CIV Board of Directors Board and General Membership Meetings

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C-IV Board of Directors Board andGeneral
Membership Meetings

• SAWS Consortium IV, C-IV System
• January 30, 2009

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Agenda
3
Agenda cont.
4
Migration Project Status Overview
On Time and On Budget!
5
Update on Migration Development

• Completed do no harm to Original County testing
  for CMSP Online Rules. Deployed to C-IV
  Production June 2008 (8.06).
• Completed development currently in System Test
  and on progress for deployment to C-IV Production
  July 2009 (9.07)
• Replication of approximately 100 batch programs,
  29 interfaces
• CMSP Reports/Forms/NOAs/Eligibility
• New interface development (Warrant Print, Auditor
  Controller, Direct Deposit, etc.)
• New Reports/Forms (35 local/rush warrant
  templates, MEDS Progress Reports, etc.)
• System Test Acceptance on schedule for April 3.
  User Acceptance Test follows.
• Remaining Development
• The project accommodated over 80 enhancements
  (SMCRs) by reallocation of time on items not yet
  worked and allocation of 500 hours managed by the
  Consortium
• Over 80 of these SMCRs are complete. Remaining
  items include Stale and Paid Warrants, Siskiyou
  Warrant Print Check Stock, CMSP Policy changes.

6
Update on Migration Conversion - Data Clean-up

• Current Status
• Currently 3 Data Cleansing requests have been
  sent to the counties (All Waves)
• No show stoppers currently identified
• A higher volume of Data Cleansing requests is
  expected to start in March 2009 (All Waves)
• This aligns with the Conversion Team completing
  build activities and entering Conversion System
  Test March 1

7
Update on Migration Conversion - Data Clean-up

• Data Cleansing Tracking
• C-IV is tracking the progress of each Data
  Cleansing item on a monthly basis beginning
  mid-February 2009
• The Data Cleansing Tracking Report will show a
  summary of the items left to be cleaned-up and
  detailed breakdown of the activity per month
  completed on each item
• By the 15th of each month an updated CIT will be
  sent to the County notifying them that updated
  Data Cleansing Reports have been posted to the
  Web Portal and a new Data Cleansing Tracking
  Report has been posted
• The Data Cleansing Tracking Report will report on
  progress through the end of the prior month. (On
  April 15th the counties will receive a report of
  progress through March 31st)

8
Update on Migration Conversion Mock Conversions

• Mock Conversions
• There are currently 7 Mock Conversions scheduled
• Wave 1 May 2009 September 2009 (4)
• Wave 2 December 2009 January 2010 (2)
• Wave 3 April 2010 (1)
• Each County will have access to their converted
  data (accessed through the C-IV System) for a
  period of 4 weeks during a Mock Conversion for
  the Wave
• Wave 1 7/5/09 7/23/09 8/10/09 8/14/09
• Wave 2 1/4/10 1/22/10 2/1/10 2/5/10
• Wave 3 4/5/10 4/23/10 5/3/10 5/7/10
• County provides resources to confirm that their
  data is being migrated effectively
• This is the Countys opportunity to preview the
  migrated data before cutover
• It is anticipated that the County resources will
  be able to access C-IV from the County

9
Update on Migration Development Status Release
Schedule and Scope Management

• New Scope Management Change Requests (SMCRs) will
  not be included in the Migration Release (9.07)
• Release 9.07 includes all of Migration required
  modifications
• Critical path from System Test to UAT to Training
  to Wave 1 Go Live!

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Update on Migration Development Status UAT

• UAT Plan is complete
• Recruitment of UAT Testers began in January
• Testing will be conducted April 1 June 5, 2009
• UAT Testing will be conducted at the project site
• UAT testing will focus on CMSP functionality,
  Reports, Forms, NOAs and Rush Warrant Print
• UAT will include both scripted and unscripted
  testing
• There is funding for salaries, benefits and
  travel

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Overview of the Migration Implementation and
Communications
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CIV Consortium By the Numbers...
Original 4 Counties
Migration Counties
C-IV Production Counties
Merced 400 Users 9 Offices
Wave 1 2907 Users 78 Offices
Imperial 398 Users Inyo 23 Users Kern 1612
Users Kings 251 Users Mono 8 Users Monterey 554
Users San Benito 62 Users
Stanislaus 543 Users 6 Offices
Riverside 1985 Users 51 Offices
San Bernardino 3308 Users 65 Offices
Wave 1 2907 Users 78 Offices
Total 6236 Users 131 Offices
Wave 2 2358 Users 90 Offices
Wave 2 2358 Users 90 Offices
Alpine 1 User Amador 27 Users Calaveras 40
Users El Dorado 119 Users Glenn 51 Users Lake 120
Users Madera 288 Users Marin 140
Users Mariposa 18 Users Mendocino 156
Users Napa 95 Users San Joaquin 1217
Users Tuolumne 55 Users
Total 9143 Users 209 Offices
Total 11501 Users 299 Offices
Wave 3 1585 Users 74 Offices
Total C-IV Consortium at completion of Migration
13,086 Users 373 Offices
Wave 3 1585 Users 74 Offices
Butte 363 Users Colusa 32 Users Del Norte 66
Users Humboldt 197 Users Lassen 41 Users Modoc 16
Users Nevada 69 Users Plumas 19 Users Shasta 291
Users Sierra 3 Users Siskiyou 81 Users Sutter 152
Users Tehama 115 Users Trinity 22 Users Yuba 150
Users
Migration Total 6850 Users 242 Offices
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Overview of the Migration Implementation and
Communications Plan, Schedule Deliverables

• Pre-Implementation
• Create Implementation Plans (Deliverables) with
  County Review
• Conduct Site Prep and Installation of
  Hardware/Software
• Build and Test Interfaces
• Verify End Users and Type of Training Required
• Prepare Adhoc Report Users for New Reporting
  Methods
• Prepare County Points of Contacts for Project
  Activities
• Conduct Change Management Analysis and Train
  Staff on Process Changes
• Conduct C-IV System Training
• Conduct Data Cleansing and Conversion Prep/Mock
  Conversion
• Cutover to C-IV
• Prepare Counties for Go Live
• Cutover Weekend
• Post-Implementation
• Provide In-County Support
• Issues Resolution

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Sample Implementation Activities by Wave
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Overview of the Technical Migration Development
and Implementation Activities

• Migration Development
• Commodities Procurement 4 February 2009
• Server Installation and Configuration May 2009
• Performance Testing Through May 2009 and
  Continuously After
• Oracle RAC Upgrade August 2009
• System Operations and Support Plan Through April
  2010
• Migration Implementation
• Hardware and Software Acquisition Plan December
  2008
• Imaging Plan December 2008
• Site Survey, Preparation, and Installation
  Through March 2010

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Review DTS POP Network Issue and Status

• Dec. 11 - Met with DTS OSI to discuss Technical
  and Service Delivery issues. DTS to provide
  document on issues in two weeks
• Dec. 15-18 Conference calls with DTS POP
  counties to inform of status of issue and options
• Dec. 24 Received documents from DTS. Technical
  issues largely resolved. Service Delivery issues
  still outstanding
• Jan. 5 Submitted C-IV response to DTS documents
  to OSI
• Jan. 5 Napa County formally requests to change
  to County POP Model
• Jan. 22 Follow-up conference call held with DTS
  POP counties

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Update on C-IV MO

• The MO Phase of the Project has been underway
  for 50 months.
• MO highlights since the September 2008
• Automated Medi-Cal Redetermination Packets
• Upgraded to Java 5, Web-Logic 10
• Implemented 3 of the 5 phases for Time Limits
  enhancements - database and page updates
  complete. The last 2 phases will increase
  automation and will occur post-Migration.
• Enhanced Resource Data Bank to show cross county
  impacts

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Update on C-IV MO

• MO Planned Release Highlights, available to all
  39 counties as they migrate
• CMIPS-II Design for C-IV Online IHSS referral
  processing
• 9.01 Add Spell Check, County maintained
  valuables (45 enhancements)
• 9.02 ACL 08-30 Reporting, EBT PIN unlock
• 9.03 Training Data Refresh, FNS 209 Report
  Updates
• 9.04 County maintained mileage rates, CA 237 FC
  Report Updates
• 9.05 Automate Cal-Learn, Enhance Intake
  Scheduling, Confidential Case Restrictions, CA
  812 Report Updates
• 9.07 Merge Migration Code with MO Code
• 9.09 Change EBT Vendor from JPM Chase to ACS,
  WPR Enhancements
• 9.11 New programs for C4 Yourself CMSP,
  CalWORKs, Medi-Cal

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C-IV MO Release 9.01 Recap

• Release 9.01 deployment was delayed 1 week to
  February 1. This was the first time in 53 monthly
  releases there has been a delay.
• What happened
• The database structure is changing to support an
  SCR which creates tighter coupling of the Person
  and their Application Status. This involves over
  57 million rows of database updates.
• This SCR was tested through CIV development
  lifecycle and was applied to Staging to get a
  Production timing estimate of 15-20 hours, within
  the deployment timeframe of 2am Sunday to 2am
  Monday.
• The Production timing estimate was inaccurate due
  to additional time needed to update both Disaster
  Recovery and Ad-hoc databases while maintaining
  archive and rollback logs. At 2pm Sunday the
  update was 12 hours through running with 20
  hours projected remaining. After functional and
  technical review confirmed no mandate for
  deployment timing, rollback was initiated to
  ensure C-IV Online would be up Monday morning.
• What we measures are we researching, to execute
  differently this weekend
• Increase Rollback and archive logs (both size and
  scale) to reduce contention.
• Segment database structure update into
  subroutines some of which can start earlier in
  the deployment cycle.
• Decouple Ad-hoc database update from Production
  and Disaster Recovery. This may result in a delay
  of Ad-hoc availability until Tuesday. This SLA
  exception has been approved to provide greater
  contingency.
• Research any network tuning parameters to improve
  file transfer speeds.

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Update on C-IV Work Participation Rate (WPR)
functionality and status

• The project has planned the rollout of WPR as
  follows
• Data Collection (C-IV page changes necessary for
  adequate data entry and tracking) targeted for
  July 2009 implementation
• Work Eligible Individuals (WEIs) Determination
  (mandatory participants) targeted for March
  2009 implementation
• Work Participation Rate (WPR) Determination (the
  percentage of mandatory participants that meet
  the federal work participation requirements)
  targeted for November 2009 implementation
• Reporting (integrate all necessary WPR
  reporting into C-IV Solution) -targeted for
  November 2009 implementation

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Update on C-IV Work Participation Rates (WPR)
functionality and status
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Update on C-IV Medi-Cal PII Safeguards

• C-IV is in compliance with the physical and
  security safe guard requirements set forth by the
  State, with the exception of the following
• All systems must time out after 20 minutes of
  inactivity. Currently, C-IVs time out is set at
  30 minutes. SCR 33323 has been created to address
  this issue and will be implemented prior to June
  2009

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Update on C-IV Medi-Cal PII Safeguards

• In addition to C-IVs compliance, each county in
  the consortium will need to take appropriate
  action(s) to confirm they are in compliance with
  each section of the Privacy and Security
  Agreement. For example
• Section I/X General confidentiality policies
  must be signed for all contracted staff (cleaning
  crews, temporary workers, etc)
• Section II/IV Training for staff that have or
  will have access to PII and maintaining
  certifications of agreement to comply with
  privacy/confidentiality and security safeguards.
• Section III Risk Management reviews/corrective
  action plans
• Section V Physical security onsite and at
  applicable storage warehouses.
• Section VI Remote access of PII and encryption
  of portable media devices.
• Section VII Paper document controls within the
  county.
• Section VI/VIII This section relates to the
  policies and procedures, which address
  identifying and responding to suspected or known
  security incidents. C-IV contains this ability
  however, counties must request the functionality
  be turned on in order to obtain the log entries
  of a particular person, case, etc.
• Section IX Self assessments

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Review Workstation Distribution Policy

• Utilizes workstation counts from RFP
• Prioritizes distribution - Core Users first
• Provides Methodology for true-up by Wave
• Options to address additional needs
• True-Up Allotment (100 per wave)
• Use County-owned PCs as non-managed
• Use State-owned (ISAWS) PCs as non-managed
• County Purchase Process

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Overview of Strategic Direction and Status from
October JPA Board Retreat C4Yourself

• C4 Yourself www.c4yourself.com
• FNS Grant C4Yourself implemented in all C-IV
  counties on 10/29/2007. Currently receiving over
  300 applications per week. Total processed as of
  12/31/2008
• Enhancements targeted for November 2009
• Add additional functionality for Food Stamps
• Add Medi-Cal, CalWORKs
• Add CMSP program

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Overview of Strategic Direction and Status from
October JPA Board Retreat C4Yourself

• FNS funding was approved by the Board last month
• CMSP funding was approved by the CMSP Board on
  December 18th and was submitted for JPA Board
  approval today
• We have conducted 2 workgroup meetings and are on
  schedule to have enhancements complete by
  November 2009

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Overview of Strategic Direction and Status from
October JPA Board Retreat Enhanced IVR

• First Steps
• Share marketing tools/plan with production
  counties
• Complete staff survey to determine types of
  questions received from customer phone calls to
  determine what additional information could be
  included on IVR

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Overview of Strategic Direction and Status from
October JPA Board Retreat Electronic Signature

• Identified possible options upon completion of
  research in the following
• State Correspondence
• Civil Code
• Other States/systems using electronic signature
• Accenture completing technical research of
  identified options
• Will work with the Counties on solution and
  identifying/discussing any other issues
• End product a global solution that will work for
  online self service or worker supported use

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Overview of Strategic Direction and Status from
October JPA Board Retreat Imaging

• Production Counties and five additional Migration
  Counties plan to acquire new imaging system
• Counties are working together to
• Identify funding
• Develop justification for qualifying MC PII funds
• C-IV is working with counties to identify funding
  approaches and timelines

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Overview of Strategic Direction and Status from
October JPA Board Retreat Tech Enabled Worker
Automation

• Ideas will be requested from County staff via CIT
  / CRFI, on how to utilize the C-IV System to
  streamline a worker's daily tasks. Current Cost
  Saving Ideas (CSI) are being gathered in
  Stanislaus.
• Some current ideas are
• Using the C-IV System to pre-populate
  recertification documents so that customers would
  only enter changed information
• Use electronic signature capabilities to enhance
  worker interviews with customers in the office
• Use the new imaging solution to streamline the
  flow of paper documentation within the agency
• Use an enhanced IVR System to reduce the amount
  of time a worker is answering customer's routine
  questions

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Update on C-IV Consortium Staffing (MO and DI)

• M O
• Riverside has received applications and
  interviews are scheduled for one vacancy
• One vacancy (Merced) remains to be filled as soon
  as possible
• D I
• 11 vacancies remain. El Dorado may be able to
  contract for some positions. Openings include
• 1 Site Prep
• 1 Implementation Coordinator
• 1 Change Management Coordinator
• 3 Training Coordinators
• 4 Trainers
• 1 Admin Assistant

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Budget Update/Overview Migration DI Budget

• SFY 2008/09
• Planned expenditures on target
• SFY 2009/10
• Migration DI fully funded
• SFY 2010/11
• IAPDU planning in progress

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Budget Update/Overview C-IV MO Budget

• SFY 2008/09
• Increasing print volumes due to increased
  caseload and system functionality. 
  Re-allocations will cover additional costs
• SFY 2009/10
• MO fully funded
• SFY 2010/11
• IAPDU planning in progress

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Budget Update/Overview Overview of SFY 08/09
County Administrative Expenses

• Insurance Services and KPMG SAS70 Internal Audit
  Actuals were slightly less than planned.
• VTD External Financial Audit Acct II Position
  Solely 4 Actuals will equal projections.
• Acct. II Position Solely 35 Position remains
  open. Projection decreased.

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Update on Status of Integration of Migration
Counties into C-IV MO Sub-committees

• A draft recommendation is in review by CPMs
  which will include
• Committee Structure
• Representation
• Voting
• Committee Selection Process
• Currently in development
• Similar to the existing ISAWS selection process
• Timeline
• A final recommendation will be brought before the
  Project Steering Committee in February

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Overview of ISAWS Project Migration Activities

• Project Closure State Owned Equipment
• MCRs
• Conversion Activities
• Dedicated County Issue

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Overview of ISAWS Project Migration Activities
State Owned Equipment
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Overview of ISAWS Project Migration Activities
State Owned Equipment

• Notifications sent to ISAWS Counties
• Why equipment will need to be decommissioned
  (ISAWS Project Closure and Public Contract Code
  Section 10389.1)
• Again DO NOT PANIC!
• Will work with Counties on Exemption requests
  where needed

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Overview of ISAWS Project Migration Activities
MCRs

• MCR 2381 Migration Work Activities (8/29/07 -
  7/30/10)
• MCR 2398 GEMS Conversion (1/21/08 - 1/29/09)
• MCR 2405 Legacy Data Solution (4/22/08 -
  7/30/10)
• MCR 2411 Conversion Batch Process Analysis
  (6/30/08 - 3/31/09)
• MCR 2412 Mock Conversion Activities (9/25/08 -
  3/31/10)
• MCR 2415 Cutover Activities (11/17/08 -
  7/30/10)
• MCR 2418 Conversion Data Validation (8/26/08 -
  1/29/09)
• MCR 2421 Convert WTW NOAs to PDF format (2/2/09
  - 4/30/09)

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Overview of ISAWS Project Migration Activities
Conversion Activities

• Weekly Conversion Meetings
• Meetings With Interface Partners As Needed
• Converted Data Testing - Ongoing
• Monthly System Loads - Ongoing
• Incremental System Loads - Starting In February
• Data Validation Testing Has Started
• Mock Conversion In Requirements Phase

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Overview of ISAWS Project Migration Activities
Dedicated County Issue

• ISAWS Dedicated Counties
• 11 Counties Listed by Wave and Equipment Install
  Start
• Wave 1 Inyo, Mono, Imperial
• Wave 2 Glenn, Lake, Alpine, Tuolumne, Amador,
  Mariposa
• Wave 3 Colusa, Trinity
• CTS Working With The Counties
• Network Solutions
• Equipment Installation
• APDs
• Coordination Of Effort With C-IV Equipment
  Installation
• Goal Have completed 30 days prior to Equipment
  Installation
• Tracking progress of all Counties not just ISAWS
  Dedicated Counties

42
C-IV Procurement Project

• Business Need
• The current Maintenance Operations (MO)
  contract with Accenture ends on October 31, 2011.
  The Consortium requires on-going goods and
  services to be secured from a qualified MO
  contractor at least six months prior to the end
  of the current contract term
• C-IV Procurement Project Phases
• Phase 1 Secure the services of a Planning
  Consultant
• Phase 2 Secure the services of a Maintenance
  Operations Contractor

43
Overview of C-IV Procurement Calendar
44
Overview of JPA Board and General Membership
Calendar for 2009
45
Overview of JPA Board and General Membership
Calendar for 2009
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Adjourn Meetings