USING MCC TO SUPPORT THE INSPECTION PROCESS

Diane Brewer & Melissa Rowland

12/11/2019

Session Objectives

• Learn about inspection related information on MilitaryChildCare.com

• Introduce the Inspector Handout as a Resource available to Inspectors

• Discuss how to use MCC Reports during the inspection process– Reports used– Components evaluated– Example scenarios

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VISIT MCC FOR INSPECTION RELATED INFORMATION

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Standards of Operations

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Standards of Operations

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Access Inspection Criteria

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Standards of Operations

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Online Inspection Report

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USING MCC DURING THE INSPECTION PROCESS

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MilitaryChildCare.com For Inspections

• MCC is used during the inspection process:– To identify installation Child Care Immediate/Unmet Need– To evaluate how programs are managing Child Care Space Utilization– To evaluate if MCC is being used as required.

• Helps to ensure accurate reporting of Service Child Care Demand• Helps report metrics and identify trends across DoD• Informs leadership where standardization is needed• Provides a consistent experience for families

• MCC Reports used during the inspection include:– Immediate and Unmet Need Reports– Waitlist Metric Report– Program and Care Option Report– Offer Process Reports

• Note: System permissions have been updated to provide inspectors with access to all reports needed for inspections

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IMMEDIATE AND UNMET NEED REPORTS

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Immediate/Unmet Need Reports

• Use the Immediate Need Report and Unmet Need Report to provide information on the current and upcoming child care needs/demand at the installation

• Entered on the installation set-up screen• All inspectors on the team should be aware of the

immediate/unmet needs at the installation• Directly impacted by inspection criteria evaluation• Used in outbrief to the installation commander

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• Expand: Performance Reports accordion• Select: Immediate Need Report or Unmet Need

Report

Generate: Immediate/Unmet Need Reports

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• Run the report for the installation

• Additional information not needed

• Use the Date of Record for the Inspection

(Available date: One day past)

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Generate: Immediate/Unmet Need Reports

Enter in IMS: Immediate/Unmet Need Data

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Enter the numbers from the Total row for each age group into the Immediate Need and Unmet Need fields of the set-up screen

IMS Text Update

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IMS Update: Definitions Added

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Child Care Need Definition

• Child Care Need: A requirement to provide child care to support eligible personnel and the military mission. Child care needs are identified by families through MilitaryChildCare.com and are tracked per child. – Needs are reported for children in priorities 1-3 who have

requested custodial care types (i.e., Full-Day Care, 24/7 Care, School Year Care and/or Summer Camp.)

– Needs are met when the child receives an offer for the requested type of care from any program at the installation/metro zone.

– Children whose needs are met, but are waiting for preferences for care, are not included in the Immediate and Unmet Need Reports.

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Immediate and Unmet Definitions• Unmet Need: A child care need that has not been met and the DCN

has passed.– Informs the commander of the current child care needs at the

installation– Helps commanders determine whether there is capacity to meet the

needs of all children who need care. • Immediate Need: A child care need that has not been met and is

within 30 days of the date care needed (DCN) or the DCN has passed. – Informs the commander of all upcoming and current child care needs at

the installation– Helps commanders plan to meet the needs of children who need care

now or soon. – The Immediate Need count includes the children with unmet needs as

well as any child that needs care within 30 days.

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ScenarioUnderstanding Immediate/Unmet Needs

WAITLIST METRIC REPORT

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Waitlist Metric Report

• Use the Waitlist Metric Report to determine the number of children and requests on each program’s waitlist

• Definitions to Know:– Waitlist: All requests for a care option and age group at a

program, including requests for children with immediate/unmet needs as well as children who are waiting for preferences for care.

– Request: Families indicate their interest in care by placing requests in MCC. Each request is for one child for one care option at one program.

• Immediate Requests (IM): Requests which have a DCN within 30 days or in the past.

• Projected Requests (PR): Requests which have a DCN of 31 or more days in the future.

– Note: In most cases, inspectors use Immediate requests to determine if a program has a waitlist.

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Waitlist Metric Report Cont.

• The Waitlist Metric Report includes the number of:– Immediate (IM) requests – Projected (PR) requests– Children with IM requests– Children with PR requests

• Can be used to determine if a program has a waitlist, and if so, for what types of care and age groups

• Used during the inspection process to evaluate components related to space utilization – A.1.d.1: Vacancies are Filled– A.1.d.3: Utilization Focused on Full Day Care– A.1.d.4: Space Utilization Efficiently Managed

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Generate: Waitlist Metric Report

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• Expand: Waitlist Reports accordion• Select: Waitlist Metric Report

Generate: Waitlist Metric Report

• Run the report for the program being inspected

• Include ‘Care Type’ as additional information

• Select the Date of Record

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Sample Waitlist Metric Report

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• In the report, summary information for all Care Types will be included the first table and information for each care type will be included in tables below.

• To determine if there is a waitlist, review the number of Immediate Requests by age group and care type for priorities 1-3. If there are any immediate requests, the program currently has a waitlist for that type of care.

• The example below shows a waitlist for all age groups for Full-Day Care.

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ScenarioUnderstanding the Program Waitlist

Using the Waitlist Metric Report

• Use the Waitlist Metric Report to evaluate Criterion A.1.d: Child Care Space Utilization components

• Criterion Description: Evaluates whether space utilization is focused on meeting the installation child care demand.

• Criterion Intent: Ensure child care space utilization is efficiently and effectively managed to meet the needs of eligible patrons.

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Evaluating Component A.1.d.1

• Vacancies are Filled: – Evaluates whether vacant child care spaces are

filled in a timely manner. – The Waitlist Metric Report is used to review the

waiting list, which is then compared to current enrollment and existing vacancies.

– If there is a waitlist, there should be no vacancies without pending offers.

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Scenario: Evaluating ComponentsA.1.d.1.

Vacancies are Filled

Evaluate: Component A.1.d.3

• Utilization Focused on Full Day Care: – Evaluates whether the program is focused on full-

day child care for working parents. – The Waitlist Metric Report is used to determine if

there is a waitlist for Full-Day Care for priorities 1-3. – If there is a waitlist, program usage (enrollment)

should not be allocated more than 20% to Part-Day or Hourly care.

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Scenario: Evaluating ComponentsA.1.d.3.

Utilization Focused on Full Day Care

Evaluating Component A.1.d.4

• Space Utilization Efficiently Managed: – Evaluates whether space utilization is managed

efficiently. – Considers if all space available for child care at the

program is used effectively.– The Waitlist Metric Report is used to determine if

there is a waitlist, therefore, a need for additional child care space and if so, the type of care and age group needed.

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Scenario: Evaluating ComponentsA.1.d.4.

Space Utilization Efficiently Managed

PROGRAM AND CARE OPTION REPORT

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Program and Care Option Report

• Definition: Provides a listing of all programs and care options in MCC

• Definitions to Know:– Care Options: The different type of care offered by a

program. Care options have attributes that help families find the care they need, (e.g. Care Option: School Year Care OR Summer Camp).

– Care Offerings: Increments of the care options that the family can choose. (e.g. Before OR After, Summer Camps Weeks 1,2, &5).

– Custom Label: Installation specific labels that help families find the program (e.g. Summer Fun Camp).

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Program and Care Option Report

• Use the Program and Care Option Report to determine if all care offered at the program is entered into MCC and available for families to find when searching for child care

• Used during the inspection process to evaluate components related to the use of MilitaryChildCare.com– A.1.e.1: Care Options are in MCC

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Generate: Program and Care Option Report

• Expand: Operational Reports accordion• Select: Program and Care Option Report

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Generate: Program and Care Option Report• Run:

– for installation to ensure all programs are in MCC– for FCC programs to ensure all providers are in MCC– for CDC/SAC/24.7/provider to ensure all care options are in MCC

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Sample Program and Care Option Report

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• The Program and Care Option Report includes all care options that have been entered into MCC, which can be compared to the care offered at the program.

Evaluating Component A.1.e.1

• Care Options are in MCC (Component A.1.e.1):– Evaluates whether all care available at the program is

entered into MCC for families to request. – Because MCC serves as the application process for all

DoD child care, care options must be entered even if there is no waitlist, in order to provide a consistent process for families across locations.

– The Program and Care Option Report is used to obtain a list of all care options in MCC, which is then compared to the care offered at the program.

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Scenario: Evaluating ComponentsA.1.e.1.

Care Options Are in MCC

OFFER PROCESS REPORTS

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Offer Process Reports• Offer Process Report:

– Provides the number of offers in process and the number of offers made (including out of sequence offers) during a specific reporting period.

– Includes the number of offers in each status at the end of the reporting period (i.e., response pending, removed, expired, declined, accepted, or completed.)

• Children in Offer Process Report: – Provides the list of offers in process during a specific reporting period,

including the child’s name and the outcome of each offer. – Can be used to obtain additional information on children included in

the Offer Process Report • Both reports:

– Help determine if offers are being made in MCC in accordance with the standard offer process

– Are used during the inspection process to evaluate components related to the use of MCC (A.1.e.2 and A.1.e.3).

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Generate: Offer Process Reports

• Expand: Operational Reports accordion• Select: Offer Process Report or Children in the

Offer Process Report

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Generate: Offer Process Reports• Run the report for the

program being inspected• Use at least a 1-month

Date Range, ending on the most recent date, to review the number offers made

• Use a 6-month Date Range, ending on the current date, to review out of sequence offers

• Use the same Date Range when generating the Children in the Offer process Report to see the children who are included in the Offer Process Report (and the status of their offer)

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Example Offer Process Report

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• In the Offer Process Report, summary information for all Care Types is included the first table and if additional information selected, for each care type in tables below.

• All inspectors are encouraged to visit MCC Central and take the Offer Process Training Https://www.mcccentral.com/training-center/courses/12791/start

Understanding the Offer Process Report

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• Total Offers In-Process: Offers anywhere in the offer process during the date range selected, includes• Offers made during this period: Includes only those offers made during the selected dates• Offers made prior to this period: Includes offers made prior to the selected dates but not

completed• Total Offers Made: Same as Offers made during this period, but provides breakdown of

• Full Offers: Parent received all requested offerings• Partial Offers: Parent received some of requested offerings (e.g. Requested before/after,

received offer for only before)• Response Pending: Offer Made, but family response not received• Removed includes:

• Offers that were removed (e.g. for example made in error)• Offers that are invalid (e.g. for example, priority incorrect)• Offers that are deferred (Family moved DCN to a later date)

Understanding the Offer Process Report

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• Declined during this period includes:• Declined: Family declined offer• Expired: Family did not respond and offer expired after 48 hours• Wait for DCN: Offer made with a date care available before DCN and family chose to wait• Wait for Full Offer: Family received partial offer and chose to wait for full offer

• Accepted: Offer was accepted• Completed: Offers are required to be completed in order to track final outcome

• Waiting to be Completed: Offer accepted by not completed• Complete Started: Offer accepted and completed with a Start Date• Complete-Did Not Start: Offer accepted, but completed, indicating family did not start care (e.g.

family did not show up on start date, or accepted and later changed their decision.)

Example Children in Offer Process Report• The Children in the Offer Process Report provides:

– The names of each child who is included in the Offer Process Report– The status of each offer at the end of the reporting period– The date each offer was made– The offers that were made out of sequence (as noted by the * in the Offer Status column)

• In order to ensure the information in the Children In the Offer Process Report aligns with the Offer Process Report, the reports must be generated for the same date range

• Because the Children in the Offer Process Report includes all children with offers in process during the reporting period, which may include offers that were made prior to the reporting period, use the Offer Date to identify the offers made during the reporting period.

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Evaluating Component A.1.e.2• Offers are Made in MCC (Component A.1.e.2):

– Evaluates whether all offers are made in MCC in accordance with the standard offer process. This allows for the collection of metrics that are used in OSD and Service reporting.

– The Offer Process Report is used to determine how many offers are made in MCC and the number of offers in each status at the end of the report period.

– The Children in the Offer Process Report provides the names of children in each offer status.

– Information from both reports is compared to the offer and enrollment information for the program to ensure that the standard offer process was followed.

– Children who have been enrolled in the program over the period reviewed must have an offer in MCC.

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Scenario: Evaluating ComponentsA.1.e.2.

Offers Are Made in MCC

Evaluating Components A.1.e.3

• Offers are Made in Sequence Order (Component A.1.e.3): – Evaluates whether offers were made in sequence, in

accordance with the DoD priority system. – The Offer Process Report is used to determine if the

program made any out of sequence offers. – If out of sequence offers were made, the Children in the

Offer Process Report will show the names of those children.

– Review the enrollment data to confirm the out of sequence offers were approved with command authorization and that required documentation is on file.

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Scenario: Evaluating ComponentsA.1.e.3.

Offers Are Made in Sequence Order

DISCUSSION: SO WHAT?BRIEFING THE COMMANDER

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Commander Outbrief

• What we know:– Installation has an extensive immediate & unmet need – Programs at the installation have waitlists and

• Are not filling spaces in a timely manner • 10% of program capacity is not used for Full Day Care • A classroom is being used as storage• Families can not request Part Day program through MCC • The Program is making offers outside of MCC• The Program is making out of sequence offers

• What kinds of statements might be appropriate for the Outbrief?

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NEXT STEPS

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Next Steps

• Review the MCC Reports for Inspections Handout for additional details– System permissions have been updated to provide

inspectors with access to all reports needed for inspections

• Review offer process training materials on MCC Central– Offer Process Training for CDC, 24/7, and School Year

Care– Placement Activities Reference Guide

• Contact your MCC Service Reps for any questions related to Service Specific Inspection Guidance

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