The CCMS Communicator - November 2011 (pdf)
A Word from Stacey Splain
Change is good. No, I think change is great; and, it's inevitable whenever you strive for improvement.
I am chomping at the bit for the CCMS to rollout. Do you realize that there will come a time when you will never ever have to get up to pull a file again?!?! Isn't it exciting--from a customer service perspective-that you will be able to view a customer's entire child care case record in real time when they call with a question about their case? No more lost paperwork! And, if front line staffs are not able to adequately respond, they'll be able to escalate the customer service call to the next higher level by creating a "task". Similarly, you'll create a task for Springfield Customer service staffs to ask a policy question. On the other hand, accessing the policy manual on your own will be easier, too, just click on the link. Overpayments and appeals will be a snap too. No more documents to copy!
On Go-Live day, we will begin scanning or e-mailing everything into the CCMS. Granted, there will be a learning curve. However, as Manager of the Springfield Customer Service Unit, I know that CCMS will make all of our lives easier and more efficient!
Keeping You Informed
Completing Applications and Other CCAP Forms
Our CCAP Application form has changed!! The CCMS will only accept the new application form. Therefore effective December 31, 2011, outdated versions of the child care application will no longer be accepted.
Keep in mind, that on 'Go-Live' day, everyone will have the ability to complete and submit applications on-line. This will enable you to print fewer copies! You can encourage your parents to complete the application on-line; or have your staff sit with parents to data enter the information directly into the CCMS via the Internet.
Several CCAP forms have changed. The forms that will be generated from the CCMS (Rede, COI, Change of Provider, RAI, Provider Address Change, Provider Background Check, Provider Certification, or Provider W9 forms) will have bar codes. These bar codes will enable the CCMS to quickly identify the type of form and automatically capture client information in fields specific to each forms.
To ensure that you are using the most recent version of CCAP program forms, check online at the following address: http://www.dhs.state.il.us/page.aspx?item=9877.
Routing Applications and Other CCAP Forms
Each CCMS R&R/Site has been asked to submit their routing roles. These roles will govern how an app or rede is processed upon receipt. The routing roles must be manually entered by BCCD into CCMS 12-weeks prior to Go-Live. Therefore, it is extremely important that each CCMS R&R/Site returns the routing roles spreadsheet as instructed.
The first point of contact for each document will be the Agency's Validation Team. The VT will receive e-mailed, faxed or hand-delivered documents. The Team will verify the wholeness of the document, and route the documents for program processing.
Save these Dates:
General Functionality & Business Process Changes - November 29, 2011
State-Wide "Go-Live" - March 27, 2012
Questions/Concerns should be routed to: DHS.CCMS-INFO@Illinois.gov
Bureau of Child Care & Development (BCCD)
Editors: BCCD Training & Operations, Volume 1, Issue 3