Report to o the Gener G ral Asssemb bly Act A 24 4 Data a Colllection n for Pen nnsyllvania a Depaartmeents oof Edu ucatio on and Pub blic W Welfarre Febrruary 2012

ommonwea alth of Penn nsylvania Co Tom Corbett, C Governnor Departm ment of Educaation Ronald J. Tomalis, Secrretary nt of Public W Welfare Departmen Gary D. Alexander, A Secrretary Thhe Pennsylvan nia Department of Education (PDE) ( and the Department off Public Welfaare (DPW) do nnot discriminatte in edducational prog grams, activitiees, or employm ment practices, based on race,, color, nationaal origin, sex, ssexual orientatiion, diisability, age, religion, r ancesttry, union mem mbership, or any y other legallyy protected cateegory. Announncement of this policy is in acccordance with h State Law inccluding the Pen nnsylvania Hum man Relations Act and with F Federal law, inncluding Title V VI and Title V VII of the Civil Rights Act of 1964, Title IX of the Educatiion Amendmennts of 1972, Seection 504 of thhe Rehabilitatioon Act of in Employmen 19973, the Age Discrimination D nt Act of 1967, and the Amerricans with Dissabilities Act off 1990. Thhe following persons p have beeen designated to handle inqu uiries regardingg the Pennsylvvania Departmeent of Educatioon’s noondiscriminatio on policies: C No ondiscriminattion in Employ yment: Foor Inquiries Concerning Peennsylvania Deepartment of Education E Eqqual Employm ment Opportunity Representattive Buureau of Humaan Resources 3333 Market Streeet, 11th Floor H Harrisburg, PA 17126-0333 V Voice Telephon ne: (717) 787-4417 Faax: (717) 783-9 9348 Teext Telephone TTY: (717) 78 83-8445 D Department of Public P Welfare Buureau of Equall Opportunity R Room 223, Heallth & Welfare Building PO O Box 2675 H Harrisburg, PA 17105 V Voice Telephon ne: (877) 395-8 8930 Iff you have any questions abou ut this publicattion or for addiitional copies, ccontact: Peennsylvania Deepartment of Education E O Office of Government Relation ns 3333 Market Streeet, 10th Floor H Harrisburg, PA 17126-0333

Voice: (717) 787-7 575 Fax: (717) 783-82330 TTY: (717) 783-84445 www w.education.stat ate.pa.us

Peennsylvania Deepartment of Public P Welfare O Office of Legislative Affairs P.. O. Box 2675 H Harrisburg, PA 17105-2675

Voice: (717) 783-2 554 Fax: (717) 787-05662 TTY: (877) 395-89930, extension 7711 www w.dpw.state.pa.uus

A All Media Requ uests/Inquiries: Contact the Ed ducation Office of Press & C Communicationns at (717) 783-9802 Contact the Pu ublic Welfare Office O of Presss & Communiccations at (800)) 692-7462

Table of Contents Report Overview

Page 4

Section I: Pennsylvania Information Management System (PIMS) Pennsylvania Information Management System (PIMS) Background

Page 6

PIMS Data Elements

Page 10

PIMS Cost

Page 36

Section II: Pennsylvania’s Enterprise to Link Information for Children Across Networks (PELICAN) Pennsylvania’s Enterprise to Link Information for Children Across Networks (PELICAN) Background Page 38 PELICAN Data Elements: Child Care Certification Child Care Subsidy Early Intervention Keys to Quality Keystone Stars Pre-K Counts/ Head Start

Page 44 Page 59 Page 95 Page 114 Page 122 Page 125

PELICAN Cost

Page 130

Report Overview The following is a report of the data that is collected by the Departments of Education (PDE) and Public Welfare (DPW) through PDE’s Pennsylvania Information Management System (PIMS) and PDE and DPW’s Office of Child Development and Early Learning (OCDEL)’s Pennsylvania’s Enterprise to Link Information for Children Across Networks (PELICAN). Per Act 24, this report specifically describes all of the required information related to PIMS and PELICAN. The following criteria are established in Section 221.1(c) of this Act: “(1) Category of the data to include the child, family, program and staff; (2) Data elements to be collected and the law requiring the data and its intended use; (3) Total funding expended as of December 2011, including funding source to develop, implement and maintain the system; (4) Long-term cost projections to administer and maintain the information systems. The projections shall include costs to the Commonwealth and the program participants; and (5) Any law needed to authorize the departments to collect, use and distribute the information.” Act 24 imposed a 2-year moratorium on the collection of data in both systems that was not required by state or federal law. Both agencies were also required to notify all impacted program participants of both PIMS and PELICAN by August 1, 2011 of the data elements which are required to be submitted into both systems during the moratorium period. Both agencies complied with this requirement by posting this information on their respective publicly accessible website. Per this Act, both departments will continue to collect and report data that is required under Federal and State authority. The report itself is divided into two sections to present the applicable information for each system separately. Part I of this report includes all information per Act 24 of 2011 that is pertinent to PIMS, and Part II contains equivalent information for PELICAN. Both sections contain a narrative of the development of each system and an explanation of each individual data element; tables that outline the data elements that are used for reporting as well as the state or federal authority that requires the collection; and an explanation of the funding for both systems. Both PDE and DPW respectfully submit this report to the Education Committee of the Senate, Public Health and Welfare Committee of the Senate, Education Committee of the House of Representatives and the Children and Youth Committee of the House of Representatives. If there are any questions on the report, please contact the legislative offices for the respective agency. PDE may be reached at (717) 787-7575 and DPW at (717) 783-2554.  

 

Secction nI

Penn P nsylv vaniia D Department off Ed ducaation n Pennsy P ylvania a Informatiion Maanageement m (PIM MS) System

Background on PIMS and SLDS The Pennsylvania Department of Education (PDE) developed and maintains the Pennsylvania Information Management System (PIMS) as the Commonwealth’s Statewide Longitudinal Data System (SLDS) to collect student and faculty level education data over multiple years. This system was initially constructed in fiscal year 2006-07 with the use of state funds, and a Federal 2006 State Longitudinal Data System grant. This initial version collected K-12 information. The system was expanded over the next several years to include postsecondary data and linkage to early childhood data. This expansion, funded through two subsequent Federal SLDS grants that were awarded to Pennsylvania, was developed in collaboration with the Department of Education, PDE and DPW’s Office of Child Development and Early Learning (OCDEL), Department of Labor and Industry, Pennsylvania Commission for Community Colleges, and the Pennsylvania State System of Higher Education. Due to American Recovery and Reinvestment Act (ARRA) requirements, state-related institutions have also been contributing data to PIMS. Since its recent inception, PIMS has been used as a tool to guide PDE state policy decisions, for teachers and school administrators to address individual student needs and for teacher use in improving individual student achievement. School administrators upload student enrollment, participation and test score data into PIMS each year. PIMS is accessible to both PDE and Local Education Agency (LEA) administrators for use. PIMS captures essential student demographic information securely and privately. PDE cannot access any identifiable student information and the LEA administrators can only see the student data of those individuals attending their LEA. The PIMS system is able to collect individual student and faculty data throughout an individual student’s K-16 academic career. A separate system is maintained for early childhood education data in the Department of Public Welfare. PIMS will effectively interface with an integrated statewide online portal to analyze this data and develop reports. Data that is collected includes test scores, enrollment, participation data, etc. In addition to current reports that can be used to guide policy decisions for lawmakers, school administrators and teachers will have the ability to customize a report for an individual student for the purpose of communicating with the family and, more importantly, helping guide the student in the classroom in the future. All student data is collected by assigning a unique and anonymous identification number to each student that protects their confidentiality and privacy. No data files or reports that are made publicly available are able to identify a specific student. This system has become the primary means for PDE to collect and maintain data that is needed to provide appropriate reports to the U.S. Department of Education and the Pennsylvania General Assembly. The Department will continue to use this data collection system to meet these reporting requirements:

• Federal Carl D. Perkins Career and Technical Education Act of 2006 The Carl D. Perkins Vocational and Technical Education Act requires states to provide a report to the U.S. Department of Education that states how federal funds were used for career and technical education and provide a measure of student performance. • Federal Individuals with Disabilities Education Act (IDEA) Under the Act, data collection is required to allow the correct distribution of Federal IDEA funds to the LEA’s supporting the Special Education student population in the Commonwealth. • Federal Highly Qualified Teacher (HQT) Reporting HQT reporting is required by the No Child Left Behind law. It reports the percentage of classes and students being taught by highly qualified teachers as developed by the law. • Federal Cohort Graduation Rate The National Governors Association (NGA) standardized the calculation of graduation rates, based on ninth grade student cohorts, in order to accurately identify graduates as students who receive a regular high school diploma in four years or less. Data is collected to be compiled for this calculation. • Federal Elementary and Secondary Education Act (ESEA) Adequate Yearly Progress (AYP) Calculations The intended use of the data for AYP is to support the calculation of Adequate Yearly Progress for each LEA and to generate test booklet labels for PSSA statewide tests. • Federal English Language Learners/Title III Reporting under these statutes enable the correct distribution of federal funding for English Language Learners in LEAs. • Federal Race to the Top, Phase 3 Assignment and salary data meets the requirements obligated under the Race to the Top, Phase 3 application that has been awarded by the U.S. Department of Education. This data will be collected as part of the effective teacher and principal evaluation component of PDE’s application. • Federal EDFacts annual reporting requirements Federal legislation permits the United States Department of Education to require each state to submit over 200 reports at the building, district, and state level for federal use in establishing education policy. • Consolidated State Performance Reports (CSPR) The federal Elementary and Secondary Education Act (ESEA) requires all states to annually submit reports based on criteria established in the Act in order to monitor state progress on meeting ESEA goals.

• Federal Teacher Loan Forgiveness Report The Federal Teacher Loan Forgiveness Program provides up to 100 percent cancellation of Federal Perkins Loan obligations for full time teachers of mathematics, science, foreign languages, bilingual education or any other field of expertise where the State educational agency determines there is a shortage of qualified teachers. PDE must supply an annual list of teacher shortage areas for this program. • Child Accounting The Public School Code requires school districts to annually submit what is now generally called “child accounting” data to allow for accurate disbursement of Basic Education Funds. • PA Act 48 of 1999 and Pennsylvania Inspired Leadership (PA Act 45 of 2007) Reporting Educator continuing education data is maintained at the educator level to ensure compliance with number of credits/hours earned over the five year period. If an educator does not meet the continuing education requirements outlined in these two Acts, the certification of the educator will be inactivated. • Necessary Demographic These demographic fields are considered to be directory level data elements and are collected to ensure that the data being reported by the LEAs are being associated to the correct individual. These elements are used by the LEAs to ensure data quality and correctness. PDE staff does not have access to these data elements. • Safe Schools Reporting The Public School Code requires each chief school administrator is required to annually report to PDE incidents involving acts of violence; possession of a weapon or possession; use or sale of controlled substances or possession; use or sale of alcohol or tobacco by any person on school property. • Federal Gun Free Schools Act (GFSA) The Gun Free Schools Act (GFSA) requires all states receiving funds under ESEA to submit an annual report to the U.S. Department of Education that provides the number of students expelled (by type of firearm and school level), the number of expulsions that were modified on a case-by-case basis, the number of modified cases that were not for students with disabilities, and the number of expelled students who were referred to an alternative school or program. • School Police Officers Under the Public School Code, if a LEA employs a school police officer, the LEA must report to PDE annually the number of officers employed, the municipalities comprising the school district, the date and type of training provided to each officer, which must meet statutory requirements. If a judge grants the school district’s request for a police officer to carry a firearm, the LEA must ensure that the officer receives the mandatory firearms training.

• Special Education for Gifted Students PDE conducts onsite monitoring of school districts on a cyclical basis to ensure school district implementation of Title 22, Chapter 16.

PIMS Costs PIMS Costs

FY06/07

FY 07/08

FY08/09

FY 09/10

FY 10/11

Total Spend To Date

FY 11/12

Total Grant Funds

Funds Remaining

A. PIMS Development (One-Time Costs) Development Expense (Federal Funds) PIMS Grant 1 PIMS Grant 2 PIMS Grant 3

$2,141,547 N/A N/A

$1,200,306 N/A N/A

$410,100 N/A N/A

$256,922 $2,756,117 N/A

$0 $904,990 $1,770,891

$0 $746,672 $1,016,137

$4,008,875 $4,407,778 $2,787,027

Total (Federal Funds)

$2,141,547

$1,200,306

$410,100

$3,013,039

$2,675,880

$1,762,808

$11,203,680

Development Expense (State Funds) PAsecureID Implementation PAsecureID Hardware PIMS Original RFP - Consulting PIMS Development Environment Cognos Developer Training PAsecureID Postsecondary Licenses

$1,100,000 $224,500 $1,228,456

Total (State Funds)

$2,552,956

$1,100,000 $224,500 $1,228,456 $95,038 $19,000 $350,000

$95,038 $19,000 $350,000 $114,038

$350,000

$0

$0

$0

$3,016,994

$456,000 $58,000 $94,000 $202,000 $16,000 $245,000

$631,000 $126,000 $170,000 $373,000 $41,000 $212,000 $167,000 $156,000

$636,000 $126,000 $199,000 $390,000 $29,000 $46,000 $234,000 $145,000

$636,000 $135,000 $205,000 $402,000 $29,000 $46,000 $234,000 $145,000

$2,359,000 $445,000 $668,000 $1,367,000 $115,000 $549,000 $635,000 $446,000

$1,071,000

$1,876,000

$1,805,000

$1,832,000

$6,584,000

B. Annual Recurring Costs (State Funds) PIMS/PAsecureID Help Desk PIMS Reports Annual Maintenance PAsecureID Annual Maintenance PIMS Annual Maintenance Additional Software Maintenance Server Hosting PAsecureID Contractors Database Administrator Contractor Total Costs per Year

$0

$0

Page 1 of 1

$4,008,875 $6,103,000 $14,284,020

$0 $1,695,222 $11,496,993

Secttion II Officee of Chilld D Developm mentt and Earl E ly Leearn ningg Penn nsylva ania’s Enterrprise to Lin nk Infformation fo or Chiildren n Acrooss Nettwork ks (PEL LICAN N)

Background on PELICAN and ELN Pennsylvania’s Enterprise to Link Information for Children Across Networks (PELICAN) is the Office of Child Development and Early Learning’s (OCDEL) information management system used for payment, monitoring and accountability purposes for all OCDEL programs, which are under the purview of the Departments of Public Welfare and Education. PELICAN supports federal and state payments totaling over $1 billion for the Department of Public Welfare and over $329 million for the Department of Education. The Early Learning Network (ELN) is part of PELICAN and is designed to integrate financial, program, teacher, family and child information. ELN tracks outcomes on children participating in OCDEL programs, which are funded with federal and state dollars. It provides OCDEL the ability to report information in the aggregate in order to make data-driven decisions and also allows for information sharing with teachers to inform their instruction and parent engagement on child progress. The Departments of Public Welfare and Education have been diligent in protecting and maintaining the information that is entered in the PELICAN system. PELICAN data is protected by the same security protocols as other programs, such as Medical Assistance and Income Maintenance. These protocols require secure and encrypted servers that are tested for vulnerabilities, unique user names with strong passwords, and user roles that are assigned specific security levels and access. In addition, publicly released data is only reported at an aggregate level so that families and children are never recognized. ELN data will not track child disciplinary issues or be provided in any manner that would jeopardize insurance coverage. Act 24 of 2011 established a moratorium on the collection of certain data in PELICAN, including ELN, for the school years 2011-2012 and 2012-2013. §221.1 of Act 24 allows OCDEL to collect data in PELICAN during the moratorium period to: • Meet federal mandates, including program requirements and requirements to receive federal funds; • Supervise, license or register child care providers under the Public Welfare Code; • Collect background check data for all child care personnel; and • Issue Commonwealth payments and reimbursements. In addition to the notifying program participants as required under this law, the following activities were completed to ensure compliance with Act 24: 1) OCDEL issued guides for users which clearly listed the data elements which should NOT be collected during the moratorium period. 2) OCDEL removed information regarding data elements which may not be collected during the moratorium period from existing paper forms. 3) OCDEL took all online training documents offline to review them for Act 24 compliance and is in the process of placing these back on the web as each is completed.

4) OCDEL completed extensive research on the system implications of Act 24 with its information technology contractor. For instance, if a data field is required in PELICAN, the system will not allow the end user to save and continue until the information is provided. Some PELICAN required data fields are suspended during the moratorium. As a result of this review, PELICAN system changes were made to remove entire screens where possible from end user sight so data elements under the moratorium cannot be entered. In cases where banned and allowable data were located on the same screen, drop down boxes with a selection of “not required” were created to ensure data under the moratorium was not entered.

Explanation of Data Element Information Required in this Report The attached six charts provide the information requested for the category of data, data elements to be collected and the law requiring the data in various capacities. The six charts cover all data entry occurring in PELICAN during the moratorium period and relate to the following areas: Child Care Certification Child Care Subsidy Early Intervention Keys to Quality Keystone STARS Early Learning Network PA Pre-K Counts and Head Start Please note the two following clarifying points regarding the six charts: 1) Act 22 of 2011 is listed as a justification for collecting certain data which falls under the purview of the Department of Public Welfare. Act 22 made omnibus amendments to the Public Welfare Code, many of which require the collection of information to curb fraud, waste and abuse. 2) “Commonwealth payments” is also cited as a reason for the collection of data in the charts, per Act 24 (Section 221.1(1)(5)) .

Below is an explanation of the intended use of the data being collected during the moratorium period in each of the six charts:

Child Care Certification OCDEL’s Bureau of Certification Services carries out the Department of Public Welfare’s (DPW) statutory mandate to certify child care centers, group child care homes and register family child care homes in accordance with Articles IX and X of the Public Welfare Code, 62 P.S. §§ 901 et seq., 1001 et seq. Bureau staff enforces the regulations that are minimum health and safety standards for the operation of child care facilities. Certification lays the foundation for a child care facility to be eligible for participation in other OCDEL programs. All but one certification data element collected in PELICAN is used to certify child care facilities in Pennsylvania, track facility compliance with health and safety requirements and provide the necessary oversight of OCDEL inspection staff. Certification responsibilities are outlined in the Public Welfare Code. Some examples of how the data are used are: 1) Location and contact information regarding the facility so inspectors know where to inspect and OCDEL has a way to contact the facility. 2) Basic information regarding the facility applicant (criminal conviction information for example) to allow OCDEL to determine if an applicant may receive a certificate of compliance or not. 3) Information regarding the physical location of the facility (number of toilets, amount of physical space) which allows OCDEL to determine the child capacity for the facility. 4) Information regarding travel time for inspectors. This information allows OCDEL to manage staff time appropriately to ensure all mandated inspections occur as required by law. The one outstanding element is the legal entity’s federal tax ID number. This is used to make commonwealth payments for child care providers participating in the subsidized child care program.

Child Care Subsidy OCDEL provides child care financial assistance to families that are receiving Temporary Assistance for Needy Families (TANF) cash assistance, working families that are transitioning off of TANF and low-income working families. Child care assistance is available for families with children from birth to age 13. Children between the ages of 13 years and 18 years, who have a documented disability and cannot care for themselves, are also eligible. Data collected in PELICAN for subsidy purposes is used to meet federal Child Care Development Fund reporting requirements, meet federal Child Care Development Fund payment requirements and Commonwealth payment requirements. Some data is also collected to ensure relative / neighbor (unregulated) providers receiving child care subsidy dollars are complying with background check requirements under the Commonwealth’s Child Protective Services Law. The collection of subsidy data is critical to the management of subsidy funds, ensuring families receiving subsidies are truly eligible and that proper payments are made to providers. OCDEL is audited by the federal government to ensure the proper expenditure of Child Care Development

Fund dollars and hold the Commonwealth accountable. Overall, these data collection efforts limit fraud, waste and abuse and ensure state and federal resources are only used for eligible families. They also protect the Commonwealth from audit liability. Some examples of how the data are used are: 1) Attendance information is utilized to determine the provider which should be paid, and the amount which should be paid for the enrollment period. 2) All “Care Check” data elements are needed to ensure unregulated providers which receive subsidies are completing required background checks. 3) Information regarding a family’s income and employment and personal identifying information is needed to determine eligibility for subsidy. 4) Self-employment data elements are collected to determine if self-employed individuals applying for subsidy are eligible or not.

Early Intervention Early Intervention (EI) provides individualized services and supports to children who have disabilities or developmental delays and their families. Children from birth to school age are eligible for the program. Data collected in PELICAN for EI purposes is used to meet federal reporting and funding requirements imposed by the federal Individuals with Disabilities Education Act (20 U.S.C. § 1400) and by the Centers for Medicare and Medicaid Services relating to Medicaid funds, as well as Commonwealth payment and Act 22 of 2011 requirements. The collection of EI data is critical to the management of funds, ensuring proper payments are made to providers and that payments are only made for children truly eligible. OCDEL is audited by the federal government to ensure the proper expenditure of Medicaid and IDEA dollars. Overall, these data collection efforts limit fraud, waste and abuse and ensure state and federal resources are only used for eligible children. They also protect the Commonwealth from audit liability. These data are critical to ensuring children receiving services are truly eligible, that proper payments are made to providers and limits fraud, waste and abuse. Some examples of how the data are used are: 1) Outcomes-related data elements are used to determine whether the goals in the child’s individualized plan are met. 2) Diagnosis and child identifying information are used to ensure only eligible children are receiving services. 3) Elements relating to the child’s daily life and activities and parent input are gathered to ensure an appropriate plan for the child is developed in consultation with the family. 4) Funding data indicates which source of funding is utilized for each child for accountability purposes.

Keys to Quality The Keys to Quality (K2Q) portion of PELICAN is utilized to manage the Keystone STARS program. Keystone STARS is Pennsylvania’s voluntary, quality improvement program for early learning providers and provides parents a valuable tool to gauge the quality of the programs they

choose for their children. K2Q tracks grant and award amounts and the STAR level of providers to name a couple of its functions. Data collected in PELICAN for K2Q is used to meet federal Child Care Development Fund reporting requirements related to quality programming, to meet federal Child Care Development Fund payment requirements, and to meet Commonwealth payment requirements. To receive federal child care funds, PA is required to offer quality initiatives such as Keystone STARS. In addition, these data are critical to ensuring providers are receiving proper STARS designations and that proper payments are made to providers. OCDEL is audited by the federal government to ensure the proper expenditure of Child Care Development Fund dollars and hold the Commonwealth accountable. This data protects the Commonwealth from audit liability. Some examples of how the data are used are: 1) Application data are used to track and complete a provider’s application for the STARS program. 2) Check and grant information is used to track the amounts providers receive in grants. 3) Designation information tracks the STARS level of each facility. This is used to determine grant award amounts and ensure proper information is provided to parents searching for quality programs. 4) Technical assistance information is tracked to ensure timelines and deliverables are managed.

Keystone STARS Early Learning Network This part of PELICAN collects additional information related to the Keystone STARS program. Keystone STARS level 3 and 4 providers (highest levels of quality) are required to complete additional requirements. As an example, Keystone STARS level 3 and 4 are required to complete child outcomes reporting as a condition of receiving grants and awards. The Keys to Quality subsystem captures provider data elements for program and grant management monitoring. Providers use the Keystone STARS Early Learning Network to enter additional data on family, child and program. Data collected in PELICAN Keystone STARS Early Learning Network is used to meet Commonwealth payment and Act 22 of 2011 requirements. These data are critical to ensuring providers are meeting requirements, that proper payments are made to providers and limits fraud, waste and abuse. One data element is collected to ensure compliance with the federal Civil Rights Act, related to whether or not English is the first language of the eligible child. Some data elements are tracked related to staff which are required related to the Child Care Development Fund reporting and funding as well. Some examples of how the data are used are: 1) Contact information for STARS facilities is used to identify a facility in the system and ensure OCDEL is able to reach staff when necessary. 2) Personal information regarding STARS facility staff is necessary for Child Care Development fund reporting and funding.

3) Information regarding the program the child participates in and the frequency of their participation is associated with the required outcomes reporting.

PA Pre-K Counts and Head Start This portion of PELICAN is utilized to manage the PA Pre-K Counts (PKC) and Head Start Supplemental Assistance (HSSAP) programs. PKC provides children at risk of school failure with a quality pre-kindergarten experience that prepares them for success in school and in life. PKC is designed for children who are between age 3 and the entry age for kindergarten. All children must meet the income eligibility criteria for this program, which is set at 300% and below of the federal poverty level. In addition, children must have certain risk factors to participate. Income is considered one of the risk factors along with other reasons children could be at risk of school failure, including language (English is not the first language) or special needs issues. Head Start provides comprehensive child development services to economically disadvantaged children and families, focusing on helping preschoolers develop the early reading and math skills they need to be successful in school. Head Start’s comprehensive service delivery offers additional supports to help families find housing, food and jobs and grantees identify children in need of special education services. HSSAP is based on the federal model of Head Start, providing services to three and four year olds and their families living up to 130% of the federal poverty guidelines. HSSAP provides supplemental funding to existing Head Start programs to expand the number of children and families served by Head Start or extend the length of day or program year for children currently receiving services. Data collected in PELICAN for PKC and HSSAP is used to meet Commonwealth payment requirements. These data are critical to ensuring families participating in these programs are truly eligible, that proper payments are made to providers and limits fraud, waste and abuse. One data element is collected to ensure compliance with the federal Civil Rights Act, related to whether or not English is the first language of the eligible child. Some examples of how the data are used are: 1) Expenditure reports ensure the program is on track with spending. 2) Family household income is utilized to determine eligibility for the program. 3) Child and family identifying information is utilized to determine eligibility. 4) The schedule data allows OCDEL to determine if a program’s allocation should be for a full-day or half-day program.

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Name of location, legal  entity and responsible  person

Program

Physical address for location  Physical address for location and legal entity and legal entity

Certification

Certification of child care  provider

Program

Mailing address for location  Mailing address for location and legal entity and legal entity

Certification

Certification of child care  provider

Program

Email address – if provided

Email address for legal entity

Certification

Certification of child care  provider  

Program

Phone number – cellular,  FAX if provided

Numbers for location and legal entity

Certification

Certification of child care  provider  

Program

Landline Phone Number

Numbers for location and legal entity

Certification

Certification of child care  provider  

Program

Tax identification number ‐  Legal entity's federal tax ID number required for child care  subsidy participation and  payment

Certification

Commonwealth Payment 

2

Name of location, legal entity and responsible  Certification person

Certification of child care  provider

3

4

5

6

7

8

Page 1 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Ownership type

Corporation, partnership, etc.

Certification

Certification of child care  provider 

Program

Profit or Non‐profit Status

Profit or Non‐profit status

Certification

Program

Provider type

Child care center, group child care home,  family child care home

Certification

Certification of child care  provider   Certification of child care  provider 

Program

Name of responsible person Primary facility contact person

Certification

Certification of child care  provider 

Program

Municipality

Municipality in which facility is located

Certification

Certification of child care  provider  

Program

County

County in which facility is located

Certification

Certification of child care  provider 

Program

Application Purpose

Indicates the reason for filing the application Certification

Certification of child care  provider 

9 10

11

12

13

14

15 Page 2 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Prior license status  information

Question relating to prior negative sanctions  Certification issued to the legal entity or facility

Certification of child care  provider 

Staff

Criminal conviction  information

Certification Indicates if the legal entity, owner, or  operator was ever convicted of a felony or of  a crime of child abuse, child neglect, physical  violence or moral corruption

Certification of child care  provider 

Staff

Felony charge information

Indicates if the legal entity, owner, or  operator is currently charged with a crime

Certification

Certification of child care  provider 

Staff

Child abuse perpetrator  information

Indicates if the legal entity, owner or  operator named as perpetrator in an  indicated or founded report of child abuse

Certification

Certification of child care  provider 

Program

Existing provider agreement Indicates if the facility has a current  Certification agreement with a CCIS agency to participate  in the child care subsidy program

Commonwealth Payment 

Program

Agency affiliation  information

Indicates if there is a family child care home  Certification affiliated with an agency that acts on behalf  of selected family child care homes

Certification of child care  provider 

16

17

18

19

20

21

Page 3 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

Program

Facility located in a home

Program

Household information  including names and   DOB

Indicates if the family child care home is  located in a residence as required by law

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24 Certification

Certification of child care  provider 

Persons age 18 and older who live in the  Certification family child care home for at least 30 days  per year  are required to have child abuse and  criminal history clearances  Read and comply with DPW  Part of the self‐certification registration  Certification regulations process   The applicant signifies he read the  regulations for family child care homes 

Certification of child care  provider 

Program

Nondiscrimination in  enrollment

Compliance with federal and state  nondiscrimination laws

Certification

Certification of child care  provider 

Program

DPW visit facility

The applicant must sign the application,  acknowledging DPW's right to inspect the  facility 

Certification

Certification of child care  provider 

Program

Notify of move

Acknowledges the requirement to inform  Certification DPW if the facility is moving to a new location

Certification of child care  provider 

22

23

Program

Certification of child care  provider 

24

25

26

27

Page 4 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Staff

Mental illness information

Relates to suitability of the FCCH operator  and persons in the household 

Certification

Certification of child care  provider 

Staff

Addiction information

Relates to suitability of the FCCH operator  and persons in the household 

Certification

Certification of child care  provider 

Program

Directions to facility

Directions to facility

Certification

Certification of child care  provider 

Program and Staff

Application documents  received – as needed

Tracking of documents required along with  the application for a certificate

Certification

Certification of child care  provider 

Program

Comments – if applicable

Comments relating to facility

Certification

Certification of child care  provider 

Program

Certificate Status

Status of the certificate as it relates to the  licensing process i.e., granted, awaiting  renewal, closed, etc.

Certification

Certification of child care  provider 

28

29

30

31

32

33 Page 5 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Certificate Type

Regular or provisional certificate

Certification

Certification of child care  provider 

Program

Certificate Category

Certification

Program

Less than 12 months

Describes the type of certificate the facility  receives Length of certification period

Certification of child care  provider  Certification of child care  provider 

Program

Total licensed capacity count Facility capacity

Certification

Certification of child care  provider 

Program

Certification Restriction text Restrictions on certificate of compliance

Certification

Certification of child care  provider 

Program

Event Type

Complaint, self‐reported noncompliance or  incident

Certification

Certification of child care  provider 

Program

Risk Level

Based on the event information, a risk level  to the children is determined   

Certification

Certification of child care  provider 

34 35

Certification

36

37

38

39

40

Page 6 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Child Abuse Event

Indicator that the event involves suspected  child abuse

Certification

Certification of child care  provider 

Program

Event Status

Whether regulatory violation was verified or  Certification not verified as a result of investigation

Certification of child care  provider 

Program

Event narrative

Information about what occurred regarding  the event

Certification

Certification of child care  provider 

Program

Allegation text

Alleged regulatory violations made by  complainant

Certification

Certification of child care  provider 

Program

Finding

Outcome of investigation

Certification

Certification of child care  provider 

Program

Investigation Method

Indicates the type of contact made to begin a  Certification complaint investigation ‐  i e , onsite visit,  telephone call, etc. 

Certification of child care  provider 

41

42

43

44

45

46 Page 7 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

Program

Recommendation Text

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Recommendation for further actions related  Certification to the outcome of an event investigation   

Certification of child care  provider 

Results of interviews conducted in the course  Certification of an investigation   

Certification of child care  provider 

Program, but may include staff,  Supporting Information text Additional information gathered as part of an  Certification family, child investigation 

Certification of child care  provider 

Program

Inspection mode

The type of inspection required ‐ off‐site or  on‐site 

Certification

Certification of child care  provider 

Program

Inspection Type

Whether an inspection is announced or  unannounced

Certification

Certification of child care  provider 

Program

Inspection reason

Reason for conducting an inspection

Certification

Certification of child care  provider 

47

Program, but may include staff,  Interviewee text family, child

48

49

50

51

52

Page 8 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Required Follow‐up

Next steps needed

Certification

Certification of child care  provider 

Program

Required Follow‐up reason

Reason for next steps

Certification

Certification of child care  provider 

Program

Inspection Follow‐up

Results of investigation follow‐up

Certification

Certification of child care  provider 

Program

Adhoc Inspection

Recording of any additional violations found  Certification beyond the reason for initiating the  inspection 

Certification of child care  provider 

Program

Inspection status

Notes current phase of inspection

Certification

Certification of child care  provider 

Program

Inspection duration

Indicates the length of time for the inspection Certification

Certification of child care  provider 

Program

Travel time

Time spent traveling to location. This  information is used to determine staff  caseload, ensuring statutory mandates are  met

Certification of child care  provider 

53

54

55

56

57

58

59

Page 9 of 15

Certification

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Inspection status

Notes current phase of inspection

Certification

Certification of child care  provider 

Program

Regulation number ‐  Violation

Notes regulatory violation

Certification

Certification of child care  provider 

Program

Space Type

Indicates if the child care space  is indoor or  outdoor 

Certification

Certification of child care  provider 

Program

Class Room Name

Name of the room at the facility

Certification

Certification of child care  provider 

Program

Capacity count

Capacity of space at the facility

Certification

Certification of child care  provider 

Program

Description text

Describe the room usage  This helps to  Certification determine the capacity of children which may  be served 

Certification of child care  provider 

Program

Dimensions

Dimension of child care space   This helps to  Certification determine the capacity of children which may  be served 

Certification of child care  provider 

60

61

62

63

64

65

66 Page 10 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Square feet

Area of child care space   This helps to  Certification determine the capacity of children  who may  be served 

Certification of child care  provider 

Program

Toilet count

Certification Number of toilets at facility   This helps to  determine the capacity of children who may  be served 

Certification of child care  provider 

Program

Sink count

Certification Number of sinks at facility   This helps to  determine the capacity of children who may  be served 

Certification of child care  provider 

Staff

Facility Person Number

Code number for facility person used to  reference the person on an inspection  summary

Certification

Certification of child care  provider 

Staff

Facility Person Name

Facility person name to match coding number Certification

Certification of child care  provider 

Child

Child Number

Code number for child used to reference the  Certification child on an inspection summary

Certification of child care  provider 

Child

Child Name

Child name to match a code number

Certification of child care  provider 

67

68

69

70

71

72

73 Page 11 of 15

Certification

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Plan of Correction text

Provider's plan to correct a regulatory  violation

Certification

Certification of child care  provider 

Program

Plan of Correction date

Date by which the provider will correct a  regulatory violation

Certification

Certification of child care  provider 

Program

Plan of Correction status

Indicates if the plan of correction is  acceptable or not acceptable

Certification

Certification of child care  provider 

Program

Violation description text

Condition that violates a regulation

Certification

Certification of child care  provider 

Program

Maximum children one time  Relates to investigation regarding an alleged  Certification count uncertified operation and notes number of  children in care at one time

Certification of child care  provider 

Program

Adults observed count

Certification

Certification of child care  provider 

74

75

76

77

78

Indicates the number of adults that were  observed at investigation of alleged  uncertified operation

79

Page 12 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Child

Children relationship

During investigation of alleged uncertified  operation, relationship of any children  related to the operator

Certification

Certification of child care  provider 

Program

Children count

During investigation of alleged uncertified  operation, number of children observed

Certification

Certification of child care  provider 

Staff, family and/or child

Uncertified facility person  (adult, child, parent)

Certification During investigation of alleged uncertified  operation, identification of persons present in  the facility

Certification of child care  provider 

Staff, family and/or child

Person name

During investigation of alleged uncertified  operation, name of person present in the  facility

Certification

Certification of child care  provider 

Staff, family and/or child

Date of birth

During investigation of alleged uncertified  operation, date of birth of persons in the  facility

Certification

Certification of child care  provider 

Program

Description text

During investigation of alleged uncertified  operation, description of findings

Certification

Certification of child care  provider 

80

81

82

83

84

85

Page 13 of 15

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

Program

Risk assessment

Program

During investigation of alleged uncertified  operation, level of risk presented by  conditions at facility

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24 Certification

Certification of child care  provider 

Question response narrative During investigation of alleged uncertified  operation, provider's responses to standard  questions asked at each investigation

Certification

Certification of child care  provider 

Program

Regulation to be waived

Citation for a regulation which is waived or  for which a waiver is requested

Certification

Certification of child care  provider 

Program

Waiver request date

Date waiver request was received

Certification

Certification of child care  provider 

Program

Waiver status

Status of waiver request as it moves through  Certification processing

Certification of child care  provider 

Program

Appeal date

Date provider filed an appeal of a negative  sanction or waiver denial

Certification of child care  provider 

86

87

88

89

90

91

Page 14 of 15

Certification

Child Care Certification Data Elements  A

Category of Data Element     (Child, Family, Program or  Staff)

B

Data Element             (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal)  (Name of OCDEL  and  Other Justification for  Bureau) Collection Per Act 24

Program

Appeal status

Status of the appeal as it moves through  Bureau of Hearings and Appeals (BHA)

Certification

Certification of child care  provider 

Program

Docket number

Bureau of Hearings and Appeals (BHA) appeal  Certification docket number

Certification of child care  provider 

92

93

Page 15 of 15

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

Program

Appeal ‐ Continue Care

Program

Appeal ‐ Corr ID

Program

Appeal Date

Program

Appeal Hearing Date

Program

Appeal Resolution  

Program

Appeal Resolution Date

Program

Appeals ‐ Comment Text

Program

Attendance Invoice ‐ Actual Day Count

Program

Attendance Invoice ‐ Added After  Submission Indicator

2 3 4 5 6 7 8

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Indicates if care is to be continued while an appeal is on‐ Subsidy Federal mandate ‐ Child Care  going. Development Fund  Appeal ‐ Corr ID Subsidy Federal mandate ‐ Child Care  Development Fund Date the appeal was filed. Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  The date of the appeal hearing. Development Fund Code representing the resolution of the appeal. Subsidy Federal mandate ‐ Child Care  Development Fund Date of the appeal's resolution. Subsidy Federal mandate ‐ Child Care  Development Fund Free form comment text. Subsidy Federal mandate ‐ Child Care  Development Fund The count of actual days at a provider. Subsidy Commonwealth payment

9

10

Program 11

Program 12

Program 13

Program

This field indicates that whether the enrollment record  Subsidy is added new by the child care information system  (CCIS) office after attendance data submitted by  Provider or not. Valid values are Y or N. Default value is  N. Attendance Invoice ‐ Care Date A specific day of the year on which care may be needed.  Subsidy This would be valid date and not greater than system  date. Attendance Invoice ‐ Care Level Based on  A text description of the care level of the child based on  Subsidy Developmental Age the developmental age of the child. Attendance Invoice ‐ Care Level Code Code representing the care level of the child based on  Subsidy the developmental age of the child. Valid values from  Reference table R00263. Attendance Invoice ‐ Care Unit Type Code This field stores Care Unit Type Code for the child  Subsidy populated based on enrollment.  Valid values are: FT =  Full Time, PT = Part Time, PPT = Partial Part Time. 

Commonwealth payment

Commonwealth payment

Commonwealth payment Commonwealth payment

Commonwealth payment

14

Program

Attendance Invoice ‐ CCIS Office Name

The name of an office.

15

Page 1 of 36

Subsidy

Commonwealth payment

Child Care Subsidy Data Elements A

B

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Category of Data Element      Data Element (Field) Name Data Element Definition Other Justification for  (Child, Family, Program or Staff) (Name of OCDEL Bureau) Collection Per Act 24 1 Program Attendance Invoice ‐ CCIS Reject Indicator This field indicates whether new added child enrollment  Subsidy Commonwealth payment rejected by the child care information system (CCIS)  office. Valid values are Y or N. Default value is N. 16

Program

Attendance Invoice ‐ Change Indicator

Program

Attendance Invoice ‐ Client Identifier

17

18 19 Program

Program

Attendance Invoice ‐ Client Name Attendance Invoice ‐ Comment Text

20

Program

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy The name of a client on a report. This is free form comment text. This stores comment on  Subsidy attendance invoice record provided by Child care  information system (CCIS) office. This cannot be greater  than 200 characters. Correspondence address for the attendance invoice. Subsidy

Commonwealth payment Commonwealth payment

This field indicates that the record is changed or not  after invoice generation data population. Valid values  are Y or N. Default value is N. Unique number assigned by the Master Client Index  (MCI) system to identify an individual.  When a new  identifier is required, a sequence number is retrieved  from an Oracle database sequence.

Attendance Invoice ‐ Correspondence  Address Attendance Invoice ‐ Enrollment Identifier A system assigned number which uniquely identifies an  Subsidy enrollment for child care or waitlist assignment.

Commonwealth payment

Program

Attendance Invoice ‐ Expected Day Count

The count of expected days at a provider.

Subsidy

Commonwealth payment

Program

Attendance Invoice ‐ First Date of Service  Period Attendance Invoice ‐ In Home Care  Indicator Attendance Invoice ‐ Individual Child  Effective Begin Date Attendance Invoice ‐ Individual Child  Effective End Date Attendance Invoice ‐ Last Date of Service  Period Attendance Invoice ‐ Name of Child

The first or beginning date of a service period.

Subsidy

Commonwealth payment

Indicates if care is provided in home or not.

Subsidy

Commonwealth payment

The first effective date of a subject being referred in  Subsidy entity. The last effective date of a subject being referred in this  Subsidy entity. The last or end date of a service period. Subsidy

Commonwealth payment

21

Program

Commonwealth payment

22 23 24

Program 25

Program 26

Program 27

Program 28

Program 29

This stores the first name of the child. This would not be  Subsidy greater than 32 characters.

Page 2 of 36

Commonwealth payment Commonwealth payment Commonwealth payment

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

Program

Attendance Invoice ‐ Name of Legal Entity The name of a provider legal entity on a report.

Program

Attendance Invoice ‐ New Enrollment  Indicator

Program

Attendance Invoice ‐ New Enrollment Start  This field stores date when the new enrollment is  Date started. This should be a valid date and should be  future date as well as past date. Attendance Invoice ‐ Online Attendance  Identifies whether a Provider wants a paper copy or an  Indicator online copy of the child attendance Invoice.  Valid  values are Y and N. The application will usually ignore  this data if value is Y. Default = N. Attendance Invoice ‐ Online Attendance  Date that the Provider Set the Indicator to have  Set Date attendance invoice online or not. Must be a valid date  and time. This is usually the system date. Attendance Invoice ‐ Provider Care Unit  This field stores Care Unit Type Code for the child  Type Code provided by the provider.  Valid values are: FT = Full  Time, PT = Part Time, PPT = Partial Part Time.

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment

30

This field indicates that whether the enrollment record  Subsidy is added new by the provider after invoice generation  or not. Valid values are Y or N. Default value is N.

Commonwealth payment

31

32

Program

33

Program 34

Program

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Identifier of the provider location where the child care  Subsidy services are performed. This is a provider location  identifier associated with a provider legal entity  identifier from the PELICAN Provider Location Table.   This value is assigned sequentially, starting with 1, to  the locations of a legal entity.

Commonwealth payment

The name of a provider location on a report.

Subsidy

Commonwealth payment

This column stores the date the provider was notified  Subsidy that their attendance invoice was available. This would  be valid date and should not be greater than previous  access date.

Commonwealth payment

35

Program 36

Program

Attendance Invoice ‐ Provider Closure  Type Attendance Invoice ‐ Provider Location  Identifier

A code representing the type of provider closure.

37

Program 38

Program

39

Attendance Invoice ‐ Provider Location  Name Attendance Invoice ‐ Provider Notified  Date

Page 3 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

Program

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment

Attendance Invoice ‐ Provider Phone  Number

Phone extension for a provider location.

Program

Attendance Invoice ‐ Provider Type Attendance Invoice ‐ Submitted Date

A text description of a provider type. Subsidy The date the request is submitted. It must be valid date.  Subsidy It should be less than or equal to system date.

Commonwealth payment Commonwealth payment

Program

Attendance Invoice ‐ Type of Entry

A code representing the type of attendance entry.

Subsidy

Commonwealth payment

Program

Attendance Invoice Comment text

Commonwealth payment

Program

Attendance Invoice Status Code

This field stores comment about child attendance  Subsidy record. This is free form text and should not be greater  than 200 characters. This column stores status code of attendance invoice.  Subsidy

Program

CAO Unearned Income ‐ Amount of Income

Subsidy

CAO Unearned Income ‐ Effective Begin Date

Subsidy

CAO Unearned Income ‐ Effective End Date

Subsidy

Program

CAO Unearned Income ‐ Amount of  Income CAO Unearned Income ‐ Effective Begin  Date CAO Unearned Income ‐ Effective End  Date CAO Unearned Income ‐ Frequency

CAO Unearned Income ‐ Frequency

Subsidy

Program

CAO Unearned Income ‐ Verification Date The date the verification of data was completed.

Subsidy

Program

CAO Unearned Income Source

Source of Income

Subsidy

Program

CAO Unearned Income Verification Type

CAO Unearned Income Verification Type

Subsidy

Program

Carcheck Affirmation Statement

Subsidy

Program

CareCheck ‐ Additional Information  Request Date

A code representing the relationship of the person  signing the affirmation statement to the  Relative/Neighbor provider. Date additional information was requested.

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund and Title  23 Federal mandate ‐ Child Care  Development Fund and Title  23

40 41 Program

42 43

44

Commonwealth payment

45 46

Program 47

Program 48 49 50 51 52

53

54

Page 4 of 36

Subsidy

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

Program

CareCheck ‐ Child Protective Service  Review Indicator

Program

CareCheck ‐ Criminal History Review  Indicator

Program

CareCheck ‐ Eligibility Review Date

Program

CareCheck ‐ Face to Face Date

Program

CareCheck ‐ Face‐to‐Face Due Date

Program

CareCheck ‐ Initiated Date

Program

CareCheck ‐ Office Identifier

Program

CareCheck ‐ PA State Policy Record  Identifiers

First Pennsylvania State Police (PSP) record identifier.

Subsidy

Program

CareCheck ‐ Pending Disposition

Indicates if a disposition is pending for the provider.

Subsidy

Program

CareCheck ‐ Responsible Childline Worker Code identifying the Child line worker who is  responsible for completing a CareCheck background  check. CareCheck ‐ Results Date CareCheck ‐ Results Date

Subsidy

55

56

57

58

59

60

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Indicates a Child Protective Services review is  Subsidy Federal mandate ‐ Child Care  underway.  Valid values are 'Y' and 'N'. Development Fund and Title  23 Indicates the provider is under review for a criminal  Subsidy Federal mandate ‐ Child Care  Development Fund and Title  history.  Valid values are 'Y' and 'N'. 23 Date the provider is eligible for another CareCheck  Subsidy Federal mandate ‐ Child Care  review. Development Fund and Title  23 Date the face‐to‐face interview was performed. Subsidy Federal mandate ‐ Child Care  Development Fund and Title  23 Federal mandate ‐ Child Care  Date the face‐to‐face interview is due to be performed. Subsidy Development Fund and Title  23 Date the CareCheck process was initiated. Subsidy Federal mandate ‐ Child Care  Development Fund and Title  23 Federal mandate ‐ Child Care  The office which initiated a new CareCheck segment or  Subsidy Development Fund and Title  process. The Office Identifier is used to uniquely  identify both offices and districts from the Office of  23 Income Maintenance (OIM) and Office of Children,  Youth and Families (OCYF) administrative structure.

61

62

63

64

Program 65

Page 5 of 36

Subsidy

Federal mandate ‐ Child Care  Development Fund and Title  23 Federal mandate ‐ Child Care  Development Fund and Title  23 Federal mandate ‐ Child Care  Development Fund and Title  23 Federal mandate ‐ Child Care  Development Fund and Title  23

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 CareCheck Creation Date Subsidy Federal mandate ‐ Child Care  Development Fund and Title  23 Code identifying the reason for failing a CareCheck  Subsidy Federal mandate ‐ Child Care  review. Development Fund and Title  23 Code identifying the drug offense committed by the  Subsidy Federal mandate ‐ Child Care  provider. Development Fund and Title  23 Code representing the reason for starting a CareCheck  Subsidy Federal mandate ‐ Child Care  review. Development Fund and Title  23 Code identifying the type of CareCheck being  Subsidy Federal mandate ‐ Child Care  performed such as an affirmation statement, a form A  Development Fund and Title  or a form B. 23 Subsidy Federal mandate ‐ Child Care  The family's annual income amount. Development Fund A code representing that this information is confidential  Subsidy Federal mandate ‐ Child Care  and the level of confidentiality. Development Fund Code which describes confidential reason Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  The date/time the application was received. Development Fund The date of application for benefits.

Program

CareCheck Creation Date

Program

CareCheck Failure Reason

Program

CareCheck Results

Program

CareCheck Review Reason

Program

CareCheck Type

Program

Case ‐ Adjusted Annual Income

Program

Case ‐ Confidentiality Indicator

Program

Case ‐ Confidentiality Reason

Program

Case ‐ Date Application Received

Program

Case ‐ Date Last Changed

The date and time an individual's data was last changed  Subsidy which may effect the eligibility of this case.

Federal mandate ‐ Child Care  Development Fund

Program

Case ‐ Date Rede Packet Received

Program

Case ‐ Date Rede Packet Sent

The date a redetermination packet was received from  the client. The date the redetermination packet was sent.

Program

Case ‐ Eligibility Begin Date

Program

Case ‐ Eligibility Change Indicator

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

66

67

68

69

70 71 72 73

74

75 76

Subsidy Subsidy

77 78

The date the individual was first determined to be  Subsidy eligible for child care. Indicates that eligibility data has changed since the last  Subsidy time the eligibility determination  process was run.

79

Page 6 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

Program

Case ‐ Eligibility End Date

Program

Case ‐ Family Size

Program

Case ‐ Federal Cash Income

Program

Case ‐ Federal Declared Emergency

Program

Case ‐ Head State Date

Begin and End Date for Head Start participation.

Subsidy

Program

Case ‐ Home Address   

Home Address of the case

Subsidy

Program

Case ‐ Housing Assistance

Living Arrangement Indicator

Subsidy

Program

Case ‐ Individual Removal Reason Code

Subsidy

Program

Case ‐ Language Preference

Program

Case ‐ Mode

Program Program

Case ‐ Next Scheduled Redetermination  Date Case ‐ PA Resident

Program

Case ‐ PA Resident Effective Date

Code identifying the reason this individual has been  removed from the case. A code representing the language to use for  correspondence. A code representing the mode of a case. The status and  mode are used in combination. The date the case is scheduled for the next  redetermination. Indicates if the primary care taker for a case is a  Pennsylvania resident. The date the primary caretaker for a case became a  Pennsylvania resident.

80 81

82

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 The date an individual's eligibility for child care will end. Subsidy Federal mandate ‐ Child Care  Development Fund Case ‐ Family Size Subsidy Federal mandate ‐ Child Care  Development Fund An indicator to determine if the individual has received  Subsidy Federal mandate ‐ Child Care  TANF (Temporary Assistance for Needy Families) within  Development Fund the past six months. This is an indicator that the case screen will capture for  Subsidy Federal mandate ‐ Child Care  the ACF (Administration For Children and Families) 801  Development Fund report. This information is being captured for the  federal government. ACF 801 report is an existing  report and is being modified to reflect this new column.  The purpose of ACF 801 report is to provide case‐level  data on the families and children served during the  month of the report, including demographics, family  income and co‐payments, and type of provider type  with licensure status.

83 84 85 86 87 88 89 90 91 92

Page 7 of 36

Subsidy Subsidy Subsidy Subsidy Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

Program

Case ‐ Participation End Indicator

Program

Case ‐ Pending Verification Indicator

Program

Case ‐ Receiving Food Stamps

Program

Case ‐ Reopen Mode

Program

Case ‐ Status

Program

Case ‐ Waitlist Skip

Program

Case Address Code

Program

Case Comment ‐ Contact Date and Time

Program

Case Comment Date

A code representing the status of a case. The status and  Subsidy mode are used in combination. The status of the case in  CIS. Indicates if a transferred enrollment should skip the  Subsidy waitlist/funds check process. Code which describes the type of address such as  Subsidy physical or mailing. Identifies the date and time of the contact as it relates  Subsidy to the case comment. Date the comment was created. Subsidy

Program

Case Comment Subject  

Text to classify the subject of a comment.

Subsidy

Program

Case Comment Text

Free form comment text.

Subsidy

Program

Case Co‐pay Override Reason

Subsidy

Program

Case Co‐payment

A code representing the reason for an override of the  calculated co‐payment amount for the case. Copayment amount in dollars for a case.

Program

Case Funding Program Identifier

Program

Case Language Code for Correspondence

Program

Case Phone Number   

93 94 95

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Indicates if this individual's participation in a case  Subsidy Federal mandate ‐ Child Care  should end. Development Fund Indicates data for this case exists which has not been  Subsidy Federal mandate ‐ Child Care  verified. Development Fund Receiving food stamps Indicator Subsidy Federal mandate ‐ Child Care  Development Fund A code representing how eligibility is to handled when a  Subsidy Federal mandate ‐ Child Care  case is re‐opened :  with continuous eligibility, with non‐ Development Fund continuous eligibility, or not applicable.

96

97 98 99 100 101 102 103 104

Subsidy

105 106 107

An system assigned number which uniquely identifies a  Subsidy funding program. Code identifying the language to use for  Subsidy correspondence. The phone number including area code.  Subsidy

108

Page 8 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 A code that represents a case status. Subsidy Federal mandate ‐ Child Care  Development Fund A code representing the status of a transfer. The status  Subsidy Federal mandate ‐ Child Care  of the transfer for the dataset. Development Fund Contract Number, provided by Comptrollers Office to  Subsidy Federal mandate ‐ Child Care  uniquely identify a pool of funds to be distributed to a  Development Fund Child Care Information System.

Program

Case Status Code

Program

Case Transfer Status Code

Program

CCIS ‐ Contract Number

Program

CCIS ‐ Contractor Name

Name of individual entity responsible for administration  Subsidy of funds with the Child Care Information System.

Federal mandate ‐ Child Care  Development Fund

Program

CCIS  County Code

Code used within PELICAN to identify a Child Care  Information System in Pennsylvania.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS ‐ Federal SAP Ledger Account Number Federal SAP General Ledger Account Number used to  identify the Child Care Information System for tax  purposes.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS ‐ Payment Method Code

Payment Method Code which determines how a Child  Care Information System is paid out of the SAP  Accounting system.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS ‐ SAP Bank Partner

SAP Bank Partner used by the Department of Revenue  Subsidy that ties a Child Care Information System to a specific  ACH transaction code linked to a financial institution.

Federal mandate ‐ Child Care  Development Fund

Program

CCIS ‐ Vendor Number

Vendor Number used to uniquely identify the Child Care  Subsidy Information System within SAP for the Comptrollers  Office.

Federal mandate ‐ Child Care  Development Fund

Program

CCIS Address

Address for the Child Care Information System.

Federal mandate ‐ Child Care  Development Fund

109 110

111

112

113

114

115

116

117 118

Page 9 of 36

Subsidy

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund

Program

CCIS Fax Number

Fax phone number for the Child Care Information  System.

Program

CCIS FEIN Number

Federal Employee Identification Number used by the  Internal Revenue Service to identify the Child Care  Information System for tax purposes.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS Name

Name used within PELICAN to identify a Child Care  Information System in Pennsylvania.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS Phone Number

Phone number including the area code for the Child  Care Information System.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS Region Code

Region codes represent areas of the state of  Pennsylvania that are used to group Child Care  Information Systems.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS State SAP General Ledger Account  Number

State SAP General Ledger Account Number used to  identify the Child Care Information System for tax  purposes.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

CCIS Tax Status Code

Tax Status Code used to identify the tax rules that apply  Subsidy to the Child Care Information System.

Federal mandate ‐ Child Care  Development Fund

Program

Child Care Program Name

Name of the child care program

Subsidy

Program

Child Care Request Indicator

Indicates if a child in the case is requesting care.

Subsidy

Program

CIS County Record Number

Unique system assigned number to identify a case  within the CIS.

Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

119

120

121

122

123

124

125 126 127

128

Page 10 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

Program

Co‐pay Summary ‐ Enrollment Co‐pay  Assessment

Program

Co‐pay Summary ‐ Provider Information

Program

Co‐pay Weekly Amount

Program

Cost Function ‐ CFDA Number

Program Program

Cost Function ‐ Discretionary Spending  Indicator Cost Function ‐ Effective Date

Program

Cost Function ‐ End Date

Program

Cost Function ‐ Mandatory Indicator

129 130 131

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Identifies the status, provider, care level, amount of the  Subsidy Federal mandate ‐ Child Care  co‐pay, any override reason, effective begin and end  Development Fund date as it relates to the co‐pay due the specific  provider. Subsidy Federal mandate ‐ Child Care  Identifies the provider Name, ID and Location as it  relates to the delinquent co‐pay. Development Fund Co‐pay Weekly Amount Subsidy Federal mandate ‐ Child Care  Development Fund The Catalog of Federal Domestic Assistance (CFDA)  Subsidy Commonwealth payment Number which identifies the type of Federal Funds used  for child care in the SYSTEM APPLICATION AND  PRODUCTS AND DATA PROCESSING (SAP) application.

132 133 134

Indicates if spending from this account is discretionary. Subsidy

Commonwealth payment

The date a cost function begins to be effective for  payments and expenditures. The date a cost function becomes ends or becomes  inactive and is no longer available for payments.

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy Subsidy

Commonwealth payment Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Systems, Applications and Products in data processing  Subsidy (SAP) internal order identifier. The line item number associated to each account code  Subsidy in the Systems, Applications and Products in data  processing (SAP) application.

Commonwealth payment

135

136 137 Program

Program

Cost Function ‐ Projected Amount Cost Function ‐ SAP Cost Center Number

Program

Cost Function ‐ SAP Fund Number

Program

Cost Function ‐ SAP General Ledger  Account Number

Program

Cost Function ‐ SAP Internal Order  Identifier Cost Function ‐ SAP Line Item Number  Association

138 139

Indicates that the cost function is mandatory and each  payment will have some dollar amount coming out of  this cost function. The projected or budget amount. Systems, Applications and Products in data processing  (SAP) cost center number. Systems, Applications and Products in data processing  (SAP) fund number. Systems, Applications and Products in data processing  (SAP) General Ledger account number.

140 141

Program 142

Page 11 of 36

Commonwealth payment

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

Program

Cost Function ‐ SAP Vendor Number

Program

Cost Function ‐ SAP WBS Element  Identifier

Program

Cost Function Identifier

Program

Cost Function Office Identifier

Program

County Code

Program

County Name

Program

County Transfer ‐ Receiving County

Program

County Transfer Date

Name associated with a specific county in the state of  Subsidy Pennsylvania Code which represents a Pennsylvania County receiving  Subsidy the transfer. The date of the transfer. Subsidy

Program

County Transfer Reason

A code representing the reason for the transfer.

Subsidy

Program

Date and Time of Eligibility Run

The date and time an eligibility run occurred.

Subsidy

Program

Deduction Frequency

Subsidy

Program

Deduction Type

A code representing the frequency or how often the  amount is paid. A code representing a type of deduction.

Subsidy

Program

Deductions ‐ Amount Paid

The total amount of the deduction.

Subsidy

Program

Deductions ‐ Effective Begin Date

Deductions ‐ Effective Begin Date

Subsidy

Program

Deductions ‐ Effective End Date

Deductions ‐ Effective End Date

Subsidy

Program

Deductions Verification Type

Deductions Verification Type

Subsidy

143

144

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Systems, Applications and Products in data processing  Subsidy Commonwealth payment (SAP) vendor number. Systems, Applications and Products in data processing  Subsidy Commonwealth payment (SAP)  Work Breakdown Structure (WBS) element  identifier. Subsidy Commonwealth payment Identifies a cost function from Commonwealth's  Accounting system. A cost function is a grouping of  account codes within the Systems, Applications and  Products in data processing (SAP) system.

145 146

A system assigned number which uniquely identifies a  office cost function transfer. Code which represents a Pennsylvania County.

Subsidy

Commonwealth payment

Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

147 148 149 150 151 152 153 154 155 156 157 158

Page 12 of 36

Child Care Subsidy Data Elements A

B

C

D

E

Program

Delinquent Co‐pay Effective Date

The date the copayment is delinquent.

Program

Delinquent Co‐pay Resolution Date

Delinquent Co‐pay Resolution Date

Program

Delinquent Enrollment Co‐pay Amount

Program

Disability ‐ Developmental Age

The amount, in dollars, of the enrollment copayment  which is delinquent. The developmental age, in months, of an individual  which may be different than the physical age.

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  Development Fund

Program

Disability ‐ Give Child Care

Indicates if the individual is able to give child care.

Subsidy

Program

Disability ‐ Work Requirement

Subsidy

Program

Disability Begin Date

Indicates if an individual is able to meet the work  requirement. Disability Begin Date

Program

Disability End Date

Disability End Date

Subsidy

Program

Disability Length

A code representing the length of a disability.

Subsidy

Program

Disability Type

A code representing a type of disability.

Subsidy

Program

Disability Type of Verification

Disability Type of Verification

Subsidy

Program

Disqualification Begin Date

Effective begin date of the disqualification.

Subsidy

Program

Disqualification End Date

Effective end date of the disqualification.

Subsidy

Program

Disqualified Period

Indicates the time period of the disqualification.

Subsidy

Program

Effective Begin Date

Effective Begin Date

Subsidy

Program

Effective End Date

Effective End Date

Subsidy

Program

Eligibility Failure Reason Code

A code representing the reason for an eligibility failure  Subsidy for an individual in a family composition .

Category of Data Element      (Child, Family, Program or Staff)

Data Element (Field) Name

Data Element Definition

1 159 160 161

162 163 164

Subsidy

165 166 167 168 169 170 171 172 173 174 175

Page 13 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

Program

Employment ‐ Break Begin Date

Program

Employment ‐ Break End Date

Program

Employment ‐ Contact

Program

Employment ‐ Date Change Reported

Program Program

Employment ‐ Date Returned from  Maternity Leave Employment ‐ Employer Address

Program

Employment ‐ Employer Name

Program

Employment ‐ End Date to Temp Hire

Program

Employment ‐ Estimated End Date

Program

Employment ‐ Estimated Hours

Program

Employment ‐ Estimated Income

Program

Employment ‐ Estimated Pay Frequency

Program

Employment ‐ First Pay Date

Program

Employment ‐ Gross Income

Program

Employment ‐ Hours Worked

Employment ‐ Hours Worked

Subsidy

Program

Employment ‐ Income Begin Date

Employment ‐ Income Begin Date

Subsidy

Program

Employment ‐ Maternity Leave

Employment ‐ Maternity Leave

Subsidy

176 177 178 179 180 181 182 183 184 185 186 187 188

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Employment ‐ Break Begin Date Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ Break End Date Subsidy Federal mandate ‐ Child Care  Development Fund Indicates whether the client may be contacted while at  Subsidy Federal mandate ‐ Child Care  work.  Valid values are 'Y' or 'N'. Development Fund Employment ‐ Date Change Reported Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ Date Returned from Maternity Leave Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ Employer Address Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ Employer Name Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ End Date to Temp Hire Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ Estimated End Date Subsidy Federal mandate ‐ Child Care  Development Fund The count of the estimated hours per week. Subsidy Federal mandate ‐ Child Care  Development Fund Employment ‐ Estimated Income Subsidy Federal mandate ‐ Child Care  Development Fund A code representing the estimated frequency the  Subsidy Federal mandate ‐ Child Care  individual will receive pay. Development Fund The date the individual will receive his/her first pay. Subsidy Federal mandate ‐ Child Care  Development Fund The total amount (before taxes and deductions) of an  Subsidy Federal mandate ‐ Child Care  individual's income from his/her primary employment. Development Fund

189 190 191 192

Page 14 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

B

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Category of Data Element      Data Element (Field) Name Data Element Definition Other Justification for  (Child, Family, Program or Staff) (Name of OCDEL Bureau) Collection Per Act 24 1 Program Employment ‐ Maternity Leave Begin Date Employment ‐ Maternity Leave Begin Date Subsidy Federal mandate ‐ Child Care  Development Fund 193 Program Employment ‐ Maternity Leave Verification Employment ‐ Maternity Leave Verification Subsidy Federal mandate ‐ Child Care  Development Fund 194 Program Employment ‐ Minimum Wage Indicator Employment ‐ Minimum Wage Indicator Subsidy Federal mandate ‐ Child Care  Development Fund 195 Program Employment ‐ New Hire Employment ‐ New Hire Subsidy Federal mandate ‐ Child Care  Development Fund 196 Program Employment ‐ Pay Date The pay date obtained from the pay stub. Subsidy Federal mandate ‐ Child Care  Development Fund 197 Program Employment ‐ Pay Frequency Employment ‐ Pay Frequency Subsidy Federal mandate ‐ Child Care  Development Fund 198 Program Employment ‐ Strike/Layoff Employment ‐ Strike/Layoff Subsidy Federal mandate ‐ Child Care  Development Fund 199 Program Employment ‐ Sufficient Pay Stubs Indicates if there are sufficient pay stubs as determined  Subsidy Federal mandate ‐ Child Care  by policy requirements. Development Fund 200 Program Employment ‐ Temp Worker Employment ‐ Temp Worker Subsidy Federal mandate ‐ Child Care  Development Fund 201 Program Employment ‐ Tips The average amount of the tips received by the  Subsidy Federal mandate ‐ Child Care  individual. Development Fund 202 Program Employment ‐ Verification Type A code representing the type of verification completed. Subsidy Federal mandate ‐ Child Care  Development Fund 203 Program Employment Begin Date Employment Begin Date Subsidy Federal mandate ‐ Child Care  Development Fund 204 Program Employment End Date Employment End Date Subsidy Federal mandate ‐ Child Care  Development Fund 205 Program Employment Verification Type Employment Verification Type Subsidy Federal mandate ‐ Child Care  Development Fund 206 Program Encumbrance ‐ Calculation Type A code representing the type of calculation used to  Subsidy Federal mandate ‐ Child Care  determine the encumbrance amount. Development Fund 207 Program Encumbrance ‐ CareCheck Status Code identifying a CareCheck status. Subsidy Federal mandate ‐ Child Care  Development Fund 208 Program Encumbrance ‐ County Code of Client A code which represents a Pennsylvania County in  Subsidy Federal mandate ‐ Child Care  which the client resides. Development Fund 209 Program Encumbrance ‐ County Code of Provider A code which represents the Pennsylvania county the  Subsidy Federal mandate ‐ Child Care  provider location is in. Development Fund 210

Page 15 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund

Program

Encumbrance ‐ Discontinued Children  Count

Number of discontinued children by funding program.

Program

Encumbrance ‐ Enrolled Children Count

Number of enrolled children by funding program.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Encumbrance ‐ Expected Cost of Care

The expected cost amount of care.

Subsidy

Program

Encumbrance ‐ Full‐Time MCCA Rate

Subsidy

Program

Encumbrance ‐ Full‐Time Rate as set by  Provider Encumbrance ‐ Funded Enrollments  Amount

The amount of the maximum child care rate within a  county for full‐time care. Rate amount for full‐time care as set by the provider.

Subsidy

Amount of funded enrollments by funding program.

Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

211

212 213 214 215

Program 216

Program

Encumbrance ‐ Funding Agency 

Program

Encumbrance ‐ Keystone Stars Code

An system assigned number which uniquely identifies a  Subsidy funding agency. Keystone STARS Code.   Subsidy

Program

Encumbrance ‐ NonRegulated Provider  Adjustment

Subsidy The adjustment percentage to be applied to the  Maximum Child Care rate for a Non‐regulated Provider.

Program

Encumbrance ‐ Number of Hours of Care

Program

Encumbrance ‐ Obligated Funds Amount

The count of the number of hours of care required for a  Subsidy given day. Amount of obligated funds by funding program. Subsidy

Program

Encumbrance ‐ Part‐Time MCCA Rate

Program Program

Encumbrance ‐ Part‐Time Rate as set by  Provider Encumbrance ‐ Provider Rate

Program

Encumbrance ‐ Provider Type Code

Program

Encumbrance ‐ Reason Calculated

217 218

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

219 220 221 222 223 224

The amount of the maximum child care rate within a  county for part‐time care. Rate amount for part‐time care as set by the provider. The amount of the provider rate for a particular level  and unit of care. Code representing the Provider Type.

Subsidy Subsidy Subsidy Subsidy

225 226

A code representing the reason the encumbrance was  Subsidy calculated or recalculated.

Page 16 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

B

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Category of Data Element      Data Element (Field) Name Data Element Definition Other Justification for  (Child, Family, Program or Staff) (Name of OCDEL Bureau) Collection Per Act 24 1 Program Encumbrance ‐ Schedule Type Code representing the schedule type of an enrollment. Subsidy Federal mandate ‐ Child Care  Development Fund 227 Program Encumbrance ‐ Scheduled Day Indicator Indicates if this is a day when child care is scheduled. Subsidy Federal mandate ‐ Child Care  Development Fund 228 Program Encumbrance ‐ School Indicator Indicates whether the child is attending school or not. Subsidy Federal mandate ‐ Child Care  Development Fund 229 Program Encumbrance ‐ Weekly Co‐pay The calculated copayment amount for a week for an  Subsidy Federal mandate ‐ Child Care  enrollment, in dollars. Development Fund 230 Program Enrollment ‐ Active Keystone Stars Add On  Keystone Stars Add On Amount for active enrollments  Subsidy Federal mandate ‐ Child Care  Amount associated to a funding program. Development Fund 231

Program

Enrollment ‐ Advance Payment Indicator

Indicates if the enrollment is created to generate an  Advance Payment

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Enrollment ‐ Authorization Notification  Date Enrollment ‐ Co‐pay Amount for  Enrollment Enrollment ‐ Co‐pay Override Reason

The date on which notification was sent that enrollment  Subsidy for child care has been authorized. The amount in dollars of the copayment for this specific  Subsidy enrollment. A code representing the reason for the override of a co‐ Subsidy payment amount. The date and time the active and obligated totals  Subsidy amounts were last changed. The date the encumbrance was last calculated. Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

232 233

Program 234

Program 235

Program

Program

Enrollment ‐ Date and Time Change  Indicator Enrollment ‐ Date Encumbrance Last  Calculated Enrollment ‐ End Date

Program

Enrollment ‐ First Begin Date

Program

Enrollment ‐ Generation Indicator

Program

Enrollment ‐ Non‐Standard Schedule  Repeat Frequency

236

Program 237 238

239

The maximum or last end date of a discontinued status  Subsidy for an enrollment. The minimum or first begin date of an active enrolled  Subsidy status for all contiguous enrollment segments for an   individual within a case. A code representing the method or mode of the  Subsidy generation of the enrollment authorization notification.

Federal mandate ‐ Child Care  Development Fund

240 241

A code representing the frequency a Non‐Standard  Schedule is repeated.

Page 17 of 36

Subsidy

Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

Program

Enrollment ‐ Obligated Copay

The amount of the total assessed copayment for an  enrollment with one of the obligated statuses.  Obligated enrollments are in process and the money  has been promised but is not yet being spent.

Program

Enrollment ‐ Obligated Total Cost of Care

Program

Enrollment ‐ Provider Location Identifier

Program Program

Enrollment ‐ Reason for Information  Change Enrollment ‐ Relationship to Provider

Program

Enrollment ‐ School Day Indicator 

The amount of the total obligated cost of child care for  an enrollment. Obligated enrollments are in process  and the money has been promised but is not yet being  spent. Identifier of the provider location where the child care  services are performed. A code identifying the reason for an enrollment  information change. A code representing the relationship of the child to the  provider. Indicates if this is a school day.

Program

Enrollment ‐ Status Change Code

Program

Enrollment ‐ Status Code

Program

Enrollment ‐ Total Co‐pay Active Status

Program

Enrollment ‐ Total Cost of Care Active  Status  Enrollment ‐ Transfer Type

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund

242

243

Subsidy

Federal mandate ‐ Child Care  Development Fund

Subsidy

Program

Enrollment ‐ Un‐interrupted Sleep  Indicator Enrollment ‐ Waitlist Count of Child

Program

Family Comp Activity Code

Identifier for the activity which provided at the provider  Subsidy location.

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Program

Family Comp Change Reason

A code representing the reason a family composition  changed.

Federal mandate ‐ Child Care  Development Fund

244 245 246

Subsidy Subsidy Subsidy

247 248 249 250 251

Program 252

Program 253

A code identifying the reason for an enrollment status  change. A code representing the status of an enrollment or  waitlist. The amount of the total assessed copayment for an  enrollment with one of the active statuses. The amount of the total cost of child care for an  enrollment with one of the active statuses. A code representing type of enrollment transfer which  caused this enrollment to end. Indicates if this enrollment is to allow the caregiver un‐ interrupted sleep. Sum of number of months a child is on waitlist

Subsidy Subsidy Subsidy Subsidy Subsidy Subsidy Subsidy

254

255 256

Page 18 of 36

Subsidy

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

Program

Family Comp Elig Status   

Program

Family Comp Elig Status Change Reason

Program

Family Comp Failure Reason

Program

Family Comp Override Code

Program

Family Comp Override Comments

Program

Family Comp Override Indicator

Program

Family Comp Update Indicator

Program

First Day of Calendar Week

Program

FPIG %

Program

FPIG Income

Program

Funding  ‐ Fiscal Year Identifier

Program

Funding ‐ Actual Amount

The actual amount expended or spent.

Subsidy

Program

Funding ‐ Admin Group Code

Funding Source Admin Group Code.

Subsidy

Program

Funding ‐ Allocation Type Code

Allocation Type Code ‐ Service or Admin

Subsidy

Program

Funding ‐ Amount Allocated to Program

The dollar amount allocated to the program.

Subsidy

Program

Funding ‐ Budget Account Type

A code representing a type of budget account.

Subsidy

Program

Funding ‐ Calendar Month

The number of the calendar month.

Subsidy

257 258 259 260 261 262 263 264 265 266

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 A code representing the status of the detail of a family  Subsidy Federal mandate ‐ Child Care  eligibility run. Development Fund A code representing the reason the eligibility status has  Subsidy Federal mandate ‐ Child Care  changed. Development Fund A code representing a family composition failure  Subsidy Federal mandate ‐ Child Care  reason. Development Fund Valid reason code for the override. Subsidy Federal mandate ‐ Child Care  Development Fund Free form comment text about an override. Subsidy Federal mandate ‐ Child Care  Development Fund Indicates if an override has occurred for this data. Subsidy Federal mandate ‐ Child Care  Development Fund Indicates if data was updated directly by the user  Subsidy Federal mandate ‐ Child Care  instead as part of the system processing. Development Fund The day which begins or is the first day of a PELICAN  Subsidy Federal mandate ‐ Child Care  calendar week. Development Fund FPIG % Subsidy Federal mandate ‐ Child Care  Development Fund FPIG Income Subsidy Federal mandate ‐ Child Care  Development Fund Fiscal Year, one of two unique identifiers which  Subsidy Federal mandate ‐ Child Care  identifies a funding source. Development Fund

267 268 269 270 271 272 273

Page 19 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 The name of the program. Subsidy Federal mandate ‐ Child Care  Development Fund A count of the enrollments using this funding program  Subsidy Federal mandate ‐ Child Care  which have an enrolled status. Development Fund Code identifying what group the administrative  Subsidy Federal mandate ‐ Child Care  expenditures for this funding source are stored under. Development Fund

Program

Funding ‐ Child Care Program

Program

Funding ‐ Enrollment Count

Program

Funding ‐ Expenditures

Program

Funding ‐ Fiscal Year Date

Funding Fiscal Year from which this invoice is being paid Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Lock Period

Indicator which determines if the service period is  locked for administrative budget entry.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Mapping Identifier

The Mapping Identifier is used to uniquely identify a  combination of Program Code, Program Status and  Program Activity which generates a valid Funding  Source

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Max Income Amount 

Maximum amount of income allowed for this program. Subsidy

Program

Funding ‐ Obligated Keystone Stars Add On  Keystone Stars Add On Amount for obligated  enrolments. Obligated enrollments are in process and  Amount the money has been promised but is not being spent  yet.

Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Office Identifier

Unique identifier which identifies the office for which  the snap shot is taken.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Payment Structure

Code identifying what type of payment structure this  cost function will follow.

Subsidy

Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Total Co‐pay Amount of  Enrollments for Funding Program

The total copayment amount of all the active  enrollments associated to a Funding Program.

Subsidy

Federal mandate ‐ Child Care  Development Fund

274 275

276

277

278

279 280

281

282

283 284

Page 20 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund

Program

Funding ‐ Total Cost of Care of  Copayments for Obligated Enrollments

Program

Funding ‐ Waitlist Enrollment Count

Program

Funding Agency Type Code

Program

Funding Group Name

This columns stores the names of different funding  groups.  The groups are derived based on available  funding sources.

Subsidy

Program

Funding Program Type Code

A code representing a type of funding program.

Subsidy

Program

Funding Reason code

Subsidy

Program

Funding Release Limit

Represents reason code for an individual receiving  payment. Funding Release Limit

Program

Funding Source Admin Only Indicator

Indicator identifying if this funding source contains only  Subsidy administrative money.

Program

Funding Source Identifier

A unique number representing a funding source.

Subsidy

Program

Funding Source Name

The name of a funding source.

Subsidy

Program

Funding Source Set Aside

Indicator identifying if set asides are allowed to be  created for this particular funding source.

Subsidy

Program

Funding Source Subsidiary

Identifier which indicates which (if any) fund source the  Subsidy current fund source is a subsidiary of.

Federal mandate ‐ Child Care  Development Fund

Program

Immunizations

Indicates the status of a child's immunizations.

Federal mandate ‐ Child Care  Development Fund

285 286

The amount of the total cost of care of all the  copayments for obligated  enrollments associated to  the Funding Program. Obligated enrollments are in  process and the money has been promised but not  being spent yet. A count of the enrollments using this funding program  Subsidy which have a waitlist status. A code representing the type of funding agency. Subsidy

287

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

288 289 290

Subsidy

291

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

292 293 294

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

295

296 297

Page 21 of 36

Subsidy

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Identifies the annual amount of each income source as  Subsidy Federal mandate ‐ Child Care  it's used in the eligibility determination. Development Fund

Program

Income Summary

Program

Income Test Result

Pass/Fail

Subsidy

Program

Income Unit

Income Unit

Subsidy

Program

Individual ‐ Date of Birth

Individual ‐ Date of Birth

Subsidy

Program

Individual ‐ Date of Death

Individual ‐ Date of Death

Subsidy

Program

Individual ‐ Date of Death Verification Code

Subsidy

Program

Individual ‐ Date of Death Verification  Code Individual ‐ Disqualification Reason Code

Program

Individual ‐ DOB Verification

Program

Individual ‐ Gender Code

Program

Individual ‐ Grade Level

Program

Individual ‐ Marital Status Code

Program

Individual ‐ Reason for Care Level Override A code representing the reason for an override.

Subsidy

Program

Individual Category Code

Subsidy

Program

Individual Client ID

Program

Individual Eligibility Status Detail

Program

Individual Ethnicity Code

298 299 300 301 302 303

304 305

This code gives the information about the  Subsidy disqualification step (Reason for the disqualification) for  a given client and case. A code representing the type of verification completed  Subsidy for the date of birth. Individual ‐ Gender Code Subsidy

306 307

Indicates the highest grade level completed by an  individual. Individual ‐ Marital Status Code

Subsidy Subsidy

308 309 310 311 312

A code representing the Category code of the program  requested by the applicant. Unique system assigned number to identify an  individual within PELICAN. A code representing the status of the detail of an  individual's eligibility. A code representing the ethnicity of an individual.  

313

Page 22 of 36

Subsidy Subsidy Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund and Title  VI of the Civil Rights Act of  1964

Child Care Subsidy Data Elements A

B

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Category of Data Element      Data Element (Field) Name Data Element Definition Other Justification for  (Child, Family, Program or Staff) (Name of OCDEL Bureau) Collection Per Act 24 1 Program Individual Name The Last Name, First Name, and MI of an individual. Subsidy Federal mandate ‐ Child Care  Development Fund 314 Program Individual Program Change Request A code representing the reason a request for a program  Subsidy Federal mandate ‐ Child Care  category has changed. Development Fund 315 Program Individual Race Code Code that identifies the race of the individual.  An  Subsidy Federal mandate ‐ Child Care  individual could potentially belong to more than one  Development Fund and Title  race. VI of the Civil Rights Act of  1964 316 Program Interoffice Transfer Identifier A system assigned number which uniquely identifies an  Subsidy Federal mandate ‐ Child Care  interoffice transfer. Development Fund 317 Commonwealth payment Program Invoice ‐ Actual amount This is the amount that is being charged on an Invoice  Subsidy to the Provider for the specific fee.  This is valid number  with up to two decimal values. 318 Program Invoice ‐ Amount of Adjustment made to  The total amount of adjustments made to deductions. Subsidy Commonwealth payment Deductions 319 Commonwealth payment Program Invoice ‐ Amount of Adjustments made to  The total amount of adjustments made to the originally  Subsidy Copay expected copayment. 320 Program Invoice ‐ Amount of Adjustments to Cost  The total amount of adjustments made to the originally  Subsidy Commonwealth payment of Care expected cost of child care. 321 Program Invoice ‐ Amount of Deductions for  The amount of the total deductions for a Funding  Subsidy Commonwealth payment Funding Program Program. 322 Subsidy Commonwealth payment Program Invoice ‐ CCIS Name Code identifying the Child Care Information System  (CCIS) to which this office is associated. 323 Program Invoice ‐ Date Received from Provider This is the date the invoice was received back from the  Subsidy Commonwealth payment provider. 324

Program 325 326 Program

Program

Invoice ‐ Deletion Reason Invoice ‐ Expected Amount Expended Invoice ‐ Office Identifier

Code representing a reason for the deletion of an  invoice. The expected amount to be expended or spent. The Office Identifier is used to uniquely identify both  offices and districts from the Office of Income  Maintenance (OIM) and Office of Children, Youth and  Families (OCYF) administrative structure.

327

Page 23 of 36

Subsidy

Commonwealth payment

Subsidy Subsidy

Commonwealth payment Commonwealth payment

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment

Program

Invoice ‐ Original Amount

Program

Invoice ‐ Paper Invoice Identifier

Program

Invoice ‐ Penalty Percent

The percentage of the total amount of the invoice to be  Subsidy withheld as a penalty.

Commonwealth payment

Program

Invoice ‐ Provider Legal Entity Identifier

Commonwealth payment

Program

Invoice ‐ Status of Detail

The unique system assigned Provider ID to identify the  Subsidy provider. A code representing the status of an invoice detail. Subsidy

Commonwealth payment

Program

Invoice ‐ Total Child Care Cost Amount

The total child care cost amount.

Subsidy

Commonwealth payment

Program

Invoice ‐ Total Copay Enrollment Amount

The total copayment amount for an enrollment.

Subsidy

Commonwealth payment

Program

Invoice ‐ Total Invoice Amount

Subsidy

Commonwealth payment

Program

Invoice ‐ Units of Care Expected

The total amount of the invoice when it was last  calculated. The count of the quantity of care units expected. This  will be compared to the actual count at a later time.

Subsidy

Commonwealth payment

Program

Invoice Comment Date

Commonwealth payment

Program

Invoice Comment Subject Text

Program

Invoice Comment Text

Date a comment was created. Must be a valid date and  Subsidy time. This is usually the system date. Subsidy Identifies the Subject of the Comment. Identifies the  Subject of the Comment. This column can not be  empty. This is free text, but should not have more than  30 characters. This field stores comment text. This column is used to  Subsidy capture the actual comment by the user. This column  can not be empty. This is free text field, but it should  not have more than 1000 characters.

328

The amount of the invoice when it was originally  calculated. Unique identifier for the paper invoice.  It is used to  Subsidy facilitate the matching of an invoice to a liability in the  system.

Commonwealth payment

329

330 331 332 333 334 335

336 337

338

339 340 Program

Program 341

Invoice Comment Type code Invoice Cost Function

Invoice Comment Type code The amount of the cost function assigned to a CCIS  (Child Care Information System) invoice.

Page 24 of 36

Subsidy Subsidy

Commonwealth payment

Commonwealth payment

Commonwealth payment Commonwealth payment

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1 342 Program

Program 343 344 Program 345 Program 346 Program

Invoice Detail Type Code Invoice Identifier

C

D

Program

Invoice Service Period Invoice Status Invoice Type Joint Custody

Program

Joint Custody Date

Program

Keystone STARS Add On Amount

Stars Add On Amount  ‐ rate based incentives to  providers with Keystone STAR rating. 

Subsidy

Program

Keystone STARS Effective Begin Date

The date the rate becomes effective.

Subsidy

Program

Keystone STARS Effective End Date

Effective date the rate ends.

Subsidy

Program

Max Family Income Amount

The maximum family income amount.

Subsidy

Program

Other Income ‐ Effective Begin Date

Other Income ‐ Effective Begin Date

Subsidy

Program

Other Income ‐ Effective End Date

Other Income ‐ Effective End Date

Subsidy

Program

Other Income Amount Before Taxes and  Deductions

Subsidy

Program

Other Income Frequency

The total amount (before taxes and deductions) of an  individual's income from other than his/her primary  occupation. Indicates how often the income is received.

Program

Other Income Source

A code representing the income source/Source of  unearned income

Subsidy

Program

P/C Training ‐ Effective End Date

The end date of the training program.

Subsidy

Program

P/C Training ‐ Hours per Week

The expected hours per week which the parent will  participate in the training program.

Subsidy

347

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Code representing an invoice detail type. Subsidy Commonwealth payment A system assigned number which uniquely identifies an  Subsidy Commonwealth payment invoice. Date representing a service period. Subsidy Code representing the status of an invoice. Subsidy A code representing a type of invoice. Subsidy Indicates if the child requesting care exists in more than  Subsidy one case. Indicates the date the child moved into joint custody. Subsidy

348

Commonwealth payment Commonwealth payment Commonwealth payment Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

349 350 351 352 353 354

355

Subsidy

356

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

357 358 359

Page 25 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

Program

P/C Training Start Date

Program

P/C Training Verification Type

Program

Participation Begin Date

Program

Payment ‐ Actual Unit of Care Count

Program

Payment ‐ Adjustment Approval Number

Program

Payment ‐ Adjustment Fee Amount

Program

Payment ‐ Adjustment Fee Balance  Amount

Program

Payment ‐ Adjustment Fee Delete  Indicator

360 361 362 363 364 365

366

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 P/C Training Start Date Subsidy Federal mandate ‐ Child Care  Development Fund P/C Training Verification Type Subsidy Federal mandate ‐ Child Care  Development Fund Indicates the subsidy participation begin date and time  Subsidy Federal mandate ‐ Child Care  for an individual. Development Fund The count of the actual care units used. This will be  Subsidy Commonwealth payment compared to the expected count. A system assigned number which identifies the  Subsidy Commonwealth payment approval of an adjustment. This field stores the amount that will be charged to the  Subsidy Commonwealth payment Provider for the specific fee. This is the balance amount that will be charged to the  Subsidy Commonwealth payment Provider for the specific fee.  It should be valid amount  up to two digit decimal values. Subsidy Commonwealth payment Indicates that the fee was reversed and/or deleted. Valid values are 'Y' and 'N'.  'N' is the default value.

367

Program 368

Program

Payment ‐ Adjustment Fee Detail Status  Code Payment ‐ Adjustment Identifier

A code representing the status of Adjustment fee.  

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Program

Identifies the adjustment that recouped this  adjustment. Payment ‐ Adjustment Remaining Balance Remaining balance amount of the adjustment.

Subsidy

Commonwealth payment

Program

Payment ‐ Adjustment Settlement Code

Subsidy

Commonwealth payment

Subsidy Subsidy

Commonwealth payment Commonwealth payment

369 370 371 372 Program

Program

Payment ‐ Amount of Adjustment Payment ‐ Benefit Type ‐ Provider or  Parent

A code representing the method of settlement to be  used to recoup the adjustment. The total dollar amount of the adjustment. The type of benefit.  This will indicate if Provider or  Parent.

373

Page 26 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

C

Data Element (Field) Name

Data Element Definition

1

Program

Payment ‐ Blended Rate Indicator

Program

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment

Payment ‐ CAP Amount

Indicates if the provider blended rate should be used  for this enrollment. A blended rate is a calculation  which blends full time and part time rates resulting in a  single daily rate for a school age child while school is in  session. CAP Amount Subsidy

Commonwealth payment

Program

Payment ‐ CAP Check Number

Number of the check that was issued

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Comment Text

Comments

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Detail Amount

Client Advance Payment Amount for that detail

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Effective Begin Date

Begin date of CAP Segment

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Effective End Date

End date of CAP segment

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Enrollment Amount

Enrollment Amount

Subsidy

Commonwealth payment

Program

Payment ‐ CAP ID 

Unique system assigned number to identify a client  advance payment.

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Identifier

CAP Identifier

Subsidy

Commonwealth payment

Program

Invoice Number Performing the recoup

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Invoice Identifier for  Recoupment Payment ‐ CAP Payment Number

Payment Number

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Provider ID

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Recoup

The unique system assigned number to identify the  provider legal entity. CAP Recoup

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Recoup Amount

Recoup Amount for that Client Advance Payment

Subsidy

Commonwealth payment

374 375 376 377 378 379

380 381

382 383 384 385 386 387 388

Page 27 of 36

Child Care Subsidy Data Elements A

B

C

D

E

Program

Payment ‐ CAP Return Amount

CAP Return

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment

Program

Payment ‐ CAP Return Date

Return Date

Subsidy

Commonwealth payment

Program

Payment ‐ CAP Status

Status of Client Advanced Payment

Subsidy

Commonwealth payment

Payment ‐ Care Units Count The count of the care units. Payment ‐ Check Number Check number for a payment. Payment ‐ Consolidated Payment Amount The consolidated payment amount.

Subsidy Subsidy Subsidy

Commonwealth payment Commonwealth payment Commonwealth payment

Program

Payment ‐ Date Payment Made Payment ‐ Date Payment Requested Payment ‐ Fee Status Code

Subsidy Subsidy Subsidy

Commonwealth payment Commonwealth payment Commonwealth payment

Program

Payment ‐ Funding Program Identifier

Subsidy

Commonwealth payment

Subsidy Subsidy Subsidy Subsidy

Commonwealth payment Commonwealth payment Commonwealth payment Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Category of Data Element      (Child, Family, Program or Staff)

Data Element (Field) Name

Data Element Definition

1 389 390 391 392 Program 393 Program

Program 394 395 Program 396 Program 397 398 399 Program 400 Program 401 Program

Program

Payment ‐ Intercept Alternate Payee Payment ‐ Intercept Amount Payment ‐ Intercept Begin Date Payment ‐ Intercept Detail Status

Program

Payment ‐ Intercept Detail Type

Program

Payment ‐ Intercept Expected End Date

Program

Payment ‐ Intercept Identifier

402 403

This is the date that the payment was made. The date a payment was requested. A code representing the status of the Payment  Adjustment fee. A system assigned number which uniquely identifies a  funding program. The name of the alternate payee. The total dollar amount of the intercept. The date the intercept is to begin. A code representing the status of a payment intercept  detail. A code representing the type of a payment intercept  detail. The date the intercept is to expected to end.

404

A system assigned number which uniquely identifies a  payment intercept. Payment ‐ Intercept Re‐direction End Code A code indicating when the re‐direction of payments  will end automatically. Payment ‐ Intercept Remaining Balance The remaining balance amount of the adjustment.

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Program

Payment ‐ Intercept Tax Type Payment ‐ Intercept Tax Year Begin Date

A code representing the type of tax. The beginning year in a range of tax years.

Subsidy Subsidy

Commonwealth payment Commonwealth payment

Program

Payment ‐ Intercept Tax Year End Date

The ending year in a range of tax years.

Subsidy

Commonwealth payment

405

Program 406

Program 407 408 Program 409 410

Page 28 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1 411 Program

Program

Payment ‐ Intercept Type Payment ‐ Invoice Identifier for  Recoupment Payment ‐ Keystone Stars Add On Amount

A code representing the type of intercept. Identifies the invoice that this adjustment was  recouped by. Stars Add On Amount  ‐ rate based incentives to  providers with Keystone STAR rating.  

Program

Payment ‐ MCCA Amount

The amount of the maximum child care rate within a  county for a particular level and unit of care.

Program

Program

Payment ‐ Miscellaneous Adjustment Fee  A code representing the type of Adjustment fee. Type Code Payment ‐ Name of First Person to Receive  The name of the first person or organization to receive  Payment the payment. Payment ‐ Name of Parent/Caretaker A code indicating when the re‐direction of payments  will end automatically. Payment ‐ Non Traditional Add on Amount The remaining balance amount of the adjustment.

Program Program Program Program Program

Payment ‐ Payee ID Payment ‐ Payee Name Payment ‐ Payee Type Payment ‐ Payment Received Date Payment ‐ Payment Return Date

Program

Payment ‐ Recoupment Amount

Program

Program 412

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment Subsidy Commonwealth payment Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

A code representing the type of tax. The beginning year in a range of tax years. The ending year in a range of tax years. A code representing the type of intercept. Identifies the invoice that this adjustment was  recouped by. Stars Add On Amount  ‐ rate based incentives to  providers with Keystone STAR rating.  

Subsidy Subsidy Subsidy Subsidy Subsidy

Commonwealth payment Commonwealth payment Commonwealth payment Commonwealth payment Commonwealth payment

Subsidy

Commonwealth payment

Payment ‐ Return Payment Identifier

The amount of the maximum child care rate within a  county for a particular level and unit of care.

Subsidy

Commonwealth payment

Payment ‐ Return Payment Reason Payment ‐ Returned Payment Tracking  Number

A code representing the type of Adjustment fee. Subsidy The name of the first person or organization to receive  Subsidy the payment.

Commonwealth payment Commonwealth payment

413

414 415

Program 416

Program 417 418 419 420 421 422 423

424

425 426 Program

Program 427

Page 29 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

Program

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Commonwealth payment

Payment ‐ Service Location  

Identifier of the service location where the child care  services are performed.

Payment ‐ Status of Intercept Payment ‐ Status of Payment Adjustment

A code representing the status of an intercept. Subsidy Code representing the status of a payment adjustment. Subsidy

Commonwealth payment Commonwealth payment

Payment ‐ Status of Payment Adjustment  Detail Payment ‐ Sum of Benefit History  Payments

A code representing the status of a payment  adjustment detail. Sum of all payments included in the benefit history  record

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Program

Payment ‐ Traditional Time Indicator

Indicates if this is traditional time or non‐traditional  time. Valid values would be Y or N. Default value is N.

Subsidy

Commonwealth payment

Program

Payment ‐ Type of Payment Adjustment

Code representing a type of payment adjustment.

Subsidy

Commonwealth payment

Program

Payment ‐ Type of Payment Adjustment  Detail Payment ‐ Voucher Number

A code representing the type of a payment adjustment  detail. Identifies the voucher transmittal number that the  payment is associated with. A code representing the method of payment. The rate amount for a particular level and unit of care.

Subsidy

Commonwealth payment

Subsidy

Commonwealth payment

Subsidy Subsidy

Commonwealth payment Commonwealth payment

Subsidy Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

428 429 Program

Program 430

Program 431

Program

432

433 434 435

Program 436 437 Program

Program

Payment Method Payment Rate

Program

Payment Reconciliation Type

Program

Payment Status

A code representing a type of payment reconciliation  entry. Code representing the status of a payment.

Program

Preferred Method of Contact

Indicates the client's preferred method of contact.

Subsidy

Program

Primary Caretaker Indicator

Subsidy

Program

Program Code

Program

Program Status Code

Indicates whether the individual is a caretaker in the  case.  Valid values are 'Y' or 'N'. A code representing the different programs available  within a given Category. This code gives the information about program status  code of the given budget.

438 439 440 441 442 443 444

Page 30 of 36

Subsidy Subsidy

Child Care Subsidy Data Elements A

B

C

D

E

Code identifying the accreditation achieved by a  provider location. A code that describes the type of address associated  with the agency. The beginning of the date range the location is to be  closed.

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  Development Fund

Provider ‐ Care Level Code

Code identifying the care level to which a rate applies.

Subsidy

Program

Provider ‐ Caregiver Count

Count of employees or caregivers at a provider location. Subsidy

Program

Provider ‐ CCIS Office Identifier

Program

Provider ‐ Closure Date

Identifies the Child Care Information Services (CCIS)  office that owns the update rights to this provider  location. The date a provider agency was closed.

Program

Provider ‐ Closure Reason

Program

Provider ‐ Comment Subject

A code representing the reason a provider agency was  Subsidy closed. The subject of a comment. Subsidy

Program

Provider ‐ Comment Type

A code representing the type of comment.

Subsidy

Program

Provider ‐ Contact Person Name

First Name of the contact person.

Subsidy

Program

Provider ‐ Contact Phone Number

Program

Provider ‐ Current Enrollment Count

The primary phone number including the area code of  Subsidy the contact. Count of the current enrollments. Subsidy

Program

Provider ‐ Desired Enrollment Number

The count of the desired number of enrollments.

Subsidy

Program

Provider ‐ Desired Subsidy Enrollment  Number Provider ‐ End Close Date

The count of the desired number of subsidy  enrollments. The ending of the date range the location is to be  closed.

Subsidy

Category of Data Element      (Child, Family, Program or Staff)

Data Element (Field) Name

Data Element Definition

1

Program

Provider ‐ Accreditation Code

Program

Provider ‐ Address Type

Program

Provider ‐ Begin Close Date

Program

445 446

447 448 449

450

Subsidy

Subsidy

451 452 453 454 455 456 457 458 459

Program 460

Page 31 of 36

Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Funding Fiscal Year from which this invoice is being paid Subsidy Federal mandate ‐ Child Care  Development Fund

Program

Provider ‐ Invoice Fiscal Year

Program

Provider ‐ Keystone STARS Rating

A code identifying the Keystone Stars rating. Keystone  Subsidy Stars is a statewide quality improvement initiative.

Federal mandate ‐ Child Care  Development Fund

Program

Provider ‐ Legal Entity Address

Subsidy

Program

Provider ‐ Legal Entity Fax Number

City component of the address for a provider legal  entity. Fax phone number for a provider legal entity.

Program

Provider ‐ Legal Entity Phone Number

Program

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

461

462 463

Subsidy

464

Provider ‐ Legal Name of Agency

Phone number including the area code for a provider  legal entity. The legal name of the agency.

Subsidy

Program

Provider ‐ License Expiration Date

The expiration date of the license.

Subsidy

Program

Provider ‐ License Issuance Date

Subsidy

Program

Provider ‐ License Number

Program

Provider ‐ License Status  

Date a license is issued. Date a license begins to be  effective. License Number or identifier as listed on the license  certificate. Code for provider's license status.

Program

Provider ‐ License Status Reason

Program

Provider ‐ License Type

Program

Provider ‐ Licensed Capacity

Program

Provider ‐ Location Close Time

The number of children that a provider location is  Subsidy licensed to serve at any one time. The capacity allowed  by license. The hour the provider location closes. Subsidy

Program

Provider ‐ Location Fax Number

Fax phone number for a provider location.

Subsidy

Program

Provider ‐ Location Open Time

The hour of the day the provider location opens for  service.

Subsidy

465

Subsidy

466 467 468 469

Subsidy Subsidy

470 471

Code identifying the reason for a provider's license  status. Code for Provider's License Type.

Subsidy Subsidy

472

473 474 475 476

Page 32 of 36

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

Program

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 The base master provider identification number (MPI)  Subsidy Federal mandate ‐ Child Care  which identifies the provider. Development Fund The name of a Child Care Information System (CCIS)  Subsidy Federal mandate ‐ Child Care  office. Development Fund This field will indicate if the location has chosen to be  Subsidy Federal mandate ‐ Child Care  paid for this closure Development Fund Rate amount for partial part‐time care. Subsidy Federal mandate ‐ Child Care  Development Fund Rate amount for part‐time care. Subsidy Federal mandate ‐ Child Care  Development Fund A code identifying the payment type such a subsidy  Subsidy Federal mandate ‐ Child Care  participation. Development Fund The date a rate survey was received from the provider. Subsidy Federal mandate ‐ Child Care  Development Fund Due date of the next rate verification for this location. Subsidy Federal mandate ‐ Child Care  Development Fund Code identifying the schedule type to which a rate  Subsidy Federal mandate ‐ Child Care  applies. Development Fund Code identifying general types of schedules that a  Subsidy Federal mandate ‐ Child Care  provider location offers, i.e. emergency drop off care. Development Fund

Program

Provider ‐ Master Provider Index (MPI)  Number Provider ‐ Owning CCIS

Program

Provider ‐ Paid Closure

Program

Provider ‐ Partial PT Rate

Program

Provider ‐ Part‐time Rate

Program

Provider ‐ Payment Type Indicator

Program

Provider ‐ Rate Survey Received Date

Program

Provider ‐ Rate Verification Due Date

Program

Provider ‐ Schedule Type Code

Program

Provider ‐ Schedules Offered

Program Program

Provider ‐ School Age Children Only  Indicator Provider ‐ Service Location Identifier

This column indicates only school age children are  served by the location. Suffix added to the Master Provider Index (MPI)  Number, to uniquely identify a grouping of provider  data for a provider type and / or physical location

Program

Provider ‐ Shift Identifier

Federal mandate ‐ Child Care  Development Fund

Program

Provider ‐ SSN or FEIN Number

Each provider location schedule supports three shifts.  Subsidy This code identifies the shift that a given schedule  refers to. The Social Security Number (SSN) or Federal Employee  Subsidy Identification Number (FEIN) of the  legal entity.

Program

Provider ‐ Subsidy Waiver Indicator

Indicates if there is a waiver allowing subsidy payments  Subsidy to be made to the provider location.

Federal mandate ‐ Child Care  Development Fund

477 478 479 480 481 482 483 484 485

486 487

Subsidy Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

488

489

Federal mandate ‐ Child Care  Development Fund

490 491

Page 33 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

Program

Provider ‐ Vacancies Count

Program

Provider ‐ W9 Received Date

Program

Provider ‐ Week Day Code

Program

Provider Agreement Send Date

Program

Provider Agreement Completion Date

Program

Provider Agreement End Reason

Program

Provider Agreement Expiration Date

Program

Provider Agreement Type

Program

Provider Certification Type

Program Program

Provider Language Code for  Correspondence Provider Legal Entity Close Date

Program

Provider Legal Entity Close Reason Code

Program

Provider Legal Entity Identifier

Program

Provider Legal Entity Information Code

Program Program

Provider Legal Entity Information Type  Code Provider Location Close Date

Program

Provider Location Close Reason Code

Program

Provider Location Program Participation  Code

492 493 494 495 496 497 498 499 500 501 502 503 504 505 506 507 508 509

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Count of the number of vacancies that a provider  Subsidy Federal mandate ‐ Child Care  location is expecting. Development Fund The date when the W9 form was received by the  Subsidy Federal mandate ‐ Child Care  Location Development Fund A code identifying the day of the week. Subsidy Federal mandate ‐ Child Care  Development Fund Date the provider agreement was sent. Subsidy Federal mandate ‐ Child Care  Development Fund Date the provider agreement was completed. Subsidy Federal mandate ‐ Child Care  Development Fund A code representing the reason the agreement ended. Subsidy Federal mandate ‐ Child Care  Development Fund Date the provider agreement expires or ends. Subsidy Federal mandate ‐ Child Care  Development Fund Code which indicates the type of provider agreement  Subsidy Federal mandate ‐ Child Care  the provider location has accepted. Development Fund A code representing a type of certification a provider  Subsidy Federal mandate ‐ Child Care  has been awarded. Development Fund Code representing the language to use for  Subsidy Federal mandate ‐ Child Care  correspondence. Development Fund The date a provider legal entity was closed. Subsidy Federal mandate ‐ Child Care  Development Fund A code representing the reason a provider legal entity  Subsidy Federal mandate ‐ Child Care  was closed. Development Fund The unique system assigned number to identify the  Subsidy Federal mandate ‐ Child Care  provider legal entity.  Development Fund A code representing the provider legal entity attribute  Subsidy Federal mandate ‐ Child Care  information stored in the row. Development Fund A code representing the type of provider legal entity  Subsidy Federal mandate ‐ Child Care  information stored in the row. Development Fund The date a provider legal entity location was closed. Subsidy Federal mandate ‐ Child Care  Development Fund A code representing the reason a provider location was  Subsidy Federal mandate ‐ Child Care  Development Fund closed. This code shows that the provider location is providing /  Subsidy Federal mandate ‐ Child Care  participated for the program.   Development Fund

Page 34 of 36

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

C

Data Element Definition

1

D

Program

Provider Rate Verification Date

Date of the last rate verification for this location.

Program

Provider Status Code

A code identifying the status of the provider location.  The value can be either Eligible or Ineligible.

Program

Provider Status Reason Code

Program

Provider Status Type Code

Program

Provider Training Comment Text

A code identifying the reason that a provider location  Subsidy was placed into a status. A code indicating the type of status recorded.  Possible  Subsidy values include Sub ‐ Subsidy and RR ‐ Resource and  Referral. This field stores comment for training detail record. Subsidy

Program

Provider Training Date

Program

Provider Training Hours Count

Program

Provider Type Name

Program

Provider Unit of Care Code

Program

Reason Ending Care

Program

Recipient Type Code

Program

Redetermination Override Date

510

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Subsidy Federal mandate ‐ Child Care  Development Fund Subsidy Federal mandate ‐ Child Care  Development Fund

511 512

513 514 515 516

This field stores date of training when provider has  Subsidy completed. This field stores the number of hours spent for training  Subsidy on the particular training date. Provider type description to display. Subsidy

517 518 519

Code that identifies each unit of care such as infant,  toddler, etc. Indicates why a child in the case is no longer receiving  care. A code representing the type of recipient.

Subsidy Subsidy Subsidy

520 521

Program 522

Program 523

Program 524

Program 525

Program

The date the user chose to override the application  proposed redetermination date. Redetermination Date (Proposed ) The date the application proposed for the next  redetermination. Redetermination Override Code A code representing the reason for an override of the  redetermination date. Redetermination Packet Received  A code representing whether a redetermination packet  Indicator has been received from the client. Relationship Code that specifies the relationship of the case  individual to the caretaker. Self Employment ‐ Annual Earned Income Self Employment ‐ Annual Earned Income

526

Page 35 of 36

Subsidy Subsidy Subsidy Subsidy Subsidy Subsidy

Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  Development Fund

Child Care Subsidy Data Elements A

Category of Data Element      (Child, Family, Program or Staff)

B

Data Element (Field) Name

1

Program Program

Self Employment ‐ Hours Worked per  Week Self Employment ‐ Reason for Closure

Program

Self Employment Verification Type

Program

Self‐Employment Begin Date

Program

Self‐Employment End Date

Program

Service Period

Program

State Fiscal Year

Program

State Holiday

Program

Teen Parent Education ‐ School Type

Program

Teen Parent Education Hours

527 528 529 530 531

532 533 534 535 536

C

D

E

All Mandates for the Data  Data Element Owner  Element (state and federal) and   Data Element Definition Other Justification for  (Name of OCDEL Bureau) Collection Per Act 24 Self Employment ‐ Hours Worked per Week Subsidy Federal mandate ‐ Child Care  Development Fund Self Employment ‐ Reason for Closure Subsidy Federal mandate ‐ Child Care  Development Fund Self Employment Verification Type Subsidy Federal mandate ‐ Child Care  Development Fund Self‐Employment Begin Date Subsidy Federal mandate ‐ Child Care  Development Fund Self‐Employment End Date Subsidy Federal mandate ‐ Child Care  Development Fund Federal mandate ‐ Child Care  A code representing a service period. A service period is  Subsidy Development Fund an interval of time determined by the Department of  Public Welfare which defines the department's business  cycles. Service periods are usually but not necessarily a  calendar month. The Commonwealth of Pennsylvania's fiscal year. Subsidy Federal mandate ‐ Child Care  Development Fund Indicates if this is a state holiday and state offices are  Subsidy Federal mandate ‐ Child Care  not open for business. Development Fund Code representing a type of school. Subsidy Federal mandate ‐ Child Care  Development Fund A code representing the type of hours attending school. Subsidy Federal mandate ‐ Child Care  Development Fund

Page 36 of 36

PA Pre‐K Counts and Head Start Data Elements Category of Data Element     (Child, Family, Program or Staff)

Program

Data Element (Field) Name

Data Element Definition

General Information

Provider name, Federal Employer Identification  Number (FEIN), provider type, specialist assigned to 

Address Information Program Participation Contact Information

Street address of the Lead Agency OCDEL programs provided at this location Agency identified contacts, name phone, fax, email

Grant Structure

Defines the relationships with partners if any,  location names where funded children will be  served, start/end dates The number of full or part day slots; Financial  Accounting Information (FAI) Monitoring tool results for accountability One time annual report based on the grantee's  approved budget to report the annual expenditures,  due in August   Final payment is adjusted according  to report if under spent  Three reports that provide expenditure information  to OCDEL to ensure that the program is on track with  spending for program support

Grant Information Program Review Instrument Final Expenditure Report

Quarterly Expenditure Report

General Information

MPI, location contact name and number, classrooms  served in this location and the number of active  children vs  the maximum for the classroom, for each  classroom in the center 

Address Information

Street address of specific location of service delivery

Program Participation School district served Classroom Name

OCDEL programs provided at this location All school districts in PA are listed As determined by the program

Classroom Begin Date Programs offered in Classroom

First day of service for PKC or HSSAP Other programs, Head Start, school district pre‐k,  child care, etc.  offered in the classroom  Contains information about the current state  program year, start and end date for services  Provides assignment of Lead Teacher, assistant for  each program year  The classroom's individual score if selected for ERS

Classroom School Year Information  Staff Information Environmental Rating [ERS score}

Page 1 of 4

All Mandates for the Data  Data Element Owner       Element (state and federal) and  (Name of OCDEL Bureau) Other Justification for  Collection  Per Act 24 Bureau of Early Learning  Services

Commonwealth Payments

PA Pre‐K Counts and Head Start Data Elements Category of Data Element     (Child, Family, Program or Staff)

Staff

Child Family

Data Element (Field) Name Staff Name  Race & Ethnicity  Gender  Date of Birth  Social Security Number  E‐mail Address  Staff Role Details Location Role o Classroom Role o Full Time / Part Time Qualification Details Area of Degree  Date Obtained  Years Experience Qualifications

Is English the 1st language of the child?

Data Element Definition Race ‐(Black or African American, American Indian or  Alaskan, Asian, White, Other, Native Hawaiian or  Pacific )  Ethnicity‐(Hispanic, Non‐Hispanic,  Unknown)  Location Role‐ (Teacher, Aide, Assistant  Group Supervisor, Group Supervisor, Director, Home  Visitor), Classroom Role (Teacher, PA Pre‐K Counts  Aide, Teaching Assistant/Aide, Home Visitor), Details  of Area of Degree‐(Early Childhood Education, Child  Development, Special Education, Human Services,  Elementary Education, Other, Non Applicable)

All Mandates for the Data  Data Element Owner       Element (state and federal) and  (Name of OCDEL Bureau) Other Justification for  Collection  Per Act 24 Bureau of Early Learning  Services

Commonwealth Payments

Master or Higher, Bachelor, Associate, 2 years of  college (at least 60 credits completed), High School  diploma or equivalent, Less than high school  diploma. PA Early Childhood Education Certification  Instructional 2, PA Early Childhood Education  Certification Instructional 1, PA Early Childhood  Education Certification Emergency, PA Early  Childhood Education Certification Teacher Internship  Certification, Private Academic Teacher Certificate,  CDA Credential, Local/State assessment of  demonstrated skills. Audiology,  Dietitian/Nutritionist, Occupational Therapy,  Physical Therapy, Psychiatrist, Psychologist,  Registered Nurse, Social Work, Speech‐Language  Pathology Yes or no question 

Date of Income Verification per Program  Date when the income was verified Guidance in Enrollment and Documentation of Children's At-Risk Status for PA Pre-K Counts Announcement

Including the child, how many people are in  Number of family members only this household?  What is the annual household income?  Gross income

Page 2 of 4

Title VI of the Civil Rights Act of 1964  Commonwealth Payments 

PA Pre‐K Counts and Head Start Data Elements Category of Data Element     (Child, Family, Program or Staff)

Family

Child

Family

Child

Data Element (Field) Name

Data Element Definition

Additional Risk Factors

Only for Pre‐K Counts: English Language Learner Family in Child Welfare System Family / Living  Structure (Single Parent, Divorced Parents, Relatives  as Guardians) Guardian has not obtained High School  Diploma or GED Homeless Incarcerated Parent  Individualized Education Plan Migrant / Seasonal  Referred by Behavioral Supports Teen Mother Other  Risk Factors (Geographic Area of High Poverty,  Child's Physical Development / Existing Medical  Condition (Non‐EI), Child's Speech or Language  Development  (Non‐EI), Child's Social, Emotional or  Behavioral Development)

Child Social Security number [Parents have  the right to decline providing Social Security  Number] Name  Gender Address

Child's SSN

County School District of Residence Contact Information Where to send correspondence?  Classroom Program

Sub‐program

Lead Agency Grant ID

Parent or Guardian first and last name Male, Female, Unknown The parent / legal guardian’s current address, such  as street name, city, state and zip code County School District of Residence Phone number and email address Legal guardian or primary address of child Child's Classroom Child care, Early Head Start, EI Preschool, EI‐Infant  Toddler, Head Start, Nurse/Family Partnership,  Parent/Child Home Program, PA Pre‐K Counts,  private nursery school, school‐based pre‐ kindergarten Early Head Start, Head Start (Pre‐School), PA‐Pact‐ ACT, PA‐Pact‐ABG, Title I, Child care, Keystone  STARS, school district pre‐k, PA Pre‐K Counts, N/A System generated ID

Page 3 of 4

All Mandates for the Data  Data Element Owner       Element (state and federal) and  (Name of OCDEL Bureau) Other Justification for  Collection  Per Act 24 Bureau of Early Learning  Services

Commonwealth Payments

PA Pre‐K Counts and Head Start Data Elements Category of Data Element     (Child, Family, Program or Staff)

Child

Data Element (Field) Name Funding source Classroom Begin Date Days per Week Hours per Day Schedule

Data Element Definition Distinguishes between State, State/Federal, Federal,  CCIS, other Date the child starts in the classroom Number of days the child attends the classroom Total daily classroom hours  Half‐ day or full‐day

Page 4 of 4

All Mandates for the Data  Data Element Owner       Element (state and federal) and  (Name of OCDEL Bureau) Other Justification for  Collection  Per Act 24 Bureau of Early Learning  Services

Commonwealth Payments

PELICAN Cost The data below represent the costs associated for the PELICAN system, a comprehensive management system for 10 OCDEL programs and initiatives: Child Care Works Preschool Early Intervention Head Start Supplemental Provider Self Services PA Pre-K Counts

Keystone STARS Infant and Toddler Early Intervention Early Learning Network Parent Resources and Referral Child Care Certification

Costs also include data warehouse and reporting functionality for program accountability and other program integrity initiatives. In addition to the student, program, and teacher information management capacity which PIMS possesses, PELICAN also has the added functionality of determining eligibility, invoicing, grant and fiscal management, provider management, interfacing with other offices and billing systems (PROMISE), and issuance of child care certifications. It is important to note that PELICAN does not require OCDEL’s vendors to operate additional information technology systems to perform the work required under the grant/contractual agreements, with the exception of Preschool EI which is not yet fully implemented. OCDEL’s vendors only need a local area network, Internet connection and hardware (computer/printer). PELICAN I/T Vendor Costs  $  7,124,853.00   FY 2006‐07  $ 18,410,071.00   FY 2007‐08   $ 16,047,689.00   FY 2008‐09  $ 18,343,781.00   FT 2009‐10  $ 13,081,651.00   FY 2010‐11  $   3,328,109.00  FY 2011‐12 (July – December)*  *Amount represents only the invoices received and expenditures made through December 2011. This will increase as additional invoices are received for the requested time period.

The PELICAN system is funded with state and federal dollars. The last full fiscal year, FY 2010-2011, the funding distribution was 59% federal and 41% state. To date, the current fiscal year distribution is 87% federal and 13% state. In addition, the following Private Foundation Support supported ELN training activities and child assessment costs.

FY 2008‐09  FT 2009‐10  FY 2010‐11 

Private Foundation Support  $ 950,000.00  $ 950,000.00  $ 950,000.00 

Ongoing Costs: PELICAN system building continues for Early Intervention and expanding choice in child outcome reporting. Maintenance and change orders continue for all other systems. It is impossible to anticipate factors like federal/state program, reporting, regulatory and statutory changes; ongoing software updates; system evolutions and enhancements. For instance, the Child Care Works system is very steady, but the federal government’s Federal Funding Accountability and Transparency Act required system changes and the CCIS Consolidation efforts will require system changes as well as other DPW program integrity initiatives. Currently, with the annual allocation to I/T systems, these additional requirements are prioritized over other system changes and enhancements alleviating the need for supplementals. Annual allocation of $15-20 million will continue to support the maintenance and development costs of PELICAN’s 10 sub-systems.

Application of SLDS Grant to PELICAN: The federal funding provided to PDE through the State Longitudinal Systems Grant supports specific PELICAN initiatives outlined below. A total of $800,000 from SLDS Grant 2 was awarded to assign a PA Secure ID to children in OCDEL-funded programs and to link PIMS and PELICAN for aggregate outcome reporting. A total of $3.85 million from SLDS Grant 3 was awarded to include federally-funded Head Start children in PELICAN and to begin work to understand how Pennsylvania’s children are being prepared for kindergarten. The total amount of funding awarded through SLDS Grants related to PELICAN is $4.65 million.