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WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE
Friday, May 10, 2019
12:00 P.M. – 2:00 P.M.
Library Galleria
East Room
828 I Street Sacramento, California 95814
AGENDA
1
Welfare Client Data Systems - Board of Directors’ Meeting
Date: Friday, May 10, 2019
Time: 12:00 PM to 2:00 PM
Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814
Dial-in: Open Session: (888) 330-1716; Access Code: 42206816
Attendees: County Directors and/or Delegates CDSS Alameda, Lori Cox Todd Bland Alameda, Carlos Sanchez Raquel Givon Contra Costa, Kathy Gallagher Fresno, Delfino Neira CWDA Fresno, Angie Flores Christiana Smith Orange, Debra Baetz Placer, Mandy Sharp DHCS Sacramento, Ann Edwards Yingjia Huang San Diego, Rick Wanne Sandie Williams San Francisco, Trent Rhorer San Luis Obispo, Devin Drake DXC Technology San Luis Obispo, Amber Weyand Chris Van Vlack San Mateo, Deanna Abrahamian Dawn Wilder San Mateo, Nicole Pollack San Mateo, Todd Blair Infosys Santa Barbara, Daniel Nielson Ajeet Mohanty Santa Clara, Robert Menicocci Santa Clara, Umesh Pol (Co-Chair) OPAC Co-Chairs Santa Cruz, Ellen Timberlake Chris Cothard, San Luis Obispo Solano, Kelly Curtis Brian Clark, Orange County Sonoma, Karen Fies Tulare, Juliet Webb OSI Tulare, Francena Martinez Kristine Dudley Tulare, Danny Rockholt Ventura, Barry Zimmerman (Co-Chair) WCDS Staff Yolo, Nolan Sullivan Diane Alexander Henry Arcangel CalACES Lynn Bridwell John Boule Stacey Drohan Tom Hartman Holly Murphy Mike Sylvester Rodain Soto
AGENDA WCDS Board of Directors’ Meeting
May 10, 2019
2
12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Umesh Pol) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Umesh Pol)
12:03 3. Meeting Minutes Approval (Umesh Pol)
3.1 Board of Directors’ Draft Meeting Minutes, 4/12/2019 – Attachment 3.1
12:05 4. Stakeholder Updates 4.1 CDSS (Todd Bland and Rocky Givon) 4.2 DHCS (Sandie Williams and Yingjia Huang) 4.3 OSI (Kris Dudley) 4.4 CWDA (Christiana Smith)
12:15 5. Approval / Decision / Action Item(s) 5.1 Conversion Wave Confirmation – Attachment 5 (Henry Arcangel) 5.2 Discontinuance of Fiscal Oversight Committee – Attachment 5 (Holly Murphy)
5.3 Approve Nominees and Close Nominations for Co-Chairs of Directors’ Subcommittee FY2019/2020 – Attachment 5 (Umesh Pol)
12:20 6. Discussion Item(s)
6.1 CalSAWS Staffing – Attachment 6 (Holly Murphy) 6.2 WCDS Counties, Boards of Supervisors, Approval Status Updates – JPA/MOU, CSAC Contract, DXC
Technology Extension – Attachment 6 (Holly Murphy) 6.3 CalSAWS Procurement Updates - Attachment 6 (Holly Murphy) 6.4 Regional Road Shows - Attachment 6 (Henry Arcangel) 6.5 Functional Design Sessions - Attachment 6 (Henry Arcangel) 6.6 Advocates Stakeholder Update – Attachment 6 (Lynn Bridwell)
12:40 7. CalWIN Reporting Executive Steering Committee Meeting Update – Attachment 7(Rodain Soto) 12:50 8. CalSAWS Communication Plan Overview – Attachment 8 (Holly Murphy and Lulu Fou) 1:10 9. Brown Act Training Session – Attachment 9 (CalSAWS Counsel) 1:55 10. Informational Item(s)
10.1 Financial Updates – Attachment 10.1 (Holly Murphy) 10.2 Data Management and Analytics – Attachment 10.2 (Rodain Soto) 10.3 Portfolio Updates – Attachments 10.3 (Lynn Bridwell)
10.4 WCDS Updates – 10.4 (Holly Murphy) 10.5 Infosys QA Updates – 10.4 (Ajeet Mohanty)
OPEN SESSION
AGENDA WCDS Board of Directors’ Meeting
May 10, 2019
3
2:00 11. Meeting Adjournment and Next Meetings (Umesh Pol) 11.1 Board & Other Meetings Schedule
• Board of Directors’ Meeting, 6/14/2019, Library Galleria, East Room • CalACES/CalSAWS General Membership Meeting, 6/28/2019, Library Galleria, Ballroom
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 2019 are as follows: January 11 Canceled, February 15, March 15, April 12, May 10, June 14, August 9, September 13 and November 15; 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 620 Roseville Parkway, 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 620 Roseville Parkway, 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 Co-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 Co-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, April 12, 2019
Time: 12:00 PM to 2:00 PM
Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814
Dial-in: Open Session: (888) 330-1716; Access Code: 42206816
Attendees: County Directors and/or Delegates CDSS Alameda, Lori Cox Todd Bland X Alameda, Carlos Sanchez X Raquel Givon X Contra Costa, Kathy Gallagher X Fresno, Delfino Neira CWDA Fresno, Angie Flores T Christiana Smith X Orange, Debra Baetz T Placer, Mandy Sharp T DHCS Placer, Greg Geisler T Yingjia Huang T Sacramento, Ann Edwards X Sandie Williams T San Diego, Rick Wanne X San Francisco, Trent Rhorer DXC Technology San Francisco, Dan Kaplan T Chris Van Vlack X San Luis Obispo, Devin Drake T Dawn Wilder X San Luis Obispo, Amber Weyand San Mateo, Deanna Abrahamian T Infosys San Mateo, Nicole Pollack Ajeet Mohanty X San Mateo, Todd Blair T Santa Barbara, Daniel Nielson T OPAC Co-Chairs Santa Clara, Robert Menicocci Chris Cothard, San Luis Obispo T Santa Clara, Umesh Pol (Co-Chair) X Brian Clark, Orange County T Santa Cruz, Ellen Timberlake X Solano, Kelly Curtis X OSI Sonoma, Karen Fies X Kristine Dudley X Tulare, Juliet Webb X Tulare, Francena Martinez T WCDS Staff Tulare, Danny Rockholt T Diane Alexander X Ventura, Barry Zimmerman (Co-Chair) X Henry Arcangel X Yolo, Nolan Sullivan X Lynn Bridwell X Stacey Drohan X CalACES Holly Murphy X John Boule X Rodain Soto X Tom Hartman Jo Anne Osborn X Mike Sylvester Rachel Frey - Deloitte X
MEETING MINUTES WCDS Board of Directors’ Meeting
April 12, 2019
2
12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman)
The meeting was called to order at 12:00pm; introductions followed. 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman)
None. 12:03 3. Meeting Minutes Approval (Barry Zimmerman)
3.1 Board of Directors’ Draft Meeting Minutes, 3/15/2019 – Attachment 3.1 Motion: Rick Wanne/San Diego motioned to approve the meeting minutes as presented within the agenda package. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.
12:05 4. Stakeholder Updates 4.1 CDSS (Todd Bland and Rocky Givon) • Progress is being made with involving external stakeholders into the CalSAWS process. CDSS
received a letter from Advocates requesting more involvement. There is direct engagement with monthly meetings. CDSS appreciates the work county staff have put forward.
• WCDS noted that various documentation is being pulled together Consortia-wide to support Advocate Stakeholders in terms of what is happening on the M&O side (what are our changes and priorities). How to share information is being determined (SAWS tracker, creation of a centralized location, etc.).
4.2 DHCS (Sandie Williams and Yingjia Huang) • DHCS continues their engagement in the CalSAWS migration. 4.3 OSI (Kris Dudley) • OSI is actively engaged in the budget process, Project kick-off and deliverables. 4.4 CWDA (Christiana Smith) • The Data Management Board approved extending the State’s access to SAWS data to all Counties.
WCDS sent a CIT to update Counties. The Board is scheduled to meet monthly.
5. Approval / Decision / Action Item(s) - None 12:25 6. Discussion Item(s)
6.1 Strategic Engagement Tracking & Integration (Diane Alexander) • This topic relates to Item 9.2 Strategic Updates. • The focus of work in this area has changed, primarily to data management, not strategy; and now to
CalSAWS. • It is time to rethink this area since we are transitioning; new objectives are needed.
OPEN SESSION
MEETING MINUTES WCDS Board of Directors’ Meeting
April 12, 2019
3
• If work remains around data, that information can be shared via a report. Activities relating to transition would have a different structure.
6.2 CalSAWS Staffing – Attachment 6.2 (Diane Alexander) • The survey forms were distributed in March to CalACES and CalWIN staff for completion. • Staff responses are currently being reviewed by Section Directors. • Section Directors will contact staff to discuss and ultimately make recommendations to John Boule
and Diane Alexander who will work together to determine staffing, while keeping M&O support a priority.
• Staffing updates will be provided at next month’s Board meeting.
6.3 JPA/MOU Approval Status Update - Attachment 6.3 (Diane Alexander) • A handout was distributed providing the current BOS approval status for the JPA/MOU, and also the
CSAC Contract and DXC Extension. • CMS approval has been received. WCDS will send FNS and CMS Approval letters to Directors. • Real-time updates: Tulare’s BOS approved the JPA and MOU. Ventura rescheduled their BOS date
to approve the JPA/MOU to 4/30, along with the CSAC Contract and DXC Extension. 6.4 CSAC Contract Status Update - Attachment 6.4 (Diane Alexander) • Covered under 6.3. 6.5 DXC Agreement Extension Status Update - Attachment 6.5 (Diane Alexander) • Covered under 6.3. 6.6 CalSAWS Procurement Updates - Attachment 6.6 (Diane Alexander) • The QA Vendor Selection Report is under review and is targeted for release on 4/22. Negotiations
will follow. • Oral presentations for OCAT occurred this week. The OCAT RFP requires approval by the State
only. The process is on track. • Other RFPs:
o Consolidated Portal/Mobile App – April 2019 timeframe o CalWIN OCM, Training and Implementation Support – May 2019 timeframe o Contact Center (TBD) o FCED (TBD) o Planning Vendor for CalSAWS 58-County M&O Procurement – May 2020 o CalSAWS 58-County M&O Vendor
6.7 WCDS/CalSAWS Role Comparison - Attachment 6.7 (Diane Alexander) • See attached role comparison between WCDS, CalACES and CalSAWS. Not all instances can be
compared apples-to-apples. • Although the OPAC and PSC are shown comparatively in the attached org chart, they are different in
that the PSC members are at Deputy Director level and many OPAC members are at Program
MEETING MINUTES WCDS Board of Directors’ Meeting
April 12, 2019
4
Manager level. Their responsibilities and activities are similar, however OPAC is more focused in operations than PSC.
• The chart and role descriptions can aid Directors in appointing staff appropriately. • PSC will make more policy decisions. • PPOCs are more involved on the operational side. • RMs bridge PPOCs to the PSC. • Counties’ PPOC rep should have an understanding of their County’s organizational structure,
program processes and how to obtain information (knowledge tree). • The Regional Roadshows provide a high-level overview of the CalSAWS structure. • There should be a clearly defined list of items that Directors need to make decisions about for
staffing. • After the Roadshows complete, Regional Meetings and/or conference calls should be held for
Directors to meet as a group and make strategic decisions. The RM will do that. • It would be helpful to have a document per Region that outlines and details each position that
Directors need to fill. RMs could assemble that information. • It was requested that the start date and information relating to committee meetings and how they
will operate be shared across the regions for Counties’ preparation (Basically a drill down on, and flow of, change committees).
6.8 Regional Road Shows - Attachment 6.8 (Henry Arcangel) • All the CalSAWS roles described in Attachment 6.7 will be covered at the Road Shows. • Region 5 Road Show occurred on 4/10. Barry Zimmerman and Kris Dudley were present.
Communication protocols amongst the Consortia was discussed. • The Road Shows are educational at a high-level - Governance, Migration, Committees, Change
Process, County Purchase Orders, Acronyms and more are reviewed. • Another kick-off for the Committees will be scheduled. • Upcoming Road Show Schedule:
Region 1 - 4/29 in Fairfield Region 2 - 5/1 in Roseville Region 4 - 5/6 in Clovis
• RMs are leading the Road Shows. 6.9 Functional Design Sessions - Attachment 6.9 (Henry Arcangel) • The attached presentation, as reviewed with the PSC, was shared with OPAC at their last meeting. • Purpose of session is to further understand and confirm the requirements and capabilities with
vendors present; not to develop new requirements. • Vendors will develop estimates based on these sessions. • Functional designs (8) are especially important to CalWIN. • WCDS is prepping Counties for the sessions. • Counties will be provided the FD schedule approximately one-month in advance. • Sessions will occur for each region. • First focus is imaging.
MEETING MINUTES WCDS Board of Directors’ Meeting
April 12, 2019
5
• A CRFI and CIT will be distributed to Counties with all details. 6.10 Advocates Stakeholder Update - Attachment 6.10 (Diane Alexander) No further discussion.
1:00 7. CalWIN Reporting Executive Steering Committee Meeting Update (Rodain Soto) • The Committee had robust conversation around BI adoption. • Agreed to catalogue communications over the last year and share with OPAC. • Santa Barbara County will share its customizations at OPAC.
1:10 8. Fiscal Oversight Committee Update (Holly Murphy)
• The FOC held its quarterly meeting on 4/4. • Processes and controls established by the FOC are under practice. • Processes are being and will continue to be expanded to align with CalACES/JPA. • WCDS will be working with the CalSAWS Fiscal Agent once a JPA. • There will be annual audits each year. • The FOC seeks Directors’ guidance on the future of the FOC once the JPA is established – dissolve or
continue? Suggestion made to dissolve once we are a JPA, 7/1/19. Take a formal action at the next Board meeting.
• There should be some sort of comparable body to oversee activities (policies/procedures) once a JPA. Open session closed at 1:08pm. 1:20 9. Informational Item(s)
9.1 Financial Updates – Attachment 9.1 (Holly Murphy) • CSAC is all caught up with monthly statements. 9.2 Strategic Updates – Attachment 9.2 (Rodain Soto) 9.3 Portfolio Updates – Attachments 9.3 (Lynn Bridwell)
1:25 10. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION
1:25 11. Infosys QA Update (Ajeet Mohanty) – Refer to Attachment 14.1 Executive Summary. No verbal update
will be provided this month.
No action. 12. Approval / Decision / Action Item(s) - None
1:30 13. Discussion
MEETING MINUTES WCDS Board of Directors’ Meeting
April 12, 2019
6
13.1 County Only Discussion 13.1.1 CalSAWS Leadership Update (Barry Zimmerman, Ann Edwards)
13.1.2 WCDS Board of Directors, Future Direction (Barry Zimmerman) 13.1.3 County Planning for CalSAWS (All)
No action.
1:55 14. Informational Item(s) 14.1 WCDS Updates – Attachment 14.1 (Diane Alexander) 2:00 15. Closed Session Adjournment and Next Meetings (Barry Zimmerman)
15.1 Board & Other Meetings Schedule • Board of Directors Meeting, 5/10/2019, Library Galleria, East Room
The meeting adjourned at 1:28pm.
ACTION ITEMS
ID
Open Date Description of Action Item
Assigned to
Due
Closed Date
102 3/15/2019 WCDS to distribute San Diego’s CalSAWS video link to the Board. Emailed on 3/25/2019 - Close
Stacey Drohan 4/12/2019
103 3/15/2019 Provide background information, along with the clean contract for Counties. Done. Close.
Holly Murphy 4/12/2019
104 3/15/2019 Forward the Road Show invites to OSI. Done. Close. CalACES forwarded.
Henry Arcangel 4/12/2019
105 3/15/2019 WCDS to provide synopsis of contract tasks/reassignment/dates. Done. Close. Presented within 5/10 agenda pkg.
Holly Murphy / Diane Alexander
4/12/2019
106
CalWIN | Agenda 5.0 1
5. Approval / Decision / Action Item(s)
CalWIN | Agenda 5.0 2
5.1 Conversion Waves Confirmation Request for
Board approval of the CalWIN wave assignments as recommended by the Operations & Policy Advisory Committee (OPAC).
PlacerYolo
65,563 cases
Santa ClaraTulare
310,577 cases
OrangeSanta BarbaraVentura
607,379 cases
San DiegoSan MateoSanta CruzSolano
587,090 cases
AlamedaContra CostaFresnoSonoma
623,814 cases
SacramentoSan FranciscoSan Luis Obispo
532,601 cases
Wave 1
Wave 2
Wave 3
Wave 4
Wave 5
Wave 6
Jan 28, 2022 Apr 29, 2022 Jul 29, 2022 Sep 23, 2022 Nov 18, 2022 Jan 27, 2023
CalWIN | Agenda 5.0 3
5.2 Discontinuation of Fiscal Oversight Committee Over the past 13 months, additional fiscal controls
have been established to enhance project controls The policies and processes were documented in the
WCDS Financial Management Handbook. The CalWIN Project will fall under the jurisdiction of the
CalSAWS Joint Powers Authority (JPA) as of June 28, 2019,and will align its financial management policies and processes to the JPA’s.
The project requests Board approval to discontinue the Fiscal Oversight Committee effective June 28, 2019 with the effective date of the CalSAWS Joint Powers Authority (JPA).
CalWIN | Agenda 5.0 4
5.3 Approve Nominees and Close Nominations -Co-Chairs for CalWIN Directors’ Subcommittee FY2019/2020
The following Directors have been nominated by Counties to serve as Co-Chair for the Directors’ Subcommittee, FY2019/2020. Elections will be conducted via e-vote upon approval of nominees.
• Umesh Pol, Santa Clara County (Large)• Rick Wanne, San Diego County (Large)
CalWIN | Agenda 5.0 1
6.0 - Discussion Items
CalWIN | Agenda 5.0 2
6.1 CalSAWS Staffing Update Recruitment for CalSAWS DD&I/M&O positions is underway The first stage included recruitment of current Consortium
Project Staff across all three projects (C-IV, LRS, and CalWIN) for lateral transfers
Acting Section Directors reviewed staff surveys, held individual conversations, and made recommendations to the SAWS Project Executive Directors
Notifications of staff selections were sent on May 1, 2019 Staff must accept their positions by May 6, 2019 A new organizational chart will be prepared and
distributed with the confirmed positions Recruitment for remaining open positions will begin
immediately following approval of lateral transfers Recruiting will be an ongoing process
CalWIN | Agenda 5.0 3
C-IV M&O Team
John BouleExecutive Director
Chief Deputy Director
Karen RapponottiActing Policy, Design & Governance Director
Jo Anne OsbornActing App Development
& Test Director
Laura ChavezActing Technical & Operations Director
Holly MurphyActing PMO Director
June HutchisonActing Customer
Engagement Director
Jennifer SmithExecutive Assistant
Henry ArcangelActing Customer Engagement Mgr.
Regional Managers Region 1 – (2)Region 5 – (1)
Fiscal & Contract Manager
PMO Manager
Fiscal & Contract Analysts (10)
PMO Analysts(1 ~ Mar-19, 4 ~ Oct-21)
Cloud Manager
Cloud Analysts (4)
Information Security Officer
Security Tech Analysts (2)
Technical Operations Manager
Technical Analysts/Security Analysts (15)
Help Desk Manager
Help Desk Analysts (3)
Jon BurkettActing Project IT
Manager
System Admin/Tech Support (12)
Michele PetersonActing Policy/Design
Manager
Product Owners (15)
Lynn BridwellActing Policy/Design
Manager
Product Owners (14)
Anna ChiaActing Development
Manager
Business Analysts (16)
Sharon TeramuraActing Test Manager
Testers(6~Sept-19,6,Mar-20)
Cristina ContrerasActing Release
Manager
Release Coordinators (2)
Kronick ContractConsortium Legal
Counsel
Conversion Lead
Conversion Analysts(6~Mar-19,6~Dec-19 )
Diane AlexanderWCDS/CalWIN
Executive Director
Thomas HartmanActing Common Services Director
Procurement Manager
Procurement Analysts (2) Procurement Support
Judith RoldanActing Portal/Mobile
App Manager
FCED & OCAT Manager
Contact Center Manager
Rodain SotoActing CalWIN Trng, Change Mgt., Imp Support Manager
Thomas HartmanActing CalSAWS M&O Procurement Manager
Training Manager
Implementation Manager
Implementation Coordinators (17)
Version 2019.02.18
Change Management Lead (2)
Customer Engagement Mgr.
Regional Managers Greg Postulka (R1)Lenecia Miles (R2)
Jennifer Hobbs (R2)Kim Lamb (R3)
Nichole Nava (R3)Matt Vandereyck (R4)
Joe Mendoza (R4)Peggy Macias (R4)
Ricardo Miranda (R5)Martha Zepeda (R5)
JR Dessai (R5)Lorena Montes (R6)
Monica Gonzalez (R6)Angelo Salazar (R6)Ayana Alvarez (R6)
Trainers (5 ~ April-19, 6 ~ Nov-20 )
LRS M&O Team
CalWIN M&O Team
Thomas HartmanCalACES North/C-IV
Project Director
Hayward GeeCalACES South/LRS
Project Director (Retirement ~ March 2019)Acting Director TBD
6.1 CalSAWS Staffing UpdateProject Organization Chart
CalWIN | Agenda 5.0 4
6.2 WCDS Counties – Approval Status UpdatesWCDS CalWIN County Contract Status
Listed in order of County's scheduled Board of Supervisors' meeting date.
County BOS DateBOS
ApprovedSignatures
Rec'dCounty BOS Date
BOSApproved
Signatures Rec'd
v ia email
SignaturesRec'd
OriginalCounty BOS Date
BOSApproved
Signatures Rec'd
v ia email
SignaturesRec'd
OriginalFresno 3/12 Y Y Contra Costa 4/9 Y Placer 4/22 Y Y
Contra Costa 3/19 Y Y Tulare 4/9 Y Y Y Orange 4/23 YAlameda 3/26 Y Y Yolo 4/9 Y Y San Luis Obispo 4/23 YSan Diego 3/26 Y Y San Luis Obispo 4/15* Y Y Santa Cruz 4/23 Y
Yolo 3/26 Y Y Placer 4/22 Y Y San Francisco 4/25** YSanta Barbara 4/2 Y Orange 4/23 Y Sonoma 4/30 Y
Tulare 4/9 Y Y Santa Clara 4/23 Y Ventura 4/30 YSan Francisco 4/16 Y Santa Cruz 4/23 Y Contra Costa 5/7
Placer 4/22 Y San Francisco 4/25** Y Santa Clara 5/7Orange 4/23 Y Sonoma 4/30 Y Solano 5/7Solano 4/23 Y Ventura 4/30 Y Santa Barbara 5/7 or 5/21
Sacramento 4/23 Y Fresno 5/7 Alameda 5/21San Luis Obispo 4/23 Y Solano 5/7 Yolo 5/21
Santa Clara 4/23 Y Santa Barbara 5/7 or 5/21 Sacramento 6/18Santa Cruz 4/23 Y Alameda 5/21 Fresno 6/18
Sonoma 4/30 Y Sacramento 5/21 San DiegoVentura 4/30 Y San Diego San Mateo
San Mateo 5/14 San Mateo Tulare
17 6 Total 11 2 3 Total 7 0 1
**Per SFO, the CSAC Contract and DXC Extension will be presented to their Human Services Commission on 4/25/2019; the documents do not require BOS approval.
JPA / MOUDue 5/15/2019
Total
*Date notes SLO's notification to WCDS of BOS approval (not BOS date)
CSAC ContractDue 5/31/2019
DXC Agreement ExtensionDue 6/28/2019
CalWIN | Agenda 5.0 5
6.2 WCDS Counties – Approval Status Updates
Reassignment effective dates CANNOT be effective prior to June 28, 2019 (the JPA effective date)
Counties may go ahead and have BOS’ approval of the reassignment during the same meeting as other related action items, however the effective date should be September 1, 2019
We recommend holding off on reassignment of DFS contract
Reassignment Reminders
CalWIN | Agenda 5.0 6
6.3 CalSAWS Procurement Updates
Key Milestones: changes made based on 5 actual proposals & slight extension to evaluation• QA RFP Release Date – Friday, Dec 14• Vendors Conference – Monday, Jan 7• Proposal Due Date – Friday, Feb 8• Proposal Evaluation – Monday, Feb 11 – Tuesday, Mar 26• Oral Presentations/Key Staff Interviews – Monday, Mar 18 –
Wednesday, Mar 20• Prepare Vendor Selection Report (includes Consortium, Legal and
OSI review) – Thursday, Apr 4 - Friday, Apr 19• Release Notice of Intent to Award – Monday, Apr 22• Negotiations & State, Federal & JPA Approvals – Wednesday, Apr 24
– Friday, June 28• QA Vendor Start Date – Monday, Jul 1
QA Procurement: Key Tasks and Timeframes
CalWIN | Agenda 5.0 7
6.3 CalSAWS Procurement Updates
Key Milestones: changes made based on 5 actual proposals and 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 – Wednesday, Apr 17• Oral Presentations/Key Staff Interviews – Monday, Apr 8 –
Wednesday, Apr 10• Prepare Vendor Selection Report – Friday, Apr 19 – Tuesday, Apr 30• Vendor Selection Report Review & Approval – Wednesday, May 1 –
Friday, May 10• Release Notice of Intent to Award – Monday, May 13• Negotiations & State & JPA Approvals – Wednesday, May 15 – Friday,
Jun 28• OCAT Vendor Start Date – Monday, Jul 1
OCAT Procurement: Key Tasks and Timeframes
CalWIN | Agenda 5.0 8
6.3 CalSAWS Procurement Updates
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 – Tuesday, Sep
3• RFP Release Date – Tuesday, Sep 4• Vendors Conference – Tuesday, Sep 17• Proposal Due Date – Monday, Nov 4 • Proposal Evaluation – Tuesday, Nov 5, 2019 – Friday, Jan 24, 2020• Oral Presentations/Key Staff Interviews – Tuesday, Jan 14 – Friday, Jan 17, 2020• Prepare Vendor Selection Report – Monday, Jan 27 – Tuesday, Feb 4, 2020• Vendor Selection Report Review & Approval – Wednesday, Feb 5 – Tuesday,
Feb 11, 2020• Release Notice of Intent to Award – Wednesday, Feb 12, 2020• Negotiations & State, Federal & JPA Approvals – Friday, Feb 14 – Thursday, Apr
9• Portal/Mobile Vendor Start Date – Monday, Apr 13
Portal/Mobile Procurement: Key Tasks and Timeframes
CalWIN | Agenda 5.0 9
6.3 CalSAWS Procurement Updates
Key Milestones: • Prepare CalWIN RFP: Wednesday, May 22 – Tuesday, Aug 13• Define CalWIN Requirements: Wednesday, May 22 – Tuesday, Jul 16• Consortium, State and Federal Review of RFP: Wednesday, Aug 14 –
Wednesday, Oct 23• RFP Release Date – Thursday, Oct 24• Vendors Conference – Wednesday, Nov 6• Proposal Due Date – Monday, Dec 23• Proposal Evaluation – Tuesday, Dec 24, 2019 – Wednesday, Mar 11, 2020• Oral Presentations/Key Staff Interviews – Monday, Mar 2 – Thursday, Mar 5,
2020• Prepare Vendor Selection Report – Thursday, Mar 12 – Friday, Mar 20, 2020• Vendor Selection Report Review & Approval – Monday, Mar 23 – Friday, Mar
27, 2020• Release Notice of Intent to Award – Monday, Mar 30, 2020• Negotiations & State, Federal & JPA Approvals – Friday, Apr 3 – Thursday, Jun
18, 2020• CalWIN Vendor Start Date – Monday, Jun 22, 2020
CalWIN Training, Change Management & Implementation Support Procurement: Key Tasks and Timeframes
CalWIN | Agenda 5.0 10
6.4 Regional Roadshow Update
The purpose and main objective of the CalSAWS Regional Roadshows is to provide all future CalSAWS Regions with the relevant information and resources to ease the transition to the new CalSAWS Governance Model. The Roadshows will empower all Regions by providing guidance to be utilized to establish key processes, understanding of governance changes, as well as, select regional representatives for the CalSAWS JPA, Project Steering Committee, and CalSAWS committees.
CalSAWS Regional Roadshows
Region Date/LocationRegion 1 April 29, 2019/Fairfield, CARegion 2 May 1, 2019/Roseville, CA CalWIN officeRegion 3 April 23, 2019/Shasta, CARegion 4 May 6, 2019/Fresno, CARegion 5 April 10, 2019/Santa Ana, CARegion 6 April 17, 2019/Los Angeles, CA
CalWIN | Agenda 5.0 11
6.5 Functional Design SessionsBackground: As a result of the planning engagement and contract discussions there are some items that need further discussion with
the Counties in order to finalize the estimates. The requirements did not provide the level of detail required for the vendor to estimate the effort. “Functional Design Sessions” is the contractual name, not a definition of the activity. Functional Design Sessions are meant to further refine and clarify the scope of the requirements for the Design and
Development phase of the CalSAWS Migration Project Allows county engagement to provide more clarification around the existing requirements, county business
processes and scope Refines and clarifies required system actions in certain functional areas (see below) Provides context for the requirements to improve mutual understanding of the scope
Functional Design Sessions are not: Gathering new requirements Detailed/General system design Joint Application Design (JAD) sessions
Planned Functional Design Session Topics: The Task Management Session will review the LRS/C-IV solution The Imaging Session will review the process flows of documents into the system to determine the imaging solution for
CalSAWS The Non-State Forms Session will discuss consolidating non-state forms in the CalSAWS System The General Assistance/General Relief Session will discuss the requirements and the proposed solution to meet the
needs of the Counties The Application Programming Interface (API) Sessions will determine a data set for the counties to continue using their
existing Lobby Management service, Employment Services service, and a Master Data Management set for reporting purposes
The Ancillary Systems Conversion Session will focus on the plan, including identifying the source systems, for the conversion of data from CalWIN Ancillaries to the CalSAWS Core – mainly focused on Collections, Fraud and Case Review
Functional Design Session Outcomes Refine the Requirements in order for the vendor to estimate costs. Outcomes will be presented at Project Steering Committee (PSC) meetings. Outcomes will be reviewed and related amendments presented at CalSAWS Joint Powers Authority (JPA) Board
meetings.
CalWIN | Agenda 5.0 12
6.5 Functional Design SessionsDraft Schedule
DRAFT R1 R2 R3 R4Month 8 9 10 11 12 13 14 15 16
Week Tentative Location AttendeesSection Director Sponsors
Wk 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28
Date 3/4
3/11
3/18
3/25
4/1
4/8
4/15
4/22
4/29
5/6
5/13
5/20
5/27
6/3
6/10
6/17
6/24
7/1
7/8
7/15
7/22
7/29
8/5
8/12
8/19
8/26
9/2
9/9
Distribute FDS Webinar Kickoff CIT xConduct Webinars (April 1 and 2) xCalSAWS Leadership Meeting 4/19/2019 x
LRS R3
Imaging CalACES North All All R6 R3 R2 R4 R5 R1 AllR3 - In Shasta, R6 - @ CalACES South
3 per county - wks 1-6
Task Management CalWIN AllKaren Rapponotti, June Hutchison
20 per region
GA/GR CalWIN AllJo Anne Osborn, June Hutchison
TBD
Non State Forms CalACES South AllKaren Rapponotti, June Hutchison
20 per region
Lobby Management API CalWIN WCDS Counties Laura Chavez DDID 2297 TBD
Employment Services API CalWIN WCDS CountiesJo Anne Osborn, Karen Rapponotti
DDID 2301 TBDMaster Data Management API CalWIN WCDS Counties Laura Chavez DDID 2298 TBD
Ancilliary Systems Conversion CalWIN WCDS CountiesJo Anne Osborn, Laura Chavez
DDID 2163, 2309, 2310, 2311 3 per county
DRAFT * Region = CalSAWS RegionPreparation for Functional Design SessionFunctional Design Session
NOTES: Send CRFI for participants. Note for imaging, will be sending separate CRFIs for weeks 1-6
Month 1 72 3 4 5 6
Under discussion: Can the API sessions be combined?
CalWIN | Agenda 5.0 13
6.6 Advocates/Stakeholder Update
The following visual depicts process and opportunities for communication with and participation from the Stakeholders in Policy development and technology solutions.
Draft Framework
CalWIN | Agenda 5.0 14
Legislation / Policy
ChangesState Letters
• All County Letters • All County W elfare
Director's Letters / Medi-Cal Eligibility Div ision Information Letters
• All County Information Not ices
• County Fiscal Letters
Final Published
Letters
StakeholderReview/Input Stakeholder
Review/Input v iaWARRA/SARRA andSAWS Tracker
For StakeholderInformation
StakeholdersPublic
Communicating and Representing
Public Interest
Lobby ManagementContact Center
Web PortalMobile App
ImagingIVR
Public Facing
Back Office FeaturesCase ManagementFinancial Mgmt.Interfaces
Non-Public Facing
2
1
3
CalSAWS Implements
Policy
Stakehol
CalWIN | Agenda 5.0 15
6.6 Advocates/Stakeholder Update
Beginning with the May Project Steering Committee (PSC) the following lists will be included in the PSC packet posted on CalACES.org: SCR Planning Group (SPG) Approved System Change Requests
(SCRs) – This list includes all SCRs approved by SPG that have not been approved by the Change Control Board (CCB). There is one tab for critical and high and a second tab for medium and low.
CCB Approved SCRs – This list includes all SCRs approved by CCB for Releases 19.05 through 20.01. As releases are implemented they would fall off the list and when releases are added (20.03) they would appear on the list. This list can be used to see what is scheduled for future releases.
Also available on CalACES.org: Committee Meeting Agendas – Agendas will be posted and
discussed at the CalSAWS Stakeholder Monthly Check-in. Major Upcoming Release document – These documents will be
posted the Monday following release week and will include a copy of each SCR approved for the upcoming release.
NOTE: Updates to the website are in process including name change, structure, updating tabs, etc.
Draft Framework
CalWIN | Agenda 5.0 16
Stakeholders review and provide input to legislation during public comment period.
Stakeholders review and provide input to State Letters via WARRA/SARRA process and SAWS Tracker reviews The SCR Planning
Group uses Final Letters to support planning
Stakeholders can participate
in regular JPA, PSC, and
Stakeholder, Meetings,
review procurement
materials, and review posted
system information
Stakeholder Engagement in CalSAWS Implementation of Approved Regulation and Enhancements
Wave 1 June 3, 2019Wave 2 July 22, 2019Wave 3 September 9, 2019Wave 4 November 4, 2019Wave 5 December 16, 2019
Go Live Dates
PPM 50537 - MR to BI Lift & Shift Progress Report
35 35 35 35
7
16
24
29
3 3 3
22
-5
0
5
10
15
20
25
30
35
40
4/4/2019 4/11/2019 4/18/2019 4/25/2019
Wave 1 (Live June 3rd) - 35 Reports Status: Green
Wave 1 Design Completed Wave 1 Development Completed
Wave 1 Testing Completed Linear (Wave 1 Testing Completed)
13
26
3235
0 0 0 00 0 0 00
5
10
15
20
25
30
35
40
4/4/2019 4/11/2019 4/18/2019 4/25/2019
Wave 2 (Live July 22) - 35 Reports Status: Green
Wave 2 Design Completed Wave 2 Development Completed Wave 2 Testing Completed
Agenda Item 7
CalSAWS | Communication Plan Overview 1
8. CalSAWS Communication Plan Overview
CalSAWS | Communication Plan Overview 2
Communication Challenges & Complexity
① Awareness of communication risks
② How will the risks be addressed by the CalSAWS Communications Plan?
③ How will the Communication Approach be rolled out?
④ What are the biggest communication concerns from the CalSAWS Directors’ perspective?
Overview
CalSAWS | Communication Plan Overview 3
Communication Challenges & Complexity
Unless the CalSAWS Project scales up and enhances Project communications, stakeholder needs for timely, tailored and accurate information, as well as the needs of many diverse audience groups, may not be met.
① Develop the communication framework for all the stakeholders. Check on effectiveness of communication. Solicit feedback, learn, and adjust communication approach.
② Develop and communicate the timeline of what information will be available, when the information will be available, who will receive the information, and how will the information be disseminated (e.g., user involvement in design, conversion cut-over, etc.).
③ Develop and rollout the Communications Roadmap. Plan enhanced communication activities for complex topics aligning with major project milestones on an annual and quarterly horizon timeframe.
④ Create Public Information Office capabilities
Risk Risk Response
CalSAWS | Communication Plan Overview 4
Communication Challenges & ComplexityCounty Executive Leadership Level Communication Framework
Engagement Pull from CalSAWS
CalSAWS Leadership Meetings
Board Meetings
PSC / OPAC Meetings
Regional Manager Liaisons
Weekly Status Meetings
Monthly Risk Management Group Meeting
Regional Meetings
JPA Meeting Packets; PSC Meeting Packets
System Change Request with Release Timeline**
CalSAWS External Website*http://www.calaces.org
SharePoint
Push to Organization
* In-Progress ** Push and Pull
Quarterly Newsletters*
CalSAWS | Communication Plan Overview 5
Communication Challenges & ComplexityCounty Staff Level Communication Framework
Engagement Pull from CalSAWS
Committee Meetings – prioritize SCRs, review/approval design &
release dates
Functional Design Sessions
General Design Sessions*
System Test (critical business changes)
Review Release Notes
DD&I UAT*
Validation of Converted Test Data *
CalSAWS External Website*http://www.calaces.org
JIRA SCRs (PPOC)
Push to Organization
County Information Transmittal (CIT)
County Request for Information (CRFI)**
Webinars / Webcasts**
Release Notes / Training Videos*
CalSAWS Inquiry*/**
Project.Calendar*Quarterly Newsletters*
* In-Progress ** Push and Pull
CalSAWS | Communication Plan Overview 6
Communication Challenges & ComplexityState Partners Level Communication Framework
Engagement Pull from CalSAWS
Weekly DD&I Status Reports
Bi-Weekly M&O Status Reports
SharePoint
Push to Organization
Committee Design Sessions
General Design Sessions
Deliverable Review
Weekly Status Meetings
Monthly Risk Management Group Meeting
Monthly PSC and JPA Board Meetings
ACL, SIRFRA, SCERFRA, SARRA
State Escalation Process
Quarterly Newsletters*
JPA Meeting Packets; PSC Meeting Packets
Deliverables**
CalSAWS External Website*http://www.calaces.org
* In-Progress ** Push and Pull
CalSAWS | Communication Plan Overview 7
Communication Challenges & ComplexityFederal Partners Level Communication Framework
Engagement Pull from CalSAWS
CalSAWS External Website*http://www.calaces.org
Push to Organization
Monthly Meetings with State Partners
Monthly CMS Medicaid IT Project Status Report*
* In-Progress ** Push and Pull
CalSAWS | Communication Plan Overview 8
Communication Challenges & ComplexityAdvocates Level Communication Framework
Engagement Pull from CalSAWS
PRA Responses**
Committee Meeting Agendas and Meeting Minutes*
Push to Organization
Major Upcoming Release Document*
Monthly Advocates Meetings
Monthly PSC Meetings
Monthly JPA Board Meetings
Quarterly Advocates Meetings
Release Notes*
CalSAWS External Website*http://www.calaces.org
* In-Progress ** Push and Pull
CalSAWS | Communication Plan Overview 9
Communication Challenges & Complexity
① Communicate with a purpose• Responsibility / Action oriented• Timely• Reach intended audience
② Build credibility• Manage expectations• Consistent message• Listen and act on feedback
③ Effective communication• Engaging• Repetition• Multiple communication methods
Content Development Principles
CalSAWS | Communication Plan Overview 10
Communication Challenges & Complexity
① Communication Roadmap – A living document that will communicate major milestones, events and activities. Continuously reviewed and updated. Posted and distributed for easy access.
② Quarterly Review Cycle – Plan and execute communication for each communication tracks • Confirm Purpose and Goal• Confirm Target Audience• Confirm Project Executive Key Messages • Define Schedule, Stakeholder Interests, Impacts, Risks
③ Increased planning and execution effort in order to deliver effective communication that Impacts a large number of stakeholders, contain complex topics, and align with major Project milestones (e.g., Cloud Enablement, CalWIN Training, Cutover, etc.)
Communication Roadmap - Enhanced Communication
CalSAWS | Communication Plan Overview 11
Communication Challenges & ComplexitySample Annual Horizon Planning
C-IV Conversion March April May June July August September OctoberPresent C-IV Conversion Approach and Solicit Feedback
PlanningStart
DesignStart
Present Conversion
Approach at PSC
MILESTONEDeliverable ScheduleDDEL (May 10)
Present Conversion
Approach at JPA
Deliverable ScheduleFDEL (Jun 6) Analysis Continues
C-IV Training March April May June July August September OctoberPresent C-IV Detailed Training Approach and Solicit Feedback
PlanningStart
Present C-IV Training
Approach at PSC
MILESTONEDeliverable ScheduleDDEL (Aug 12)
MILESTONEPresent
C-IV Training Approach
at JPA
Pre-Planning Discussions
Deliverable ScheduleFDEL (Sep 3)
LRS Cloud Enablement March April May June July August September October
PlanningStart
Send CIT to Counties
Conduct Touchpoint with Region 6
Communication Tracks
Conduct Touchpoint
with R6
Plan for CIT to Counties
Region 6 Participation• Overview• CalSAWS Leadership
MILESTONE
Present Final Region 6
Participation to CalSAWS
Leadership
MILESTONEPresent Reg 6 to PSCMILESTONEPresent Reg 6 to JPA As-Needed Comms
CalSAWS | Communication Plan Overview 12
Communication Challenges & Complexity
Q1 Q2Q4 Q3
Execute Q1 Communications
• Project Initiation
• SSI Cash Out
• Release Planning
Plan Q2 Communications
• Lead Up to Cloud
• Begin Design /
Development for
CalSAWS
• Release Planning
Execute Q2 Communications
• Lead Up to Cloud
• Begin Design /
Development for CalSAWS
• Release Planning
Plan Q3 Communications
• Cloud Go-Live
• Release Planning
Sample Quarterly Horizon Planning Cycle
CalSAWS | Communication Plan Overview 13
Communication Challenges & Complexity
• Develop Communications Management Plan• Develop CalSAWS Inquiry Tool
• Develop Communication Frameworks and Communication Roadmap• Develop approach, staff/train and implement CalSAWS External Website • CMS Medicaid IT Project Status Report
• Rollout Enhanced Communication Roadmap (JPA Membership Meeting)• Rollout Communication Frameworks to Project and Stakeholders• Rollout CalSAWS Inquiry Tool and Process
• Enhanced Communication Quarterly Review Cycle Planning and Execution• Check on implementation of Communication Frameworks; survey and act on feedback
Communications Plan Roll-out Approach
CalSAWS | Communication Plan Overview 14
Communication Challenges & Complexity
WCDS/CALWINAn Overview of the Brown Act
May 10, 2019Presented by
Jeffrey A. Mitchell
Agenda Item 9
Purposes Of The Brown Act Three purposes of the Brown Act:
1. To ensure that the decision-making process of legislative bodies is conducted in public
Exceptions: no quorum or meeting in closed session2. To provide notice of the items to be discussed or the action to be taken by the legislative body by posting agendas in advance of the scheduled meeting 3. To guarantee the right of the public to address legislative bodies on matters within the jurisdiction of those bodies
Allow comments before deliberations - no requirement to answer questions
What Are “Legislative Bodies”? The CalSAWS Board of Directors Also covers committees created by “formal
action” of a legislative body CalSAWS: Project Steering Committee, System
Subcommittees (created by By-laws) Examples of what are not legislative bodies?
Advisory committee made up of less than a quorum of the legislative body with no continuing jurisdiction or fixed meeting schedule
Committees that are not formed by formal action of a legislative body, e.g.: Appointed by regional managers or individual directors Appointed by the chairs of the committee without approval by the full committee Appointed by JPA executive director
What Is A “Meeting?” Any congregation of a majority of the members of a
legislative body at the same time and place to hear, discuss or deliberate upon any item within its subject matter jurisdiction. (Gov. Code § 54952.2.)
“Meeting” Does Not Include: Individual contacts between legislative bodies and
any other person. (Gov. Code § 54952.2(c)(1).) Attendance by a quorum at: Conferences Public meetings of other legislative bodies
discussing some topic of local concern Social & Ceremonial events Committee meetings with non-committee
members present as observers Non-committee members may observe so long as they
do not participate in committee business in any fashion (i.e., verbal, written, other input)
Serial Meeting Is A “Meeting” A majority of the members of a legislative body shall
not, outside an authorized meeting, use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. (Gov. Code §54952.2.) (Gov. Code § 6252.7.)
Types Of Serial Meetings: Daisy chain
ABCD…. Hub and spoke
One person communicates the message to others.Cl
•B -- A -- Dl
E
Intermediaries Emails, text messages, Facetime, Whats App, Skype etc.
(See, Gov. Code § 54952.2(b))
Teleconferencing Teleconferencing is a meeting of individuals in different
locations connected by audio and/or video electronic means.
Votes during teleconferencing must be taken by roll call.
Agendas must be posted at all teleconference locations. (Gov. Code § 54953(b)(3).)
• Each teleconference location must be identified in the notice and agenda at the time of posting, and each teleconference location must be accessible to the public.
• The public must be allowed to address the legislative body at each teleconference location.
• Teleconferencing must be conducted “in a manner that protects the statutory and constitutional rights” of the public.
Agenda Requirements (Regular) An agenda must be posted at least 72 hours prior to
a regular meeting. Items may be added to the agenda for a regular
meeting as follows: When a majority determines that an “emergency”
exists. (Gov. Code § 54954.2(b)(1).)• By a 2/3 vote of the legislative body present at
the meeting (unanimous if less than 2/3 of members present), determination that
• there is a need to take immediate action • the need for action came to the attention of the agency
subsequent to the posting of the agenda. (Gov. Code §54954.2(b)(2).)
Agenda Requirements (special) A notice (agenda), including the time, place and
business to be transacted at the meeting, must be posted and distributed to each member of the legislative body and requesting members of the media 24 hours in advance of the meeting (Gov. Code § 54956) Items may not be added to the agenda Cannot make decisions on executive staff
compensation, including fringe benefits Not required to allow public comments on items
not on the agenda
Posting Agenda on Website Any public entity that maintains an agency Internet
website must post the agenda of a regularly scheduled meeting of the governing Board at least 72 hours in advance on its website
Similarly, the public entity must post the agenda for special meetings 24 hours in advance
Conduct of Meetings Public comment on items not on the agenda
Legislative body can not discuss, except limited question or direction to staff
Public comment on items on the agenda Can place reasonable time limits on public speakers Can ask speakers to identify, but can not require
Roll call vote not required, except when teleconferencing
Closed Sessions Closed session procedural requirements (Gov. Code §
54957.7):
• The item must be described in the agenda unless “added on” at a regular meeting
Prior to going into closed session, the legislative body must disclose in open session the items to be discussed in closed session and ask for public comment
There are a number of basis for closed session (i.e. personnel, labor and negotiation, pending litigation/significant exposure to litigation, real estate negotiations)
Action taken in closed session must be publicly “reported out” after the action is final. The vote of each member of the legislative body who attended the closed session also must be reported out.
Violations Brown Act contains cure and correct
provisions for violations Appropriate cure and correct action should
foreclose on possibility of future violations Curing violation may limit litigation risk
See TransparentGov Novato v. City of Novato (April 10, 2019, A152324) ___ Cal.App.5th ___
Brown Act violations also carry civil or potential criminal penalties
Thank You!
For more information about our Public Agency Law Practice please visit us at www.kmtg.com
CalWIN | Agenda 10.1 1
May 2, 2019
WCDS CalWIN Monthly Financial Summary Report
Agenda Item 10.1
CalWIN | Agenda 10.1 2
Allocation vs. ActualSummary ACTUALS PROJECTIONS
ESTIMATE AT COMPLETION
(EAC)
TOTAL ALLOCATION
BALANCE(-Under) / +Over
% of Allocation
Used% EAC
M&O $81,697,668 $14,709,225 $96,406,893 $96,825,778 ($418,885) 84% 100%CalHEERS Interface $7,472,779 $625,223 $8,098,003 $13,179,558 ($5,081,555) 57% 61%CalHEERS CSCN $1,391,180 $383,360 $1,774,540 $2,020,190 ($245,650) 69% 88%CalACES-CalSAWS $2,071,335 $618,228 $2,689,563 $2,789,052 ($99,489) 74% 96%PREMISE $5,813,715 $527,582 $6,341,297 $7,889,976 ($1,548,679) 74% 80%TOTAL $98,446,676 $16,863,618 $115,310,295 $122,704,554 ($7,394,259) 80% 94%
Actuals are based on invoices through May payment month and February claims submitted in March.CalHEERS funding is not expected to be fully ut ilized due to redefined qualificat ions for system changes.Projections for SB 1341 SAWS Generated MC Notices have been reduced, no changes identified this FY( ($1.4M).ICT is expected to be less than originally planned ($108K).
NOTES:
CalWIN Budget SummarySFY 2018-2019
CalWIN | Agenda 10.1 3
CATEGORY ACTUALS APPROVED PROJECTS
POTENTIAL PROJECTS
ESTIMATE AT COMPLETION
(EAC)TOTAL BUDGET BALANCE
(-Under) / +Over
Change Budget $12,206,664 $1,304,693 $0 $13,511,357 $13,676,420 ($165,063)CalHEERS Interface Change Budget $3,083,607 $0 $231,362 $3,314,969 $8,283,518 ($4,968,549)CalHEEERS CSCN Change Budget $0 $0 $0 $0 $250,000 ($250,000)Premise $5,563,777 $0 $0 $5,563,777 $7,001,301 ($1,437,524)TOTAL $20,854,048 $1,304,693 $231,362 $22,390,103 $29,211,239 ($6,821,136)
Premise variances are due to:
Qualified CalHEERS changes are limited (qualified changes were redefined).
Additional premise funding was added as of January 2019 to cover changes for AB 1811.
SB 1341 projections were reduced.
NOTES:
CATEGORY ACTUALSAPPROVED PROJECTS/
INVOICE CREDITS
POTENTIAL PROJECTS/INVOICE
CREDITS
ESTIMATE AT COMPLETION (EAC)
TOTAL CREDITS BALANCE(-Under) / +Over
M&O Liquidated Damages $2,466,839 $0 $91,500 $2,558,339 $2,558,339 $0CalHEERS/Cov CA Liquidated Damages $431,000 $0 $0 $431,000 $431,000 $0CalHEERS $176,512 $0 $0 $176,512 $176,512 $0Modernization Hours $397,817 $0 $2,985,888 $3,383,705 $5,785,347 ($2,401,642)Business Intelligence (BI) $1,749,881 $372,537 $1,006,057 $3,128,475 $3,971,215 ($842,740)IDMS $0 $0 $0 $0 $1,500,000 ($1,500,000)County Direct $133,503 $0 $0 $133,503 $133,503 $0BRE (TBD) $0 $0 $0 $0 $0 $0TOTAL $5,355,552 $372,537 $4,083,445 $9,811,534 $14,555,915 ($4,744,381)
All Liquidated Damages are up to date and have been applied as credits to 42366 Content Management Solution or as credits to invoices, with one month pending resolution.
Modernization Hours include projections for 42764 Reevaluation Create a My BCW Account process and 50329 Separation of Income which is pending a solution.For all other service credits, additional planning is needed.
NOTES:
Change Budget
Credits & Hours
CalWIN | Agenda 10.1 4
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total[actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [planned] [planned] [planned]
Beginning Balance $305,774 $2,876,275 $2,961,359 $2,587,092 $2,218,115 $2,222,798 $2,039,311 $1,652,881 $1,580,607 $1,456,940 $1,059,126 $660,812Payments $2,736,755 $735,884 $0 $0 $499,218 $274,569 $0 $298,537 $407,424 $0 $0 $0 $4,952,387Available Balance $3,042,529 $3,612,159 $2,961,359 $2,587,092 $2,717,333 $2,497,367 $2,039,311 $1,951,418 $1,988,031 $1,456,940 $1,059,126 $660,812 $40,744
ExpendituresSalaries $106,690 $320,426 $213,558 $207,933 $214,739 $234,574 $215,493 $215,130 $324,861 $234,263 $234,263 $234,263 $2,756,191Retirement ($9,047) $253,861 $98,067 $99,677 $201,568 $145,807 $105,071 $100,946 $151,762 $109,284 $109,284 $109,284 $1,475,564Insurance $42,654 $40,774 $39,022 $38,626 $42,082 $43,104 $41,693 $43,241 $44,759 $30,436 $30,436 $30,436 $467,263Travel $7,855 $7,498 $5,136 $4,780 $13,360 $3,066 $6,539 $6,890 $3,576 $18,983 $19,483 $19,683 $116,847Supplies/Serv ices $2,060 $300 $734 $846 $726 $485 $568 $810 $1,023 $635 $635 $635 $9,458CSAC Admin Fee $14,329 $20,582 $14,158 $14,013 $18,456 $17,033 $13,928 $0 $0 $0 $0 $0 $112,500Payroll Tax $1,414 $4,650 $3,091 $3,103 $3,108 $3,411 $3,138 $3,122 $4,707 $3,514 $3,514 $3,514 $40,285Misc. $300 $2,710 $500 $0 $496 $10,575 $0 $671 $403 $700 $700 $700 $17,756Reserve for July $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $221,555 $221,555
Total Expense $166,254 $650,800 $374,267 $368,978 $494,535 $458,056 $386,430 $370,811 $531,091 $397,814 $398,314 $620,069 $5,217,418
Ending Balance $2,876,275 $2,961,359 $2,587,092 $2,218,115 $2,222,798 $2,039,311 $1,652,881 $1,580,607 $1,456,940 $1,059,126 $660,812 $40,744
Notes:All CSAC statements through March 2019 have been received, along with an updated July 2018 statement with corrected retirement costs.Reconciliation of detailed expenses is in processProjections for April through June account for both M&O staff and CalSAWS staffReserve for July includes an estimate for two weeks, which will require a July invoice to the counties under the new contractRetirement, Insurance, and Payroll Tax are based on percentage of salary at current actualsTravel includes Regional Manager travel for county v isit and other misc. travel to meetings (Board of Directors, CWDA, etc) and/or conferences, as well as CalSAWS activ itiesMiscellaneous includes general liability insurance and other meeting expense and general use
CSAC
Data Management and Analytics Team Business Intelligence Metrics
May 10, 2019
Business Intelligence (BI)Monitor and Improve:• Data Quality • System Stability• Performance• Operational Response• County Support• User Security and Access• Content Delivery OptionsMay Activities• New Report Content
Solution Live• Communicate BI Progress
on Adoption Barriers• Confirm State Access to all
CalWIN Counties’ DataJune Activities• New Security Access
Profile live in Production• Stat 47 enhancement live
in Production (SQL)
1,5971,398
7951,094
1,767
2,625
1,565
3,752
2,1771,875
1,534
2,093
1,587
2,054
1,1801,423
1,900
1,2701,541
1,777
0
500
1,000
1,500
2,000
2,500
3,000
3,500
4,000
Coun
ts
Week of
CalWIN Business Intelligence Usage
Report CountPoly. (Report Count)
63 58 63
3545
6479
59
103
66 62 6171
62 69 64 5765 63 59
0
20
40
60
80
100
120
CalWIN Business Intelligence Usage
Number of Users Linear (Number of Users)
Agenda Item 10.2
Data Management and Analytics Team BI Portfolio
May 10, 2019
Mar‐19 Apr‐19 May‐19 Jun‐19 Jul‐19 Aug‐19 Sep‐19 Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20
CalWIN Release Delivery ImpactRev. 5/1/2019
*Forecasted total Effort Hours will increase asestimates are finalized and if additional content is added to the releases.
R57 –5/13/19(68,796 Effort Hours*)
31602 Migration of Historical CC to ECM47830 ARC Updates with ACL 17‐11247917 CalWIN 2D Bar Codes Added to Correspondence 48164 RMR 2.3 Permanent Solution 48465 SSI Cash‐Out AB181148554 NA 692 and Reinstatement of CAPI 48657 Updates to Verification Checklist (VCL)48665 Report Output Content Management Solution 48673 AB480 WTW Diaper Supplement48907 Transitional Nutrition Benefit Program AB181149020 Long Term Solution for MAGI NCO 49021 Updates to the CSC 68 49709 SSI Cash out eICT data element transfers49416 Medi‐Cal No Change Annual Redetermination NOAs PHASE
5/13/2019R57 IMP
3/11/2019 ‐ 5/3/2019R57 UAT
R58 –8/12/19(17,909 Effort hours*)
47507 Self Service Administrative Portal49029 WTW 24 MTC‐2 Parent Extender49130 Spousal Impoverishment Provisions ACWDL 17‐25 49167 CDSS CF 18 CalFresh Churn Report 49238 Re‐evaluate the Create a MyBCW Account Process In MyBCW 49386 AB557 HA Payments49417 Express Lane Eligibility 49712 Limit IHE and AE Over issuance to Three Years 50197 CD CCS Text Notifications to Specific Clients50629 Individual Level Eligibility Determinations (ACWDL 16‐16)
6/10/2019 ‐ 8/2/2019R58 UAT
8/12/2019R58 IMP
6/24/2019R57B IMP
R57B –6/24/19(7,459 Effort Hours* )
49880 Income Data Quality Enhancements Phase II (CalHEERS 106890) 49881 Non Compliance Reasons (CalHEERS 119408) 50288 Same Day Remediation BREFs C Part 1 (CalHEERS 109744)50142 TOD CalHEERS Release 19.651229 Change in I94 from Numeric to Alphanumeric (CalHEERS 139419)
11/11/2019R59 IMP
R59 –11/11/19(11,912 Effort hours*)
48760 CMS – Production of CMS Performance Indicators (PI)49715 ACL 18‐84 WTW Participation Requirements50565 Relative Placements Emergency Assistance50566 ACL 18‐43 TOA NOAs. 50780 Update MEDS Alerts from MEDS Home Extranet50727 Auto Case Matching for Referrals50780 Update MEDS Alerts from MEDS Home Extranet 51167 Auto Update Renewal date for e‐verified but CalWIN batch exception 51168 Pre‐ACA Aid Codes Updates 51192 Align Validation Messages within MyBCW, County Worker and CalWIN51378 eICT Phase III
9/9/2019 ‐ 11/1/2019R58 UAT
R58B –9/23/19(Effort Hours ‐ TBD* )
50744 Medi‐Cal Young Adult Expansion50944 CalHEERS 2020 Renewals (CH #136022)51176 New CA Subsidy to 600% (CH137942)50939 Tax Cuts and Job Act 2019 (CalHEERS 138728)
R60 –2/10/20(7,000 Effort Hours*)
48563 Applications or Renewals with No Potential MAGI (ACDWL 18‐16) 51002 Re‐Evaluate the Special Indicator and ENOA Process in MyBCW 50941 Medi‐Cal Non‐MAGI Denial & Disc NOA due to no linkage51361 Additional Immigration Statuses for Non‐MAGI Programs
9/23/2019R58B IMP
12/9/2019 ‐ 1/31/2020R60 UAT
2/10/2020R60B IMP
2/10/2020R60 IMP
R60B –2/10/20(Effort Hours ‐ TBD*)
51205 IAP Transition Enhancements (CalHEERS 124914)
Agenda Item 10.3
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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The below is a compilation of updates as provided by WCDS and Infosys leadership relative to their role of responsibility.
EXECUTIVE UPDATE: Diane Alexander, WCDS Executive Director CalSAWS Update All Regional Road Shows have been held with the last one being Region 4 on Monday May 6th. They have been well attended and received. Follow-up meetings and calls will be scheduled as each region makes their selections for the JPA Board and PSC members. Functional Design Sessions are currently being scheduled and will be held over the next two to six months. The JPA Agreement and MOU Boards of Supervisors’ approval deadline is May 15, 2019. Please let Stacey Drohan at [email protected] know what date your county will be taking these documents to your BOS for approval, if not already done so, and once approval is obtained. The first stage of the CalSAWS staff recruitment has been completed and staff have been notified. Transition plans will be put into place for selected staff that need to be back-filled. The second stage of the CalSAWS staff recruitment will seek staff for back-fill purposes, as well as unfilled CalSAWS positions. Other Items We continue to work with CDSS and DHCS on establishing access for their designated users to the CalWIN BI solution in anticipation of the new expansion of SSI to CalFresh policy change and requirement to access those data elements in BI for reporting purposes. ClearBest, Inc. was selected as the CalSAWS QA vendor. Contract negotiations have begun. Once negotiations have completed, the QA contract will go through State and Federal review and approval with an anticipated start of July 1, 2019.
FINANCIAL UPDATE: Holly Murphy, WCDS Director of Finance
April/May Highlights
• The DXC contract extension is with counties for Boards of Supervisors’ for approval. Signed contracts are due June 28, 2019.
• CSAC monthly statements have been brought up to date by CSAC and include corrections to cost category assignments in prior months. Validation by PMO continues.
Agenda Item 10.4
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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• The CSAC contract extension was finalized and distributed to counties on March 7, 2019 to obtain Boards of Supervisors’ approvals due by May 31, 2019.
• CalSAWS DD&I county allocations for SFY 2019/20 were distributed on April 17, 2019; the IAPDU is in development for expected submission on June 3, 2019.
• A target topic session was held on April 17, 2019 with the CalWIN Fiscal SMEs to review the quarterly county share process, tracking and reporting. The next CalWIN Fiscal SME conference call is planned for May 15, 2019 and monthly thereafter to focus on transition topics.
• The team has been focused on year-end projections and corresponding allocation adjustments: Revised CalWIN M&O county allocations were distributed on April 30, 2019, and revised county allocations for AB1811 SSI Cash-out Reversal Automation were distributed on April 24, 2019. Revised CalSAWS Planning allocations are in process.
STRATEGIC UPDATE: Rodain Soto, WCDS Strategic Deputy Director This past month, the CalWIN Reporting Executive Steering Committee discussed barriers to CalWIN Business Intelligence (BI) platform adoption. CalWIN addressed some of the communicated barriers previously and some items have ongoing efforts for improvements. The Steering Committee requested that WCDS gather and communicate progress and current status on eight perceived barriers. The following list captures the current identified barriers:
1. Data Integrity 2. Poor Report Performance 3. System Capacity for Additional Load/User 4. Data Availability Issues 5. 65000 row limit to queries and extracts 6. BI User Password Reset Process 7. Lack of Single Sign-On with CalWIN Application 8. Lack of User Expertise
WCDS shared the details of each item and mitigation steps (workarounds, short-term and/or long-term) with the Steering Committee. As the next step, this same information will be communicated at OPAC, shared with the BI SME group, and distributed by CIT to counties. The intent is to make sure all counties make adoption decisions based on current information. The Steering Committee will continue to provide oversight on progress and confirm recommendations to address these and any future barriers.
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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OPERATIONS UPDATE: Henry Arcangel, WCDS CalSAWS Migration/Technical Operations Manager
CalWIN Cloud Governance Policy
As with many states, the State of California is actively pursuing a “Cloud First” direction in its efforts to move to Digital Government. The single California Statewide Automated Welfare System (CalSAWS) technology direction is to run on a FedRAMP secure cloud data center, located in an Amazon Web Services (AWS) region called US-West-2 (Portland, OR).
The CalSAWS migration activities will include planning, designing, moving and testing CalWIN data into a secure cloud data center. WCDS is moving forward to position its Counties to run on the CalSAWS.
Prior to any CalWIN cloud activity, WCDS has requested that DXC create and adopt a CalWIN Cloud Computing Services Policy to show that the CalWIN data is appropriately safeguarded when running services or storing data within a cloud environment. This policy will outline best practices and processes for using cloud computing services in support of the processing, storage and management of CalWIN data within a cloud computing environment. The policy will be reviewed by the WCDS Strategic Architecture Committee and recommended for approval by the WCDS Executive Director.
REGIONAL MANAGERS UPDATE: Henry Arcangel, WCDS CalSAWS Migration/Technical Operations Manager
Regional Managers continue to prepare to work in the new CalSAWS regions and immerse themselves into the governance processes while continuing to support the CalWIN counties. The activities for the current month include:
• Hosting and facilitating the Regional Roadshows • Continuing CalSAWS Committees Kick-off planning to occur after the roadshows are completed • Preparing to attend upcoming Functional Design Sessions • Continuing to prepare the WCDS Counties for the transition to the CalSAWS regions • Facilitating County Direct Guiding Principles Workgroup and managing the draft document for
finalization by 6/10/19 Please continue to reach out to your current Regional Manager for any questions, issues or concerns.
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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PORTFOLIO AND PROGRAM: Lynn Bridwell, WCDS Applications Deputy Director CalFresh Expansion
The CalWIN changes for implementing the CalFresh Expansion will be live in Production May 13, 2019. A tremendous amount of effort has been performed to get all the components ready and tested. The past three weeks for UAT have been very busy for 7 of our CalWIN counties (Contra Costa, Fresno, Orange, San Francisco, Solano, Santa Cruz, and San Diego) have contributed to testing the three changes. In April, several Counties expressed concerns regarding the short time left to complete testing given the latest requirement changes made as a result of clarifications of policy from CDSS and constraints with testing environments. WCDS, Infosys and DXC rallied to provide more support and met with counties to determine specific needs to help them through the final two weeks of testing.
CalHEERS Release schedule
CalHEERS has nearly finalized their 2020 release schedule. The schedule will reflect the same timing as prior years with three of the releases that include changes which require a related SAWS change. In April there have been several changes moved from September 2019 release to sometime in 2020, once of which is the “Override and Eligibility Determination” designed to be a help for County users. This change is help facilitate County users be able to “override” incorrect results from CalHEERS. CWDA has been advocating this change on the Counties behalf for a few years. CalWIN continues to adjust and realign our respective changes to match/align with CalHEERS release content changes.
Cost Estimates
WCDS received 20+ requests for cost estimates. Nearly all were related to providing preliminary cost estimates to legislation being proposed. The cost estimates will need to be updated again to capture changes as a result of amendments. WCDS anticipates a new round of cost estimate requests once the May Revise is released.
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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QUALITY ASSURANCE: Ajeet Mohanty, Infosys QA Project Director
SERVICE LEVEL AGREEMENT (SLA) ASSESSMENT UPDATES The SLA assessment results for April 2019 will be provided in next month’s report. The SLA assessment for March 2019 is mentioned below. For the March 2019 month, 2 SLAs were determined as not met.
• SLA 3.1.6 Deliverable(s) Produced in Change Request Delivered to UAT on Schedule: 10 projects entered UAT in Mar 2019; 3 out of 10 projects did not meet the SLA criteria. Infosys recommends exception for 2 of the 3 projects and does not recommend exception for the 3rd project PPM# 48673. For the third project, DXC requested for exception stating late-MOD as the reason. Post analysis of SDLC phases of this project, Infosys observed that neither STR was delivered nor MOD was created in the March SLA month. The new STR delivery date was not documented in PPM, and the initial MOD created in March was canceled in PPM. Infosys does not recommend exception for the third project.
• SLA 3.1.14 Backup Completion and Server Data Retention: Performed independent assessment for Backup completion based on the draft version of Backup job schedule for VM & FS (pending for Oracle8) shared by DXC. For SLA performance standard ‘100% of backup jobs (scheduled) should be run at least once in a month’. Infosys observed that some of the jobs present in the schedule (VM & FS) were not run for Mar 2019; hence SLA is evaluated as ‘Not Met’. DXC disagrees with Infosys assessment and believes that all the jobs were run, and that data extract provided to Infosys needs to be fixed.
* Beginning July’18, the SLAs 3.1.8, 3.1.9, and 3.1.10 (under Contact CalWIN), and SLA 3.7, and 3.8 (under Covered CalWIN) will have the same results as their respective SLAs 3.1.13, 3.1.16, and 3.1.17 under Core CalWIN. They will not be marked/counted as N/A. Thus, decrease in N/A count in the above graph.
ENTERPRISE RISK AND ISSUE MANAGEMENT UPDATES For the past month, high priority issues and risks were being continuously monitored and tracked. The strategy is to resolve and mitigate.
Risk/Issue Description Status Comments Risk # 50937
Delay in R57 UAT due to last minute requirement changes for multiple projects in the release
The measures put in place have proven effective in monitoring the requirement changes and stabilizing. The projects, with continuing requirements changes, are being tracked in Go-to-Green meeting where cross-organizational support is
This risk was identified during the initial stages of R57 UAT. Many last-minute changes were being done to baseline requirements belonging to multiple projects of R57. These requirement changes were causing rework in testing and creating gaps in communicating the final set of requirements for County UAT validation. There was a possibility of delay in R57 if the UAT validation does
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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Risk/Issue Description Status Comments provided. The risk is under control and poses no concern to the success of the release.
not complete on time. Measures were put in place in daily and weekly reports to track any requirement changes.
Issue # 49860
Inability to bring up the requisite services within the 24- and 48-hour timeframe during the 2018 DR Drill This issue was created after the risk #40515 was realized.
DXC has published the plan to resolve all the items and gaps identified during 2018 Live DR Drill exercise. The remediation for the open DR issues is in progress as per the published plan. DXC is gearing up for the scheduled DR Exercise in May’19. DR Drill for May’19 is scheduled from 6th to 17th. This DR drill exercise will not involve County.
April update - the remediation for the open DR issues is in progress as planned. DXC is gearing up for the scheduled DR Exercise in May. DR Drill for May is scheduled from 6th to 17th.
In 2018, the DR drill occurred between 11/05 to 11/16 and was extended another week till 11/23. The contractual requirement of bringing up necessary services within 24 hours and 48 hours was not met. The DR drill was considered unsuccessful. Additionally, during the extended period till 11/23, some part of the system could be brought up and successfully validated by DXC. The top issues and learnings experienced during the DR Drill included issues around network connectivity in the initial days, Core CalWIN Database replication inconsistency, Oracle Service Bus server replication, and physical servers unable to boot from the Storage Area Network (SAN).
TECHNICAL AND SECURITY UPDATES The reporting month opened with a potential ransomware email that was sent on March 30th to a staff member. The staff member opened the email on April 1st and immediately notified the Security Team. The email turned out to be an extortion email where the staff member’s email was derived from a 2016 LinkedIn data breach. The staff member’s laptop was scanned and analyzed, and no additional malicious code was found. No other similar emails were found within the CalWIN ecosystem during the reporting period.
Security remediations continue to make progress as the total count of vulnerability decreased by 7%, and the number of systems with critical and high vulnerabilities continue to trend downward. Despite a 1% increase in total critical vulnerabilities, the total number of high and medium vulnerabilities decreased by 7% and 10% respectively. Overall Linux patching remains at about 46% due to the disaster recovery (DR) drill preparation.
The last set of security awareness posters and banner have been installed within the CalWIN workspace.
WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019
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IV&V AND USER ACCEPTANCE TESTING (UAT) UPDATES Release 57 (Go Live 05/13/19), Release 57B (Go Live 06/24/19):
• IV&V testing for R57 started as per planned schedule on 03/11/2019. Testing is 88% complete as of
4/26/2019, and it is progressing as per of planned schedule. Requirements Instability and Parallel Project Execution are significant challenges for this release.
• Release 57B scheduled Production Release date is 06/24/2019. IV&V test planning, test data identification and test scripting for R57B are complete. The test execution is planned to start the first week of May 2019.
• UAT execution and validation started as per plan on 03/11/2019. There is a total of 14 projects out of which participating Counties will validate 11 projects. Three projects cannot be tested in UAT environment and hence will be verified as over-the-shoulder testing and artifact review by IV&V team. Counties participating in UAT are – Fresno, San Francisco, San Diego, San Luis Obispo, Orange, Solano, Contra Costa, Sacramento, San Mateo, Santa Clara, Santa Cruz, Placer. Last five counties are involved outside their rotation-round for UAT as they were one of the PAT counties engaged in specific R57 projects. Placer volunteered to support validation of SSI Cash-out changes.
• Counties are experiencing challenges in UAT execution due to continuous change in requirements and system testing occurring in parallel to UAT testing. The requirement changes are being tracked and addressed as part of risk# 50937.
• Release 57 contains complex business scenario projects like SNB and TNB projects (SSI Cash Out changes). These projects are heavily dependent on accelerated environment for validation of recertification process and validation of multiple other scenarios post RRR/SAR7 process. For acceleration, all Counties are using one environment, and for SDG an additional environment was set-up. Additional test case-data was provided to Counties so that there is no shortage of test cases. Overall the UAT validation is progressing and expected to finish on time.