Presentation Transcript

1. Technology Strategic Planning

   Case and Incident Management Solution Recommendation and Funding Request April 2012
2. Contents
3. Executive Summary
4. Scope and Focus of the Assessment The scope of this assessment was limited to the ‘Field Functions’ that include programs and services across the continuum of care; Other areas will be assessed as part of the broader technology initiative Development / Fundraising Field Functions (Front office) In Take Housing Education and Employment Mental and Substance Abuse Services Health Services Research and Dissemination Back-office functions Human Resources Finance Recruiting, training and retention Performance Management Payroll / Benefits Funds administration and reporting Time and Expense Financial reporting
5. Current State Paper Based Entry requiring manual entry into database. Information shared across sites through fax/email/manual transfer Limited Reporting Capabilities Delay in updating of database Lack of information integration and sharing between different services across continuum of care Lack of incident recording capability to track events and perform analysis to prevent recurrence Limited capabilities to track efforts and outcomes
6. Future State Share data in real-time across organizations Quick and Centralized Retrieval of Records from Secure Hosted Database Easy and Error free data entry Secure Access to data in the Cloud using Mobile Applications Customized Graphical Reporting Tools Client Progress Tracking Capabilities
7. Solutions shortlisting process In order to achieve the future state, a wide range of solutions were initially considered and filtered out to come up with a short list of solutions that were further evaluated A wide range of solutions – custom development, document management, Electronic medical record and specialty solutions were initially considered further evaluation 1 Custom Built Proven Non-profit sector solution Cost of implementation and maintenance Initial filtering criteria was applied to shortlist the long list of solutions 2 Level of implementation effort Ongoing support and vendor viability SocialSolutions’ ETO and Salesforce.com were the two solutions shortlisted for further evaluation 3 vs.
8. Detailed Evaluation of shortlisted solutions Both shortlisted solutions were further evaluated based on key requirements and scripted demonstration sessions of their solutions; These sessions were attended by the members of the technology committee of the Board, Larkin Street management and key program staff + Robust platform with proven capabilities to extend functionality as needed + Highly extensible platform that allows for plug-and-play provision of functional capabilities (at additional cost) + Out-of-box support for multiple platforms and mobile devices - Functionality required by Larkin Street will have to be customized / implemented + Point solution that addresses most of the required functionality (~90%) out-of-box + Tightly integrated functionality + Demonstrated expertise in serving non-profit clients - Limited support for multiple platforms including mobile devices - Limited extensibility Functionality (Case and incident management, in-take, housing, education, employment, health services, report, Usability) Product / Vendor (Support, Training, Scalability) + Training is included with the implementation costs + Focus of all their solutions is in the not-for-profit sector + Platform is proven to be sufficiently scalable - Small sized vendor + Large and fast growing vendor with lower risk of being acquired or becoming insolvent + The solution will scale easily to large number of users; - Product support structure unclear - Training and support model was unclear; Costs (Implementation Costs (Interfaces, Conversions, Duration, Vendor training availability), Maintenance and Support Costs, License Costs) + Implementation / support resources are more readily available + Flexibility to extend the platform if required - Cost of software / usage licenses is based on the number of named users (commercial model); $360 per year per named user - Will require a third-party vendor to implement the solution; + Cost of software / usage licenses is based on the size of not-for-profit organizations + Cost of software/usage license will likely not exceed $3000 per month + Implementation, including training will be performed by the solution vendor - Dependence on the vendor to modify functionality + Pro - Con
9. Recommendation Based on detailed evaluation of the two solutions, the Technology Committee of the Larkin Street Board recommends SocialSolutions’ ETO as the preferred Case Management solution for Larkin Street Key rationale for selecting SocialSolutions’ ETO includes: Demonstrated expertise in serving non-profit clients with solutions customized to this customer group ETO has a clear view of the change management requirements for such an implementation and will be useful to Larkin Street in this project's implementation as well as Larkin Street's broader change management activities Strong history of solution performance with 99.99% reliability  Founder / VP, Sales is personally committed to Larkin Street Solution will address 80-90% of Larkin Street’s requirements out-of-the-box, making the implementation less risky to schedule and cost overruns Salesforce.com license costs are estimated at $36,000 per annum and initial implementation estimates are $60,000 - $80,000 compared to SocialSolutions’ license costs of $2,400 (not to exceed $3,000 in the future) and initial implementation cost estimates of $25,000 Strengths listed above outweigh disadvantages of ETO's smaller company size and narrower "point solution" approach to case management 
10. Estimated Costs,Timeline and Request for Funding Request to approve the selection of SocialSolutions’ ETO as the electronic case management solution providing Larkin Street's Executive Director and COO the ability to negotiate with ETO to pay a maximum of $3000/mo with a maximum one time integration and implementation cost of $25,000 Jan-Feb Mar-Apr May-Jun Jul-Aug Sep-Oct Nov-Dec Funding options Funding Readiness Services impact assessment Project preparation and planning Solution and cost Confirmation and Board Approval Vendor confirmation Board Confirmation Solution Implementation and Training Solution Implementation Streams (Design, Build and Implement)
11. Future Technology Drivers and Vision (1 of 2)
12. Future Technology Drivers and Vision (2 of 2)
13. Next Steps Obtain the approval of the Board for funding for the implementation of Social Solutions’ ETO Case Management solution Obtain resources required to ramp up and implement Develop initial roadmap for the additional components of the technology initiative – HR and Finance systems assessment, advanced communications, integration of social media and mobile devices. First draft to be completed by May 2012 Identify and prioritize future technology options to implement as pilots in specific areas within Larkin Street
14. Appendix