RD221 - Child Care Automation - October 2010


Executive Summary:
DSS intends to develop a comprehensive automated system for the Child Care Subsidy Program that will allow Virginia to meet federal mandates more efficiently, provide greater accuracy in payments to providers, and improve overall program management. The new system will assist local departments of social services (LDSS) with the management of their caseloads; provide timely information regarding children and families served, providers utilized, and costs associated with child care; analyze encumbrances and expenditures; and assess unmet child care needs.

Progress towards an automated child care system has been made, as evidenced by the following:

• Selection of a vendor in February of 2010 to implement a comprehensive automated child care system, based on transfer systems from other states;

• Approval by the Commonwealth Chief Information Officer (CIO) for development of a major automation project;

• Execution of project planning tasks through weekly leadership meetings with child care and information technology staffs; and,

• Appointment of dedicated program and technical staffs to provide project management and leadership.

In January of 2009, DSS issued a Request for Information (RFI) to determine if baseline requirements developed for the automated child care system could be met with existing technology and to discover new functionalities to make program management more efficient.

Information compiled from responses to the RFI was used to develop a Request for Proposal (RFP), which was posted in May of 2009. Vendor proposals submitted by the July 30, 2009 deadline were evaluated and presentations of proposals meeting the requirements of the Child Care Subsidy Program were made. Negotiations were held and a contract was signed with Deloitte Consulting, LLP in February of 2010.

Funds from the American Recovery and Reinvestment Act of 2009 (ARRA) in the amount of $13.7 million have been approved for automation of the Child Care Subsidy Program. Case management, provider management and financial management components will be developed that will interface with a time and attendance tracking system to provide a comprehensive child care system.