1.2 CCDF Policy Decision Authority

The Lead Agency has broad authority to administer (i.e., establish rules) and operate (i.e., implement activities) the CCDF program through other governmental, non-governmental, or public or private local agencies as long as the Lead Agency retains overall responsibility for the administration of the program. Administrative and implementation responsibilities undertaken by agencies other than the Lead Agency must be governed by written agreements that specify the mutual roles and responsibilities of the Lead Agency and other agencies in meeting the program requirements. 1.2.1 Entity establishing CCDF program rules Which of the following CCDF program rules and policies are administered (i.e., set or established) at the State or Territory level or local level? Identify whether CCDF program rules and policies are established by the State or Territory (even if operated locally) or whether the CCDF policies or rules are established by local entities, such as counties or workforce boards. Check one of the following: a. [x] All program rules and policies are set or established by the State or Territory. (If checked, skip to question 1.2.2.) b. [ ] Some or all program rules and policies are set or established by local entities or agencies. If checked, indicate which entities establish the following policies. Check all that apply: i. Eligibility rules and policies (e.g., income limits) are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: ii. Sliding-fee scale is set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iii. Payment rates and payment policies are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: iv. Licensing standards and processes are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: v. Standards and monitoring processes for license-exempt providers are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vi. Quality improvement activities, including QIS, are set by the: [ ] State or Territory. [ ] Local entity (e.g., counties, workforce boards, early learning coalitions). [ ] Other. Identify the entity and describe the policies the entity can set: vii. Other. List and describe any other program rules and policies that are set at a level other than the State or Territory level: 1.2.2 Entities implementing CCDF services The Lead Agency has broad authority to operate (i.e., implement activities) through other agencies, as long as it retains overall responsibility for CCDF. Complete the table below to identify which entity(ies) implements or performs CCDF services. Check the box(es) to indicate which entity(ies) implement or perform CCDF services. CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who conducts eligibility determinations? [ ] [ ] [ ] [x] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who assists parents in locating child care (consumer education)? [ ] [ ] [ ] [x] [ ] Describe: Who issues payments? [ ] [ ] [ ] [x] [ ] Describe: Who monitors licensed providers? [x] [ ] [ ] [ ] [ ] Describe: Who monitors license-exempt providers? [ ] [ ] [ ] [x] [ ] Describe: Who operates the quality improvement activities? [ ] [ ] [ ] [x] [ ] Describe: 1.2.3 Information systems availability For any activities performed by agencies other than the Lead Agency as reported above in 1.2.1 and 1.2.2, identify the processes the Lead Agency uses to oversee and monitor CCDF administration and implementation activities to retain overall responsibility for the CCDF program. Check and describe how the Lead Agency includes in its written agreements the required elements. Note: The contents of the written agreement may vary based on the role the agency is asked to assume or type of project but must include, at a minimum, the elements below. a. Tasks to be performed. [x] Yes. If yes, describe: Each agreement or contract includes a work statement or the description of the work to be completed by the partnering agency. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: Both the start and end date of the agreement/contract is clearly stated, along with the terms of any possible agreement or contract extensions. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: Contracts/agreements include a breakdown of funding categories to be utilized to perform services/work. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: All agreements/contracts are subject to audit by Commonwealth agencies. [ ] No. If no, describe: e. In addition to the written agreements identified above, describe any other monitoring and auditing processes used to oversee CCDF administration. Early Learning Resource Centers (ELRCs) are responsible for the administration and implementation of the CCDF program. ELRCs work on behalf of the Department of Human Services (DHS)/OCDEL. Through an application process, DHS awarded the ELRCs grants to complete all necessary responsibilities through written agreements. OCDEL monitors performance of the ELRCs, including completion of administrative and implementation responsibilities. ELRC monitoring takes place through reports, data analysis, program metrics and case file reviews. The written agreements are composed of a Technical Submittal, a Cost Submittal, various appendices, and the grant signature page. The Technical Submittal is completed by the ELRC to document how it will meet the grant requirements, a statement of the problem, a summary of the organization's management, the organization's prior experience, personnel and training plans, the organization's financial capability, their work plan, and how they will manage reports and controls. The appendices to the agreement include lobbying certification and disclosure, domestic workforce utilization, an Iran-free procurement certification, a corporate reference questionnaire, a trade secret confidential proprietary information notice form, a business associate addendum, and a contract "standard terms and conditions" common to all contracts, grants and agreements secured by DHS. For the subsidized child care program, ELRCs are monitored on compliance with the eligibility requirements and operational performance standards. Compliance staff evaluate if the ELRC met the following objectives: The agency maintains and processes eligibility forms for all (Low Income, Former TANF and TANF) subsidy clients accurately and timely; The agency utilizes the correct regulations for all priority groups (TANF, Former TANF and Special Needs) and processes those cases correctly; The agency determines that the parent/caretaker is meeting the eligible definition of parent/caretaker; The agency determines that the parent/caretaker resides in Pennsylvania and the county of application; The agency determines that the child(ren) receiving child care is/are qualified based on the regulations for age and citizenship; The agency determines that the hours of care provided to the child(ren) are based on the parent/caretaker(s) work/education/training hours and their documented need for care; The agency determines that the parent/caretaker(s) meet the work/education/training requirement based on their documented circumstances and eligibility criteria; The agency utilizes the correct income calculation and determines eligibility correctly based on all verification provided by the parent/caretaker; The agency determines that the household income meets the state's family gross income within the specified FPIG guidelines; The agency determines the amount of subsidy payment authorized based on income, family size, the Maximum Child Care Allowance (MCCA) payment rate schedule, and assesses the correct co- pay; The agency determines that the child care services are provided by a center-based, group- based, family child care provider, relative provider, or in-home care provider that is legally operating and eligible to receive child care subsidies; The agency assures that all child care providers meet the regulatory requirements and are paid rates according to their specified regional MCCA rate scale and the rates are entered into the data base system correctly and paid timely. There are nine standards under three categories for operational performance standards: Customer Service: Objective 1 - The agency provides comprehensive information on all agency services, provides timely response to all inquiries, and resolves complaints in a timely and professional manner. Objective 2 - The agency provides comprehensive and consistent Parent Education, Information, and Resource and Referral services regarding all OCDEL programs and community programs. Caseload Management: Objective 1 - The agency processes case actions for authorized cases within the timeframes established by OCDEL. Objective 2 - The agency processes case actions for redeterminations within the timeframes established by OCDEL. Objective 3 - The agency processes and manages information received in their inboxes and update inboxes within the timeframes established by OCDEL. Administrative Management: Objective 1 -The agency manages their service allocations in a manner that maximizes expenditures, available funds, and encumbrances. Objective 2 - The agency timely and accurately manages Family Support Services Expenditures. Objective 3 - The agency timely and accurately submits reports and other financial information as requested by OCDEL. Objective 4 - The agency timely and accurately manages the staff training plan. For the quality rating improvement system, ELRC performance is measured through the following objectives: Data is accurately entered and maintained in state-defined data management systems in a timely manner. When coordinating Quality Keystone STAR work the ELRCs will define, collect, and analyze data-rich reports to inform the decision making of the Pennsylvania Key; Distribute reports to the Early Learning, School-Age, and stakeholder community; Respond to OCDEL report requests (both scheduled and special requests) within the established timeframes. The grantee plans, coordinates, implements, and assesses the status of state and agency deliverables/requirements within defined timeframes. Regional Leadership Council (RLC) is convened to ensure the ELRC is working in an integrated and collaborative way within the local early learning service community. They help build on the enhanced visibility of the ELRC as a hub for early learning resources by a diverse group of community stakeholders including early childhood programs, providers, families, school districts, higher education, businesses, and funders. RLCs help ELRCs assemble and strengthen strong, clear, and shared leadership at the local level by engaging a wide range of community stakeholders in the early learning agenda. RLCs are assessed considering the diversity of membership in terms of geography, ethnicity, language, disabilities, mental health, children in foster care, homelessness, OUD/SUD, existing services for families, etc. When convening the RLC, leveraging and/or incorporating existing community groups when convening the Local Leadership Council as well as strategies for including traditionally underrepresented, and or engaged groups, their ongoing engagement of the RLC and regional collaboration/partnerships. OCDEL monitors the implementation of CCDF activities designated to the PA Key through monthly budget meetings with PA Key fiscal staff, OCDEL Finance Director and the Deputy Secretary. Fiscal reports are reviewed monthly, along with quarterly project reports. All completed project materials are reviewed by the appropriate OCDEL staff. The Professional Development Organizations (PDOs) performance data is collected quarterly as well as annually through qualitative and quantitative reporting. The PDO manager has regular PDO Director calls and attends all PDO stakeholder and advisory meetings. Monitoring of the PDOs using a Performance Review Instrument (PRI) occurs annually. The Division of Standards and Professional Development monitors program and financial activity on a regular and ongoing basis. 1.2.4 Certification of shareable information systems. Does the Lead Agency certify that to the extent practicable and appropriate, any code or software for child care information systems or information technology for which a Lead Agency or other agency expends CCDF funds to develop is made available to other public agencies? This includes public agencies in other States for their use in administering child care or related programs. [x] Yes. [ ] No. If no, describe: 1.2.5 Confidential and personally identifiable information Certification of policies to protect confidential and personally identifiable information Does the Lead Agency certify that it has policies in place related to the use and disclosure of confidential and personally identifiable information about children and families receiving CCDF assistance and child care providers receiving CCDF funds? [x] Yes. [ ] No. If no, describe: