Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide Automated Child Welfare
Information System

• PCSAO Annual Conference
• September 22, 2005

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Ohio SACWIS Project Status
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts-Moore

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SACWIS Project Mission
To provide automated technology solutions to
Ohio's state and local child welfare agencies
that support service delivery and practice for
the safety, permanency and well-being of children
and families.
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Integrated Project Team

• The development of Ohios SACWIS is supported by
  an Integrated Project Team (IPT)
• 100 Staff committed to Ohios SACWIS
• Team members include
• County PCSAs, ODJFS, Dynamics Research
  Corporation, Compuware
• State MIS Child Welfare Staff
• County IT and Child Welfare Professionals

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Key Attributes of Ohios SACWIS

• Statewide application supporting both public and
  private child welfare agencies in Ohios 88
  counties
• Web-based technology providing increased
  accessibility over the Internet
• Robust tool supporting over 6,000 users at the
  State and County level
• Will interface with SETS, CRIS-E and MMIS

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Key Attributes of Ohios SACWIS

• 8 Major Functional Areas
• Intake Management
• Case Management
• Court Processing
• Administration
• Eligibility (IV-E)
• Resource Management
• Financial Management
• Interfaces

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SACWIS Benefits

• Improved Evaluation of Service Needs and Service
  Provision
• Improved Case Planning and Management
• Improved tracking and control of cases
• Reduction in paperwork for caseworkers

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SACWIS Benefits

• More timely access to accurate, reliable data
• Supports decision making and case planning at the
  case, County and State level
• Improved eligibility tracking
• Enhanced management oversight
• Improved management reporting
• Provides faster response to media requests
• Reduction of Information System development and
  maintenance
• Across the State, total cost of ownership will be
  reduced

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High-Level Project Schedule
2004
2005
2006
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Requirements Validation
Test
Design Development
County Data Conversion
Execute
Design Develop
Test
User Acceptance Testing
Training
Project Start
Pilot Operations
Statewide Implementation
Change Management
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Functional Requirements Definition

• Defines Ohios Business Model
• Drives development of entire system
• Gathers the what and why
• Critical to overall success of project
• SACWIS Requirements Definition completed in the
  summer, 2004

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Functional Requirements Definition

• Ohios System Requirements Document (SRD)
  established the baseline requirements for Ohios
  SACWIS
• SRD developed by Business Partners Committee
  (BPC)
• Comprised of State and County staff
• Must assure compliance with mandatory
• Federal SACWIS Requirements

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Requirements Definition Process

• Five Rapid Requirements Definition (RRD) teams
  ran concurrently
• Team members included
• County Subject Matter Experts (SMEs)
• State SMEs
• Project staff
• Business
• Technical
• Dynamics Research Corporation (DRC) and Compuware

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Requirements Definition Process

• Each of 5 Teams responsible for functional areas
• Team 1 Intake and Investigation, Person
  Management, Central Registry
• Team 2 Case Management, Court, and Adoption
• Team 3 Resource Management
• Team 4 Administration Staff Management, Alerts
  and Ticklers, Security, Case
  Assignment and Transfer, Reports
  Framework
• Team 5 Financial Management, Eligibility and
  Interfaces

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Joint Application Design Development (JAD)

• Utilizes the system requirements to design the
  systems screens and reports
• JAD sessions ran from August, 2004 through June,
  2005
• JAD team structure is the same composition as RRD
  teams
• Allows users and Design/Development Team to
  collaborate and build the functional components.
• The JAD teams determine the How SACWIS will
  meet the requirements

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Joint Application Design Development

• Ten month process
• JAD sessions began 8/30/04 and concluded 7/15/05
• JAD team structure
• Same composition as RRD team
• Led by Business Analysts
• Adding development to core RRD team
• Brings the requirements to life by creating the
  screens to be used

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SACWIS Analysis Design

• Design Sessions concluded with Iteration 20 (June
  2005)
• Analysis Design is 83 complete (November 2005)
• Approximately 20 counties participating

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SACWIS Analysis Design

• Management Administrative Reporting Workgroup
• - Identified 22 reports spread across eight
  Report Categories
• Federal Reporting Team
• - Responsible for assuring requirements for
  AFCARS, NCANDS, CFSR CPOE
• System Wide Reporting Team
• - Responsible for developing Reports specs for
  all Reports, Forms Notices Identified

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SACWIS Development

• Development to continue for three additional
  iterations (November 2005)
• Approximately 750 Web pages have been constructed
  (90 completed)
• Development work has begun on all canned reports
  and management reports
• Approximately 173 reports in total
• Approximately 25 of reports complete

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SACWIS Conversion Objectives

• Prevent negative impact to a child or case worker
  due to loss or misrepresentation of data
• Accurately position legacy system data in the new
  OH-SACWIS database
• Preserve existing child welfare information that
  does not have a home within the OH-SACWIS
  database
• Provide the ability to manually enter data
  required by OH-SACWIS that does not exist in
  legacy systems

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Change Management

• Change Management
• Defining and instilling new values, attitudes,
  norms, and behaviors within an organization that
  support new ways of doing work and overcome
  resistance to change
• Building consensus among stakeholders on specific
  changes designed to better meet their needs
• Three Major Areas
• Partnership Forum
• Organizational Assessments
• Change Management Training

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Partnership Forum
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Pilot Implementation

• Pilot operations is intended to measure all
  facets of SACWIS in a live county environment
  including
• Performance, Implementation, Involvement
• Readiness, Risk Containment
• Pilot County Selection Criteria
• Large, non-metro county
• Diverse case loads, manageable number of workers,
  no significant data issues
• Available super users
• Active Champion
• Begins Q1, 2006 and continues for 3 months

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Statewide Implementation

• Roll Out Approach
• One release containing all system functionality
• Implementation waves twice monthly 8 months
• 1 Metro county or 8-12 non-Metro Counties per wave

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Training Products and Approach

• Regional classroom training just prior to rollout
• Web-based training available before and during
  rollout
• Practice database following training
• Online, context-sensitive help and User Guide at
  your desktop
• Just-In-Time, Just Enough

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Quarterly Statewide Briefings

• The purpose of the Briefings is to increase
  communications regarding the development of
  Ohio's SACWIS
• Each Session will be three hours and include a
  Project Status Update and a System Demonstration
• The Briefings will be held on a Quarterly basis
  at locations throughout the State
• The Briefings are open to all PCSA staff
• 1st Briefing-June 7th 8th, Columbus
• 2nd Briefing-October 13th, Dayton

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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 is coming... You are only a click away

• SACWIS mini-bites will give you a taste of what
  the new case management system for Ohio child
  welfare workers will be like.
• It will show some of the many features and
  benefits of how SACWIS will help you organize and
  manage your work and assist in delivering
  services to the families and children of Ohio

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SACWIS Mini-Bites

• SACWIS mini-bite overview

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Questions and Answers

• Contact us at
• http//jfs.ohio.gov/sacwis
• sacwis_at_odjfs.state.oh.us

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SACWIS Demonstration
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman