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WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE
Friday, September 9, 2016
12:00 P.M. – 2:00 P.M.
Library Galleria
East Room
828 I Street Sacramento, California 95814
Open Session
AGENDA
1
Welfare Client Data Systems Board of Directors’ Meeting
Date: Friday, September 9, 2016
Time: 12:00 PM to 2:00 PM
Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814
Dial-in: (888) 330-1716; Access Code: 422 068 16
Attendees: County Directors and/or Delegates DHCS Alameda, Lori Cox Yingjia Huang Contra Costa, Kathy Gallagher Sharon Silvas Fresno, Delfino Neira Sandy Williams Fresno, Esam Abed Orange, Mike Ryan CWDA Placer, Linda Patterson Christiana Smith Sacramento, Ann Edwards (Co-Chair) San Diego, Rick Wanne First Data Staff San Francisco, Dan Kalamaras Diane Alexander San Francisco, Trent Rhorer Karen Tinucci San Luis Obispo, Lee Collins San Luis Obispo, Kevin Smith Hewlett Packard Enterprise San Mateo, Iliana Rodriguez Michael Cox Santa Barbara, Daniel Nielson Chris Van Vlack Santa Clara, Robert Menicocci Santa Clara, Umesh Pol OPAC Co-Chairs Santa Cruz, Cecilia Espinola Jesus Gonzalez, Ventura Solano, Angela Shing Julia Sheehan, Santa Cruz Sonoma, Jerry Dunn Tulare, Juliet Webb OSI Tulare, Francena Martinez Kristine Dudley Ventura, Barry Zimmerman (Co-Chair) Kurtis Knapp Yolo, Nancy O’Hara WCDS Staff Lynn Bridwell CDSS Stacey Drohan Todd Bland Sheila Lossner Raquel Givon Steve Maciel Jo Anne Osborn Hali Reyes Rodain Soto
AGENDA WCDS Board of Directors’ Meeting
September 9, 2016
2
OPEN SESSION
12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman) 12:03 3. Meeting Minutes Approval (Barry Zimmerman)
3.1 Board of Directors’ Draft Meeting Minutes, 6/10/2016 – Attachment 3.1
12:05 4. OSI Updates (Kristine Dudley)
5. Approval / Decision / Action Item(s) - None
12:15 6. Discussion Item(s) 6.1 Data Sharing Policy and Process Update – Attachments 6.1 (Hali Reyes, Christiana Smith)
12:25 7. Portfolio Review 7.1 Strategic Updates - Attachment 7.1 (Rodain Soto)
7.1.1 WCDS Strategic Planning Meeting Recap – Attachment 7.1.1
8. Informational Item(s)
12:50 9. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION
12:55 10. Discussion
10.1 State Reporting Requirements (Christiana Smith) 10.2 HPE Go-For-Green Plan – Attachment 10.2 (Chris Van Vlack, Aurora Villanueva)
1:25 11. Approval / Decision / Action Item(s)
11.1 Advanced Analytics – Attachment 11.1 (Hali Reyes, Steve Maciel) 1:55 12. Informational Item(s) 12.1 WCDS Updates – Attachment 12.1 2:00 13. Closed Session Adjournment and Next Meetings (Barry Zimmerman)
13.1 Board & Other Meetings Schedule • APHSA ISM Conference, 9/18-9/21, Phoenix, AZ • CWDA Conference, 10/5-10/7, Anaheim, CA • Board of Directors Meeting, 11/18/2016, Library Galleria
AGENDA WCDS Board of Directors’ Meeting
September 9, 2016
3
PUBLIC NOTICE This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2016 are as follows: January 15, February 12 (Canceled), March 11, April 15, May 13, June 10, August 12 (Canceled), September 9 and November 18; there are no meetings for the months July, October and December. Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all materials are posted online. Open Session materials that are not posted are available for public inspection between 9:00 A.M. and 5:00 P.M., Monday through Friday, at 8000 Foothills Boulevard, Roseville, CA 95747. Supplemental Materials: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in WCDS offices at 8000 Foothills Boulevard, Roseville, CA 95747, during normal business hours. Disabled Accommodation: If you have a disability which requires an accommodation, an alternative format, or requires another person to assist you while attending this meeting, please contact Stacey Drohan at (916) 846-7550 as soon as possible to ensure arrangements for accommodation. Approval of Consent Items: Consent Items include routine financial and administrative actions and are usually approved by a single majority vote. There will be no discussion on these items prior to voting on the motion unless Board Members or the public request specific items be discussed and/or removed from Consent. Public Comment: For any member of the audience desiring to address the Board on a matter on the agenda, please walk to the podium and after receiving recognition from the Chair, please state your name and make your comments. Closed session items may be added prior to the Board adjourning to closed session. In order that all interested parties have an opportunity to speak, please be brief and limit your comments to the subject under discussion. Each person is usually granted 3 minutes to speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to address the Board, under the Brown Act, Board members may not deliberate or take action on items not on the agenda, and generally may only listen.
MEETING MINUTES
1
Welfare Client Data Systems Board of Directors’ Meeting
Date: Friday, June 10, 2016
Time: 12:00 PM to 2:00 PM
Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814
Dial-in: (888) 330-1716; Access Code: 422 068 16; Host (WCDS): 519 148 31 Open Session
Attendees: County Directors and/or Delegates CDSS Alameda, Lori Cox Todd Bland Contra Costa, Kathy Gallagher X Raquel Givon Fresno, Delfino Neira T Fresno, Esam Abed T CWDA Orange, Mike Ryan X Christiana Smith X Placer, Linda Patterson X Sacramento, Ann Edwards (Co-Chair) X First Data Staff San Diego, Albert Banuelos and Charline
Khoury for Rick Wanne T Diane Alexander
San Francisco, Dan Kalamaras X Karen Tinucci X San Francisco, Trent Rhorer San Luis Obispo, Lee Collins Hewlett Packard Enterprise San Luis Obispo, Kevin Smith T Michael Cox X San Mateo, Mike Wentworth for Iliana
Rodriguez T Chris Van Vlack
Santa Barbara, Daniel Nielson T Santa Clara, Robert Menicocci OPAC Co-Chairs Santa Clara, Umesh Pol T Lis Barca, Sonoma T Santa Cruz, Cecilia Espinola Victoria Tran, Santa Clara T Solano, Angela Shing X Sonoma, Jerry Dunn OSI Tulare, Juliet Webb Kristine Dudley T Tulare, Francena Martinez T Kurtis Knapp Ventura, Barry Zimmerman (Co-Chair) X Yolo, Nancy O’Hara WCDS Staff Lynn Bridwell X Stacey Drohan X Sheila Lossner T Steve Maciel X Jo Anne Osborn X Hali Reyes X Rodain Soto X
Item 3.1
MEETING MINUTES WCDS Board of Directors’ Meeting
June 10, 2016
2
OPEN SESSION
1. Call Meeting to Order by WCDS Co-Chair and Introductions (Ann Edwards) The meeting was called to order at 12:05PM. 2. Agenda Review and Comments by WCDS Co-Chair (Ann Edwards) Agenda change: Item 11 will be addressed after Item 13 in Closed Session 3. Meeting Minutes Approval (Ann Edwards)
3.1 Board of Directors’ Draft Meeting Minutes, 5/13/2016 – Attachment 3.1 Motion: Dan Kalamaras/SFO motioned to approve the Board’s draft meeting minutes of 5/13/2016 as written. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.
4. OSI Updates (Kristine Dudley) OCAT - Issues with contracting property and licensing options are being addressed.
Foster Care – Discussing ‘shared service’ (the single eligibility engine for Consortia to use). Requirement sessions will be scheduled for this summer. IAPDUs – Are under review. Expecting Advanced Analytics from sponsors’ comments today. OSI continues work on our M&O document.
5. Approval / Decision / Action Item(s) – None 6. Discussion Item(s)
6.1 CalWIN Quarterly Business Intelligence/Advanced Analytics Meeting with CDSS, May 17th, Update (Hali Reyes) The meeting went well. Several new staff attended. The meeting went 30 minutes over. There were a lot of questions, especially around reporting OCAT information through our BI Tool. No commitments were made; only had discussion and gathered information. The White Paper should be done this week. A stakeholder meeting will be held in late June. Requirement sessions will subsequently take place. Comment: The roles of all parties need to be defined (Oversight vs. Program Analysis/Operations) by leaders. That needs to be understood by all while we share information.
6.2 Continuum of Care Reform Update (Lynn Bridwell)
See information in the WCDS Executive Summary. WCDS is looking to have an enhanced drop down in the system to capture the new levels of care (Staff would enter the data) as an interim solution until the rate structure is finalized. WCDS is working with County SMEs. WCDS expects to receive new notices from CDSS; WCDS will be adding it for manual generation and looking into automation. WCDS anticipates a ‘medium’ workload for this interim process.
MEETING MINUTES WCDS Board of Directors’ Meeting
June 10, 2016
3
Comments: Counties are hearing that some children will need to be kept on the old rate structure for up to a couple years. WCDS has met with CDSS about the level of automation; it is understood that WCDS will need to maintain two full rate structures for a number of years for several programs. There is an automation meeting with CDSS and CWDA on 6/14 and SAWS. CDSS is aware that we may not be fully automated by January 2017. Once we receive the requirements, automation is expected by spring 2017.
6.3 APHSA ISM Conference, 9/18-9/21, Phoenix, AZ (Hali Reyes)
WCDS/HPE were selected to sit on a panel at the APHSA ISM Conference in September for Advanced Analytics. We were selected alongside Michigan. Preparation meetings will begin shortly.
6.4 HPE Discover Conference, 6/7-6/9, Las Vegas (Hali Reyes)
HPE holds an annual conference in Las Vegas. The Executive Director attended. This year included 700 sessions to select from, showcasing services and products. There was opportunity to meet with HPE executives to discuss the merger and other items. Good networking conference in general. Learned about transformation organizational tools and techniques to further vet.
7. Hewlett Packard Enterprise Updates (Michael Cox) 7.1 Client Correspondence
There were challenges in May around performance as full conversion completed which impacted Counties. HPE took steps to remediate instability; some steps were immediate while others were/are incremental steps. WCDS asked HPE to accelerate action in setting up the hardware (originally scheduled for September). HPE added two new servers over one weekend which improved performance. The HPE team is still actively monitoring the application to be proactive. This is a permanent fix, but HPE is also doing additional improvements around storage, etc. and meeting with their Product Team to see how to optimize the application’s performance. HPE will provide an update at OPAC. Comment: The impact to Counties was great; aggressive action to resolve should have been taken sooner. There is a 6 to 8-month project plan to improve CC / Exstream architecture; the Strategic Architecture Committee urged HPE to accelerate that plan. HPE’s CC team will provide that plan and a progress update at the next SAC meeting. There will be extra activity with NCO; HPE will be monitoring real-time.
7.2 Release Level Quality Initiative HPE established this initiative to demonstrate improvements over the next six months. A HPE team has been formed representing Core CalWIN, PMO, Release/Quality Management and Ops Excellence. Their charter includes short-term (6-months) and long-term goals for fundamental improvements. HPE will
MEETING MINUTES WCDS Board of Directors’ Meeting
June 10, 2016
4
look at processes, environments, roles and responsibilities, technology and conduct a gap analysis. HPE will provide progress updates.
8. Portfolio Review
8.1 Strategic Updates - Attachment 8.1 (Rodain Soto) Goal 1 (Business Intelligence) is in Yellow because of a few issues with gearing up for BI go-live (User log-in, security set-up, lag in real-time data updates) that generated an increase in SR tickets. The Roseville site is meeting internally to create a plan to address the items. BI’s go-live may be delayed as a result; we want to ensure quality first. WCDS will confirm with counties the plan and provide a new date if in fact BI is delayed. Testing continues using production data. Goal 2’s Business Rules Engine is off to a slower start due to a combination of occurrences – holidays, staff changes and onboarding WCDS’s new BRE Project Manager. Roseville is developing a plan to get back on track. WCDS is requesting OPAC and Board members to participate in the BRE Steering Committee for oversight and to handle any escalated issues. A Project Action Team (with SMEs) will be formed in the next month.
9. Informational Item(s) 9.1 Elected Co-Chairs for FY2016/2017 – Attachment 9.1 (Hali Reyes)
Ann Edwards/Sacramento and Barry Zimmerman/Ventura were elected to serve as Co-Chairs for FY2016/2017.
10. Open Session Adjournment by Co-Chair (Ann Edwards) CLOSED SESSION
Item 11 addressed after Items 12 and 13.
12. Discussion
12.1 Board Feedback of High-level “Work-In-Progress” 3-Year Strategic Plan – Attachments 12.1 (Hali Reyes, Rodain Soto, Karen Tinucci) No action.
13. Informational Item(s) 13.1 HPE / Computer Sciences Corporation Update – Attachments 13.1 (Michael Cox) No action. 13.2 WCDS Updates – Attachment 13.2 (Hali Reyes)
No action. 13.3 CDSS, CalFresh Data Reporting – Attachment 13.3 (Hali Reyes) No action.
MEETING MINUTES WCDS Board of Directors’ Meeting
June 10, 2016
5
Item 11 addressed after items 12 and 13. 11. Approval / Decision / Action Item(s)
11.1 Approve Replacement County Representative, Strategic Architecture Committee – Attachment 11.1 (Jo Anne Osborn)
Motion: Linda Patterson/Placer motioned to approve a replacement County representative, Jason Lui/San Diego, on the Strategic Architecture Committee. Dan Kalamaras/San Francisco seconded. All in favor. Motion carried.
11.2 Approve Data Governance, Master Data Access and Data Sharing Policy as Recommended by OPAC – Attachments 11.2 (Rodain Soto) Motion: Barry Zimmerman/Ventura motioned to approve the Data Governance, Master Data Access and Data Sharing Policy as Recommended by OPAC. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.
11.3 Approve BI Enhancement Projects to Begin Phase II of BI Expansion (6 projects to queue up) as
Recommended by OPAC – Attachments 11.3 (Rodain Soto) Motion: Dan Kalamaras/San Francisco motioned to approve BI Enhancement Projects to Begin Phase II of BI Expansion (6 projects to queue up) as Recommended by OPAC. Linda Patterson/Placer seconded. All in favor. Motion carried.
14. Closed Session Adjournment and Next Meetings (Ann Edwards) 14.1 Board & Other Meetings Schedule
• Strategic Planning Meeting, 8/10/2016, CalWIN Site • Board of Directors Meeting, 9/9/2016, Library Galleria • APHSA ISM Conference, 9/18-9/21, Phoenix, AZ (Hali Reyes) • CWDA Conference, 10/5-10/7, Anaheim, CA • Board of Directors Meeting, 11/18/2016, Library Galleria
The meeting was adjourned at 1:39PM.
MEETING MINUTES WCDS Board of Directors’ Meeting
June 10, 2016
6
ACTION ITEMS
ID
Open Date Description of Action Item
Assigned to
Due
Closed Date
68 3/11/2016 HPE to add a status update to the OE chart going forward. Done. Close.
Chris Van Vlack / Mike Cox
4/15/2016 5/13/2016
71
Data Request from State Stakeholders Process Flow DGPr‐14‐1‐01 8/24/16Re
questin
g Ag
ency
OPA
CHP
EWCD
S AA
WCD
S BSA
Initiation
1Agency initiates request
SIRFRA/SCIRFRA/ SARRA/other form
completed
2Request received,
logged & distributed
3Request received &
reviewed
4Extension/ more info needed
YES
5/6Request for
extension/more info received
14Request for
Information only
7Request for
extension/info received & processed
8Extension date/ information
received, logged & distributed
9New date/
additional info received & reviewed
15YES
24NO
10‐13Approach developed,
delivered, and approved by DD (see
process)
NO
Item 6.1Doc 1 of 3
Data Request from State Stakeholders Process Flow DGPr‐14‐1‐01 8/24/16Re
questin
g Ag
ency
OPA
CHP
EWCD
S AA
WCD
S BSA/DD
Information Only RequestRequest Initiated
15Request for Info only initiated
16Information gathered and
compiled in SIRFRA/ SCIRFRA/ SARRA work product in folder from step 2
17SIRFRA/SCIRFRA/ SARRA received, logged and sent
18Information received
19Additional Questions
YES
20Received additional
questions
21Additional questions answered – cycle
repeats
NO22
Communicate completion to WCDS
23Communicate
completion to BSA
Data Request from State Stakeholders Process Flow DGPr‐14‐1‐01 8/24/16
Requ
estin
g Ag
ency
OPA
CHP
EWCD
S AA
WCD
S BSA/DD
Data Request OnlyRequest Initiated
24Data Request
Initiated
25/26Business Strategy
Meeting PPM & SR Opened
27SQL statement or recommends MR extracts/reportsEmail to BSA
HPE posts SQL/Data to JWP
28Receive SQL
complete ARCDObtain DD approval of data (see process)
29Receive SQL &
completed ARCDLogs, tracks, set call
(see process)
30Receive SQL & ARCD 31
Approved?
NO
32Rejection
communicated to BSA
YES
34Approval
communicated to BSA
33AA/BSA/HPE/StateReviews and revises via original process
35Directs HPE to
proceed
36Gathers data
attaches in PPM & closes proposal
38Forward approved
data to AA (see process)
39Provides data to requesting agency
and relevant stakeholders
40Receives data
41Satisfied with
dataYES
43Communicate
completion to AA
44Communicate
completion to BSA
NO
42Return to initiate request flow for request revision
37Receive &Validate Data and processObtain WCDS
approval of data
WCDS DG State Stakeholder Data Request Process DGPr-1401-01
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WCDS Data Request from State Stakeholders Process
(WCDS CalWIN Data Sharing Policy)
Process No. DGPr-1401-01
Document Version 7.0 Revision Date: August 24, 2016
Item 6.1 Doc 2 of 3
WCDS DG State Stakeholder Data Request Process DGPr-1401-01
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Table of Contents 1 Purpose ......................................................................................................................................................... 4 2 Policy Statement .......................................................................................................................................... 4 3 WCDS Process Guidelines ......................................................................................................................... 4 4 Special Instructions ................................................................................................................................... 11 5 Associated Document(s) ........................................................................................................................... 12 6 [Approving Body] Process Guidelines .................................................................................................... 12 7 Policy/Process Approvals ......................................................................................................................... 13
Table of Figures
Figure 1 Request Initiated ........................................................................................................................................... 4 Figure 2- Information Only Request ............................................................................................................................ 7 Figure 3 Data Request ................................................................................................................................................ 9
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Record of Changes as of April 14, 2016
Version Brief Description of Change Date Changes made by… 1.0 Process and existing policy combined in
new format 02/11/2016 Andrea Everett
2.0 Updated process and flow 02/23/16 Andrea Everett 3.0 Added table formatting to process flows 03/24/16 Andrea Everett 4.0 Updated links 03/30/16 Andrea Everett 5.0 Updated process and flow with input from
Jeff Purificacion 4/14/16 Andrea Everett
6.0 Corrections to step numbering 4/26/16 Andrea Everett 7.0 Additional steps added 8/24/16 Andrea Everett
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1 Purpose To provide instructions on policies and standards for completing SAWS Internal Request for Research and Analysis (SIRFRA), SAWS Communication Information Request for Research and Analysis (SCIRFRA), and SAWS Advocate Request for Research and Analysis (SARRA).
2 Policy Statement The policy regarding the transmission of CalWIN data and/or information to a requesting State Agency by WCDS was established in 2011 and revised in 2014 by the since disbanded Policy Board. This policy is embedded in section 5 below under justification documents.
3 WCDS Process Guidelines
Figure 1 Request Initiated
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Step Request Initiated - Description
1 The State Agency initiates a request for CalWIN information or data using the appropriate format. This may take the form of a SIRFRA / SCIRFRA / SARRA , email, phone call, or other contact.
2 WCDS receives a request for data and/or information from a state agency and it is directed to the WCDS Administrative Assistant (AA) with a copy to the SIRFRA Data Steward. The AA:
A. Creates folder
B. Copies the request form into folder
C. Confirms appropriate BSA with Data steward
D. Sends E-Mail to designated BSA and CC to the 3. See WCDS Outlook Distribution List (SIRFRA Distribution Internal List).
E. Update Data Log with earlier steps (requesting entity, WCDS tracking number, Requesting entity tracking number, title, due date, BSA, date and time of receipt)
3 The BSA receives the request and reviews the forms.
4 BSA - Decision Point – Is there an extension or more information needed?
5 "If additional information or an extension is needed the BSA will:
A. Discuss the need with DD
B. Get authorization from DD and Director
C. Forward the approved request to the AA"
6 The AA receives the request for an extension or additional information and forwards it to the State Agency.
7 The State Agency receives and processes the request for an extension or information and returns it to the AA.
8 The AA receives the extension date and/or additional information, logs it and distributes the information to the BSA and other stakeholders.
9 The BSA receives the new date/additional information and continues the review of the request.
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Step Request Initiated - Description
10 "When there is sufficient information and no extension is needed at this point the BSA:
A. Validates that the Master Policy questions are answered
B. Determines and Summarizes Approach in writing
C. Sends Approach to appropriate Deputy Director; cc - AA, data steward, director
(Note: The request must include the business reason for the data request. If this is not included the next step will include but not be limited to gathering that information in writing.)"
11 The AA includes the approach in the OPS team agenda for discussion.
12 The Deputy Director reviews the approach and approves or requires revisions.
13 If the DD requires revisions to the approach the BSA will:
A. Notify the AA that the approach is being revised
B. Complete the revisions
C. Send the revised approach to appropriate Deputy Director; cc - AA, data steward, director?
14 BSA – Decision Point – Is this request for information only? Based on the decision proceed to the next step for information only or data request.
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Figure 2- Information Only Request
Step Information Only Request - Description
15 The determination at step 14 is that this request is for information only.
16 The BSA gathers the information and compiles it with the SIRFRA, SCIRFRA, SARRA, or other request document and sends the document and information to the AA. All work product associated with gathering the information is saved to the folder created by the AA in step 2.
17 The AA receives the information and: A. Adds all information to folder including document response document B. E-Mails State, cc all relevant parties including BSA and all CWDA, OSI, and WCDS contacts. See WCDS Outlook Distribution List (SIRFRA Distribution Internal List). (read/delivery receipt request) C. updates tracking log
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Step Information Only Request - Description
18 The State Agency receives and reviews the information.
19 State Agency – Decision Point – Are there additional questions?
20 If the result of step 14 is that there are additional questions the State Agency sends those questions back to the AA. The AA receives those questions, logs and sends them to the BSA.
21 The BSA gathers the answers for the questions and repeats from step 11. This cycle repeats until the State Agency has no more questions.
22 When all questions are answered the State Agency communicates completion of the request to the AA.
23 The AA logs the completion.
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Figure 3 Data Request
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Step Data Request - Description
24 The determination at step 14 is that this request is for CalWIN data.
25 The BSA: A. Opens a Proposal in PPM and a ticket in the Service Desk Tool (SR) with the SIRFRA/SCIRFRA/SARRA and/or WCDS tracking number in the title of the Proposal. B. Enters the proposal and ticket Numbers into the checklist
26 For clarification on technical requirements and meeting response timelines, Business Strategy Meetings (BSM) are required. The BSA will: A. Schedule and hold the BSM ( scheduled within 2 business days deadline driven by due date) B. Contact AA/Data steward if an extension or additional information is needed - Extension request needs director approval - Must include length and reason for extension C. During meeting HPE is to provide estimated delivery date and set a check point Additionally, WCDS and HPE can meet with the originating SIRFRA/SCIRFRA State agency as needed. State agencies are contacted by WCDS for additional questions and/or clarifying comments. This may include teleconference meetings.
27 HPE: A. Creates an appropriate SQL to produce the data requested or recommends existing Management Reporting extract(s)/report(s) and B. Follows the HPE internal review process C. Provides the SQL to the BSA via email. D. HPE also posts SQL and/or data outputs in the Joint Work Products (JWP) directory for the BSA to review.
28 The BSA receives the SQL or MR data and: A. Validates the SQL data and approach B. Completes an Agency Request for CalWIN Data (ARCD). C. Requests and obtains DD/TOPs approval of SQL data. C. Sends the ARCD, SQL/MR data to the AA
29 The AA receives the SQL or MR data and the completed ARCD and: A. Includes SQL/MR data, ARCD, Original request document, using email template that includes SR number where data will be posted. Copy to BSA and data steward. B. Schedule bridge call with OPAC to discuss request C. Track responses - saved in folder - spread sheet with consent/not, who, when, text of email D. Send reminders to counties that have not responded.
30 OPAC receives and reviews the SQL or MR Data and ARCD.
31 OPAC – Decision Point – Is the SQL or MR data approved for delivery? Note: If there is no decision communicated within 2 days, the data methodology will be considered approved. However, if the data request is determined to be sensitive and high risk for Counties, additional outreach will be considered.
32 If step 31 results in a rejection it is sent to the AA to communicate with the BSA and Data Steward.
33 The AA, BSA, HPE, and the requesting State Agency will repeat any or all of steps 1 – 33 that are needed to modify the request into one that is acceptable to OPAC.
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Step Data Request - Description
34 If step 31 results in an approval it is sent to the AA to communicate with the BSA and Data Steward.
35 The BSA directs HPE to proceed with the SQL as written.
36 HPE gathers the data and: A. Attaches the data to SR B. Lets BSA know the data is available C. Makes PAC available for review if not previously communicated as available D. When the PAC is approved by WCDS BSA and DD, HPE closes proposal
37 The BSA receives data and validates A. The provided Data matches the data requirements B. The original/modified approach was followed C. WCDS Leadership has reviewed and approved the final data
38 The BSA: A. Forwards the validated data to the AA for distribution B. Informs the AA whether the data should be sent securely and what transmission type should be used (Zixmail, sftp, regular E-Mail) C. Requests that a data validation meeting be scheduled with the requesting agency
39 The AA: A. Sends the results to the requesting State Agency in the format specified by the BSA B. if instructed to do so by the BSA, schedules a preliminary data validation meeting with the State and the BSA C. E-Mails designated BSA with a CC to CWDA, OSI, and WCDS contacts. See WCDS Outlook Distribution List (SIRFRA Distribution Internal List). (read/delivery receipt request)
40 The State Agency receives the data and reviews.
41 State Agency – Decision Point – Is the data satisfactory?
42 If the result of step 34 is that the data is unsatisfactory in some way the State Agency will return to the Initiate Request flow step 1 and revise or amend their request.
43 If the result of step 34 is that the data is satisfactory the State Agency will communicate the completion of the request to the AA.
44 The AA logs the completion and communicates that to the BSA and relevant stakeholders.
4 Special Instructions None
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5 Associated Document(s) A. Justification Documents
WCDS Data Sharing Policy 2014.pdf
B. Policy/Process Documents
a. WCDS Data Sharing Policy ARCD - Appendix A b. SIRFRA c. SCIRFRA d. SARRA
6 OPAC Process Guidelines The process guidelines for OPAC are included in the process above.
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7 Policy/Process Approvals
Approval Level
Name
Approval Needed
Signature
Policy/Process Owner Jeff Purificacion Yes ☐ No ☐
Working Group Yes ☐ No ☐
Data Governance Council Yes ☐ No ☐
Decision Committee ☐OPAC ☐WCDS Directors ☐Board of Directors
Yes ☐ No ☐
Executive Owners Yes ☐ No ☐
Upon receipt of all necessary approvals, the Policy/Process Administrator will finalize the policy by:
• Recording the new policy in the inventory • Posting the document into SharePoint • Sending out all relevant communications
Approval Level
Name
Policy Finalized
Signature
Policy/Process Administrator
Yes ☐ No ☐
Data/Information Request Checklist(SIRFRA/SARRA/SCIRFRA/Other)
REQUEST SUMMARY INFORMATION
Business Systems Analyst Assigned Date
Requesting Agency Contact Information
Request Date Due Date
WCDS Tracking Number Agency Tracking Number
PPM Number Ticket (SR) Number
Master Policy Criteria Met?
*The intended use will be distributed to the impacted counties.
WCDS Consortium recognizes the requestor/organization WCDS Consortium has the requested dataWCDS Consortium has the authority to share the dataWCDS Consortium understands/can deliver data that meets specified needWCDS Consortium received and understands the intended use*
Extension Needed?YesNo
Additional Extension Needed? (see notes if checked)
This request is for Information OnlyData
This is the 1st RequestRevised Request
This request is One Time OnlyTwo or More Instances
List all relevant stakeholders
Request Summary Notes
Item 6.1Doc 3 of 3
Request InitiatedPROCESS STEP(S) ACTION RESPONSIBLE PARTY COMPLETED DATE
2 Numbered/Logged/Folder
2 Assigned to BSA
2 EMailed to BSA & CWDA, OSI, and WCDS contacts
310 Approach Summary Completed
10 EMailed to DD
13 Revisions Complete
12 Approach Approved
Request Initiated Notes
Information Only RequestPROCESS STEP(S) ACTION RESPONSIBLE PARTY COMPLETED DATE
16 Information gathered, work product saved to folder
16 EMailed request form and information to AA
17 All information saved/ logged.
17 EMailed State and all relevant parties
1822 Additional questions (if any) answered
23 Completion Date of request logged
Info Request Notes
Data RequestPROCESS STEP(S) ACTION RESPONSIBLE PARTY COMPLETED DATE
25 Proposal in PPM and ticket (SR) in Service Desk Tool opened numbers entered in summary section of checklist
26 Business Strategy Meeting scheduled
26 Business Strategy Meeting Held
27 HPE created and posted SQL or recommended reports to PPM/Ticket
28 SQL or recommendation validated submitted to DD/TOPS for approval
28 Approval Granted
28 ARCD, SQL/MR data to AA
29 EMailed template and all documents and data to stakeholders
29 Scheduled OPAC Bridge Call
29 Tracked county responses and reminders
31 OPAC Approved Yes No
BSA Notified by EMail
33 Revision Complete (if needed)
35 HPE directed to proceed with approved SQL
37 HPE provides data and PAC for review
37 Validated Data, received necessary approvals, notified AA to send
3738 Data approved to send
39 Data sent to requesting agency and stakeholders notified by email
42 Revisions completed
4344 Request Completed and Closed
Data Request Notes
Final ValidationCheck all items that are satisfied. Add an explanation to the Final Validation Notes for any items that are not checked or that require additional clarification.
All necessary permissions were requested and grantedThe approved approach was followed throughout the processAll steps of the process are documented in Share CalWINAll relevant sections of the checklist have been completed
Final Validation Notes
Final ApprovalNAME TITLE DATE SIGNATURE
Strategic Engagement, Tracking, & Integration Strategic Goals OverallSeptember 09, 2016
Strategic Goal Highlights:• Business Intelligence QA/Pilot phase (UAT) extended and Go-Live date TBD• Detailed Test Plan presented to OPAC; to be agreed to by Testing Counties• Advance Analytics wrapping up third iteration cycle and preparing final report• Usability Portfolio Steering Committee to review future considerations projects• Business Rules Engine (BRE) project, approved Definition Document (DEL 50) and
working on Work Plan and Project Plan (DEL 51 and 52)• NextGen CalWIN funding in APD request cleared state hurdle and goes on for
Federal approval • WCDS Strategic Planning Meeting held August 10 in Roseville• WCDS tracking to 55 commitments made by Counties, HPE and WCDS during
Strategic Planning Meeting
Strategic Planning and Process:• WCDS/HPE Strategic Goal teams are assessing 2016 direction and roadmap • SG teams prioritizing potential Quick Wins and Long Term projects
• SG1 – BI Phase II hit list prioritization (Months 19 – 36 of BI Project)• SG2 – Business Rules Engine (BRE) project planning and governance• SG3 – Relationship Matrix being reworked
• Data Governance and Information Quality Conference ideas and improvements planning in September
• Three year Strategic and Technology plan under development/update• Strategic Initiative report being updated to include measures, targets and metrics
to better convey progress and success criteria• Preparation for WCDS August Strategic Planning Meeting tracking/report out
Overall health of each Strategic Goal
SG1 –
SG2 –
SG3 –
Currently only reporting on health of process and execution. Effectiveness and outcome of effort to be included in the future
= On track= Off track= At risk
Item 7.1
Strategic Engagement, Tracking, & Integration Business Intelligence Tracking
September 09, 2016
Business Intelligence (BI)Go Live Strategy:• Data Quality• System Stability• Performance• Operational Readiness• County Support• UAT- Detailed Test Plan• County Commitments
September Activities• SLAs to be determined • UAT Re-Launched• Standardized Test Plan
and Criteria
October Activities• Go-Live Tracking• UAT Concludes (TBD)• Phase I Go-Live (TBD)
691 542 927
3023
231
2648
1,435
3739
2242
1291
3,2972866
19991558
2,071Coun
ts
Week of
CalWIN Business Intelligence UsageReport Count Linear (Report Count)
10 11 1215
1315 14
1614 15 15 16 15
1316
Coun
ts
Week of
CalWIN Business Intelligence UsageNumber of Counties Linear (Number of Counties)
Strategic Engagement, Tracking, & Integration Envision Future Vision Tracking – As reported at SPM 8/10/2016
September 09, 2016
WCDS Board of Directors Informational Item
Meeting Date: Friday, September 09, 2016 Subject: Strategic Planning Meeting Recap Presenter: Rodain Soto
Background Information
WCDS held our annual CalWIN Strategic Planning Meeting at the Roseville site on August 10, 2016. The session attendees included County Board of Directors, OPAC, HPE and WCDS Key Staff, and CWDA. Michael Green from CPS HR facilitated the day.
The theme of the day was “Going for Gold!” using the Summer Olympics in Rio as our backdrop. After a presentation from Sue Arthur to address the HPE and CSC Merger, WCDS and HPE Leaders provided a view of our past, present and future. Agenda sessions included updates from Operations, the Strategic journey, upcoming program impacts, and a financial outlook of our budget. One of the key messages included the extraordinary amount of change coming from external entities.
The afternoon sessions focused on three table topics (attendees were divided into six groups to address the three topics). The three topics were:
1. Embracing the Transformation from Business Reporting to Business Intelligence 2. Navigating and supporting increasing interagency projects 3. Crossing Boundaries: CalWIN Support and Participation Models
For each table topic we have provided a primer sheet with the problem statement, a goal statement, and strategy and considerations for the topic. After discussion and agreement, groups developed SMART Objectives – 2 commitments each from Counties, HPE, and WCDS.
Supportive Information
Attached is a spreadsheet of the compiled commitments. WCDS and HPE have met internally to review the list and provide initial feedback. WCDS identified certain areas that need clarity (cell are highlighted). This preliminary list will go through another round of internal review before being sent to OPAC for discussion and review at the September meeting. WCDS will share the final version and provide updates at future Board and OPAC meetings.
Item 7.1.1 Doc 1 of 2
DRAFT Strategic Planning SMART Goals9/2/2016
Item 7.1.1, Doc 2 of 2
By Topic,Owner,Due 1
ID Topic Table Category Sub-Category Commitment Owner Due Date Assigned to Notes Status1 1 2 Data Governance define data sets County 8/10/162 1 1 Change Process Testing Commit to follow defined test plan (right PPL, right time, etc.) County 9/22/20163 1 1 Data Governance County agreement on standard use of CalWIN BI for State Reports/others as identified County 10/27/20164 1 2 Data Governance Data Quality Standardize & Close Data Set Interpretation Gaps County 2/10/20175 1 2 Data Governance Data Quality Implement Standardize & Close Data Set Interpretation Gaps County 5/10/20176 1 1 Data Governance Data Quality Provide SQL and underlying logic for all BI HPE 8/31/20167 1 1 Propose plan to address retirement of Legacy Solutions (leverage OCM & Training) HPE 10/27/20168 1 2 Data Governance Write Baseline of Data Use in Transaction System HPE 8/10/20179 1 2 Data Governance \ HPE 8/10/2017
10 1 1 Data Governance Testing Provide detail test plan for BI and County participation WCDS 8/25/2016 Michael Presented at 8/25/16 OPAC Meeting Complete11 1 1 Obtain state requirements for data views & reports WCDS 10/27/201612 1 2 Data Governance Data Quality Compare Data Sets ID Gaps & Commonalities WCDS 11/10/201613 1 2 Data Governance Data Quality Standardize & Close Data Set Interpretation Gaps WCDS 2/10/201714 2 3 Change Process Establish a process to automate or not to automate County 2/10/201715 2 3 Change Process Evaluate the business need, pricing, risk level for different options County 2/10/201716 2 3 Change Process Communication Improve the communication platform between the portfolio, PCB, OPAC, BOD on evaluation County 2/10/201717 2 3 Change Process Communication More transparency for decisions County 2/10/201718 2 3 Change Process Decisions on automation and sequencing. County 2/10/201719 2 4 Communication Managing the messages County As they come in
20 2 3 CommunicationDevelop a strong communication plan with all entities, partners by project at least 6 months prior to define objectives, expectations, evaluate, options County Now
21 2 4 Communication County/information sharing County Now22 2 4 Project Structure Work together with other SAWS – Establish across-consortia board CWDA Now23 2 4 Create/submit the “ask” for external HPE 10/31/201624 2 3 Change Process Establish a process to automate or not to automate HPE 2/10/201725 2 3 Change Process Evaluate the business need, pricing, risk level for different options HPE 2/10/201726 2 3 Communication Improve the communication platform between the portfolio, PCB, OPAC, BOD on evaluation HPE 2/10/201727 2 3 Communication More transparency for decisions HPE 2/10/201728 2 3 Change Process Decisions on automation and sequencing. HPE 2/10/201729 2 4 Training Provide training materials and establish flow HPE 30 days
30 2 3 CommunicationDevelop a strong communication plan with all entities, partners by project at least 6 months prior to define objectives, expectations, evaluate, options HPE Now
31 2 3 Change Process Establish a process to automate or not to automate WCDS 2/10/201732 2 3 Change Process Evaluate the business need, pricing, risk level for different options WCDS 2/10/201733 2 3 Communication Improve the communication platform between the portfolio, PCB, OPAC, BOD on evaluation WCDS 2/10/201734 2 3 Communication More transparency for decisions WCDS 2/10/201735 2 3 Change Process Decisions on automation and sequencing. WCDS 2/10/201736 2 4 Change Process Establish change control BDs & ask for a seat at the table WCDS At External Project Kick Off
37 2 3 CommunicationDevelop a strong communication plan with all entities, partners by project at least 6 months prior to define objectives, expectations, evaluate, options WCDS Now
38 2 4 Communication Create the relationships/partnerships with external entities WCDS Now39 3 5 Project Structure Identify 3 counties to make final decisions on CalWIN projects (on a rotational basis). County 10/1/2016
40 3 6 Project StructureEvaluate and improve process for project action team (3-5 counties) members to communicate with non-participating county members County 11/30/2016
41 3 6 Change ProcessDevelop capability and/ process for iterative development methodology (non-waterfall methodology) County 11/30/2016
42 3 6 Communication To provide counties a better process to be prepared for the release (quality execution at County) County 11/30/2016
DRAFT Strategic Planning SMART Goals9/2/2016
Item 7.1.1, Doc 2 of 2
By Topic,Owner,Due 2
ID Topic Table Category Sub-Category Commitment Owner Due Date Assigned to Notes Status43 3 5 Testing Commit to more robust testing. County 12/31/2016
44 3 5 Change ProcessRecommend development processes that will enable iterative development and more frequent deployments. HPE 10/1/2016
45 3 6 Change ProcessDevelop capability and/ process for iterative development methodology (non-waterfall methodology) HPE 11/30/2016
46 3 6 Change Process Communication To provide counties a better process to be prepared for the release (quality execution at County) HPE 11/30/201647 3 5 Change Process Deploy the new process. HPE 12/31/2016
48 3 6 Change ProcessEvaluate capabilities and process to allow Go/No-Go by change versus entire release (short term ahead of Next Gen). HPE 12/31/2016
49 3 5 Project Structure Revamp SME list (primary and backup) WCDS 10/1/201650 3 6 Project Structure Evaluate and identify improvements to portfolio management decision-making WCDS 11/30/2016
51 3 6 CommunicationEvaluate and improve process for project action team (3-5 counties) members to communicate with non-participating county members WCDS 11/30/2016
52 3 6 Change ProcessDevelop capability and/ process for iterative development methodology (non-waterfall methodology) WCDS 11/30/2016
53 3 6 Communication To provide counties a better process to be prepared for the release (quality execution at County) WCDS 11/30/201654 3 5 Change Process Work with HPE in defining the iterative development process WCDS 12/31/201655 3 6 Communication Evaluate and identify improvements to WCDS project site/County communication methods WCDS 12/31/2016