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October 23, 2013

Child Welfare Services – New System Project Overview Presented by: Sarah d’Eon Office of Systems Integration. October 23, 2013. Agenda. What is Child Welfare Services New System Project? Why a new system? When can I expect a new system? What’s next? Question & Answers.

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October 23, 2013

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  1. Child Welfare Services – New System Project OverviewPresented by: Sarah d’EonOffice of Systems Integration October 23, 2013

  2. Agenda • What is Child Welfare Services New System Project? • Why a new system? • When can I expect a new system? • What’s next? • Question & Answers

  3. What is CWS NS Project? • Procure and Deliver the Child Welfare Services New System (CWS NS) • Replace the legacy Child Welfare System/Case Management System (CWS/CMS) • Not meet all Federal requirements • Out dated technology is expensive to maintain • Limited ability to upgrade • Limited data sharing • As of July 1, 2013, officially started activities to procure a vendor who can deliver the new system.

  4. History of CWS – New System • May 2011 - CWS/Web Project Suspended • July 2011 – Started the development of the CWS Automation Study mandated by the Budget Act of 2011 • April 2012 – Submitted the CWS Automation Study to the Legislature • July 2012 – Started the development of a Feasibility Study Report (FSR) • January 2013 - California Technology Agency approves the CWS-NS Project’s FSR for the Planning and Procurement Phase • July 2013 – Launched the CWS – New System Project

  5. Why a new system?

  6. Business Problems & Opportunities • Better meet the needs of the Child Welfare Practice • Meet Federal Standards for Statewide Automated Child Welfare Information System (SACWIS ) • “Comprehensive automated case management tool that meets the needs of all staff involved in foster care and adoptions assistance case management.” • Continued Federal Funding Participation

  7. SACWIS Functionality • Intake Management • Assessments • Case Management (CM) –Case Planning • CM – Services • CM – Placement • CM – Adoptions • Court Processing • Eligibility • Financial Management • Resource Management (RM) – Licensing • RM – Services • Quality Assurance • Administration • General Capabilities • Self-Service • Interfaces

  8. Business Problems & Opportunities • Implement Information Exchange • Federal SACWIS Required • Eligibility (Title IVE, Medicaid, TANF) • Child Support • Child Abuse and Neglect (CAN) • State options • Courts • Education • Immunizations • Others

  9. Business Problems & Opportunities • Improve System Access • Improve Business Collaboration • parents, foster parents, child and multidisciplinary teams • Improve Outcome • Driven Planning, Management and Assessment • Improve Resource Utilization

  10. Market Research • Researched available solutions through the Internet • Contacted other States • Conducted a Request for Information • Seven vendors responded stating their solution could meet an average of 74% of the CWS Critical Functionality straight out of the box • Conducted an internal assessment of CWS/CMS • CWS/CMS currently provides approximately 24% of the CWS Critical Functionality

  11. Procurement Approach • Buy/Build Approach • Acquire a Pre-Built Solution • Develop Custom Extensions (i.e., Custom Software Code)

  12. When can I expect to see the new system?

  13. Project Timeline The CWS New System should rollout in phases in 2016 and 2017

  14. What’s next?

  15. Project Status Today • Project started July 1, 2013 • Building staff and establishing tools • Currently Documenting Requirements • Collaborating with counties and other stakeholders • Building Business Practice Packages - a combination of: • Business Process Workflows • Operational Scenarios • Business Requirements

  16. Sample ‘Get Up’ Work Flow1.0 Get Up

  17. Sample “Get Up” Matrix1.0 Get Up

  18. Child Welfare Functionality • Intake Management • Assessments • Case Management (CM) –Case Planning • CM – Services • CM – Placement • CM – Adoptions • Court Processing • Eligibility • Financial Management • Resource Management (RM) – Licensing • RM – Services • Quality Assurance • Administration • General Capabilities • Self-Service • Interfaces Finish Requirements in Spring 2014

  19. Procurement is about two years • Market research • Assemble staff and resources • Document Business Requirements • Create Request for Proposal (RFP) • Get approval to release the RFP • Release the RFP • Vendor’s prepare and submit bids • State/counties evaluate the bids • Select winning bidder • Get approval of winning bidder and contract • Get funding approval for the Development and Implementation phase • Award the contract • System Development and Delivery is two to three years

  20. Conclusion • Child Welfare Services New System Project is underway • Procurement process is to ensure fair and open competition to deliver the best value solution • Focus is on meeting the needs of the Child Welfare Program

  21. Questions and Answers

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