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?
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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?”