Ohio Statewide Automated Child Welfare Information System

1
Ohio Statewide Automated Child Welfare
Information System

• Partnership ForumJune 28, 2005

2
Welcome and Logistics
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Terry Lee Adams

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Opening Remarks and Introductions
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith
• Nancy DeRoberts-Moore

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SACWIS Partnership Forum Agenda

• 1000 1020 Opening Remarks
• 1020 1050 Quarterly Briefing Results
• 1050 1120 SACWIS Looking Forward
• 1120 1150 Implementation Readiness
• 1150 1230 User Acceptance Testing
• 1230 130 Working Lunch (?)
• 130 200 SACWIS Training Overview
• 200 230 SACWIS Updates
• 230 300 Wrap-up and Adjourn

5
Quarterly Statewide Briefing Results
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts-Moore

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Statewide Quarterly Briefings

• Three half day briefings were held on June 7th
  and June 8th
• Briefing included Overview of Project Status
  System Demonstration
• Approximately 225 Participants attended from 44
  counties
• Participants included caseworkers, supervisors,
  administrators, data entry and information
  technology staff

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Statewide Quarterly Briefings

• Session evaluations were favorable
• System Demonstration was well received and
  considered informative
• Evaluation comments included the major change
  that SACWIS would bring and the casework
  benefits from sharing information across county
  lines

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Statewide Quarterly Briefings

• Briefings Will Continue to be held Quarterly
  Across the State
• Next set of Briefings Will Be held in Dayton at
  Montgomery PCSA in October

9
SACWIS Looking Forward
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

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SACWIS User Acceptance Testing

• 4th Phase of Testing
• 1st Unit Testing
• 2nd Integration
• 3rd System Testing
• Validates the System
• Acceptance from Users/Testers based on
• Adherence to business flows, rules and practices
• Overall usability

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SACWIS Conversion

• Conversion continues through implementation
• Finish developing conversion scripts
• Complete analysis with counties
• Run mock-conversions
• Produce Operations and System documentation

12
SACWIS Training

• Complete computer-based training (CBT)
• Create and finalize training feedback instrument
• Create and finalize training database
• Create post training practice database
• Work with testing and implementation teams to
  finalize training schedule

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SACWIS Pilot Implementation

• Pilot begins in Spring of 2006
• System Certification
• Prepare Help Desk
• Capacity Simulation and Response Time
• Final System Tuning

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SACWIS Statewide Implementation

• Begins right after pilot
• Finalization of Implementation plan during Pilot
• Set implementation waves
• Final check on conversion timings during Pilot
• Final tweaks to training and on-site support
  during pilot

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Implementation Readiness
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tom Heilman

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User Acceptance Testing
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

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When Do I Participate?

• User Acceptance Testing (UAT) begins after System
  Testing has been completed
• December 2005/January 2006
• UAT lasts for 90 days

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What Do You Need Me To Do?

• 4 Different Types of Tests
• Subset of System tests
• Exclusive User Acceptance Tests
• Self-Tests
• Conversion

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4 Different Types of Tests (Subset)

• Tests pulled from System test cases
• Very specific to the Use Cases
• Used to test functionality
• Will be automated

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4 Different Types of Tests (Exclusive UAT)

• Business flow driven
• Not necessarily a use case
• Not as detailed as specific business rules
• Can (and will) cross multiple areas (e.g. Intake,
  investigation, on-going case management)
• Not yet developed

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4 Different Types of Tests (Self-Tests)

• Written by User Acceptance Test participants
• Scenario driven
• Based on real data and experience

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4 Different Types of Tests (Conversion)

• Populate UAT region with all pilot county data
• Look for any specific pilot county errors
• Convert all county data
• Increase UAT region volume
• Run conversion reports
• Review system response time

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Test Case Approvals

• Write test case
• Review test cases
• Look for inconsistencies
• Review to assure following known business rules
• Review for reasonableness/able to complete
• Approve (or send back for revision)
• Check into testing repository
• Use as necessary

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Who Should Participate?

• County SMEs
• State SMEs
• State BAs
• Will give priority to those original JAD/Design
  Team members and pilot county personnel
• Number of participants dictates the number of
  tests we can run

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What Level of Commitment Is There?

• What can we ask for?
• Group Setting
• Communication among testers
• Addressing of defects
• Take advantage of current information
• Will consider off-site testing after the first
  month

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What Kind of Training Will Testers Receive?

• SACWIS training (2 days)
• Testing Training (1/2 Day)
• Methodology
• Process
• Tools
• 2 ½ Days total Simple and Focused

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SACWIS Training Overview
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Sharon Griffith Lynne Monson

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SACWIS Training

• High Level Project Schedule
• Training Approach
• Training Products
• User Task Analysis as Foundation
• Current Development Status
• Classroom Delivery

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High-Level Project Schedule
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Training Approach

• Training is Not a One-Time Event!
• Information Just-in-Time, Just-Enough
• Based on User Task Analysis
• We will provide SACWIS users
• Job task-based, hands-on classroom training
  within 30 days of rollout
• A suite of tools to support job task performance
  when users return to their desks
• Trained support staff during rollout

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SACWIS Training
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SACWIS Training
You Got It! (Consistently HighPerformance)
Performance
Time
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SACWIS Training Products

• User Guide
• Online Help
• Links to Online Policy
• WBT
• Classroom Training
• Instructor Guide
• Student Guide
• Student Exercises
• Job Aids (cheat sheets)
• Feedback Survey
• Practice Database

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First! User Task Analysis

• User Tasks by Job Function
• Foundation of All Training Products
• Developed from Use Cases and JADs
• Identification of Performance Outcomes for
  Classroom Training
• Sample Available

35
SACWIS User Guide

• Quick Reference, Getting Started
• Access and Navigation Instructions
• High-Level Task Information
• Integrated into Classroom Training
• Personal Copy
• Sample Available

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SACWIS On-Line Help

• Context-Sensitive
• Screen, Field, and Task Levels
• Integrates Online Policy and WBT
• Links from Screen Level Help to FCASM at
  Rule-Level
• Links to WBT Lesson from Task Level Help
• Consistent Presentation of Information Types
  Based on Information Model

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SACWIS Web Based Training (WBT)

• Three Hours of Student Seat Time
• First Hour Required Prior to Classroom Training
• Accessible on Web and Through SACWIS
• Individual Lessons Integrated into Task-Based
  Online Help for Performance Support

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SACWIS Classroom Materials

• Instructor Guide
• Student Guide (Personal Copy)
• Student Exercises
• Web Access following Training
• Job Aids (Personal Copies)
• Feedback Survey
• Sample Available

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End User Classroom Training Curricula

• Two Days of Classroom Training
• Day One Core Training Modules
• Overview of System
• Navigation and Common Tasks
• Introduction to Online Support Tools and User
  Guide
• Day Two Job Exercises
• Hands-On, Interactive, Scenario-Based
• Individualized, Flexible
• Defined Performance Outcomes

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Class Durations
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SACWIS Practice Database

• Provides Additional Practice Opportunities
• Available to Students Post-Training
• Accessible from Internet
• Populated with Golden Data from Classroom
  Training Database
• Supported by Student Exercises Available on the
  Web
• Refreshed Regularly (Schedule TBD)

42
Training Development Underway

• User Task Analysis Drafted with Ongoing Updates
• Training Materials Design Completed Fall 2004
• Integrated Project Team (IPT) Developing Content
• Context-Sensitive Online Help
• Job Scenarios
• Exercises
• Working with Technical Teams on Database
  Issues/Solutions

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Classroom Training Close at Hand!

• Classrooms Regional Training Sites
• Additional Classrooms as Needed
• Planned Self-Registration through Learning
  Management System
• Two Trainers per Classroom

Bowling Green (Wood)
Akron (Summit)
Cambridge (Guernsey)
Columbus (Franklin)
Cincinnati (Hamilton)
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SACWIS Training Facilities

• Classrooms at Regional Training Centers
• Additional Classrooms as Needed
• Electronic SMART Boards
• Eighteen Individual Work Stations
• Printers
• Access to SACWIS Training Environment

45
SACWIS Updates
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Project Team

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SACWIS Pilot Overview
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tom Heilman

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SACWIS Pilot Overview

• Schedule Pilot Kickoff Event
• Deliver County Organizational Assessment Report
• Initial Task List Included
• Customize Task List
• Expand Task List
• Begin Bi-Weekly Planning Meetings
• County Driven
• Assigned State Staff Attend by Phone
• Start Implementation Materials Development

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SACWIS Pilot Implementation

• Review Implementation Materials from Previous
  Implementations
• Review Organizational Assessment
• Assigned Staff Gain Familiarity
• Identify Milestones
• Support Areas and Critical Time Frames
• Schedule County Involvement in Upcoming
  Activities
• User Acceptance Testing
• Data Conversion (Already Started for All
  Potential Pilots)
• Review Documented Workflow and Begin Transition
  Analysis

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SACWIS Storyboard 2
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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SACWIS Storyboard

• Why a Storyboard
• Communication conduit from the Project to the
  County
• Tool for County Management and Staff to transfer
  information and facilitate transition to SACWIS
• Dual Role
• A high level overview of what the SACWIS project
  is all about
• A forward facing story to keep users aware of
  activities, events and issues

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SACWIS Storyboard

• SACWIS Storyboard Contents (Overview)
• Vision / Mission
• What is SACWIS
• Key Attributes/Benefits of Ohios SACWIS
• Project Status
• Whats Next County
• Whats Next SACWIS

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SACWIS Storyboard

• SACWIS Storyboard Contents for June 28, 2005
• Focus on County Specific Involvement
• User Acceptance Test
• Pilot
• Training
• Rollout
• More emphasis on SACWIS as development ends and
  the story unfolds

53
SACWIS Storyboard

• SACWIS Future Storyboard Contents
• New additional content to help workers see SACWIS
  functionality without special training and
  background
• Many workers will not be able to have a custom
  demonstration
• Easy to use, no special tools, just connection to
  the Internet

54
Organizational Assessments
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tom Heilman

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Organizational Assessments Update
Organizational Assessments June 27, 2005
Organizational Assessments Organization
Assessments
Conducted Assessments
Scheduled
Van Wert
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Organizational Assessments

• 25 Complete
• Remaining Partnership Forum Counties to be
  scheduled/completed by end of July
• All Organizational Assessments completed by the
  end of the year

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Organizational Assessments

• Troubleshooting
• Refined the process
• Incorporated Lessons Learned
• Assigning Additional Resources
• Two Teams running concurrently
• Committed to Clearing Backlog by Mid-July

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Organizational Assessments

• We need your Insight and Assistance
• Who should attend the Organizational Assessment
• How can we make sure the right people attend
• Stress the importance of data clean-up efforts

59
Wrap-up and Next Meeting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith