Ohio SACWIS

1
Ohio SACWIS

• SACWIS Technical Overview
• 23 July 2004

2
What We Are Looking at Today

• Project Background
• Schedule Key Milestones
• Project Approach
• Requirements and Development
• Data Conversion
• QA

3
Project Background RFP

• RFP development 4/2002 to 12/2002
• Released to vendor community 12/2002
• Proposal due date 2/2003
• Four vendors responded
• Proposed evaluation/clarification 2/2003
  8/2003
• Vendor recommendation 8/2003
• Contract negotiations 9/2003
• Federal review and approval of recommended
  proposal/vendor 10/2003 12/2003
• Contract signed 2/2004
• Purchase Order Effective 5/08/2004

4
SACWIS Business Objectives

• Provide a comprehensive management and caseworker
  tool for Ohios State and Local child welfare
  agencies.
• Design and develop the system utilizing State,
  County, and contractor experts using state of the
  art technology.
• Assure user readiness prior to implementation and
  provide responsive user support

5
SACWIS Project Scope

• Project Management
• Change Management
• System Analysis and Design
• Conversion
• System Development
• System Testing
• User Acceptance Testing
• Training
• Pilot
• Statewide Implementation
• Support Federal Approval

6
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
• Opportunity for County participation in every
  phase

7
Project Schedule Key Milestones
COMPLETED!

• Project Startup
• Month 1-1/2
• Official start 5/10/2004
• Initial Planning
• Prepare Project Environment
• People Plans - Environment

• Assemble and Prepare the Integrated Project Team
  (IPT)
• IPT State, County, DRC and Compuware
• Over 70 people on the team in Columbus today
• Final Team expected to be 100
• Build New Project Office for IPT Team

8
Project Schedule Key Milestones

• Requirements Validation
• Month 3-4
• Begins June 28, 2004
• Validate/Builds SACWIS Business Process
• 5 teams based on business areas
• Runs for 8 weeks

9
Project Schedule Key Milestones

• Design Development
• Month 4 - 13
• Iterative Development process
• Allows Ohio SACWIS to come to life quickly
• Business/Technical teams lead the design
  together
• Iterative approach lowers risk and brings early
  results to Ohio SACWIS
• Approximately 9 months to complete base
  iterations

10
Project Schedule Key Milestones

• County Data Conversion
• County Conversion Coordinator/Team
• Provide the interface to SACWIS team for
  conversion design, data mapping and data
  validation and testing
• County Conversion Plan ready to send and
  implement with Counties

• County Data Conversion
• Major Key to SACWIS Success
• Planning starts at project commencement (14
  Months until formal testing
• 7 Major databases to convert (six Metro Counties
  and SIS)
• Conversion designed to provide live test data for
  User Acceptance Test

11
Project Schedule Key Milestones

• User Acceptance Testing
• Month 16 - 18 (3 months)
• Formal Test Conducted by State/Counties and
  supported by DRC/Compuware
• Ensures Ohio SACWIS is ready for Pilot
  Operations

12
Project Schedule Key Milestones

• Pilot Operations
• Month 19 - 21 (3 months)
• Actual live SACWIS operation in a County
  environment
• Demonstrates all aspects of the system prior to
  statewide deployment
• Validates software, data conversion, training and
  support are ready to go

13
Project Schedule Key Milestones

• Statewide Implementation
• Month 22-30 (9 months)
• Final training and data conversion to launch
  Ohio SACWIS
• Done in phases each week
• Combination of both SIS and Metro Counties

14
Timeline Overview
15
Project Approach - Development Philosophy
DEVELOPMENT ACTIVITY
PEOPLE
PROCESS
TECHNOLOGY
Analysis
Subject Matter Experts Business
Analysts Interface Designers
Rapid Requirement Definition (RRD)
RequisitePro
Joint Application Design (JAD)
Rose
Model Driven Architecture (MDA)
OptimalJ
Design
Subject Matter Experts Business Analysts Modeling
Specialist System Architects System Analysts
Development
Developers Data Base Architects Data Conversion
Specialists Subject Matter Experts
Iterative Development Approach
J Builder DreamWeaver DevPartner FileAid
Test
Quality Control Specialist Business
Analysts Subject Matter Experts Developers
Mercury Testing Tools Bugzilla PVCS Dimensions
QualityPoint
Project Management
Stakehholders Project Managers
Capability Maturity Model (CMM)
CVS
ProcessMax
Project Management Book of Knowledge (PMBoK)
MS Project
16
Project Approach - Rapid Req. Definition
17
Project Approach - Joint App. Design (JAD)
18
Project Approach - JAD
Step 1 - Elaborate Use Case (Intake Referral)
19
Project Approach - JAD
Step 2 Complete Use Case Documentation
20
Project Approach - JAD
Step 3 Create, Test and Deliver SACWIS Component
Once the final specifications are complete and
approved by the JAD team, the technical members
create the components.
21
Project Approach - Iteration Approach
22
Project Approach - Iterations In Motion
23
Project Approach - Testing Approach
24
Project Approach - Model Evolution
25
Project Approach - Architecture
26
The End Result
Advantages of Web Based Technology

• Portable
• Maintainable
• Accessible
• Scalable
• Secure

OHIO SACWIS Presentation Alternative
27
What is Conversion?

• 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

Data stored in SACWIS
Data kept for historical records
Check data quality and completeness
Current system
28
Project Approach - Conversion
Data Conversion Methodology
Data Quality/Data Cleansing Utilities
Identify Conversion Requirements
User Acceptance Testing
System Testing
Analyze Conversion Requirements
Prepare Conversion Specifications
Develop Conversion Programs
Mapping Database
Planning
29
Project Approach - Conversion
The Conversion Engine (CE) bridges the gap
between legacy systems and the SACWIS target
database. This approach allows the staging
database and target databases to evolve
separately during the application development
cycle.
Represents a standard technical format to
facilitate the load of the staging database.
Standard load utilities will be employed to
populate this temporary data repository.
Reports will be produced for processing
exceptions, conversion metrics and data quality
related issues.
SIS
Host FACSIS
CONVERSION ENGINE
Staging Database Load Facility
Target SACWIS Load Facility
Conversion Reports
Temporary Oracle Table Space
The structure of the SACWIS Target Database will
evolve using the use cases developed during the
RRD and JAD activity. It will only include the
data identified as mandatory to support the new
SACWIS functionality.
Metro Systems
SACWIS Staging Database
SACWIS Target Database
The structure of the SACWIS Staging Database will
evolve using the data structures contained within
the legacy systems. The approach allows legacy
system mapping to begin in conjunctions with
application development.
Final synchronization of the data structures will
be accomplished prior to the start of conversion
coding.
Manual Conversion Process
This process allows ODJFS to insert records into
the target database bypassing the application.
30
Project Approach Conversion

• 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

31
Project Approach Conversion

• Data Validation
• Raw record counts will be reconciled with legacy
  systems
• Extensive analysis will be performed to validate
  data quality
• Validation of key reporting metrics
• AFCARS metrics
• ASFA metrics
• CFSR reporting
• NCANDS reporting
• Local reporting metrics

32
Project Approach Conversion

• Types of Testing and Verification
• Internal System Testing
• Consolidated System Testing
• User Acceptance Testing
• Conversion Validation and Certification