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. User Help If you need assistance with the child care systems, please see the DCF/DHS Systems Contact User Information Guide page for contact information. 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 through Thursday: 6:30 a.m. - 9 p.m.Friday: 6:30 a.m. - 7 p.m.Saturday: 6:30 a.m. - 6 p.m.Sunday: Offline 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 Security 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 Announcements Audit trail Search functionality Messaging from WISCCRS to CCPP 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 "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 Corporation status change - Licensing Name change Tax ID number / type change Facility name (location name) change New board president (Licensing) New owners Category change (Certified only - Provisional to Regular) License type change Closing a site Deleting a category Re-activating a site 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 instructions on the mandatory screens that are required for approving a continuation/re-certification application. There might be additional screens that need to be completed per agency policy (transactions, pets, insurance, vehicles, etc). This guide does not explain all screens in detail. If you have questions on a specific screen, explanations can be found in the Creating New Provider Records chapter. 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 fees (Licensing) Creating New Provider Records The Creating New Provider Records User Guide (DCF-P-5076) walks through all the steps required for the applicant to be approved for a license or certificate. If the screen is mandatory for license/certificate approval, the heading in the user guide will have an asterisk (*) next to it. Screens include: W9 form New applicant screens (tax ID and address clearance) Facility/location details Applicant details Assignments Invoices (Licensing only) Other licenses (Licensing only) Subsidy details Pets, transportation, insurance, comments Alternate address Individuals (household members, etc) Background checks/training Monitoring plan Site visits Hours of pperation/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 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 Reviewing Online Applications The Reviewing Online Applications user guide (DCF-P-5766) explains how to use the Expression of Interest tool. 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 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 Non-Licensed Facilities (Public School, Training/Contracted Services, Out-of-State, Tribal/Migrant Head Start Programs) The Non-Licensed Facilities (Public School, Training/Contracted Services, Out-of-State, Tribal/Migrant Head Start Programs) User Guide (DCF-P-5161) explains how to enter the following programs: Public school operated child care programs Licensed/certified programs in neighboring states Training and contracting services facilities Tribal or Migrant Head Start Programs 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
