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] [ ] [x] [ ] [ ] Describe: Who assists parents in locating child care (consumer education)? [x] [x] [x] [x] [ ] Describe: CCDF Activity CCDF Lead Agency TANF Agency Local Government Agencies CCR&R Other Who issues payments? [x] [ ] [ ] [ ] [ ] Describe: Who monitors licensed providers? [x] [ ] [x] [ ] [ ] Describe: Who monitors license-exempt providers? [x] [ ] [ ] [ ] [ ] Describe: Who operates the quality improvement activities? [x] [ ] [ ] [x] [x] Describe: The Lead Agency contracts with Shine Early Learning to provide coaching, evaluation, and assessment for our Quality Rating and Improvement System (QRIS). 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: The Lead Agency contracts with all local Tribal and County Income Maintenance agencies include Performance Monitoring Plans (PMP) which identify key performance benchmarks that must be met to ensure compliance with all CCDF regulations. This includes the accuracy of eligibility and authorization development in all child care cases. Additionally, the Lead Agency outlines the requirement for county and tribal agencies to complete unannounced annual provider visits regarding health and safety requirements for child care providers certified by their local agency. [ ] No. If no, describe: b. Schedule for completing tasks. [x] Yes. If yes, describe: The Lead Agency outlines in the contract language that identifies the quarterly timeframe associated with the TCR case reviews and annual visits of local agency certified providers. [ ] No. If no, describe: c. Budget which itemizes categorical expenditures in accordance with CCDF requirements. [x] Yes. If yes, describe: The Lead Agency's Bureau of Regional Operations (BRO) utilizes payment system data to monitoring the expenditures of administrative, certification, and fraud funding provided to local Tribal and county agencies. This funding is provided on an annual basis for county agencies and on a federal fiscal year basis for Tribal Agencies. [ ] No. If no, describe: d. Indicators or measures to assess performance of those agencies. [x] Yes. If yes, describe: The Lead Agency clearly outlines the benchmarks for annual child care provider visits at 100% of all certified providers must receive an annual visit to ensure compliance with CCDF regulations. The TCR process has an 80% approval threshold when determining if child care eligibility and authorizations have been completed accurately by the local 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. The Lead Agency performs an annual Targeted Case Review (TCR) of up to 800 child care cases that includes all tribal, county, MilES, and Milwaukee Early Care Administration (MECA) cases. The TCR process mirrors the three-year Federal Improper Payment (FIP) review and identifies both eligibility and fiscal related performance issues. Additionally, the Lead Agency signs a calendar year contract with both tribal and county agencies that provide child care services. This contract includes multiple subrecipient monitoring requirements and performance standards, such as timely processing of child care subsidy applications, accuracy of child care authorizations, and conducting site visits for certified providers. Agencies are required to meet the standard of 80% accuracy of child care authorizations and must conduct one unannounced visit to each certified child care program annually. For equity purposes the Lead Agency is in the process of developing a benchmark specifically related to tribal and small county agencies due to the reduced caseloads of these agencies. This benchmark will ensure all child care agencies have the opportunity to meet identified benchmarks and receive annual performance awards. The Lead Agency regularly monitors service deliverables for each of the nine Child Care Resource and Referral (CCR&R) agencies across the state. The Lead Agency measures the four core services provided by CCR&R agencies: referrals to families, technical assistance to families, assistance to early education programs, and community collaborations and visibility. For example, the Lead Agency measures the number of unique families receiving referral services, the number of unique families receiving referrals to other support services, and the number of trainings and/or technical assistance interactions with both families and providers. Each CCR&R agency must also attempt to serve all clients that contact them seeking support for the types of services offered under this contract. The Lead Agency has a contract with DHS and MilES to provide eligibility functions for all Wisconsin Child Care Subsidy recipients in Milwaukee County. This contract outlines how eligibility functions will be completed as well as monitoring and staff training requirements. 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: