Florida Agency for Workforce Innovation Office of Early Learning Early Learning Information System (ELIS) Coalition Visits August - October, 2007

2 Agenda  Getting Started Introductions Attendance  ELIS Project Overview  Joint Application Development (JAD) Process Overview  ELIS Team Contacts  Baseline Process Walk-through Overview  Baseline Process Walk-through

ELIS Project Overview Early Learning Information System Fact Sheet (Refer to handout)

4 Overview: ELIS:The Big Picture

5 Overview: Key Stage 1 Activities  Observe, analyze and document current business processes  Identify best practices and process changes required  Develop and standardize future business processes  Identify functional and non-functional requirements  Support the ELIS procurement activities

6 Overview: High-level JAD Strategy Develop ELC Strawman Conduct Remaining ELC JADs Develop Use Cases Develop RDD Develop OEL As-Is Model Develop Requirements Definition Document deliverable Develop Use Cases based on To-Be models Develop OEL To-Be Model Develop As-Is model Conduct problem analysis Conduct needs analysis Develop local As-Is model Conduct problem & needs analysis Develop baseline As- Is model Develop To-Be model Identify local variance Conduct problem analysis Conduct needs analysis Test future state concepts To remaining Phase IV tasks and Phase V, Procurement Develop To-Be model based on problem and needs analysis Here we are for today’s session

7 Overview: Coalition Process Inventory 1. Resource and Referral 2. Waitlist Management 3. SR Eligibility Determination 4. VPK Eligibility Determination 5. SR Enrollment 6. VPK Enrollment 7. SR Eligibility Re- determination 8. Child Assessment 9. Provider Transfer 10. Attendance Management 11. Payment Adjustments 12. Provider Payments 13. ELC Invoicing 14. Provider On-boarding and Management 15. Slot Management 16. Collections 17. Provider Quality Monitoring and Improvement 18. Attendance Auditing 19. Provider Compliance Monitoring 20. Complaints Processing

Overview: Handouts Site Visit Agenda and Schedule ELIS Team Contact Info

Baseline Process Walk-through Overview

10 Purpose: Review baseline As-Is process flow diagrams for each core business process identified Identify and document local variance, existing problems, and future needs Deliverables:  Meeting minutes  Local variations or gaps in baseline processes  Existing business problems tied to processes  Future process and IT system needs & capabilities

11 Process Hierarchy Our processes are structured into a 4-level hierarchy: Functional Group Process Flow Diagram (Level 2) Process Name (Level 1) Process Narrative (Level 3) We will be working at this level in today’s session

12 Example Process Flow

13 Process Flow Format Outputs Inputs IT Systems Used Tools & Documentation Process Step / Identifier Other information may be included in the diagram as appropriate for clarity.

14 Example Process Narrative

15 Workshop Approach Problem Analysis Problem Analysis Needs Analysis Needs Analysis Business Analysis Business Analysis Understand the Business Understand the Problems Understand the Future Needs Capture ideas on Post-it notes during the process walk through Capture one idea per Post-it note We’ll have a few minutes for final brainstorming at the end of each process walk through. We will gather and document your input For each As-Is process: Variance Analysis Variance Analysis Understand Your Differences

16 As-Is Process Overview

Baseline Walk-through Agenda Morning 1.Resource & Referral 2.Waitlist Management 3.School Readiness Eligibility Determination 4.School Readiness Enrollment 5.School Readiness Eligibility Re-Determination 6.VPK Eligibility Determination 7.VPK Enrollment 8.VPK/SR Provider Transfer 9.Child Assessments

Baseline Walk-through Agenda Afternoon 10.Attendance Management 11.Attendance Auditing 12.Payment Adjustments 13.Monthly Closeouts and Provider Payments 14.ELC Invoicing 15.Collections 16.Slot Management 17.Provider Onboarding and Management 18.Provider Quality Monitoring and Improvement 19.Contract Compliance Monitoring (ELC/Service Provider) 20.Complaints Processing

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40 Wrap-up Thank-you!