Disability Case Processing System

1. Disability Case Processing System NADE National Training Conference Los Angeles, CA August 30, 2011 Tom Paige, Administrator, South Carolina DDS Doug Willman, Administrator, Nebraska DDS

2. DDS Administratorson the DCPS Steering Committee  Gloria Toal – NY  Sandra Kelley – NV • Scott Mack – ME  Duane French – WA • Tony Jones – DC -------------------------- • Tom Paige – SC  NCDDD • Pat Carew-Ceesay – MN  Vicki Johnson – CO • Mary Wolfe – TX  Ann Robert – IL • Doug Willman – NE  Erik Williamson – OH  Michelle Thibodeaux – MT

3. SSA Personnel on the DCPS Steering Committee  Linda Dorn, ODD Roderick Hairston, ODS • Art Spencer, ODP  Melissa Spencer, OQP • Glen Sklar, ODC  Amy Roberts, Atlanta RO • Stanley Friendship, Seattle RO  Ray Egan, New York RO

4. Key Questions about DCPS • What is it? • Why are we doing it? • What will it mean to me? • What’s already done, what’s happening now, and what’s coming ahead? • When will it be ready? • How boring is this gonna be? • Is any of it really true?

5. Just What is DCPS? • Disability Case Processing System • Initiative to replace the five existing “legacy” systems with a “Common” system for use by all states as well as federal components • A “Modern” System • Graphical Presentation • Radio Buttons • Pop-Up Menus • Context Sensitive Help Keys • Cut & Paste/Drop & Drag • Easy access to Medical Records • Like the Internet!!!

6. ----The Current State of DDS Systems ----

7. DDSs by Software Type NEW MEXICO NORTH CAROLINA Iron Data St. Louis HAWAII Iron Data Toronto ALASKA MIDAS -- 6 PUERTO Independent -- 2 RICO Non-Automated -- 0 WASHINGTON VERMONT NORTH MAINE MONTANA MICHIGAN MINNESOTA DAKOTA NEW OREGON HAMPSHIRE WISCONSIN IDAHO NEW SOUTH MASSACHUSETTS DAKOTA YORK WYOMING RHODE ISLAND CONNECTICUT IOWA PENNSYLVANIA NEW NEBRASKA NEVADA JERSEY INDIANA OHIO DELAWARE ILLINOIS UTAH MARYLAND WEST COLORADO VIRGINIA FDDS KANSAS VIRGINIA CALIFORNIA MISSOURI KENTUCKY DC TENNESSEE ARIZONA OKLAHOMA ARKANSAS SOUTH CAROLINA GEORGIA ALABAMA TEXAS MISSISSIPPI Guam LOUISIANA FLORIDA Virgin Islands

8. SSA/DDS Computer Systems Overview Interaction among existing systems 1 54 1 1 1 1 1 1 1 1 7

9. Legacy System Problems • Aging technology • Transaction Failures • Long Roll Out Cycle for Modifications • Cost of Maintaining Multiple SW Sets • Inefficient Collection of MI • Difficulty in Sharing Work among Components • Not the product of a strategic plan

10. Solution - DCPS • An All New “Modern” System • For Use by All DD Components • Jointly Designed, Tested, Implemented and Improved • Rapid Rollout of New Functionality • Easy Transfer of Work among DDSs • Service Oriented Architecture

11. Key Steps in DDS Involvement • Formation of the Steering Committee • A preliminary “summit” meeting • A two and half day briefing of DDS Administrators – followed by a “vote” • “Brainstorming” Session of DDS Personnel • Formation of teams of DDS “SMEs” • Business Process Modeling • Regular meetings of the Steering Committee • More (and STILL more) SME Meetings • Development of Specifications

12. The Development Path So Far • Inventory of all Existing Functionality (the “As Is”) • Brainstorm of New Ideas • Description and Definition of Ideal Functionality (the “To BE” • Selection and Involvement of DDS Personnel • The “Use Cases” • Concept of a use case; number considered, number finished • The bidding process • The Selection of a Vendor

13. How Vendor Selection Changes the Process • Up to now, this has been a DDS-SSA partnership • We have had some “advisors”, but we were in charge • Now, the health of the project is in the hands of another entity • But there is excellent reason to have confidence in the vendor’s ability.

14. After a long bidding and evaluation process And the Winner Is --- Lockheed - Martin

15. AND – They Have Helpers • Iron Data Solutions (formerly I. Levy and Versa) • Long experienced in DDS Systems Support • Macquarium Intelligent Communications • Specializing in User-Centered Design • Global CI • Specialized in Health Information Technology

16. Lockheed Martin’s Participation So Far • Attendance at Face to Face Meetings • Participation in Conference Calls • Presentation of Initial Development Plan and Architectural Strategy • Other • Other

17. While LM is at work, we still have much work to do

18. While Awaiting LM’s Product • Service Level Agreements • Involvement of DDS IT Professionals • Data conversion Strategy • Implementation Planning --- Preparing the Beta Sites

19. What is a “Beta Site?” What it is What it is not wall to wall corner to corner floor to ceiling eventual “full” functionality dangerous adventure • a first step toward implementation • - with a limited caseload- with a few users- with a “core” functionality

20. How do we get there? Implementation

22. Beta is not an adventure in recklessness

23. Let’s meet the “Beta Sites?”

24. DCPS Beta Site States

25. More about beta – “Iterative Development” • Start with enough basic to do a case • Then we start adding functionality • When stable, we bring up state 2 – Illinois • Continue adding functionality • When stable, we bring up state 3- Missouri • And so on through NY • When five states are stable, we have Release 1.0 • We estimate that this will take 18 months

33. When Will All This Happen*? • Idaho DDS Beta April 2012 • Illinois DDS Beta October 2012 • Missouri DDS Beta Feb 2013 • Nebraska DDS Beta April 2013 • New York DDS Beta July 2013 • Rollout Begins in 50% DDS April 2014 • Rollout Begins in all DDS May 2015 • Ramp up complete May 2016 • Legacy Systems Retired June 2016 • *All subject to modification depending on stability and pace of development

34. An Accompanying Initiative --- Improving e-Cat • e-Cat is a valuable and helpful tool with proven ability to improve policy compliance • e-Cat currently is a “stand alone” application requiring special connectivity modifications • In DCPS, an improved version of e-Cat will be fully integrated on the same platform and database type as other applications

35. Objectives of a Modified e-Cat • Policy compliant • Minimal exclusions • Integration with the business process • Thorough testing in advance of implementation • Streamlined operation

36. Other Aspects: Fiscal Nation Vendor File (governance) Health Info Technology Data Conversion

37. WHERE WE ARE GOING (Many Preceding Steps!) Selection of a Vendor Refinement of User Requirements Implementation Planning Building the Software Validation Testing User Acceptance testing Series of Beta Releases Training Roll-out DCPS!!!!!

38. How to Keep in Touch The DCPS Web Site http://co.ba.ssa.gov/odd/specialProjects/dcps/default.htm The DCPS Newsletter http://co.ba.ssa.gov/odd/specialprojects/dcps/news/

39. Final Words • With the award of the DCPS contract to Lockheed Martin, we are now able to move forward with DCPS development and implementation planning. • Moving into development represents an exciting, critical milestone on the road to DCPS. • The entire DD and stakeholder community has invested a lot of time and effort into getting us to this point. • We have all worked together to conduct fact-finding analysis; gather user input for what a “to-be” system should look like; and to translate those ideas into the user business requirements for DCPS. • Now, we have reached the point where all the work will be transformed into a state of the art case processing system. • On every step of this journey, we have been fortunate to have the support of all of the DDS Administrators and Regions and a fully engaged stakeholder community. • This unprecedented collaboration is certain to translate into a system that will meet your needs and enhance our ability to better serve the public.

40. Life After DCPS!

41. What Comes After DCPS? Health Care! Immigration Reform!! Reducing Deficit Spending!!!

42. Questions? Comments?? Recriminations???