FloridaAgency for Workforce Innovation

Office of Early Learning

Early Learning Information System (ELIS)

Future State Discussion

August - October, 2007

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Future State Workshop Agenda

Future State Visioning Exercise Potential Future State Technology Concepts Wrap-up

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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?

Potential Future State Technology Concepts

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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.

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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

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ELIS – General Concepts

Assumed characteristics (refer to ELIS fact sheet):

• Web-based• Centralized database / application• Robust reporting• Ability to measure and report on outcomes

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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.)

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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)

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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

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ELC Process Changes – Global Concepts

Today Potential FutureDisjointed applications Single, integrated application

Multiple databases Single DatabaseGaps filled through workarounds Common gaps covered in ELIS

Paper centric, Copy & file Electronic, Scan and attach

Limited business logic Embedded business rules, logic and edits (ELC and OEL controlled)

No workflow Workflow enabled

Limited communications options Communications driven by preference and automated triggers

Manual data entry Electronic forms & automation of paper input (e.g. scantron…)

Limited ability for local customization (e.g. system generated letters,

business rules, etc.)Ability to customize within limits

No automated integration with external partners

Selected integration with external partners

Limited external automation Use of Web, IVR and kiosk

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Customer & Provider Interfaces

Today Potential Future

Walk-in (no automation) Walk-in – optional use of kiosk

Paper centric Electronic (with paper alternative)

Limited on-line capabilities Rich web portal

Paper-based communications

Expanded electronic communications (web, e-

mail, IVR) driven by customer preference

Fax & paper originals Electronic signature

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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

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Concept – Web Interfaces

ELIS

Selected Automated Interfaces to External Applications

CustomerPortal

VPK / CCPPortal

ELCPortal

ELC Workspace OELWorkspace

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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

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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

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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)

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Concept – General Coalition ‘Portal’

Communications / messaging (targeted, multicast, broadcast)

Calendar (global, by Coalition) Documentation (policy, guidelines, statutes, etc.) Training materials / CBT

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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

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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

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‘Could-Be’ Level 1 Process Model

Reporting

Resource and Referral

Intake

Administration

CaseManagement

ServiceManagement

FinancialManagement

* Eligibility Determination* Enrollment* Wait List Management

* Service Provider Compliance Monitoring* Provider On-boarding and Management* Provider Quality Monitoring & Improvement

* Slot Management* Attendance Management* Payment Adjustment* Attendance Auditing* Complaints Processing

* Provider Payments* ELC Invoicing* Collections

* Child Assessment* Eligibility Re-determination* Provider Transfer* Guardianship Transfer

Problems & Needs Wrap-up

“Looking back over your problems and needs, have we addressed the areas you’ve identified?”

Thank-you!

The ELIS Project Team