Child Day Care Training

Target Population – State staff from OCFS, local district social service (LDSS) staff, subcontractors/agents of local departments of social services, legally exempt enrollment staff, and other authorized agents responsible for licensing, registering, enrolling, and supporting child care providers, and employees of other agencies deemed eligible by OCFS who provide services/resources for families in State-sponsored employment and self-sufficiency initiatives.

Child Care Facility System (CCFS/CCFS2): Licensing & Registering Child Day Care Programs in CCFS/CCFS2 and Facility Application Management System (FAMS)

Training Type: Classroom

Description: Provide classroom training for a comprehensive, introductory level training on Child Care Facility System (CCFS) and Facility Application and Management System (FAMS) for licensors/regulators.  Training will be held at the Human Services Training Center. Offerings of this course will be available in conjunction with the Licensing Institute policy training offered under General Child Care Training/Educational Incentive Program/Career Enhancement workplan (DC01). For offerings associated with the New Regulator Institute and the Regulatory and Licensing Supervisory Professional Development course, eligible trainee travel for this activity will be reimbursed through the policy training workplan. The length of the course is one day. It is expected that the vendor will have dedicated staff to work in the testing environment with test scripts and who will attend system development meetings to identify the impact of system changes to existing curricula and make necessary revisions in a timely fashion.   

This activity includes but is not limited to the creation of computer simulations, and data entry of cases and necessary documents into the training database to be used by participants. 

All materials will be distributed in an electronic format except for Participant Activity handouts to be used in the classroom. 

This activity also includes the scheduling of the course in a learning management system supported and approved by OCFS BTD (currently HSLC), as well as the maintenance of registration, attendance, and evaluation data within that platform. 

Child Care Facility System (CCFS) Processing Legally Exempt Enrollment Information

Training Type: Classroom

Description: Provide classroom training for a comprehensive, introductory level training on CCFS for legally exempt enrollment agency staff.  The course is intended for those who perform or may perform enrollment-related tasks using CCFS.  One-day offerings of this course for WHEDco staff will be held in the NYC area at 80 Maiden Lane. Two-day offerings for other legally exempt enrollment agency staff will be held in Rensselaer at the Human Services Training Center.  

It is expected that the vendor will have dedicated staff to work in the testing environment with test scripts and who will attend system development meetings to identify the impact of system changes to existing curricula and make necessary revisions.  

This activity includes but is not limited to the creation of computer simulations, and data entry of cases and necessary documents into the training database to be used by participants. 

All materials will be distributed in an electronic format except for Participant Activity packets to be used in the classroom.  

This activity also includes the scheduling of the course in a learning management system supported and approved by OCFS BTD (currently HSLC), as well as the maintenance of registration, attendance, and evaluation data within that platform.  

Classroom Training for Child Care Facility System (CCFS), Child Care Time and Attendance (CCTA), and Facility Application Management System (FAMS)

Training Type: Classroom

Description: Provide classroom training for several types of CCFS users, CCTA users, and FAMS users based on need and application development.  The length of a course (e.g., one-day, one-half day, two days, etc.) is dependent on the actual topic(s) covered and the skill level of the trainees.  Topics may include, but are not limited to:  

  • New functionality for CCFS, CCTA, or FAMS  

  • Emerging needs/special topics for CCFS, CCTA, or FAMS  

  • CCFS: Inspections for Legally Exempt  

  • CCFS and tablet or laptop functions  

  • CCFS changes to support new regulations  

  • CCFS: Roles and Approvals  

  • CCFS training related to Legally exempt policy training  

  • CCFS interface with CONNECTIONS   

  • CCTA interface with CCFS  

  • CCTA examiner, fiscal, and administrator training  

  • CCTA fraud investigation and management tools   

Scheduling should be done in coordination with DCCS and BTD.  Courses that focus on new builds/new functionality typically have several offerings close to the build implementation date.  Ongoing courses should be scheduled throughout the year.  Additional courses could also be identified for a collaborative effort with policy trainers from an approved vendor. All courses will be held at the HSTC except for WHEDco offerings which will be held in NYC at 80 Maiden Lane.  

It is expected that the vendor will have staff to work in the testing environment with test scripts and who will attend CCFS and CCTA system development meetings to learn the changes to the systems and to identify the impact of system changes to existing curricula and make necessary revisions.  

This activity includes but is not limited to the creation of computer simulations, and data entry of cases and necessary documents into the training database to be used by participants.  

All materials will be distributed in an electronic format except for Participant Activity handouts or packets to be used in the classroom. 

This activity also includes the scheduling of the courses in a learning management system supported and approved by OCFS BTD (currently HSLC), as well as the maintenance of registration, attendance and evaluation data within that platform.  

Virtual Classroom Training for CCFS, CCTA, and FAMS

Training Type: Distance Learning, Virtual Classroom 

Description: Provide virtual classroom training on an OCFS approved platform for special topics of CCFS, CCTA, and/or FAMS functions.  Topics may include, but not be limited to:  

  • New functionality for CCFS, CCTA, or FAMS  

  • Emerging needs/special topics for CCFS, CCTA, or FAMS  

  • CCFS enhanced reporting features   

  • CCFS special topics for Enrollment  

  • CCFS for Local Social Services Districts  

  • CCFS changes to support new regulations  

  • CCFS interface with CONNECTIONS  

  • CCTA interface with CCFS  

  • CCFS and tablet or laptop functions  

Scheduling should be done in coordination with DCCS and BTD.  Courses that focus on new builds/new functionality typically have several offerings close to the build implementation date.  Ongoing courses should be scheduled throughout the year.    

New system releases may require the revision of existing curricula or the development of new WebEx courses to be available before the release is implemented.   

All materials will be distributed in an electronic format for download by participants.   

This activity includes the development of up to two new WebEx courses and may include but is not limited to the creation of computer simulations, and data entry of cases and necessary documents into the training database to be used by participants.    

This activity also includes the scheduling of the courses in a learning management system supported and approved by OCFS BTD (currently HSLC), as well as the maintenance of registration, attendance, and evaluation data within that platform.  

Computer-Based Training – CCFS, CCTA or FAMS (existing)

Training Type: Distance Learning, Computer-Based Training (CBT)

Description: Computer-Based Trainings developed and posted in a previous year (including those that are revised for minor updates) will continue to be posted in 2022.  

 This activity includes the posting of the courses, which must be ADA compliant, in a learning management system supported and approved by OCFS BTD (currently HSLC), the maintenance of registration, attendance and evaluation data within that platform as well as maintenance of the curriculum in response to new releases to ensure the course reflects the current system.  

Computer-Based Training – CCFS, CCTA or FAMS (new)

Training Type: Distance Learning, Computer-Based Training (CBT)

Description: Development of one new computer-based training course (CBT) based on need and application development.   Course will cover specific tasks within the CCFS, CCTA or FAMS environment. Topic to be determined in consultation with DCCS.  

 This activity includes the posting of the course, which must be ADA compliant, in a learning management system supported and approved by OCFS BTD (currently HSLC), as well as the maintenance of registration, attendance and evaluation data within that platform.  

Curriculum and Materials Development   

Training Type: Other

Description: Develop, update and maintain curriculum and related training materials to support CCFS, CCTA, and FAMS training and distance learning deliverables by gathering data, reviewing, analyzing and making recommendations to guide the program area regarding how to address existing and/or emerging training and training support needs of CCFS, CCTA, and FAMS.   The magnitude of curriculum and materials to be developed and/or revised in response to the CCFS2 transition could be extensive.  The FAMS application will require a large amount of resources.  The integration of systems training with other related policy training, provided through other BTD contracts, will require curriculum and materials development resources. This training may include the use of new hardware, laptops, or tablets. 

DCCS will only attend a pilot session and the first delivery of a new course for the purposes of providing a subject matter expert.  The Training Vendor should compile questions from trainees and feedback from DCCS, add them to the Trainer’s Notes, and then update all course materials. DCCS will entertain requests to attend additional offerings on a case-by-case basis, or when updates to curriculum are significant enough that DCCS determines such presence is warranted.  

This activity includes having a vendor representative attending all CCFS and CCTA development meetings for the purposes of identifying upcoming system changes and remaining informed of proposed changes and the associated schedule.  Currently, there are 2 sets of meetings, CCFS meets for 30 minutes each week and CCTA meets for one hour every other week. The vendor will take a pro-active role of suggesting how to apply the information gleaned from meetings, release notes, and other documents and resources as available, to training.  Needs assessment will also consider the evaluation results of previously held trainings.    

This activity includes developing/updating manuals, quick reference cards, and other job aids as needed. Detailed outlines for new product content and project workplans will be produced as needed. The vendor will maintain regular contact with DCCS program area staff, application development staff, and key users, to facilitate formation of plans and gauge progress toward meeting CCFS, CCTA, and FAMS training needs.   

This activity also includes the development and distribution of a monthly training newsletter. The newsletter will highlight new training being offered and the schedule of upcoming training. This will be developed in collaboration with OCFS and policy training vendors.    

As new builds are planned and put into production in any of these applications, the Training Vendor will work collaboratively with DCCS to review and identify where necessary updates to other existing curriculum and materials may be needed. Given the finite resources available through this workplan, DCCS can then provide guidance on priorities/needs.   

Online Help System – Development and Maintenance

Training Type: Other

Description: Develop and maintain content in the CCFS Help system. Help Topics for CCFS are expected to be developed, reviewed, approved, and posted within 30 days of the release. If these are to replace or supersede any previous Help Topics, any outdated information should be revised or removed. The current 571 help topics were developed using Adobe RoboHelp. The completed help topics are loaded into CCFS by OCFS/ITS staff. In order to be used in CCFS they need to be in HTML 5 format.   

As new builds are put into production and release notes are issued, the Training Vendor will provide an impact analysis to review and identify where updates to the Help System may be needed. The vendor will also take a pro-active role of suggesting how to apply the information gleaned from meetings, release notes, and other documents and resources as available, to update the Help Topic system. DCCS will provide guidance on priorities/needs for the CCFS Help system topics.     

Release Notes are a notice to users on the changes that will be coming with new system updates and are specific to Licensed/Registered or Legally exempt programs. They must include system screenshots for clarity.    

Help Topics are easy to use “how tos” posted within the CCFS system in a searchable format. The topics are to be identified if they relate to Licensed/Registered or Legally exempt programs. Help Topics are expected to be created or revised in response to new releases. Outdated Help Topics are to be identified and expunged.  The screenshots that are included in the help topics must relate to the modality (Licensed/registered or Legally exempt) for which they are created.    

This activity will include the development of At a Glance Tip Sheets for system users and a way to highlight Help Topics related to a new release.