Review of Staffing Levels

Presentation to the Fiscal CommitteeNovember 4, 2013 

Early Education and Care Commissioner’s Office

October 2013

2.

Early Education and CareGeneral Counsel

October 2013

3.

Early Education and Care Human Resources and Facilities

October 2013

4.

Early Education and Care Administration and Finance

October 2013

5

Early Education and Care Policy and Programs Educator Quality

October 2013

6

Early Education and Care Resident and Placement Unit Investigations Unit

October 2013

7

Early Education and Care Western Region Field Operations

October 2013

8

Early Education and Care Central Region Field Operations

October 2013

9.

Early Education and Care Northeast Region Field Operations

October 2013

10.

Early Education and Care Southeast, Cape Cod & Islands Region Field Operations

October 2013

11.

Early Education and Care Metro Boston Field Operations

October 2013

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INFRASTRUCTURE COST

13

In November, 2010, the Board recommended the staffing pattern presented below.

SalaryBoard

Rec'd FTE

Child Care Licensing Specialist * $50,265 16

Director of Operations $85,276 1Director of Community Partnership and Outreach $75,000 1

Director of Policy, Evaluation & Research $75,000 1Deputy General Counsel $76,000 1Policy Analyst - QRIS ** $61,303 1Policy Analyst - Generalist $61,303 1Family/Community Quality Specialist $61,303 2Educator Provider Support Specialist $61,303 2Audit Resolution: Fiscal Monitor *** $59,292 3

Total FY15 29

** Position funded in RTTT; will end 12/2015.* Licensing Specialists; priority to fill positions

*** One postion funded by Federal Grant RTTT

INFRASTRUCTURE: How Have We Done?

Child Care Licensing Specialist (16):   We are in the process of hiring 5 licensing specialists, but this does not bring us to 16.

Chief of Staff (1):  Just hired this position in October 2013.

Direct of Community Partnership and Outreach (1): Position not filled; need currently being assessed.

Director of Policy, Evaluation, and Research (1):  Hired Carol Nolan as Director of Policy in February 2013.

Deputy General Counsel (1):  Hired Felicia Sullivan in September 2013.

Policy Analyst – QRIS (1): Presently funded through RTTT. The position ends 12/31/15.

Policy Analyst – Generalist (1): This position is filled.

Family / Community Quality Specialist (2): One filled, the other is still needed.

Educator Provider Support Specialist (2): Not clear that we still need these positions.

Audit Resolution - Fiscal Monitor (3):  One position funded through RTTT which ends 12/2015.

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INFRASTRUCTURE: FTE Update 2014

At the beginning of FY14 we had 153.45 approved FTEs. (We have a discrepancy of .20 with ANF.)

Administration and Finance has approved eight (8) additional positions as part of EEC’s FY14 budget:

• Chief of Staff: Hired• Deputy General Counsel: Hired with early permission• Licensors (5): Positions posted• Caseload Budget Manager: Interviews in process

Our revised current FTE total is 161.65 (prior to hiring fingerprinting staff).

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INFRASTRUCTURE: Fingerprinting Update

Chapter 459 of the Acts of 2012 (as amended by Chapter 77 of the Acts of 2013):

Requires and authorizes EEC to conduct fingerprint-based checks of the state and national criminal history databases.

Requires EEC to conduct Sex Offender Registry Information (SORI) checks.

Effective September 1, 2013.

In this new process EEC will review:

SORI data (for all types of care).

FBI (fingerprint) data (for all types of care including employees/volunteers/interns of EEC licensed and/or funded programs and transportation providers but excludes informal relative caregivers).

CORI and DCF data (for family child care-related individuals, all Licensees and Reviewers, and in home, non-relative care providers).

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INFRASTRUCTURE: Fingerprinting Update

Because of the new responsibilities placed on EEC, Administration and Finance has approved eleven (11) additional positions to fulfill EEC’s responsibilities relative to fingerprinting as follows:

• Program Coordinators (5): These positions will handle the administrative aspect of the BRC process: tracking, updating, mailing, and filing results. They will provide TA to programs and applicants.

• Reviewers (5): These positions will review discretionary applications and review rationales for decisions.

• Application Developer: This position will build an enhanced database and maintain the CORI / BRC databases.

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INFRASTRUCTURE FY15 Request for New Positions

FIELD STAFF

Assistant Deputy Commissioner for Field Operations (1): $80,000• The Deputy Director of Field Operations for EEC is responsible for the

management of the day to day operations of the licensing, policy implementation, and regional office functions for a geographical area of the Commonwealth. This management responsibility requires setting priorities, deploying resources, directing and guiding agency direct service staff, and assuring  consistency in operations amongst regional offices and licensing units. This management responsibility also includes maintaining the integrity of the policy, licensing, investigations, and regulatory compliance functions through monitoring and maintaining effective internal controls and quality assurance processes.

Licensors (5): $57,000• The licensing specialists will provide support to the programs the agency

licenses in order to provide quality early learning environments for the 250,000 Massachusetts children the agency is responsible for. The current caseload ratio for family child care licensors is 280 licenses to 1 licensor. In group child care the ratio is 104 licenses to 1 licensor. The addition of 5 licensing staff will reduce the caseload ratios to approximately 250 to 1 for family child care and 85 to 1 for group child care. This would bring Massachusetts closer to the recommended national standards of 75 to 1 for family child care and 50 to 1 for group child care.

19

INFRASTRUCTURE FY15 Request for New Positions

FINANCE UNIT

Fiscal and Grant Monitors / Auditors (2): $66,000

• Ensure that funding awarded by EEC through grants is spent according to the requirements of the grant, the terms and conditions of the contract, and according to the applicable regulations of the state oversight agency (Office of the State Comptroller, OSC) as well as federal regulations. 

• Review grantee budgets and expenditures to ensure that the requirements of the grants are met. 

• Conduct site visits to Contracted Providers and Child Care Resource and Referral agencies to determine compliance with the Commonwealth’s budgeting and pricing regulations and terms of the provider’s/CCRR contract. 

• Conduct reviews of all contract provider and CCRR attendance and billing policies and providers oversight to any potential double billing occurrences.

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INFRASTRUCTURE FY15 Request for New Positions

Transportation Monitor (1): $54,000

• Ensure that funding awarded by EEC for transportation services is spent according to the requirements of the grant, the terms and conditions of the contract, according to the applicable regulations of the state oversight agency (Office of the State Comptroller, OSC), Registry of Motor Vehicles and other federal regulations. 

• Monitor transportation subcontract agreement between EEC Contract Providers, Child Care Resource and Referral agencies, and transportation companies to ensure that the requirements of the funding are met. 

• Conduct site visits and desk review with contracted providers and Child Care Resource and Referral agencies to determine compliance with Transportation polices and oversight plans, passenger logs, billing, and attendance. 

• Oversight of training requirements, monitoring of drivers in the PQR, and revision of policies as necessary. 

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INFRASTRUCTURE FY15 Request for New Positions

POLICY UNIT

Director of Workforce and Special Projects (1): $73,000• Oversee the Educator and Provider Regional Partnerships, which

includes 5 Educator Provider Support (EPS) Regional grantees.• Plan monthly EPS grantee meetings and EPS Liaison meetings.• Supervise 3 EPS liaisons at Central Office and the Professional

Qualifications Unit which includes 3 Teacher Qualifications Specialists.• Coordinate and oversee all Professional Development opportunities

including the PD Calendar and PQ Registry.

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INFRASTRUCTURE FY15 Request for New Positions

Director of QRIS (1): $68,000• Support the MA QRIS through analysis, project development,

implementation, fiscal oversight, coordination and communication. • Ensure that the five key elements of the MA QRIS are embedded in

standards, plans, and policies that guide QRIS development across the mixed delivery system.

• Facilitate monthly program Quality Specialist Unit meetings, including development of agendas and assignments of QRIS related projects and tasks.

• Coordinate activities to produce RFP and other competitive bidding processes required for the implementation of the MA QRIS. Design public awareness and consumer education program to ensure families are knowledgeable about QRIS.

Program Quality Specialists (2): $65,000• Provide technical assistance to educators and providers in an

assigned region. Develop an understanding of unique community needs and act as a liaison for programs, providers, schools, EPS grantees, and Readiness Centers.

• Review QRIS applications by programs and verify self-assessed level of standards and documentation. In coordination with EEC regional Licensors, conducts site visits to programs to provide technical assistance for efforts to improve quality. Plan, prepare, and conduct QRIS training sessions.

Cost of New Positions

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SalaryTotal Funds

NeededFIELD STAFFAssistant Deputy Commissioner for Field Operations1 80,000.00$ 80,000.00$ Licensors 5 57,164.64$ 285,823.20$

FISCAL and FINANCEFiscal and Grant Monitors / Auditors 2 65,776.62$ 131,553.24$ Transportation Monitors 1 53,908.66$ 53,908.66$

POLICYDirector of Workforce & Special Projects 1 73,207.18$ 73,207.18$ Director of QRIS 1 67,706.23$ 67,706.23$ Program Quality Specialists 2 64,888.72$ 129,777.44$

13 821,975.95$

FY15 ASPIRATIONAL BUDGET STAFFING