Child Care and Early Learning Provider Online Services Reference Guide

Transcription

1 Revised 10/22/2011

2 Table of Contents Table of Contents... 1 Provider Self-Service Overview... 3 Child Care and Early Learning Provider... 3 Basic Navigation Tips... 4 Buttons... 4 Links... 4 Check Boxes... 4 Drop-Down Lists and Drop-Down List Boxes... 5 Available Program Boxes... 5 User Account Management... 6 Creating a DPW Provider Account... 6 Complete the Provider Self-Service Registration Managing Personal Profile Information Creating Additional User IDs to Update Provider Profile(s) Managing User's Access LE User Managers Only Approving a New User ID Request Rejecting a New User ID Request Activating and Deactivating User Access Level or Location Access Provider Self-Service Home Page Descriptions Manage Certification / Licensing Overview Conduct a Certification Self-Assessment Completing a New Application or Renewing an Existing Application Checking the Status of a Certification Application and Withdrawing an Application Online Entering a Self Reported Non-Compliance Entering a Plan of Correction Manage Provider Data Accessing Provider Profile(s) in PELICAN Child Care Providers PELICAN Child Care Works Provider Profile Overview Child Care Providers Updating Provider Profile(s) Checking the Approval Status of a Managed Update (Child Care Providers ONLY) Early Learning Providers PELICAN Provider Management Provider Profile Overview Early Learning Providers Updating Provider Profile(s) Manage and Submit Attendance Information Online (Child Care Providers Only) Introduction to Online Attendance Tracking Page 1 of 45

3 Updating User Access Levels for OAT Opt-In / Opt-Out of CCIS Attendance Invoice Participation Processing Online Attendance Invoices Overview Your Locations Processing Attendance Invoices Viewing Correspondences Viewing Payment Information and History Viewing and Printing Invoice History Troubleshooting Turning Off Pop-Up Blocker Internet Explorer Instructions to Allow Pop-up Windows: Alternative Internet Browser Instructions to Allow Pop-up Windows: Resolving Website Accessibility Issues in Provider Self-Service (PSS) Page 2 of 45

4 Provider Self-Service Overview The Department of Public Welfare, or DPW, Child Care and Early Learning Provider Self-Service (PSS) is a convenient program to help you, the child care provider, manage your working relationship with the department and your clients. Provider Self-Service, part of the department s online PELICAN network, has been designed to help you: Manage your PELICAN child care provider certifications (new applications and renewals) View and quickly update your profile (as explained later in this guide) View and print child care provider forms and information Reduce paper use, time spent filing and completing paperwork, postage fees, and much more Manage and submit attendance information online (for regulated child care providers only) As detailed in this guide, create an account to become an established provider, and then use Online Child Care and Early Learning Provider Self-Service, or Provider Self-Service, to view and update information in PELICAN CCW, Provider Management, or PA Pre-K Counts. The general public can also access child care and early learning services information, such as services your facility provides, and apply for child care online at Child Care and Early Learning Provider This reference guide is designed to assist with use of Provider Self-Service, basic navigation and initial registration completion. Specific areas to which users have access vary based on security roles assigned to their user ID. The sections that are detailed in this guide include: Basic Navigation User Account Management Provider Self-Service Home Page Descriptions Manage Certification/Licensing Manage Provider Data (Profile Updates) Manage and Submit Attendance Information Online (Regulated Child Care Providers Only) For login issues or commonwealth user ID and password reset, please contact: Monday Friday 7:30 a.m. 4:30 p.m. Page 3 of 45

5 Basic Navigation Tips Before you get started, here are some basic tips to help you become familiar with Provider Self-Service. Buttons The most frequently used page elements in Provider Self-Service are buttons. These include: SAVE Records information on the page. When using Provider Self-Service, it is important to save the information on each page before navigation to a new area or logging out. Otherwise, the information you entered on the page will be lost. RETURN TO SUMMARY Navigates back to the summary page from any detail page. CANCEL Refreshes the page data back to its initial state. Selecting this option removes any modifications made to the page and returns you to the previous page. Your data is not saved. HISTORY Shows the details of a record on the page. If this is the only button available on a page, you have read only access to that page. UPDATE Modifies or adds to existing data on the page. RESET Clears all fields on a page. DELETE Deletes information on a page. GO Navigates to a selected page or displays selected information. NEW Creates an additional record of information. Notes: Buttons are typically found at the bottom of a page. Do NOT use the browser s back button when entering data. This returns to the previous page but does NOT save the data. Links Links allow direct movement to a page within Provider Self-Service. Click a link to open a desired page, then view or update the information. Links are in blue type and underlined. Once you have clicked on a link, it changes color to indicate that the page was accessed. Check Boxes Check boxes allow you to select and deselect information on a page. Page 4 of 45

6 Drop-Down Lists and Drop-Down List Boxes Drop-Down Lists: Drop-down lists allow for the selection of information from an expandable list. Drop-down lists are identified by a down arrow to the right of a list. Select an item from the list, then click GO to either display information for that selection or advance to a specific page. Drop-Down List Boxes: Drop-down boxes allow for the selection of multiple items within the box. To do so, press and hold the Ctrl key and click the desired item(s) within the list. Drop-down boxes are identified by a scroll bar to the right of a box. Available Program Boxes To apply a profile update to the program selected in the Participating Programs drop-down list, make the change and click SAVE. To apply the change to additional programs simultaneously, make the necessary page update(s), select the applicable program(s) from the Apply these changes to other programs list box, then click SAVE. Page 5 of 45

7 User Account Management In order to access Provider Self-Service, providers must create an account on the Child Care and Early Learning Provider Self-Service page. After the account is created and approved, the associated user logs in and the Provider Self-Service >> Get Started page is displayed. This page is hereafter referred to as the Provider Home page. When a user account is established, a security role is assigned to the user ID. Access to various pages within the online system is based on this role. IMPORTANT: The first user to register for your organization is automatically designated as the legal entity (LE) user manager. Only one user is assigned the LE user manager role per organization. This role serves as the administrator to approve additional user access and update existing user accounts for your organization. The Office of Child Development and Early Learning, OCDEL, notifies LE user managers of their roles and responsibilities upon user ID setup. Any staff requesting access after the LE user manager has been established will be considered a general user. Creating a DPW Provider Account IMPORTANT: PA Pre-K Counts users: DO NOT create a user ID. This will result in the creation of multiple IDs that will not allow access to the PELICAN PA Pre-K Counts system. Instead, complete the new user form, as per normal procedures. A generic ID is then issued and a profile created. This allows access to the PELICAN PA Pre-K Counts system. For users other than PA Pre-K Counts, follow these steps: 1. From your Internet browser, navigate to and click on the New User? link. The New User Registration page is displayed. Page 6 of 45

8 2. Enter information about the person requesting access. All fields on the New User Registration page are required. IMPORTANT: Remember your password. In order to comply with password restrictions, follow the on-screen requirements in red. The address must be unique. If you forget your user ID, click the Forgot User ID? link on the login page, then follow the instructions. Your user ID will be sent to you via . If you forget your password, click the Forgot Password? link on the login page, then follow the instructions to reset your password. 3. Click CONTINUE after all user information is completed. The New User Registration Confirmation page is displayed, and contains the system generated Keystone Id. IMPORTANT: PRINT this page and keep it in a SAFE PLACE! You will receive a confirmation containing your Keystone Id, but it does not include your password. Page 7 of 45

9 4. Click CONTINUE. 5. Type your system generated Keystone Id and Password into the appropriate fields, then click LOGIN. The DPW User Agreement and Update Hint QA: User Agreement page is displayed with the Management Directive. 6. Click the (+) as many times as necessary to adequately enlarge the page. 7. Accept the Management Directive, then click Next. The DPW User Agreement and Update Hint QA: Hint QA page is displayed. Page 8 of 45

10 Not accepting the Management Directive cancels the registration process. 8. Select a security question from the Security Question 1 field, then enter the answer in the Answer 1 field. IMPORTANT: The secret answer is case sensitive. 9. Repeat the previous step for Security Questions 2 and 3. You must select three different questions, although the page default shows the same questions. 10. Enter the Primary Phone number, if desired, then click Finish. 11. Continue with the Complete the Provider Self-Service Registration topic in this guide. This page provides information regarding provider management, certification management, and personal account management, as well as links to access these services. 12. Click Close Window on the Task Completed page. Congratulations! You have created a new provider account. Page 9 of 45

11 Complete the Provider Self-Service Registration If, after establishing your DPW provider account, you want to be able to review or update your location profile, or access CCIS online attendance, you must register for access to PELICAN. To do so, follow the steps below. 1. Type your system generated Keystone Id and Password into the appropriate fields, then click LOGIN to log into PSS. 2. Click the appropriate link in the Manage Provider Data section of the Provider Home page. The Provider Services Maintenance page is displayed. The links displayed in the Manage Provider Data section may vary based on user security roles. 3. Type the provider Tax ID and MPI ID into the appropriate fields, then click CONTINUE. Notes: The provider MPI number can be found on your CCIS Payment Summary Form or contact your local CCIS office to request your MPI number. If you need assistance, contact the help desk at Click CONTINUE again to confirm entry of the tax ID, MPI ID and LE name. If your organization is not yet known to the Provider Self- Service system the registered user ID is that of the LE user manager or a general user Then You will receive a confirmation stating that your organization will be added. Continue with step 5 to complete the registration process. Then, log back into Provider Self-Service and repeat the steps in this topic (Complete the Provider Self-Service Registration) to register as the LE user manager. The Request Submission page displays as shown below. The message will vary slightly based on the user role. Continue with step 5. The Provider Services Maintenance page is again displayed. Page 10 of 45

12 5. Click CONTINUE, then click LOGOUT to exit the system. LE user manager user IDs must be approved by OCDEL to enable access to the provider data and certification/licensing links within Provider Self-Service. Log into the system periodically to test new user ID functionality. If the user ID is not approved in a timely manner, contact the help desk. General user manager user IDs must be approved by your LE user manager. If the user ID is not approved in a timely manner, click the Need Help? link to access contact information for your LE user manager. Congratulations! PELICAN initial registration is complete. Managing Personal Profile Information Update your personal profile, change your password, or change security hint questions and answers as needed. The information you enter creates a second degree of security on a personal level. To update a provider profile, continue with the Accessing Provider Profile(s) in PELICAN topic. 1. Navigate to from your Internet browser. 2. Enter your Keystone Id and Password, then click LOGIN. The Provider Home page is displayed. 3. Click the Manage Your Profile link. If you want to Add or update your profile, including the fourdigit invoice PIN Change your password, or view or change your Security Hint Questions or Answers Then Continue with step 4. For child care providers, the four-digit invoice PIN is used to compare to the number entered when submitting invoices online. When the numbers match, it is considered to be your e-signature. Click the Change Password link, then continue with step Add or update information as desired, then click SAVE. 5. Click CONTINUE. The correspondence address can be changed and is used for all online attendance tracking communication s, as discussed later in this guide. If no address is listed, the registration address is used. Page 11 of 45

13 Creating Additional User IDs to Update Provider Profile(s) Create additional user accounts for back-up purposes or to designate staff responsible for updates to various locations. Users may complete the registration login request themselves, and the LE user manager must provide the tax ID and Master Provider Index, MPI, numbers to staff members in order to create their user ID. Office of Child Development and Early Learning, OCDEL, only approves the LE user manager (the user that initially registered). The LE user manager may either register their staff or staff may register themselves. In either case, the LE user manager must approve all additional login requests. Add access for additional staff as follows: 1. Complete the steps in the Creating a DPW Provider Account topic in this guide. 2. Complete the steps in the Complete the Provider Self-Service Registration topic in this guide. IMPORTANT: After a new user is registered in Provider Self-Service, the LE user manager must approve the request and grant access to specific provider location(s). This is detailed in the Approving a New User ID Request topic below. Managing User's Access LE User Managers Only LE user managers have extended Provider Self-Service responsibilities, such as providing the MPI and tax ID to users in order to create their Provider Self-Service user ID. After a user creates their user ID, the LE user manager approves or rejects the request. The LE user manager also activates or deactivates user location access and access level. To perform these duties, refer to the instructions on the following pages. Approving a New User ID Request After a new user has registered, their access must be approved by the LE user manager. When approving the new user ID request, the LE user manager can grant location access and access level permissions for the user. 1. Navigate to from your Internet browser. 2. Enter your Keystone Id and Password, then click LOGIN. The Provider Home page is displayed. 3. Click the Check Access Requests link, then select the appropriate user. 4. Click the Select link associated with the desired applicant. Page 12 of 45

14 5. Click the checkbox(es) associated with the Access Level to be granted to this user. The Access Level list varies based on the type of provider (i.e.: Child Care providers or Early Learning providers). 6. Select the provider location(s) to which the new user should be associated (a location must be selected even if there is only one location available). Click the View Location Details link to view details such as the MPI ID, address and phone number, for the listed location(s). Then click CLOSE to close the pop-up window. 7. Click APPROVE, then click CONTINUE. Congratulations! The access request is approved. Rejecting a New User ID Request A user may request access that the LE user manager may not want to approve or have requested access in error. The LE user manager may reject an access request. 1. Navigate to from your Internet browser. 2. Enter your Keystone Id and Password, then click LOGIN. The Provider Home page is displayed. 3. Click the Check Access Requests link, then select the appropriate user. 4. Click REJECT, then click CONTINUE. Congratulations! The access request is rejected. Page 13 of 45

15 Activating and Deactivating User Access Level or Location Access Existing user access may occasionally require an update. Users may be responsible for new locations, need changes to their access levels, or have left the employment of a provider, and their access must be deactivated. The LE user manager must make these changes. To do so, follow the steps below. 1. Navigate to from your Internet browser. 2. Enter your Keystone Id and Password, then click LOGIN. 3. Click the Manage Users link. The Manage Users page is displayed. 4. Click the Select link associated with the desired user. 5. Continue with the instructions in the following table. If activating or deactivating the User Then select The ACTIVATE or DEACTIVATE radio button for Status, then continue with step 6. Access levels Locations Or clear the Access Level(s) to be added or removed from this user, then continue with step 6. The Access Level list varies based on the type of provider (i.e.: Child Care providers or Early Learning providers). The provider location(s) for which the user should be associated or unassociated (a location must be selected even if there is only one location available). Continue with step 6. Notes: Hold down the CTRL key to select multiple locations. Click the View Location Details link to view details such as the MPI ID, address and phone number, for the listed location(s). Then click CLOSE to close the pop-up window. 6. Click SAVE. A confirmation message is displayed on the Manage Users page. 7. Click CONTINUE. IMPORTANT: To reactivate a user who was deactivated in error, click their name in the list, select the location(s), select ACTIVATE, then click SAVE. The Provider Home page is displayed. Congratulations! The user has been successfully activated or deactivated. Page 14 of 45

16 Provider Self-Service Home Page Descriptions After a user ID has been approved, the Provider Home page is displayed upon login as displayed below. IMPORTANT: The information displayed on the Provider Home page varies based on security roles assigned to the user ID. This illustration contains all possible roles. Manage Provider Data Provides access to provider profiles and PELICAN PA Pre-K Counts Manage CCIS Online Invoicing Provides access to Online Attendance Tracking General Resources Provides access to forms, regulations, listings and other various information Logout Click to logout of Provider Self-Service Need Help Provides Help Desk and LE User Manager contact information Learn about Provider Self Service Click to access this Guide CCIS Online Invoicing Demonstration Click to open the Online Attendance simulation Manage Certification/Licensing Provides access to information within PELICAN Certification Manage Account Information Provides supervisor access to user ID approval and rejection and user location access. Also provides users access to their personal profile, and password and associated security information. Page 15 of 45

17 Manage Certification / Licensing Overview Provider certification allows you to access regulatory information, apply for new or renew child care facility licenses, submit plans of correction, review the status of applications, and report incidents and complaints using the Internet. This online service provides convenience and access to the most current information. Conduct a Certification Self-Assessment To apply to be a child care provider, perform a self-assessment prior to application submission. 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. 3. Click the Conduct Certification Self-Assessment link. 4. Type and select the appropriate information (asterisks indicate mandatory fields), then click CONTINUE. Use the links on the left side of this page to perform the following actions: o Perform a self-assessment. o Complete or check the status of an application or application renewal. o View or update provider profile information (use to update your address and telephone number). 5. Continue with the instructions in the following table. If you want to Complete an application now Review the necessary forms and complete the application at a later date Then Continue with step 4 in the Completing a New Application topic. Click the links associated with the desired forms as shown below. View or print the forms as needed. Return to this page at a later date to complete and submit the application. Page 16 of 45

18 Completing a New Application or Renewing an Existing Application To submit a new or renewal application online, or to access information on new and renewal applications, follow the steps below. IMPORTANT: Per Regulation Title 55, Chapter 20, Section 20.21A, the Legal Entity MUST complete, submit and electronically sign (e-sign) the application and manually sign supporting documents. This cannot be done by location directors. 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. 3. Continue with the instructions in the following table. If you want to Submit a new application Renew an application Then click the Apply for Certification link, then click the Certification Assessment link on the left-hand side of the page. Create Renewal Application link, then click the Certification Assessment link on the left-hand side of the page. If your ID is not yet associated with a provider, when you click the Create Renewal Application link, a page is displayed requesting your MPI and Tax ID number. The Certification Assessment page is displayed. The Certification Assessment page provides links to documents to read and submit based on the answers provided in the Certification Assessment section. This includes links to applicable regulations and the required documents that must be submitted with the application. 4. Type and select the appropriate information (asterisks indicate mandatory fields), then click CONTINUE. Notes: The application can be submitted online or it can be printed and mailed to the regional office along with the required supporting documents. The purpose cover letter must be printed and submitted to the regional office with the application and supporting documents. The Certification Assessment Confirmation page is displayed. 5. Click APPLY NOW to complete the application online, or click RESET to clear the assessment and restart. The Application page is displayed. The Application page displays the appropriate Application for Certificate of Compliance or Certificate of Registration (depending on the information entered on the assessment). 6. Enter your provider information (asterisks indicate mandatory fields). IMPORTANT: All certification application information MUST be entered using ALL CAPITAL LETTERS. Page 17 of 45

19 Notes: The Responsible Person First Name field is limited to 21 characters. The Responsible Person Last Name field is limited to 25 characters. Renewal Notes: The fields are pre-filled when submitting a renewal application. Online renewal can only be performed after the provider is established in the system. Online renewal cannot be done if a profile is not associated to the Provider ID. 7. Click QUIT AND SAVE to complete the application at a later time, or click CONTINUE to submit the application online. The Application Confirmation page is displayed. 8. Review the application information for accuracy. 9. If the information is correct, click CONTINUE. If changes are required, click BACK, make corrections and repeat steps 7 and Select the checkbox to attest to the correctness of information entered on the Application page. 11. Type the answer to the security question, then click SUBMIT to complete the application submission or click BACK to make changes. Answering the security question represents your e-signature authorization for the certification. The Submission Confirmation page is displayed. IMPORTANT: Be sure to print and submit the purpose cover letter with your supporting documentation. Supporting documentation must be received by the regional office within 45 days of submitting an online application. If supporting documents are not received, the application is considered incomplete. Notes: The Submission Confirmation page confirms the application has been submitted. This page provides links to applicable regulations and the required documents that must be submitted with the application. 12. Click CONTINUE. Page 18 of 45

20 Checking the Status of a Certification Application and Withdrawing an Application Online 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. 3. Click the Manage Certification Application/Renewal link, then click the My Profile link. The status of the application is listed in the Status column. 4. To withdraw your application, click WITHDRAW APPLICATION on the Profile Summary page. IMPORTANT: If you receive a notice from the regional office that the application is incomplete, withdraw the application and complete a new one. Entering a Self Reported Non-Compliance 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. 3. Click the Report Complaint or Incident link. The Zip Code/County Validation page is displayed. 4. Type the zip code, select the county for which the report is directed, then click CONTINUE. The Report Selection page is displayed. 5. Select the Yes or No radio button associated with the question, then follow the instructions in the following table. If you select the Yes radio button No radio button Then A second question is displayed. Select the appropriate Yes or No radio button associated with the question, click CONTINUE, then continue with step 6. If Yes is selected for the second question, completion of additional information is required, as noted in step 7 below. Click CONTINUE, then continue with step Type the date and time the situation was observed, select the county, then click CONTINUE. 7. Enter the Provider's LE and location information, then click CONTINUE. IMPORTANT: If Yes was selected for the second question in step 5, continue with step 11. Page 19 of 45

21 8. Complete the complainant information, then click CONTINUE. 9. Complete the non-compliance details, then click SUBMIT. The confirmation number is displayed. 10. Record the confirmation number, then click CLOSE. Congratulations! Self-reported non-compliance has been successfully submitted. The following steps ONLY apply if the answer to the second question in step 5 was Yes. 11. Complete the child details of the non-compliance and click CONTINUE. If No is selected to the Is this a child-specific incident report? question, do not complete the remaining fields on this page or on the following Parent page. 12. Complete the parent details of the non-compliance and click CONTINUE. 13. Type details of the incident description, then click CONTINUE. 14. Complete action taken and click SUBMIT. The Submission Confirmation page is displayed. 15. Click CONTINUE. Congratulations! Self-reported non-compliance has been successfully submitted. Entering a Plan of Correction 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. 3. Click the Manage Certification Application/Renewal link, then click the My Profile link. The Profile Summary page is displayed. 4. Click the ID link for the appropriate location profile. The Location Profile page is displayed. 5. Click the Inspections tab, then click an Inspection Record link. Page 20 of 45

22 Note the date of the inspection. This helps to select the proper inspection for which to enter the plan of correction. The Licensing/Approval/Registration Inspection Summary page is displayed. 6. Type the plan(s) of correction into the PROVIDER'S PLAN OF CORRECTION field, and the date which the non-compliance is to be corrected into the PROVIDER'S CORRECTION DATE field, then click CONTINUE. If multiple corrections are needed, type the plan to correct each violation, then continue with step Select the checkbox to certify legal responsibility to correct the non-compliance. 8. Provide the answer to the security question, then click SUBMIT. Notes: Answering the security question represents your e-signature authorization for certification. Return to the Violations-Inspection Summary page to monitor the provider correction status as desired. Steps 5 8 must be repeated to enter a plan of correction for multiple inspections. Congratulations! The Plan of Correction has been successfully entered. Page 21 of 45

23 Manage Provider Data Accessing Provider Profile(s) in PELICAN All providers have a profile within Provider Self-Service which includes facility information as well as details on services you deliver. This profile is your facility s PELICAN Child Care Works (CCW) and PELICAN Provider Management (system used to process subsidized child care by Child Care Information Services (CCIS) agencies) provider profile. Use Provider Self-Service to update this provider profile information whenever changes occur. Parents seeking information about your child care facility count on the accuracy of your profile. Please review and update your information regularly. Verify your profile is complete. Otherwise, when potential clients conduct an online provider search, your site may not be included in the search results. After the account has been created on the Provider Home page, and it has been approved, access the provider profile in PELICAN. Navigation to the PELICAN provider profile summary begins on the Provider Home page. 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. The Provider Home page is displayed. 3. Click a link based on the selections in the following table: If the facility is A child care provider An early learning provider Then click the View and Update Child Care R/R Location Profile link. The PELICAN CCW Location R&R Profile Summary page is displayed in a new window. Continue with step 4 below. View and Update Early Learning Location Profile link. The PELICAN Provider Management Location Early Learning Profile Summary page is displayed in a new window. Continue with step 4 below. Notes: If your facility does not appear as an active provider in Provider Self-Service, a message will be displayed instructing you to contact your local CCIS. The Location R&R Profile Summary and Location Early Learning Profile Summary pages serve as the main navigation pages to view and update your PELICAN provider profile. 4. Based on the selection made in the previous table, click a link below to advance to the associated instructions in this guide: Continue with child care provider next steps or early learning provider next steps, as appropriate. Page 22 of 45

24 Child Care Providers PELICAN Child Care Works Provider Profile Overview The Location R&R Profile Summary page serves as the main navigation page to view and update your PELICAN provider profile. Notes: Providers with multiple locations must update each location individually using the Select Provider Location drop-down list at the top of the page. The specific page displayed varies based on the selection. The Last Updated On column indicates the date and time the last change was made to that page. The Last Updated By column displays the Keystone Id of the provider user, or CCIS staff Keystone Id, that made the last change to that page. Your local CCIS must approve changes made to accreditations and service schedules, which are considered managed updates. Managed updates are identified by the Y in the Approval? column. IMPORTANT: Updates may take several days to be applied. Pages accessible from the links on the Location R&R Profile Summary page include: Accreditations Certification from various agencies such as the NAC, NAEYC, etc. This is a Managed Update page and is approved by OCDEL. Additional Activities Other activities offered such as computer classes, art and dance. Additional Charges Items or services for which the location charges additional fees, such as books or field trips. Affiliations Affiliations with a school district, hospital, etc. Capacities Number of subsidy enrollments and vacancies. Care Levels Served Various care levels such as Preschool and Before / After Half Day Kindergarten. Discounts Discounts that may be offered such as employee discounts and early payment discounts. Environment Specific environment information such as no smoking and no pets. Financial Program Participation Sliding Scale Fees, United Way, etc. General Schedules Served Time care is offered such as before school and sick care. Languages Different languages that are spoken or taught at the facility. Page 23 of 45

25 Meals Meals that are served (if any), such as breakfast or lunch. Other Early Learning Programs Programs offered such as Nursery School and Kindergarten. Referral History (Read Only) Lists records of referrals made by CCIS agencies to the facility. Service Schedule Sessions and start / end times. This is a Managed Update page and is approved by the CCIS. Special Accommodations Provided Accommodations for wheelchairs, administering medication, etc. Transportation Transportation offered such as school bus service or private transportation. Website The facility's website address. To Update the provider profile Check the approval status of a managed update Then continue with the Child Care Providers Updating Provider Profile(s) topic. Checking the Approval Status of a Managed Update (Child Care Providers ONLY) topic. Child Care Providers Updating Provider Profile(s) View or update the provider profile as follows. 1. Select the provider location to be updated from the Select Provider Location drop-down list, then click GO. 2. Click a page link to view or update the desired information. The available pages vary based on program participation and the security role assigned to the user ID. 3. View or update the necessary information, then click SAVE. IMPORTANT: SAVE must be clicked on each page for changes to be applied. Page 24 of 45

26 Checking the Approval Status of a Managed Update (Child Care Providers ONLY) Providers can check the status of their submitted managed updates. These updates are approved by OCDEL. 1. Select the provider location to be updated from the Select Provider Location drop-down list, as shown above, then click GO. 2. Click Approval Status from the main navigation bar. The Approval Status page is displayed. 3. Complete the desired fields, then click GO. Notes: The Approved/Rejected column indicates the status (either approved or rejected). If a managed update is rejected, the reason is listed in the Rejection Reason column. The Submitted Date column lists the date the update was submitted by the provider. The Last Updated Date is when the CCIS either rejected or approved the managed update. To search History of Managed Updates, either type a specific number of days after Show Last and click GO, or type a date range MM/DD/YY to MM/DD/YY after Show History and click GO. To return to the Provider Resource and Referral Summary page, click RETURN TO SUMMARY, or to navigate to a specific page, click the Select drop-down list at the top of the page, then select the desired page and click GO. Page 25 of 45

27 Early Learning Providers PELICAN Provider Management Provider Profile Overview The Location Early Learning Profile Summary page serves as the main navigation page to view and update your PELICAN provider profile. Notes: The Last Updated On column indicates the date and time the last change was made to that page. The Last Updated By displays the Keystone Id of the provider user or CCIS staff Keystone Id that made the last change to that page. IMPORTANT: Updates may take several days to be applied. Early Learning Providers Updating Provider Profile(s) View or update the provider profile as follows. 1. Select the provider Location to be updated from the Select Provider Location drop-down list, then click GO. The Participating Programs drop-down list is populated with selections based on the programs currently offered at the selected provider Location. 2. Select a participating program from the Participating Programs drop-down list, then click GO. The displayed provider profile varies, and is based on the combination of the selected provider location and participating programs. Based on these selections, the accessible pages may include: Assessment Offers screening tool selections such as Work Sampling and Ounce. Enrollment Office Contact Associates the enrollment office phone number and to which programs it applies. General Schedules Served Time care is offered such as before school and sick care. Home or Center Specifies whether the facility is in an individual home or a registered facility. Languages Different languages that are spoken or taught at the facility. Page 26 of 45

28 Part Time/Full Time Specifies whether the facility offers part time and / or full time care. For PA Pre-K Counts, this field is called Half Day / Full Day. Special Accommodations Provided Accommodations for wheelchairs, administering medication, etc. Website The facility's website address. 3. Click a page link to access the desired information. 4. Select the applicable checkboxes or radio buttons, or type text, then click SAVE. Updates only apply to the selected participating programs. To update additional programs simultaneously, make the necessary page update(s), select the applicable program(s) from the "Apply these changes to other programs" list box, then click SAVE. IMPORTANT: SAVE must be clicked on each page for changes to be applied. Page 27 of 45

29 Manage and Submit Attendance Information Online (Child Care Providers Only) Introduction to Online Attendance Tracking Online Attendance Tracking, also referred to as OAT, allows subsidized child care providers to receive and submit monthly attendance invoices online. Providers who opt-in can view their invoices as of the first of every month, as well as online copies of payment summaries, recoupment letters and outstanding balance letters. Processing invoices online provides time-saving options and flexibility that paper invoicing cannot offer. Benefits of OAT versus paper invoicing include: Increased time to fill out and submit invoices Access online invoice history View a snapshot of payments received each month Receive notifications when invoices are available, past due, and submitted Reduced risk of lost invoices Resolve discrepancies more quickly Minimize paper usage and postal fees Updating User Access Levels for OAT The LE user manager is not automatically granted the proper role and access level to process online invoices. They must first change their profile to grant invoice access roles as shown below. The LE user manager designates the level of responsibility to users. There are two access levels related to OAT: Update Invoice Allows the user to update the CCIS child care attendance invoice, but not submit the invoice. Update & Submit Invoice - Allows the user to update and submit the CCIS child care attendance invoice. If the user does not yet have an account, they must create one. Refer to the Creating a DPW Provider Account topic. To designate an access level, refer to the Activating and Deactivating User Access Level or Location Access topic of this guide. Page 28 of 45

30 If the user access level entitles them to update invoices as well as submit them, select the "Update & Submit Invoice" option. There is no need also to select the "Update Invoice" checkbox. In order to opt-in or out of OAT the user can either have the Update Invoice or Update & Submit Invoice access role. Opt-In / Opt-Out of CCIS Attendance Invoice Participation In order to take advantage of OAT, the location must opt-in. If multiple locations exist within an organization, not all locations are required to opt-in. Use the "CCIS Attendance Invoice Participation" page to opt-in to manage attendance invoice information online, or opt-out to manage invoice information by paper. 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. The Provider Home page is displayed. 3. Select the Manage Facility CCIS Attendance Invoice Participation link. IMPORTANT: Please be aware that the Manage Facility CCIS Attendance Invoice Participation link will not be operable for at least one hour after assigning the appropriate role. If you are automatically logged out upon clicking the link, this indicates the link is not yet operable. 4. Select the desired type of invoice to be submitted from the "Submission Type" drop-down list, then click SAVE. If multiple locations exist for an organization, to change the submission type for multiple locations, select the desired submission type for each location, then click SAVE. The "CCIS Attendance Invoice Participation Confirmation" page is displayed and the user receives a confirmation Click CONFIRM. The "Provider Home" page is displayed with a confirmation message that states the service period in which the change will be in effect. 6. Click CONTINUE. Page 29 of 45

31 A location can opt-in or out of OAT at any time; however, if opting in after the 15th of any month, the change goes into effect the following month. To opt-out of OAT, select "Paper" from the drop-down list. Upon opting in or out, one is sent to each user for each location which opts-in or out. The advises that their service location has elected to receive or stop receiving CCIS attendance invoices online, and the month in which the change becomes effective. Processing Online Attendance Invoices Overview Once a location is opted in, and users are granted the necessary access level to process online attendance, the View and Update CCIS Attendance Invoice Details link is available within the "Manage CCIS Online Invoicing" section of the "Provider Home" page. Users with the necessary access level can now perform the following: View CCIS attendance invoices Access attendance invoice details Update child attendance Submit the invoice (based on user access level) View correspondences and payment information s are sent to one user at each location for various reasons as follows: Invoice is available / previous invoice due This is sent at the beginning of each month to alert the user that the current month's invoice is now available. It also serves as a reminder to submit any outstanding invoices that have not been submitted in the past 60 days. Changes to child enrollment schedule or information This is sent daily listing all invoices that have changed. If no changes have occurred, the is not sent. It advises of enrollment and co-pay changes to children, and the changes are listed by invoice or child. To opt-out of receiving this , perform the following steps: 1. Click "Manage Your Profile" on the "Provider Home" page. 2. Select the "Please do not send me notifications for child enrollment and information changes for CCIS Online Invoicing" checkbox. 3. Click SAVE. Invoice submitted This is sent each time an invoice is successfully submitted. It includes the service period month and year of the submitted invoice, as well as the invoice number. Invoice past due - This is sent on the 5 th and 45 th day after an unsubmitted invoice is due. It includes the service period month, year, and county. Page 30 of 45

32 Generally, invoices must be submitted within 60 days of the first of the following month, e.g. the 60-day period for your March invoice begins April 1 st. The exception to this rule is your June invoice, which must always be submitted by the end of July. Your Locations The "Your Locations" page is the starting point to view attendance invoices, correspondences, and payment information for locations to which the user has access, as shown below. Each of these options is detailed in this user guide. If multiple locations exist for the organization, the system allows the choice for which location to process, if they have opted in. This example shows multiple locations, but only one is opted in; therefore, no options exist for the location with paper submission. Access the "Your Locations" page as follows: 1. Navigate to from your Internet browser. 2. Type your Keystone Id and Password, then click LOGIN. The Provider Home page is displayed. 3. Select the View and Update CCIS Attendance Invoice Details link. If your location has not yet opted in, first follow the steps in the "Opt-In / Opt-Out of CCIS Attendance Invoice Participation" topic. The Your Locations page is displayed. Since the "Your Locations" page is the starting point for all OAT functionality, the remaining instructions will begin from this page. Page 31 of 45

33 Processing Attendance Invoices Attendance can be entered at any time during the month, but cannot be submitted until after the first of the following month. This option decreases the amount of data entry needed directly prior to submission. Also, the system will not allow attendance information to be entered for future dates. Begin on the "Your Locations" page, access an invoice, and update attendance as follows: 4. Select the location on which to filter, if desired, from the "Filter By Location County" drop-down list. 5. Select Access Attendance Invoices from the "Action" drop-down list, then click GO. The "Attendance Invoice Summary" page is displayed in a pop-up window. 6. Click the Invoice ID link associated with the invoice with which you wish to work. Use the search criteria at the bottom of the page to narrow the search or obtain invoices for different locations, CCIS offices, statuses, calendar years, or service periods. Use the search criteria to access or print invoice history. By default, invoices in the "Not Submitted" status are shown. Page 32 of 45

34 The "Attendance Invoice Details" page is displayed. Sort By Allows sort by Care Level, Last Name or Caretaker PRINT Opens a pop-up window with two options: 1 - Print a working copy of the invoice to assist with online entry, marked "Not for Submission. 2 - Print the invoice for submission by mail. Use this option if a situation prevents online submission of the invoice. NC Checkbox Click to indicate the child's schedule matches the child's monthly attendance Red Text As explained in the Color Codes, The red highlight indicates user-entered attendance. Invoice Comments Viewable by receiving CCIS. Use to explain details such as child termination. Update link Click to open the "Child Attendance Update" pop-up page to change the monthly attendance. This does not change the child's schedule. Yellow Highlight As explained in the Color Codes, the yellow highlight indicates changes made to the schedule by the CCIS since the last time the user logged into OAT. Bottom Button Descriptions: RETURN TO INVOICE SUMMARY Returns to "Attendance Invoice Summary" page. ADD CHILD Add a new child to the attendance invoice. Can only be done on or after the first day of the month. SAVE Saves the changes without submission. SUBMIT Saves the changes and submits the invoice. Page 33 of 45

35 7. Select a "Sort By" option, if desired. 8. Select from the following options: If the child's attendance for the given period Does not differ from that on the "Attendance Invoice Details" page Differs from that on the "Attendance Invoice Details" page Then select the "No Change" checkbox associated with the child. Continue with step 8 below. Update link associated with the child whose attendance must be updated. The "Child Attendance Update" page is displayed. Pertinent information, such as the primary caretaker and enrollment copay are included in the upper portion of the page, as shown in the screenshot below. Continue with step 6 below. 9. Type the appropriate code into the text box(es) associated with the change. (Refer to the codes in the highlighted table in the screenshot below.) If necessary, users can add children on the first of the following month, although this is rare. In most situations, the CCIS enrolls the child. In either situation, when the invoice is complete, the added children are highlighted on the invoice. They also are highlighted if the schedule was changed by the CCIS. If the record is highlighted, review the changes, make any necessary changes, then select the "Remove Highlighting" checkbox. Page 34 of 45

36 10. Type the reason for the change in the "Child Comments" text box. It is not required to complete the "Child Comments" field unless the child is terminated. 11. Click SAVE & NEXT CHILD. The attendance for the next child on the invoice is displayed. 12. Select from the following options: If the child's attendance for the given period Does not differ from that on the "Attendance Invoice Details" page Differs from that on the "Attendance Invoice Details" page Then select the "No Change" checkbox below the Primary Caretaker's name, as shown above. Continue with step 10. Type the appropriate code into the text box(es) associated with the change. Continue with step Repeat steps 6 and 7 until the attendance for all children on the invoice is correct and complete. The invoice cannot be submitted until all children on the invoice have been verified. Each child either must have a schedule change or No Change. 14. Click SAVE & CLOSE. 15. Select the "Invoice Comments" text box and add comments as necessary. 16. If the invoice is not to be submitted at this time, click SAVE. 17. To submit, click SUBMIT. The "Attendance Invoice Confirmation" page is displayed. Page 35 of 45

37 18. Review the invoice, then select the checkbox to agree to apply your e-signature prior to submission. 19. Type the four-digit Invoice PIN associated with the user profile. If you have not yet set up a PIN, refer to the Manage Personal Profile Information topic. 20. Click SUBMIT TO CCIS to submit the invoice, or RETURN TO ATTENDANCE INVOICE DETAILS if changes are needed. The "Submission Confirmation" page is displayed if SUBMIT TO CCIS is clicked. The invoice number is displayed with the confirmation message. This can be printed, if desired; however, invoice history is available and a confirmation is sent. Page 36 of 45

38 21. Select from the following options: If there is Another invoice to process for this location Not another invoice to process for this location Then click The "Attendance Invoice Summary" page is displayed. 22. Select from the following options: CONTINUE TO NEXT INVOICE SUMMARY and repeat the steps in this topic to submit an additional invoice. RETURN TO ATTENDANCE INVOICE. If there are Invoices to process at a different location for this organization Not other invoices to process for different locations for this organization Then Select a Location from the "Provider Location" field, or select other search criteria, and click SEARCH. Repeat the steps in this topic. The process is complete. Viewing Correspondences Searches can be conducted on various types of correspondences, such as payment summaries, recoupment letters, and outstanding balance letters associated with online invoices. Begin on the "Your Locations" page, select the location to process, if desired, select View Correspondence, then click GO. 1. Select the location on which to filter, if desired, from the "Filter By Location County" drop-down list. 2. Select View Correspondences from the "Action" drop-down list, then click GO. The "Correspondence Search" page is displayed. Page 37 of 45

39 3. Select the checkbox associated with the correspondence to be viewed or printed. Use the search criteria at the bottom of the page to narrow the search results, or obtain correspondence for a particular invoice, service period, CCIS office, location, or by generation date. Select the desired criteria, then click SEARCH. 4. Click VIEW or PRINT. Page 38 of 45

40 The selected correspondence opens in a new window. To print the correspondence, click FILE, click PRINT, then click OK. 5. Click the scroll bar to view the remaining pages of the report, or click the arrows at the bottom of the page, as shown above. 6. Click the "X" in the top right corner of the window to close the window. Page 39 of 45

41 Viewing Payment Information and History The "View Payment Information" option provides a snapshot of payment history. The information can be sorted by service date or CCIS process date, which is the date the payment summary is generated. Use the Date Range and CCIS Office options to narrow or change the results. Use the date range to view a selected month's payment summary or payment history in up to 12 month increments. IMPORTANT: As noted on the Payment Information page, DO NOT use this information for tax purposes. The actual amount of the check received may vary from what is noted on the online payment summary. This could occur due to circumstances such as levies that are calculated offline. Begin on the "Your Locations" page, select the location to process, if desired, select View Payment Information, then click GO. 1. Select the location on which to filter, if desired, from the "Filter By Location County" drop-down list. 2. Select View Payment Information from the "Action" drop-down list, then click GO. Page 40 of 45

42 The "Payment Information" page is displayed. 3. Select sort or search criteria to narrow the search results, or obtain payment information for a particular date range or CCIS office, then click SEARCH. 4. Select the month link associated with the payment summary to be viewed or printed. 5. Select the checkbox associated with the payment summary to be viewed or printed. 6. Click VIEW. To print the correspondence, click PRINT, select the correspondence to print, then click PRINT. 7. Click the "X" in the top right corner of the window to close the window. Viewing and Printing Invoice History To view or print a previously submitted invoice for historical purposes, begin on the "Your Locations" page, access an invoice, then view and print the invoice as follows: 1. Select the location on which to filter, if desired, from the "Filter By Location County" drop-down list. 2. Select Access Attendance Invoices from the "Action" drop-down list, then click GO. The "Attendance Invoice Summary" page is displayed in a pop-up window. 3. Select Submitted from the "Invoice Status" drop-down list, then click SEARCH. 4. Click the Invoice ID link associated with the invoice to be viewed or printed. The "Attendance Invoice Details" page is displayed. Since the invoice has been submitted, it is in "view only" mode as shown in the following step. Page 41 of 45

43 5. Select from the following options: If you want to View specific record detail Print the submitted invoice for historical purposes Then Select the view link associated with the record to be viewed. Click NEXT CHILD to view the details of the next record, or CLOSE to return to the "Attendance Invoice Details" page. Click PRINT INVOICE at the bottom of the page. The Online Attendance Invoice" page is displayed. Continue with step Click the PRINT icon, then follow normal print procedures. 7. Close the "Online Attendance Invoice" window. Page 42 of 45

44 Troubleshooting Turning Off Pop-Up Blocker When attempting to print an invoice for submission, the invoice opens in a separate window, or a popup. This window may be blocked because of an internet setting. In order to prevent this, take the following steps to modify the internet setting and allow pop-up windows associated with PSS. Select the correct steps based on your computer's internet browser. Internet Explorer Instructions to Allow Pop-up Windows: 1. Open the Internet browser and navigate to PSS at 2. Click the Tools button at the top of the browser window. 3. Select Pop-up Blocker from the menu which is displayed. 4. Select Pop-up Blocker Settings from the sub-menu which is displayed. 5. Type in the Address of website to allow: field and click the Add button. This adds PSS to the list of sites which allows pop-up windows. 6. Click the Close button to complete the process. Alternative Internet Browser Instructions to Allow Pop-up Windows: If you use the Mozilla Firefox Internet browser, click here: then proceed as follows: 1. Click on 2 Pop-up blocker settings in the Table of Contents. 2. Follow the on-screen instructions to add in the "Allowed Sites Pop-ups" window. 3. Click "Allow", then click "Close". If you use the Safari Internet browser, click here: then proceed as follows: 1. Scroll down to the section titled Block pop-up windows. 2. Select "Block Pop-Up Windows" from the Safari menu. 3. Deselect the "Block Pop-up Windows" checkbox. If you use the Google Chrome Internet browser, click here: then proceed as follows to see blocked pop-ups for this site: 1. If pop-ups have been blocked, you will see the icon in the address bar. Click the icon to see a list of blocked pop-ups. 2. Click the link for the pop-up window that you would like to see. 3. To always see pop-ups for the site, select "Always show pop-ups from [site]." The site will be added to the exceptions list, which you can manage in the Content Settings dialog. Page 43 of 45

45 Resolving Website Accessibility Issues in Provider Self-Service (PSS) When saving online attendance information, an error may display similar to the one below. If this error occurs, take the following steps to resolve the issue prior to logging into the Provider Self- Service website. 1. From the Provider Self-Service website, click "Tools", then click "Compatibility View Settings". Page 44 of 45

46 2. Verify state.pa.us is listed in the "Add this website: field. If not, type it into the field. 3. Click "Add", then click "Close". 4. Log in to Provider Self-Service normally. Page 45 of 45