Child Welfare Services – New System Project Briefing

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October 23, 2013
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What is Child Welfare Services New System Project?
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Why a new system?
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When can I expect a new system?
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What’s next?
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Question & Answers
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Procure and Deliver the Child Welfare Services
New System (CWS NS)
Replace the legacy Child Welfare System/Case
Management System (CWS/CMS)
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Not meet all Federal requirements
Out dated technology is expensive to maintain
Limited ability to upgrade
Limited data sharing
As of July 1, 2013, officially started activities
to procure a vendor who can deliver the new
system.
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 May 2011 - CWS/Web Project Suspended
 July 2011 – Started the development of the CWS Automation
Study mandated by the Budget Act of 2011
 April 2012 – Submitted the CWS Automation Study to the
Legislature
 July 2012 – Started the development of a Feasibility Study
Report (FSR)
 January 2013 - California Technology Agency approves the
CWS-NS Project’s FSR for the Planning and Procurement Phase
‣ July 2013 – Launched the CWS – New System Project
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Better meet the needs of the Child
Welfare Practice
Meet Federal Standards for Statewide
Automated Child Welfare Information
System (SACWIS )
“Comprehensive automated case
management tool that meets the needs of
all staff involved in foster care and
adoptions assistance case management.”
Continued Federal Funding Participation
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Intake Management
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Assessments
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Case Management
(CM) –Case Planning
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RM – Services
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CM – Services
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Quality Assurance
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CM – Placement
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Administration
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CM – Adoptions
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General Capabilities
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Court Processing
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Self-Service
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Eligibility
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Interfaces
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Financial Management
Resource Management
(RM) – Licensing
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Implement Information Exchange
 Federal SACWIS Required
 Eligibility (Title IVE, Medicaid, TANF)
 Child Support
 Child Abuse and Neglect (CAN)
State options
 Courts
 Education
 Immunizations
 Others
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Improve System Access
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Improve Business Collaboration
parents, foster parents, child and
multidisciplinary teams
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Improve Outcome
Driven Planning, Management and Assessment
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Improve Resource Utilization
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Researched available solutions through the
Internet
Contacted other States
Conducted a Request for Information
Seven vendors responded stating their solution could meet
an average of 74% of the CWS Critical Functionality straight
out of the box
Conducted an internal assessment of CWS/CMS
CWS/CMS currently provides approximately 24% of the CWS
Critical Functionality
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Buy/Build Approach
Acquire a Pre-Built Solution
Develop Custom Extensions (i.e.,
Custom Software Code)
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The CWS New System should rollout in phases in 2016 and 2017
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Project started July 1, 2013
Building staff and establishing tools
Currently Documenting Requirements
◦ Collaborating with counties and other
stakeholders
◦ Building Business Practice Packages - a
combination of:
Business Process Workflows
Operational Scenarios
Business Requirements
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Process Business Activity
Code Process Code
1.0
Get Up
1.5
Activity
Operational
Scenario
Have
After person
Breakfast gets dressed,
the person has
breakfast. After
breakfast, the
person decides
whether to wear
a coat before
leaving house.
Business
Requirement
Code
Business
Requirement
1.5.1
A person shall
have the
capability to
eat.
If yes, the
person puts on
a coat.
If no, the person
leaves the house
without a coat.
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
Intake Management


Assessments

Case Management
(CM) –Case Planning

RM – Services

CM – Services

Quality Assurance

CM – Placement

Administration

CM – Adoptions

General Capabilities

Court Processing

Self-Service

Eligibility

Interfaces

Financial Management
Resource Management
(RM) – Licensing
Finish Requirements in Spring 2014
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
Procurement is about two years
Market research
Assemble staff and resources
Document Business Requirements
Create Request for Proposal (RFP)
Get approval to release the RFP
Release the RFP
Vendor’s prepare and submit bids
State/counties evaluate the bids
Select winning bidder
Get approval of winning bidder and contract
Get funding approval for the Development and
Implementation phase
◦ Award the contract
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System Development and Delivery is two to three
years
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
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Child Welfare Services New System Project is
underway
Procurement process is to ensure fair and
open competition to deliver the best value
solution
Focus is on meeting the needs of the Child
Welfare Program
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