October 23, 2013

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What is Child Welfare Services New System Project?

Why a new system?

When can I expect a new system?

What’s next?

Question & Answers

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Procure and Deliver the Child Welfare Services New System (CWS NS)

Replace the legacy Child Welfare System/Case Management System (CWS/CMS)◦ Not meet all Federal requirements◦ Out dated technology is expensive to maintain◦ Limited ability to upgrade◦ Limited data sharing

As of July 1, 2013, officially started activities to procure a vendor who can deliver the new system.

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May 2011 - CWS/Web Project Suspended

July 2011 – Started the development of the CWS Automation Study mandated by the Budget Act of 2011

April 2012 – Submitted the CWS Automation Study to the Legislature

July 2012 – Started the development of a Feasibility Study Report (FSR)

January 2013 - California Technology Agency approves the CWS-NS Project’s FSR for the Planning and Procurement Phase

‣ July 2013 – Launched the CWS – New System Project

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Better meet the needs of the Child Welfare Practice

Meet Federal Standards for Statewide Automated Child Welfare Information System (SACWIS ) “Comprehensive automated case

management tool that meets the needs of all staff involved in foster care and adoptions assistance case management.”

Continued Federal Funding Participation

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Intake Management

Assessments Case Management

(CM) –Case Planning

CM – Services CM – Placement CM – Adoptions Court Processing Eligibility

Financial Management

Resource Management (RM) – Licensing

RM – Services Quality Assurance Administration General Capabilities Self-Service Interfaces

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Implement Information ExchangeFederal SACWIS Required

Eligibility (Title IVE, Medicaid, TANF)

Child Support

Child Abuse and Neglect (CAN)

State optionsCourts

Education

Immunizations

Others

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Improve System Access Improve Business Collaboration

parents, foster parents, child and multidisciplinary teams

Improve OutcomeDriven Planning, Management and

Assessment

Improve Resource Utilization

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Researched available solutions through the

Internet

Contacted other States

Conducted a Request for Information

Seven vendors responded stating their solution could meet

an average of 74% of the CWS Critical Functionality straight

out of the box

Conducted an internal assessment of CWS/CMS

CWS/CMS currently provides approximately 24% of the CWS

Critical Functionality10

Buy/Build Approach

Acquire a Pre-Built Solution

Develop Custom Extensions (i.e.,

Custom Software Code)

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The CWS New System should rollout in phases in 2016 and 2017

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Project started July 1, 2013 Building staff and establishing tools Currently Documenting Requirements

◦ Collaborating with counties and other stakeholders◦ Building Business Practice Packages - a

combination of:Business Process WorkflowsOperational ScenariosBusiness Requirements

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Process Code

Business Process

Activity Code

Activity Operational Scenario

Business Requirement

Code

Business Requirement

1.0 Get Up 1.5 Have Breakfast

After person gets dressed, the person has breakfast. After breakfast, the person decides whether to wear a coat before leaving house.

If yes, the person puts on a coat. If no, the person leaves the house without a coat.

1.5.1 A person shall have the capability to eat.

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Intake Management

Assessments Case Management

(CM) –Case Planning

CM – Services CM – Placement CM – Adoptions Court Processing Eligibility

Financial Management

Resource Management (RM) – Licensing

RM – Services Quality Assurance Administration General Capabilities Self-Service Interfaces

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Finish Requirements in Spring 2014

Procurement is about two years◦ Market research◦ Assemble staff and resources◦ Document Business Requirements◦ Create Request for Proposal (RFP)◦ Get approval to release the RFP◦ Release the RFP◦ Vendor’s prepare and submit bids◦ State/counties evaluate the bids◦ Select winning bidder◦ Get approval of winning bidder and contract◦ Get funding approval for the Development and Implementation

phase◦ Award the contract

System Development and Delivery is two to three years

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Child Welfare Services New System Project is underway

Procurement process is to ensure fair and open competition to deliver the best value solution

Focus is on meeting the needs of the Child Welfare Program

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