1. 5/25/2016 7:41:52 PM EEC IT Strategic Plan EEC FY 2007 Information Technology Strategic Plan Briefing to EEC Board April 10, 2007

2. 1 Key Project Goals The purpose of this project is to formulate a long term vision for IT and an implementation roadmap to support EEC’s mission. Specific objectives are to: Formalize a vision for IT, building on the work previously done and documented in the 2005 EEC IT Needs and Strategic Plan document Evaluate EEC current technical and organizational capabilities and identify gaps between these capabilities and the vision for IT Provide architecture recommendations Formulate a three-year implementation roadmap and budget

3. 2 CSC used a business-driven process to derive an IT strategy for EEC 3 Analyzed key business drivers for enhanced EEC technology 6 Built a detailed roadmap to implement the IT strategy Created a vision for EEC IT 4 1 Analyzed EEC business direction and interactions with stakeholders 2 Analyzed EEC current use of technology Designed projects that will implement the IT strategy 5

4. 3 We validated our findings in two workshops with EEC senior staff MonTueWedThuFri 12 56789 1213141516 1920212223 2627282930 February 2007 March 2007 MonTueWedThuFri 12 56789 1213141516 1920212223 262728 Kickoff meeting Workshop #1: Validation of findings Workshop #2: implementation priorities and roadmap Project completion Project start

5. 4 Provide information and support to families of young children Massachusetts 0-12 Population: 1,092,000 License, monitor, and support providers Total Licensed and Authorized Capacity: 274,000 Provide financial assistance Slots Funded (FY06 - FTE): 54,000 What EEC Does: The EEC “Pyramid”

6. 5 EEC’s business model is complex and information intensive. Each stakeholder group represents unique interactions and information requirements Providers CCR&Rs CPCs CHSB DSS DTA Families Public EOHHS (VG) OSC (MMARS) Practitioners Background checks Placements Payment Virtual Gateway Funding, support, referrals CC and Early Ed Information Funding, support, referrals Qualifications, tracking Federal Govt. Reports, Revenue tracking Placements, background checks Legislature & Administration Reports Family Child Care Systems Public Schools Other State Agencies Funding, support Licenses, resid placement, tracking Grants, tracking Licenses, funding, tracking CC and Early Ed options, financial assistance Consumers Fund Sources Legend Intermediaries Data Interfaces Service Providers Functional Interfaces Practitioners Note: The interactions described in this diagram are intended to illustrate information flow

7. 6 By streamlining, standardizing, integrating and automating core processes, EEC will provide more cost effective and higher quality service to our stakeholders EEC Core Processes Characteristics of Future-State Processes Financial Assistance Single enrollment process for all types of financial assistance A single billing and payment process Electronic interfaces to DSS, DTA, OSC, DOR, and others Provider Development and Oversight Enriched processes for licensing, visiting, investigating, and tracking quality improvement of providers Enhanced tracking of unlicensed and exempt programs Practitioner Development and Oversight Enhanced practitioner workforce tracking and credentialing Training availability and course enrollment information for practitioners Information and Referral Enriched information and referral services Child and Family Tracking Tracking of enrolled non-subsidy children Support to longitudinal studies (Details TBD) Analysis & Reporting A repeatable process for conducting surveys User-friendly access to data and report creation

8. 7 Benefits of moving to the future state ahead are significant BenefitExample EEC’s decision making capabilities improved through the application of data analytics Not currently possible to produce an accurate number of children in programs or forecast demand and funding needs Efficiencies gained through improving EEC processes Significant processes are paper based and require manual data re-entry Family, provider, and public satisfaction improved through greater transparency Parents can not easily view comprehensive information about providers Maximize skill and resource utilization of intermediaries, providers, and EEC Many organizations are burdened with the billing function, diverting maximum resources to providing services to children The use of funding maximizedNo process exists to optimize the allocation of subsidies from restrictive funding streams EEC viewed as trusted source for information on early education and care Reporting requests are handled on an ad-hoc basis, limiting responsiveness Recognition and support of early childhood education increased Longitudinal studies to support program efficacy are not possible due to data fragmentation

9. 8 The IT strategy will implement projects that support the future-state processes Project NameCurrent StateVision B1Integrated provider database No centralized access to comprehensive information on child care providers; information is duplicated at local sites Centralized, comprehensive, and searchable engine to ‘Find Provider’ service covering all providers; reduced data redundancy / errors across EEC systems B2Financial assistance Multiple eligibility calculation engines – including manual – introduce inconsistencies Eligibility determination made through single portal B3Integrated billing and payment Paper-intensive process The same data entered into computer multiple times Improved efficiency through reduction of manual data entry and paper based processes B4Licensing and visit management Licensing is a paper- and phone-based process More automated process; duplicate data entry eliminated B5Practitioner registry No current, comprehensive certification information about all practitioners Enhanced certification and training opportunities; able to track practitioners B6Child and family tracking Children are not tracked through the system Some children in care are not tracked at all Improved visibility of children/families not currently in subsidized programs B7Payment for non-direct services Paper-intensive processImproved efficiency through a reduction in manual data entry and paper based processes

10. 9 B1 Integrated Provider Database Project: Currently, information about providers is fragmented and hard to find EEC accesses the data for reporting and provides access to the public Due to issues with the availability and integration of data, the current reporting and Web access to information is very limited 13 CCR&R’s have local databases that feed into the EEC data warehouse CCR&Rs CCR&Rs capture & manage provider information Information is inconsistent and difficult to integrate with other EEC provider data EEC Information includes contracting data, licensing data and other provider data EEC captures & manages provider information EEC has difficulty in integrating contracting and licensing data and in mapping the EEC- captured data with the CCR&R data CPCs Over 150 CPC’s have their own information systems tools that do not feed into the EEC data warehouse CPCs capture & manage provider information EEC has no visibility into the CPC provider or children data EEC

11. 10 B1 Integrated Provider Database Project: Vision is complete, consolidated information Regardless of channel, the same information will be captured in the same way All information will be stored centrally, allowing for advanced reporting EEC will be able to support broader access to provider information via the Web Supports greater self-service

12. 11 B2 Financial Assistance Project: Multiple points of entry provide good access, but not coordination CCR&RCCR&R DTADTA DSSDSS EECEEC SchoolsSchools CPCCPC ProviderProvider Head Start EIEI Currently, families get limited information based on what door they enter into the early education and care system. Multiple points of entry are critical, but families must get consistent and complete information regarding all programs and resources no matter which door they enter.

13. 12 B2 Financial Assistance Project: Vision is a single, improved enrollment process Parent Requests Enrollment System Computes Eligibility System Maintains Wait List Child Enrolled Parent, intermediary, or provider enters a single enrollment application Eligibility calculation at time of application Eligibility reaffirmed periodically System matches slots to applicants One system processes all applications; families get treated the same regardless of door entered Consistent eligibility information for parents and providers; improved access and placement All families enter and clear the same list – improved communi- cation & ability to manage demand The right child gets the right slot whether contract, voucher, grant, or private – maximized utilization of funds Eligibility Documentation Verified Eligibility veri- fied through electronic documents, interfaces to DOR, Vital Records, etc. Verification done more quickly, family spared from providing documen- tation already in state systems

14. 13 Preliminary Project Roadmap Expected cost range - $10 to $11 million

15. 14 What we need to do…  Develop vision and roadmap for EEC information technology  Define detailed business requirements and future state workflows Get funding commitment Develop & publish RFR Select vendor Finalize project plan and initiate project Communicate, communicate, communicate

16. 5/25/2016 7:41:52 PM EEC IT Strategic Plan