Partnership Forum

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Partnership Forum April 26, 2005
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Welcome and LogisticsTerry Adams
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
Opening Remarks / IntroductionsRick Smith and
Kim Liston
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Agenda

• 1000 1020 Opening Remarks/Introductions
  Rick Smith/Kim Liston
• 1020 1030 Confirm Agenda Nancy
  DeRoberts-Moore
• 1030 1100 Overview of SACWIS
• Financial Management
  Iroabuchi Arum
• 1100 1200 SACWIS Demonstration Joan
  Denman
• 1200 100 Working Lunch
• Duplicate Data Resolution
• Data Mapping Angelo Serra

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Agenda

• 100 130 SACWIS Conversion Bob Kacir
• 130 200 Storyboard Overview Mike Latham
• 200 230 Updates Project Team ---
  - Organizational Assessments
• - Quarterly Statewide
  Briefings
• - Pilot Selection
• - Application Security
• 230 300 Wrap Up/Next Meeting Rick Smith
• 300 Adjourn Rick Smith

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Financial Management Iroabuchi Arum
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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Financial Management

• Financial Management has Four Main Tracks
• Services Administration
• Claims Processing
• Payments / Client Contributions / Financial
  Interfaces
• Eligibility Determination Interfaces

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Financial Management

• Service Administration
• Defines Services
• Establishes Standardized Service Costs
• Establishes Service Ceilings
• Establishes Authorizations for Service
• View Service History

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Financial Management

• Define Services
• Service Categories, Types, and Reporting Groups
  defined in accordance with State Policy
• Agencies establish their services from existing
  Service Category/Type combinations
• Agencies define funding sources/other attributes
  for services

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Financial Management

• Standardized Service Costs
• Agencies define Standardized Costs for their own
  agency services
• Annual cost changes automatically trigger
  adjustments in ongoing service authorizations and
  payments.

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Financial Management

• Service Ceilings
• Reimbursement Ceilings for Foster Care and
  Adoption Services established at State Service
  Category/Type level by the State IV-E
  Administrator

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Financial Management

• Service Authorizations
• Service Authorizations are auto-generated from
  the Case Management area and updated by
  authorized personnel with cost information.
• Service Authorizations are based on standardized
  cost for services or a purchased service
  contract, but Agencies can effect per diem
  add-ons as necessary
• Service Authorizations enable Agencies to track
  authorized, used units and paid to date amounts
  based on delivered service units

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Financial Management

• Claims Processing
• Generate Payments
• Adjust Payments

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Financial Management

• Generate Payments
• Payment Requests are automatically generated from
  service authorizations or manually entered and
  aggregated within Payment Rosters
• Once approved by the fiscal worker, payment
  rosters can be further aggregated and forwarded
  to the fiscal supervisor/administrator for
  approval.

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Financial Management

• Payment Adjustments
• Adjustments can be made either manually or
  automatically based on the payment history
• Allows provider repayment plans, write-offs, and
  other payment adjustment activities

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Financial Management

• Payments/Client - Contributions/Interfaces
• Disburse Payment
• Drawdown Client Contributions
• Calculate IV-E Reimbursement
• Produce Reports

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Financial Management

• Disburse Payment
• Disbursement files are aggregations of payment
  rosters
• Once selected for disbursement, payments are
  marked and final accounting procedures are
  executed
• Client Contributions are applied
• Provider repayment plans and disbursements are
  calculated for final payment
• IV-E reimbursement is calculated for each
  reimbursable payment

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Financial Management

• Client Contributions
• Benefits received for the child, such as SSI,
  SSA, child support, or parental reimbursement are
  tracked
• Benefits are used to offset a childs cost of
  care prior to IV-E reimbursement calculation
• Benefits are used in clients continuing
• IV-E reimbursability determination

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Financial Management

• Financial Interfaces
• County Process
• Standard payment download files can be generated
  at the county level
• Disbursement, Payment, and Invoice Reports are
  available

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Financial Management
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Financial Management

• Financial Interfaces (cont)
• State Process
• IV-E Reimbursement files are generated for all
  counties per scheduled run and sent to States
  auditors office

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Financial Management

• IV-E Eligibility Determination
• Rules-based, system-assisted IV-E determination /
  redetermination
• Automatic notifications are made to eligibility
  specialists when changes affect
  eligibility/reimbursability
• Eligibility / Reimbursability history is
  maintained for each child in agency custody and
  used to determine IV-E reimbursement

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Financial Management

• Adoption Subsidy Eligibility
• Adoption Subsidy based on special needs and other
  factors
• AA eligibility utilizes established IV-E
  eligibility
• SAMS only available when AA subsidy denied
• Non-Recurring subsidy for one-time adoption
  expenses
• PASSS subsidy availability based on need and
  budget

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Financial Management

• Medicaid Eligibility
• SACWIS automatically generates IV-E Medicaid span
  when child is IV-E reimbursable or eligible for
  AA subsidy
• SACWIS tracks applications for Non-IV-E Medicaid
  to CRIS-E
• SACWIS tracks all Medicaid spans through
  interface with MMIS

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Financial Management

• Interfaces
• Referrals made to CRIS-E and SETS when child
  comes into custody
• Ongoing exchange of data with CRIS-E and SETS
• Ongoing interface with CRIS to send IV-E Medicaid
  eligibility for card generation

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SACWIS DemonstrationJoan Denman
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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Duplicate Data ResolutionData MappingAngelo
Serra
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
Working Lunch
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Duplicate Data Resolution

• Review and Resolution
• Automated Tools/Rules
• Additional Applications
• When to Move Data

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Data Mapping

• Replication of Legacy Tables into SACWIS
• Data Warehouse Option
• Data "Frozen" Night of Movement
• No Update to the Data Once There
• Will need to write new reports to access the
  Information
• Archiving Old Systems

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SACWIS ConversionBob Kacir
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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SACWIS Conversion

• Conversion Objectives
• What Conversion WILL and WONT Do
• Reality of Data Cleansing
• What is the Data Warehouse
• Preparing for Conversion
• Questions

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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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SACWIS Conversion

• Conversion will
• Copy data from existing legacy systems, that is
  supported by OH-SACWIS, to establish the baseline
  OH-SACWIS database
• Perform required data transformations to ensure
  validity of converted data
• Ensure all data required by the OH-SACWIS
  application is converted or generated
• Generate conversion reports to aid in
  certification process
• Generate error reports to support post conversion
  cleanup
• Generate common Identification Numbers for all
  incoming records

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SACWIS Conversion

• Conversion Wont
• Correct erroneous data
• Eliminate duplicate records (person, provider,
  case, )
• Bring any existing functionality only data
  forward to OH-SACWIS
• Retain existing reference identification numbers

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SACWIS Conversion

• Reality of Data Cleansing
• Modify or eliminate data that by its presence
  prevents the OH-SACWIS application from
  functioning
• Generate default records / data elements that are
  required for OH-SACWIS to function
• Correct formatting differences that exist between
  the legacy systems and OH-SACWIS data
  requirements

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SACWIS Conversion

• What is the Data Warehouse?
• An area within the OH-SACWIS Reporting Database
  to store existing legacy system data that would
  not be accessible using the OH-SACWIS application
• The data will be available through user-defined
  AdHoc queries
• The environment is Static there is no ability
  to update the information
• The Warehouse will be populated during the
  routine conversion process

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SACWIS Conversion

• Preparing for Conversion
• Use existing application to identify and merge
  duplicate records
• Correct known data issues (duplicate SSNs,
  invalid SSNs, reversal of first and last name,
  addition of special characters to last name, )
• Leverage JAD participation to identify potential
  legacy system data issues
• Actively work issues identified by the conversion
  team during preliminary testing
• Begin identification of OH-SACWIS users and their
  corresponding roles
• Define local certification approach to be used
  conversion weekend

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SACWIS Conversion

• Questions and Answers
• Wrap Up

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Storyboard OverviewMike Latham
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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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 Storyboard

• SACWIS Storyboard Contents (Overview)
• Vision / Mission
• What is SACWIS
• Key Attributes/Benefits of Ohios SACWIS
• Project Team
• Project Status
• Whats Next County
• Whats Next SACWIS

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SACWIS Storyboard

• SACWIS Storyboard Contents (Future)
• Focus on County Specific Involvement
• User Acceptance Test
• Pilot
• Training
• Rollout
• More emphasis on SACWIS as development ends and
  the story unfolds

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SACWIS Storyboard

• SACWIS Future Storyboard Contents
• New additional content to help workers see SACWIS
  functionality without special training and
  background
• Many workers will not be able to have a custom
  demonstration
• Easy to use, no special tools, just connection to
  the Internet

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SACWIS Storyboard

• SACWIS mini-bite overview

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Project UpdatesProject Team
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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Pilot Selection Update

• Candidates Have Responded
• Organizational Assessments Scheduled
• Final Reports Delivered by May 27th
• Selection Criteria Rating
• Recommendation by June 1st

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Project Updates
Organizational Assessments April 26, 2005
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Project Updates

• Quarterly Statewide Briefings
• Statewide SACWIS Quarterly Briefings are being
  initiated to increase communications regarding
  the development of Ohio's SACWIS
• Each Session will be approximately a half day in
  length 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 Briefings to be held the week of June 6th at
  the Primary Project site, G-179
• Invitation and Registration materials to go out
  the week of May 2nd.

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Project Updates

• Pilot Selection
• Application Security

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Wrap Up / Next MeetingRick Smith
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM