Ohio Statewide Automated Child Welfare Information System

1
Ohio Statewide Automated Child Welfare
Information System
SACWIS

• PCSA Directors Meeting
• October 22, 2004

2
SACWIS Accomplishments

• DRC Contract Effective May 2004
• Statewide Kick-off Meeting June 2004
• County Participation Initiated June 2004
• Rapid Requirements Definition (RRD) Sessions
  Initiated June 2004
• Conversion Activities Initiated June 2004
• Change Management Activities Initiated June
  2004
• RRD Teams Reconfigured in Response to new
  Safety/Risk Assessment Direction July 2004
• Joint Application Design (JAD) Sessions Initiated
  August 2004
• Project Secondary Site Opens September 2004

3
Executive Sponsorship/Project Organization

• ODJFS Executive Sponsorship
• Executive support exists at all levels of ODJFS
  (Directors Office, MIS, OCF)
• SACWIS is a priority
• Project Organization
• Integrated State Project Team
• DRC/Compuware Team further diversifies the teams
  leadership and expertise

4
Project Team

• Ohios SACWIS Integrated Project Team (IPT)
• State MIS Business Project staff
• DRC/Compuware Team
• County IT and Subject Matter Experts
• State Subject Matter Experts
• 100 Staff committed to Ohios SACWIS

5
County Participation

• County Benefits
• Ensures new business process reflects county
  requirements
• Creates core County team with depth of knowledge
• Eases County transition to new system

6
County Participation

• Statewide Benefits
• Will ensure the application emulates business
  practices, policies and processes
• Standard, consistent set of processes allowing us
  to focus on common data
• Collaboration across boundaries at all levels
  creating efficiency of operation

7
REQUIREMENTS

• Defining Ohios Business Model
• Drives development of entire system
• Gathering the what and why
• Documenting project business requirements
• Critical to overall success of project

8
REQUIREMENTS

• Defining Ohios Business Model
• Establish baseline requirements
• Utilize Ohios System Requirements Document (SRD)
• Developed by Business Partners Committee
• Comprised of State and County partners
• Supplement 2 of Ohios RFP
• Assure compliance with mandatory Federal SACWIS
  Requirements
• Utilizing SACWIS Assessment Review Guide (SARGe)
• Developed by ACF
• Designed to assist states in meeting federal
  requirements and passing Federal System review

9
Requirements Teams

• Five teams run concurrently
• Team members include
• County Subject Matter Experts (SMEs)
• State SMEs
• Project staff
• Business
• Technical
• DRC and Compuware

10
Ohio SACWIS Requirements Teams
11
Rapid Requirements Definition (RRD) Sessions

• Sessions ran from June 28 to August 21
• Eight week timeframe
• Located In Columbus
• Team Meetings ran concurrently

12
Joint Application Design Development

• Ten month process
• JAD sessions began 8/30/04 and scheduled to end
  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

13
JAD Development Approach
14
Conversion to SACWIS

• Switch from your current system to the new SACWIS
  system
• Coordinated with SACWIS training schedule
• Cutover to occur on a weekend
• Data will be moved from your current application
  into the new SACWIS system
• Overview

Data stored in SACWIS
Check data quality and completeness
Current system
Data kept for historical records
15
Conversion Approach

• All metros completing conversion survey
• Working to Understand Current Data and Structures
• Need to assure
• Proper information moves into SACWIS
• Data moved 100 correctly
• Data moved in timely manner

16
Conversion Looking Forward

• Data Mapping and Specifications
• Started in Oct, going through Feb 05
• Script Development and Testing
• December 04 through May 05
• Systems Testing
• Begin in May/June of 05
• Mock conversions to populate the testing database

17
Pilot Implementation

• Pilot implementation will occur over a 90 day
  period
• Training and On-Site support provided
• Piloting Implementation Process (conversion,
  training, on-site support, application usage)

18
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

19
Training Close at Hand

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

20
Change Management

• Change Management refers to promoting and
  fostering the awareness, acceptance, and
  implementation of SACWIS and the corresponding
  changes in business processes and workflows.

21
Stakeholder Interviews

• Change management team will be conducting
  stakeholder interviews with county executives
• Purpose is to
• gain understanding regarding the strengths,
  weaknesses and opportunities that SACWIS brings
• recognize past history regarding large scale
  implementations and learning from it

22
The Partnership Forum

• An assembly of State, County, and SACWIS Project
  staff who will
• Communicate the strategic message and benefits of
  SACWIS
• Act as Champions and Change Leaders
• Validate stakeholders and change agents
• Provide insight into issues and challenges

23
The Organizational Assessment

• Assess the Organizations State of Readiness for
  Change
• Assesses the potential impact of Ohios SACWIS on
  the organizations processes and culture
• Results in recommendations and strategies on how
  to improve readiness
• Assists in the identification of Change Leaders

24
Project Schedule Key Milestones

• Ohio SACWIS Project
• Phase I Cover Project Initiation through
  Statewide Implementation
• Phase I - 30 Month schedule
• Phase II 12-Month Support Period
• Phase I is divided into 8 Major Tasks

25
The End Result
Advantages of Web Based Technology

• Portable
• Maintainable
• Accessible
• Scalable
• Secure

OHIO SACWIS Presentation Alternative
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Data Quality

• Completeness What should be there is there
• Consistency Data is consistent in form type
• Accuracy Data is what it should be
• Duplication Delete duplicate records
• Integrity Ensure that all data works
• Conformity Data is accessible in the SACWIS
  system

27
Data Availability

• Data Available statewide in real time
• Data available for reporting purposes within 24
  hours

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Questions and Answers

• Contact us at http//jfs.ohio.gov/sacwis
  sacwis_at_odjfs.state.oh.us