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376 | P a g e FFY 2025–2027 CCDF State Plan

Over time, we have learned that obtaining documents while onsite during an unannounced visit is effective at preventing the provider from altering records. This practice is done whenever there is cause, such as a significant concern regarding potential intentional program violations. If discrepancies that are the result of an intentional program violation are found or suspected, the cases will be forwarded to an investigative agency or to the State Attorney General’s Office for review. ii. [x] Unintentional program violations. Describe the activities, the results of these activities, and how they inform better practice: The Audits and Compliance team reviews attendance documents and billing records by requesting attendance documents via a letter emailed to providers or requested while onsite. Once the records are received, staff compare the attendance documents to the billing records. Any discrepancies are identified, and a determination of the improper payment is made. The results of these activities include establishing an overpayment when warranted, and if the discrepancies are due to an unintentional program violation, collection efforts are made pursuant to policy. In addition, in November 2023, the Lead Agency implemented a new payment system and built in analytics to flag potential payment errors. These flags are reviewed by staff from the Quality Assurance and Payments team, and the payment is authorized if there is no error. If a payment error is detected, the payment is corrected and issued to the provider. Errors detected are shared with the Provider Relations Education and Outreach team to target areas for potential training on billing practices or to conduct technical assistance with specific providers. Analytics that indicate possible errors made by eligibility staff when issuing certificates are shared with the applicable teams to complete the following: 1) Training with eligibility staff on policy compliance; and 2) System requirements needed to prevent unintentional errors in issuance of benefits. iii. [x] Agency errors. Describe the activities, the results of these activities, and how they inform better practice: The Lead Agency's Child Care and Parent Services (CAPS) program conducts data analysis that results in the identification of agency errors and training opportunities. For example, Provider enrollment records are monitored and analyzed to prevent potential overcrowding and ensure that Providers maintain correct ratios from a CAPS program perspective. The Lead Agency also performs analysis on billing records to identify errors and corrections needed for accurate payments. d. [x] Conduct supervisory staff reviews or quality assurance reviews. i. [x] Intentional program violations. Describe the activities, the results of these activities, and how they inform better practice: The Lead Agency's Child Care and Parent Services (CAPS) program has a stand-alone Quality Assurance & Training (QA&T) unit that performs quality assurance reviews of eligibility determinations made by staff. These quality assurance reviews are used to monitor and assess policy implementation on an ongoing basis, ensure program integrity, and determine effectiveness of training. The QA&T unit does not determine eligibility but does administer the quality assurance process by reviewing the work of others and providing training for staff in areas that need improvement. Cases are selected from a random sample of initial eligibility, changes during the eligibility