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CYS Management Information Systems 2007

CYS Management Information Systems 2007. MIS SYSTEMS. Management Information Systems. Agenda Introduction High-Level Overview of CYS Systems COPA CCMIS IMEDGE Best Practices Training Help Desk Agency Feedback Rollover Q&A. Management Information Systems.

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CYS Management Information Systems 2007

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  1. CYS Management Information Systems 2007 MIS SYSTEMS

  2. Management Information Systems Agenda • Introduction • High-Level Overview of CYS Systems • COPA • CCMIS • IMEDGE • Best Practices • Training • Help Desk • Agency Feedback • Rollover • Q&A

  3. Management Information Systems • Management Information Systems (MIS): A system for managing and processing information, usually computer-based. Also, a functional group within a business that manages the development and operation of the business information systems.

  4. Management Information Systems CYS Application Software Systems Multiple Systems to Manage Programs • Child Outcome Planning & Administration (COPA)The Department of Children and Youth Services’ primary tool for capturing client-level data for Head Start and Early Head Start Programming • Child Care Management Information System (CCMIS)Childcare eligibility and vouchering system for CYS delegate agencies • IMEDGEElectronic Document Management System

  5. Management Information Systems • Statistics: • Over 65 Agencies • Over 200 Sites • Serving 16,518 Head Start Children • Serving 575 Early Head Start Children

  6. Management Information Systems • Features: • Web-Based System • Captures Enrollment Data • Daily Attendance/Meal Counts • Varying Levels of Access • Maintains All Client-Level Data • Health and Developmental • Social Services

  7. Management Information Systems • Functionality: • Enrollment • Attendance • Reporting • Human Resources • Monitoring

  8. Future COPA Billings Module • Attendance and Tiered Reimbursement Based • Attendance for School Age • Attendance for Extended Program • Pre-Month Preview • First of Month Availability • Automated Co-Payment Calculator • Exception Reports • Electronic Signature

  9. Future COPA HR & Monitoring Modules COPA new Human Resource and Monitoring sections utilize performance standards to collect, process, and report data on individual Agency and Grantee. The results are analyzed to improve program quality and performance.

  10. COPA HR Module COPA's new HR section, provides functionality and tools to manage staff data for individual delegate agency. • Personal Portfolio Setup and Performance Evaluation A HR staff will be able to manage staff data including staff personal information, employment history, medical, credentials and absence records, and evaluate staff performance.

  11. COPA HR Module • Training Setup and Approval A HR manager will be able to setup staff trainings and approve or disapprove training requests. Once a staff is approved to attend a particular training, their status will be marked as "Approved" for that particular training. After attending the training, the staff has to fill out the training completion course.

  12. COPA MonitoringModule COPA's new Monitoring section provides functionality and tools to track site visits, conduct, follow-up and support audits for the Grantee. • Site Visit Setup and Monitoring • Auditor will be able to conduct annual fact-based program and fiscal audits on each Head Start, Early Head Start and Child Care delegate agency. • Audit manager will be able to use evidence and facts to document potential areas of compliance and noncompliance based on the program and fiscal requirements of Head Start performance Standards, the Illinois Day Care Licensing Standards and CYS’ policies and procedures.

  13. COPA Monitoring Module • Monitoring Follow-Up and Technical Support Children Services Unit will be able to prepare action plan, support, and follow up the action for delegate agency after receiving the findings from the audit reports to ensure delegate agency compliance with program and fiscal requirements.

  14. Management Information Systems • Statistics: • Over 2500 billings since July • 2006 • Over $252 million child care • subsidized funds from IDHS • and DCFS since 2002

  15. Management Information Systems • Features / • Functionalities: • Web Based • Current Billings • Previous Billings • Supplemental Billings • Batch System • Change Password • Download Forms

  16. How These Systems Come Together?Step 1 Form 3455 Delegate Agency produces 3455 from COPA

  17. How These Systems Come Together?Step 2 Form 3455 Delegate Agency scans 3455 to IMEDGE

  18. How These Systems Come Together?Step 3 Form 3455 CYS retrieves 3455 from IMEDGE

  19. How These Systems Come Together?Step 4 Form 3455 IPACS CYS verifies 3455 to IPACS

  20. How These Systems Come Together?Step 5 Form 3455 CYS enters approved 3455 to CCMIS

  21. The IMEDGE https://cys.edge.com/CYS

  22. Management Information Systems The purpose of IMEDGE: • Create electronic case folder • Scan Documents into scan folders • Forward case folders to CYS via internet • Track bending case folders • View field case folders via internet

  23. Management Information Systems • Features: • Scanning • Managing Workflow Tool • Increased Accountability • Real-Time Application Status

  24. Management Information Systems To get started: • Gather the documents to scan into the child’s folder • SIGNED 3455 printed from COPA • Birth Certificate • 2 Paycheck stubs • HSEV

  25. Management Information Systems

  26. Be sure to include the Child ID and Family ID

  27. Management Information Systems IMEDGESUMMARY 1. Scan Documents into Case Folder 2. Route the cases to either Director Review or Clerk Review or Special Clerk Review 3. Check the status of the cases and follow up, if necessary when case is not finalized by Approval, i.e. Rejected or Denied

  28. Future Features • Delete capability for agencies • Timeout extended • ‘Tokenize’ is replaced with ‘To Workflow’ • Folder View columns are changed to include Agency Name

  29. Management Information Systems BEST PRACTICES • Where can we practice Best Practices? • Continuing Education and Training • Online help tools • Regular System TrainingCommunication with CYS • Submit FeedbackHelp Desk/Support • Clearly State your issue • Ask for a name! • Systems • Work systems are for work only • Avoid Identity Theft • Use of Removable Drives to save data • Delete Cookies regularly • Keep your anti-virus regularly updated. • Avoid Peer-To-Peer File sharing programs • Avoid using uncommon websites • Power off your pc and the end of usage.

  30. Training • COPA online support documents and videos are available when you login • Imedge online support documents and video are available at cys.mycopa.com • Monsthlyu Classes are avialable for CCMIS, COPA, and IMEDGE • In addition, an Advanced class is being developed to incorporate all of the MIS systems.

  31. Help DeskUnisys & Help Desk for the Delegate AgenciesFor technical assistance, feel free to call ourNew C Y S Help Desk Hotline1-800-489-2126

  32. Management Information SystemsAgency Feedback Childcare Management Information System: cysmis@cityofchicago.org Childcare Outcomes Planning & Assessment System: cysmis@cityofchicago.org IMEDGE System: imedge@cityofchicago.org COPA Policies / Protocol dated January 19, 2007, you may contact Jennifer Santana via email at Jennifer.Santana@cityofchicago.org for assistance with COPA enrollments. Replies and Comments regarding CYS / MIS issues may be forwarded to Hani.Mayzouni@cityofchicago.org , Director of MIS.

  33. ROLLOVER MUST BE COMPLETED BY AUGUST 30, 2007 • Please be advised – your ADMIN staff must complete the rollover process in COPA for both the Children and Families data so that access to their information for the 2007-2008 school year will not be lost!!! Current enrollment information will be reflected in the reports which will be available for the 2006-2007 COPA School year. • The Family Assessments in COPA will be cleared out and new assessments will need to be input after the rollover is completed. The children and family data will need to be prepared for the Eligible/Accepted List or placed on the Termination list. Newly enrolling children and families expected to start on or after September 4, 2007 will need to be placed on the Pre-Enroll list. Only Families previously Wait Listed with no Children in the system should be deleted. COPA Reports and PIR information will not be accurate if currently enrolled children are deleted.

  34. Q & A Thank You EMAIL US with Questions at CYSMIS@cityofchicago.org or call us at 1-866-647-2489

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