1
2
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
3
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
Improve health and safety of children
Increase safety, security and accountability of CYFD employees
Access anywhere, anytime to critical case management data
Improve staff productivity
Reduce IT operational support and maintenance cost
4
EPICS Master Project
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
5
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
6
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
7
EPICS Master Project
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
8
EPICS Master Project
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
9
EPICS Master Project
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
10
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
11
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
12
EPICS Master Project
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
13
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
14