e-Child CareTime and Attendance Tracking System

December 17, 2010

Department of Human Services, Division of Family Development

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e-Child Care Kick-Off Event

Welcome and Introductions

Program Purpose/Overview Introduction of

Affiliated Computer Services (ACS) Power Point Presentation

Demonstration of Provider Portal Discussion of Oklahoma program Questions and Answers

Wrap Up POS Production Demonstration

– Jeanette Page-Hawkins, Director, Division of Family Development (DFD)

– Jeanette Page-Hawkins

– Jeanette Page-Hawkins– Walter Olfson, Project Manager (ACS)

Lisa Henley, Director of Card Programs (ACS)– Stephen Solitro, Implementation Manager ACS)– Lisa Henley– Jeanette Page-Hawkins

Shonda Laurel, Acting Assistant Director (DFD)Lisa Henley, Walter Olfson, Stephen Solitro

– Jeanette Page-Hawkins– Lisa Henley

Walter OlfsonStephen Solitro

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Agenda

Stakeholders

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New Jersey Department of Human Services, Division of Family Development Families Providers Child Care Resource and Referral Agencies (CCR&R’s) Affiliated Computer Services (ACS), A Xerox Company

Implemented e-Child Care in Oklahoma, Indiana, Texas, Colorado and Louisiana Implementing New Jersey, Ohio, Alabama, and Virginia.

Why is New Jersey implementing e-Child Care?

To automate manual processes To increase accountability To pay providers quicker – (providers will be paid bi-

weekly, two weeks in arrears) To facilitate accurate and timely tracking and

verification of child care attendance To provide real-time reporting capabilities

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Benefits of e-Child Care

Timely, consistent and accurate payments

Access to real-time information on transactions including approvals and denials

Real-time access to attendance records

More frequent payments to Providers (bi-weekly)

Detailed payment information available on the Provider Web Portal

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What remains the same?

Parent Applicant Provider Agreements (PAPA’s)

All Office of Licensing and Food and Nutrition Services mandatory record keeping requirements must be maintained

State child care licensing policies related to individuals authorized to pick up children are still enforced

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Provider Requirements

All providers will need the following:

A land line telephone

A banking account to receive direct deposits

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How Does It Work?

There are two different processes for recording attendance.

– One for child care centers

– One for in-home providers

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Equipment Needed

Licensed providers receive a Point of Service (POS) terminal

Registered and approved home providers will need a land line telephone for the Interactive Voice Response (IVR) – Toll free number

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Child Care Centers - POS

Child Care Centers will use a land line

Requires an electrical outlet (needed for POS terminal)

One POS terminal will be provided for every 25 children authorized by CCR&R

Installers will provide one-on-one training on the POS terminal

(how to use, access reports, maintenance and where to get help) to include:

• Quick Reference Guide

• Provider Training manual

Providers will be reimbursed for POS paper

If equipment is not returned to ACS, (lost, stolen or intentionally broken) you will be debited the replacement cost of the equipment

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The POS Terminal Process

Child Care Centers: Parent uses the POS terminal and follows these steps to enter their child’s attendance:

Step 1: Parent/Applicant or designee slides card through the POS terminal

Step 2: Enter Personal Identification Number (PIN)

Step 3: Select one of the options: Check in/out, Previous in/out

Step 4: Enter the Child(s) 2-digit number (01, 02, 03, etc.)

Step 5: Press enter to complete transaction

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In-Home Providers - IVR

Must have a land line telephone

Parents must place the call to check children in/out of care

Providers will receive the following training materials:

• Quick Reference Guide

• Provider Training manual

Parents will receive training on how to use the IVR

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Our Families

Parents who have a Families First EBT card will use the same card for child care.

Parents who receive child care only, will receive a card in the mail within 3-4 days, once their PAPA has been established by the CCR&R

The parent/applicant may select up to two additional designees to check-in/out their children.

Designees will need to sign up for a Families First EBT card through the CCR&R

At no time will child care designees have access to Family First benefits

If the parent/applicant is an employee of the center, they can be the designee for their child/children.

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Validation of Swipes/IVR

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The POS/IVR transaction is sent to the e-Child Care system for verification:

1. Is the card active2. Is the PIN correct3. Is the provider eligible for payment4. Is the case active5. Is their an approved Parent Applicant Provider Agreement (PAPA)6. Is the transaction coming from an expected location?7. Does the child have available days/hours

If any validation points are not confirmed, the transaction is denied – and the provider knows before care is delivered.

If all these checks are confirmed, the transaction is approved.

Common Questions

What if the parent/applicant or designee forgets to record attendance?– Attendance can be entered for the current day or previous nine

days of care so parents have in effect, 14 days to enter any missing transactions on the POS or IVR

What if the parent is not available to record attendance?– Each household will be allowed a maximum of three cards.

(The head of household and up to two designees).

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Common Questions - continued

What if the entry can’t be done (phone line problems, POS device problems, system problems caused by weather or other factors)?

– POS terminal problems

1. Providers must call the ACS Provider Help Desk and report the POS problem immediately. The Customer Service Rep will try and assist the provider in resolving the issue

2. If the problem cannot be resolved, ACS will overnight a new POS terminal to the provider

3. The parent must then make or correct swipes within 14 days

– Line or system problems

1. The POS device stores entries for up to 14 days so they can be transmitted when the problem is resolved using the “Store and Forward”, or SAF feature.

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e-Child Care Support

Support for Providers and Families is provided through various forms:– POS generated attendance reports for

reconciliation– Provider web portal – Provider manuals for both POS and IVR – Provider Help Desk 24/7, with “live” customer

service representatives– CCR&R and DFD staff

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Provider Portal

Live Demo of Provider Portal Functionalities

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Questions and Answers

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