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CalSAWS Project Steering Committee Meeting Overview

This agenda includes updates on the CalSAWS project start-up activities, staffing progress, deliverables, and other important project management aspects. Stay informed about key project milestones and upcoming deadlines.

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CalSAWS Project Steering Committee Meeting Overview

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  1. Project Steering Committee Meeting March 21, 2019

  2. AGENDA • Call Meeting to Order • Agenda Review • Public opportunity to speak on items not on the Agenda

  3. Action Item

  4. 4. Approve the Minutes of the February 21, 2019 Project Steering Committee Meeting and review of Action Items.

  5. Informational Items

  6. CalSAWS Project Start-Up Activities • Kick-off • Deliverables • Schedule Updates

  7. Kick-off • JPA Approved CalSAWS DD&I Services and Cloud Enablement on February 28, 2019 • CalSAWS DD&I started on March 4, 2019 CalSAWS

  8. Start-Up Activities Update • Contract Amendment Preparation • JPA Board Approval – 2/28/19 • Deliverable Process • Confirmed Deliverable Process • Confirmed Deliverable Expectation Document (DED) Template • Create Deliverable Template – In Progress • Received Approval for FDED for Deliverable 1 – Work Plan Initial • Received Approval for FDED for Deliverable 2 – Project Control Document (PCD) Initial • Draft DEL 1 Work Plan Initial • Draft DEL 2 – PCD Initial • Staffing • Posted Accenture positions • Interview and Staff – In Progress • Create Integrated Organization Chart • Kickoff/Orientation • Technology Enablement • CalSAWS.org email change - April • SharePoint Rebrand to CalSAWS - July • Transition Account/Domain Mgmt to Consortium – End of July (tentatively) • Project Management • Executive Director Communication Matrix • Project Management Calendar • Status Reports and Recurring Meetings cadence • Create CalSAWS DD&I Agenda, Minutes, PowerPoint templates • SharePoint Folder Structure • Update JIRA tool and load CalSAWS DD&I Requirements • CalACES North Suite 130 Facility Build Out • Received approval for Floor Plan • Develop Construction Designs – March • Execute Lease for Suite 130 - April • Develop and Submit Construction Permits – April • Complete Build Out - August

  9. Kick-off • CalSAWS DD&I Project Kickoff – Sacramento • March 14, 2019 3:00 to 6:00 p.m. • CalACES Sacramento All Staff, CalWIN, Regional Managers, and State Partners: OSI, CDSS and DHCS. • CalSAWS DD&I Project Kickoff – Norwalk • March 20, 2019 9:00 a.m. to Noon • CalACES Norwalk All Staff, JPA Board Member from Region 8, Regional Managers, and State Partners • Purpose: CalSAWS Overview, Organization Structure, Schedule, key messages, guiding principles, overview from each team

  10. Deliverables Due First 30 Days Work Plan CalSAWS Project Control Document (PCD) • PCD: Project Management Plan that defines how we manage our work. • Communication Management Plan • Deliverable Management Plan • Deficiency Management Plan • Quality Management Plan • Risk Management Plan • Work Plan: • Schedule and Milestones • Tasks and Dependencies • Budget, Actuals, ETC and Variance • Resource Assignment

  11. Other Activities • Application Development • Planning for Functional Analysis Sessions • Planning for General Designs and Release packaging • Conversion • Developing Master Conversion Plan • Continuing elaboration of the Accenture / DXC approach to the CalWIN Data Conversion • Technical Architecture and Cloud Bridge • Beginning planning and deployment of development environments in the AWS Cloud • Planning deployment of development workstations for the South

  12. CalSAWS Staffing Update • Welcome to CalACES R1/CalSAWS R5 Regional Manager – Ricardo Miranda

  13. CalSAWS Staffing Guiding Principles • Begin with the end in mind • Future CalSAWS M&O • Plan for staffing as C-IV and CalWIN implement CalSAWS in 2021 and 2023 • As a result of our high-quality staff we have decided to fill positions from within CalACES (LRS & CIV) and CalWIN first through a lateral transfer process • Considerations: Staff Survey, Project Needs, Timeframe, and Budgets • Remaining/future positions will be filled through recruitment processes that may include project staff, 58 Counties, and/or the public • Must maintain existing three systems through go-live • Keep systems current to policy • Minimize migration gaps • Minimize future change management

  14. CalSAWS Staffing - The Big Picture Counties & Public 2019 2019 CalSAWS DD&I Staff (205) Permanent (138) Temporary (67) CalWIN M&O Staff CalACES (LRS/C-IV) M&O Staff Roll Offs Roll Offs Sunset Sept-2021 Sunset Jan-2023 Jan-2023 CalSAWS M&O 138 Positions

  15. Staffing Update • Activities to date: • Meetings with Counties • Meetings with Labor • Met with staff at CalACES North, March 11, 2019 • Met with staff at WCDS/CalWIN, March 11, 2019 • Next Steps: • Meet with CalACES South Staff, March 19, 2019 • Send/post Presentation Materials, Survey Form and Positions Descriptions • Obtain Survey forms from Staff in all locations. After the forms have been received, the Acting Section Directors will review and schedule individual conversations within 10 business days. • Acting Section Directors will finalize position selections and make recommendations to SAWS Project Executive Directors. • After final approval, a new organizational chart will be distributed with filled positions identified for CalSAWS DD&I/M&O. • Recruitment for remaining open positions will begin immediately following approval of lateral transfers.

  16. CalSAWS Governance Update

  17. CalSAWS Governance Update • Key Dates: • Response to CRFI 19-002 Scheduled Board Date for JPA and MOU due by April 5, 2019. • Executed JPA and MOU documents must be received by Consortium May 15, 2019. • Progress to date (as of 3/21/19): • SAVE THE DATE June 28, 2019 - Joint Board and Member Representative meeting (including WCDS Counties)

  18. Cloud Migration/Strategy to move LRS Production to the Cloud • Cloud Enablement Bridge Update

  19. Cloud

  20. Enhanced Data Reporting Discussion

  21. Enhanced Data Reporting (EDR) On Premises Datacenter C-IV C-IV C-IV County Data Warehouse Counties Pull Data C-IV C-IV EDR Fine Grain Access for Security County 1 County 2 County n Today After C-IV Cutover C-IV AWS C-IV County Data Warehouse C-IV Counties Pull Data CalSAWS EDR Fine Grain Access for Security County 1 County 2 County n

  22. Status of Procurements • OCAT • QA • Portal/Mobile

  23. OCAT Procurement: Key Tasks and Timeframes • Key Milestones Extended to Account for 5 Proposals Received and to Accommodate Evaluation Team Availability • OCAT RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 • Proposal Evaluation – Monday, Feb 11 – Thursday, Apr 18 • Oral Presentations/Key Staff Interviews – Monday, Apr 8 – Wednesday, Apr 10 • Prepare Vendor Selection Report – Friday, Apr 19 – Wednesday, May 1 • Vendor Selection Report Review & Approval – Thursday, May 2 – Monday, May 13 • Release Notice of Intent to Award – Tuesday, May 14 • Negotiations & State & JPA Approvals – Wednesday, May 15 – Friday, Jun 28 • OCAT Vendor Start Date – Monday, Jul 1

  24. QA Procurement Key Tasks and Timeframes • Key Milestones Extended to Account for 5 Proposals Received • QA RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 • Proposal Evaluation – Monday, Feb 11 – Wednesday, Mar 20 • Oral Presentations/Key Staff Interviews – Monday, Mar 18 – Wednesday, Mar 20 • Prepare Vendor Selection Report – Wednesday, Mar 27 – Monday, Apr 8 • Vendor Selection Report Review & Approval – Monday, Apr 8 – Friday, Apr 12 • Release Notice of Intent to Award – Friday, Apr 12 • Negotiations & State, Federal & JPA Approvals – Monday, Apr 15 – Friday, June 28 • QA Vendor Start Date – Monday, Jul 1

  25. Portal/Mobile • Key Milestones • Prepare Portal/Mobile RFP: Wednesday, Apr 3 – Wednesday, Jun 19 • Define Portal/Mobile System Requirements: Wednesday, Apr 3 – Tuesday, May 21 • Consortium, State and Federal Review of RFP: Thursday, Jun 20 – Monday, Sep 9 • RFP Release Date – Tuesday, Sep 10 • Vendors Conference – Monday, Sep 23 • Proposal Due Date – Friday, Nov 8 • Proposal Evaluation – Monday, Nov 11, 2019 – Thursday, Jan 16, 2020 • Oral Presentations/Key Staff Interviews – Tuesday, Jan 7 – Friday, Jan 10, 2020 • Prepare Vendor Selection Report – Friday, Jan 17 – Thursday, Jan 30, 2020 • Vendor Selection Report JPA Review & Approval – Thursday, Jan 30 – Wednesday, Feb 5, 2020 • Release Notice of Intent to Award – Thursday, Feb 6, 2020 • Negotiations & State, Federal & JPA Approvals – Friday, Feb 7 – Monday, Mar 30 • Portal/Mobile Vendor Start Date – Tuesday, Mar 31

  26. Communication • CalSAWS DD&I Kick-off Roadshows • Committee Roadshows • Advocate/Stakeholders • User Labs

  27. CalSAWS DD&I Kick-off Roadshows • The purpose and main objective of the CalSAWS Regional Roadshow is to: • Provide all future CalSAWS Regions with the relevant information and resources to ease the transition to the new CalSAWS Governance Model. • To empower all Regions by providing guidance to be utilized to establish key processes, understanding the governance changes • Facilitate initial conversations to select regional representatives for the CalSAWS Joint Powers Authority (JPA), Project Steering Committee (PSC), and CalSAWS Committees. There will be one Roadshow for each New CalSAWS Region between April and May 2019. Save the Date emails will be sent by Regional Managers. CIT to be sent with meeting dates will be sent by CalACES and WCDS. Final Meeting Invitations will be sent for calendaring.

  28. Committee Roadshows After the CalSAWS Project Kick-off Roadshows, we will be scheduling a committee kick-off that will provide the 58 counties with information on: • - Short review of the new CalSAWS regional model • - What, when, and where are the committees • - Who participates in a committee • - Time commitments for Regional Committee Members (RCM) • - Committee voting

  29. Advocate/Stakeholders State Departments (CDSS, DHCS, OSI) and SAWS continue to refine and improve our Communications with Stakeholders. Recent Activity: • Draft Educational Documents sent to review group February 11, 2019 • Feedback received and follow-up meeting scheduled March 18, 2019 • Various internal planning meetings scheduled • Next Quarterly Meeting planned for April 30, 2019

  30. C-IV County User Labs • Objective: To provide the 39 C-IV counties the opportunity to navigate through the LRS system • Suggested 3 weeks of User Lab sessions based on major program areas • Week 1 CalWORKs, CalFresh • Week 2 Medi-Cal • Week 3 Welfare-to-Work • Each User Lab session will provide an overview of the current LRS system, and a guide to understanding current requirements • SMEs will be made available to answer specific program area questions • Things to consider • County staff may be participating in Functional Design sessions through late summer 2019 • Cloud implementation will be completed in LRS October 2019

  31. C-IV County User Labs Schedule / Logistics • Due to the need for Cloud implementation in October and the Functional Design Session participation the recommended options for User Labs schedules are: • Begin User Labs in the months of November or December 2019 • Begin User Labs in the first part of January 2020 • CIT will be distributed for county staff recruitment • User Labs will run concurrently in both CalSAWS North and South locations • Start and end times • Monday 12:00 PM – 4:30 PM • Tuesday - Thursday 8:30 AM – 4:30 PM

  32. Functional Design Sessions

  33. Functional Design Sessions Objective:to review, discuss, and confirm the requirements for a specific subset of functional areas Goals: Bring together county Subject Matter Experts and developers (Accenture) not to solicit new requirements, rather, to bring clarification of the functionality being requested through the existing CalSAWS requirements. Functional design sessions are being conducted for eight functional areas (as documented in the following slides). Approach: • In Person, Weekly Sessions • Sessions will be held at CalACES North, CalACES South, and the CalWIN project locations • 58 County Representation (using regional structure) Output: • At the conclusion of each functional design session, CalSAWS requirements may be refined as necessary. All requirements associated to the functional area will be provided to the Vendor for estimation. • The Consortium will review vendor estimates, determining funding sources as necessary, and initiate contracting.

  34. Functional Design Sessions • Scope • The functional areas depicted below are in scope for the Functional Design Sessions (FDS). • In general, county participation will be based on the CalSAWS Regional model. In some instances, alternative participation will be specified. For example, the Ancillary Conversion FDS is focused on the WCDS counties and CalWIN system conversion. • County representatives should be SMEs for the respective functional area. • Note – some sessions will run concurrently. • Imaging • One Imaging System in CalSAWS • 8 weeks • APIs • Counties may keep existing systems • Employment Services 2 weeks • Lobby Management 4 weeks • Master Data Set 2 weeks • Non-StateForms • One Set in CalSAWS • 8 weeks • Ancillary Conversion • 10 weeks • Collections/ Overpayments Systems • Fraud Systems • Case Review Systems • TaskManagement • One set of Task Management Functionality • 4 weeks • General Assistance / General Relief • 4 weeks

  35. Functional Design Sessions Next Steps: • Functional Design Sessions to be held Spring 2019 – Summer 2019 • A Functional Design Session Kick-off Webinar will be conducted April 1 and April 2, 2019 • CIT sent to inform Counties • CRFIs for the individual session topics will be sent to counties April 2019

  36. Prioritization of Design Gaps • DDCRs

  37. Prioritization of Design Differences RECAP DDCRs: Process Review Committee outcome is documented in JIRA and SCR scorecard is attached Analysis conducted to determine design differences SCRs are routed to committee for decision and prioritization

  38. Design Differences RECAP DDCRs: Background/Update/Next Steps

  39. Design Differences Recommendation • + C-IV Annual Royalty Fee: Equates to approximately 1,163 hours annually. Apply 2,326 hours (1,163 *2) from the C-IV royalty fee to the DDCRs • ++ C-IV M&O: Work is targeted to be completed during calendar year 2020 using 5,774 of the 96,000 annual hours (6%). These DDCR SCRs will be implemented in the LRS code base via the M&E bi-monthly releases.

  40. SPG Scorecard Pilot Results

  41. SPG Scorecard Pilot Results The project rolled out County Design Input Process on 1/31/19. CIT 0007-19 CalACES County Design Input (CDI) Process. Purpose: The counties will use the CalACES Design Input form CDI 001 to submit design suggestions. The counties are responsible for creating their own internal county business process for identifying, documenting, and submitting CDI 001s. County Design Input Process County Design Input Template

  42. SPG Scorecard Pilot Results 1 SPG scorecard pilot has concluded (August - February). To date, the following count of SCRs have been approved through SPG with scorecard results in the following priorities: CalACES North (225 SCRs): • 33 Critical • 91 High • 88 Medium • 13 Low CalACES South (265 SCRs): • 62 Critical • 110 High • 89 Medium • 4 Low 2

  43. SPG Scorecard Pilot Results 1 Various question and drop down value rewordings to add clarity SCR Scorecard Exceptions • Operational Enhancements (Adding EBT Printers, Updating Batch County Calendars, Turning on Disaster Recovery, etc. ) • Support, Technical, or Training Only SCRs • Individual Data Changes QA Scorecard Review Process • Verify consistency and adherence to the SPG Scorecard process • Identify trends of frequently submitted comments • Effective January. To date 66 Scorecards have been QA reviewed Additional SPG Scorecard Recommendations: • Add a “No Impact – Adopt Functionality at Migration” drop down value to the Migration Impact Assessment question. • Move the “Submitter Name” field to the top of the form • Continue to monitor frequently submitted comments from the QA scorecard review process to identify trends and potential improvements to the process. 2 3 4

  44. SPG Scorecard QA Findings

  45. SPG Scorecard QA Findings Total Scorecards Reviewed – Backlog* and Regular SCRs • NOTE: *Backlog: Represents SCRs in “SPG Pending” status when QA Scorecard Review Process became effective. • Statistics as of March 8, 2019. • LRS Backlog – 48% complete; C-IV Backlog – 39% complete.

  46. SPG Scorecard QA Findings Total Scorecards reviewed – by C-IV/LRS/Both* (Counts includes Regular and Backlog SCRs). • NOTE: *Both: Same design for implementation in both C-IV and LRS. • 14 SCRs are in the Tech/Train category (11.2%).

  47. SPG Scorecard QA Findings First Data QA Review Comments by Category

  48. SPG Scorecard QA Findings Time Through Process of the review from QA Reviewer to updating the SPG Status to Pending. • NOTE: Only Regular SCR reviews are subject to the time through process.

  49. SPG Scorecard QA Findings • Majority of the QA Scorecard Reviews on Regular SCRs did not result in QA Comments. • Timely Review of Scorecards on both sides. • QA Recommendations for scorecard improvements were identified and approved by SPG. • First Data and Consortium Teams are working collaboratively and communicating well. • Follow up communication with the committees on scorecard updates is an identified area of improvement and we are working collaboratively with the Consortium team for resolution.

  50. HMIS Workgroup Discussion • Region 8 Insights

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