Ohio Statewide Automated Child Welfare Information System

1
Ohio Statewide AutomatedChild Welfare
Information System

• Partnership Forum
• August 18, 2006

2
Opening Remarks/Confirm Agenda
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith

3
UAT and SACWIS Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra
• Nancy DeRoberts

4
User Acceptance Test (UAT)

• Functional Testing
• 139 of 154 UAT scenarios have passed
• Outstanding scenarios report dependent
• Using Muskingum data
• Functional Defects
• 9 Critical/High
• 65 Medium/Low
• System Is Stable And Number Of Open Defects Has
  Declined Significantly

5
User Acceptance Test (UAT)
6
SACWIS Reports

• 81 Priority One Reports Delivered Into Pilot On
  8/7/06
• 6 Priority One Reports On Hold Due To Financial
  Interfaces Or Undergoing Additional Testing
• Reports Are Being Utilized In The Day To Day
  Workflow At Muskingum
• Testing Of 60 Priority 2 3 Reports Remains A
  Priority For All UAT Teams
• 20 Priority 2 3 Reports Have Passed In UAT
• 18 Of The 20 Passed Reports Are Being Made
  Available To Pilot
• The Remaining Reports Will Be Moved Into Pilot No
  Later Than 45 Days Into The Pilot Period

7
SACWIS Reports

8
Pilot Implementation Status Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tom Heilman
• Ronda Hollingshead

9
Pilot Implementation

• Pilot Implementation Successfully Initiated In
  Muskingum PCSA On August 7th
• On-site Project Team Working Hand In Hand With
  Muskingum Staff
• Overall Good Progress And A Positive Morale From
  The County
• Twice Daily Conference Calls With On-site Pilot
  Team
• OCF Training Complete (Pilot) 8/11/06
• On-Site Team at OCF during Week of 8/14

10
User Support

• Self Help
• On-line Help
• WBT
• Training Materials
• Super Users
• Help Desk Support
• Super Users
• Super User Roles
• Two Help Desks
• Defects Reporting Process
• Knowledge Base
• http//www.webetools.com/drc/users/kb.php
• RRT

11
Pilot Ticket Status
12
Tickets by Area
13
Pilot Implementation

• OCF Training Complete (Pilot) 8/11/06
• On-Site Team at OCF during Week of 8/14

14
Conversion Status
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Vasil Hlinka

15
Muskingum County Pilot Conversion

• Data Converted The Weekend Of 8/5/06 For The
  Start Of Pilot
• 8/3/06 Production environment prepared
• 8/4/06 Core conversion processing
• 8/5/06 Verification process project county
• 8/6/06 Issue research and resolution
• 8/7/06 Muskingum begins using SACWIS

16
Lessons Learned

• Data Conversion Process
• In general, process worked well
• Small adjustments needed i.e. - allow more time
  to review control reports
• Process flow chart allowed for effective progress
  communication
• Post Conversion Feedback
• Issues addressed and appropriate conversion logic
  has been updated

17
Next Steps

• Distribute Next Round Of Error Reports For SIS
  Counties
• Resume Contact With Each Metro County
• Incorporate Lessons Learned Into Metro County
  Conversion Programs
• Validate Conversion Process For Metro Counties

18
Statewide Implementation
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Steve Mayo

19
Statewide Implementation Plan

• Currently Scheduled To Begin November 6th
• Revised Draft Of Statewide Implementation
  Schedule Available
• Revised Roll-out Now Includes Extended Wave 1 For
  CAS Pilot

20
Statewide Implementation

• Wave 1 Counties
• Project Implementation Liaisons In Place
• Complete LDAP Process
• Reviewing Error Reports
• Duplicate Reports
• Data Clean-up
• Workflow Review
• Staff Training Considerations
• Optionally Plan A Pilot Visit

21
Statewide Implementation

• Future Waves
• Review Error Reports
• Duplicate Reports
• Data Clean-up
• Workflow Review

22
Financial Interfaces
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rob Plummer
• Nancy DeRoberts

23
Overview

• Background
• Reimbursement Type And Vehicle
• Plan For Development And Testing Of Interfaces
• Cut-over To SACWIS Financials
• Changes In Timing Of Reimbursement
• Questions?

24
Financial Interfaces Background
25
Reimbursement Type and Payment Vehicle
26
Plan for Development and Testing of Interfaces

• Auditors Interface Design Scheduled To Begin
  Next Week
• CAS Interface Design Scheduled To Begin In 3
  Weeks
• Auditors Interface Deployment Scheduled For
  September
• CAS Interface Deployment Scheduled For November

27
Pilot Validation of Interfaces

• Auditors Office
• Interface will be validated by Muskingum County
  during their pilot activities
• CAS Interface
• An additional two weeks have been added to Wave 1
  of Statewide Implementation to validate the
  interfaces processing of FCM reimbursement
• Adding Marion County to the Wave to ensure that
  the interface is fully exercised
• The first monthly run of the interface is
  scheduled for November 21, 2006

28
Financial Cutover to SACWIS AA SAMS
29
Financial Cutover to SACWIS Foster Care
30
Financial Cutover to SACWIS Foster Care
Training, PASSS, and Non-Recurring
31
Changes in Timing of Reimbursement
32
Implementation Readiness
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

33
Additional Updates
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts

34
Mobile Effort Scope of Work

• Duration
• Start approximately 30 Days into Pilot
• Three 30 Day Sessions, Six users each session
• Each Users/Participant To Receive 1.5 To 2 Hours
  Of Training That Covers
• Laptop Basics
• Security Basics and Usage
• Usage Tracking
• Solution Usage
• Support Information
• Responsibility Sign-Off and Unit Checklist

35
Mobile Effort Support

• Special Point Of Contact For Support Of This
  Effort
• Weekly Follow-up Calls
• Final Satisfaction Survey

36
Mobile Effort Progress

• Completed
• Configuration defined for the mobile SACWIS
  laptop.
• A test laptop has been built and configured using
  the mobile wireless technology that is targeted
  for use during the pilot.
• The first set of wireless connectivity tests have
  been completed second set to be completed this
  weekend.
• Next Steps
• Complete the wireless connectivity tests
• Complete security forms for Infosec to set up the
  18 Muskingum laptop users
• Configure 6 laptops for use by the first 6
  Muskingum laptop users
• Define and deliver a training solution
• Start the mobile SACWIS laptop pilot

37
SACWIS Interfaces

• CRIS-E/MMIS Interfaces
• Amendment Currently being Finalized with DAS
• Interfaces Will be Available at Statewide
  Implementation
• Financial Interfaces
• Auditors Interface Will Deliver 45 days into
  Pilot
• CAS Interface Will Be Piloted In Wave 1 of the
  Roll-Out
• Wave 1 Has Been Modified and Extended (Now 30
  Days) to Allow the CAS Interface to Be Fully
  Exercised and Confirmed
• SETS Interface
• Anticipate Delivery in 2007

38
Wrap-Up/Next Meeting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith