OHIO SACWIS

PCSAOExecutive Membership Meeting

26 February 2004

Where We Came FromWhere We Came From• 12/5/2001 –PCSA Executive Meeting at

Highbanks Metro Park, Columbus

• Ohio will look at available options including the evaluation of other state’s SACWIS systems

• Release a SACWIS Request For Information (RFI)

• Release a SACWIS Request For Proposal (RFP)

SACWIS RFISACWIS RFI• Released SACWIS RFI in February 2002

• Multiple vendors responded to RFI

• Six vendors provided demonstrations of their operating Child Welfare/SACWIS systems

SACWIS RFISACWIS RFI• Demonstrations:

Wisconsin SACWIS - American Management Systems

Montgomery County Child Welfare System - Compuware

West Virginia SACWIS - Deloitte Consulting Colorado SACWIS - Dynamics Research

Corporation Maine SACWIS - TRW Indiana SACWIS - Unisys

SACWIS RFISACWIS RFI• RFI and System Demonstrations:

Focused on existing system’s ability to meet Ohio SACWIS requirements

Verified soundness of Ohio’s requirements Obtained input for RFP preparation Provided for county input and involvement

SACWIS RFPSACWIS RFP• RFP development – 4/2002 to 12/2002

• Released to vendor community – 12/2002

• Proposal due date – 2/2003

• Proposed evaluation/clarification – 2/2003 – 8/2003

• Contract negotiations – 9/2003

• Federal review and approval of recommended proposal/vendor – 10/2003 – 12/2003

SACWIS RFPSACWIS RFP• Four vendors responded

American Management Systems Ciber Deloitte Consulting Dynamics Research Corporation

Proposal Evaluation CriteriaProposal Evaluation Criteria• Major Components of Evaluation Criteria

People – SACWIS experience Process – how will SACWIS be developed Product – what is the proposed functional

and technical solution

Proposal Evaluation ProcessProposal Evaluation Process• Administered by DAS

• Diverse evaluation team – state and county, technical and child welfare, project management

• Reviewed for mandatory requirements

• Eligible proposals evaluated

• Clarifications process

• Committee recommendation to ODJFS Director

Vendor RecommendationVendor Recommendation• Dynamics Research Corporation (DRC)

• Sub-contractor - Compuware

Why DRC?Why DRC?• People

Involvement in SACWIS development and implementation since 1996

Prime contractor for: New Hampshire Bridges Colorado Trails (state supervised, county

administered) Extensive SACWIS experience, 20 years in 7 states Experienced Project Manager, served as SACWIS

Project Manager in: Indiana, Maine and Colorado

Why DRC?Why DRC?

• People 12 Member Primary Project Team bring

SACWIS experience in key project areas including:

Change Management Requirements Definition Documentation Testing Training Implementation

Why DRC?Why DRC?• Process (MIS)

Software Engineering Institute (SEI) Capability Maturity Model CMM Level 3 certified

Project Management methodology aligns with Project Management Institute’s Project Management Body of Knowledge (PMBOK)

Why DRC?Why DRC?• Process (con’t)

Customized version of Rational Unified Process (RUP)

Utilizes a software tool to manage all project development steps

Supports integrated SACWIS project team consisting of county, state and contract staff

Why DRC?Why DRC?• Product

Successfully implemented SACWIS in New Hampshire and Colorado

Compuware developed Child Welfare systems for Cuyahoga and Montgomery counties

Utilizing work flows from existing SACWIS systems to build Ohio SACWIS

Contract DeliverablesContract Deliverables• Project Management

• Change Management

• System Analysis and Design

• Conversion

• System Development

• System Testing

Contract DeliverablesContract Deliverables• User Acceptance Testing (UAT)

• Training

• Pilot Implementation

• Statewide Implementation

• Support Federal Approval

• Post Implementation Support

System RequirementsSystem Requirements• Functional Requirements

Ohio SRD developed by Business Partner Committee (BPC)

Requirements represent culmination of Federal, State and County input

SRD serves as the foundation for requirements validation and refinement

System OverviewSystem Overview

ResourceResource

CaseMgmt

CaseMgmt

EligibilityEligibility

FinancialFinancial

SecuritySecurity IntakeMgmt

IntakeMgmt

CourtCourt

AdminAdmin

AuditTrail

AuditTrail

SystemInterfaces

SystemInterfaces

On-LineHelp

On-LineHelp

OhioSACWIS

OhioSACWIS

Ohio SACWIS InterfacesOhio SACWIS Interfaces

Ohio BCIIWebcheckOhio BCIIWebcheck

MMISMMIS

SETSSETS

CentralAccounting

System

CentralAccounting

System

CRISeCRISe

CRISCRIS

OhioSACWIS

OhioSACWIS

Ohio SACWIS TechnicalOhio SACWIS TechnicalApplicationFront-EndServices

BusinessLogic

Services

DataServices

Ohio SACWIS TechnicalOhio SACWIS TechnicalApplicationFront-EndServices

BusinessLogic

Services

DataServices

UserInterface

On-LineHelp

Reporting

Administration

Security

BusinessRules Security

WorkflowManagerNotifications

AuditingProcesses

Scheduler

ApplicationProcesses•Intake•Eligibility•Case Mgmt•Resource•Court•Financial

Security

Child WelfareData

ReportingData

State Project Team PreparationState Project Team Preparation• Fed staff made site visit to Ohio SACWIS

Project - 9/2003

• Ohio hosts Fed ACF conducting SACWIS 101 Requirements Overview - 2/2004 Attendees include subject matter experts

from PCSAs and OCF, full state SACWIS Project Team, staff from 12 other SACWIS projects

State Project Team PreparationState Project Team Preparation• Project Management training for PMI

Certification – Management Team

• Specialized training for project’s Business Analysts

• Java, Object Oriented Analysis & Development (OOAD), Integrated Development Environment (IDE) and additional tool training for technical MIS team

• Order and install hardware and software required to support project

SACWIS Team InteractionsSACWIS Team Interactions

State ProjectManagement

Team

County/StatePolicy

DRCTeam

County/StateIT/IS

Project OverviewProject Overview• Start Up Activities

Contractor assembles primary project team at Air Center

Contractor prepares secondary site located next to Air Center

Contractor reviews available documentation SACWIS ELC transitions into Partnership

Forum County participants identified

Project OverviewProject Overview• Key Milestones

Project kickoff approximately 5 weeks from contract effective date

Implementation pilot 18 months from contract initiation

90 day Implementation Pilot 8 month Statewide Implementation

Project OverviewProject Overview• Critical Factors

Change Management and Conversion kick off with contract

Rapid Requirements Development, Joint Application Development and Prototype Review occur over six month period

County involvement is key to our success

Quality AssuranceQuality Assurance• Independent Validation and Verification

Separate effort Reports to both ODJFS and state Executive

Project Management Office

Next StepsNext Steps• PCSAs will be notified of scheduled Kick Off

event (s)

• Counties interested should contact Nancy DeRoberts