Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide AutomatedChild Welfare
Information System

• Partnership Forum
• 11 May 2006

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

• Director Barbara Riley,
• Rick Smith, and Kim Liston

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Agenda

• 1000 1015 Opening Remarks/Agenda
• 1015 1045 UAT Status Report
• 1045 1130 SACWIS Reports
• 1130 1230 Brief Break/Working Lunch
• Data Warehouse
• 1230 100 SACWIS CCRB
• 100 130 Conversion
• 130 200 Implementation Activities
• 200 215 Fiscal Rule and Application Process
• 215 230 Wrap-up/Next Meeting/Adjourn

4
User Acceptance TestingStatus Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts
• Angelo Serra

5
User Acceptance Test (UAT)

• UAT the Purpose
• Validate the system meets the functional and
  technical requirements and is ready to move to
  pilot operation and run live county operations.

6
User Acceptance Test (UAT)

• Total of 154 UAT Scenarios.
• Restarted running Scenarios
• State BAs and Trainers
• Using Muskingum data.
• System is stable and increasing number of reports
  being generate (30 in last 30 calendar days)
• All change orders have been incorporated
• Financial
• Adoption

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User Acceptance Test (UAT)

• County Participation
• Communication has been initiated with counties
• Cycle 3 SME participation begins May 15th
• Bring back county staff that participated in
  Cycle 1 or 2
• Will work with counties regarding schedule, time
  commitment and team alignment

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User Acceptance Test (UAT)

• Will leverage participants skills, familiarity
  and comfort with the application to conduct
  additional regression testing and specialized
  testing regarding key system functionality.
• This process is being employed to certify the
  application is ready for use by any PCSA as its
  system of record.

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User Acceptance Test (UAT)
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User Acceptance Test (UAT)
By TYPE by PRIORITY
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User Acceptance Test (UAT)
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User Acceptance Test (UAT)
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User Acceptance Test (UAT)
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SACWIS Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra
• Nancy DeRoberts

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SACWIS Reports

• Reports comprised of
• Reports (72) include management reports, Forms
  (44), Notices (23), Cubes (37)
• Total of 176 Reports
• Design and Construction 94 complete
• Of the 97 (139 Forms, Notices and Notices, 70 of
  total) available to UAT
• 36 (or 20 of total) have passed UAT
• 61 (or 35 of total) have failed UAT

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SACWIS Reports

• SWAT process
• Analysis
• Report Spec reviewed
• All current defects reviewed
• Checklist applied to specification to identify
  issues
• Any issues identified are written up as defects.
• Umbrella defect written to wrap up all defects.
• Repair Process
• Developer reviews defects
• Developer makes modifications

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SACWIS Reports

• SWAT process (continued)
• Peer Review
• Review all defects
• Review report specification
• Review submitted report against these
• Verify
• Run report to ensure that it will run
• Checklist validated
• Submitted to UAT
• Has yielded
• 35 of the 63 through the process have passed UAT
  (56)
• 19 first time through (30)
• 9 two times through (14)

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Brief Break/Working Lunch (Data Warehouse)
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

19
Overall Reporting Structure
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SACWIS Ad-Hoc Reporting Basics

• Industry Standard DW / BI Architecture
• Data Warehouse - Corporate Information Factory
  (Bill Inmon)
• Data Marts Dimensional Model / Star Schema (Dr.
  Ralph Kimball)
• Business Intelligence Cubes, Prompted Reports
  Ad Hoc Query
• Reusable Data Models
• Vendor Neutral Tool Independent
• Best of Breed Tools
• Data Modeling CAs AllFusion (Erwin)
• ETL Informaticas PowerCenter
• Address Standardization Pitney Bowes Finalist
• Geo-spacial coding Sagents AddressBroker
• Business Intelligence Cognos PowerPlay,
  Impromptu, ReportNet
• Industry Standard, Repeatable Methodology
• Iterative, Spiral Development Life Cycle
• Rapid Application Development
• JAD / Prototyping

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SACWIS Ad-Hoc Reporting Basics

• What does this provide?
• Optimization for Customer Analysis via Business
  Intelligence Tools
• Summarization, Aggregation and Snapshots of very
  specific data
• Designed to perform specific business analysis
  (sometimes flexibility limited)
• Easy to query via SQL and Reporting Tools

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SACWIS Ad-Hoc Reporting
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SACWIS Ad-Hoc Reporting

• What do we need to do?
• Define Business Needs
• Identify difficult to answer questions
• Sample incoming inquiries to look for patterns
• Choose Specific Starting Point
• Participation of Business and IT
• SACWIS Technology Forum as starting point

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SACWIS Ad-Hoc Reporting

• Background Activities
• Design target database
• Different design process
• Build extract/transform/load (ETL) process
• Build any necessary aggregation functions
• Testing

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SACWIS Ad-Hoc Reporting

• Standard Methodology
• Concept (Vision)
• Requirements
• Analysis
• Design
• Development
• System Test
• Implementation

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SACWIS Ad-Hoc Reporting

• When to Start?
• Begin thinking about this now
• Outside Pressures
• Brand new application
• More comprehensive functionality
• New business processes (e.g. CAPMIS)
• Tight implementation timeframe
• Constrained resources

27
SACWIS Change Control Review Board (CCRB)
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kathy Bartlett
• Nancy DeRoberts

28
SACWIS Change Control Review Board

• Definition
• Purpose
• Membership
• Process
• Getting Started

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SACWIS CCRB

• Definition
• Established body of SACWIS stakeholders that
  utilize a standard process to manage all change
  requests after the Application is released into
  production.

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SACWIS CCRB

• Purpose
• To manage the requested changes to SACWIS
  submitted by both State and County staff by
  tracking, analyzing, prioritizing and
  recommending requested changes.
• To serve as a recommending authority to ODJFS
  with responsibility for formulating
  recommendations regarding actions on change
  requests.

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SACWIS CCRB

• ODJFS Representatives
• Business Project Manager
• Requirements Manager
• Change Management Manager
• MIS Project Manager
• Testing Manager
• Development Manager
• County Representatives
• Two Small to Medium Counties
• Two Large Counties
• Two Metro Counties

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SACWIS CCRB

• High Level Process
• Change Request Is Submitted
• Request is logged and entered into Projects
  Requirements Tracking System
• Impact Analysis will be conducted to determine
  the scope and cost impact of the change.
• Change Request is Prioritized Based on
  Established Criteria
• CCRB Formulates Recommendations

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SACWIS CCRB

• Getting Started
• Identify Process for Determining PCSA Membership
• Convene Membership As Soon As Possible For
  Planning Meetings (Establish Meeting Frequency,
  Orient Membership to Process Tools, etc)
• Commence CCRB Process With Statewide Roll-Out of
  SACWIS
• Begin With Existing Body of Change Requests
  Submitted and Tracked Since Project Initiation

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Conversion
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra
• Kelly Kildow

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Data Conversion

• Conversion Status
• Pilot
• Metro Counties
• SIS Counties
• Error Reports Data Cleansing
• Conversion Validation

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Data Conversion - Status
Mapping Scripting 100 Complete
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Testing Round x
System Test
UAT
Data Cleansing
Dry Run
Pilot (Muskingum)
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Data Conversion - Status
Mapping Scripting 100 Complete
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Data Cleansing
Testing Round x
Testing Round x 1
Testing Round x 2
Dry Run 1
Dry Run 2
Dry Run 3
Franklin
Montgomery
Summit
Hamilton
Lucas
Cuyahoga
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Data Conversion - Status
Dry Run
Data Cleansing
Wave 1
Wave 2
Wave 3, 4, 5
Wave 7, 8
Wave 10, 11
Wave 12, 13
Wave 14, 15
Wave 17, 18, 19
Wave 22, 24, 25
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Data Conversion Error Reports

• Error Reports
• Identifies data that cannot be converted in its
  current state or format, or data that does not
  exist in the source but is required in SACWIS
• Generated by the Conversion Team
• Distributed to the SIS Agencies by the
  Implementation Liaisons and to the Metros by the
  Data Mapper
• Used by the Agencies to cleanse data

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Data Conversion Error Reports
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Data Conversion Error Reports
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Data Conversion Validation

• Conversion Validation Tools
• Conversion Control Reports
• Business Object Control Reports
• Agency Data Verification
• Business Reports

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Data Conversion - Validation

• Conversion Control Reports
• Reports for verifying the movement of data
  throughout all phases of the conversion process
• Generated and used by the Conversion Team, State,
  and Metro Technical Subject Matter Experts

44
Data Conversion - Validation

• Business Object Control Reports
• Reports for verifying the correct number of
  persons, cases, intakes, providers, etc. exists
  in the converted data
• Generated by the Conversion Team
• Used by the Conversion Team, State, and Metro
  Technical Subject Matter Experts
• Differences between source and SACWIS totals are
  reconciled

45
Data Conversion - Validation

• Agency Data Review
• Source-to-Target Data Comparison via the SACWIS
  Application
• Completed by Agency Business Subject Matter
  Experts
• Performed multiple times (iterations) with
  multiple runs

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Data Conversion Validation

• Business Reports
• Comparison of data via business reports produced
  from the legacy application and the same (or
  like) reports produced from SACWIS
• There are a total of 12 identified for use in
  validating the conversion
• SIS reports generated by the State Metro reports
  generated by the Metro
• Distributed to the SIS Agencies by the
  Implementation Liaisons
• SACWIS reports generated by the Agency
• Used by the Agencies to cleanse data

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Data Conversion Validation
Business Reports
48
Implementation Activities
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Thomas Heilman
• Steve Mayo

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Implementation Activities

• Recorded Demos
• Starter Kits
• LDAP IDs and Training
• Pilot Readiness Activities

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Demo and Starter Kits

• Intake
• CAPMIS
• Case Plan
• Services/Placement
• Court
• Supervisor
• Adoption
• Home Study/Licensing Certification
• Training
• Fiscal Contracts
• Fiscal Services
• Fiscal Payments
• Fiscal Eligibility
• Miscellaneous

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Starter Kit Contents

• Comparison of current practice to SACWIS
• Work Flow Diagram
• Implementation Questions
• Template for documenting current and future
  practice

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Pilot Readiness Activities

• Muskingum County has been busy preparing to pilot
  SACWIS
• Work Process Preparation
• Data Cleanup and Error Report Reviews
• LDAP IDs and Target Population List
• Weekly Status Meetings and Reports
• Issues List

53
Fiscal Rule and Application Process
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts
• Angelo Serra