Transcript Review of Staffing Levels Presentation to the Fiscal Committee November 4, 2013

Review of Staffing Levels
Presentation to the Fiscal Committee
November 4, 2013
Early Education and Care
Commissioner’s Office
October 2013
.
2
Early Education and Care
General 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
12
INFRASTRUCTURE COST
In November, 2010, the Board recommended the staffing pattern presented below.
Salary
Child Care Licensing Specialist *
$50,265
16
Director of Operations
$85,276
1
Director of Community Partnership and
Outreach
$75,000
1
$75,000
$76,000
$61,303
$61,303
$61,303
$61,303
$59,292
1
1
1
1
2
2
3
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Director of Policy, Evaluation & Research
Deputy General Counsel
Policy Analyst - QRIS **
Policy Analyst - Generalist
Family/Community Quality Specialist
Educator Provider Support Specialist
Audit Resolution: Fiscal Monitor ***
Total FY15
* Licensing Specialists; priority to fill positions
** Position funded in RTTT; will end 12/2015.
*** One postion funded by Federal Grant RTTT
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Board
Rec'd FTE
INFRASTRUCTURE: How Have We Done?
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
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.
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:
•
•
•
•

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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).
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:
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
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).
INFRASTRUCTURE: Fingerprinting Update

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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.
INFRASTRUCTURE
FY15 Request for New Positions
FIELD STAFF

Assistant Deputy Commissioner for Field Operations (1): $80,000
•

Licensors (5): $57,000
•
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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.
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.
INFRASTRUCTURE
FY15 Request for New Positions
FINANCE UNIT

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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.
INFRASTRUCTURE
FY15 Request for New Positions

20
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.
INFRASTRUCTURE
FY15 Request for New Positions
POLICY UNIT

Director of Workforce and Special Projects (1): $73,000
•
•
•
•
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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.
INFRASTRUCTURE
FY15 Request for New Positions

Director of QRIS (1): $68,000
•
•
•
•

Program Quality Specialists (2): $65,000
•
•
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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.
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
FY15 ASPIRATIONAL BUDGET STAFFING
Total Funds
Needed
Salary
FIELD STAFF
Assistant Deputy Commissioner for Field Operations
1
Licensors
5
$
$
80,000.00
57,164.64
$
$
80,000.00
285,823.20
2
1
$
$
65,776.62
53,908.66
$
$
131,553.24
53,908.66
1
1
2
$
$
$
73,207.18
67,706.23
64,888.72
$
$
$
73,207.18
67,706.23
129,777.44
$
821,975.95
FISCAL and FINANCE
Fiscal and Grant Monitors / Auditors
Transportation Monitors
POLICY
Director of Workforce & Special Projects
Director of QRIS
Program Quality Specialists
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