August 15, 2019

1. Project Steering Committee Meeting August 15, 2019

2. Agenda • Call Meeting to Order • Agenda Review • Public Opportunity to speak on items NOT on the Agenda. Public comments are limited to no more than three minutes per speaker, except that a speaker using a translator shall be allowed up to six minutes. NOTE: The public may also speak on any item ON the Agenda by waiting until that item is read then requesting recognition from the Co-Chair to speak.

3. Action Items

4. Action Items • Approval of the Minutes and review of the Action Items of the July 18, 2019 PSC Meeting.

5. Proposed Data Retention Policy Seeking, from the CalSAWS Project Steering Committee (PSC) members, the Approval of the CalSAWS Conversion Data Retention Requirements, listed below. If Approved, Legacy systems (C-IV and CalWIN) will adhere to these requirements when extracting systems data for the Conversion team purposes of migrating systems data to CalSAWS.

6. Proposed Data Retention Policy Federal and State Regulatory Compliance Check/Traceability • The proposed Data Retention requirements have been referenced to and compliant with the Federal and State Regulations documented below) as of July 2019: • Federal law (45 CFR 164.528)* • Federal law (45 CFR 74.20) • Welfare and Institutions (W&I) Code, Section 10851 (a) • CDSS Manual of Policies and Procedures, Operations Section 23-353.6 • All County Welfare Directors Letter No. 07-13 • All County Welfare Directors Letter No. 00-31 • All County Letter (ACL) No. 11-08 • All County Letter (ACL) No. 11-15 • All County Letter (ACL) No. 06-33 (ACL NO. 05-15) • All County Letter (ACL) No. 03-01 • MEDI-CAL ELIGIBILITY PROCEDURES MANUAL • * Federal law (45 CFR 164.528) Requires DHCS to retain data for at least six years to cover requests from an individual for an accounting of disclosures of protected health information made by a covered entity.

7. Proposed Data Retention Policy Notes The * (above) denotes that this retention may require the conversion/creation of a Shell Case, which would include Case Summary information such as: • High-level information about persons associated to the case, including Name, DOB, SSN, and CIN. • Case Name • Serial Number • Time Limit Data Analysis on both the legacy database sizes, after applying relative retention guidelines (as outlined in the CalSAWS Conversion Data Retention Requirements above), resulted in retaining approximately 2/3 of the legacy case data in both the CalWIN and C-IV systems. A stand-alone document (CalSAWS Data Retention Requirements FINAL v5.0) has been provided as an attachment document the requirements, notes, as well as a Federal and State Regulatory Compliance Check.

8. Action Items • Approval of the CalSAWS Data Retention Policy.

9. Informational Items

10. Discuss Draft CalSAWS Charter

11. Functional Design Sessions Imaging solution proposal and recommendation review and next steps; GA/GR solution status and next steps; Task management solution and next steps; Non-State forms status 5 mins

12. Background for the Imaging Functional Design Overview • The Imaging Functional Design Sessions were executed to further define the scope of requirements for the Design and Development phase of the CalSAWS Migration Project. • Objectives of Imaging Functional Design: • Identify a Centralized Imaging System for 58 Counties integrated into the core application • Strive toward standardization • Obtain feedback on the business process flows • Provide the best solution based on the feedback coming out of the functional designs • Key accomplishments are: • Provided a forum for the counties to assist in the development of the solution • Prior to sessions beginning, the team visited 5 CalWIN Counties and Los Angeles County. • 4-Day Session for each CalSAWS Region open to all counties. • Total of 117 county experts from 42 different counties participated in sessions. • Clarified system actions needed • Discovered critical business processes • Confirmed design objectives for application development • Established context and validated requirements

13. Functionality Matrix: Both solutions meet the core functionality * Kofax has stated this will be in production prior to CalSAWS go live

14. Functionality Matrix: Both solutions meet the core functionality

15. Pending  Final Submission​ Software Comparison Draft * Licenses are unlimited for a three year term. At the end of the term the vendor will conduct a true-up to finalize the license counts. ** Kofax has 2 weeks of allotted training for project staff, no training materials included for county staff.

16. Pending  Final Submission​ Key Component Cost Comparison (Five Year Summary) Draft *Other includes: Additional Services (e.g. AppDev), WAN, Additional HW/SW, and Ongoing Maintenance. See next slide. Note: The AWS infrastructure costs are estimated with on-demand pricing.

17. Pending  Final Submission​ Key Component Cost Comparison (Five Year Summary) Draft

18. Pending  Final Submission​ Service Level AgreementsPerformance SLAs Draft The SLA’s in the table below are the responsibility of Hyland. The SLA’s in the table below are the responsibility of Accenture. Assumptions: • SLA’s do not account for failures due to faults (such as availability, performance or security) with the Amazon Web Services (“AWS”) or Telecommunication providers (including Cloud Exchange providers). • SLAs will be negotiated as part of the contract change order/amendment.  The estimates may change as a result of the final agreed upon SLAs. * Accenture SLA’s are dependent upon completion of a full set of performance testing using the server specifications provided by the vendors. The estimates may change as a result of the performance testing.

19. Pending  Final Submission​ Cost Summary and Differential Draft

20. Pending  Final Submission​ Overview Comparison Draft Legend: Poor (1) Good (2) ● Better(3) ●  Best (4)

21. Consortium Recommendation • Based on the information provided, including: • County Input • Available Capabilities • Risk • Cost • Timeline Recommendation for the CalSAWS 58 County Imaging Solution is Hyland hosted in AWS Cloud.

22. Pending  Final Submission​ CalSAWS Imaging Solution Draft Estimated Timeline CalWIN - Wave 3 Jul 2022 CalWIN - Wave 4 CalWIN - Wave 1 Sep 2022 Jan 2022 C-IV Sep 2021 CalWIN - Wave 5 CalWIN - Wave 2 Nov 2022 Apr 2022 LRS Nov 2021 Plan Finalized CalWIN - Wave 6 Jan 2020 Jan 2023 Today 2019 2023 June December June December June December June December June 261 days UAT Apr 2021 - Mar 2022 43 days Functional Design 414 days Support/Test Jun 2019 - Jul 2019 Jul 2021 - Jan 2023 67 days Document Migration Plan 195 days Support Oct 2019 - Jan 2020 Feb 2023 - Oct 2023 85 days Design Feb 2020 - May 2020 326 days Build/Test Jun 2020 - Aug 2021 456 days C-IV Export & Import Jan 2020 - Sep 2021 457 days LRS Export & Import Mar 2020 - Nov 2021 740 days CalWIN Export & Import Apr 2020 - Jan 2023

23. Functional Design Sessions GA/GR • GA/GR Functional Design Sessions Completed: • June 24-27 in-person session • July 22-24 in-person session • August 15 webinar • Next Steps: • Finalize Requirements • Complete Scope of Work/Estimate Review and Analysis of feedback Complete Scope of Work / Estimate GA GR Session GA GR Session Confirm Requirements with Group 2019 Jun July Aug Sept Today

24. Functional Design Sessions Task Management • Task Management Functional Design Sessions Completed: • June 26th Webinar with Imaging In-person Group • July 8 – July 18 In-person sessions • Next Steps: • Analyze Feedback • Finalize Requirements • Confirm Requirements with Task Management Group through Webinar, August 20, 2019 • Complete Scope of Work/Estimate Task Management / Imaging Webinar Complete Scope of Work / Estimate Task Management Sessions Task Management Session Analysis Confirm Requirements with Group 2019 Jun July Aug Sept Today

25. Functional Design Sessions Non-State Forms • Non State Forms Functional Design Sessions Completed: • July 8 – current. Weekly In-person sessions based on functional area. Scheduled to end August 22. • The Foster Care committee will meet the last week of August to finalize a few forms. • Requirements for each form are approved by visual majority • Any outliers will be referred to committees for discussion/approval • Great participation from counties! • Next Steps: • Complete Scope of Work/Estimate Complete Scope of Work / Estimate Non State Form Sessions 2019 Jun July Aug Sept Today

26. Procurement Update Overview of Portal/Mobile RFP strategy, scope, and timeline; CalWIN OCM & Training RFP strategy, scope, and timeline Print Solution RFP scope and timeline

27. CalSAWS Statewide Portal/Mobile Application Strategy, Scope and Timeline • Strategy • Conduct an open procurement to acquire vendor service to develop and implement a statewide portal for all 58 counties. • Cutover to the new portal is a critical step for the overall SAWS migration. • Scope • Leverage existing SAWS Portal/Mobile and CalHEERS applications to develop an updated Portal/Mobile architecture and application. • California recently passed legislation that requires advocate, stakeholder and client involvement in certain public facing elements of CalSAWS, which includes the portal and mobile applications. • The CalSAWS consortia must engage stakeholders to discuss current and planned functionality changes, system demonstrations of public portals and mobile applications, and advocates’ identification of areas of concern, especially with the design of public-facing elements and other areas that directly impact clients. • Stakeholder and state review of the draft RFP and requirements in July resulted in over 450 comments for consideration in finalizing the RFP for state and federal agency review and approval.

28. CalSAWS Statewide Portal/Mobile Application Strategy, Scope, and Timeline • Timeline *Additional review time may be needed prior to sending to Federal partners. **These dates are tentative and dependent upon RFP being finalized.

29. CalWIN OCM and Training RFP Strategy, Scope and Timeline • Strategy • Conduct an open procurement to acquire vendor service to develop Training, OCM and Implementation Support for the 18 CalWIN counties. • CalWIN to CalSAWS migration is expected in 6 waves and must address multiple combinations of ancillary systems and business processes. • Scope • Leverage existing CalSAWS materials and lessons learned to support CalWIN Counties migration to CalSAWS System. • Provide a Master Plan to deliver Training, OCM and Implementation efforts that includes individualized County Plans that address business process considerations. • Support county assessment of “As Is” CalWIN model and develop the plan to attain “To Be” model in CalSAWS. • Include CalWIN County and State Stakeholder participation in RFP Requirements.

30. CalWIN OCM and Training RFP Strategy, Scope and Timeline • Timeline

31. CalSAWS Print Solution Draft Timeline

32. CalSAWS Communication/Website Launch

33. CalSAWS Website Launch

34. CalSAWS DD&I QA Update

35. Deliverables QA Deliverable Completion Status

36. QA Deliverable Assessment Key Findings – Assessment of CalSAWS Business Architecture

37. QA Deliverable Assessment Key Findings – Assessment of CalACES Master Conversion Plan

38. QA Deliverable Assessment Key Findings – Assessment of CalSAWS General Design (ACN Del #9)

39. QA Deliverable Assessment Key Findings – Assessment of CalSAWS Migration Work Plan Update

40. Debrief FCED Strategy

41. Testing Plan and Green-light Process for move to the Cloud

42. CalSAWS LRS to AWS Phase 1 Schedule Greenlight Meeting LRS Go-Live Project Start Oct 15 Oct 9 Mar 4 2019 Mar Apr May Jun Jul Aug Sep Oct Today Phase 1: Moving LRS to AWS Cloud Technical Build Exchange / Security Technical Services / Upgrade LA County Connectivity Non-production Environment Delivery (Dev, AT, Conversion, YBN) Non-production Environment Delivery (Batch, Conversion, Perf) Production Environment Delivery Testing Integration Test System Test Interface Partner Testing Performance Test County Validation Security and Operations Testing Phase 2: Architectural Scaling

43. CalSAWS LRS to AWS Phase 1 Go-Live Greenlight Activities • Daily post Go-Live executive calls • Performance monitoring • Security and Systems Operations Monitoring • Continued operations of on-premise services for 30 days post go-live • LRS to AWS Go-Live to adhere to processes for a Major Release • LRS to AWS Deployment Schedule with major milestones and dates to be developed • Summary of Go-Live Readiness components: • System test execution • Regression test execution • Performance test execution • Interface partner test execution and partner system confirmation • Security test execution • Operational readiness test execution & fallback procedures • County validations • Deployment checklist and schedule • QA to facilitate Greenlight Meeting* with the following inputs: • Approval Group: Regional Managers • Read-out of outstanding defects & mitigation steps • Pass rates per SCR • Regression test results • System Test results • Performance test results • Interface partner test results and partner system confirmation • Security test results • Operational readiness test results and fallback procedures • County validation results • Deployment checklist readiness results • Cutover activities per Deployment Schedule including: • Cutover communications • Fallback procedures and timings • Rapid Response Team *Note: Investigating additional stakeholder participation (e.g., LA County)

44. Discuss the timeliness of COLA runs and how county specific requests are handled, examples are: Requests for DCRs for caseload move Back to School Clothing Allowance

45. CalSAWS Staffing Status

46. CalSAWS Staffing Status Activities Completed or In Process • Two high priority technical management positions have been selected and were included in the July 19th RGS amendment • Section Directors identified remaining selections • Executive Directors reviewed and approved selections • Project Directors to confirm Director approval for county employees by August 9th • Offer letters will be distributed to selected candidates by August 12th • Candidates will respond to accept or reject by August 15th • PMO/Admin Team will coordinate with county fiscal managers on confirmed candidates to verify salary/benefit levels by end of August, and will submit allocation updates accordingly • Back-up candidates will be notified, if needed, by August 17th • Selected candidates to begin transition following position acceptance, according to individual and county situations • PMO will prepare draft Regional Government Services (RGS) amendment for candidates selected from the public (salaries to align to LA County ranges) • JPA Board to review and vote on RGS amendments during the August Board Meeting, with potential additional amendments to follow

47. Overview of Federal Report

48. Federal Report – August 2019

49. State Partner Update on CalSAWS Activities OSI CDSS DHCS

50. M&O Application and Operations Update