DEL seeks Early Adopters for new attendance system!

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Hey subsidy providers: we have a great opportunity for you to voice your opinions and help other providers in your community! The Department of Early Learning (DEL) is seeking 200 child care providers to test out and provide feedback on our new electronic attendance system!

These “Early Adopters” will be able to try out the system before next spring, when it will be rolled out to all subsidy providers who don’t already have electronic attendance systems. Early Adopters will receive an orientation on the system and test it out in their own care settings. Then, they will provide their feedback on the system.

DEL will use this feedback from the Early Adopters to improve the system and adjust the orientation to better accommodate all providers, including those who have limited technological expertise.

Washington’s electronic attendance system was created because the federal government is requiring that we improve our attendance recordkeeping for child care subsidies. This new system will not only meet that requirement, but will save providers time, cost taxpayers less, and reduce attendance inaccuracies.

The new system is a simple, easy-to-use software program that works on an electronic device such as a tablet, smartphone, or computer.

Why should I volunteer to be an Early Adopter?

There are several benefits to becoming an Early Adopter of the electronic attendance system. Early Adopters will:

• Be among the first to try out this new system, which will soon be deployed in child care centers and family homes, and to Family, Friends, and Neighbors (FFN) providers across the state;
• Be able to make the orientation and the system better for other providers in their communities;
• Receive monetary compensation for the time they spend participating in the orientation and testing this new electronic attendance system; and
• Be fluent in system use by the time mandatory use is required in July 2018 for providers accepting subsidy families. 

What would I need to do as an Early Adopter?

Electronic attendance system Early Adopters are required to:

• Fill out an initial survey to indicate their interest in being an Early Adopter;
• Participate in the orientation for the new electronic attendance system;
• Use the system where they provide care for one week; and
• Complete a feedback survey about their experience with the orientation and another about using the system.

We anticipate that Early Adopters will need to spend no more than five hours outside of working hours participating in the orientation, setting up the system, and providing feedback.

Who can become an Early Adopter?

DEL is looking for a wide range of childcare providers to test out the system. We want to represent child care providers across the state, including rural and urban providers; child care centers, family home providers, and FFN providers; and providers who speak languages other than English. Because we are looking for a representative group of Early Adopters, not all those who volunteer will be chosen to participate.

If you are interested in becoming an Early Adopter of the electronic attendance system, complete this online form by December 15. Early Adopter applicants will be notified as to whether they have been chosen by January 1, 2018.

For more information on the electronic attendance system, including a complete timeline of the system’s roll-out, visit the Attendance Project website. If you have questions about the electronic attendance system or the Early Adopters phase of the project, e-mail the Department of Early Learning at communications@del.wa.gov or call (360) 725-4430.

Digital Attendance Project Marks Key Progress

As we previously reported in our blog, the Department of Early Learning is purchasing a digital attendance system to simplify and improve how we track children’s participation in subsidized child care. We’ll be replacing manual paper attendance systems with modern, off-the-shelf, cloud-based software. We’re pleased to announce that DEL has signed a contract with a company called Controltec to provide us with our system!

We’re excited to move into the next phase of this project – configuring the purchased system to suit DEL’s needs. Over the next few months we’ll also work with Controltec to train DEL staff on the system so they can provide top-notch support to providers.

The big question on the minds of many providers is “when will this affect me?” Providers who accept state subsidies for child care will be required to use some form of digital attendance system after the full rollout is complete. DEL understands that a new process and technology can’t be simply handed out without support. In phases, DEL will train providers on the new system, ensuring that trainings are delivered in a variety of ways and languages.

Beginning in January, 2018 we will start with an “early adopters” phase of the system roll-out. This will give us the opportunity to test out our training and deployment methods with a small cross-section of providers before the full roll-out. Then, with lessons learned from that effort, we’ll conduct training and make the system available to all providers from late February through March.

We’re still working on the process for recruiting the early adopters, but we know that we’ll be looking for volunteers from family homes, child care centers, and Family, Friends, and Neighbors providers from a variety of communities across the state. Luckily we have a lot more flexibility with this phase than we did with our usability testing, so we’ll be able to engage providers better. We’ll be sure to reach out to you when we have more details about participating in the early adopters group. Keep an eye on our blog, Facebook, and Twitter accounts. Our partners at SEIU 925 and Child Care Aware will also help us get the word out.

Want to learn more about the digital attendance project? Visit our webpage to get answers to frequently asked questions at https://del.wa.gov/Attendance-Project. 

REVISED: DEL is Seeking Volunteers to Participate as an Attendance Project Usability Tester

We do not need any more volunteers for usability testing.  Due to the tremendous response to our call for volunteers--all of the usability sessions have been filled. 

Thank you to all of the people that volunteered to test the usability of several of the attendance systems DEL is evaluating for purchase.  Your feedback will help DEL find the best attendance tracking system for our state. 

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The Department of Early Learning (DEL) is currently working through a new attendance system which will track attendance of children participating in Washington’s child care subsidy program. The process is currently done on paper forms, creating a complicated and confusing process for families, providers, and the State. With the federal government now requiring us to improve our child care subsidy attendance records, we are in the process of selecting an electronic attendance system. This new system will track, store, and report on child attendance to support provider billing. The digital system should be easier to use and more accurate. The goals of the Attendance Project are to:  

• Replace the manual paper attendance system used by most providers with a modern, off-the-shelf, cloud-based software.
• Reduce the amount of time that providers and State workers spend tabulating attendance hours.
• Reduce billing inaccuracies and over-payments with internal controls over child care payments.
• Implement the new system in a manner that supports providers’ different comfort levels with technology.

Prior to committing to an attendance system we need your help.  We are seeking volunteers, licensed child care providers and parents using licensed care, to test the usability of systems we are evaluating for purchase and provide feedback. Your feedback will directly contribute to the selection of a system that will improve child care subsidy attendance tracking. 

The usability study is being conducted between May 25 through June 8 in Olympia. Volunteers will commit to approximately 1-1 ½ hours in our Usability Lab interacting with one of the attendance systems while providing feedback about the system to a facilitator. These sessions will be video recorded. 

Volunteers are eligible to receive a $75.00 gift card and travel reimbursements based on current state reimbursement rates and in accordance with the State of Washington Office of Financial Management Travel Regulations (current rates for travel can be accessed at: http://www.ofm.wa.gov/resources/travel.asp). 

If you are interested in participating in this activity, please complete our 3 minute survey (https://www.surveymonkey.com/r/R6GKH83) and a member of the Washington Technology Solutions (WaTech) User Experience Team will contact you within the next two business days to schedule a session.

Please contact communications@del.wa.gov with any questions.

Thank you for your interest in contributing to our state’s progress toward building an early learning system that meets the needs of all Washington children and families!