RD322 - Child Care Assistance Automation - October 2011


Executive Summary:
The Department of Social Services (DSS) developed a comprehensive automated system for the Child Care Subsidy Program (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 determining eligibility and management of caseloads; the timely provision of services to families; the provision of accurate and timely information regarding children and families served; accurate and timely payments to providers, the costs associated with child care, analysis of encumbrances and expenditures; and the assessment of 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 2010 to implement a comprehensive automated child care case management system, based on transfer systems from other states;

• Signing of a Statement of Work with a vendor to provide a time and attendance tracking system;

• Creation of a users' group of state and local staff to articulate business processes, validate requirements, and assist in design of the system functionality;

• Development of the Virginia Case Management System (VaCMS), the Electronic Child Care system (ECC), the Third Party Reconciliation (TPR) system, and an interface with the Division of Licensing Programs tracking system; and,

• Pilot initiation of the VaCMS.

With basic system requirements articulated by state and local department program staff, the time-limited funding made available through the American Recovery and Reinvestment Act (ARRA) was used to develop and implement the $13.7 million project that will provide case management, provider management and financial management components.