Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide Automated Child Welfare
Information System

• Partnership Forum
• October 21, 2005

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SACWIS Interfaces
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kathy Bartlett

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SACWIS Interfaces

• GOAL
• To provide for the effective, economical, and
  efficient transfer of information between SACWIS
  and other automated systems

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SACWIS Interfaces

• Medicaid Management Information System (MMIS)
• Support Enforcement Tracking System (SETS)
• Client Registry Information System-Enhanced
  (CRIS-E)

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SACWIS Interfaces

• Two way interface
• Capture and exchange relevant information
• Identify potential resources
• Establish eligibility
• Avoid duplicate payments under the title IV-E and
  title IV-A programs
• Update or create new case data

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SACWIS Interfaces

• What it is
• -Batch
• -Transactional live queries
• What it is not
• -Direct access into the other system

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SACWIS Interfaces

• IPT members met with each Office individually to
  define requirements
• -Consult with ACF/HHS
• Began in Summer 2004 to August 2005
• SACWIS design/development is near completion
• Working with MMIS/SET/CRIS-E technical staff to
  complete their development efforts

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SACWIS Interfaces

• Bound by Federal Laws
• -HIPAA
• -IRS
• -Confidentiality
• Interfaces limited to children in the custody of
  PCSA
• Increased information sharing
• Future enhancements
• -Case Management Tool

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Draft Rollout Schedule
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Thomas Heilman
• Steve Mayo

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Implementation Waves

• 16 Waves conducted every two weeks
• 1 Metro County per wave or
• 4 to 9 SIS counties per wave
• On average 400 users per wave (range is
  from 171 to 1000 users)

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Implementation Waves

• First three waves will be SIS counties
• Gradually increase number of users as support
  processes are galvanized
• First metro county in wave 4

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Assumptions

• UAT begins Dec 19, 2005
• Pilot Go Live date is March 27, 2006
• Pilot is completed in 90 days
• Implementation will start June 26, 2006
• Implementation will end Feb 26, 2007

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Rollout Cycle

• Two week cycle
• First week completes prep
• Agency Readiness Certification
• Conversion and Go Live planning
• Conversion completed from Thursday COB to Monday
  morning
• Second week is Go Live support
• On site support

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Roll Out Schedule Considerations

• Training Seats
• County Preferences
• Early/Late
• Blackout Dates
• Data Conversion
• Go Live Support
• Holidays

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Training Products

• 3 hours of Web Based Training (WBT)
• Classroom Training
• 4 day Super User class
• 2 day End User class
• 1 day Manager class
• Practice Database

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Training Considerations

• Classroom Training w/in 30 days of Go Live
• At the nearest Automated Systems Regional
  Training Center
• Except for Super User training and large counties
  with training facilities
• Limited to 9 teams of trainers

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Training Considerations

• Offer 5 to 8 end user dates and at least 2
  manager dates in each county.
• Every agency is assigned 1 seat for every worker.
  Empty seats provide scheduling flexibility
• Super User training 3 to 4 weeks before Go Live

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Training Seats Used per RTC

• Cincinnati 1518
• Columbus 1643
• Zanesville 432
• Bowling Green 871
• Akron 2790
• We will work with each metro to acquire
  additional training rooms for their training

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County Preferences

• Preferences were collected during the OA
  meetings. (Early/Middle/Late and/or blackout
  dates)
• Preferences for 50 agencies were considered.
  Most could be honored.
• Remaining preferences are being recorded during
  OA meetings and will be considered in final
  schedule

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Data Conversion Considerations

• No splitting counties into more that one wave
• Conversion can convert as many counties as needed
  in a weekend

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Support Considerations

• Project team will provide both planning support
  to future waves and go live support to the most
  recent wave.
• Schedule minimizes the number of agencies per
  wave while achieving the implementation schedule
  goals from the RFP.
• Maximum agencies/wave is 9.

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Holidays

• Holidays result in reduced training capacity
• Planned full SIS waves to go live on Monday
  before Thanksgiving and Christmas
• Skipped the first January wave in schedule
• Option to use Jan 8th for agencies which slip in
  schedule

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Plans

• Gather comment on the schedule through mid
  November
• Update schedule based on feedback
• Publish a working schedule after OA meetings are
  completed

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User Acceptance Testing (UAT)
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts-Moore

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Timeframe

• User Acceptance Testing (UAT) begins after System
  Testing has been completed
• System Testing Began Oct. 17th and runs 60 days
• UAT Is Currently Scheduled To Begin December 19th
• UAT lasts for 90 days

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Commitment by SMEs

• Attendance at UAT Training
• 30 days of UAT During the 90 Day UAT Period

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Training

• UAT Training Will Take Place the Week of December
  12th
• Training Will Occur Over 2 ½ Days
• Training Will Be Provided at the Columbus Morse
  Road Training Center

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Benefits to SME Participation

• Creates County SACWIS Super User
• Early Identification of Needed Changes to Agency
  Business Process
• Fiscal Support for Travel Lodging

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Mobile Technology
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Mike Morrison

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SACWIS Mobile Technology

• 2 Approaches
• - Constant connection
• - Disconnected Mode
• Progress to date
• - 2 Test Machines
• - Loading Software
• Targets
• - Loaded Units (mid-November 05)
• - Internal Testing (December 05)
• - Acquire 4 More Units (January 06)

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SACWIS Demonstration
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman