Morgan County

1. Morgan County HSConnects Workflow Management Project Project Report Out ~ May 29, 2019

2. Why Implement a Workflow Management System? • Assist in meeting the goal that our Department is a model for compliant, efficient, and effective business practices that are person- and family-centered • Implement a system that aids in timely and accurate receipt and management of paperwork resulting in improved processing times • Improve employee morale and retention • Reduction in paper, copying and printing costs Why

3. HCPF partnered with the Southern Institute on Children and Families (SICF) to focus on ways to improve core eligibility business processes • Key Morgan County staff met over the course of several days to discuss and provide existing workflows and areas for improvement • Data was anazlyzed by SICF and secondary meetings were conducted to make recommendations • Over the course of the next year, many of the recommendations were implemented and the need for a true “Workflow Management System” was determined • The project was temporarily put on the back burner Southern Institute - 2015

4. In February 2016, staff from Arapahoe County Human Services provided a demonstration of their “new” Workflow Management system for key staff • The system met most, if not all of the items identified in the previous study • Conversations began about what it would take to implement this system in Morgan County HSConnects Solution - 2016

5. In June of 2017, Morgan County applied for and received Grant Funding from HCPF to implement the HSConnects system • Completed the Statement of Work and negotiations piece to begin the project with Arapahoe County • Began contacts with State IT and Arapahoe County IT since we are a mid-size county that works on the state infrastructure • Immediate Roadblock was identified regarding Active Directory • Project expenditures were put on hold for 9+ months while high level meetings were conducted with no resolution • In May of 2018, Morgan County was forced to return the grant HCPF - 2017-18 Grant Application

6. Morgan County worked with HCPF staff to refine our grant request and applied again for funding • In June of 2018, Morgan County applied for and again received Grant Funding from HCPF to implement the HSConnectssystem • Continued waiting for State Roadblocks to be removed HCPF – 2018-19 Grant Application

7. During July-August project preparation plans began • Equipment was purchased with the understanding that if HSConnects was not a go, we would go with the CBMS EDMS system as a second choice • Roadblocks continued into January of 2019 • In January 2019, received go ahead to proceed with new connectivity solution from Arapahoe County!!!!!! • Project Planning kicks into high-gear • Statement of Work signed and Project Management assigned on both sides • Implementation plan tasks scheduled The Waiting Game

8. Completed Core System Training • Sandbox Environment created • Completed AD Training • Completed Train the Trainer • Training for Staff scheduled • Sandbox testing begun • Final Budgeting • Go Live Date Tentatively Set • Report Out Complete Current Status

9. Plan for plenty of time for Legal to review the Contracts and Statement of Work • Prepare staff along the way but at the correct time • Make certain you have Management buy-in at all levels supporting the Work Flow Management changes • Be prepared for resistance to change • Budget plenty of time for Project Management • Constantly nurture the relationships with your counterparts and contacts • Be PATIENT and FLEXIBLE Lessons Learned

10. Health Care Policy & Financing • Morgan County Commissioners • Jacque Frenier, Morgan County Director • Rogelio Segura, Morgan County Deputy Director • Joshua Montoya and Breanne Benbenek • Bob Prevost, David Bessen, Brian Bostwick, Carol Jeppsenand a cast of many other Arapahoe County staff • Morgan County Managers and Staff Appreciation

11. Questions?