The FAMIS Provider Registration system builds on the previously implemented FAMIS Resource Directory.  (Refer to IM-74, dated June 30, 1998.)  Provider Registration lays the groundwork for the next step in FAMIS implementation, FAMIS Child Care.  Subsequent memorandums will discuss the implementation process for FAMIS Child Care.

There are four major steps in the process of FAMIS Provider Registration implementation:

• Disabling Legacy Registered Vendor system entry screens,

 
• Legacy Registered Vendor system shut down,

 
• Conversion of Legacy Registered Vendor information into FAMIS Provider Registration, and,

 
• Enabling access to FAMIS Provider Registration.

• Access to Legacy Registered Vendor system transactions used for entry and update of provider data ended May 28, 1999.  Specific transactions that ended are VRGE, VHSE, VRGU, VHSU, VRGC, VRGD, and VHSD.

 
• Inquiry screens of provider data: VRGI, VHSI, and VRGL are available through 5:00 p.m. on June 4, 1999.

• Provider registrations, and health and safety certifications cannot be entered resulting in the provider having an inactive registration from June 1 through June 7, 1999.

 
• Child authorizations to these inactive providers cannot be processed during June 1 through June 7, 1999.

All Legacy Registered Vendor System entry, update and inquiry transactions will be shut down at the close of business on June 4, 1999.  After shutdown, Division of Data Processing and FAMIS staff will begin the conversion process.

CONVERSION

From June 4 through June 7, 1999, Child Care provider data once stored in the Legacy Registered Vendor System files will be converted into the appropriate format and transferred into the FAMIS Provider Registration areas.

Provider registrations, and health and safety certifications active on January 1, 1998 and later will be converted so that FAMIS will have an established history.

Once the transfer has occurred, data held in FAMIS Provider Registration is verified by matching it to the old Provider data files from Legacy.

At the time the conversion and verification process is complete, FAMIS Provider Registration is operational.

During the conversion process, all active registrations, health, and, safety certifications will have their end dates changed to the last day of the prior month.

Provider data with original end dates in June and July require special procedures as:

• Some providers previously ending in June have already received system generated renewal notices out of Legacy, and,

 
• Some providers previously ending in July will receive system generated renewal notices.

 
• All Provider Registrations, and health and safety certifications with an end date in Legacy of June 1, through June 30, 1999 will end May 31, 1999 in FAMIS Provider Registration.

 
• All Provider Registrations, and health and safety certifications with an end date in Legacy of July 1, 1999 through July 30, 1999 will end June 30, 1999 in FAMIS Provider Registration.

There are no overlapping registration or health and safety certification date errors due to this transaction as FAMIS shows the end dates as the last day of the previous month.

Providers not submitting completed renewal documents by their original end date are:

• Eligible for payment up to and including their original end date via CS-65 process when attendance logs are submitted to their local DFS offices.

• An eligible provider as of July 1, 1999, or later based on when compliance and/or renewal requirements are met.

EXAMPLE 2:  Sandy Bradshaw is an eligible provider, caring for four or less unrelated children.  Her original registration end date was June 13, 1999.  A system generated renewal notice was issued on May 12, 1999.  She chose not to renew her registration with DFS.
County Action:  On June 8, 1999, provider data in FAMIS Provider Registration shows an end date of May 31, 1999.  This provider will not receive an invoice for June services but is eligible for payment through June 13,1999, if she cared for children and submits signed attendance logs to her county office.

ENABLING FAMIS PROVIDER REGISTRATION AND CENTRAL REGISTRATION FILE

Effective Tuesday, June 8, 1999, all entries, updates, and inquiries of Child Care provider registrations, and health and safety certifications are accessed via FAMIS Provider Registration system.

For clarification, all family eligibility and child authorization transactions continue to be processed through the Child Care Eligibility and Authorization systems, ICAU/ICEA and ICCR:

• Continue to use ICAU/ICEA for all authorizations using a licensed and contracted Child Care provider.

 
• Continue to use ICCR for all authorizations using a License-exempt Registered Child Care provider.  A licensed provider may be registered only when it is necessary to reimburse the eligible family.

 
• Invoicing continues through the Legacy system issuing regular invoices on the 20th of each month and supplemental invoices at the end of the month.

The Central Registration File is separate from the family's child care case record.  Therefore, it is not necessary to attach copies of verification used to determine family eligibility in the Central Registration File.

The Central Registration File establishes readily available back-up files for each county office for payment verification, in the event of a system error, or shut down.  As it is necessary to maintain accurate records of transactions, we are asking county administrators to set up procedures in their offices to ensure all appropriate transactions are copied as of June 8, 1999 until further notice.

It is anticipated that counties will copy transactions through June 11, 1999.  Further instructions will follow via Email memorandum.

Use the following transaction identifiers to access the following:

• FMEA - FAMIS Provider Registration,

 
• FMEB - FAMIS Provider Health and Safety Certification, and,

 
• FMEC - FAMIS Provider Rates.

REQUIRED ACTION FOR ALL COUNTY OFFICES JUNE 1 THROUGH JUNE 7, 1999

• Approve eligible households for child care assistance June 1, 1999 through June 7, 1999 if registration is active prior to June.

 
• When the parent selects a provider whose registration data was received between June 1, and June 7:

 
• Hold child authorizations to these providers until June 8, 1999.

 
• Hold all new and renewing registrations, and health and safety certifications received in May and June, but not entered as of June 1, for entry into FAMIS Provider Registration on June 8, 1999.

Each county designated two persons to have access to add or update the registered providers in their county.  These persons have been given the profile Registered Provider Update by Central Security.  If there is any problem with this access contact Jane Pogue, EMAIL address POGUBLP, or call 573-681-0133.  (DFS-137 forms are required to add or remove persons from any FAMIS access.)  We will not provide additional staff access to the security profile Registered Provider Update.  When Child Care is implemented, county staff will have access to assign their staff security profiles and then can have additional staff to manage registered provider data.

REQUIRED ACTION FOR ALL COUNTY OFFICES AS OF JUNE 8, 1999

• Enter all new and renewing provider registrations, health and safety certifications, and rates into FAMIS Provider Registration:

 
• With a begin date of June 1, 1999, if the provider is compliant with respective requirements such as DOH inspections, or, 

 
• With a begin date of July 1, 1999, if the provider obtains compliance after June 1, 1999.

 
• Authorize eligible children with compliant providers as of June 1, 1999, or date care is needed if later than June 1, 1999.

 
• Make screen prints of all successful entry and update transactions for Provider Registration and child authorizations.  Maintain this information in the county office Central Registration File until further notice.

• Review memorandum with all appropriate staff.

 
• Establish procedures for Central Registration File.

 
• Hold all new and renewing Provider and Child transactions for entry into FAMIS Provider Registration on or after June 8, 1999.

 
• Hold all child authorizations to new and renewing providers for entry on or after June 8, 1999.

 
• Begin using FAMIS Provider Registration on Tuesday, June 8, 1999.