Ohio Statewide Automated Child Welfare Information System

1
Ohio Statewide AutomatedChild Welfare
Information System

• Partnership Forum
• 28 June 2006

2
Opening Remarks/Confirm Agenda
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith

3
Agenda

• 1000 1015 Opening Remarks/Agenda
• 1015 1045 UAT Status Report
• 1045 1115 Cognos 8 Update
• Go Forward Plan
• 1115 1215 Data Access Ad Hoc Reporting
• 1215 1230 Stretch Break Lunch Arrives
• 1230 100 SACWIS CCRB
• 100 130 SACWIS Technology Forum
• 130 200 Additional Updates Add-Ons
• 200 Wrap-up/Next Meeting/Adjourn

4
User Acceptance TestingStatus Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra
• Nancy DeRoberts

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User Acceptance Testing

• Functional Defect Breakdown
• 20 Open Critical High Defects
• Total of 112 Open Functional Defects
• Muskingum County Data
• In UAT Environment for 25 days
• 13 Open Critical and High Defects

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User Acceptance Testing

• Report Testing in UAT
• As of May 1st
• Ready for UAT 97 (54)
• Passed 27
• Failed 67
• As of June 1st
• Ready for UAT 105 (60)
• Passed 60
• Failed 43
• As of June 27th
• Ready for UAT 125 (71)
• Passed 72
• Failed 41

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User Acceptance Testing

• Scenario Testing
• As of May 1st
• Start of next Wave
• As of June 1st
• Executed 116 (75)
• Passed - 72
• Failed - 44
• As of June 27th
• Executed 153 (99)
• Passed - 102
• Failed 39

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User Acceptance Testing
9
Cognos 8 UpdateGo Forward Plan Re SACIS Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra
• Kathy Bartlett

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COGNOS 8 Migration

• During UAT of the 136 reports, a number of
  defects with the Cognos ReportNet product were
  discovered which prevented a number of critical
  reports from being produced.
• A Cognos expert was hired in April to diagnose
  the problem.
• As a Result, the SACWIS Project is currently
  Migrating these 136 reports using Cognos 7 to
  COGNOS 8.

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COGNOS 8 Migration

• As a result of the Extension of UAT to
  accommodate COGNOS 8 reports testing, a Pilot go
  forward strategy was developed
• UAT has been extended to accommodate the
  migration to COGNOS 8 and the necessary
  additional testing

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COGNOS 8 Migration
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COGNOS 8 Migration
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COGNOS 8 Migration

• Integration Point Redesign and Re-Coding
• Report Delivery
• Staggered into UAT
• 22 by 10 July
• 20 by 14 July
• 20 by 21 July
• Balance delivered no later than 45 days into
  pilot
• ODJFS development as well

15
COGNOS 8 Migration
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SACWIS Reporting

• As a result of the Extension of UAT to
  accommodate COGNOS 8 Reports Testing, a Go
  Forward Strategy Was Developed

17
SACWIS Reports

• SACWIS Will Contain 176 Reports, Forms and
  Notices
• Reports (72) include management reports, Forms
  (44), Notices (23), Cubes (37)
• Of these
• 136 are Cognos ReportNet
• 3 (AFCARS, NCANDS processing) are PL/SQL programs
  (non-Cognos)
• 37 hypercube reports will use Cognos PowerPlay
  tool to produce

18
SACWIS Reports

• In early May the following counties were
  identified to assist the state on a reports go
  forward plan for pilot implementation
• Franklin
• Cuyahoga
• Hamilton
• Muskingum
• Clark
• Hocking
• County Recommendation was to have all reports,
  forms, templates tested and available in
  production environment for pilot

19
SACWIS Reports

• Director Barbara Riley attended the May
  Partnership Forum to discuss the report go
  forward plan
• ODJFS requested DRC bring in another state to
  discuss their experience regarding reports

20
SACWIS Reports

• Teleconference was held in late May with
• Directors Office
• Colorado Project Director
• SACWIS Management
• Muskingum County Representatives and
• Hamilton County Representatives
• Decision was made for the department to work with
  Muskingum County to prioritize reports for pilot
  based on their business need

21
SACWIS Reports

• Final reports prioritization was completed May 31
• 82 Priority 1 reports
• Available day 1 of pilot
• All other reports, 45 days into pilot

22
SACWIS Reports

• Current Report Status
• Ready for UAT Testing 125 or 71
• Reports Passed 72 or 41
• Report Failed 41 or 23
• In Progress 12 or 7

23
Pilot Statewide Implementation Status Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman
• Steve Mayo

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Pilot Activities

• Six Week Plan
• Data Conversion
• Training
• Help Desk
• Infrastructure
• Pilot Readiness Activities

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Six Week Plan

• Pilot Go Live is July 31st!
• Project has activated the Pilot Six Week Plan to
  track readiness activities
• Management meets twice weekly to address issues
  and track progress
• We wont go to production if we cant support
  live production.

26
Data Conversion

• All SIS conversion defects resolved
• Muskingum Dry Run 1 conducted
• Week of June 12th
• Resulted in a small number of new defects
• Dry Run 2 planned for early July

27
Training

• Web Based Training Module 1 is available
• Classroom Training started 6/26
• Super User Training for 13 students
• End User and Manager training in July
• Practice Database

28
Help Desk

• Help Desk Plan Approved
• Operating Procedures
• Remedy has been updated
• ACD had been updated
• Help desk Training is planned for July
• FAQ/Knowledge web service is established

29
Infrastructure

• BNS and BISS are preparing to host SACWIS
• Building application and reporting environments
• Configuration Management
• Setting up and testing production management jobs
• Load testing application and network
• Establishing the security plan, communication
  plan, and so forth

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Pilot Readiness Activities

• Muskingum County has been busy preparing to pilot
  SACWIS
• Data Cleanup and Error Report Reviews
• Conversion Dry Run
• Security Matrix and Target Population List
• Weekly Status Meetings and Reports
• Issues List

31
Statewide Activities

• Distribution of Error Reports
• Security Access
• Recorded Demos
• Starter Kits
• Rollout Schedule

32
Error Reports

• Data Conversion generates 10 error reports
  Agencies can use to clean up legacy data prior to
  conversion
• Reports have been distributed for five counties
  in wave 1 and wave 2
• Reports will be distributed to additional
  counties in the near future

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Security Access

• Agencies are being contacted in order of
  implementation
• The Agency Planning Coordinator will receive the
  initial request
• We have begun collecting 7078s and provisioning
  security for SACWIS
• SACWIS LDAP IDs are used in the CAPMIS/SACWIS
  Training Registration process

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Demos and Starter Kits

• Intake
• Investigation
• Case Planning
• Services / Placement
• Court
• Supervisor
• Adoption
• Home Study / Licensing Certification
• Training
• Fiscal Contracts
• Fiscal Services
• Fiscal Payments
• Fiscal Eligibility
• Miscellaneous

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Starter Kit Contents

• Comparison of Current Practice (SIS) to SACWIS
• Work Flow Diagram
• Implementation Questions
• Template for Documenting Current and Future
  Practice

36
Rollout Schedule

• We have begun updating the Rollout Schedule to
  reflect a July 31st Pilot
• Statewide Rollout will begin in November and
  complete in June of 2007
• CAPMIS/SACWIS Rollout will continue to be
  integrated

37
Data Access Ad Hoc Reporting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

38
Stretch Break Lunch Arrives
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

39
SACWIS Change Control Review Board (CCRB)
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kathy Bartlett
• Nancy DeRoberts

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SACWIS CCRB

• Purpose
• To manage the requested changes to SACWIS
  submitted by both State and County staff by
  tracking, analyzing, prioritizing and
  recommending requested changes.
• To serve as a recommending authority to ODJFS
  with responsibility for formulating
  recommendations regarding actions on change
  requests.

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SACWIS CCRB

• ODJFS Representatives
• Business Project Manager
• Requirements Manager
• Change Management Manager
• MIS Project Manager
• Testing Manager
• Development Manager
• Quality Assurance Manager
• County Representatives
• Two Small to Medium Counties
• Two Large Counties
• Two Metro Counties
• PCSAO Representative

42
SACWIS CCRB

• Getting Started
• Identify Process for Determining PCSA Membership
• Convene Membership As Soon As Possible For
  Planning Meetings (Establish Meeting Frequency,
  Orient Membership to Process Tools, etc)
• August 4,2006
• Commence CCRB Process With Statewide Roll-Out of
  SACWIS
• Identify Submission Process to CCRB
• Through County representatives to State
• County Representative Management of County
  participation
• Begin With Existing Body of Change Requests
  System Enhancements Submitted and Tracked Since
  Project Initiation

43
SACWIS CCRB

• Enhancement Categorization (in no order)
• Worker Safety
• Safety/Protection of Children
• Reconsidered Requirements/Design
• Date Integrity and Quality
• County Need or Request,
• User Friendliness System Usability
• Federal State Policy/Requirements (name
  requirement)

44
SACWIS Technology Forum
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

45
Additional Updates Add-Ons
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts

46
Wrap-Up/Next Meeting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith