Child Care Management System program FAQs

A Child Care Management System (CCMS) is designed specifically to support child care providers in automating their day-to-day operations so staff have more time to spend with children and are able to monitor and manage their program proactively. CCMS tools will streamline enrollment and manage waitlists, track and report daily attendance, generate invoices and collect payment electronically, monitor and manage classroom ratios, manage staff records including professional development certifications and payroll, and communicate with families easily and consistently.

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Three (3) CCMS vendors were identified to provide free CCMS licenses for two years: Alliance CORE powered by Early Learning Ventures, brightwheel, and Playground.

No.

To support early child care and learning providers in implementing systems to support business best practices , OECOSL will launch a Child Care Management Systems (CCMS) program in partnership with SPARK Learning Lab, aimed at giving providers the tools to build financial management systems, and allowing for reduction of administrative paperwork due to automation and adoption of technology. Some of the benefits of a CCMS are improved billing practices, increased communication with families , and streamlined document and information management of records.

CCMS access is available to support early child care and education programs that meet the eligibility criteria outlined below.

• Regulated Licensed, registered, or legally licensed exempt CCDF Provider with the State
• In good standing with the State and actively serving children

No.

Once the state-funded subscription ends, you will have the option to continue with the CCMS vendor at a locked-in rate for an additional two years. You can find more details and calculate the expected cost by reviewing the vendor selection guide.

Benefits of using a CCMS are improved billing practices, increased communication with families through messaging, parent portals, and notifications; streamlined document and information management of records such as attendance, menus, and incident reports.

Yes, individuals who may not be tech-savvy can still succeed in implementing a CCMS. Eligible providers can also receive technical support either through SPARK Learning Lab or directly from each of the CCMS vendors.

System requirements vary by vendor; typically an up-to-date web browser and stable internet connection will suffice to access a CCMS.

There is work to consider when transitioning from one CCMS vendor to another. Based on the extent the current system has been used, a thoughtful transition plan should be developed to assist with any data conversation that is completed. SPARK Learning Lab can provide support on best practices to consider when planning to transition from one system to another.

Child care providers will not have to pay for usage of the CCMS subscription for the first two (2) years. If a provider chooses to continue using the software after the initial two years, payment for the service will be made directly to the CCMS vendor.

There is no action required of a provider if the number of licensed seats changes during the first year. At the end of your first year and before OECOSL pays the vendor for the second year, the licensed seat count will be updated to reflect the amount to be billed.

CCMS allows for automation of several tasks and can reduce the time needed for various administrative tasks. Staff can also stay in contact with families by leveraging the communication tools that are available. CCMS can also track employee attendance and support other staff management functions.

The experience for families will vary based on the CCMS system used. Typically, CCMS systems support providers in staying connected with families by sharing real-time updates on activities throughout the day, digital check-in and out, and electronic billing options.

OECOSL is working with the Licensing Consultant team to ensure awareness and alignment of how the CCMS software can support automation and more efficient approaches to ongoing regulatory compliance and review.

Any eligible provider that applies for a CCMS subscription during the application window can participate.

The CCMS subscription begins when the provider has completed the terms and conditions within the application.

The state-funded subscription will end two (2) years after the start of the subscription. After this time, the provider will be eligible to continue with the CCMS vendor at a locked-in price for an additional two (2) years.

Once an eligible provider has completed the application, the onboarding process with the selected vendor will occur. Typically, onboarding will begin within a few days but not more than a few weeks after the application is completed.

Providers that already have a subscription to one of the three preferred vendors will need to complete the application and be transitioned to the two (2) years of free subscription.  The State will pass the information on to the CCMS vendor to let them know to convert your program to State paid.

Once you complete an application, subscriptions and onboarding costs to one of the three preferred vendors will be state-funded and free for you for the first two years. You can continue your subscription after the state funded period. You can calculate the expected cost by reviewing the vendor selection guide.

The State is committed to reducing the administrative burden for programs. This summer, the state will be moving to a new attendance model to pay by enrollment instead of attendance. Children will be allocated a certain number of absences to track against an excessive absence policy. OECOSL will offer the ability to submit attendance and absence data to the state for children receiving CCDF or OMWPK subsidies through any of the three preferred CCMS vendors. This will be optional, but if you choose, you will not need to maintain attendance in both your CCMS and the state portal.

Eligible providers can apply for a free CCMS subscription by completing the user-friendly application available via I-LEAD. Applications will launch in the Spring of 2024.

Providers will provide contact information, select the desired CCMS vendor, and agree to terms and conditions.

Only a site’s Provider Administrator within I-LEAD has access to complete the application. Only one application can be submitted.

Yes, you will need to complete a separate CCMS application for each eligible site. However, we have taken steps to keep the application as brief as possible.

No, a separate CCMS license will be issued for each site that is regulated or licensed through OECOSL. The CCMS vendor selected will connect each affiliated site within one CCMS login. It is important that each location choose the same CCMS vendor.

A separate CCMS license will be issued for each site that is regulated or licensed through OECOSL. The CCMS vendor selected will connect each affiliated site within one login.

The application allows a user to save and return later to complete.

In applying for and receiving a CCMS license, programs must agree to the terms and conditions of the program, which include:

• Maintain status as a regulated licensed, registered, or legally licensed exempt CCDF provider and remain in good standing with OECOSL.
• Provide accurate provider information to the best of the Grantee’s knowledge and promptly notify OECOSL of any changes to the provided information, including the closure of the child care program.
• Agree to engage SPARK Learning Lab for technical assistance and support as needed.
• Adhere to all licensing and data sharing agreements set forth by the CCMS vendor chosen.
• Respond to and cooperate with data collection and analysis efforts as requested by OECOSL or SPARK Learning Lab.
• Maintain active use of the CCMS software. Failure to do so may result in the CCMS license being suspended.
• A goal of this program is to introduce child care providers and networks to the advantages of partnership. Providers and networks are strongly encouraged to continue this partnership with their own investments following the first two years. Please be aware that if you choose to continue utilizing CCMS services made available by the Preferred Vendor List past the initial State-funded two-year period, you will be solely responsible for required payments.

By agreeing to use a state-funded CCMS, you are agreeing to share high-level data including adoption of various modules and login frequency. For example, the CCMS vendor may share with the State that you are using the billing module or family communications module, but the State would not have access to the details of your billing or communications such as amounts due, amounts charged, content of the family communications, etc.

In the future, the State may provide automation around attendance tracking for children enrolled in Child Care Development Fund (CCDF) and On My Way Pre-K (OMWPK). This will be an optional feature and providers will not be required to use their CCMS to send attendance. You may opt in to sending your attendance data through the CCMS. Any data sent will be limited to attendance and will only be sent for children who receive CCDF or OMWPK vouchers.

No personal information about your families, children served or staff is ever shared with the State by the CCMS vendors.

Applications for free CCMS subscriptions can be submitted until July 15 or until funding is no longer available. We encourage providers to apply early.

No.

Yes, providers that already have a subscription to one of the three preferred vendors can complete the application to receive a free state-funded subscription.

Log into I-LEAD and select the “Grant Portal” option on the I-LEAD homepage. Once in the Grant Portal, select the “CCMS Application” option to get started.

SPARK Learning Lab can provide support in understanding the three CCMS vendor options and which system is most aligned to your program’s needs and goals.

SPARK can provide various support and technical assistance options, including help desk support via phone, chat and email; individual and group coaching, and a menu of resources linked to CCMS. This menu of resources is available to align and advance providers in the areas of technology adoption and implementation of interoperable CCMS data systems to support program business operations and management.

SPARK Learning Lab is available by phone at 800-299-1627 or by email at BusinessSupport@IndianaSPARK.com.

Mobile Device capability varies by CCMS Vendor, but typical recommendations include using a device that supports the most recent operating systems of Windows devices, Apple devices and Android devices. Various web browsers and versions are supported and recommended, based on the CCMS vendor.