Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide Automated Child Welfare
Information System

• Statewide Quarterly Briefing
• October 2005

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Welcome

• Kathy Bartlett

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SACWIS Project Team
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SACWIS Project Mission

• To provide automated technology solutions to
  Ohios 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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SACWIS Benefits
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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
• Application will be available 24 hours a day, 7
  days a week
• 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
• Reduction of Information System development and
  maintenance
• Across the State, total cost of ownership will be
  reduced

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Project Overview
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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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Design and Development

• Angelo Serra

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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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JAD Development Approach
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SACWIS Development Results
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Conversion
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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

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Conversion Objectives

• Copy data from existing legacy systems, that is
  supported by Ohio SACWIS, to establish the
  baseline Ohio SACWIS database
• Perform required data transformations to ensure
  validity of converted data
• Ensure all data required by Ohio SACWIS
  application is converted or generated
• Generate conversion reports to aid in
  certification process
• Generate error reports to support post conversion
  cleanup

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Data Cleanup

• Distributing monthly reports for SIS counties
• Potential duplicate persons
• By name
• By SSN
• Potential duplicate families

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System Testing User Acceptance Testing
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Testing

• Requirements driven testing utilizing
• Test scenarios
• Test cases
• Test Steps
• Incorporates use of regression testing
• Includes preliminary performance and system
  capability testing
• Creates base for future testing activity

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Testing Schedule

• Development Test On-going
• System Test Fall 2005
• User Acceptance Test Winter 2005

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User Acceptance Testing (UAT)

• Validates the system
• Attains acceptance from users based on
• System adherence to business practices and
  workflows
• Overall usability
• System conformance with business requirements

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Change Management

• Joan Denman

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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

• Purpose
• Engage both County and State stakeholders
• Assists in the identification of risks and
  challenges
• Promotes
• Broad-based influence, input and support
• The awareness and benefit of SACWIS
• Convenes
• Every six weeks since December 2004
• Will meet throughout SACWIS implementation

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Partnership Forum

• Partnership Forum Members
• Butler Jann Heffner
• Clark Robert Suver
• Cuyahoga James McCafferty
• Franklin John Saros
• Greene Rhonda Reagh
• Guernsey Kelly Lynch
• Hamilton Suzanne Burke
• Hocking Julie Mogavero
• Lorain Gary Crow
• Lucas Dean Sparks
• Marion Eric Bush
• Montgomery Helen Jones-Kelley
• Muskingum David Boyer
• Summit Connie Humble
• Van Wert James Beard
• Wayne Thomas Roelant

• Additional Members
• PCSAO Crystal Ward-Allen
• Rick Smith
• Nancy DeRoberts-Moore
• Kathy Bartlett
• Angelo Serra
• Tom Heilman
• Steve Mayo
• Denise Wipert

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Organizational Assessments

• Purpose
• Assess the Agencys state of readiness for change
  and the potential impact of SACWIS on processes
  and culture
• Provides formal recommendations and strategies on
  how to improve the Agencys readiness for SACWIS
• Process
• Half-day on-site meeting with each Agency
  Director and key SACWIS related staff
• Outcome
• The SACWIS IPT will prepare an OA report
• The OA Report will include a task list containing
  IPT and Agency tasks required to implement SACWIS

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Pilot Implementation
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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

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Pilot Implementation

• SACWIS Pilot Planning Underway
• Kick-Off Meeting Held with Muskingum PCSA Oct.
  6th
• Pilot Implementation Begins Q2, 2006 and
  continues for 3 months

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Statewide Implementation
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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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Statewide Implementation

• Draft Roll-Out Schedule Has Been Completed and Is
  Under Internal Review
• Draft Roll-Out Schedule Will be Presented to the
  SACWIS Partnership Forum on Oct. 21st

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Training
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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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Training
Post-Implementation

• Online Help
• Online Policies and Procedures
• Web-Based Training

SACWIS ClassroomTraining
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Training
You Got It! (Consistently HighPerformance)
Performance
Time
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Communications

• Kathy Bartlett

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Quarterly Statewide Briefings

• The purpose of the Briefings is to increase
  communications regarding Ohio's SACWIS
• Each Session is three hours and includes 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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SACWIS is Coming You Are Only a Click Away
click or press ENTER for Slide information
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SACWIS is Coming You Are Only a Click Away
Stay Tuned for more SACWIS Mini-bites
Do you have some ideas, questions or just a need
to know? Send a note to SACWIS_at_odjfs.state.oh.us

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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