Florida Agency for Workforce Innovation

1. FloridaAgency for Workforce Innovation Office of Early Learning Early Learning Information System (ELIS) Future State Discussion August - October, 2007

2. Future State Workshop Agenda • Future State Visioning Exercise • Potential Future State Technology Concepts • Wrap-up

3. Future State Visioning “Imagine - It’s 2010 and ELIS has now been fully implemented in your Coalition…” • What are you doing differently day-to-day? • What impact has ELIS had on your staff? • How has ELIS changed the way you view your business? • What has ELIS enabled you to do that you could not do before? • What differences do your providers experience? • What differences do your parents / guardians experience? • What differences do the children experience?

4. Potential Future State Technology Concepts

5. Disclaimer The To-Be concepts discussed today are preliminary and do not represent a commitment for implementation. Many factors and tradeoffs will come to bear in the final design including schedule, cost, prioritization of capabilities and the availability of commercially available software.

6. Goals & Constraints • Our goal today is to test concepts and to confirm that we are moving in the right direction • Our goal is to not become overly prescriptive and get into system design • The ultimate future state model will include trade-offs that balance the needs of all stakeholders

7. ELIS – General Concepts Assumed characteristics (refer to ELIS fact sheet): • Web-based • Centralized database / application • Robust reporting • Ability to measure and report on outcomes

8. ELIS – General Concepts (cont.) • 100% automation is not the goal (as this is not practically achievable) - Not everything is worthy of automation • Access and permissions to applications and information will be driven by pre-defined roles • Paper processes may have to be available as an alternative to automation for certain users and for disaster recovery purposes – maybe for an extended period of time • Automated data entry / forms should allow for viewing, updating, editing and printing prior to submission to the ELC or OEL • ELIS is intended to be a holistic system that will allow you to manage your business (e.g. multiple service providers / contracts, partners, outcomes, etc.)

9. Targets for Automation • Manual data entry • Duplicate data entry • Sources of data ‘variance’ • External work-arounds (e.g. Excel spreadsheets or other applications to fill gaps – ‘shadow systems’) • Manual handoffs (internal and external) • Manual reconciliation • Access to real time data (internal and external partners) • Fax (assuming the use of electronic signature)

10. Potential Technologies • Web-based applications • Electronic signature • Automated workflow • Imaging • User friendly, but robust, reporting tools • Document management • Customer service automation: • Electronic communication options • E-mail • Chat • Assisted browsing • ‘Call me’ • Kiosk

11. ELC Process Changes – Global Concepts

12. Customer & Provider Interfaces

13. Feedback from Providers • Wide range of internal processes and systems • Generally open to automation • Most want paper as a back-up • Most have access to PC, e-mail and Internet • Motivated to get paid faster • Parental / guardian sign-in and sign-out is a ‘universal struggle’ • Training will be required for any new process / system

14. Concept – Web Interfaces VPK / CCP Portal ELC Portal Customer Portal ELIS Selected Automated Interfaces to External Applications ELC Workspace OEL Workspace

15. Concept - Customer ‘Portal’ Processes potentially automated: • Resource & Referral • Enrollment & Eligibility – application for service • Complaints processing Communication opportunities (notification, reminders & responses): • Wait list placement • Re-determination • Attendance management • Provider and Guardianship Transfers • Dis-enrollment • Calendar • Links to other web sites

16. Concept – VPK / Childcare Provider ‘Portal’ Processes potentially automated: • Provider management • Attendance management • Provider information management • Payment adjustments • Transfers Communication opportunities (notification, reminders & responses): • Enrollment • Re-certification • Childcare Provider payments • Provider and Guardianship Transfers • Quality monitoring • Attendance auditing • Complaints processing • Dis-enrollment • Training calendar • Access to all forms • Links to other web sites

17. Concept - ‘Portal’ Process Enablers • User Login • Status / progress indication • Upload electronic documentation • Built-in business logic / rules (e.g. initial eligibility determination or required fields) • Workflow to Coalition staff • Automated communication options (“how would you like for us to communicate with you?” – e-mail, paper mail, fax, etc.) • Print forms / applications • Electronic signature (e.g. PIN)

18. Concept – General Coalition ‘Portal’ • Communications / messaging (targeted, multicast, broadcast) • Calendar (global, by Coalition) • Documentation (policy, guidelines, statutes, etc.) • Training materials / CBT

19. Concept – ELC ‘Workspace’ • Automation of ELC processes • Reports (Standard, custom) • Workflow enabled • Imaging enabled • Real time information • System administration • Users • Passwords • Workflow configuration • Local business rules • Local required fields • Local customization

20. Concept – OEL ‘Workspace’ • Access to ELC database / records • Automation of OEL processes • Reports (Standard, custom) • Workflow enabled • Entry of system codes, fees, global business rules, global edits, etc. • Real time information • System administration • Users • Passwords • Workflow configuration

21. ‘Could-Be’ Level 1 Process Model

22. Problems & Needs Wrap-up“Looking back over your problems and needs, have we addressed the areas you’ve identified?”

23. Thank-you! The ELIS Project Team