Child Care Resource and Referral and Voucher Management Board of Early Education and Care November 9,

2 Background Information Access Management The voucher program provides financial assistance to more than 34,000 children from birth to age 13 (age 16 for children with special needs) Vouchers provide families with access to the entire mixed system of providers. Vouchers are portable and travel with the child. Recent changes related to 9c budget cuts reduced funding for access management from $9.69 million to $6.35 million dollars September, 2009 Funding StreamChildren New AuthorizationsReauthorizations DTA17, Income Eligible15, Supportive1, Total34,0533,4272,501

3 Access Management Re-Procurement Goals Comply with state procurement laws Make policies and practices equitable Support all families in accessing information, referral and quality child and out of school time care. Streamline system to better support families who may qualify for financial assistance Improve the efficiency of voucher system Ensure equitable access statewide

4 Highlights of Proposed Re-Procurement In its design, EEC has identified three levels of services integral to an Voucher Management and CCR&R System. EEC may purchase all three levels, or may purchase an administrative function and/or other functions as funding allows. Level One: Voucher Management Administration Level Two: Information and Referral Level Three: Consumer Education Services

Level One: Voucher Management Administration This is the Core Level of Services and will include: 5 Initial eligibility visits and determinations for all families who qualify for a voucher. Re-assessment and change of status visits and determinations for families who are serviced through a partnership with Department of Transitional Assistance (DTA) and the Department of Children and Families (DCF) families who may continue to qualify for a voucher families who have had a change in finances or activity. Recoupment of funds in conjunction with EEC. Billing and management of above functions.

6 1. Parents call EEC Regional Office and are entered into the centralized waitlist if they appear to be eligible for vouchers 2. Parents receive confirmation letter for waitlist placement and renewal letter every 6 months 3. Parents receive availability of funding letter 4. Parents call CCR&R to schedule appointment and receive information on required documentation. 5. Parents visit CCR&R to receive counseling on eligibility requirements, resource and referral information and CCR&R documents eligibility 6. Parent visits programs of interest and selects early childhood or out of school time program. Parent notifies CCR&R of program choice 7. CCR&R confirms enrollment and writes initial vouchers for 8 weeks, 12 weeks, 1 year or duration of semester or training program up to 1 year. Current Voucher Process (as of December 1, 2009)

7 Provider and Parent receive notice of voucher end date Provider collects paperwork for reassessment from parent and mails to CCR&R CCR&R determines eligibility and writes voucher. Voucher sent to provider to obtain parent signature. Provider obtains parent signature on voucher and mails to CCR&R. No change in status Provider collects paperwork from parent and mails to CCR&R CCR&R determines eligibility and writes voucher. Voucher sent to provider to obtain parent signature. Provider obtains parent signature on voucher and mails to CCR&R. Change in status Current Voucher Process (cont.)

8 Current Billing Process CCR&R completes a Monthly Expenditure Report (MER) which lists by line item their expenses for the month. CCR&R completes a payment voucher (PV) and submits the MER and PV into EEC Central Office Note: Ready Payment contracts are due the 10 th of each month (EEC is paying for prior months services) – Non Ready Payment contracts are due on or before the 20 th of the month (EEC is paying for prior months services) EEC reviews the MER to make sure the dollar amounts requested on the MER matches the PV EEC completes review, enters the payment in MMARS and it is paid

Level Two: Information and Referral 9 High quality information for all parents and families in Massachusetts about child care options Maintaining NACCRA Provider Database

Level Three: Consumer Education 10 Identify each families need for early education and care services and refer accordingly NACCRA Quality Assurance process QRIS Education

12 CCR&Rs hold 14 contracts for voucher management throughout the state two agencies hold contracts in more than one region 1 additional CCR&R receives funding for information and referral services, but does not manage vouchers in their region 11 Voucher Management Entities Current Status

Entities must include a plan to ensure access statewide or a portion therein. Plan may or may not be regionalized. 12 Voucher Management Entities Re-Procurement RegionChildrenAuthorizationsPrograms Region 110,5998,40412,973 Region 25,6526,47210,010 Region 312,14312,86719,877 Region 4N3,5212,9974,762 Region 4S/514,80817,21326,016 Region 610,7639,65715,300 57,48657,61088,938 FY09 Regional Case Management

Recommendation: Coordinating Network Entities must show how they will work together to: Develop local CCR&R best practices and standards Provide training and support for partner CCR&R staff Offer statewide child care consumer education and referrals for families Collect, analyze, and report data from local CCR&Rs and other sources Build child care supply and quality Manage special project grants 13

Funding Allocations Currently, the amount of funding CCR&Rs are expected to receive in FY10 for voucher management is $6.35 Million (post 9C). The formula at the time of the last procurement in 1998 was comprised of the following seven categories and weighting system: 14 Category Formula Weight Total Voucher Child Care35% Total In Home Relative Care15% # Licensed Providers5% # Children at or below poverty10% # Non-English PreK - 6 th grade15% # Children under age 1420% 100%

Funding Allocations Recommended Formula Elements for 2011 Procurement 15 Category Total Voucher Child Care Licensed Providers Children at or below poverty Funding will be based on total available funding and allocation elements listed above.

16 Procurement Timeline SEPTOCTNOVDECJANFEBMARAPRMAYJUNEJULY Board Discussion and Feedback RFR Motion and Development RFR Posted and Bidders Respond Responses Analyzed and Contracts Awarded Contracts Prepared and Signed Potential Transition to New Agencies Implement