9/10/2012

The CCMS Communicator - September 7, 2012 (pdf)

News from CCMS Project Team

State-wide implementation of the CCMS system will take place in January 2013. During User Acceptance Testing and CCMS trainings, end users identified key functionality that was either not in the design or suggested changes to make the system better. Although the system can be deployed in its current state, it was decided to delay implementation of the system until all enhancements were complete.

In August select end users participated in joint application design sessions to capture system requirements for the newly identified enhancements. Deloitte will make the adjustments to the system and end users will have an opportunity in early November to use testing scenarios to verify the changes.

The CCMS Project Team continues to focus on its three critical paths to implementation:

  • Technical Readiness - Utilizing user feedback from UAT and training to design and implement enhancements. Enabling users to test the system and confirm changes.
  • Data Readiness - Testing and validating data conversion and integration.
  • Organizational and User Readiness - Providing readiness support. Our CCMS training sessions ended in August with Train-the-Trainer classes for local experts. MIS has dedicated a training environment for TTTs to utilize as they conduct on-site system refresher trainings for their staff.

BCCD is working with POCs to track completion of four web-based training courses being offered through the IDHS Net Learning website: Introduction and Inquiry, Document & Work Items, Processing a New Application, and Provider Management. All IDHS local office caseworkers have Inquiry Only into the CCMS and should complete the Introduction and Inquiry WBT.

Agency IT Liaisons are encouraged to finalize their internal security protocol and problem escalation procedures. This protocol is necessary as we implement a new system to ensure that all problems are maintained in a controlled environment, and handled expeditiously.

The BCCD Training Team is using enhancement decisions to upgrade or write new Job Aids or Wizards. BCCD is also continuing its Readiness Workshop Series as follows:

Topic Date
Parking Lot Questions September
Passwords & Security October
Scanning & Document Management November
System Review (includes enhancements) December
Non-CCMS Site Administered Provider Readiness January
Go-Live Preparation January
Facilities Readiness & Cut-over Weekend January

CCAP Forms

One of the major goals of the CCMS project has been to make better use of technology to reduce the amount of hard copies of paper that is processed, as well as to interface with other IDHS systems. We revised our child care application form to make data entry easier by matching the flow of the form to the data fields in the CCMS, and having certain fields auto populated. The new form also allows parents and providers to select e-mail as their delivery preference. The following table provides a snapshot of CCAP forms that can now be printed on-demand or transmitted electronically.

CCAP FORM Pre-CCMS Post-CCMS
Application (revised) 3455 Available on DHS website Also available via Internet Application (Online)
Approval of Request for Child Care Payments 3455A CCTS-generated CCMS-generated Both Mass-Delivered and Local Print Options
Background Check Letters 3522/3523 and Authorization for Background Check Form 4194 Availble on DHS website CCMS-generated Both Mass-Delivered
Notice of Cancellation of Child Care Payments 4178 CCTS-generated CCMS-generated Both Mass-Delivered and Local Print Options
Cancellation of CC Payments for Child, Age 13 4587 CCTS-generated CCMS-generated Mass-Delivered
Change of Information (revised) 3527 Available on DHS website CCMS-generated Both Mass-Delivered
Change of Provider 3455G Available on DHS website CCMS-generated Both Mass-Delivered and Local Print Options
Certificates 3492/2492A CCTS-generated CCTS-generated Mass-Delivered
Child Care Payment Rates 4341/4343 Available on DHS website Link to Form on DHS website
Center Certificate, Supplemental & SAMER Supplemental 3533/3534 Manual CCMS-generated Both Mass-Delivered and Local Print Options
Debit Card Option 0800 Available on DHS website Link to Form on DHS website
Denial of Request for Child Care Payments 4179 CCTS-generated CCMS-generated Both Mass-Delivered and Local Print Options
Important Parent Co-Payment Information 3455B Available on DHS website Link to Form on DHS website
License-Exempt Center Background Check Letter 3521 Available on DHS website Link to Form on DHS website
Overpayment Referral Form 1900 Available on DHS website CCMS Internal Form Functionality
Provider Change of Address 4339 Available on DHS website CCMS-generated Both Mass-Delivered and Local Print Options
Provider Closeout 4590 CCTS-generated CCMS-generated Both Mass-Delivered and Local Print Options
Rate Certification 4469 Available on DHS website CCMS-generated Local Print Only
Redetermination (revised) 3455E CCTS-generated CCMS-generated Both Mass-Delivered and Local Print Options
Request for Additional Information 4480 Manual CCMS-generated Both Mass-delivered and Local Print Options
Self-Employment Record 2790 Availble on DHS website Link to Form on DHS website
Shared/Transfer/Duplicate Case (No Form #s) Manual CCMS Internal Form Functionality
Telephone Billing Agreement 4773 Available on DHS website CCMS-generated Local Print Only
W-9 Forms Available on IRS website Link to Form on IRS website
Wage Verification 3514 Available on DHS website CCMS Generated Both Mass-Delivered and Local Print Options

CCAP Forms: http://www.dhs.state.il.us/page.aspx?item=10151

Job Aids and Other Training Material: http://www.dhs.state.il.us/page.aspx?item=56869

Division of Family & Community Services, Office of Early Childhood

Editors: CCAP Training, Program Support and Operations

Please e-mail comments or questions to: DHS.CCMS-INFO@illinois.gov