Child Care Provider Online Services
Reference Guide
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PELICAN Child Care Provider Online Services – Use it TODAY!
You now have access to a variety of Child Care Provider Services at your fingertips. You can: Manage your PELICAN Child Care Provider Certifications (new applications and renewals) View and update your PELICAN Child Care Works (system used to process subsidized child care
by Child Care Information Services (CCIS) agencies) provider profile information View and print child care Provider forms and information plus much more!
Online Child Care Provider Certification Services Overview
Child Care Provider Certification allows providers to access regulatory information, apply for new and renewal child care facility licenses, submit plans of correction and review statuses of applications, report incidents and complaints using the Internet.
This online service provides convenience to providers and access to the most current information.
Online Child Care Provider Self Service Overview
Child Care Provider Self Service will allow established regulated providers to view and update their information in the PELICAN Child Care Works system.
The general public is now able to access child care services information and apply for child care online via the
Commonwealth of Pennsylvania Access to Social Services (COMPASS) website; www.compass.state.pa.us. Parents seeking information about your child care facility count on the accuracy of your profile. Please review and update your information regularly.
Using Provider Self Service allows regular access and updates to be made to your profile as they occur, rather than just once per year.
Who to Call for Login Issues:Commonwealth User ID and Password Reset: 1-800-281-5340, Monday – Friday, 7:30 AM – 4:30 PM
This Reference Guide is designed to assist you in completing your initial
registration and use of these online services.
Table of Contents
THE DEPARTMENT OF PUBLIC WELFARE (DPW) CHILD CARE PROVIDER HOME PAGE ... 3
Creating a DPW Provider Account ... 3
Who to Call for Login Issues... 4
BASIC NAVIGATION TIPS ... 4
PROVIDER CERTIFICATION... 5
Completing a New Application... 5
Checking the Status of a Certification Application and Withdrawing an Application Online... 6
Entering a Self Reported Non-Compliance ... 6
Entering a Plan of Correction... 6
Who to Call for Login Issues... 7
PROVIDER SELF SERVICE ... 7
Creating a Provider Self Service Login for PELICAN Child Care Works... 7
Accessing/Updating Provider Profile(s) in PELICAN Child Care Works ... 7
Checking the Approval Status of a Managed Update... 8
Adding Additional Users Who Can Update Provider Profile(s)... 9
Approving a New User Request (to Update PELICAN Child Care Works Profile Information) ... 10
Rejecting a New User Request (to Update PELICAN Child Care Works Profile Information) ... 10
Managing Existing Users Access (to PELICAN Child Care Works Profile Information)... 10
Deactivate a User ... 10
Change a Users Provider Profile Location Access ... 11
THE DEPARTMENT OF PUBLIC
WELFARE (DPW) CHILD CARE
PROVIDER HOME PAGE
Creating a DPW Provider Account
n order to access Provider Certification and Provider Self Service online, providers must create an account on the Department of Public Welfare (DPW) website’s, Child Care Provider Home page, hereafter referred to as the Provider Home page.
1. From your Internet Browser, navigate to: www.pelican.state.pa.us/provider 2. The PROVIDER HOME page opens
3. Click the NEW USER link below the Keystone ID and password section at the top left of the page
4. The NEW USER REGISTRATION MANAGEMENT DIRECTIVE page opens. Here you must accept the Management Directive and click CONTINUE
NOTE:
Not accepting the Management Directive will cancel the registration process andreturn you to the Provider Home page (previous page)5. The NEW USER REGISTRATION page opens 6. Enter information about the person requesting access
NOTE:
All of the fields in the New User Registration page must be completedIMPORTANT:
Be sure to write down your password and keep it in a safe place
Passwords must contain at least 7 characters. Passwords must contain at least three of the following: UPPERCASE letter; lowercase letter; a number (0-9) or non-alphanumeric characters [!, <, @, #, $, etc.]7. Click CONTINUE once all of the User Information is entered
8. The NEW USER REGISTRATION CONFIRMATION page opens
9. Your system generated Keystone ID and PIN are provided
IMPORTANT:
PRINT this page and keep it in a SAFE PLACE! You will not receive a confirmation email containing this informationNOTE:
The PIN is used for completing the E-Signature Authorization for Certification10. Click CONTINUE to return to the PROVIDER HOME page
11. Enter your system generated Keystone ID and Password
IMPORTANT:
The password you chose in the registration process must be entered in the Password field (not the PIN)Page 4 of 11
12. Click LOGIN
13. The PROVIDER HOME page opens
NOTES:
This page provides you with information regarding PELICAN Provider Certification and PELICAN Provider Self Service and what can be done for both online services
You can now navigate to the ProviderCertification and Provider Self Service areas of the PELICAN Child Care Provider website
Provider Certification begins on page 5 of this document
Provider Self Service begins on page 7 of this document14. CONGRATULATIONS! The PROVIDER HOME page registration is complete
15. Click the PROVIDER CERTIFICATION link or the PROVIDER SERVICES MAINTENANCE link
Who to Call for Login Issues
Commonwealth User ID and Password Res
day, 7:30 AM – 4:30 PM.
et: 1-800-281-5340
Monday – Fri
BASIC NAVIGATION TIPS
efore you get started, here is some useful information that will help you become familiar with the look and feel f the PELICAN Child Care Provider website.
o
Buttons
The most frequently used page elements in the PELICAN Child Care Provider website are BUTTONS. These inclu e: d
SAVE – Records information entered on the page.When using PELICAN, it is important to SAVE the information on each page before navigating to a new area or logging out. Otherwise information you entered on the page is lost
RETURN TO SUMMARY – Takes you back to theSUMMARY page from any detail page
CANCEL – Refreshes the page data back to itsinitial state. CANCEL removes any modifications made to the page and takes you to the previous
page (data is not saved) HISTORY – Shows the details of a record on thepage. If HISTORY is the only button available o page,
UPDATE – Modifies or adds to existing data on thepage
RESET – Clears all fields on a page
DELETE – Deletes information on a page
GO – Takes you to a selected page or displaysselected information
NOTES:
Buttons are typically found at the bottom of a page
Your browser’s BACK button should NOT be used when entering data in pages. This takes you to the previous page but data entered is NOT savedLinks
Links allow you to move directly to a page within PELICAN. Clicking a link opens the desired page.
Links are identified by being underlined.
Once a link is clicked, it will change color to indicate that e page was accessed.
th
Check Boxes
Check boxes allow you to select and deselect information n a page.
o
Drop-down Boxes
Drop-down boxes allow you to select information from an xpandable list.
e
Drop-down boxes are identified by a down arrow to the right of a box. Once the selection is made from the list, clicking GO will display information for that selection or
ke you to a specific page. n a
you only have “read only” access to that page
ta
PROVIDER CERTIFICATION
Completing a New Application
nce your login has been created on the Provider Home page, you can navigate to the PELICAN Provider Certification system.
IMPORTANT:
Per Regulation Title 55, Chapter 20, Section 20.21A, the Legal Entity MUST complete, submit and e-sign the application and manually sign supporting documents. THIS CANNOT BE DONE BY LOCATION DIRECTORS1. Enter your Keystone Key ID and Password 2. Click LOGIN
3. Click the PROVIDER CERTIFICATION link
4. To submit a new or renewal application online or to access information on new and renewal applications, click the CERTIFICATION ASSESSMENT link 5. The CERTIFICATION ASSESSMENT page opens 6. Enter your Provider Information (asterisks indicate
mandatory fields) 7. Click CONTINUE
8. The CERTIFICATION ASSESSMENT CONFIRMATION page opens
NOTES:
This page provides information based on the answers provided in the certificationassessment section, links to applicable regulations, and lists the required documents that must be submitted with the application
The application can be submitted online or it can be printed and mailed to the Regional Office along with the required supporting documents (including the Purpose Cover Letter)
The Purpose Cover Letter must be printed and submitted with the supporting documents to the Regional Office9. Click APPLY NOW to complete the application online or click RESET to clear the Certification Assessment and restart
10. Once APPLY NOW is clicked, the APPLICATION page opens
IMPORTANT:
All Certification Application Information MUST be entered using ALL CAPITAL LETTERS11. Enter your Provider Information (asterisks indicate mandatory fields)
NOTES:
The Responsible Person First Name field is limited to 21 characters
The Responsible Person Last Name field is limited to 25 characters
The Application page displays the appropriate Application of Compliance or Certificate of Registration (depending on the information entered on the Certification Assessment)12. Click QUIT AND SAVE to complete the application at a later time
13. Click CONTINUE to submit the application online s 14. The APPLICATION CONFIRMATION page open
y 15. Review the application information for accurac 16. If the information is correct, click CONTINUE
17. If changes are required, click BACK, make corrections and REPEAT STEPS 13 and 14
18. The E-SIGNATURE page opens
19. Click the box to attest to the correctness of information page
entered on the APPLICATION 20. Answer the Security Question
21. Enter your PIN (the PIN was system generated when the DPW Provider User Account was created)
22. Click SUBMIT to complete the application submission, or click BACK to make changes
3. The SUBMISSION CONFIRMATION page opens 2
IMPORTANT:
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Be sure to PRINT and SUBMIT the Purpose Cover Letter with your SupportingDocumentation
Supporting documentation must be received by the Regional Office within 45 days ofsubmitting an application online. If supporting documents are not received, the application will be considered incomplete
NOTES:
This page confirms the application has been submitted
Regional Office locations and links to required supporting documents are listedChecking the Status of a Certification
Application and Withdrawing an Application
Online
1. Click the MY PROFILE link
2. This link will give you access to your Application status and your Certification Profile information. You can also update your email address and telephone number on this page
3. To WITHDRAW your application, click the WITHDRAW APPLICATION button within the PROFILE SUMMARY
age p
IMPORTANT:
If you receive a notice from the Regional Office that your application was incomplete, you must withdraw the application and complete a new oneEntering a Self Reported Non-Compliance
1. Click the REPORT COMPLAINT OR INCIDENT link TY VALIDATION page opens 2. The ZIP CODE/COUN
3. Enter your ZIP CODE TY 4. Select your COUN 5. Click CONTINUE
6. The REPORT SELECTION page opens 7. Answer the questions and click CONTINUE
8. The REPORT CLASSIFICATION page opens 9. Enter the required information
10. Click CONTINUE
11. The PROVIDER INFORMATION page opens 12. Enter the Provider information for the Self Reported
Non-Compliance 13. Click CONTINUE
14. The NON-COMPLIANCE DETAILS page opens 15. Enter the details of the Non-Compliance
16. Click CONTINUE
17. The SUBMISSION CONFIRMATION page opens 18. Click CONTINUE
19. Thank you! Your Self-Reported Non-Compliance has been successfully submitted
Entering a Plan of Correction
1. Click the MY PROFILE link
2. The PROFILE SUMMARY page opens
3. Click the link for the appropriate location profile
4. The LOCATION PROFILE page opens 5. Click on the INSPECTIONS TAB 6. Click an Inspection Record link
NOTE:
Note the date of the inspection. This will help you to select the proper inspection for which to enter the Plan of Correction7. The LICENSING/APPROVAL/REGISTRATION INSPECTION SUMMARY page opens
8. Enter the Plan of Correction and the date which the non-compliance will be corrected
9. Click CONTINUE
10. The AUTHORIZATION FOR E-SIGNATURE page opens
11. Click the checkbox to certify you are legally responsible for correcting the non-compliance 12. Provide the answer to your SECRET QUESTION 13. Enter the PIN
14. Click SUBMIT
15. CONTRATULATIONS! Your Plan of Correction has been successfully entered
Who to Call for Login Issues
Commonwealth User ID and Password Reset: 1-800-281-5340
Monday – Friday, 7:30 AM – 4:30 PM.
PROVIDER SELF SERVICE
Creating a Provider Self Service Login for
PELICAN Child Care Works
nce you have established your DPW Provider Login, you must then register for access to PELICAN Child Care Works to update your Provider Profile Information.
IMPORTANT:
The first user to register for your organization is automatically designated as the LEGAL ENTITY SUPERVISOR. The LEGAL ENTITY SUPERVISOR serves as the ADMINISTRATOR for approving additional user access and updates to existing user accounts for your organization. Please consider this when selecting the person for this role1. From your Internet Browser, navigate to: www.pelican.state.pa.us/provider 2. Enter your Keystone ID and Password 3. The PROVIDER HOME page opens
4. Click the PROVIDER SERVICES MAINTENANCE link 5. The PROVIDER SERVICES MAINTENANCE page
opens
6. Enter your Provider TAX ID 7. Enter your Provider MPI ID
IMPORTANT:
The Provider MPI Number can be found on your CCIS Payment Summary Form or contact your local CCIS Office to request your MPI number8. Click CONTINUE
9. The CONFIRMATION OF LEGAL ENTITY page opens
10. Click CONTINUE
11. The REQUEST SUBMISSION page opens. This page advises you that a notification will be sent to the email address provided during the registration process once your request is reviewed and approved by the Office of Child Development and Early Learning (OCDEL) 12. Click CONTINUE
13. The PROVIDER HOME page opens
14. CONGRATULATIONS! PELICAN Child Care Works Initial Registration is complete
15. Click LOGOUT to exit the system or use the links to access other areas of Provider Online Services
Accessing/Updating Provider Profile(s) in
PELICAN Child Care Works
nce your login has been created on the Provider Home page and your PELICAN login has been approved, you can access your Provider Profile in PELICAN Child Care Works.
Navigation to your PELICAN Child Care Works Provider Profile begins on the Provider Home page.
1. From your Internet Browser, navigate to: www.pelican.state.pa.us/provider
2. Enter your Keystone Key ID and Password 3. Click LOGIN
4. The PROVIDER HOME page opens
5. Click the PROVIDER SERVICES MAINTENANCE link 6. The LOCATION R&R PROFILE SUMMARY page
opens in a new window
O
NOTES:
If you do not display as an active R&R prov in PELICAN, you will rec
Page 8 of 11
idereive a message to
ocation D op-down Box at the top of contact your local CCIS
The Location R&R Profile Summary page serves as the main navigation page for viewing and updating your PELICAN Child Care Works Provider Profile information
Providers with multiple locations must update each location individually using the Select
Provider L r the page
ade
are identified by the “Y” in the APPROVAL? Column. The LAST UPDATED ON column indicates the date and time the last change was made to that page The LAST UPDATED BY displays the Keystone ID of the Provider User or CCIS staff Keystone ID that m the last change to that pageYour local CCIS must approve changes made to Accreditations and Service Schedules, which are considered Managed Updates. Managed Updates
IMPORTANT:
Updates may take up to several days to be applied7. Click a page link to access the page you would like to view or update
ages accessible from the links on the LOCATION R&R
P
PROFILE SUMMARY page include:
ACCREDITATIONS – Awards from various agencies
ARGESsuch as the NAC, NAEYC, etc. This is a “Managed
Update” page and is approved by the CCIS
ADDITIONAL CH – Items or services that your location charges additional fees for, such as Books, Field Trips, etc.
AFFILIATIONS – Affiliations with a School District,Hospital, etc.
CAPACITIES
– Number of subsidy enrollments andvacancies
CARE LEVELS SERVED – Various care levels serve
ADDITIONAL ACTIVITIESd – Other activities offered such as Computer Classes, Art, Dance, etc.
DISCOUNTS – Discounts that may be offered such as
Employee discounts and early payment discounts ENVIRONMENT – Specific environment informationsuch as No Smoking, No Pets, etc.
FINANCIAL PROGRAM
PARTICIPATION – Sliding
S SERVEDScale Fees, United Way, etc.
GENERAL SCHEDULE – Before School,
Sick Care, etc. LANGUAGES – Different languages that are spokenor taught at your facility
MEALS – Meals that are served (if any) such asBreakfast, Lunch, etc.
SERVICE SCHEDULE – Sessions and start/end times. This is a “Managed Update” page and is appro
ved
by the CCIS OTHER EARLY LEARNING PROGRAMS – Programsoffered such as Head Start, PA Pre-K Counts, etc.
REFERRAL HISTORY – (Read Only) Lists records ofreferrals made by CCIS agencies to your facility
SPECIAL ACCOMMODATIONS PROVIDED –med
Accommodations for wheelchairs, administering ication, etc.
TRANSPORTATION – Transportation offered such as
School Bus Service or Private Transportation
IMPORTANT:
ch hanges to be applied
The SAVE BUTTON must be clicked on ea page for your cChecking the Approval Status of a Managed
Update
roviders can check the status of their submitted
/provider
3.
. Click the PROVIDER SERVICES MAINTENANCE link 6. The LOCATION R&R PROFILE SUMMARY page
opens in a new window
7. Click APPROVAL STATUS in the blue MENU BAR on the LOCATION R&R PROFILE SUMMARY page 8. The APPROVAL STATUS page opens
Managed Updates.
1. From your Internet Browser, navigate to: www.pelican.state.pa.us
2. Enter your Keystone Key ID and Password Click LOGIN
4. The PROVIDER HOME page opens 5
The ITEM column indicates the specific Managed Update
or
page, selecting the
The APPROVED/REJECTED column indicates the status (either approved or rejected)
If a Managed Update is rejected, the reason will be listed in the REJECTION REASON column
The SUBMITTED DATE column is the date the update was submitted by the provider
The LAST UPDATED DATE is when the CCIS either rejected or approved the Managed UpdateHISTORY of Managed Updates can be searched by either entering a specific number of days after SHOW LAST and clicking GO or entering a date range MM/DD/YY to MM/DD/YY after SHOW HISTORY and clicking GO
You can return to the Provider Resource and Referral Summary page by clicking RETURN TO SUMMARY navigate to a specific page by clicking the SELECT Drop-down box at the top of the
desired page and clicking GO
Adding Additional Users Who Can Update
Provider Profile(s)
dditional User Logins can be created for back-up purposes or for designated staff responsible for
Legal ervisor must approve all additional login
ff:
2. Care Works Registration updating various locations.
OCDEL will only approve the Legal Entity Supervisor (the user that initially registered). The Legal Entity Supervisor may either register their staff from the Provider Home page or staff may register themselves. In either case, the
Entity Sup requests.
There are 2 steps for adding access for additional sta 1. Complete PROVIDER HOME page Registration
Complete PELICAN Child
IMPORTANT:
If additional users complete the registration login request themselves, the Legal Entity Supervisor must provide the TAX ID and
Provider MPI numbers to those staff members
e Page
Step 1 – Complete the Provider Hom
Registration
1. From your Internet Browser, navigate to: www.pelican.state.pa.us/provider 2. The PROVIDER HOME page opens
3. Click the NEW USER link below the Keystone ID and Password section at the top left of the page
The MANAG
4. EMENT DIRECTIVE page opens. Here you can accept the Management Directive and click CONTINUE
O N TE:
Not accepting the Management Directive will cancel the registration processhe NEW USER REGISTRATION pag
5. e opens. Here
mation about the person requesting access T
the infor
must be entered
E: NOT
All of the fields in the New User Registration page must be completeds
8. ted Keystone ID and PIN are 6. Click CONTINUE once all of the User Information is
entered
7. The NEW USER REGISTRATION CONFIRMATION age open
p
Your system genera provided
IMPORTANT:
PRINT this page and keep it in a SAFE PLACE! You will not receive a confirmation email containing this informationNOTE:
ThPage 10 of 11 e PIN is used for completing the E-Signature
10. t 11.
Authorization for Certification
9. Click CONTINUE to return to the PROVIDER HOME page
En er your Keystone ID and Password The PROVIDER HOME page opens
IMPORTANT:
Once a new user is registered in PELICAN Child Care Works, the Legal Entity Supervisor
ew User” section on page
! The PROVIDER HOME page
Child Care
must approve the request and grant access to specific provider location(s). This is covered in the “Approving a N
10
12. CONGRATULATIONS registration is complete
Step 2 – Complete the PELICAN
Works Registration
1. From your Internet Browser, navigate to: ider www.pelican.state.pa.us/prov 2. The PROVIDER HOME page 3. ystone ID and Passwo
opens rd
4. SERVICES MAINTENANCE link 5.
6. t
Enter your Ke Click the PROVIDER Enter your Provider TAX ID En er your Provider MPI ID
IMPORTANT:
The Provider MPI Number can be found on your ntact yourRVICES MAINTENANCE
9.
11.
CONGRATULATIONS! PELICAN Child Care Works
s
Payment Summary Form or co location’s CCIS Office
7. The PROVIDER SE confirmation page opens
8. Click CONTINUE Click CONTINUE The REQUEST SUBMISSION page opens 10. Click CONTINUE
The PROVIDER HOME page opens 12.
additional user registration is complete
13. Click LOGOUT to exit the system or use the links to access other areas of Provider Online Service
Approving a New User Request (to Update
PELICAN Child Care Works Profile
Information)
nce a new user has registered, their approved by the Legal Entity Superv
access must be r.
4.
5. page opens
to the appropriate user
location must be selected even if
ns
LATIONS! The approval is complete
iso 1. From your Internet Browser, navigate to:
www.pelican.state.pa.us/provider 2. The PROVIDER HOME page opens 3. Enter your Keystone ID and Password
Click the CHECK ACCESS REQUESTS link The AUTHORIZATION APPROVAL
6. Click SELECT next
7. Select the provider location the new user should be associated with (a
there is only one location available) 8. Click APPROVE
9. The AUTHORIZATION CONFIRMATION page ope 10. Click CONTINUE
11. CONGRATU
Rejecting a New User Request (to Update
PELICAN Child Care Works Profile
Information)
ome users may request access that the Le Supervisor may not want to approve or ha
gal Entity ve requested
reject an
navigate to: e.pa.us/provider
S REQUEST page opens
5. CT
as been access in error. The Legal Entity Supervisor may
access request.
1. From your Internet Browser, www.pelican.stat
2. Click the CHECK ACCESS REQUESTS link 3. The CHECK ACCES
4. Select the appropriate user Click REJE
6. The REJECTION CONFIRMATION page opens 7. Click CONTINUE
8. CONGRATULATIONS! The access request h rejected
Managing Existing Users Access (to PELICAN
Child Care Works Profile Information)
xisting users access may require an update from responsible for new locations or of a provider and their access
isor must mak
gate to:
and Password AGE USERS link
t to the appropriate user . ct DEACTIVATE
8. 9. 10. Clic
to-time. Users may be they have left the employ
must be deactivated. The Legal Entity Superv e these changes.
Deactivate a User
1. From your Internet Browser, navi www.pelican.state.pa.us/provider 2. The PROVIDER HOME page opens 3. Enter your Keystone ID
4. Click the MAN
5. The MANAGE USERS page opens 6. Click SELECT nex
7 Sele
Click SAVE
The DEACTIVATE confirmation page opens k CONTINUE
IMPORTANT:
If users are deactivated in error, they can easily be reactivated by clicking their name in the list,ATULATIONS! The user has been
selecting ACTIVE and clicking SAVE
11. The MANAGE USERS CONFIRMATION page opens 12. CONGR
successfully deactivated
O
S
Change a Users Provider Profile Location
to:3. 4.
Access
1. From your Internet Browser, navigate www.pelican.state.pa.us/provider 2. The PROVIDER HOME page opens
Enter your Keystone ID and Password Click the MANAGE USERS link 5. The MANAGE USERS page opens 6. Click SELECT next to the appropriate user
7. Select the location(s) the selected user should have access to (hold down the CTRL key while selecting to select multiple locations if needed)
8.
ATION page opens
ss has been successfully updated
ho to Call for Login Issues
Click SAVE
9. The MANAGE USERS CONFIRM 10. Click CONTINUE
11. The PROVIDER HOME page opens
12. CONGRATULATIONS! The user’s location acce
W
Commonwealth User ID and Password Reset: 1-800-281-5340
onday – Friday, 7:30 AM – 4:30 PM
