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Children, Youth and Families Department

EPICS

EPICS Master Project

Status Update

July 2014

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Introductions

Damien Aragon, CIO

Vicki Gallegos, Deputy Director, Applications Development

Deborah Gallegos, Deputy Director, Operations

Steve Hendrix, Director, Early Childhood Services

Ray Vigil, Data Manager, Early Childhood Services

Greg Nelson, Project Manager, Juvenile Justice

Rick Thompson, Operations Research Analyst, Juvenile Justice

EPICS Objectives

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Improve Program Performance and Efficiency

Improve response to client needs

Provide a single point of entry for CYFD services

Alignment of services

Increase agency responsiveness to federal and state legislation changes

Increase safety, security and accountability

Improve health and safety of children

Increase safety, security and accountability of CYFD employees

Enterprise Web-Based System

 Access anywhere, anytime to critical case management data

Reduce Agency Cost

 Improve staff productivity

 Reduce IT operational support and maintenance cost

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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

EPICS Master Project

Summary

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EPICS Phase 1 – Provider Management

Completed

Production Implementation – November 2013

EPICS Phase 2 – Client Management

 Completed

 Production Implementation – August 2014

EPICS Phase 3 – Service Management

FY14 C-2 Request – Fully Funded $3,454.2

Development In Progress – 35% complete

Timeline FY14-FY15

EPICS Phase 3 – Race to the Top

 Federal Grant - $4,700.0

Focus on Child Care Services from FACTS and Pre-K

Development In Progress – 25% complete

 Timeline FY14-FY17

EPICS Phase 4/Phase 5

Future C-2 Funding Requests

Will address remaining FACTS functionality

EPICS Objectives -

Phase 1 Accomplishments

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Improve Program Performance and Efficiency

Duplicate “person” not allowed in EPICS

 Improves quality of data

Improved Claim Process

 External Provider electronic claim submission

Federal Compliance

 Monitor meals to children - assure USDA compliance

Increase Safety, Security and Accountability

CYFD staff view all persons in facilities and status of background check

EPICS prevents CYFD services if individuals in facility not cleared by a background check

Sex Offender Web Service with DPS

 Increased safety

 Monitors previously cleared applicants - positive match results in removal of client(s) from home or center

Enterprise Web-Based System

Improved communication/data sharing between program areas and with CYFD providers

External Provider access to claim data – Monitor claim from Approval to Payment

Reduce Agency Cost

CYFD program monitors – Online access to data in field

 CYFD saved ~ 9 hours of administrative time per week

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EPICS Master Project

Completed – Phase 1, Phase 2

Phase 1 Provider Management

Provider - Foundational Components

Accomplishments

Completed

Replacement for externally supported Child and Adult Care Food Program system (CACFP)

Integrated Provider Background Check System

Production Implementation November 2013

Phase 2 Client Management

 Client - Foundational Components

 Accomplishments

 Completed

Focus on Person and Staff Components including Human Resources (HR)

Production Implementation August 2014

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EPICS Master Project

Phase 3 – Detailed Status

Phase 3 Service Management

FY14 C-2 Request - $3,454.2

 Includes Multiple CYFD Standalone Systems

Juvenile Justice Facilities

Expanded Background Check Functionality

Domestic Violence

Contract Tracking (added for FY15)

Accomplishments (FY14)

Professional Services Contracts in place

Contractors trained

Implemented 2 Iterations

Planned (FY15)

Additional 3 Iterations

Production Implementation

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EPICS Master Project

Phase 3 – Detailed Status

Phase 3 Race to the Top

FY14-FY17 Federal Grant - $4,700.0

 Accomplishments (FY14) – Child Care Replacement (FACTS)

Professional Services Contracts in place

Contractors trained

Implemented 2 Iterations

Planned(FY15/FY16) – Child Care Replacement (FACTS)

Additional 5 Iterations

Race to the Top Components/PED

Production Implementation – October 2016

Planned (FY17) – Pre-K

2 Iterations

Production Implementation - October 2017

EPICS Master Project

SHARE Interface

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Planning

Meetings with SHARE Deputy Director, Cassie Hayne

Investigating interface options available in upgraded (future) versions of SHARE

Communicated need for coordinated development and testing with SHARE team

Outstanding Issues:

Support for debit card functionality – not available in SHARE

Will need to manage payments from SHARE, FACTS during cutover period (to be defined)

Need to determine EPICS model

Accounts Payable Interface

Outstanding Issues:

Vendor Data from SHARE

SHARE Interface Requirements

Need to develop in FY15 – Required for Race to the Top

Contingency Plan – Implement FACTS Accounts Payable model

Human Resources Interface

Long Term plan – Automated load from Share

Phase 2 includes an EPICS interface to manually upload a Share data file

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EPICS - Technical

Best Practices

Software Development

Employ Java JEE Industry Standards

Agile

 Integration

 Redmine Project Management Tool

Version Control

Code Review

 Test Cases

Infrastructure

 Maximize Open Source Tools

 Upgrades - Current

Security

 Annual EPICS External Security Assessments

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EPICS Master Project

C-2 Funding Requests - Future

FY16 EPICS Phase 4 – FACTS Juvenile Justice

Not Funded in FY15

Requesting $3,005.4

Development (July 2015 – June 2017)

FY17 EPICS Phase 5 – FACTS Protective Services

Final Phase

Federal Compliance

Development (July 2016 – June 2018)

EPICS Master Project

Timeline

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EPICS Master Timeline

Phase 1 – Provider Management

$1.1 million Federal & General Funds

COMPLETED

Phase 2 – Client Management

$1.2 million, FY13 C-2 Funds

COMPLETED

Phase 3 – Service Management

$3.5 million, FY14 C-2 Request 35%

Completed

Phase 3 – Race to the Top

$4.7 million, Federal Funds

Funded

Unfunded

25%

Completed

Phase 4 – FACTS Juvenile Justice

$3 million, FY16 C-2 Request

FACTS

Turned Off

Phase 5 – FACTS Protective Services

TBD, Future C-2 Request

FY12 FY13 FY14 FY15 FY16 FY17 FY18

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Questions?