Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide Automated Child Welfare
Information System

• ODJFS Directors Association
• 2005 Annual Training ConferenceMay 24, 2005

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SACWIS Project Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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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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High-Level Project Schedule
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Design and Development
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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SACWIS Analysis Design

• Design Sessions are scheduled to conclude with
  Iteration 20 (June 2005)
• Analysis Design is 83 complete
• 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 eight iterations past
  the end of JADs
• Approximately 300 Web pages have been constructed
  (45 completed)
• Development work has begun on all canned reports
  and management reports
• Approximately 350 reports in total
• Approximately 15 of reports complete

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SACWIS Development Results
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Conversion
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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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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Implementation
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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Partnership Forum

• Purpose
• Engage both State and County Stakeholders
• Assists in the identification of risks and
  challenges
• Promotes
• Broad-based influence, input and support
• The awareness and benefit of SACWIS
• Convenes
• Has met 4 times since December 2004
• Meets every 6 weeks 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
• Fran Rembert
• Nancy DeRoberts-Moore
• Kathy Bartlett
• Angelo Serra
• Tom Heilman
• Steve Mayo
• Denise Wipert

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Organizational Assessment

• 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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Organizational Assessments
Organizational Assessments May 23, 2005
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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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Pilot Implementation

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

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Training Close at Hand

• Web-Based Training
• Regional Classroom training
• Post Training database

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Statewide Implementation

• One release containing all SACWIS functionality
• 16 Waves, twice monthly for 8 months
• One Metro County or 8 to 12 non-Metro Counties
  per wave
• All County users transition together

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Communications Strategy
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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Quarterly Statewide Briefings

• 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 on June 7th 8th in
  Columbus
• Invitation and Registration materials have
  already been sent

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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 Contents

• 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 mini-bite overview

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Questions and Answers

• Contact us at
• http//jfs.ohio.gov/sacwis (internet)
• sacwis_at_odjfs.state.oh.us (e-mail)