Child Care Time and Attendance (CCTA): Administrator Participant Manual

Child Care Time and Attendance (CCTA): Administrator Participant Manual June 2017 For Training Purposes Only

Child Care Time and Attendance (CCTA): Administrator Participant Manual June 2017 For Training Purposes Only

This document is provided under a contractual agreement between the New York State Office of Children and Family Services Division of Administration Bureau of Training and Development AND Professional Development Program Rockefeller College of Public Affairs & Policy University at Albany Through The Research Foundation for The State University of New York Acknowledgement This material was developed by the Professional Development Program, Rockefeller College of Public Affairs & Policy, University at Albany, through The Research Foundation for The State University of New York, under a training and administrative services agreement with the New York State Office of Children and Family Services. Disclaimer While every effort has been made to provide accurate and complete information, the Office of Children and Family Services and the State of New York assume no responsibility for any errors or omissions in the information provided herein and make no representations or warranties about the suitability of the information contained here for any purpose. All information and documents are provided as is, without a warranty of any kind. Copyright 2017 by the New York State Office of Children and Family Services. June 2017

Table of Contents Child Care Time and Attendance (CCTA): Administrator Introduction Lesson 1: Accessing and Navigating CCTA See Page i See Page Accessing and Navigating CCTA 1-1 How to Log In to CCTA 1-3 How to Use the CCTA Navigation Pane 1-6 How to Log Out of CCTA 1-10 How to Request Additional Support 1-11 Lesson 1 Summary 1-12 Lesson 2: Managing CCTA Operators See Page Managing CCTA Operators 2-1 How to Create and Edit Roles and Permissions 2-2 How to Add a Payment Technician Operator Flag 2-8 How to Search for a CCTA Operator 2-12 How to Review and Edit a CCTA Operator Account 2-17 How to Add a CCTA Operator 2-25 How to Add a CCTA Operator Note 2-31 How to Change a CCTA Operator s Password 2-37 Lesson 2 Summary 2-41 Lesson 3: Searching and Reviewing Program Information See Page Searching and Reviewing Program Information 3-1 How to Search for Program Information 3-4 Lesson 3 Summary 3-7 Professional Development Program June 2017

Lesson 4: Completing Administration Functions See Page Completing Administration Functions 4-1 How to Reassign a Case Worker/Manager 4-3 How to Review and Edit WPI Settings 4-11 How to Modify Eligibility Levels 4-16 How to Review Attendance Codes 4-23 How to Review Attendance Groups 4-27 How to Access and Create a New CCTA Calendar 4-30 How to Access and Modify RMR 4-38 How to View Logged on Users 4-43 Lesson 4 Summary 4-46 Course Conclusion See Page Course Conclusion iii June 2017 Professional Development Program

CCTA: Administrator Introduction Introduction Introduction and Rationale Child Care Time and Attendance (CCTA) is an automated, web-based system implemented by the Office of Children and Family Services (OCFS). Its purpose is to improve the accuracy and timeliness of New York State s child care subsidy payments by verifying eligibility, tracking time and attendance, calculating child care payments, and authorizing child care payments. These automated actions allow a district to quickly review timesheets (submitted using paper or the web based submittal for providers) and approve payments in CCTA for electronic transfer to the Benefit Issuance Control System (BICS) for check issuance. CCTA administrators are local district staff responsible for administering CCTA for their district and system users. Home page System benefits include: Timely and accurate provider payments CCTA tracks time and attendance; providers can submit attendance and parents can sign children in and out online. This leads to timely payments, which reflect exact attendance hours. Reduction in improper program payments CCTA increases fiscal accountability by calculating consistent and accurate payments, comparing each child s time and attendance with provider rates and maximum child care regional market rates, to result in precise payments as programmed within CCTA. Professional Development Program i

Introduction CCTA: Administrator Improved fiscal management CCTA provides many standard reports, allows for ad hoc queries, and provides the capacity to create new reports. Such reports and queries provide consistent data for better fiscal planning and decision making. More efficient program administration Automating tasks greatly minimizes time-consuming data entry such as: determining family and child eligibility; creating and authorizing child care schedules; providing timely, up-to-date data via interfaces with the Welfare Management System (WMS), the Child Care Facility System (CCFS), and BICS; and generating, printing, and mailing required State Notices of (NOA). Purpose Course Objectives Materials Time Process The purpose of this course is to learn the CCTA tasks to be completed by CCTA administrators. This course has been revised to reflect system updates and replaces the course developed in August 2014. In this course, you will learn how to: Access and navigate CCTA Manage system operators Review program funding information Perform system administration tasks that benefit CCTA users Materials needed for this course include a training computer, training accounts for the CCTA training database, and participant manuals. The course length is three hours. This course is delivered as a hands-on, classroom training in a computer lab using a CCTA training database. The following will be covered during the three-hour class: Review of course introduction and agenda Review of key course topics Instructor demonstrations Hands-on trainee activities Review of course objectives Evaluation ii Professional Development Program

CCTA: Administrator Accessing and Navigating CCTA Lesson 1 Accessing and Navigating CCTA Introduction CCTA is accessible via the Internet. There are unique websites/urls for both production and training, as indicated below. If you do not have Internet access, please contact your local information systems support staff. Home page CCTA Environment Production Training URL https://www.ccta-newyork.com/ldss Use the desktop shortcut to the CCTA training environment on your training computer. The CCTA automated system has a navigation pane on the left side of each page. Components of the navigation pane include: Link to the Home page Links to system menus, submenus, and functions Back and Forward buttons Current page name indicator Purpose The purpose of this lesson is to provide you with the steps to log in to CCTA and to familiarize you with the CCTA navigation pane in order to efficiently operate the system. Professional Development Program 1-1

Accessing and Navigating CCTA CCTA: Administrator Lesson Overview Lesson Objectives In this lesson, you will learn how to log in and out of CCTA and use the navigation pane. In this lesson, you will learn how to: Access and log in to CCTA via the Internet Use the CCTA navigation pane Log out of CCTA Request additional support Order of Topics Topic See Page How to Log In to CCTA 1-3 How to Use the CCTA Navigation Pane 1-6 How to Log Out of CCTA 1-10 How to Request Additional Support 1-11 Lesson 1 Summary 1-12 1-2 Professional Development Program

CCTA: Administrator How to Log In to CCTA How to Log In to CCTA Introduction Importance Logging In to CCTA Demonstration The CCTA Internet address/url is: https://www.ccta-newyork.com/ldss For training purposes only, use the desktop shortcut to the CCTA training environment on your training computer. CCTA is a secure, web-based system. You must log in to access the level of system information for which you have been granted permission. Your instructor will demonstrate the steps to log in to CCTA as you perform the same steps on your training computer. 1. Open Internet Explorer, enter the CCTA URL in the Address bar, and press the Enter key. The CCTA Internet address/url is: https://www.ccta-newyork.com/ldss For training purposes only, use the desktop shortcut to the CCTA training environment on your training computer. The CCTA Log In page displays, as shown on the next page. Professional Development Program 1-3

How to Log In to CCTA CCTA: Administrator 2. Enter your login information in the User Name and Password fields, and then click the Log In button. Note: For assistance with your User Name and Password, contact the OCFS CCTA Support Center at 1-877-369-6106. Press option 9 for Support. The Home page for CCTA administrators displays. The Home page will vary depending on your role in the system. If you are assigned multiple CCTA roles, you may see additional menus and options in the navigation pane located on the left side of the CCTA Home page. 1-4 Professional Development Program

CCTA: Administrator How to Log In to CCTA Task Summary Review In this task, you learned how to log in to CCTA via the Internet. A summary of the steps follows: Enter the CCTA URL in the Internet Explorer Address bar. Enter your user name and password. Click the Log In button. Professional Development Program 1-5

How to Use the CCTA Navigation Pane CCTA: Administrator How to Use the CCTA Navigation Pane Introduction The CCTA navigation pane is located on the left side of each CCTA page. Back button (Use it to return to the previous page you viewed.) Current page indicator (text in red) Links to Reports, Operator, Program, and Administration menus and submenus (You may also have additional menus available, depending on the other, nonadministrative tasks you do in CCTA.) Forward button (Will enable after clicking the Back button; it is used to retrace your steps and return to the page you visited before you clicked the Back button.) Home page link User Name of logged in operator Administrator navigation pane Importance Using the CCTA Navigation Pane Demonstration The navigation pane provides you with system links to jump directly to a specific part of CCTA. It also displays the name of the page you are viewing. Your instructor will demonstrate the steps to use the CCTA navigation pane as you perform the same steps on your training computer. 1-6 Professional Development Program

CCTA: Administrator How to Use the CCTA Navigation Pane 1. In the navigation pane, click the plus (+) sign next to Reports. Note: Clicking either the (+) sign or the text will expand the menu on the navigation pane. The Reports menu expands. 2. Click the Reports link to access a list of CCTA reports. The Reports page displays, as shown on the next page. The page name has now changed from Home to Reports. Professional Development Program 1-7

How to Use the CCTA Navigation Pane CCTA: Administrator 3. Expand the Program menu and then click the Search link. Note: In addition to the current page indicator changing to Reports, the selected menu link is in red text. This is another way to determine the page on which you are working. The Program Search page displays. 1-8 Professional Development Program

CCTA: Administrator How to Use the CCTA Navigation Pane Task Summary Review In this task, you learned how to use the CCTA navigation pane. A summary of key navigation tips and tools follows: Expand menus by clicking the plus sign (+) or the text. Access menu pages by clicking the page links. Jump to a different CCTA page by expanding the pertinent menu and clicking a different page link. Professional Development Program 1-9

How to Log Out of CCTA CCTA: Administrator How to Log Out of CCTA Introduction For security reasons, you must log out of CCTA to close your CCTA session. You are allotted a 120-minute session in CCTA. Automatic logout takes place when the session has ended. You can continue working in the system by logging in again and beginning a new session. There is a Logout link in the upper right corner of CCTA. There is also a countdown timer to alert you as to when you will automatically be logged out of the system. The countdown starts at 120 minutes and can be restarted by clicking the countdown timer link or accessing a different CCTA page. When the link begins to flash, it is a sign that your session is about to end. Logging Out of CCTA To log out of CCTA, click the Logout button in the upper right corner of any CCTA page. You are exited from the system and the CCTA Log In page displays. Note: For training purposes, do not log out of CCTA. 1-10 Professional Development Program

CCTA: Administrator How to Request Additional Support How to Request Additional Support Introduction Resources If you have questions or need further assistance regarding CCTA, support is available by contacting the OCFS CCTA Support Center. OCFS CCTA Support Center Toll free telephone number: 1-877-369-6106. Press option 9 for Support. E-mail: support@controltec.com Professional Development Program 1-11

Lesson 1 Summary CCTA: Administrator Lesson 1 Summary Lesson 1 Summary Review In this lesson, you learned how to: Access and log in to CCTA via the Internet Use the CCTA navigation pane Log out of CCTA Request additional support 1-12 Professional Development Program

CCTA: Administrator Managing CCTA Operators Lesson 2 Managing CCTA Operators Introduction Purpose Lesson Overview Lesson Objectives An operator is anyone who is a registered user of the CCTA system. Each operator is assigned a role. Each role allows the operator to perform specific CCTA tasks. As an administrator, you can assign roles and permissions to an operator. Permissions can be customized to allow or restrict the activities that an operator can perform. The purpose of this lesson is to learn how to manage CCTA user/operator accounts. In this lesson, you will learn how to search for operators; add, review, and edit operator accounts; assign roles and permissions to operator accounts; and change operator passwords. In this lesson, you will learn how to: Create and edit roles and permissions Add a payment technician operator flag Search for an existing operator Review and edit details specific to an operator account Add an operator Add notes to an operator s account Change an operator s password Order of Topics Topic See Page How to Create and Edit Roles and Permissions 2-2 How to Add a Payment Technician Operator Flag 2-8 How to Search for a CCTA Operator 2-12 How to Review and Edit a CCTA Operator 2-17 Account How to Add a CCTA Operator 2-25 How to Add a CCTA Operator Note 2-31 How to Change a CCTA Operator s Password 2-37 Lesson 2 Summary 2-41 Professional Development Program 2-1

How to Create and Edit Roles and Permissions CCTA: Administrator How to Create and Edit Roles and Permissions Introduction Establishing roles and permissions for a CCTA operator is critical to maintaining a secure system. Each user is responsible for certain functions in the system and should only be able to view information that is pertinent to his or her duties. If your district needs to restructure a role and the responsibilities for that role, you will access the Operator Roles page in CCTA to modify the permissions for the role as needed. There are five roles that have been created for your district to use: Case manager Case manager supervisor Payment worker Payment worker supervisor Local district administrator Each role is given permissions to system areas that are related to responsibilities of the staff in that role. For example, payment workers are given access to all fiscal-related areas of the system and case managers are granted permissions to view and create records pertaining to families, parents, and children. You are also able to create roles as needed in your local district. Importance Creating and Editing Roles and Permissions Demonstration Roles and permissions need to be set properly to grant operators access to the information and functionality they need and to restrict them from the information and functionality they do not need. Your instructor will demonstrate the steps to create and edit roles and permissions as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 2-2 Professional Development Program

CCTA: Administrator How to Create and Edit Roles and Permissions 1. In the navigation pane, expand the Operator menu, and then click the Roles link. The Operator Roles page displays. 2. From the Operator Role dropdown list, select the role Albany: Case Manager. The Operator Flags, Alert Types, and Permissions for the selected role display, as shown on the next page. The tables containing this information are lengthy. You will need to scroll to view all of the information. Flags are added permissions that filter the data that operators are able to view and/or modify. Alerts indicate to CCTA users if there is an action required and/or information generated by the system that is of benefit to them. Note: If creating a new role, you would click the New button and continue to select the flags and roles you are intending the new role to fulfill. Once you select a role from the Operator Role drop-down list, the Edit button displays, as shown on the next page. Professional Development Program 2-3

How to Create and Edit Roles and Permissions CCTA: Administrator 3. Click the Edit button to edit the role. Note: To create a new CCTA role for your district, click the New button, and then complete the Role Description field. 4. Scroll down the page to view the Permissions table. 2-4 Professional Development Program

CCTA: Administrator How to Create and Edit Roles and Permissions 5. Click the roleappropriate, empty permission checkboxes to add permissions for this role. Note: To remove a permission and clear a checkmark, click the checked box. In this example, the page is scrolled down even further to access the Payment pages in order to add Payment Summary and Payment View roles to the Albany Case Manager role. Note: The Reports column allows you to check the reports the Operator Role has access to view and print. 6. Click the Select >> link to the right of the Change reason field to record the reason for the operator account edits. Note: The Change reason default is Record updated. The Change Reason Selector -- Webpage Dialog box displays, as shown on the next page. Professional Development Program 2-5

How to Create and Edit Roles and Permissions CCTA: Administrator 7. Click the appropriate change reason radio button, and then click the OK button. Note: You may need to scroll down the list to find the appropriate change reason. 8. Click the Save button. The Operator Roles page refreshes with the Albany case manager now able to view payments and Payment Summary pages. 2-6 Professional Development Program

CCTA: Administrator How to Create and Edit Roles and Permissions Practice Task Summary and Review Create and/or edit a role and permissions for a CCTA operator. In this task, you learned how to create and edit roles and permissions for a CCTA operator. A summary of the steps follows: Access the Operator Roles page. To update an Operator Role: o From the Operator Role drop-down list, select the role. o Click the Edit button. To create a new Operator Role: o Click the New button, and then complete the Role Description field. Click the Permissions checkboxes as appropriate to add or remove permissions. The Change reason defaults to Record updated. If you prefer a more accurate change reason, click the Select >> link and check the appropriate radio button, then click the OK button. Click the Save button. Professional Development Program 2-7

How to Add a Payment Technician Operator Flag CCTA: Administrator How to Add a Payment Technician Operator Flag Introduction In the previous task, you learned how to create and edit roles and permissions for a CCTA operator. In this task, you will learn how to add the Payment Technician Operator Flag to a case manager operator. Operator Roles page Item Name (Items are listed in the order of placement on the CCTA Operator Roles page.) New Edit Delete Operator Role Role Description Systemwide Operator Flags Item Description The New button will create a new operator role. The Edit button will allow changes to be made to a current role. The Delete button will delete an operator role. The Operator Role drop-down list includes the names of the various operator roles. The Role Description field contains brief text describing the role type. Note: This is a required field. The Systemwide checkbox sets the role at a system-wide basis. The Operator Flags allow the administrator to determine various system functionality for an operator role. 2-8 Professional Development Program

CCTA: Administrator How to Add a Payment Technician Operator Flag Item Name (Items are listed in the order of placement on the CCTA Operator Roles page.) Alert Types Item Description The Alert Types determine which alerts a role will receive. Importance Adding a Payment Technician Operator Flag Demonstration The Payment Technician Operator Flag is used to display an operator name in the Payment Technician field on the Provider page. The Payment Technician field is required for setting up a provider for web submittal. Your instructor will demonstrate the steps to add the Payment Technician Operator Flag to a Case Manager role as you perform the same steps on your training computer. Before you begin, the Operator Roles page is displayed. 1. From the Operator Role dropdown list, verify that you have the correct operator role selected, and then click the Edit button. Note: If necessary, select a different role from the Operator Role dropdown list. The data entry Operator Roles page displays, as shown on the next page. Professional Development Program 2-9

How to Add a Payment Technician Operator Flag CCTA: Administrator 2. In the Operator Flags table, select the Payment Technician checkbox. 3. Click the Save button. If you need to update the Change reason field, refer to steps 6 and 7 on pages 2-5 and 2-6 for additional details on selecting another reason. The page saves the modified information. Note: Changing any permission within a role affects everyone with that role. 2-10 Professional Development Program

CCTA: Administrator How to Add a Payment Technician Operator Flag 4. Review the changes made to the Operator Roles page. Practice Task Summary and Review Designate another CCTA operator role to be a payment technician. In this task, you learned how to add the Payment Technician Operator Flag to an operator role. A summary of the steps follows: Access the Operator Roles page. From the Operator Role drop-down list, select the operator role to which you would like to add the Payment Technician flag. Click the Edit button. In the Operator Flags table, select the Payment Technician checkbox. Click the Save button. Professional Development Program 2-11

How to Search for a CCTA Operator CCTA: Administrator How to Search for a CCTA Operator Introduction It is essential to maintain a CCTA operator account database that is current, accurate, and without duplicates. To prevent duplicate accounts from being created, search CCTA for the operator account you are working with prior to adding a new account. This action will confirm that the user has not been added to the system already or will provide you with the account information that simply needs to be modified. The Operator Search page is used to search for CCTA operator account information. Search results will provide you with the user name and telephone number of the operator. Additional information can be found via the Operator Details page, which will be discussed later in this lesson. Operator Search page Item Name (Items are listed in the order of placement on the CCTA Operator Search page.) Last Name, Middle Name, and First Name User Name Worker Number Active Status Operator ID Operator Supervisor Item Description The Last Name, Middle Name, and First Name fields identify the operator. The User Name field represents the user name that an operator uses to log in to CCTA. The Worker Number field can represent the worker s/operator s user code. (Note: The use of this field is a district-based decision). The Active Status drop-down list represents the status of active or inactive for an operator. The Operator ID field represents the operator number generated by CCTA and assigned to an operator. The Operator Supervisor Select >> link is used to search for the operator s supervisor. 2-12 Professional Development Program

CCTA: Administrator How to Search for a CCTA Operator Item Name (Items are listed in the order of placement on the CCTA Operator Search page.) Operator Roles Phone Number Email Address Office Location Options Button Item Description The Operator Roles Select >> link is used to search for the operator role assigned to the operator. The Phone Number field is used for the operator s telephone number. The Email Address field is used for the operator s email address. The Office Location Select >> link is used to search for an operator s district location. The Options button allows the viewing of search results up to 99 lines per page. Importance Searching for a CCTA Operator Demonstration CCTA operator accounts are limited to one per person. Searching for operators prior to creating an account will verify the existence of an account. It is also helpful to search for an operator when needing to access contact information for review or edit. Your instructor will demonstrate the steps to search for a CCTA operator as you perform the same steps on your training computer. Before you begin, navigate to the Home page. Professional Development Program 2-13

How to Search for a CCTA Operator CCTA: Administrator 1. In the navigation pane, expand the Operator menu, and then click the Search link. The Operator Search page displays. 2. In the Last Name and First Name fields, enter the operator s name. Note: You can also add or substitute other identifying operator information to search for an account. Note: If you enter both a first name and last name, the system will limit the search to both fields treating the search as inclusive. If you click the Search button with no fields populated, the complete operator list will result. 2-14 Professional Development Program

CCTA: Administrator How to Search for a CCTA Operator 3. Click the Search button. Note: You can also search for information using partial words (e.g., p for penny ). The search results display in the Search Results table below the search fields, as shown on the next page. Note: The Search Results: No items found text displays as a default on the page. This will update once a result displays with the number of results found. Professional Development Program 2-15

How to Search for a CCTA Operator CCTA: Administrator 4. Review the operator account information. Note: All operators that have the matching criteria will be returned. If there are no operators in CCTA based on the criteria you entered, Search Results: No items found text will display on the Operator Search page, as shown below. To search for all records in your district, leave the search fields blank and click the Search button. Practice Task Summary Review Search for a different operator. In this task, you learned how to search for a CCTA operator. A summary of the steps follows: Access the Operator Search page. Enter the operator name or other identifying operator information to search for an account. Click the Search button and review the search results. 2-16 Professional Development Program

CCTA: Administrator How to Review and Edit a CCTA Operator Account How to Review and Edit a CCTA Operator Account Introduction Operator account details can be reviewed and edited via the Operator Details page. Operator Details page Item Name (Items are listed in the order of placement on the CCTA Operator Details page.) Search Results Remove Last Name, Middle Name, and First Name Title Worker Number Worker Group Office Number Item Description The Search Results forward (>, >>) and backward (<, <<) buttons allow for paging through a list of selected operators. The Remove button clears the selected operator from the current search results. The Remove button does not remove an operator from CCTA. The Last Name, Middle Name, and First Name fields are used for the operator s name. Note: The Last Name and First Name fields are required. The Title field is the operator s job title. The Worker Number field represents the responsible worker s number as indicated in WMS. The Worker Group field represents the Unit as indicated in WMS. The Office Number field represents the floor or building location of the worker. Professional Development Program 2-17

How to Review and Edit a CCTA Operator Account Item Name (Items are listed in the order of placement on the CCTA Operator Details page.) Item Description CCTA: Administrator User Name Password Office Locations Operator Roles Supervisor Phone Number Email Address Active Status Surrogate Workers Languages Locked NightRun Status Alert Force password change The User Name field represents the user name that an operator uses to access CCTA. Note: This is a required field. The Password field represents the password that an operator uses to access CCTA. Asterisks mask the password when account information is being reviewed. The Office Locations Select >> link is used to search for an operator s district location. Note: This is a required field. The Operator Roles Select >> link is used to search for the operator role assigned to the operator. Note: This is a required field. The Supervisor Select >> link is used to search for the operator s supervisor. The Phone Number field is used for the operator s telephone number. The Email Address field is used for the operator s email address. The Active Status drop-down list represents the status of active or inactive for an operator. Note: This is a required field and defaults to Active. The Surrogate Workers Select >> link is used to designate another worker as this operator s backup. The Languages Select >> link is used to select languages spoken by the operator. The Locked checkbox is used to indicate if the operator s account has been locked out and is preventing the operator from accessing CCTA. The NightRun Status Alert checkbox indicates whether the operator receives an alert if the night run job fails. The Force password change checkbox is used to require an operator to change his or her password upon initial login. 2-18 Professional Development Program

CCTA: Administrator How to Review and Edit a CCTA Operator Account Importance Reviewing and Editing a CCTA Operator Account Demonstration CCTA operator accounts may need to be modified to maintain an accurate operator account database. It is critical to make sure that all information is current, especially the operator role, office location, and active status. Your instructor will demonstrate the steps to review and edit CCTA operator account details as you perform the same steps on your training computer. Before you begin, the Operator Search page is displayed. 1. In the Operator column of the Search Results table, click the name of the operator you wish to review and/ or edit. Note: In the previous topic, a search for CCTA operators was completed. The results are shown below. The Operator Details page displays with operator information, as shown on the next page. Professional Development Program 2-19

How to Review and Edit a CCTA Operator Account CCTA: Administrator 2. Review the operator information for accuracy. Note: If there are multiple search results, click the Search Results forward (>, >>) and backward (<, <<) buttons at the top of the page to page through a list of selected operators. 3. Click the Edit button to enable the fields for editing. The Operator Details page redisplays with the fields enabled, as shown on the next page. 2-20 Professional Development Program

CCTA: Administrator How to Review and Edit a CCTA Operator Account 4. Modify the data as needed. In this example, click the Operator Roles Select >> link to select a new role. Note: If necessary, you can update the Change reason field at the top of the page. The default response is Record updated; you are not required to choose another reason. Refer to steps 6 and 7 on pages 2-5 and 2-6 for additional details on selecting another reason. A Multi-Selector -- Webpage Dialog box displays with a list of relevant roles. 5. Clear the checkboxes for existing roles that are no longer relevant, and then click the checkboxes for the desired role(s). Note: Click the checkall or clearall link at the top of the box, as appropriate. Professional Development Program 2-21

How to Review and Edit a CCTA Operator Account CCTA: Administrator 6. Click the OK button. The new operator role displays. 7. Review the changes for the operator. 2-22 Professional Development Program

CCTA: Administrator How to Review and Edit a CCTA Operator Account 8. Click the Save button to save the change(s). The Operator Details page redisplays with new option buttons at the top of the page, as shown on the next page. Professional Development Program 2-23

How to Review and Edit a CCTA Operator Account CCTA: Administrator Note: Click the: New button to create a new operator Edit button to edit details for the selected operator Audit button to view a history of the account creation and updates for an account Remove button to clear the selected operator from the current search results Practice Task Summary Review Access the Operator Details page and edit contact information for the operator record you are working with in CCTA. In this task, you learned how to edit operator account information. A summary of the steps follows: Retrieve operator account search results. Select the operator account you need to review and edit. Review the operator information. Click the Edit button. Modify data as needed and review the changes. Click the Save button. 2-24 Professional Development Program

CCTA: Administrator How to Add a CCTA Operator How to Add a CCTA Operator Introduction Importance Adding a CCTA Operator Demonstration All CCTA users must be added to CCTA as operators. If there is a staff person in your district requiring CCTA access, complete an operator account record via the Operator Details page. Unique CCTA operator accounts are necessary for all CCTA users. It is an essential security measure. Your instructor will demonstrate the steps to add a CCTA operator as you perform the same steps on your training computer. Before you begin, the Operator Details page is displayed. 1. Click the New button. The Operator Details page redisplays with the fields enabled. Professional Development Program 2-25

How to Add a CCTA Operator CCTA: Administrator 2. Enter the following CCTA operator account information in the appropriate fields: Last Name First Name User Name (created by you) Password (created by you) Phone Number Email Address Note: The password must contain at least one numeric character and be at least eight characters in length. Fields in red text with an asterisk are required fields. The Office Locations field should default to your local district. In the rare instance, there is a CCTA operator who has responsibilities in multiple local districts, it is suggested there be a unique operator user name and password for each district. Separate user names allow the operator to access information for each local district when needed. When an operator needs to be deleted, the deletion can be processed and will only affect the local district with the change. 3. Click the Operator Roles Select >> link to select the operator role(s) from the list. This example will guide you through the process of assigning the operator roles. Note: The Office Locations field should default to your local district. If not, click the Office Locations Select >> link to select your office. Also, click the Supervisor Select >> link and the Active Status drop-down list to make selections for those entries, as required. The Multi-Selector -- Webpage Dialog box displays, as shown on the next page. 2-26 Professional Development Program

CCTA: Administrator How to Add a CCTA Operator 4. Click the Albany: Case Manager Supervisor checkbox, and then click the OK button to assign this role to the new operator. Note: Multiple roles can be assigned to the same operator. 5. Click the Supervisor Select >> link. This example will guide you through the process of assigning the Supervisor. The Operator-Search-Selector Webpage Dialog box displays, as shown on the next page. Professional Development Program 2-27

How to Add a CCTA Operator CCTA: Administrator 6. Enter the search criteria as instructed by the trainer. 7. Click the Search button. This example will guide you through the process of assigning the supervisor. You can enter the first name, last name, and/or select the operator role to search for the operator s supervisor by their role. This example is searching by the supervisor s last name. The operator list displays in the Operator-Search-Selector -- Webpage Dialog box, as shown on the next page. 2-28 Professional Development Program

CCTA: Administrator How to Add a CCTA Operator 8. Click the radio button to the left of the supervisor s name, and then click the OK button. In this example, you entered the last name; the search returned one match. The Supervisor field is populated with the selected name, as shown below. The Active Status field defaults to Active. Note: When creating an operator for the first time, check the Force password change checkbox. This will require the operator to create their own unique password the first time they log in to CCTA. Professional Development Program 2-29

How to Add a CCTA Operator CCTA: Administrator 9. Click the Save button. The Operator Details page redisplays. You may add any additional information in the remaining fields as your local district requires. Note: When you update an existing operator, the system will alert you with a WPI stating The Username already exists in the system. Do you wish to continue? Click the OK button to continue and update your change(s). An example of the WPI is displayed below: WPI indicates a Warn (W), Prevent (P), and Ignore (I) message. WPIs automatically generate and display when performing CCTA tasks that trigger a warning and need your attention before advancing in the task. Practice Task Summary Review Access the Operator Details page and add a new CCTA operator record. In this task, you learned how to add an operator account. A summary of the steps follows: On the Operator Details page, click the New button. Complete the operator account information fields. Click the Save button. 2-30 Professional Development Program

CCTA: Administrator How to Add a CCTA Operator Note How to Add a CCTA Operator Note Introduction There may be information about an operator that you would like to save, but do not have a topic-pertinent CCTA field to store the information. CCTA allows you to add your own operator notes. New notes can be added at any time. Operator Notes page Item Name (Items are listed in the order of placement on the CCTA Operator Notes page.) Operator Operator ID Worker Number Start Date End Date Note Type Keyword Item Description The Operator field represents the name of the operator. The Operator ID field represents the operator number generated by CCTA and assigned to an operator. The Worker Number field represents the responsible worker s number as indicated in WMS. The Start Date field is used to enter the earliest date for which the note is valid. The End Date field is used to enter the latest date for which the note is valid. The Note Type Select >> link is used to select the note category. The Keyword field is used for adding an identifier to the note. Professional Development Program 2-31

How to Add a CCTA Operator Note Item Name (Items are listed in the order of placement on the CCTA Operator Notes page.) Item Description CCTA: Administrator Notes List The Notes List table displays any notes related to the selected operator. Options The Options button allows you to display up to 99 notes per page. Reports Operator Notes Note Type Date The Reports section displays the operator notes that can be printed. The Operator Notes link generates a report of the notes listed for printing. The Note field displays the currently selected detail of the selected note in the Notes List. The Type field displays the currently selected detail type of the selected note in the Notes List. The Date field displays the date the note was created in the Notes List. Importance Adding a CCTA Operator Note Demonstration Notes regarding an operator are always available on the Operator Notes page. Your instructor will demonstrate the steps to add a CCTA operator note as you perform the same steps on your training computer. Before you begin, the Operator Details page is displayed. 1. In the navigation pane, from the expanded Operator menu, click the Notes link. The Operator Notes page displays, as shown on the next page. 2-32 Professional Development Program

CCTA: Administrator How to Add a CCTA Operator Note 2. Click the New button. The Operator Details page redisplays with the fields enabled. 3. Enter text in the Note field. Note: Click the Spellcheck button ( ) to check for spelling errors. 4. From the Type dropdown list, select the type of note you are adding. Professional Development Program 2-33

How to Add a CCTA Operator Note CCTA: Administrator 5. In the Date field, enter the date of the note manually or by using the calendar ( ) icon. 2-34 Professional Development Program

CCTA: Administrator How to Add a CCTA Operator Note 6. Click the Save button. The note is saved and becomes viewable to CCTA administrators and supervisors with permissions to access the Operator pages. See below to view the note in the Notes List. Practice Access the Operator Notes page and add additional notes. Professional Development Program 2-35

How to Add a CCTA Operator Note CCTA: Administrator Task Summary Review In this task, you learned how to add a CCTA operator note. A summary of the steps follows: Access the Operator Notes page. Click the New button. Enter text in the Note field. From the Type drop-down list, select the type of note you are adding. In the Date field, enter the date of the note manually or by using the calendar icon. Click the Save button. 2-36 Professional Development Program

CCTA: Administrator How to Change a CCTA Operator s Password How to Change a CCTA Operator s Password Introduction Importance Changing a CCTA Operator s Password Demonstration Security is vital in maintaining a CCTA operator s account records in the CCTA database. If the operator s password has been forgotten or possibly stolen, it is important that it is changed as soon as possible. This task is completed on the Operator Details page. The CCTA database contains personal information for children in child care and the parents/caretakers of those children. It is imperative that the security of this information is not compromised. A CCTA operator s account is password protected; therefore, it is important that the CCTA operator has their password changed, if necessary. Your instructor will demonstrate the steps to change a CCTA operator s password as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 1. In the navigation pane, from the expanded Operator menu, click the Search link. The Operator Search page displays, as shown on the next page. Professional Development Program 2-37

How to Change a CCTA Operator s Password CCTA: Administrator 2. In the Last Name and First Name fields, enter the operator s name. Note: When you enter information in two fields, your search is inclusive, which means both criteria are used to return a result. 3. Click the Search button. The search results display in the Search Results table below the search fields. 4. In the Operator column, click the name of the operator you need to reset the password for. Note: If there are no operators in CCTA based on the criteria you entered, the Search Results: No items found text will display. To search for all records in your district, leave the search fields blank by clicking the Clear button and then click the Search button. 2-38 Professional Development Program

CCTA: Administrator How to Change a CCTA Operator s Password 5. Click the Edit button. The Operator Details page redisplays with the fields enabled. 6. In the Password field, enter a new password for the account. Note: The password must contain at least one numeric character and be at least eight characters in length. 7. Click the Force password change checkbox to require the operator to change their password when he or she logs in for the first time. Professional Development Program 2-39

How to Change a CCTA Operator s Password CCTA: Administrator 8. Click the Save button. Note: As the administrator, you need to notify the operator of the new password. Note: The operator is locked out of CCTA after five failed attempts to log in. To change their password at this point, you would perform steps 1-7. You would also need to uncheck the Locked checkbox and continue with step 8. Practice Task Summary Review Create another new operator with the Force password change option checked. For training purposes only, pretend you are the new operator. Log out of CCTA, log back in as the newly created operator, and test the password change option. In this task, you learned how to change a CCTA operator s password. A summary of the steps follows: Search for and select the operator. Click the Edit button. In the Password field, enter a new password for the account. Click the Force password change checkbox to require the operator to change their password when he or she logs in for the first time. Click the Save button. Notify the operator of the new password. 2-40 Professional Development Program

CCTA Administrator Lesson 2 Summary Lesson 2 Summary Lesson 2 Summary Review In this lesson, you learned how to: Create and edit roles and permissions Add a payment technician operator flag Search for an existing operator Review and edit details specific to an operator account Add an operator Add notes to an operator s account Change an operator s password Professional Development Program 2-41

CCTA: Administrator Searching and Reviewing Program Information Lesson 3 Searching and Reviewing Program Information Introduction Program funding information is added to CCTA by OCFS staff. Program types include NYS Block Grant, Protective, TANF, and Title XX. Program Search page Item Name (Items are listed in the order of placement on the CCTA Program Search page.) Search Clear Program Name Description Program Type Item Description The Search button allows you to search for a specific program. The Clear button clears all fields on the Program Search page. The Program Name field represents the name of the funding program. The Description field stores information that describes the name in the Program Name field. The Program Type Select >> link is used to search for NYS Block Grant, Protective, TANF, and Title XX. Professional Development Program 3-1

Searching and Reviewing Program Information CCTA: Administrator Item Name (Items are listed in the order of placement on the CCTA Program Search page.) Item Description Program Flags Age Check Child Age Min Yrs./Mon. Alpha Code Program Director Phone Number Fax Number Email Age Check Date Child Age Limit Yrs./Mon. Status Search Options The Program Flags Select >> link is used to search by other program characteristics, such as Special Education. The Age Check drop-down list is used to select Age or Grade. This selection enables the Child Age (or Grade) Min and Limit fields. The Child Age Min Yrs. and Mon. fields are used to store the minimum age of a child for the selected program. The Alpha Code field comes from WMS and will display on some reports run by OCFS. The Program Director field is used for the program director s name. The Phone Number field is used for the program director s telephone number. The Fax Number field is used for the program director s fax number. The Email field is used for the program director s email address. The Age Check Date field is used to trigger a grade check based on the child s age as of a specific date. The Child Age Limit Yrs. and Mon. fields are used to store the maximum age of a child for the selected program. The Status Select >> link is used to select the program s status of Active or Inactive. The Search grid returns the results of your program search. The Options button allows you to configure the Search grid. 3-2 Professional Development Program

CCTA: Administrator Searching and Reviewing Program Information Purpose Lesson Overview Lesson Objectives The purpose of this lesson is to use the Program Search page to learn how to search for and review program funding information added to CCTA by OCFS staff. In this lesson, you will learn how to search for program information and review the search results. In this lesson, you will learn how to: Search for a program using the Program Search page Review search results to gain additional program details Order of Topics Topic See Page How to Search for Program Information 3-4 Lesson 3 Summary 3-7 Professional Development Program 3-3

How to Search for Program Information CCTA: Administrator How to Search for Program Information Introduction Importance Searching for Program Information Demonstration Program funding information is stored in CCTA and can be searched by program name, program type, and program contact information. The Program Search page displays the search fields necessary to obtain program funding search results for your review. Results display program name and program type. You can also access additional program details added by OCFS staff for each program. Your instructor will demonstrate the steps to search for program information as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 1. In the navigation pane, expand the Program menu and click the Search link. The Program Search page displays, as shown on the next page. 3-4 Professional Development Program

CCTA: Administrator How to Search for Program Information 2. Click the Search button to search for all funding programs. Note: To narrow your search results, enter search criteria based on the data fields on the Program Search page (e.g., Program Name, Program Type, and Program Director). The search results display. You may need to scroll down to view the entire list. 3. Review the search results. Click the link to a program name in the Program Name column to view additional details. The Program page displays, as shown on the next page. Professional Development Program 3-5

How to Search for Program Information CCTA: Administrator 4. Review the data. Practice Task Summary Review Search for a different funding program and review the data. In this task, you learned how to search for program information. A summary of the steps follows: Access the Program Search page. Click the Search button and review the search results. 3-6 Professional Development Program

CCTA: Administrator Lesson 3 Summary Lesson 3 Summary Lesson 3 Summary Review In this lesson, you learned how to: Search for a program using the Program Search page Review search results to gain additional program details Professional Development Program 3-7

CCTA: Administrator Completing Administration Functions Lesson 4 Completing Administration Functions Introduction Purpose CCTA Administration functions are primarily pages that contain settings that are assigned a specified value in order to configure page information and notifications accessed by all CCTA operators. CCTA is programmed for NYS and local district use, but you may find that your district would like to modify some of the system options to fit the needs of your local district CCTA operators. The purpose of this lesson is to access the Administration section of CCTA and familiarize yourself with the tables and tools that can be modified to support the efficient use of CCTA by its operators. Administration menu Professional Development Program 4-1

Completing Administration Functions CCTA: Administrator Lesson Overview Lesson Objectives In this lesson, you will learn how to access the Administration pages in order to customize tools used throughout CCTA. A sampling of administrative tasks will be demonstrated in detail throughout this lesson. In this lesson, you will learn how to: Access the Administration pages Reassign a case worker/manager Review and edit WPI settings Modify eligibility levels Access and view attendance codes and groups Access and create calendar information Access and modify RMR information View logged on users Order of Topics Topic See Page How to Reassign a Case Worker/Manager 4-3 How to Review and Edit WPI Settings 4-11 How to Modify Eligibility Levels 4-16 How to Review Attendance Codes 4-23 How to Review Attendance Groups 4-27 How to Access and Create a New CCTA 4-30 Calendar How to Access and Modify RMR 4-38 How to View Logged on Users 4-43 Lesson 4 Summary 4-46 4-2 Professional Development Program

CCTA: Administrator How to Reassign a Case Worker/Manager How to Reassign a Case Worker/Manager Introduction Case work can be transferred or reassigned via the Reassign Case Worker administration page. Reassign Case Worker page Item Name (Items are listed in the order of placement on the CCTA Reassign Case Worker page.) Transfer Type Family Worker Status New Family Worker Options Family List Item Description The Transfer Type drop-down list represents the type of case that is being transferred from one case worker/manager to another (Family- Worker, Provider-Worker, or Provider- Payment Technician). The Family Worker Select >> link allows you to select the name of the case worker/ manager currently assigned to the case. The Status Select >> link allows you to select the current case status to be transferred to another worker. The New Family Worker Select >> link allows you to select the name of the case worker/manager receiving the transferred case. The Options button allows you to configure your view of the search results (up to 99 per page). The default is 10 per page. The Family List table includes the cases assigned to the case worker/manager. You may select a few cases or all of them depending on which cases need to be transferred. Professional Development Program 4-3

How to Reassign a Case Worker/Manager CCTA: Administrator Importance Reassigning a Case Worker/ Manager Demonstration The Reassign Case Worker page displays the transfer type and list of cases being reassigned from one case worker/manager to another. CCTA tracks every operator who has been or is currently assigned to a case. This is essential for efficient caseload management. This is also helpful when you need to create and/or revisit the history for a particular case. Your instructor will demonstrate the steps to reassign a family or provider to a different case worker/manager as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 1. In the navigation pane, expand the Administration menu and click the Reassign Case Worker link. The Reassign Case Worker page displays. 2. From the Transfer Type dropdown list, select Family - Worker, Provider - Worker, or Provider - Payment Technician, as appropriate. 4-4 Professional Development Program

CCTA: Administrator How to Reassign a Case Worker/Manager 3. Click the Family Worker Select >> link to select the current case worker. The Operator-Search-Selector -- Webpage Dialog box displays. 4. Click the Search button to search for all case workers. The Operator-Search-Selector -- Webpage Dialog box redisplays with the list of CCTA operators, as shown on the next page. Note: You can also narrow down the list of results by entering a name in the First Name or Last Name fields, or choosing a role via the Operator Roles link. Professional Development Program 4-5

How to Reassign a Case Worker/Manager CCTA: Administrator 5. Click the radio button to the left of the case worker s name to make your selection, and then click the OK button. Note: You may need to scroll down to see the complete listing. The family worker is now selected with their Family List displayed below. 4-6 Professional Development Program

CCTA: Administrator How to Reassign a Case Worker/Manager 6. Click the Status Select >> link to access the list of family statuses. The Multi-Selector -- Webpage Dialog box displays. 7. Select the appropriate status(es) from the list, and then click the OK button. 8. Click the New Family Worker Select >> link to select the case worker receiving the reassigned case(s). The Operator-Search-Selector -- Webpage Dialog box displays, as shown on the next page. Professional Development Program 4-7

How to Reassign a Case Worker/Manager CCTA: Administrator 9. Perform the search steps as completed earlier in this task to select the case worker receiving the transferred case(s) via the New Case Worker Select >> link, and then click the OK button. 10. In the Family List table, click the checkbox(es) to the left of each case(s) to be transferred. In this example, the family cases are being reassigned from Cindy Case to Candy Cisco, as shown on the next page. 4-8 Professional Development Program

CCTA: Administrator How to Reassign a Case Worker/Manager 11. Click the Reassign button to complete the transfer of the selected cases. Note: If all the families are being reassigned, you may click the + button to select all families. The Message from webpage dialog box displays. 12. Click the OK button to complete the reassignment. Practice Transfer work to a different case worker. Professional Development Program 4-9

How to Reassign a Case Worker/Manager CCTA: Administrator Task Summary Review In this task, you learned how to reassign a case worker. A summary of the steps follows: Access the Reassign Case Worker page. From the Transfer Type drop-down list, select Family Worker, Provider Worker, or Provider Payment Technician, as appropriate. Click the Family Worker Select >> link to select the current case worker. From the Operator-Search-Selector -- Webpage Dialog box, click the Search button to search for all case workers, then make your selection and click the OK button. Click the Status Select >> link to access the list of family statuses. From the Multi-Selector -- Webpage Dialog box, select the appropriate status(es) from the list, and then click the OK button. Click the New Family Worker Select >> link to select the case worker receiving the reassigned case(s). From the Operator- Search-Selector -- Webpage Dialog box, click the Search button to search for all case workers, then make your selection and click the OK button. In the Family List table, click the checkbox(es) to the left of each case(s) to be transferred. Click the Reassign button, and then click the OK button. 4-10 Professional Development Program

CCTA: Administrator How to Review and Edit WPI Settings How to Review and Edit WPI Settings Introduction The WPI List is a comprehensive list of system settings. WPI represents Warn (W), Prevent (P), and Ignore (I). WPIs automatically generate and display when performing CCTA tasks that trigger a warning and need your attention before advancing in the task. WPI Settings page Item Name (Items are listed in the order of placement on the CCTA WPI Settings page.) Edit Systemwide Default Settings and Locks WPI List ID Name Description Item Description The Edit button allows you to modify the WPI s type settings that are not locked by the state. WPIs can be set at the district level. In cases where the state sets a WPI level, the Systemwide Default Settings and Locks checkbox is checked to indicate that it cannot be set at the district level. The WPI List is a comprehensive list of system settings. The ID column contains a numeric ID for the WPI setting. The Name column contains the name of the WPI setting. The Description column contains text used to describe the WPI setting. Professional Development Program 4-11

How to Review and Edit WPI Settings CCTA: Administrator Item Name (Items are listed in the order of placement on the CCTA WPI Settings page.) Locked Type Parameters Item Description The Locked column indicates whether the operator s account is locked or not. Reasons for a locked account may include too many failed login attempts, password parameters not being met, etc. The Type column contains a drop-down list to select Warn, Prevent, or Ignore. The Parameters column contains specific requirements or variables for the WPI setting. Importance The WPI Settings page displays the WPI type (Warn, Prevent, or Ignore) for each default setting. You can alter the WPI type for each from the dropdown list located in the Type column of the WPI List. Reviewing and Editing WPI Settings Demonstration Your instructor will demonstrate the steps to review and edit WPI settings as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 1. In the navigation pane, from the expanded Administration menu, click the WPI Settings link. The WPI Settings page displays, as shown on the next page. 4-12 Professional Development Program

CCTA: Administrator How to Review and Edit WPI Settings 2. Review the WPI List. The list is lengthy. You will need to scroll down to view all of the entries. 3. Click the Edit button to modify WPI type settings in the list. The WPI Settings page redisplays with the Type drop-down list enabled, as shown on the next page. Professional Development Program 4-13

How to Review and Edit WPI Settings CCTA: Administrator 4. Scroll down to locate the WPI record you need to update. 5. From the Type dropdown list, select the appropriate setting (Warn, Prevent, or Ignore). In this example, we are changing the WPI type for the Age Exceeds Special Need Limit record from Warn to Prevent. 6. Click the Save button to process the change. Note: Making changes to these WPIs will affect the whole district. Practice Access the WPI Settings page and edit a different record. 4-14 Professional Development Program

CCTA: Administrator How to Review and Edit WPI Settings Task Summary Review In this task, you learned how to review and edit WPI settings. A summary of the steps follows: Access the WPI Settings page. Review the WPI List. Click the Edit button. Locate the WPI setting you need to change. From the Type drop-down list, select the appropriate setting (Warn, Prevent, or Ignore). Click the Save button. Professional Development Program 4-15

How to Modify Eligibility Levels CCTA: Administrator How to Modify Eligibility Levels Introduction Eligibility levels for each program type are stored on the Eligibility Levels page in CCTA. If a district-wide decision is made to alter the percentage of poverty used to determine eligibility, you must access this area of CCTA to make the necessary edits. Eligibility Levels page Item Name (Items are listed in the order of placement on the CCTA Eligibility Levels page.) Edit Delete History Effective Date Status Increment Amount Item Description The Edit button updates changes. The Delete button deletes a selected program. The History button keeps a history of programs. The Effective Date field contains the date that the eligibility levels are in effect. The Status field indicates if the eligibility level for the specified program is Active or Inactive. The Increment Amount field represents the increased change of the poverty level based on an increase of one in the family size. 4-16 Professional Development Program

CCTA: Administrator Item Name (Items are listed in the order of placement on the CCTA Eligibility Levels page.) Multiplier Max. Income Percentage Programs Eligibility Levels How to Modify Eligibility Levels Item Description The Multiplier field displays an incremental increase in poverty level for family size (i.e., the additional amount allowed when going from a family size of 2 to 3 to 4, etc.). The Max. Income Percentage field displays the maximum income percent allowed. The Programs field contains the names of the funding program(s). You can view additional programs through the Programs View >> link. The Eligibility Levels table includes poverty income levels based on family size and the eligibility levels for child care per funding program. Importance Modifying Eligibility Levels Demonstration Accurately determining eligibility is critical to families seeking assistance. It is essential that the Eligibility Levels page be current at all times. Your instructor will demonstrate the steps to modify an eligibility level as you perform the same steps on your training computer. Before you begin, navigate to the Home page. Professional Development Program 4-17

How to Modify Eligibility Levels CCTA: Administrator 1. In the navigation pane, from the expanded Administration menu, click the Eligibility Levels link. The Eligibility Levels page displays. 2. Review the Eligibility Levels table. Notice the percentage of poverty level per family size for each program type. 4-18 Professional Development Program

CCTA: Administrator How to Modify Eligibility Levels 3. Click the Edit button to begin the steps to modify the percentage of poverty level, which calculates a new income level for determining program eligibility. The Eligibility Levels page redisplays with the text fields enabled for Status, Increment Amount, Multiplier, Max. Income Percentage, and % (percentage level), as shown on the next page. Professional Development Program 4-19

How to Modify Eligibility Levels CCTA: Administrator 4. Edit the Increment Amount, Multiplier, and % (percentage level) fields as necessary by entering the appropriate amounts in the fields. You may also need to update the Change reason and Effective Date fields, if appropriate. Tip: To enter the new percentage level in each row of the table (for each family size), copy the number in the first cell and paste it in all subsequent cells. In this example, we will lower the eligibility level from 200% of poverty to 180% of poverty for the Child Care Block Grant(NYSCCBG)- Low Income program. Note: Once the Edit button is selected, the fields in red become required fields. 4-20 Professional Development Program

CCTA: Administrator How to Modify Eligibility Levels 5. Click the Calculate button to recalculate the dollar amounts based on the change in percentage level. Then, notice the change in the dollar amounts. 6. Click the Save button. Professional Development Program 4-21

How to Modify Eligibility Levels CCTA: Administrator Practice Task Summary Review Change the percentage level and recalculate dollar amounts for a different program type. In this task, you learned how to modify eligibility levels. A summary of the steps follows: Access the Eligibility Levels page. Review the Eligibility Levels table. Click the Edit button. Make changes to the Increment Amount, Multiplier, and % (percentage level) fields as necessary by entering the appropriate amounts in the fields. Note: You may also need to update the Change reason and Effective Date fields, if appropriate. Click the Calculate button. Click the Save button. 4-22 Professional Development Program

CCTA: Administrator How to Review Attendance Codes How to Review Attendance Codes Introduction Attendance codes are used by district staff on the Payment page to determine the attendance for individual children. If your district would like to implement or change the CCTA Attendance Codes functionality, please contact the OCFS CCTA Support Center. Attendance Codes page Item Name (Items are listed in the order of placement on the CCTA Attendance Codes page.) New Attendance Code Description Display Code Display Color Item Description The New button allows you to create a new attendance code. The Attendance Code drop-down list includes the following codes by default: Absent, Absent Extenuating Circumstances, Holiday, Not Scheduled, Present, Present Override, Program Closure, and Sick. The Description field contains a brief description of the type of attendance code (e.g., Absent, Present, Sick). Note: This is a required field. The Display Code field contains a CCTA code which represents the selected attendance code. Note: This is a required field. The Display Color field contains a CCTA color code, which represents the color displayed in CCTA for the selected attendance code. Note: This is a required field. Professional Development Program 4-23

How to Review Attendance Codes Item Name (Items are listed in the order of placement on the CCTA Attendance Codes page.) Note Attendance Group Status Absent KinderConnect Code Parent Fee Required Reimbursable Excused Contracted Reimburse Not Scheduled Override Daily Limit Item Description CCTA: Administrator The Note field is used for entering additional text pertaining to the selected attendance code. The Attendance Group field indicates one of the following codes: Always Paid, Extenuating Per Month, Routine Per Month, or Routine Per Period. The Status field indicates Active or Inactive. Note: This is a required field. The Absent Yes/No field indicates whether or not a child is absent, based on the selected attendance code. The KinderConnect Code field indicates one of the four CCTA codes: Absent, Holiday, Program Closure, or Sick. The Parent Fee Required Yes/No field indicates whether or not a parent fee is required, based on the selected attendance code. The Reimbursable Yes/No field indicates whether or not the absence is reimbursable based on the selected attendance code. The Excused Yes/No field indicates whether or not the absence is excused based on the selected attendance code. The Contracted Yes/No field indicates whether or not the absence is contracted based on the selected attendance code. The Reimburse Not Scheduled Yes/No field indicates whether or not the absence is scheduled based on the selected attendance code. The Override Daily Limit Yes/No field indicates whether or not the attendance code is used for a varying schedule, based on the selected attendance code. Importance Attendance codes are used for providers on the Payment page to determine whether or not the child attended a specific day and will be paid for day care. These attendance codes are determined by your county plan. This information is entered once and is only changed if the county plan is updated. 4-24 Professional Development Program

CCTA: Administrator How to Review Attendance Codes Reviewing Attendance Codes Demonstration Your instructor will demonstrate the steps to review attendance codes as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 1. In the navigation pane, from the expanded Administration menu, click the Attendance Codes link. The Attendance Codes page displays. 2. From the Attendance Code dropdown list, select a code to display the for corresponding code information below. Professional Development Program 4-25

How to Review Attendance Codes CCTA: Administrator 3. View the information related to the attendance code selected. Note: If modifications are necessary, contact the OCFS CCTA Support Center. Practice Task Summary Review Select a different code from the Attendance Code drop-down list and view the information. In this task, you learned how to review attendance codes. A summary of the steps follows: Access the Attendance Codes page. Select an attendance code from the Attendance Code drop-down list and review the information. 4-26 Professional Development Program

CCTA: Administrator How to Review Attendance Groups How to Review Attendance Groups Introduction In the previous topic, you learned how to review attendance codes. In this topic, you will learn how to review attendance groups. If your district would like to implement or change the CCTA Attendance Groups functionality, please contact the OCFS CCTA Support Center. Attendance Groups page Item Name (Items are listed in the order of placement on the CCTA Attendance Groups page.) New Edit Delete Attendance Group Effective Date Description Item Description The New button allows you to create a new attendance group. The Edit button allows you to edit an existing attendance group. The Delete button removes an attendance group from the drop-down list. The Attendance Group drop-down list includes the following codes by default: Always Paid, Extenuating Per Month, Routine Per Month, and Routine Per Period. The Effective Date is the date the group was activated. The Description field contains a brief description of the type of attendance group (e.g., Always Paid, Routine Per Month). Note: This is a required field. Professional Development Program 4-27

How to Review Attendance Groups Item Name (Items are listed in the order of placement on the CCTA Attendance Groups page.) Max Days Per Period Period Length Units Start Date Item Description CCTA: Administrator The Max Days Per Period field contains the maximum number of days for the period. Note: This is a required field. The Period Length field determines the length of the period. Note: This is a required field. The Units field contains a list of three timeframes: Days, Months, and Quarter. Note: This is a required field. The Start Date field allows the district to decide when the group will take effect. Importance Reviewing Attendance Groups Demonstration Attendance groups are used to group attendance codes together for payment options to the providers. Your instructor will demonstrate the steps to review attendance groups as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 1. In the navigation pane, from the expanded Administration menu, click the Attendance Groups link. 4-28 Professional Development Program

CCTA: Administrator How to Review Attendance Groups The Attendance Groups page displays. 2. From the Attendance Group dropdown list, select a group to display the for corresponding group information below. 3. View the information related to the attendance code selected. Note: If modifications are necessary, contact the OCFS CCTA Support Center. Practice Task Summary Review Select a different Attendance Group and view the information. In this task, you learned how to review attendance groups. A summary of the steps follows: Access the Attendance Groups page. Select an attendance group from the Attendance Group dropdown list and review the information. Professional Development Program 4-29

How to Access and Create a New CCTA Calendar CCTA: Administrator How to Access and Create a New CCTA Calendar Introduction In the previous topic, you learned how to review attendance groups. In this topic, you will learn how to access and create a new CCTA calendar. Calendar page Item Name (Items are listed in the order of placement on the CCTA Calendar page.) New Edit Delete Copy Calendar Item Description The New button creates a new calendar. The Edit button allows you to edit an existing calendar. The Delete button allows you to delete an existing calendar from the drop-down list. The Copy button allows you to copy an existing calendar, and then rename, edit, and/or save the calendar as a new one. The Calendar drop-down list includes the following options: Default Provider Year Round, Provider <year> and Default School Calendar. Based on the selection, Calendar Type, Calendar Name, Include Weekends, and Month will display with default information. 4-30 Professional Development Program

CCTA: Administrator How to Access and Create a New CCTA Calendar Item Name (Items are listed in the order of placement on the CCTA Calendar page.) Calendar Type Calendar Name Default Status Include Weekends Month Delete Fill Month Day Status Count (FY <year>) Count (<year>) Item Description The Calendar Type field indicates one of the following options: Provider, School, and Agency. The Calendar Name field displays the userdetermined name of the calendar. The Default Status field includes the following options: Open and Closed. The Include Weekends field indicates if you wish to include weekend dates in the calendar. The Month section includes the month of the calendar year. You can click the arrow buttons to the left and right of the month name (< and >) to move to a previous or upcoming month. To add a new start month or end month for the selected calendar type, click the <+ or +> button. The Delete button allows you to delete a month from the range you have chosen. The Fill Month button allows you to select the Open or Closed radio button from the Day Status table and fill the whole month as open or closed. The Day Status column displays information about whether the day care facility was closed or open. The Count (FY <year>) column displays the number of days the day care facility was closed or open during the specified fiscal year. The Count (<year>) column displays the number of days the day care facility was closed or open during the specified year. Importance Accessing and Creating a New Calendar Demonstration A calendar is required to be in place for the time period a family is in care and the providers are being paid. Additional calendars may be created to configure various pieces of school calendar information within CCTA. This will automate payment calculations to include when schools are officially closed or opened. Your instructor will demonstrate the steps to access and create a new calendar as you perform the same steps on your training computer. Before you begin, navigate to the Home page. Professional Development Program 4-31

How to Access and Create a New CCTA Calendar CCTA: Administrator 1. In the navigation pane, from the expanded Administration menu, click the Calendar link. The Calendar page displays. 2. From the Calendar drop-down list, select a calendar to view the calendar details. 3. Click the New button to create a new calendar. 4-32 Professional Development Program

CCTA: Administrator How to Access and Create a New CCTA Calendar 4. From the Calendar Type dropdown list, select Provider. Note: Calendar Type choices are Provider (default), School, and Agency. 5. In the Calendar Name field, enter a name for the calendar. Note: The Default Status field will automatically default to Open. 6. Click the Open Day Status radio button, if not selected. Professional Development Program 4-33

How to Access and Create a New CCTA Calendar CCTA: Administrator 7. Click the Include Weekends checkbox to include Saturdays and Sundays. 8. From the Month drop-down list, select the month/ year if you need to display a different month. Click the Fill Month button to select every day of the month, if appropriate. 4-34 Professional Development Program

CCTA: Administrator How to Access and Create a New CCTA Calendar 9. Click the +> (Add new end month) button to add months to the end of the calendar. Note: Click the button repeatedly to reach the desired end month. You can also click the <+ (Insert new start month) button to add months to the beginning of the calendar. Notes: When starting in January you would select the +> (Add new end month) button. If you are creating a school calendar you would start with the month the school calendar starts and continue adding months. If you add a school calendar that includes months that are closed, you would click the Closed radio button and select the Fill Month button to indicate it as closed. The Message from webpage dialog box displays. 10. Click the OK button to add a new month. Note: This dialog box displays after each addition of a new month. Repeat steps 8 and 9 until you reach the desired end or start month. Professional Development Program 4-35

How to Access and Create a New CCTA Calendar CCTA: Administrator 11. Click the Save button to complete the new calendar. Practice Create a new Calendar and view the information. 4-36 Professional Development Program

CCTA: Administrator How to Access and Create a New CCTA Calendar Task Summary Review In this task, you learned how to access and create a new CCTA calendar. A summary of the steps follows: Access the Calendar page. From the Calendar drop-down list, select the calendar to view the calendar details. Click the New button. From the Calendar Type drop-down list, select Provider, School, or Agency. In the Calendar Name field, enter a descriptive name for the calendar. Click the Open Day Status radio button. If open on Saturdays and Sundays, click the Include Weekends checkbox. From the Month drop-down list, select the month/year if you need to display a different month. Click the Fill Month button to select every day of the month. Continue to add months using the month navigation buttons to include the time frame you are establishing. If you need to set a new end month, click the +> (Add new end month) button advance to the desired month and then click the OK button on the Message from webpage dialog box. Note: Click the <+ (Insert new start month) button to add months to the beginning of the calendar. Click the Save button to complete the new calendar. Professional Development Program 4-37

How to Access and Modify RMR CCTA: Administrator How to Access and Modify RMR Introduction In the previous topic, you learned how to access and create a new CCTA calendar. In this task, you will learn how to access and modify RMR (Regional Market Rates). RMR page Item Name (Items are listed in the order of placement on the CCTA RMR page.) District Provider Type Effective Date Status RMR Table Item Description The District drop-down list defaults to your local district. Based on the district selected from the District drop-down list, the Provider Type drop-down list includes a selection of all provider types associated with the rate. The Effective Date field displays the date that the market rates become effective in CCTA. The Status field allows you to select active or inactive as a status. The RMR Table includes the results of the Provider Type detail rates. Importance Accessing and Modifying RMR Demonstration To calculate payments correctly, the local district s RMR information must be entered in CCTA. The system looks to this information to calculate payments which will be processed and sent to BICS for further distribution. Your instructor will demonstrate the steps to access and modify RMR as you perform the same steps on your training computer. Before you begin, navigate to the Home page. 4-38 Professional Development Program

CCTA: Administrator How to Access and Modify RMR 1. In the navigation pane, from the expanded Administration menu, click the RMR link. The RMR page displays. 2. From the Provider Type dropdown list, select the provider type for which you need to access RMR information. Professional Development Program 4-39

How to Access and Modify RMR CCTA: Administrator 3. Review the rates table and then click the Edit button. The data entry RMR page displays. 4. Modify the rate values for the different rate categories. 5. In the Effective Date field, change the date to the date that the new rates will become effective. Note: The left calendar icon ( ) opens the date selector. The right calendar icon ( ) automatically inserts today s date. 4-40 Professional Development Program

CCTA: Administrator How to Access and Modify RMR 6. Click the Save button. The RMR page re-displays. Note: The RMRs are updated approximately every two years by OCFS. 7. Review the modified rates. Practice Modify the rates for another service area. Professional Development Program 4-41

How to Access and Modify RMR CCTA: Administrator Task Summary Review In this task, you learned how to access and modify RMR information. A summary of the steps follows: Access the RMR page. From the Provider Type drop-down list, select the provider type for which you need to access RMR information. Review the rates table. Click the Edit button. Make changes to the rate fields. In the Effective Date field, change the date to the date that the new rates will become effective. Click the Save button and review the modified rates. 4-42 Professional Development Program

CCTA: Administrator How to View Logged On Users How to View Logged On Users Introduction In the previous topic, you learned how to access and modify RMRs. In this task, you will learn how to view logged on users in CCTA. Logged On Users page Item Name (Items are listed in the order of placement on the CCTA Logged on Users page.) Refresh Logged-On Operators Operator Login DateTime Login Session ID Client IP Address Browser Info Item Description The Refresh button returns a list of operators logged in to CCTA including the time of login and the IP address of their location. The Logged-On Operators grid provides a listing of all users currently logged in to CCTA. The Operator field indicates the operator s user name. The Login DateTime field displays the date and time the operator logged in to CCTA. The Login Session ID field displays an assigned system-generated ID. The Client IP Address field displays the IP address of the logged in user. The Browser Info field displays the user s computer system details. Importance Viewing Logged On Users Demonstration The Logged On Users page provides a quick snapshot of the individuals logged in to CCTA. This page maintains up-to-the-minute accuracy and provides computer information for each individual, including IP address, browser information, and version of operating system. Your instructor will demonstrate the steps to view logged on users as you perform the same steps on your training computer. Before you begin, navigate to the Home page. Professional Development Program 4-43

How to View Logged On Users CCTA: Administrator 1. In the navigation pane, from the expanded Administration menu, select Logged On Users. The Logged On Users page displays. 2. Click the Refresh button. 3. Click the Select link to view the details of the recent logged on user. 4-44 Professional Development Program