California Innovation – California Dreaming

ISM 2013

Agenda

• Overview of the Personal Duress Alarm System (PDAS) project

• Overview of the Case Management Information Payrolling System (CMIPS) II Project

• Questions and discussion

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MEET THE PANEL

PDAS ProjectDolly MatteucciExecutive Director, Napa State Hospital

California Department of State Hospitals

Jamie MangrumDeputy Director/Chief Information Officer

California Department of State Hospitals

CMIPS II ProjectMichael J. Sylvester IIAssistant Director and Department Chief Information Officer

Los Angeles County Department of Public Social Services

John LoganProject Director, Case Management Information and Payrolling (CMIPS) II Project

California Health and Human Services Agency – Office of Systems Integration

Facilitator: Brian Russon, Microsoft

Personal Duress Alarm System (PDAS) Project

Personal Duress Alarm System (PDAS) Project at

Napa State Hospital

PDAS Project Overview• History & Background• What is the new PDAS?• How does the new PDAS work?• Conclusion

History• Napa State Hospital opened its doors on November 15,

1875 • 136 years old• Napa State Hospital is licensed for 1362 beds

83% are in-house / forensic17% are civil

• There are three Levels of Care (LOC) at Napa State HospitalSkilled Nursing Facility (SNF) Acute Psychiatric Intermediate Care Facility

• Napa State Hospital employs 2300 staff• Napa State Hospital sits on 420 developed acres

History

Background

The objective of the project was to improve safety at NSH and all State Hospitals by implementing a Personal Duress Alarm System (PDAS).

Key Benefits:• Areas within the STA are covered by the alarm system• Incident response times reduced• Immediate notification to responders• Accurate location of incidents anywhere on campus• All employees receive an alarm for signaling alerts

What is the new PDAS?

• The solution is a Real Time Location System (RTLS).

• This PDAS utilizes a Wi-Fi network integrated with the hospital’s existing data network.

• Employees will use a Wi-Fi ID tag they can activate in a duress situation to trigger alerts.

What is the New PDAS?The new PDAS components are:

• Wireless Access Points

• Wireless LAN Controllers

• Location Tracking Server

• Radio-frequency identification (RFID) tags

• Beacons

What is the new PDAS?

• The hospital campus is divided into zones with zone names clearly marked throughout the campus.

• All zones and tags appear on the system monitoring stations.

• When an alert is triggered, the zone where the tag alarm was triggered will appear on tags located in that zone only.

What is the new PDAS?

• The PDAS utilizes maps of the entire hospital campus that are viewed on a monitor screen.

• The ID tags appear on the maps based on the tag wearer’s physical location.

This screenshot shows a portion of a building map that would be viewed by PDAS administrators/dispatch staff. You can see the icons representing different types of staff. The remainder of the building has been erased on screenshots for security reasons.

This screenshot shows a portion of a building map that would be viewed by PDAS administrators/dispatch staff. You can see the icons representing different types of staff. The remainder of the building has been erased on screenshots for security reasons.

Building #

This is a screenshot of a tag event that has been activated. Note the staff member’s image and last name, their location both visually on the map as well as text.

This is a screenshot of a tag event that has been activated. Note the staff member’s image and last name, their location both visually on the map as well as text.

LASTNAME

LASTNAME

LASTNAME

LASTNAME

LASTNAME

LASTNAME

Zone nomenclature

Zone nomenclature

Zone nomenclature

Zone nomenclature

Zone nomenclature

Zone nomenclature

Map #

Map #

Map #

Map #

Map #

Map #

Building #

Building #

Building #

Building #

Building #

Building #

This is a screenshot within the system that shows critical information such as type of staff, location, and PDAS ID tag battery life.

This is a screenshot within the system that shows critical information such as type of staff, location, and PDAS ID tag battery life.

How does the new PDAS work?• When a PDAS tag is pulled, an alert message is sent to

the Location Tracking Server via the Wi-Fi network. • A text message alert and the location information are

delivered to dispatch, security personnel, and other hospital staff.

• The staff member receives an acknowledgement that their call for help has been received.

• The location information that is sent to security personnel and staff corresponds to the mapped zone signs.

Conclusion

• With the new PDAS, staff can trigger a duress alarm from anywhere on campus, and receive help quicker than ever before.

• Responders are able to locate staff with increased accuracy.

• Staff will receive text messages alerting them to nearby staff under duress so bring help.

• PDAS facilitates enhanced response evaluation.• Ultimately, the PDAS has enhanced worker and

patient safety.

CMIPS II Project

Case Management Information and Payrolling System

CMIPS II Project

• Overview of the IHSS Program • Background • Overview of CMIPS II project

Overview of the IHSS ProgramThe In-Home Supportive Services (IHSS) program provides personal care domestic services to aged, blind or disabled individuals in their own homes. The purpose of the program is to allow these individuals to live safely at home rather than in costly and less desirable out-of-home placement facilities.

440,000 IHSS Service Recipients 450,000 IHSS Service ProvidersApproximately $4 billion payroll annually – the state

acts as the payroll agent for recipients

BackgroundCalifornia Office of Systems Integration

(OSI)• Project Management agent on behalf of the California

Department of Social Services (CDSS) for some of California’s largest Human Services automation efforts

CDSS is the project sponsor for theCMIPS II Project

OSI, in partnership with CDSS and the 58 California counties has managed the project from inception to implementation

Background

Complex Stakeholder Relationships• CDSS• 58 California Counties• State and Federal Control Agencies, State Legislature• The County Welfare Directors Association• Labor unions• Advocacy Groups • Insurance companies

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CMIPS II Project Overview

Replaces a 25 year old legacy system

Incorporates New Features: • Standardization of evaluations• Security (roles, permissions)• Enhanced audit ability• Fraud detection and prevention• Case Worker notes• Case management driven by business rules • Centralized, automated timesheet data capture

CMIPS II Project Overview

Unique Integration of Custom Off the Shelf products – Case Management and Payroll – first time tried

CMIPS II System, $432 Million Budget, Incorporates: • System development and integration,• County implementation costs, • Data center costs, • State staffing, • Consultant contracts, • Oversight contracts

CMIPS II Project Overview

Collaboration with Stakeholders

• What Worked WellConsensus build starting at team level, County

Partners, Associations, Customers, Executive Stakeholders

• What didn’t Work so WellUnions, Advocate Groups, Health Benefit

Managers lost focus between design and implementation

CMIPS II Project Overview

Implementation Methods (both good and bad)• Pilots and Waves

Good - trial by fire, feedback loop for improvements, build momentum

Bad - extended schedule, increased risk of change during implementation

• Overlap Approach

Crashed the schedule, starting off with no room for slip

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CMIPS II Project Overview

Training• Classroom• Train the trainer • Webinars

Outreach• Diverse stakeholder groups• Challenges with timely and relevant communications• Challenges ensuring stakeholder buy-in during the life

of the project

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Questions?