Maryland Child Care Conversion

10/29/2009 CCA_CCATS_CONVERSION.DOC
Maryland Child Care Administration
CCATS Phase II Conversion
Prepared For:
Maryland Child Care Administration
Prepared by:
The CCATS Conversion Team
David G. Peterson, BiTH Group,
Pinchos Berman, BiTH Group,
Eric Bundy, Maximus
Sam Hort, Maximus

10/29/2009 i CCA_CCATS_CONVERSION.DOC
Table of Contents
1 Introduction ......................................................................................................................... 1
2 Data Conversion Process Overview.................................................................................... 1
2.1 CCAMIS ...................................................................................................................... 2
2.1.1. CCAMIS- Current Processing...................................................................................... 2
2.2 CLIP ............................................................................................................................ 3
2.2.1. CLIP - Current Processing........................................................................................... 3
3 CCATS Conversion Program Inventory............................................................................... 4
3.1 CCAMIS - CCATS Conversion Program Inventory ...................................................... 4
3.1.1. CCAMIS Extract Programs/Routines ........................................................................... 5
3.1.2. CCAMIS - CCATS Conversion Load/Update Programs............................................... 8
3.2 CLIP - CCATS Conversion Program Inventory ...........................................................13
3.2.1. CLIP - CCATS Extract Program/Routine.....................................................................13
3.2.2. CLIP - CCATS Conversion Program...........................................................................13
4 CCATS Production Conversion Scripts ..............................................................................15
A.1 CCAMIS – CCATS Data Mapping ............................................................................A-1
A.2 CLIP – CCATS Data Mapping ..................................................................................A-1

10/29/2009 Page 1 CCA_CCATS_CONVERSION.DOC
1 Introduction
The Maryland Child Care Administration (CCA) is in the process of converting their Child Care
System to a client-server, web-enabled J2EE DB2 database environment known as the Child
Care Administration Tracking System (CCATS). When this conversion is completed, all Child
Care processing will be performed in a ‘state of the art’ environment; and will support the
information needs of the entire CCA community; including all Regions, District offices,
departments; and Maryland residents through the Public Portal.
This document addresses Phase II of the CCATS Conversion effort, which focuses on POC and
Licensing conversion activities.
The legacy applications being converted are:
• CCAMIS (Maryland Child Care Administration Management Information System)
• CLIP (Child Care Licensing Internet Program)
These applications are addressed in detail in subsequent sections.
2 Data Conversion Process Overview
The Phase II data conversion is a process of identifying, cleansing and merging data from the
legacy applications into a series of interim conversion files. The conversion data that meets
CCATS data requirements will then be loaded into the CCATS relational database through a
series of load programs specifically tailored to each input file.
This section provides an overview of the aspects of the conversion effort, which are discussed
in detail in the subsequent sections. The Data Conversion Process Overview provides a
general description of the Phase II Conversion process. The following sections of this
document more fully describe the details of identifying, selecting and importing each data
source.
As described in the Figure 1 below, CCAMIS is expected to be the primary source of data for
Phase II conversion. All data being extracted to the Interim Conversion Files will have already
been cleansed and verified, ensuring only the best possible data is available for loading to the
CCATS Database. In order to minimize the complexity of and errors during the DB2 load
process, the Interim database export files will be designed to facilitate the loading of the CCATS
Database. These processes are described more fully in the following sections.

Figure 1: Data Conversion Process Overview – Phase II
2.1 CCAMIS
The Maryland Child Care Administration Management Information System (CCAMIS) contains
information for all active cases; encompassing approximately 2,000 informal providers and
approximately 16,000 active cases, 15,000 families, with 32,000 active children receiving
services. Data relating to the approximately 13,000 child care providers currently in CCAMIS
was partially converted for Phase I, with additional information being converted to support
Phase II functionality.
2.1.1. CCAMIS- Current Processing
CCAMIS is currently run in a UNIX-based environment on a DHR server using the MAXSTAR®
system developed by Maximus.
The CCAMIS database consists of several data files. Each data file is associated with particular
functional areas. The Phase II conversion effort is primarily associated with the Provd parent
data file and its associated child files. The Provider file maintains information on formal and
informal child care providers, as well as applicants for child care licensing and registration. The
file contains the information needed to support basic licensing functions; information on services
authorized and supports resource and referral activities. The file is indexed by the system-
assigned Provider Number. The Provd file is the parent file to the following child files; voucher,
act, finc, inv, mktrt, pbal.
There are several other files in the CCAMIS database that are used as subsidiary files. The
files used for conversion are: empl, nrate, and nsupp.
CLIP
CCATS
Production
DB
Interim
Conversion
Files
Output data files
passed to DB2
load programs.
DB2
Load
Programs
Data cleanup
and case
reconciling
occurs at the
data source.
Data merging and reconciliation
occur here.
Failed
Conversion
Exception
Reports
CCAMIS
Data cleanup and
case reconciling
occurs at the data
source.

2.2 CLIP
The Child Care Licensing Internet Program (CLIP) captures and reports license renewal
tracking and complaint tracking. For the purposes of the CCATS Phase II implementation, only
Complaint tracking data will be converted.
2.2.1. CLIP - Current Processing
CLIP processing is currently running as a web server application running IIS on an NT4
platform. The system utilizes a SQL Server v7.0 database also running on a NT4 platform.
The Licensing personnel of the CCA currently use extracts of the CLIP database as input to
their reporting activities. Due to the content of the CLIP data, extensive manipulation of the data
is required to provide concise input for reporting.

3 CCATS Conversion Program Inventory
This section provides an inventory of all the utilities and programs used in the CCATS
Conversion. The routines that will convert the legacy CCAMIS and CLIP systems are presented
in the following sections, along with the extract criteria used in the conversion process.
3.1 CCAMIS - CCATS Conversion Program Inventory
The following CCAMIS datafiles (tables) will be used in the Phase II conversion:
Extract
Sequence
CCAMIS
Datafile
Descriptive Name Extract Criteria
1 famly Family Case Records Family LDSS = LDSS in Phase;
and Active as of 10/1/2005
or Fraud Record extracted for Family
2 bcode Fraud Information Sanction Date > Convert Date;
and Fraud Record exists for Family
3 child Child Case Member Family was extracted,
and TOC = C or H or I
4 vouch Child Care Vouchers Receipted Vouchers – Child was
extracted and End Date >= 10/2005,
and Not Voided
UnReceipted Vouchers – Created
within 90 days of Convert Date
5 finc Family Income Family was Extracted
6 provd Informal Providers Voucher was Extracted;
or Fraud was Extracted;
or Recoup Balance > 0
7 provd Registered Providers License Active as of Convert Date,
and Updated since Last Conversion;
or Voucher was Extracted;
or Fraud was Extracted;
or Recoup Balance > 0
8 Inv Invoice Payment History Service Month > 10/2005;
and Invoice Status = 5;
and Net Amount > 0
9 vouch Voucher Payment History Voucher Expired Date >= 10/2005
Each Service Month Paid Amount > 0
10 act Family Activity Log Family was Extracted;
and with up to 30 records for the last
year
11 empl Employee Information File Active Employee
pbal Recoupment Balance File Manually Entered into CCATS
nrate Subsidy Rates - Regular Manually Entered into CCATS
Nsupp Subsidy Rates - Informal Manually Entered into CCATS

3.1.1. CCAMIS Extract Programs/Routines
The extracts from CCAMIS will utilize the MAXSTAR® Utility Expdelim for extracting data from
the existing data base. This utility will be used to transform the CCAMIS data structures into
ASCII flat file structures for processing by the CCAMIS-CCATS Conversion programs.
Additionally, any conversion of the format, content, codified values of the CCAMIS data will be
performed using this utility. Summary and detail reports of the data exported from the CCAMIS
database may be created if required.
Selection criteria: All active cases and providers, including any information required to meet
federal reporting guidelines. As each record is extracted, it will be marked with the date
archived.
Special Processing: CCAMIS should be placed in a “read-only” state to ensure that no
updating to the Employee data can be done during the extract processing. All records extracted
from CCAMIS will be flagged as “Extracted for CCATS”, and may not be updated from CCAMIS.
Exception Processing: If any serious errors occur during extract processing, delete the output
extract file, correct the errors, and re-run the extract.
Each extract routine is described below. While dependencies are listed for most of the extracts,
more than one (1) extract may be performed simultaneously if required.
Name: CCAMIS Family Extract
Sequence in CCAMIS - CCATS Conversion Extract Processing: 1
Type: Extract Utility - MAXSTAR® Utility Expdelim
Function: Extract the CCAMIS Family data, and create a flat file for input to the Family
Conversion Load/Update program (CCATS_Conv_Family.java).
Inputs: CCAMIS famly (Family) Table
Output(s): CCAMIS Family Extract
Dependencies: None
Name: CCAMIS Fraud Extract
Function: Extract the CCAMIS Fraud data, and create a flat file for input to the Fraud
Conversion Load/Update program (CCATS_Conv_Fraud.java).
Inputs: CCAMIS bcode (Fraud) Table
Output(s): CCAMIS Fraud Extract
Dependencies: Successful Completion of Step 1 – CCAMIS Family Extract
Name: CCAMIS Child Extract
Function: Extract the CCAMIS Child data, and create a flat file for input to the Child Conversion
Load/Update program (CCATS_Conv_Child.java).
Inputs: CCAMIS child Table
Output(s): CCAMIS Child Extract
Dependencies: Successful Completion of Step 2 – CCAMIS Fraud Extract

Name: CCAMIS Voucher Extract
Function: Extract the CCAMIS Voucher data, and create a flat file for input to the Voucher
Conversion Load/Update program (CCATS_Conv_Voucher.java).
Inputs: CCAMIS vouch (Voucher) Table
Output(s): CCAMIS Voucher Extract
Dependencies: Successful Completion of Step 3 – CCAMIS Child Extract
Name: CCAMIS Income (Family Income) Extract
Function: Extract the CCAMIS Family Income data, and create a flat file for input to the Income
Conversion Load/Update program (CCATS_Conv_Income.java).
Inputs: CCAMIS finc (Family Income) Table
Output(s): CCAMIS Income (Family Income) Extract
Dependencies: Successful Completion of Step 4 – CCAMIS Voucher Extract
Name: CCAMIS Informal Provider Extract
Function: Extract the CCAMIS Informal Provider data, and create a flat file for input to the
Provider Conversion Load/Update program (CCATS_Conv_Provider.java).
Inputs: CCAMIS provd (Provider) Table
Output(s): CCAMIS Informal Provider Extract
Dependencies: Successful Completion of Step 5 – CCAMIS Income Extract
Name: CCAMIS Registered Provider Extract
Function: Extract the CCAMIS Registered Provider data, and create a flat file for input to the
Provider Conversion Load/Update program (CCATS_Conv_Provider.java).
Inputs: CCAMIS provd (Provider) Table
Output(s): CCAMIS Registered Provider Extract
Dependencies: Successful Completion of Step 6 – CCAMIS Informal Provider Extract
Name: CCAMIS Invoice Payment History Extract
Function: Extract the CCAMIS Invoice History data, and create a flat file for input to the Invoice
History Conversion Load/Update program (CCATS_Conv_InvoiceHistory.java).
Inputs: CCAMIS inv (Invoice) Table
Output(s): CCAMIS Invoice History Extract
Dependencies: Successful Completion of Step 7 – CCAMIS Registered Provider Extract
Name: CCAMIS Voucher History Extract
Function: Extract the CCAMIS Voucher History data, and create a flat file for input to the
Voucher History Conversion Load/Update program (CCATS_Conv_VoucherHistory.java).

Inputs: CCAMIS vouch (Voucher) Table
Output(s): CCAMIS Voucher History Extract
Dependencies: Successful Completion of Step 8 – CCAMIS Invoice Payment History Extract
Name: CCAMIS Family Activity Log Extract
Function: Extract the CCAMIS Employee data, and create a flat file for input to the Employee
Conversion Load/Update program (CCATS_Conv_RacfId.java).
Inputs: CCAMIS act (Family Activity Log) Table
Output(s): CCAMIS Family Activity Log Extract
Dependencies: Successful Completion of Step 9 – CCAMIS Voucher History Extract
Name: CCAMIS RACFID Extract
Function: Extract the CCAMIS Employee data, and create a flat file for input to the Employee
Conversion Load/Update program (CCATS_Conv_RacfId.java).
Inputs: CCAMIS empl (Employee) Table
Output(s): CCAMIS RACFID Extract
Dependencies: Successful Completion of Step 10 – CCAMIS Family Activity Log Extract

3.1.2. CCAMIS - CCATS Conversion Load/Update Programs
The CCAMIS – CCATS Conversion Load/Update Programs are a series of Java programs that
will use the extract files created from CCAMIS to populate the CCATS database. Each program
has a specific function, uses only one (1), or zero (0) CCAMIS extract file for input, and will
populate 1 or more CCATS database tables.
Special Processing: The Conversion Load/Update program will have exclusive access to the
CCATS database being updated. Other processing considerations are addressed as required/
recommended for each step.
Exception Processing: All errors are written to an error log file for analysis, error correction in
CCAMIS, and resubmission to the Conversion process.
The overviews presented here are intended to convey the basic purpose and processing of the
Load/Update programs.
Name: CCATS_Conv_RacfId.java
Sequence in CCAMIS - CCATS Conversion Load/Update Processing: 1
Type: Java Program
Function: Load/Update Program
Inputs: CCAMIS RACFID Extract
Output(s): The following CCATS tables are populated/updated by this program:
• DESIGNATOR
• PARTY
• PARTY_NAME
• PERSON
• SEC_USER
Dependencies: Successful Completion of CCAMIS Extract Processing
Special Processing: A backup of the database should be performed before this step is run.
Name: CCATS_Conv_Provider.java
Type: Java Program
Inputs: CCAMIS Provider Extract
• CASE
• DESIGNATOR
• EPISODE
• EPISODE_ASSOC
• EPISODE_PARTICIPANT
• EVENT
• LICENSE
• LICENSE_ACTION
• LICENSE_APP_SECTION
• LICENSE_ARTIFACT
• PARTY
• PARTY_GROUP

• PARTY_NAME
• PERSON
• PROVIDER
• PROVIDER_ARTIFACT
• PROVIDER_EPISODE
• SEC_GROUP
Dependencies: Successful Completion of Step 1 – CCATS_Conv_RacfId
Special Processing: A backup of the database may be performed before this step is run.
Name: CCATS_Conv_Rates.java
Type: Java Program
Inputs: CCAMIS Rates Extract
• CASE
• SUBSIDY_RATE
• SUBSIDY_RATE_CATEGORY
Dependencies: Successful Completion of Step 2 – CCATS_Conv_Provider
Name: CCATS_Conv_Family.java
Type: Java Program
Inputs: CCAMIS Family Extract
• CASE
• DESIGNATOR
• ELIGIBILITY
• ELIGIBILITY_WAITLIST
• EPISODE
• EVENT
• NOTE
• PARTY
• PARTY_GROUP
• PARTY_NAME
• PARTY_RELATIONSHIP
• PARTY_ROLE
• PERSON
• POSTAL_ADDRESS
• TELECOM_NUMBER
• PRE_ELIGIBILITY
• SERVICE_NEED
• SUBSIDY
• SUBSIDY_CASE
• SUBSIDY_EXTRA
• SUBSIDY_PERSON

• TICKLER
Dependencies: Successful Completion of Step 3 – CCATS_Conv_Rates
Name: CCATS_Conv_Income.java
Type: Java Program
Inputs: CCAMIS Income (Family Income) Extract
• CASE
• INCOME
Dependencies: Successful Completion of Step 4 – CCATS_Conv_Family
Name: CCATS_Conv_Fraud.java
Type: Java Program
Inputs: CCAMIS Fraud Extract
• CASE
• FRAUD
Dependencies: Successful Completion of Step 5 – CCATS_Conv_Income
Name: CCATS_Conv_Child.java
Type: Java Program
Inputs: CCAMIS Child Extract
• CASE
• CC_AUTHORIZATION
• CONTACT_MECH_PURPOSE
• CONTACT_MECH_TYPE
• DESIGNATOR
• EPISODE
• IMMUNIZATION
• PARTY
• PARTY_NAME
• PARTY_RELATIONSHIP
• PARTY_ROLE
• PERSON
• PERSON_RACE
• POSTAL_ADDRESS
• TELECOM_NUMBER

• SUBSIDY_PERSON
• WEEK_SCHEDULE_SUMMARY
Dependencies: Successful Completion of Step 6 – CCATS_Conv_Fraud
Name: CCATS_Conv_Voucher.java
Type: Java Program
Inputs: CCAMIS Voucher Extract
• CASE
• CC_AUTHORIZATION
• ELIGIBILITY
• PARTY
• PROVIDER
• SUBSIDY
• SUBSIDY_CASE
• SUBSIDY_RATE
• SUBSIDY_RATE_CATEGORY
• VOUCHER
• VOUCHER_RATE
Dependencies: Successful Completion of Step 7 – CCATS_Conv_Child
Name: CCATS_Conv_VoucherHistory.java
Type: Java Program
Inputs: CCAMIS Voucher History Extract
• HISTORY_VOUCHER
Dependencies: Successful Completion of Step 8 – CCATS_Conv_Voucher
Name: CCATS_Conv_InvoiceHistory.java
Type: Java Program
Inputs: CCAMIS Invoice History Extract
• HISTORY_INVOICE
Dependencies: Successful Completion of Step 9 – CCATS_Conv_VoucherHistory
Name: CCATS_Conv_Pdf_Voucher.java
Type: Java Program

Function: This program creates PDF images of all vouchers that were created by the
conversion process, places them in a specified directory, and establishes references to the
paths in the CCATS tables.
Inputs: None
• DOCUMENT
• DOC_OBJ
Dependencies: Successful Completion of Step 10 – CCATS_Conv_InvoiceHistory

3.2 CLIP - CCATS Conversion Program Inventory
The following CLIP tables will be used in the Phase II Conversion:
CLIP Table Name Descriptive Name Extract Criteria
Complaint Base Complaint Information License Number Exists
complaint_category Complaint Category
Information
Match to
Complaint.Log_Number
complaint_contact Complaint Contact
Information
Match to
complaint_findings Complaint Findings
Information
Match to
complaint_mangreview Complaint Review Information Match to
Complaint_Other_Violation Complaint Violation
Information
Match to
complaint_record Detailed Complaint
Information
Match to
user_log Base System User
Information
Extract usr_last, usr_first
For the purposes of the Phase II conversion effort, the CLIP – CCATS Conversion will require
only one (1) Extract Program/Routine, and one (1) Conversion Load Program/Routine. These
are presented below.
3.2.1. CLIP - CCATS Extract Program/Routine
Name: CLIP Complaint Extract
Sequence in CLIP - CCATS Conversion Extract Processing: 1
Type: Extract Utility (SQL Server extract against CLIP Access Database)
Function: Extract the CLIP Complaint data, and create a flat file for input to the CLIP - CCATS
Conversion Load/Update program (CCATS_Conv_Complaint.java).
Inputs: CLIP Database
Output(s): CLIP Complaint Extract
Dependencies: Successful completion of CCAMIS to CCATS conversion processing
Special Processing:
Exception Processing: If any serious errors occur during extract processing, delete the output
extract file, correct the errors, and re-run the extract.
3.2.2. CLIP - CCATS Conversion Program
Name: CCATS_Conv_Complaint.java
Sequence in CLIP - CCATS Conversion Load/Update Processing: 1
Type: Java Program
Function: Load Program
Inputs:

• COMPLAINT
• COMPLAINT_ARTIFACT
Dependencies: Successful completion of CLIP to CCATS Extract processing
Special Processing: Not Applicable
Exception Processing: All errors are written to an error log file for analysis, possible error
correction in CLIP, and resubmission to the Final Production Conversion process.

4 CCATS Production Conversion Scripts
This section provides an inventory of the scripts used in the CCATS Conversion. The scripts
invoke the routines that will convert the legacy CCAMIS and CLIP systems, and are intended to
be defined and repeatable steps. Each script invokes one (1), and only one, conversion routine.

10/29/2009 Page A-1 CCA_CCATS_CONVERSION.DOC
Appendices
A CCATS Conversion Data Mapping
Data mapping is the key to any conversion effort. Data maps define relationships between
required data elements in the target database and associated data elements in any electronic
source data. Detailed analysis of both the target (CCATS) data dictionary and the sources
(CCAMIS & CLIP) were required in order to identify rules and edits applied to any given data
element.
This process ensures that all required data elements associated with CCATS Phase II functional
areas will be populated. The data map defines the source of the data; and includes hierarchical
relationship rules, business rules, data edits, code and data formatting translations, and default
values.
A.1 CCAMIS – CCATS Data Mapping
A.2 CLIP – CCATS Data Mapping

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