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					ELIS – Early Learning Information System


Executive Director Briefing



Minutes
Tampa, Florida
April 14, 2005
Table of Contents
1      ATTENDEES ...................................................................................................................................... 3
     1.1       COALITION ATTENDEES: .............................................................................................................. 3
     1.2       OFFICE OF EARLY LEARNING ATTENDEES: .................................................................................. 4
2      ELIS PROJECT UPDATE ................................................................................................................ 5
3      PROCUREMENT ............................................................................................................................... 5
4      TIMELINE .......................................................................................................................................... 5
5      STAKEHOLDER INVOLVEMENT ................................................................................................ 5
6      ELIS OVERVIEW .............................................................................................................................. 6
7      OEL PROGRAM PROCESS STARTS ............................................................................................ 6
8      RESOURCE AND REFERRAL ........................................................................................................ 7
9      ELIGIBILITY ..................................................................................................................................... 7
10     ENROLLMENT .................................................................................................................................. 7
11     ATTENDANCE TRACKING ............................................................................................................ 7
12     INVOICE ADMINISTRATION ........................................................................................................ 8
13     UTILIZATION ................................................................................................................................... 9
14     PARKING LOT: PRESSING ISSUES THAT CAME UP: ............................................................ 9
     14.1      PROVIDER RATES: ........................................................................................................................ 9
     14.2      MATCHING FUNDS ....................................................................................................................... 9
     14.3      ATTENDANCE TRACKING ISSUES.................................................................................................. 9
15     CLOSING ............................................................................................................................................ 9




                                                                                                                                                          2
1 Attendees
1.1 Coalition Attendees:

                                                                  Replacement
      Attendees          Position         Replacement             Position       Coalition          Email                                    Phone:
1.                       Executive
      Kris Giordano      Director                                                Polk               giordano@tampabay.rr.com                 (863)413-9890
2.                       Executive                                                                                                           (561)655-1010
      Warren Eldridge    Director                                                Palm Beach         warren.eldridge@cscpbc.org               x 2184
3.                       Executive                                               Charlotte    and
      Anna Brookbank     Director                                                DeSoto             abrookbank@srccd.org                     (941)457-5448
4.                       Executive
      Dave McGerald      Director                                                Tampa              dmcgerald@childrensboard.org             (813)229-2884
5.                       Program
      Linda LaFitte      Specialist                                              Seminole           llafitte@seminoleschoolreadiness.org     (407)841-1107
6.
      Diane Hutcherson                    Beth Rogers                            Escambia           brogers@ecsrc.org                        (850)-595-5403
7.                       Operations                               CFO, Central   Seminole
      Maria S. Vázquez   Manager          Pat Frank               Agency         Orange             pefrank@4corlando.org                    (407)532-4124
8.                       Executive
      James Garret       Director                                                Pasco/Hernando     j.garrett@pascocoalition.org             (727)848-8659
9.                       Executive
      Roseann Flicks     Director         Elizabeth Moore                        Marion             emoore@marionschoolreadiness.com         (352)369-2315
10.
                                          Sherry Doyle                           Marion             Sdoyle@marionschoolreadiness.com         (352)369-2315
11. Janet Kahn                            Linda Mason             Director       Sarasota           lmason@childcareconnectionsarasota.org   (941)556-1600
12.                      Deputy Program   Left 10:30am conflict                                                                              (850)414-6085
    Janis Edwards        Manager          of interest.                           Leon               Janis.edwards@wfplus.org                 x 205




                                                                                                                                                              3
1.2 Office of Early Learning Attendees:
Attendees          Position                                Email                             Phone:
Winston Croft      Executive Administrator of Operations   Winston.Croft@awi.state.fl.us     (850)921-3184
Ken Fee            OEL IT Manager                          Ken.Fee@awi.state.fl.us           (850)488-5287
Beth Anne Posey    ELIS Project Manager                    BethAnne.Posey@awi.state.fl.us    (850)922-6227
Rentia Barineau    Senior Management Analyst II            Rentia.Barineau@awi.state.fl.us   (850)922-2802
Sherry Lake        Senior Management Analyst II            Sherry.Lake@awi.state.fl.us       (850)488-7938




                                                                                                             4
2 ELIS Project Update
      Beth Anne called the meeting to order at 9:15 am.
      The ELIS project team “entertained” the representatives with a skit.
      All attendees introduced themselves. A fair amount of representation across
       the state was present. For a visual layout of the representation please see
       Attachment A.
      Feasibility Study will be reviewed by the Office of Early Learning this week for
       approval.
      Legislative Review Board is meeting this weekend and will review the ELIS
       feasibility Study to approve additional funds for this project.
      The Project team will be working on the evaluation criteria and requirements
       related to the vendor(s) for the procurement document.

3 Procurement
Beth Anne explained that:
    A fixed price contract helps the project to stay within the budget
    A change management process will assist with needed configurable features
      and customization.
    Question about getting a COTS package, but also getting the customizable
      features necessary to implement Florida’s special needs. Ken fielded question
      about getting a system that has 80% of what we need off the shelf, but can
      configure/customize the remainder to fit Florida’s requirements. He talked
      about looking at what other state’s have to help guide us where we need to
      go.
    Gladys has requested information about what other states are doing. The
      research of this request has not been completed.

4 Timeline
      The goal is getting into contract by end of fiscal year. Beth Anne indicated
       that it is a very hard goal to meet. She feels that it will be challenging to
       evaluate all those proposals by the end of the year.
      Beth Anne discussed that all the stakeholders must review the project before
       it is launched including OEL IT, OEL/AWI Admin, TRW, AWI Procurement,
       STO, Center for Efficient Government, etc. Each one of the process partners
       take time to go through their own process of approval.
      Once a vendor is in contract, we expect a complete system within 18 month.
      Ken discussed payment requirements and indicated that milestones and
       deliverables would have to be met in order for the vendor to receive
       scheduled payments (will be written into the contract). There would be no
       surprises along the way.
      Deliverable dates will be driven by OEL and the selected vendor through
       negotiating processes.

5 Stakeholder Involvement
      Success factors rely on user involvement both at the user and executive level.
      A prototype will not have code behind it, but will have visual feel and key
       elements to give users the idea of what the system will do and will assist the
       vendor and the ELIS team in building the best system.




                                                                                     5
      The User Advisory Group (UAG) is key to User Acceptance. The current UAG
       representatives are indicated on Attachment A.
      A training plan will require involvement of the Executives Directors and UAG.
      Ken and Beth Anne will work with the Executives Directors and users on a
       plan to put in Go/No-Go decisions.
      Question was raised about our definition of “robust”. Beth Anne defined it as
       the system’s ability to handle history (years of data) AND the ability to handle
       the maximum planned users hitting (read/write) to the database at the same
       time with good performance. This is part of the system architecture planning.
       Are there rollback processes, can it restore to point in time after a failure, etc.

6 ELIS Overview
Beth Anne reviewed the ELIS system overview:
    Discussed the inclusive systems (SPE, UWL, Attendance Tracking)
    Interfaces: DCF (providers, TANF, Wages), DOH, DOE, DOR, DHSMV,)
    Question: Will DCF system give ELIS access to provider licensing? Ken fielded
      about the multiple parts of the DCF system and how we may be involved in
      modification of the DCF system and have access to the DCF Data.
    Winston suggests that we add Resource & Referral to the central core ELIS
      circle. The referral circle should specifically say Resource and Referral as an
      integral part of the system.

7 OEL Program Process Starts
      Rentia explains the chart beginning from left to right (entry points into the
       system). This will help to clarify Winston’s statement from a previous slide on
       (R&R).
      Beth Rodgers – Could we report on children on the wait list by billing group so
       we could look at moving funds around for more efficient? Rentia explained
       that children can be reported from OCA code down to the eligibility code.
      David – is there a way of coding which one stop center a parent came into?
       This should not be a problem.
      Pat Frank – is there an appointment scheduler in the system? Rentia
       indicated no…but asked if that was a widespread requirement. Mixed reaction
       (some indicate they do mostly walk-ins). Appointment setting for true
       eligibility (separate from the interview process). This should be included in
       the flow chart.
      Warren Eldridge – after a child has been on the waiting list and funds become
       available, the qualification process must be reviewed again to ensure that the
       client is still eligible. This must be included in the flow chart.
      Warren asked about duplicate data entry (SPE/UWL). Rentia indicated ELIS
       would eliminate duplicate entries to the level that a child cannot be enrolled
       into the same program, at the same provider, with the same funding etc.
       Details will be defined during the follow-up JADS with the vendor.
      David: eliminate paper on referral from DCF…they get a 6 month referral
       (paper)…need a tickler to eliminate the time lag…falling between the cracks.
      Electronic transfer of DCF referral information into ELIS to get immediate care
       for the child is needed. Referral would need to be complete from DCF before
       it became a tickler in ELIS.
      The question of interfacing to OSMIS for similar reasons to DCF was brought
       up by Janis Edwards (Leon). Interfacing with OSMIS is at this point not an
       option.



                                                                                        6
      Concern of DCF employees making changes in the ELIS system. If this
       functionality is needed, then it will be security driven and only identified
       attributes and functions will be available for updates.
      Resource and Referral should be continued this afternoon in the requirements
       free-form meeting.

8 Resource and Referral
      Pat Frank liked the idea of providers being able to update their own info.
      Beth Anne discussed security roles for access to the system which would drive
       what the provider could/couldn’t see and what they could/couldn’t update,
       add, delete, change and the need to follow up/verify that information.

9 Eligibility
      CSE is child support enforcement.
      Replace “Re-eligibility” with “re-determination”
      Janis Edwards discussed fraud as a reason to be able to set configurable re-
       determination dates by billing group, child, etc. Maybe different by each
       coalition, county, program, etc.

10 Enrollment
      One question came up about confidentiality of info from other system and
       permission given by parent to access info. Statutes require data sharing from
       DCF and DOE for the ELIS system, but it will have to be looked at for other
       areas such as DOR, DOH, etc.

11 Attendance Tracking
Ken Fee presented the attendance tracking system requirements and status:
    The vendor JP Morgan offered their solution, but was very costly and outside
      the budget.
    Suggestion was made (by Winston Croft) of using the driver license/State ID
      card with magnetic strip for card swipe for attendance tracking. DHSMV is
      allowing access to this data.
    Warren requested info on the issue of illegal aliens, migrants, and those
      without id. Ken indicated that this would be an issue that could be a problem
      and a discussion and work around would have to be planned for.
    A question was raised about fraud issues.
    A question was raised about drop offs by other people (other than the parent)
      and bus drivers of day care centers/schools.
    A question was raised about informal providers without computer access. We
      will plan for those providers/parents that don’t fit into the system. We
      anticipate there will be a % that won’t fit into this system and their will be a
      manual process for this.
    Warren discussed the tie in to swipe and preventing not only fraud, but also
      over- utilization of resources.
    There was a significant discussion of those providers (areas such as Escambia
      and more rural counties) that greatly resist computers and use of these
      devices. Also discussion of parents lining up and being late to work due to
      lines.




                                                                                    7
      Janis indicated that they pay providers by the 5th of the month….built into
       contract. We hope to speed up the entire process including the invoice to the
       OEL and get agencies, coalitions paid at a faster rate
      Pilot testing will require volunteers to use the system. Most representatives
       volunteered 
      Chris D. question….will we run attendance tracking and EFS together until
       ELIS is deployed. Yes.

12 Invoice Administration
Sherry walked through the Invoice generation process:
    Winston: At the Agency level, with an EFS billing group you have to close the
       billing group before the invoice can be generated. For example, the
       attendance for ABC provider should be able to close out without waiting for
       the billing group to closed out in ELIS. Providers have to be able to close out
       independently.
    Pat Frank: There are two parts of the process. Multiple processes. Some
       coalitions wait to balance “enrollment” when children transfer between
       providers, before closing out the billing group.         If providers close out
       independently, it might cause problems with enrollment balances.
    Beth Rodgers: Looking from an accounting point of view, if using advances to
       pay providers, I don’t want to cut 2 checks today and 5 tomorrow.
    Winston: This was a request from providers. The system should allow you to
       close out providers independently and not prevent you. It should be
       customizable when closing should happen and on what level. Closing out at
       the same time, causes an overload of workload, while closing out in phases,
       workload spread.
    General consensus: customize the closing without compromising the data.
    Kris: Will the invoice only be electronic? What about sub-contractors
       documentation?
    Dave: Is there anything in the system if the parent has paid their parent fee.
    Parents pay directly to the provider. Winston: Only if you require them to
       swipe the credit card. This is between the parent and provider. Attendance
       tracking has to record if the parent has paid parent fees. This is a major
       problem if the child transfers from one provider to another. Parent fees have
       to be paid before they can enroll into the next provider. Winston says they
       should require “a zero dollars owed” document from the previous provider.
    Beth Rodger. If a child transfer, how does an ELIS handle E-days (excused
       days.      Provider one wants to be paid before child is going to another
       provider). A child has 3 E-days and 7 A-days (absent days). What about A-
       days?
    Detail functionality for Transfers: All entities involved such as sending
       providers, receiving providers, parents, and how it effects enrollment etc. has
       to be defined.
    Anna: To combat when parents are mad at the provider and leaves the
       provider without notice, providers have a withdraw policy to allow them to 5
       days notice. This policy will works well, if the parent swipes the DL at another
       provider, does it dis-enroll/close the provider out first. The child has to be
       enrolled into the next provider before the DL will accept the attendance
       swipe.
    What about private pay? You want all parents to swipe and then the system
       should strip off the private pay, where they can be exported to another




                                                                                     8
       “program”. This would be good to get the “real” enrollment. HOT TOPIC.
       This is a good tracking method.
      How will I know if I have 3 children but only 2 attend, what is being recorded.
      How will a child be tracked when the child is in VPK in the morning and in
       subsidized care in the afternoon?
      What about children come of school busses/provider busses.
      Swipe out: what about before and after school attendance. Two different
       programs.
      Ken: We have to get to a point that we have gone far enough!!!!!!!!!!!!!!!!

13 Utilization
      Utilization and attendance are tied closely.
      Review must be dynamic….what are my spending patterns over the past X
       months, 1 year, etc
      Reviewed the key points: cost and funded slots.
      Discussion on requirements:
           o Ability to set date parameters for running reports.
           o Warren indicated that reporting by age is difficult because data is often
               skewed because a provider will mix a class (2-3 year old class).
           o DCF database is not up to date, not current, not comprehensive, etc.



14 Parking Lot: Pressing issues that came up:
14.1 Provider Rates:
Right now…most children living in one county but attending with a provider in
another system gets paid by another county usually gets paid by the rate of the
child’s home county…however…there is a rule (state) that sometimes overrides that.
Need to be able to deal with this.

14.2 Matching Funds
Local match contracts require that local match only gets spent by a specific area.
Must assign whole children by street/neighborhood, they must track what children
are assigned to their match dollars. They might need to track match dollars to a
very specific geographic location or add match funds to the child.

14.3 Attendance Tracking Issues
Lots of questions about the attendance tracking (swipe) process. Will a parent have
to swipe multiple times for multiple children at a provider (unsure at this time)…will
the system be able to recognize the child’s multiple enrollments per provider?

15 Closing
      Beth Anne mentioned that another Executive Directors briefing will be held
       during May 2005 for those who were unable to attend today.
      Meeting adjourned at 3:35 pm.




                                                                                    9
Beth Rogers
                                                                                     Gerie Nasch/Jan Pieterson (Children’s Forum)
                                                                                     Janis Edwards (Tallahassee)                                               Teresa Matheny
 Escambia                                    Holmes
                         Okaloosa                             Jackson
            Santa Rosa
                                    Walton                                                                                                                                    Nassau
                                              Washington                            Gadsden      Leon   Jefferson      Madison       Hamilton

                                                            Calhoun      Liberty
                                                                                                                                                               Baker                    Duval
                                                                                                                                                                                                            Kathy Osborne (JAX)
                                                      Bay
                                                                                                                                   Suwannee
                                                                                       Wakulla                Taylor                            Columbia

                                                             Gulf                                                                    Gateway
                                                                       Area Management                                                                                           Clay
                                                                                                                                                          Union                             St. Johns
                                                                                                                             Lafayette
  Ron Geri                                                                                                                                                         Bradford
                                                                                                                                                                                                                   Escambia
                                                      EEC                Franklin
                                                                                                                                                        Alachua
                                                                                                                                 Dixie
                                                                                                                                          Gilchrist                               Putnam                             Elizabeth Moore/Sherry Doyle
                                                                                     Lori Gormin / Mallissa Thomas
                                                                                                                                                                                                  Flagler
                                                                                                                                           Levy
                                                                                                                                                                                                                       William McCaffrey & Kerry Michela
                   Early Learning Coalition Map                                                                                                                    Marion


                            Each coalition is represented by a color.
                                                                                                                                                                                                        Volusia
                                                                                                                                                                                                                                      Pat Frank
                                                                                                                                                      Citrus
                                                                                                             James Garret                                                        Lake
                                                                                                                                                                       Sumter                       Semino
                                                                                                                                                                                                              le
                                                                                                                                                                                                                       Brevard
                                                                                                                                                                                                                                         Kris Giordano
                                                                                                                                                   Hernando
- Early Learning Coalition of Alachua County                        - Early Learning CoalitionArgie Kontodiakos
                                                                                               of Manatee County                                                                                          Orange                         Bernie Wade
- Early Learning Coalition of Area Management, Inc.                 -Early Learning Coalition of Marion County
  (Jefferson, Liberty, Madison and Wakulla Counties)                - Early Learning Coalition of Martin & Okeechobee                 Pasco
- Early Learning Coalition of Brevard County                                Janet
                                                                      Counties Chapman Cancelled                                                                                 Polk                      Osceola                       Thomas Ford
- Early Learning Coalition of Broward County                        - Early Learning Coalition of Miami-Dade/Monroe                    Hillsborough
- Early Learning Coalition of Charlotte and DeSoto                  County, Inc.
   Counties, Inc.                                                     Jeannette Weber
                                                                    - Early Learning Coalition Serving Okaloosa and       Pinellas
- Early Learning Coalition serving Citrus & Sumter                     Walton Counties, Inc.
  Counties
                                                                                                   Helen Alfano
                                                                    - Early Learning Coalition of Orange County
                                                                                                                                                                                                                          Indian River

-Early Learning Coalition serving                                   - Early Learning Coalition of Osceola County                           Manatee                              Hardee          Highlands
                                                                                                                                                                                                              Okeechobee
                                                                    - Early Learning Coalition of Palm Morning Only Inc.                                                                                                         St. Lucie
  Clay/Nassau/Baker/Bradford Counties                                                Dave McGerald Beach County,
-Early Learning Coalition of Southwest Florida (Collier,            - Early Learning Coalition of Pasco County, Inc.
                COALITIONS
  Glades, Hendry, Lee)                                              - Early Learning Coalition of Pinellas County                       Sarasota
                                                                                                                                                                                DeSoto

- Early Learning Coalition serving Dixie/Gilchrist/Levy             - Early Learning Coalition of Polk County, Inc.Rosa Wise                                                                                                                 Martin
   counties                                                         - Early Learning Coalition of Putnam County
                UAG
- Early Learning Coalition of Education & Care, Inc. (Bay,          - Early Learning Coalition of Duval County                                                                  Charlotte           Glades
                                                                                                                                                                                                                                     Palm Beach
   Calhoun, Franklin and Gulf Counties)                                                                            Linda Mason
                                                                    - Early Learning Coalition of Santa Rosa County, Inc.
- Early Learning Coalition of Escambia County                       - Early Learning Coalition of Sarasota County, Inc.                                                            Lee              Hendry
- Early Learning Coalition of Flagler County                        - Early Learning Coalition of Seminole County
- Early Learning Coalition of Gateway, Inc. (Columbia,              - Early Learning Coalition of St. Johns County
   Hamilton, Lafayette, Suwannee and Union Counties)                - Early Learning Coalition of St. Lucie County              Anna Brookbank
                                                                    - Early Janis Edwards
                                                                                                                                                                                                Collier
- Early Learning Coalition of Hardee County                                 Learning Coalition of Taylor County                                                                                                                       Broward
- Early Learning Coalition of Hernando County                       - Early Learning Coalition of Volusia County
            ATTACHMENT A
- Early Learning Coalition of Highlands County, Inc.
- Early Learning Coalition of Hillsborough County
                                                                    - Early Learning Coalition of Washington/Holmes
                                                                    County Early Learning Coalition
- Early Learning Coalition of Indian River County                                                                                               Warren Eldridge                                                               Dade

                                                                                                                                                                                                            Monroe
- Early Learning Coalition of Jackson County
- Early Learning Coalition of Lake County, Inc.                                                                                                                Penny Westberry
- Early Learning Coalition serving Leon and Gadsden
Counties
                                                                                                                                                               Schedule Conflict
                                                                                                                                                                                Manatee                                               Ivonne Anton/
                                                                                                                                                                                                                                                 10
                                                                                                                                                                                                                                      Marie Woodson
                                                                                                                                                                                Kathy Snyder

				
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