Welcome to the Riverside Coach Quarterly Meeting

1. Welcome to theRiversideCoach Quarterly Meeting

2. Introductions

3. Topic Review Communication Communication Participation Participation Education Education Education

4. Education Education Education

5. System Highlights Demo • What is it? • A short, multimedia presentation which highlights some key C-IV System features • Will be available on the project website, www.c-iv.org, for public view • What will be covered? • Homepage • Tasks • Reminders • Scheduling customer appointments

6. Implementation Timeline 2003 2004 July April Jan April October July October Jan Nov. 2003 – March 2004 February 2004 *R1 May 24, 2004 March 2004 – May 2004 May 2004 - July 2004 July 6, 2004 July 2004

7. Release 1 Pilot Overview What is Pilot? A ‘dress rehearsal’ of the C-IV Release 1 Implementation An execution of all aspects of the Release 1 C-IV System in a controlled, monitored environment and small office setting. What is its Purpose? To confirm that all aspects of the Release 1 C-IV System are fully operational prior to Consortium-wide implementation To test the following: Technical Infrastructure Training Materials and Delivery Conversion Processes Change Management User Procedures Maintenance and Operations Post Implementation Support Structure When is Pilot? Release 1 Pilot starts July 14, 2003 and ends August 8, 2003. Education

8. Imaging Update An Imaging Workgroup has been formed to determine the county’s approach to this process The Imaging Workgroup participants are: Pat Reynolds – Scott Hawkins Rhanda Ridlon – Dave Semple Tena Wallner – Katherine Chavez Lauren Nackman – JJ Garcia Scott Cleland – Kathie Marin Jan Iverson – Susan Morgan Love The types of questions being considered include: Who will perform the scanning? Where will the scanners be located? What process will a worker follow to have their documents scanned? Education

9. Training Update: Learning Management System What is the Learning Management System (LMS)? The LMS is a computer application that will schedule and enroll students in C-IV System Training across the counties. The LMS will enable students to: View their itinerary (Class Schedule) View course logistics information Launch WBTs during courses Complete course and instructor evaluations Access course score information View their C-IV training certificate on completion of all C-IV training View a course catalog of C-IV System courses Education

10. Learning Management System 1 month prior to training, the LMS will send students and their supervisor an e-mail with an itinerary and logistical information for the courses they are scheduled to attend. For Preparing for Your C-IV Journey (11/03-07/04), you will receive an email indicating your scheduled workshop session. The Coach’s Role: Explain to your team that they will receive emails informing them of their training sessions and times. Follow up with your team to make sure they understand when their training will occur. The LMS will also be used by training coordinators, instructors and supervisors. Supervisors will use the LMS to: View supervised staff’s class schedule Verify that supervised staff have passed the courses Education

11. Web Based Training (WBT) • Completed on a computer • Accessed from the Learning Management System (LMS) • Simulates the C-IV System and provides opportunity to practice • Instructors will be available to answer questions • Can be accessed after training • Tracks student progress and completion Education

12. WBT Demonstration Education

13. Game Time C-IV Hang-Man

14. Communication Communication

15. R1 Model Office Feedback • What is Model Office? • A simulated, office environment designed for County staff to test and become familiar with new C-IV processes • R1 Model Office • Held at the C-IV Project Site during the first quarter of 2003 • Covered Office Administration and the Resource Databank • Feedback “The system itself is very user friendly and attractively designed...the layout was clean, visually appealing, easy to read, and the prompts were helpful…” - Julie Surani, Coach “Easy to use” “Hands-on experience” “The instructors (Jim and Ron) were excellent! They provided the group with support and they were patient.” Education Communication “It was fun!”

16. R2 Model Office • When? • For approximately three months, from the last week of August through the third week of November • Each session will be one week long • Where? • Model Office will be held at the Hardt Office in San Bernardino • What Will Be Covered? • Fiscal • Special Units (Hearings, Investigations, Quality Review, IEVS) • Eligibility (CalWORKs, Medi-Cal, Foster Care) • Employment Services Communication

17. CDG Workgroup Meetings • Managers, supervisors, and staff from various programs continue working with the Change Management Team to validate future C-IV processes, as described by the CDGs. • CDGs are updated based on feedback received from the workgroups. • Riverside is holding CDG Workgroup Meetings for the following areas: • Quality Review • Fiscal • Utilities • Hearings • Inspections • Medi-Cal • CalWORKs/Food Stamps • Foster Care • Child Care Communication

18. Participation Participation

19. Change Readiness Survey Pilot • Survey Purpose • To measure the readiness of staff to attend C-IV System training • Understand if staff canbenefit from additional communications to prepare for C-IV System training. • Distribution Coaches will distribute and collect paper based surveys to the users they support • Timing Surveys will be completed and returned in March 2004. The month after Change Discussion Guides are delivered and the month before R1 System Training begins. • Purpose of piloting the Survey today Collect your feedback • Do the questions make sense? • Is there something else we should ask to measure user readiness? • Please complete the survey based on your readiness today.

20. The Internet/Intranet Survey • Survey Purpose To identify all staff who should take the basic Internet/Intranet Navigational Skills training, we need to collect surveys from all Students. • Logistics Coaches will collect the missing surveys and return them to their Change Coordinator, Tena Wallner.

21. Instructions • Locate your name on the Survey Follow-Up list. • Count the number of team members you have on the list, take that number of surveys with you today. • Distribute surveys to all your team members who are on the list. • Mark the ‘Survey Completed’ box when your team members have completed the surveys. • Return the surveys and the completed Survey Follow-Up list to Tena Wallner. • If using Green routing slip, check Program Technology. • If using inter-county mail, at Mail stop 3720. • All surveys must be returned by June 13, 2003. Thank you!

22. Feedback/Suggestions Participation

23. Homework • Distribute and collect Internet/Intranet survey • Continue to answer questions about C-IV • Watch for changes to the Website

24. Questions?Participation, Education, Communication Thank you for attending. Please complete the evaluation before leaving. We will see you in September.