Comprehensive Workforce Development System CWDS

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Comprehensive Workforce Development System (CWDS)

Project Update March 2006
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Lets start with a little quiz!

• What is a WPA?
• How many business users are expected to use CWDS?
  
• How many final project documents were developed
  in the projects initiation phase?
• How many staff and business partners participated
  in the As-Is sessions?
• What phase of the project are we in?
• When does the CWDS Name Contest begin?

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Todays Objectives

• Provide an update on the Comprehensive Workforce
  Development System project
• CWDS Refresher
• Release 1 Completed Activities
• High Level Overview of BPR Results
• Release 1 Upcoming Activities
• Project Communications
• Preparing for Implementation

Remember to listen for the answers to the quiz
questions!!
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CWDS Refresher
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CWDS What is it?

• CWDS - Comprehensive Workforce Development
  System
• The CWDS project involves a partnership by three
  Workforce Partnering Agencies (WPAs)
• DLI Workforce (BWDP, CWIA and LWIA)
• DLI OVR
• DPW BETP

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Vision Today vs Tomorrow
Today
Tomorrow
DLI OVR Mainframe Counselor Toolset, Lotus
Notes
DLIWorkforce CareerLink, Local LWIA Systems
DPWBETP AIMS
DPWBETP
DLIWorkforce
DPWBETP

• Systems that meet program specific requirements
• Flexibility to make system modifications specific
  to program needs
• Separate systems collecting similar data
• Multiple views of client records

• Integrated System that meets program specific
  requirements
• Flexibility to make modifications specific to
  program needs
• Increased reporting efficiencies
• Collaboration across programs to provide
  integrated client view

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CWDS What is included?

• Replacement of DLI CareerLink system (including
  ITA and Trade), LWIA case management,
  PAWorkstats, WOTC and WARN/PNDLI
• Replacement of DLI OVR mainframe, counselor
  toolset and Lotus Notes systems
• Replacement of DPW/BETP Automated Interface
  Management System (AIMS)

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CWDS Goals

• Focus on building career paths for customers
• Improve customer service and delivery
• Establish a single vision to provide workforce
  services in PA
• Unified and integrated intensive case management
• Modernize and replace aging legacy systems with a
  fully accessible application, supporting staff,
  case managers, counselors, employers,
  self-service customers
• Gain efficiencies by continual focus on the most
  critical business processes

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CWDS Project Timeline
There are four main system launches which have
been carefully sequenced over a 5 year timeline
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Completed Activities
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Where are we?
Develop- ment
Testing
We are HERE! We have just begun this phase.
Detailed Design
Training
General Design and Business Process Reengineering
Implemen-tation
Initiate and Plan
Close Out
Communications Management
Knowledge Transfer
Project Management
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Project Initiation is Complete!
Twenty Final Project Documents were developed as
part of the projects initiation phase. Below
are just a few
More Project Documents
Project Documents

• Project Management Approach
• Functional Release Scope of Work
• Implementation Roll out Plan
• Project Charter
• Detailed Project Workplan
• Issue Management Plan
• Document Management Plan
• Quality Assurance Plan
• System Design and Blue Print
• Etc

• Configuration Management Plan
• Technical Environment Assessment
• Requirements Management Plan and Schedule
• Change Control Management Plan
• Cultural Change and Communication Management Plan
• Risk Management Plan
• Knowledge Transfer Plan

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General System Design is Complete!
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High-Level Functional Requirements
Assessment Recommend.
To-Be Assessment
Screen Mock-ups
Gap Analysis
As-Is Assessment

• Identify functional requirements
• Builds upon To-Be activities

• Develop representative examples of CWDS screens

• Identify integrated processes
• Determine areas for process improvement

• Identify gaps between As-Is and To-Be states

• Provide roadmap to achieving To-Be vision

• Validate processes for each WPA
• Establish baseline

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How were business activities completed?

• As-Is Sessions
• Completed in September and October 2005
• Each WPA completed 8, four-hour sessions
• Included approximately 100 labor and management
  level participants as well as local partners
• Business Process Re-engineering Sessions
• Completed in November 2005
• A total of 11, four-hour sessions
• Included approximately 35 labor and management
  level participants
• To Be Functional Requirements
• Completed in mid-January 2006
• A total of 38, five to six-hour sessions
• Included approximately 100 labor and management
  level participants

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How were business activities completed?

• Focus Groups
• Completed in December 2005
• Focus Groups were held with employers and
  providers in 4 locations throughout the
  Commonwealth.
• Employers 53 invited/14 participated
• Providers 37 invited/10 participated
• Feedback will be incorporated into CWDS design
• Job Seeker Surveys
• Completed in January 2006
• A total of 175 surveys were received
• Feedback will be incorporated into CWDS design

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High-level Overview of BPR Results
Several business process improvements have
already been identified through the BPR sessions

• Customers
• Increased self-service functions
• Counselors, Social Workers, Case Managers,
  Administrative Support Staff
• Access to a complete electronic customer view
• Electronic caseload management
• End-to-end tracking of services and activities
  against plan
• Routing of required approvals
• Automatic letter generation
• Scanning and imaging of required documentation
• Employers
• Resume evaluations tools
• Automatic notifications
• Providers / Contractors
• Electronic entry of assessment results,
  attendance sheets and invoices

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Upcoming Activities
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We have moved from GSD to DSD
Detail System Design
General System Design
WPA Standards
Tools Techniques
Best Practices
Validation

• Reporting
• Batch
• Design Blueprint
• Use Cases
• Archival and Purging
• Infrastructure and Configuration

• Object Model
• Sequence Diagrams
• Activity Diagrams
• Program Specifications
• Technical Architecture
• Business Roles
• Development Standards and Procedures

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We are also focused on data conversion
Pre-Process Preparation
AIMS
OVR
CareerLink ITA
Data Preparation
Integration
Exception
Hierarchy
Testing Data
Conversion Process
Cleansing
Transformation Rules
Synchronize
Conversion
Load
CWDS
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Project Communications
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Have you visited the CWDS site?
Visit www.paworkforce.state.pa.us/cwds
Homepage
Other Stakeholders
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Have you visited the CWDS site?
Visit www.paworkforce.state.pa.us/cwds
Other Stakeholders
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Did you know you could submit FAQs?
Visit www.paworkforce.state.pa.us/cwds
Other Stakeholders
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What else can you expect?
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CWDS Name Contest
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Preparing for Implementation
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CWDS Coordinator Approach

• Each WPA has been asked to identify a local CWDS
  Coordinator to assist with implementation
  preparation
• Identification of Coordinators will provide
• A communication vehicle
• A structure that allows the project to easily
  interact with local offices
• A feedback mechanism to better understand project
  status
• A support mechanism for users after go live
• Ideally, a Coordinator should be designated for
  each local office
• For co-located offices, one coordinator should be
  appointed for each WPA located in the office
• Time commitments of Coordinators include
• 1-2 hours/week from March until September
• 3-5 hours/week from September until May (varies
  by WPA)

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CWDS Coordinator Approach, cont.
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CWDS Coordinator Meeting Schedule

• Kick off meetings have been scheduled
• BWDP April 4
• OVR lttentativegt
• BETP lttentativegt
• Ongoing meeting schedule will be provided at the
  Coordinator kick off meeting.
• Meetings will be held face-to-face and remotely
  using
• Conference Call
• Webinars

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Immediate Next Steps
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Immediate Next Steps

• Completion of Detailed System Design, 4/7/2006

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Quiz Answers

• What is a WPA? Workforce Partnering Agency
• How many business users are expected to use CWDS?
  12,000
• How many final project documents were developed
  in the projects initiation phase? 20
• How many staff and business partners participated
  in the As-Is sessions? 100
• What phase of the project are we in? Detailed
  System Design
• When does the CWDS Name Contest begin? March 15,
  2006

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Question and Answers

• Open discussion