Wisconsin Department of Children and Families

Protecting Children, Strengthening Families, Building Communities

Disclaimer

WISCCRS User Guides

The Wisconsin Child Care Regulatory System (WISCCRS) is a statewide database used by both child care licensing and certification staff. The database contains information about all certified and licensed providers within the State of Wisconsin.

WISCCRS is a web-based system and has the following features:

  • Processes applications for certification/licensing
  • Stores basic information about child care providers
  • Generates the 'certificate of approval' once the provider's application is complete
  • Generates and displays statistical reports and generates mailing labels
  • Has "Announcements" that pertain to licensing and certification
  • Passes regulation details about a certified provider into the Child Care Subsidy System.

WISCCRS is a secure site and accessible only by certification/licensing agencies. This site is not accessible by the public.

 

Accessing Other Child Care System User Guides

Other Child Care System User Guides

The Department of Children and Families has a number of user guides for our various child care systems. On the User Guide page, you'll find links to user guides for:

  • EBT CSAW (Electronic Benefits Transfer CSAW)
  • CCPP (Child Care Provider Portal)
  • CSAW (Child Care Statewide Administration on the Web)
  • PIES (Program Integrity Enforcement System)
  • WebI (Business Objects Web Intelligence)

 

General WISCCRS Information

System Availability

WISCCRS is available during following days and times:

Monday, Tuesday, and Thursday: 7 a.m. - 7 p.m.
Wednesday: 7 a.m. - 9 p.m.
Friday: 7 a.m. - 5 p.m.
Saturday: 7 a.m. - 3 p.m.

One Saturday each month, the system is unavailable. Please see the CARES Online Availability Calendar for further details.

Security Access

Visit the Security Access Guide for Child Care Agency Workers to learn about gaining access to various child care systems, and to download the appropriate access request forms. See the WISCCRS section of the Security Access Guide for instructions on how to gain access to this system.

User Help

If you need assistance with the child care systems, please use the Systems Contacts spreadsheet to contact the appropriate person.

About WISCCRS Guides

WISCCRS has many different modules. Below is a list of user guides that explain the functionality of the system.

Background Checks

The Background Checks User Guide (DCF-P-5293) explains background check screens in WISCCRS. Most of the screens in this module are only updatable by the DCF Caregiver Background Unit (CBU) and DCF Central office staff, but can be viewed by certification and licensing staff. It includes:

  • Fingerprint Check Process
  • Episode Screens
  • Notices
    • Fingerprint Instruction Letter
    • Decision Letter
  • Rollout
    • New Individuals
    • Currently licensed individuals
    • Rollout Logic

Basics

The Basics User Guide (DCF-P-2979) explains:

  • Security access and user registration
  • Confidentiality and passwords
  • Where to go for help?
  • Basic navigation
  • Provider Record Structure
  • Search Functionality
  • Announcements
  • Audit trail
  • Tasks

"Changes" in Provider / Facility Record

The Various Changes in Provider / Facility Records User Guide (DCF-P-5131) includes step-by-step instructions on how to process the most common changes to the provider record such as address, name, category status changes, etc. It includes:

  • Address / Physical Location Changes
  • Information for Dually Regulated Providers
  • Corporation Status Change - Licensing
  • Name Change
  • Tax ID Number / Type Change
  • Facility (Location Name) Change
  • New Board President (Licensing)
  • New Owners
  • Importing Individual from Other Locations
  • Deleting / Inactivating Individuals
  • Category Change (Certification)
  • License Type Change
  • Closing a Site
  • Deleting a Category
  • Re-activating a Site
  • Ending a Temporary Closure
  • Suspensions (Certification)
  • Revocations
  • Changes in Hours of Operation
  • Changes in Ages Served
  • Licensing / Certification Amendments

Complaints / Incidents

The Complaints / Incidents User Guide (DCF-P-5132) explains how to enter complaint/incident intake and investigations. It includes:

  • Incident / Injury Reporting
  • Intake
  • Complaint / Incident Investigation
  • Complaint / Incident History

Continuations / Re-certifications

The Continuations / Re-Certifications User Guide (DCF-P-2981) gives step-by-step instructions on how to process certification/licensing continuations. It includes:

  • Continuation / Re-Certification Process
  • Processing Continuation / Re-Certification Applications
  • Entering a Second Probationary License
  • Relocation when Continuation / Re-Certification happens at the same time
  • Continuation / Relocation Fees (Licensing)

Creating New Provider Records

The Creating New Provider Records User Guide (DCF-P-5076) has step-by-step instructions on how to create a new licensed or certified provider in WISCCRS. Screens include:

  • New Applicant (Tax ID and address clearance)
  • Facility/Location Details
  • Other Licenses
  • Subsidy Details
  • Pets, Transportation, Insurance, Comments
  • Alternate Address
  • Individuals (household members, etc)
  • Background checks/Training
  • Monitoring Plan
  • Site Visits
  • Hours of Operation/Ages Served
  • Checklists
  • Conditions
  • Serving Relatives
  • Granting Regulation

Dashboard

This Dashboard User Guide (DCF-P-5257) explains how to manage tasks and messages in WISSCRS. Tasks and messages can come from any child care system (CSAW, YS, Child Care Provider Portal and other users in WISCCRS). They are a communication from another user (future phase) or from another system, helping workers be informed, track tasks that need to be done, manage workload among various staff, and quickly access various parts of WISCCRS where work needs to be done. It includes:

  • Accessing the Dashboard
  • Filtering Messages and Tasks
  • Licensing and Certification Regional Users
  • Dashboard - DCF CBU Screens
  • Processing Tasks (DCF CBU Staff)
  • DCF CBU Supervisor
  • Assign User Roles

Documents

This Documents User Guide (DCF-P-5133) explains how to upload various documents on applicant, facility/location, application, individual and site visit levels. It includes:

  • Document Size and Scanning
  • Uploaded Documents to WISCCRS
  • Deleting an Uploaded Document
  • Document Types
  • Confidential Documents
  • List all Documents
  • Batch Documents (Licensing)
  • WISCCRS Document in CCPP

Enforcements

The Enforcements User Guide (DCF-P-5135) explains how to enter certification and licensing enforcements into WISCCRS. It includes:

  • Enforcement Details by Provider Type
  • Adding a New Enforcement
  • Displaying Violations and Tags
  • Modifying an Enforcement
  • Enforcements Resulting from a Complaint Investigation
  • Related Enforcements
  • Forfeiture Fees (Licensing)
  • Appeals
  • Closing Enforcements
  • Deleting Enforcements
  • Enforcement History
  • Enforcement Documents
  • Enforcement Reports
  • Enforcements and Category Status
  • Enforcements - Unregulated Facilities (Licensing)
  • Child Care Public Search

Facility / Location Assignment

The Facility / Location Assignments User Guide (DCF-P-5136) contains instructions on how to assign certified and licensed facilities/provider locations to a certification/licensing specialist. It includes:

  • Facility / Locations included in the Module
  • Facility / Location Search
  • Facility / Location Match Results
  • Facility / Location Assignment

Findings

The Findings User Guide (DCF-P-5269) explains the functionality of the Findings Module. It includes:

  • Criteria Used for Matching
  • Searching
  • Findings Results
  • Security
  • Dually Regulated Providers
  • Viewing / Updating Findings by Various User Types
  • Newly Approved Providers with Findings Records

Individuals

The Individuals User Guide (DCF-P-5292) explains how to enter individuals affiliated with a child care program into WISCCRS. It includes:

  • Importing Applicant / Licensee Demographics - New Applicant
  • Applicant / Licensee Details - Adding a New Location
  • Individual Clearance
  • Individual Search
  • Importing Individuals from Other Locations
  • Background Check Request (BCR) form
  • List of Individuals
  • Modification of an Individual
  • Individual History

Monitoring Results

The Monitoring Results User Guide (DCF-P-2980) explains how to enter licensing/certification monitoring results into WISCCRS. The guide replaces the previously published "Violations" User Guide. It includes:

  • Entering and Previous Monitoring Results
  • Health and Safety Results
  • Generating the 785 / 2665 Compliance Statement
  • Generating the 294 Non-Compliance Statement
  • Displaying all Monitoring Results for a Visit
  • Child Care Public Search
  • Entering Unlicensed Violations (Licensing)

My Assignments

The My Assignments User Guide (DCF-P-2972) explains the functionality of the My Assignment Module. It includes

  • Providers / Facilities Included in My Assignments
  • Searching My Facilities
  • Calculating the Visit Due Date
  • Events that Recalculate the Visit Due Date (Licensing)
  • Site Visit Screen
  • Visit Types That Set the Visit Due Date (Licensing)
  • WebI Reports - Licensing

The Registry

The The Registry User Guide (DCF-P-5294) explains how The Registry information will be available in WISCCRS, as well as in the YoungStar Case Management System and the Child Care Provider Portal. It includes:

  • Staff Attached to Multiple Sites
  • Employees Moving from Facility to Facility
  • Registry Details
  • Registry Staff

Reports (WebI)

The Reports User Guide (DCF-P-2971)  and WebI computer-based training video explain the WISCCRS reports in WebIntelligence:

  • How to gain access to WebI
  • Explanation of reports
  • Generating Reports
  • Sorting / Filtering Report Data
  • Problems with Printing or Converting Reports
  • Applications Data Warehouse Overview
  • Provider Location Data Warehouse Overview

Site Visits

The Site Visits (DCF-P-5268) chapter of the WISCCRS User Guide explains how to enter certification and licensing site visits. It includes:  

  • Required Site Visits 
  • Continuation Site Visits
  • Site Visit Monitoring Results
  • Complaint Visits
  • Unregulated Facilities - Enforcement Site Visits (Licensing)
  • Enforcement Site Visits

Transactions

The Transactions User Guide (DCF-P-2973) explains how to enter licensing/certification fees/adjustments and collections. It includes:

  • Displaying Transactions
  • Adding, Modifying or Deleting a Transaction
  • Entering a Collection
  • Refunding or Applying an Excess Fee
  • Fees for Dually Regulated Providers

W-9 Instructions - Provider

The W-9 Taxpayer Identification Number Verification - Instructions (DCF-P-5240) instructs providers on how to correctly complete the W-9 form.

 

WISCCRS Modules Used by Licensing Only

CBC Fee Invoicing

The CBC Fee Invoicing User Guide (DCF-P-5239) explains the automated CBC fee invoicing functionality and Operational Report used for depositing checks to DCF Finance. It includes:

  • WISCCRS Invoicing
  • Automated Initial Invoices
  • Batch Processes
  • Ad Hoc DOJ Requests
  • Shares Deduction Authorization
  • Manual Invoices
  • Invoice Cancellation
  • Excess Fees and Credit Memos
  • Adjusting an Invoice
  • Referring Fees to DOR
  • When a DOJ Record is Deleted
  • 30 and 60 Day Reminders
  • Reports

Correspondence Requests

The Correspondence Requests User Guide (DCF-P-5143) explains how license continuation letters and reminders can be generated. It includes:

  • Letter Types
  • Correspondence Request Search
  • Adding New Requests
  • Modifying a Requests
  • Viewing / Printing a Letter

Discrepancy Modules

This Discrepancy User Guide (DCF-P-5295) explains the two discrepancy modules in WISCCRS.

  • Fieldprint Discrepancies
  • Individual Clearance Discrepancies

DOR Interface

The Department of Revenue (DOR) Interface User Guide (DCF-P-4144) explains the DOR/WISCCRS Interface for licensed providers. It includes:

  • Information Sent to DOR
  • DOR Requests and Responses Module
  • DOR Results on Business (Applicant / Licensee) Level
  • DOR Results on Individual Level
  • Records on 'Hold' Status
  • Licensee Name / Tax ID Changes
  • Closed Programs
  • DOR Related Enforcements
  • Delinquency / Clearance Documents

DWD UI Interface

The Department of Workforce Development (DWD) UI Interface User Guide (DCF-P-5220) explains the information sent to DWD for matching purposes. It includes:

  • Information Sent to DWD
  • DWD Requests and Responses Module
  • Tax ID Changes
  • Closed Programs
  • Delinquency / Clearance Documents

Public School, Out-of-State, Training and Contracting Facilities

The Public School, Out-of-State, Training and Contracting Facilities User Guide (DCF-P-5161) explains how to enter the following programs:

  • Public School Programs
  • Licensed/Certified programs in neighboring states
  • Training Facilities

Unlicensed Complaints

The Unlicensed Provider Records User Guide (DCF-P-5077) explains how to create unlicensed provider records. It includes:

  • Searching for an Unlicensed Provider Record
  • Unlicensed Providers with Prior History
  • Unlicensed Providers with Certification / Licensing History
  • Previous Unlicensed Complaint History - Licensing Application Received