANCIES

9. The Future for Indiana CONSOLIDATION!! Convenience
Focus on like/same agency programs for now
Options other than T/A – different payment or benefit issuance models
Biometrics (Fingertip, photos)