Quick Wins and The Long, but Fast Road to Convergence in Oklahoma

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Quick WinsandThe Long, but Fast Road to
Convergence in Oklahoma

• March 28, 2011

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QUICK WINS (1 to 3 Years)

• EBT-Child Care Live and Time and Attendance
  Child Care, process reengineering, paperless
  claims processing with internal controls to
  reduce fraud

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QUICK WINS (1 to 3 years)

• Online Enrollment Initiative by OKHCA to have
  24/7 enrollment for some categories of Medicaid
  eligible. with real time eligibility
  certification for some. Nice feature is after
  hours certification for drugs and emergencies.
  Many challenges, but everyone working together to
  respond.

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QUICK WINS (1 to 3 Years)

• OKDHS Live Currently online recertification
  service for SNAP, Medicaid and Child Care. Two
  to six months from full online application for
  all benefits.
• Gets both agencies (OHCA and OKDHS) closer to no
  wrong door.
• Transfer system from CA.
• Wired into legacy so no need to re-enter data,
  but still requires worker review and verification
  of automated matches for final approval.
• Includes all support activities including imaging
  (no paper) and call center support.

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The LONG Road to Convergence

• OHIE Oklahoma Health Insurance Exchange
• Affordable Care Act requires the HIX to be
  capable of collecting data for OTHER programs.
• Oklahoma has received a large early adopter grant
  to work on these issues.
• Complex and many, many difficult questions to be
  resolved.

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The LONG Road to Convergence

• MOSAIC Long-term legacy replacement plan for all
  programs to develop an enterprise data system for
  all services (Child support to child welfare to
  family support to health care eligibility)

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Long-term Infrastructure Replacement

• Why Legacy Systems must be replaced?
• What is MOSAIC?
• How will MOSAIC add value to Oklahoma
• By saving taxpayers program costs
• By increased child support collections and
• By reduced labor and maintenance costs to deliver
  human services?

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• Why legacy systems must be replaced

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Burdensome and Complex Current Legacy Systems and
Processes

• 1,880 Green Screens (Cobol)
• 8,942 IMS Transactions (Cobol)
• 865 Data Windows (Powerbuilder)
• 401 IMS Databases (Cobol)
• 26 DB2 Databases (Web Powerbuilder)
• 618 State Regulations that require programming
  changes, when rules change
• 395 Federal Regulations that require programming
  changes, when rules change

IMS Information Management System
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Cumbersome Technology
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Three Separate Cumbersome and Complex Systems
OKDHS WAN
OSIS
PS/2
KIDS
IMS, DB2 (MVS)
IMS (MVS)
Oracle (Linux)
Child Welfare Silo Funded by HHS-ACF
Child Support Silo Funded by HHS-OCSE
Family Support Silo Funded by USDA and CMS
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Vanishing workforce knowledgeable in COBOL and
Power Builder and Reduce Maintenance Costs

• Approximately 73 of Cobol programmers can retire
  within the next three years, 54 can retire now
• Vendor supported COBOL programmers cost about two
  to three times more than hiring staff
• COBOL and Power Builder are rarely taught at the
  collegiate level
• Only one known college in the US

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Redundant Data Storage and Redundant Data Entry

• Due to the hierarchical nature of the databases
  and the siloed implementations, the same data may
  be entered and stored up to 12 times.
• A high percentage (est. 80) of the families we
  serve are served in more than one of the programs
  that these systems support.

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• What is MOSAIC?

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• Letter of support from State CIO
• Alex Z. Pettit

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Goals

• Replace 30 year old development platforms (COBOL
  and Power Builder) with newer web-based
  development platforms (Java, .NET etc) for Child
  Support, Family Support and Child Welfare
• Improve decisions about families
• Improve delivery of services to families

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MOSAIC Vision

• Instead of having three systems, there will be
  one system with multiple components that are
  programmatically integrated.
• The single system will be function based, not
  program based. Common functions include
  Eligibility, Client Registration, Case Action or
  Disposition,etc.

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The Vision and Envisioned Results for Oklahoma

• The Vision
• Today Many systems -- one system for each
  application
• Vision One Enterprise system with many
  applications
• Envisioned Results
• Improve Customer Service
• Online screening, application submittal, updating
  and inquiries.
• On-line 24/7 customer self-evaluation and service
• Decrease need for office visits

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Multiple Access Methods
Internet Web Applications
Fax
Phone/IVR
Mail
OKDHS County Offices
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Case Workers
Citizens
OKDHS WAN
WWW
Enterprise Human Services Application
OKDHS Self Service Web Portal
Human Services Database
Firewall
Single Data Store
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A simplified (but not simple) vision for reducing
systems
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On-line 24/7 customer self-evaluation and service
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Projected Results for Oklahoma

• Less expensive ways to do business.
• Automate data collection and other manual tasks
• Map and automate improved Workflow processes
• Simplify the automation of changes to program
  rules by eliminating COBOL and other programmer
  dependant technologies
• Paperless environment