1. EXECUTIVE DIRECTORS ONLY SESSION Clarity – Consistency and Quality

2. Session Goals Provide insight on process elements Provide insight on process elements Provide clarity about CYS business process systems Provide clarity about CYS business process systems Promote new ways to approach management of existing programs Promote new ways to approach management of existing programs Share basic system tips and tools Share basic system tips and tools

3. Bad habits are like a comfortable bed, easy to get into, but hard to get out of. - proverb - proverb

4. Assessing where you are.. Do you know what you are funded for? Do you know what you are funded for? What is your major funded program from CYS? What is your major funded program from CYS? How did you do this past fiscal year with this program? How did you do this past fiscal year with this program? Did you expend all of your funds? Did you expend all of your funds?

5. Who is looking at quality

6. Good Information is critical

7. Systems vs. Processes CYS System COPAIMEDGECCMISIPACS Early Childhood

8. COPA 773-368-5286

9. COPA …..TIPS Child Outcome Planning and Administration Child Outcome Planning and Administration Web Based…. does not require any special software Web Based…. does not require any special software “Its on COPA” means that the information is posted on the COPA homepage. You do not have to log into the system to see information that’s posted on the Homepage. “Its on COPA” means that the information is posted on the COPA homepage. You do not have to log into the system to see information that’s posted on the Homepage.

10. COPA - Homepage Weekly IPACS updates Weekly IPACS updates Registrations Registrations Fiscal forms Fiscal forms Calendars Calendars Links to regulations Links to regulations Past presentations Past presentations

11. COPA Administration Every Early childhood has a COPA administrator Every Early childhood has a COPA administrator Reset password Reset password Create users Create users Setup new classrooms Setup new classrooms Cannot create sites or update activity numbers Cannot create sites or update activity numbers

12. CYS COPA roles Create new admin users for agencies Create new admin users for agencies Create new sites or agencies Create new sites or agencies Update activity numbers Update activity numbers Provide help desk support Provide new user training every 3 rd Friday

15. Inside COPA Reports # 206 –enrollment – over income disabilities Reports # 206 –enrollment – over income disabilities Report # 201 Average Daily Attendance Report # 201 Average Daily Attendance Report # 233 vacancies Report # 233 vacancies Report #971 and 970 Report #971 and 970 Create a smart report Create a smart report 3455 is generated out of COPA 3455 is generated out of COPA

16. CCMIS (Web Based) Child Care Information Management System Child Care Information Management System Used for child care billing Used for child care billing CYS sets up passwords CYS sets up passwords Billing published by 5 th business day of month Billing published by 5 th business day of month

17. CCMIS Supplemental When a child does not appear on the regular months billing a supplemental billing is created if the child is eligible for the program. When a child does not appear on the regular months billing a supplemental billing is created if the child is eligible for the program. At this time agencies can check the supplemental system from July 06 Feb 07 At this time agencies can check the supplemental system from July 06 Feb 07 Recommend that supplemental system is checked daily Recommend that supplemental system is checked daily

18. IMEDEGE (Web Based)

19. IMEDGE (Scanning) Scanners installed at agencies 1 per 100 children per site Virtual file cabinet Contains a workflow – different queues New Directors Review Clerk Review Approved – Rejected - Denied

20. IPACS Illinois Public Aid Communication System Illinois Public Aid Communication System IDHS Mandated method of validating for childcare eligibility. IDHS Mandated method of validating for childcare eligibility. Your staff does not perform IPACS screen review* Your staff does not perform IPACS screen review* CYS started using IPACS on all IDHS childcare application in July 2006. CYS started using IPACS on all IDHS childcare application in July 2006.

21. IPACS impacts Longer eligibility awareness periods Longer eligibility awareness periods Slower payments to agencies Slower payments to agencies Temporary eligibility into CCMIS to allow for cash flow until eligibility is validated. Temporary eligibility into CCMIS to allow for cash flow until eligibility is validated. Higher level of scrutiny for agency eligibility determination. Higher level of scrutiny for agency eligibility determination.

22. Involvement Impressions

23. Management Reports Do receive a monthly budget to actual by program from your fiscal manager? Do your receive a monthly budget to actual by program from your program manager? Do programs and fiscal present the variances to you jointly?

24. Suggested Basics Make sure that programs and fiscal talk even when you are not around. Make sure that programs and fiscal talk even when you are not around. Set up metrics that make sense for each program. i.e. high absenteeism is a driver for childcare. Set up metrics that make sense for each program. i.e. high absenteeism is a driver for childcare. Set up contingency plans for turnover. Cross train key functions whenever possible. Create internal process guides that speak to how you approach funder business processes

25. Stress Accountability

26. Reminders Become a read only user to COPA Become a read only user to COPA Go to trainings when possible Go to trainings when possible Require reports from systems not just anecdotal information Require reports from systems not just anecdotal information Read the COPA homepage for updates Read the COPA homepage for updates Have a training plan for new staff and a contingency plan for key staff departures Have a training plan for new staff and a contingency plan for key staff departures Cross Train Cross Train

27. Reminder Pt. 2 Ask for reports out of systems Ask for reports out of systems Assess where you are on a monthly basis using monthly reports Assess where you are on a monthly basis using monthly reports Create a system for quality assurance checks. Create a system for quality assurance checks. Give CYS feedback about its clarity, quality, and consistency Give CYS feedback about its clarity, quality, and consistency

28. Thank You