Case Management Information System (CMIS) Project Kick-off Meeting November 3, 2005

1. Case Management Information System (CMIS) Project Kick-off Meeting November 3, 2005

2. Agenda • Goals for Today • Introductions • History of CMIS • The CMIS Project • Overarching Goals • Concurrent Projects • Project Initiation • Timeline Phase IV • Resources • Scope • Gap Analysis • Out of Scope / Decision Package • Project Oversight • Partner Participation • Break - 15 minutes • MMIS Project Connection • Known Risks and Issues • Next Steps • Questions

3. Goals for Today • Share information on the CMIS Project. • How to stay informed about the project. • Answer any questions you have.

4. Introductions

5. Introductions • Linda Rolfe, DDD Director • Daniel Knutson-Bradac, ADSA IT Assistant Director • Bob Morris, CMIS Program and Policy Director • Joy Danzer, CMIS Technology Project Manager

6. History of CMIS

7. How did we get here?

8. Where are we now? Phases I, II and III comprise the DDD Assessment Project. The CMIS Project builds on these phases and continues with Phases IV and V. Phase I – Semi-automated Medicaid Personal Care (MPC) Assessment for Children October 2004 Phase IIa – Intake/ Eligibility July 5, 2005 Phase IIb – No-Paid Services Case Management Sept. 12, 2005 Phase III– Full Assessment Suite Sept. 15, 2006 Phase IV– CMIS Project Initiation October 31, 2005 P P P P

9. The CMIS Project

10. Overarching Goals for the Project • Provide automated support to meet federal and state reporting requirements. • Integrate and consolidate DDD legacy systems. • Provide a cohesive system interface for case managers. • Support administration of DDD programs. • Leverage the existing CARE framework and build on past successes. • Provide reliable information to policy makers and stakeholders.

11. Concurrent Projects Business Requirements System Development Test System Pilot System Go Live 9/15 County Business Process Reengineering Business Requirements Legacy System Migration Plan System Development Decision Package (Phase V) Test System Pilot System Go Live 7/1 Currently unfunded - July 2007 – June 2008 Business Requirements System Development Implementation 7/1/07 - 6/30/09

12. Project Initiation July through October 2005 • Developed and obtained approval for CMIS Investment Plan. • worked closely with ISSD and DIS over several months • Developed Draft CMIS Project Charter. • Hired technical Project Manager. • Currently recruiting a Business Analyst. • Drafted Quality Assurance contractor statement of work.

13. Timeline Phase IV Project Initiation County BPR Gap Analysis Document Business Requirements Review Architecture Prepare Legacy System Migration Plan System Development

14. Timeline Phase IV (continued) System Development Prepare Decision Package Execute Test Plan Pilot July 1, 2007

15. Resources Technology • CARE Framework • Experienced • Project Manager • Programmers • Data Architect • Database Administrator • Financial • $1.488 million for project and contracted costs • $1.658 million for internal costs • Total $3.146 million • Phase V is yet unfunded Program • Regional case manager participation • Joint Requirement Planning (JRPs) • DDD headquarters program management • County workgroup/focus groups • Project business analysts • Stakeholders

16. Phase IV Estimated Costs Fiscal Year 2006-2007

17. Scope Phase IV (funded)

18. Tickler and Alert Specifics • Can benefit both Home and Community Services (HCS) and DDD. • Help case managers manage their caseloads more efficiently. • i.e., SER improvements, assessment scheduling • Alert user upon login into the system if there are any critical events. • i.e., SSPS deadlines, system events • Help case manager meet mandated reviews and other business requirements.

19. County BPR Specifics • Retain current system functionality and identify possible enhancements. • Engineer system to collect desired outcome data. * Collection of more information from providers to monitor quality assurance • Support new county reporting requirements related to policy 4.11 “County Services for Working Age Adults”. • Provide consistent secure access to CMIS and eventually MMIS. • Implementation planning & testing.

20. Incorporate and Phase Out DDD Legacy Systems • The assessment is “snap shot in time” however, • Many DDD programs require numerous client interactions between scheduled assessments. • This case monitoring is currently captured in various DDD legacy applications.

22. Field & Management Reports • Report Examples: • How many assessments were accomplished during a period • How many authorized services, which services during time period • How many people are being added and taken off the wait lists. • Planning tool for case manager for smoothing assessment workload • What does re-assessment cycle look like by case manager, rolling over the year by month.

23. Quality Assurance CMS Quality Strategy • QA performance data. i.e., Core Indicators survey • Expand ADSA data reporting capability • i.e., timeliness of re-assessments

24. Compare results of the Assessment Project’s Business Requirements Documentation and the results of the ADSA Data Analysis Project to help determine what will be developed in the CMIS Project’s Phases IV and V. Review legacy system conversions. Validate remaining application features against current business need. Gap Analysis

25. Decision Package/Out of Phase IV Scope As a result of the schedule and budget reduction for the CMIS Project, the project scope will NOT include the following items originally identified in the JLARC Case Management System Plan submitted December 2003. • Redesign the Incident Reporting system • Modify CARE QA module to accommodate unique DDD needs • System access for clients and families • Electronic interfaces to other DSHS information During Phase IV, a Decision Package will be developed to request funding for these system capabilities and others as they are identified during Phase IV.

26. Project Oversight • CMIS is a DIS “Level 2” Project • DIS “Dashboard” reporting • Independent Quality Assurance contractor

27. Partner Participation

28. County Participation • Focus/Workgroup • County Information Technology and Program expertise • DDD Regional Business representation • Serves MMIS and CMIS projects • Analyze business process changes/requirements • CMIS test and pilot participants

29. Break – 15 minutes

30. Agenda • Goals for Today • Introductions • History of CMIS • The CMIS Project • Overarching Goals • Concurrent Projects • Project Initiation • Timeline Phase IV • Resources • Scope • Gap Analysis • Out of Scope / Decision Package • Project Oversight • Partner Participation • Break - 15 minutes • MMIS Project Connection • Known Risks and Issues • Next Steps • Questions

31. MMIS Project Connection • Degree of impact on business processes is yet unknown. • CMIS Project is planning to develop an interface to the new MMIS. • CMIS Project is dependent on MMIS Project and DSHS design decisions. • County Business Process Reengineering is partially dependent upon decisions from the MMIS Project. • SSPS & A-19s will likely continue for a while.

32. Known Risks and Issues • MMIS Project impact • Sharing of staffing resources with the Assessment Project • ADSA Data Analysis Project • DDD Assessment Project • Any changes to the scope, budget and timeline will require the submission of a new IT Investment Plan

33. Next Steps • Complete charter and other project planning documents • Hire Business Analyst • Obtain Quality Assurance contractor • Initiate county workgroup

34. Questions? Questions? Questions?

35. The CMIS Project