NC FAST Leadership Summit Update

1. NC FASTLeadership Summit Update April 22-23, 2013

2. Agenda • Project Update • Project Schedule • Spotlight Topics: • Conversion Update • Feedback from County Testing Participants • Training Update • System Administration Approach • County Readiness Update • Questions and Answers

3. Project Update

4. P1 Update • All counties have been fully converted to process FNS cases in NC FAST • Many counties are still working through the case conversion process • Supported 724,971 issuances for active FNS and SNAP cases in March, representing approximately $700M in FNS benefits issued since go-live • Received over 21,400 Help Desk tickets for NC FAST production from counties since go-live of which over 20,900 have been responded to and closed • Of the outstanding tickets, 127 are awaiting customer feedback, 90 are awaiting a defect resolution, and 303 are in an Open status. • Working to address open ticket backlog • NC FAST continues to provide On-Site Support (OSS) to assist counties through the transition • Working to consolidate NC FAST Help Desk operations at the NC FAST project site

5. P2&6 Overview • Detailed Design is complete • System development is well underway and is targeted to be completed in April • Testing team has identified 5,335 scripts that must be executed prior to P2&6 pilot launch • Have worked 1,865 scripts - at a lower defect rate than P1 • 21 county staff are participating in testing activities • User Acceptance Testing (UAT) will take place in May-June and will involve the testing of end-to-end scenarios to confirm the system can accurately process cases • UAT will include time for unstructured testing • Exploring the possibility of having a satellite UAT testing location in Catawba County

6. ePASS Update • ePASS electronic submission for FNS applications is now available • Each county should subscribe appropriate workers to the following two work queues: • Online Application Received • Withdrawal Request Created • NC FAST will query county work queue assignments for these two queues to confirm users have been assigned to watch for online application submissions • Citizens will need an NCID to submit ePASS applications and will be able to register for an NCID as part of the ePASS application process • Digital “signature” for an ePASS application will consist of: • NCID entry • Typing full name • Selecting a check box associated with an attest statement • Public-facing communication materials will be made available to support local PR about ePASS availability; no state-level PR is planned

7. ePASS Home Page Supports application submission now; will eventually support recertifications, changes, and notifications to citizen

8. ePASS Log-in Page

9. Current Applications Page

10. Select Application Page Supports electronic submission of FNS application; Medicaid apps must still be mailed/faxed/dropped-off

11. Applicant Details Page ePASS Update

12. Applicant Details Page (cont’d) ePASS Update

13. Applicant Details Page (cont’d) ePASS Update

14. Applicant Details Page (cont’d) ePASS Update

15. Electronic Application Submission ePASS Update

16. Current Applications Page

17. Application Withdrawal ePASS Update

18. Document Management Update • Attaching images available at Project 2 and 6 pilot • Images will be able to be attached in the following places: • Person and Prospect person • Application • Integrated case • Product delivery case • Evidence/verification screens • Any type of file will be able to be attached • Guidelines will be issued that will address: • Which documents should be scanned • Where images should be attached • Recommended image resolutions • Integration with county document management solutions will be provided • Design guidelines will be issued in May/June • A webinar will be conducted that will review the interface design • No date has been established for when the interface will be available

19. Application Application

20. Person Person and Prospect Person

21. Integrated Case Integrated Case

22. Product Delivery Case Product Delivery Case

23. Evidence Verification Item

24. Project 7 Update • Participating in ongoing Centers for Medicare and Medicaid Services (CMS) webinars and calls • Conducting joint application design (JAD) meetings • Reviewing detailed designs • Coordinating with federal partners: • Incorporation of MAGI rules into system design • Test planning • Continuing preparations to initiate development of P7 functionality once designs are approved

25. Project 3 Update • Scope: Child Care, LiEAP, CIP • With deferral of Project 4 (Child Protection), Project 3 is being moved up • Expected initiation of Project 3 is fall of 2013

26. Project Schedule

27. Implementation Calendar Final Prep for Pilot Training Delivery 1 June Wave 1 – Primary Pilot Training Wave 1 – Primary Pilot Training Wave 1 - Pilot Training Recovery

28. Implementation Calendar Wave 1 - Pilot Training Recovery Wave 1 - Pilot Training Recovery Wave 1 - Train-the-Trainer July Wave 1 - Train-the-Trainer Wave 1 - Training Delivery 2 Wave 1 - Training Delivery

29. Implementation Calendar Wave 1 - Training Delivery 3 August Wave 1 - Training Delivery Wave 1 - Training Delivery Wave 2 – Primary Pilot Training Wave 1 - Training Delivery Wave 2 – Primary Pilot Training

30. Implementation Calendar 4 Wave 1 - Training Delivery Wave 2 – Primary Pilot Training Wave 1 - Training Delivery September Wave 2 - Training Recovery Wave 1 - Training Delivery Wave 2 - Training Recovery 5 Wave 1 - Training Delivery Wave 2 - Training Recovery

31. Implementation Calendar Wave 2 – Train-the-Trainer Wave 2 – Train-the-Trainer October 6 Wave 2 - Training Delivery Wave 2 - Training Delivery Wave 2 - Training Delivery

32. Implementation Calendar Wave 2 - Training Delivery 7 Wave 2 - Training Delivery November Wave 2 - Training Delivery Wave 2 - Training Delivery

33. Implementation Calendar Wave 2 - Training Delivery 8 Wave 2 - Training Delivery December Training Down Week Training Down Week Training Down Week

34. Implementation Calendar Wave 2 - Training Delivery 9 Wave 2 - Training Delivery January Wave 2 - Training Delivery

35. Implementation Calendar Wave 2 - Training Delivery 10 Wave 2 - Training Delivery February

36. Conversion Update

37. Conversion Approach • Soft Launch • Will convert history for persons on closed cases • Converted several times through soft launch period • Conversion of persons will also result in creation of closed Integrated Cases; will not close active FNS cases if the person is already receiving FNS benefits • We will create an Integrated Case for individuals that have Work First Time Limit History, had received legacy benefit diversion in the past 12 months, and/or have a family cap exemption – assuming these individuals are not already on an active FNS case in NC FAST • Hard Launch • Monthly conversions between September 2013 and February 2014 • All active cases and pending applications will be converted as well as 10 IE segments and any providers stored in EIS • If an EIS case is converted and an NC FAST case already exists for the case head, then the product delivery cases will be inserted under the existing integrated case and the existingNC FAST case owner will be the owner of the converted product delivery cases

38. Who will be converted at Soft Launch? • The individual’s latest case must have been in a county that is getting soft launched • The individual cannot be on an active case • If the individual is deceased, then the individual will be converted if they have been dead for less than a year • The individual cannot have a pending Work First check in EIS • The individual cannot be on a pending application • The individual must be in CNDS • The individual must have one of the following: • Had an Individual Eligibility Segment within the past 10 years • Had a Work First Tracking record • Had completed Vocational Training (Work First) hours • Had completed and countable Job Search hours (Work First) within the past 12 months • Had completed Excused hours (Work First) within the past 12 months • Had completed Holiday hours (Work First) within the past 12 months

39. Testing Update

40. Testing Feedback “Being part of P2&6 testing has been very exciting. I do not have much experience with NC FAST so being part of the testing team has shown me what NC FAST is going to be capable of accomplishing. NC FAST is so beneficial for everyone that is involved with it, clients and caseworkers alike.” Shannon Myers Johnston County

41. Testing Feedback “I’ve always thought of myself as a person who is open to change (considering I change my hair style every few months), however I was not too eager to learn the NC FAST system. Being a tester for the P2&6 test team has been a learning experience. What would I say about NC FAST: It’s change, It’s different, it’s LEARNABLE. NC FAST will help us as caseworkers be more knowledgeable about the agency services we provide as well as enhancing our skills to offer excellent customer service to our customers.” Portia Hester Durham County

42. Testing Feedback “At first, I was scared of the new system (NC FAST) but was very amazed how fast I learned to take and process applications and reviews. I am now in Raleigh working with the P2&6 Testing Team and getting to see more of the big picture. Honestly, I do believe that both the clients and agencies will benefit from NC FAST.” Deidra Hill Johnston County

43. Training Update

44. Training Update • Training team is busily working to develop Project 2 & 6 training • Due to migration to Universal Worker model, P1 users and new P2&6 users will receive P2&6 training • Reception, inquiry only, and supervisor content will be delivered via WBT • With incorporation of P1 users into the training population, the number of concurrent classrooms is being increased • We need to find suitable classrooms! • Let us know if you have facilities • The project team will be delivering some classroom training virtually • Still defining specific approach and required logistics • Provides participants greater scheduling flexibility; no travel required • Content fully mirrors conventional classroom delivery • Exploring this training approach as a means to support ongoing new worker training and perhaps Project 3 deployment (Child Care, LIEAP, CIP) • Distance learning is being overhauled – a complete Moodle redesign

45. New NC FAST Moodle Home Page

46. Listing of required courses based on user profile

47. Course detail page showing course overview and objectives

48. Screen detail showing a typical distance learning scenario

49. System Administration Update

50. System Administration Update • The NC FAST is exploring how best to go about configuring each county’s organization structure • Counties will be responsible for entering users into the system • Given the fluidity of each county’s organization structure, there will be a milestone prior to each county’s soft and hard launch date to firm up the organization structure • Once each county’s organization structure is configured, it will need to remain “frozen” until the soft launch and hard launch milestone is reached • Lock period should not exceed 1 month prior to each milestone • Correct configuration of the organization structure is vital for dashboard reporting and workflow to work correctly • Readiness Liaisons will work with County Champions to map EIS District Worker Numbers of NCIDs to support case conversion for Hard Launch • NC FAST will make available updated System Administrator reference materials that spotlight known problem areas based on Project 1 experience