Presentation on theme: "Implementing the Child Care Time and Attendance System"— Presentation transcript:
1 Implementing the Child Care Time and Attendance System 3/31/2017NYS OFFICE OF CHILDREN AND FAMILY SERVICESImplementing the Child Care Time and Attendance Systemand Improving Program IntegrityNew York Public Welfare Association 2012 Winter Conference January 25, 2012Gladys Carrión, Esq., CommissionerAndrew M. CuomoGovernor
2 Presentation Overview 3/31/2017Presentation OverviewIntroductions/BackgroundStatus Update on CCTA todayYear 2 EnhancementsLocal District FeedbackOCFS Program Integrity InitiativeQ and A
3 3/31/2017BackgroundIn 2008, OCFS listening tour with child care providers who recommended:Automating the child care time and attendance and payment calculations processesIn February 2009, the president signed the American Recovery and Reinvestment Act:OCFS received $96M over 2 years for child care ($84M to subsidies; $12M for quality activities)Good News: OCFS set aside $5.3M to design and deploy CCTANot So Good News: Strict deadlines for spending ARRA funds(spend the funds by September 30, 2011)
4 Background Continued… 3/31/2017Background Continued…OCFS’ Action Plan:Released an RFI in June 2009Released an RFP in January 2010Goals:Deploy CCTA in all of the districts outside the City of NYInclude 25% or more of the children in each districtAwarded the contract in May 2010 to Controltec, Inc.:Subcontracted with SUNY PDP to train district staff and to develop training materials for providers and parentsSubcontracts with IBM to host the applicationStaffs a Support Center in Onondaga County
5 Background Continued…. 3/31/2017Background Continued….In 2010 (time and attendance in 57 upstate districts):33 districts on a manual process19 districts using KT34 using a different automated process1 using IVR (telephony)Decision Point on CCTA Design: 3 TypesParent-driven: child time in/time out; submits electronicallyProvider records attendance; submits electronicallyManual Process
6 (*see actual schedules by district in your packets) 3/31/2017Pilot & DeploymentPilot: Niagara (KT) and Albany (Manual): Jan ‘11Deployment: 55 districts were deployed between February ’11 – August ’11Timeline:February 2011 – 4 countiesMarch 2011 – 10 countiesApril countiesMay 2011 – 13 countiesJune 2011 – 8 countiesJuly 2011 – 3 countiesAugust 2011 – 1 county(*see actual schedules by district in your packets)
7 Deployment Challenges 3/31/2017Deployment ChallengesInflexible schedule – Must be completed by Sept 30, 2011Most challenging winter in recent years (Dec ‘10-March ‘11)Unexpected technical difficultiesDropped sessionsSystem slowness
8 District Feedback Duplicate entry WMS Data Import, 1 Business Day 3/31/2017District FeedbackDuplicate entryWMS Data Import, 1 Business DayCounty Access to CCTA DataBICS ExportOverrides
9 3/31/2017Status Update on CCTA We have come along way baby, in such a short time!As of December 31, 2011 CCTA is:Deployed to 57 districtsProducing $17.3M a month in payments ($206M annually)Calculating payments for almost 20,000 families/33,000 childrenPaying almost 8,000 child care providers38 districts are using CCTA for over 75% of their children
10 Where are we with CCTA today? 3/31/2017Status Update on CCTA We have come along way baby, in such a short time!Where are we with CCTA today?
11 Where are we with CCTA today? 3/31/2017Status Update on CCTA We have come along way baby, in such a short time!Where are we with CCTA today?
12 Where are we with CCTA today? 3/31/2017Status Update on CCTA We have come along way baby, in such a short time!Where are we with CCTA today?
13 Where are we with CCTA today? 3/31/2017Status Update on CCTA We have come along way baby, in such a short time!Where are we with CCTA today?
14 CCTA Design Key parameter - Parent driven CCTA is designed to support: 3/31/2017CCTA DesignKey parameter - Parent drivenCCTA is designed to support:Parent time-in/time-outProvider Web SubmittalAutomated payment calculationExport to BICS
15 State/Local Partnership 3/31/2017State/Local PartnershipEstablished CCTA Enhancement User GroupCounties invited to participate on recent conf callMeeting schedule sent to these countiesEstablished Fraud User GroupCCTA has several built in fraud indicators, i.e. 100% attendanceInviting LDSSs who may wish participatePartner with the Support Center
16 3/31/2017CCTA AccomplishmentsCCTA environment runs 24x7. In 2011, this environment was operational 100% of the time.To deploy CCTA within the ARRA timeframes required: close collaboration of 1600 staff from 64 public/private organizations, including 3 state agencies, 57 counties and 4 private companies (Controltec, IBM, PDP, QTS).CCTA was awarded Best of New York by the Center for Digital Government.
17 What We all Have Been Waiting For… ! 3/31/2017What We all Have Been Waiting For… !Year 2 Improvements and Enhancements:Key areas being addressed:Review notices, timesheets, & other correspondence to families & providers for consistency.Review the payment process and the screens supporting that process (payment page, payment processing page, queues)Utilize the Provider Web Submittal site for electronic notification of information from LDSSs to providers i.e., fee amounts, fee changes, recert dates, new authorizations and payment information
18 Where is CCTA today? District Feedback: Broome County 3/31/2017Where is CCTA today?District Feedback: Broome CountyInitial goal - 50% of children billed thru web attendanceCurrently, 70% of children billed online with 35% of providers using CCTAHow did Broome County promote CCTA?Provider letter explaining benefits of using electronic billingTargeted Day Care Centers (individual phone calls)Incentives for electronic billing (3 day turnaround)Disincentives for paper billing (12 – 13 day turnaround)
19 Broome County Continued… 3/31/2017Broome County Continued…Advantages for Districts of Electronic Submittal:Easier approval processVerification of schedulesFaster resolution of problemsReal time access to dataElimination of manual processReduction of staff timeImproved relationship with providers
20 3/31/2017Provider Engagement is Critical District feedback: “It is a significant time savings when the provider uses web submittal”Provider Recruitment PacketBenefits to Providers for Using CCTASimplify billingImprove timeliness and accuracy of paymentsRelieve administrative overheadResources for Recruiting Providers to use CCTA:Local CCRRsCSEA (union representing home-based providers in upstate NY)CCTA team and CCTA Support CenterState/local workgroups (CCTA User and Fraud User Workgroups)
21 NYS Identifies Red Flags to Detect Fraud The new, automated Child Care Time and Attendance System (CCTA) includes the following Red Flags:Parents/caretakers use a password to check the child in and out of the system automatically; Biometric devices to be pilotedAttendance data is captured in the system in real time; inspectors check CCTA for attendance prior to an inspection.If a change is made, the system records all transactions in history establishing an audit trail.The system captures “exceptions” which the district can review when a child has perfect attendance and when a provider changes the check in and out times recorded by the parent.CCTA interfaces with NY’s regulatory database to confirm that the provider is licensed/registered and is in a payable status both at time of authorization and when making the payment.
22 Steps NYS Has Taken to Prevent Waste, Fraud and Abuse Conducted a Roundtable Discussion in October 2010 for 100 participants (invitation only)Recommendations from this roundtable set the stage for our Child Care Subsidy Program Integrity Initiative.Built a partnership with New York Welfare Fraud Investigators Association (NYWFIA)Increased coordination between the child care regulated care staff and the child care subsidy program staff
23 Multi-Pronged Approach to Improving Program Integrity 3/31/2017Multi-Pronged Approach to Improving Program IntegrityNew Child Care Subsidy Fraud Regulations effective October 5, 2011: Provides LDSS’ more authority to stop child care paymentsAdditional Resources available for LDSSs to Address Fraud: OCFS announced opportunities for mini-grants to districts in January 2012New Pilot to enhance CCTA using Biometric Devices: OCFS to work with a few counties this year to test biometric devicesTechnical Solution to Assist the State and Localities with detecting fraudsters: OCFS to release an RFP this year
24 Program Integrity-Technical Solution 3/31/2017Program Integrity-Technical SolutionCurrent challenge: various disparate data sources that exist; lack of data integration between systems/data in “silos”September 2011, OCFS released a Request For Information(RFI) -I8 vendors responded to the RFIOctober 2011, 14 vendor presentations were conducted.Lessons learned: Spectrum of services should include, but are not limited to:Data integrationRules managementAnomaly detectionPredictive modelingSocial networking analysisForensic reviewFraud case management
25 Program Integrity-Technical Solution 3/31/2017Program Integrity-Technical SolutionNext steps:OCFS to release a Request for Proposal (RFP)We envision a tool that will analyze and integrate our data from the various data systems in New York StateData would be run against various predictors/red flags identified as highly indicative of fraudulent activityInvestigations would be focused on cases that have a higher propensity of fraudulent activity, allowing for more efficient and effective investigations and better utilization of resources
26 In Summary 1. Implementing CCTA (HAPPY 1-YEAR ANNIVERSARY!!): 3/31/2017In Summary1. Implementing CCTA (HAPPY 1-YEAR ANNIVERSARY!!):Where we’ve beenWhere we are todayWhere we are goingAction Plan for Year 2 EnhancementsJoin the Fun - Become a Charter Member of Our Newly Formed User Groups(CCTA Enhancements User Group and Child Care Subsidy Fraud User Group)Strategies to Engage Child Care Providers to Use CCTA as Intended2. Improving Program Integrity in Child CareRed Flags built into CCTALessons Learned from our Roundtable Discussion in Oct 2010OCFS’ Multi-Pronged Approach: Improving Program Integrity
27 Questions and Answers http://www.ocfs.state.ny.us/main/childcare 3/31/2017QuestionsandAnswers