Children, Youth and Families Department
EPICS
EPICS Master Project
June 26 2013
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Introductions
Damien Aragon, CIO
Vicki Gallegos, Deputy Director, Applications Development
Deborah Gallegos, Deputy Director, Operations
Diana Gonzalez, Director, Early Childhood Services
Steve Hendrix, Data Unit Manager, Early Childhood Services
Greg Nelson, Project Manager, Juvenile Justice
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EPICS Master Project
Overview
EPICS - Enterprise Provider Information Constituent Services
An enterprise web-based system to meet the needs of all CYFD program
areas and their clients.
EPICS is a multi-year, phased project with a current budget of $10.5 million.
Phases
Phase 1
Provider Management
FY12
FY13
FY14
FY15
FY16
Work
Completed
Completed
Funded
Phase 2
Client Management
Phase 3
Service Management
Phase 3
Race to the Top
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In Progress
Partially Funded
Funded
Funded
EPICS Master Project
Certification Requests
EPICS Phase 1 – Provider Management
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Change Request
Requested 4/13/13 - Increase Budget $80.0 (federal funding – encumbered)
Removed Automated SHARE interface from Phase 1 - Implemented Contingency Plan
EPICS Phase 3 – Service Management
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Certification and Release of Funds
FY14 C-2 Request – Fully Funded $3,454.2
Timeline FY14-FY15
EPICS Phase 3 – Race to the Top
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Certification and Release of Funds
Federal Grant - $4,700.0
Timeline FY14-FY17
EPICS Master Project
Phase 1
Phase 1 Provider Management
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Background Check and Child and Adult Food Program
Accomplishments
 Software Complete
 Includes CAaNES Security Audit
Pilot – July 2013
 Includes External Food Program Providers
Production Implementation – October 2013
EPICS Master Project
Phase 2
Phase 2 Client Management
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Client - Foundational Components
Accomplishments (FY13)
 Planning Complete
 Implemented 2 Iterations
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Client and Staff Management
Implementation (FY14)
 Additional Iterations Scheduled
 Scope will be modified to include automated SHARE interface
 Production Implementation of components will occur as functionality is
complete
EPICS Master Project
Phase 3
Phase 3 Service Management
FY14 C-2 Request - $3,454.2
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Includes Multiple CYFD Standalone Systems
 Juvenile Justice Facilities
 Expanded Background Check Functionality
 Domestic Violence
Planning (FY14)
 Certification and Release of Funds
 Workflows
 Planning Phase (July 2013 – September 2013)
 Contracts
Implementation (FY14/FY15)
 Development (October 2013 – June 2015)
EPICS Master Project
Phase 3
Phase 3 Race to the Top
FY14-FY17 Federal Grant - $4,700.0
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Includes Early Childhood Services
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Child Care Replacement (FACTS)
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Pre-Kindergarten
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Race to the Top Components
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Planning (FY14)
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Certification and Release of Funds
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Workflows
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Planning Phase (July 2013 – September 2013)
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Contracts
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Implementation (FY14-FY17)
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Child Care
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Pre-K
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Development (October 2013 – June 2016)
Pilot (July 2016-Sept 2016)
Production (October 2016)
Development (July 2016-June 2017)
Pilot (July 2017-Sept 2017)
Production (October 2017)
EPICS Master Project
Future Phases
FY15 C-2 Funding Request
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Request funding to include FACTS Juvenile Justice functionality
Development (July 2014 – June 2016)
FY15 Protective Services – Federal Planning (SACWIS Compliance)
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Submit Federal Advanced Planning Document
FY16 C-2 Funding Request
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Request funding to include FACTS Protective Services functionality
EPICS Master Project
Timeline
EPICS Master Timeline
Phase 1 – Provider Management
$1.1 million Federal & General Funds
Funded
Unfunded
Phase 2 – Client Management
$1.2 million, FY13 C-2 Funds
Phase 3 – Service Management
$3.5 million, FY14 C-2 Request
Phase 3 – Race to the Top
$4.7 million, Federal Funds
12/31/2016
FACTS
Phase 4 – FACTS Juvenile Justice
$ TBD, Future C-2 Request
Turned Off
Phase 5 – FACTS Protective Services
$ TBD, Future C-2 Request
FY12
10
FY13
FY14
FY15
FY16
FY17
Questions?
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