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National Center on Early Childhood Quality Assurance 1 Session 5. Licensing Data and Technology Efficient and Effective Monitoring in Licensing Peer Learning Group July 27, 2017
National Center on Early Childhood Quality Assurance 1
Session 5. Licensing Data and Technology
Efficient and Effective Monitoring in Licensing Peer Learning GroupJuly 27, 2017
Welcome!
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Introductions
Tara Orlowski, PresidentNational Association for Regulatory Administration (NARA)
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Kelly Maxwell, Co-Director for Early Childhood Research,Child Trends
Zelda Boyd, Technical Assistance SpecialistNational Center on Early Childhood Quality Assurance
State Introductions
Alabama
Delaware
District of Columbia
Indiana
Iowa
Pennsylvania
New Jersey
Rhode Island
Texas
West Virginia
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Efficient and Effective Monitoring in Licensing
Caseloads and workload analyses – March 30 Development of core rules – April 27 Use of core rules – May 31 Quality assurance – June 15 Technology and data – July 27
http://qrisnetwork.org/lt/2017-efficient-and-effective-monitoring-licensing-peer-learning-group/overview
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Format
Brief overview
Guest speakers and discussion Oklahoma
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Collecting and Using Licensing Data
Collecting data What? How?
Using data Why? How?
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The “What” of Collecting Data
States/territories collect a wide array of licensing data Examples: information about licensed facilities,
compliance with licensing regulations, enforcement actions
Impact of Child Care and Development Fund Regulations on licensing data Examples: aggregate number of deaths and
serious injuries in child care settings; data needed to populate ChildCare.gov
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Child Care and Development Fund, 45 C.F.R. § 98 (2016)
Examples of Required Licensing Data Elements
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Data Element
Collected in State System? Definition Source
Shared In
Inspection date
Date of the child care provider's most recent health, safety and fire inspection meeting the requirements of §98.42(b)(2)
Required per section 98.71(a)(20) of the CCDF final rule ACF-801
Corrective action taken by the State and child care program
Corrective action by the State, in response to the licensing violation.
Required per section 98.33(a)(4)(ii) of the CCDF final rule
State website
Age groups program licensed to serve
Indicator of the age group(s) for which the program is legally able to provide care.
March 2017 Data Dictionary for ChildCare.gov (required)
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The “How” of Collecting Data
Varies widely across states and territories Paper & pencil Use of technology
• Mobile phones, iPads, laptops• Web-based• Vendors
Regardless of the “how,” need to ensure that data are collected well
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Polling Question #1
Have you recently added a new data element to your licensing data system? a. Yesb. No, but we plan toc. Nod. Not sure
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Polling Question #2
How difficult is it to add a new data element in your system? a. Very difficultb. Somewhat difficultc. Easyd. Not suree. We can’t add a new data element
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Polling Question #3
How well do the IT/data staff work with program staff? a. Not very wellb. OKc. Have a good relationshipd. Not suree. Do not have IT/data staff
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Polling Question #4
What technologies are you using to support data collection?a. Web-based data entryb. Use of laptops to enter data in the fieldc. Mobile app for smart phonesd. Not suree. Not using technology
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Polling Question #5
How satisfied are you with the technology?a. Not very satisfiedb. Satisfied; they’re OKc. Very satisfiedd. Not using technology
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Polling Question #6
Are you confident that the data collected are of high quality?a.Unsure whether data are of high quality b.No, but we’re working on itc. Yes, we’re confident in the data’s quality
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Issues with Licensing Data
Common Challenges Adding or changing a
variable Generating new reports Linking to other data
systems
Possible Strategies Data governance
structure Consistent
documentation of data Promoting data linking
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Uses of Licensing Data
1. Evaluate practices2. Support efforts for continuous quality improvement
3. Coordinate with other agencies or programs4. Address questions about the early care and
education system
5. Meet federal or state reporting requirements
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Polling Question #7
How do you use the licensing data?a. Evaluate our own agency’s practicesb. Help improve qualityc. Share with other agenciesd. Othere. Not sure
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Question for Discussion
What questions would you like to be able to answer with your licensing data?
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Final Comments or Questions
Anything else you’d like to say or ask?
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IntroductionsJennifer Towell, Program Process AdministratorChild Care ServicesOklahoma Department of Human Services
Kristi Simpson, Program AdministratorChild Care LicensingOklahoma Department of Human Services
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Oklahoma LicensingData and Technology
Mobile Monitoring Equipment
Sync occurs betweeneXpedite and the Child Care Monitoring,Administration and Safety System (CCMASS) and replicates for the Oklahoma Child Care Locator Public View
Grievances
Case Summary Report
RedesignedOur
Website
Case Summary
Report
CCS Case Load Summary
Supervisor Worker Centers Homes Total Total Staff
Avg. Centers per Staff
Avg. Homes per Staff
Avg. Combined per Staff
Ashli Williams 27 13 40Brandi Lee 25 14 39Crystal Ellett 15 23 38Delia King 32 10 42Paige Dickson 26 11 37Rebecca Waters 14 24 38
Jessica Parks 139 95 234 6 23.2 15.8 39
Broden Vacant 3 0 0 0Christine Ball 20 17 37Cynthia Clark 16 20 36Georgia Smith 28 14 42Jennifer Stover 21 15 36Marcella Williams 23 13 36Pam Watson 15 23 38
Pam Broden 123 102 225 7 17.6 14.6 32.1
Alexis Indermill 9 28 37Christopher Meyers 24 16 40Jennifer Cosgrove 24 14 38Joshua Griffin 15 24 39Mary Zimmerman 17 24 41Mindy Yoder 20 21 41Shannon Kaelin 13 24 37Stafford Vacant 2 0 0 0Stafford Vacant 3 0 0 0
Robin Stafford 122 151 273 9 13.6 16.8 30.3
Regional Program Manager
Donna Brown 384 348 732 25 15.4 13.9 29.3
PROFESSIONAL DEVELOPMENT
Susie Q Teacher
Office of Background Investigation sends Personnel information from BIDS to CCMASS by Facility for Licensing to associate if employed.
Search by: – Name (3 characters needed for first &
last), – Facility ID (AKA: K8 or G#), – SSN, – DOB, or – Personnel ID (AKA: Legacy ID in CCMASS)
Click on the request ID number to see more information.
Person is restricted.
Has a waiver.
This person was fingerprinted for access and review: CODE: “CC/AR”
If it is incomplete. The Notifications section has Comments explaining the reason(s) it is incomplete.
Determination listed as
“Restricted” then the person cannot work in
the facility without a WAIVER.
Master Teacher Information
Any further questions or thoughts?Presenter Contact Information:
Kristi Simpson, Licensing [email protected]
Jennifer Towell, Program Process [email protected]
405-521-3561 or 1-844-834-8314Oklahoma Child Care Services
PO BOX 25352Oklahoma City, OK 73125
Fax 405-522-2564
Resources Guidance and resources about data required for ChildCare.gov, the national website
to help parents search for child care, are provided at https://childcareta.acf.hhs.gov/centers/childcaregov-project.
National Center on Early Childhood Quality Assurance (2014). Use of Technology to Enhance Licensing Administration https://childcareta.acf.hhs.gov/resource/use-technology-enhance-licensing-administration-0
Data Governance Checklist (revised 2015), by the Privacy Technical Assistance Centerhttp://ptac.ed.gov/sites/default/files/Data%20Governance%20Checklist%20%281%29.pdf
Data Governance and Stewardship (revised 2015), by the Privacy Technical Assistance Centerhttp://ptac.ed.gov/sites/default/files/Data_Governance_and_Stewardship.pdf
Best Practices in Data Governance and Management for Early Care and Education: Supporting Effective Quality Rating and Improvement Systems (2014), by Roberta Weber and Iheoma U. Irukahttps://www.acf.hhs.gov/opre/resource/best-practices-in-data-governance-and-management-for-early-care-and-education-supporting-effective-quality-rating-and
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Thank You!
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National Center on Early Childhood Quality Assurance
9300 Lee HighwayFairfax, VA 22031
Phone: 877-296-2250 Email: [email protected]
Subscribe to Updateshttp://www.occ-cmc.org/occannouncements_sign-up/
National Center on Early Childhood Quality Assurance
9300 Lee HighwayFairfax, VA 22031
Phone: 877-296-2250 Email: [email protected]
Subscribe to Updateshttp://www.occ-cmc.org/occannouncements_sign-up/
