WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS M EETING ...calwin.org/bod/WCDS BOD Agenda Pkg...

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, May 15, 2015

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street Sacramento, California 95814

AGENDA

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, May 15, 2015

Time: 12:00 P.M. to 2:00 P.M.

Location: Library Galleria, 828 I Street, East Room, Sacramento

Attendees: County Directors and/or Delegates CWDA Alameda, Lori Cox Christiana Smith Alameda, Don Edwards Contra Costa, Kathy Gallagher First Data Staff Fresno, Delfino Neira Diane Alexander Orange, Mike Ryan Karen Tinucci Placer, Linda Patterson Sacramento, Ann Edwards HP Enterprise Services, Inc. San Diego, Rick Wanne (Co-Chair) Chris Van Vlack San Francisco, Dan Kalamaras San Francisco, Trent Rhorer OSI San Luis Obispo, Lee Collins Kristine Dudley San Luis Obispo, Kevin Smith Kurtis Knapp San Mateo, Iliana Rodriguez Santa Barbara, Daniel Nielson WCDS Staff Santa Clara, Robert Menicocci Henry Arcangel Santa Clara, Umesh Pol Lynn Bridwell Santa Cruz, Cecilia Espinola Stacey Drohan Solano, Angela Shing Sheila Lossner Sonoma, Jerry Dunn Steve Maciel Tulare, Juliet Webb Jo Anne Osborn Ventura, Barry Zimmerman (Co-Chair) Hali Reyes Yolo, Nancy O’Hara Rodain Soto

OPEN SESSION 12:00 1. Call to Order by WCDS Co-Chair and Introductions (Barry Zimmerman) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman) 12:05 3. Approval Items

3.1 Board of Directors’ Draft Meeting Minutes, 4/10/15 – Attachment 3.1 (Barry Zimmerman) 12:06 4. SAWS Updates (Kristine Dudley)

4.1 Technical Assessment 4.2 OCAT Update

1

AGENDA WCDS Board of Directors’ Meeting

May 15, 2015

4.3 Consortia Staffing Assessment 4.4 Annual Audit of CalWIN Budget 4.5 SAWS Executive Steering Committee Meeting Update

12:20 5. Decision / Action Item(s) 5.1 Summary of E-Vote/Action Results – Attachment 5.1 (Hali Reyes)

• Advanced Analytics Foundational Work / Gap Funding • Appoint/Volunteer OPAC Co-Chairs for FY2015/2016 • WCDS Board of Directors’ Meeting, 6/12/15 • WCDS Board of Directors Co-Chair FY2015/2016 Election

5.2 Contact CalWIN Rotation Schedule Recommendation – Attachment 5.2 (Henry Arcangel)

12:40 6. HP Updates (Chris Van Vlack)

6.1 Production Performance Update – Attachment 6.1 6.2 Operations Excellence Update – Attachment 6.2

1:00 7. Portfolio Review 7.1 First Data Quality Assurance Executive Summary Report – Attachment 7.1 (Karen Tinucci)

7.2 Strategic Updates 7.2.1 CalWIN / HP ENVISION Summit Overview, 4/15/15 (Hali Reyes) 7.2.2 Strategic Goals 1, 2, 3 - Attachment 7.2.2 (Rodain Soto) 7.2.2.1 Strategic Goal 3 – Sample Marketing Materials

7.3 Upcoming Releases / Change Requests - Attachment 7.3 (Lynn Bridwell)

1:30 8. Discussion Item(s) 8.1 Data Expo Meeting, 5/11/15 (Hali Reyes) 8.2 Strategic Planning Meeting, 6/10/15, Framework – Attachment 8.2 (Hali Reyes) 8.3 Transition Activities – Attachment 8.3 (Henry Arcangel, Steve Maciel) 2:00 9. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION 10. Approve - None 11. Discussion - None 2:00 12. Closed Session Adjournment and Next Meetings (Barry Zimmerman)

12.1 Board & Other Meetings Schedule • Strategic Planning Meeting, 6/10/15 from 9:00 AM to 3:00 PM, The Citizen Hotel, Sacramento • Board of Directors Meeting, 6/12/15 - CANCELED

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AGENDA WCDS Board of Directors’ Meeting

May 15, 2015

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 2015 are as follows: January 16, February 20, March 13, April 10, May 15, June 12 (Canceled), August 14, September 11 and November 13; 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. Materials that are not posted are available for public inspection between 8:00 A.M. and 5:00 P.M., Monday through Friday, at 950 Iron Point Road, Folsom, CA 95630. 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 950 Iron Point Road, Folsom, CA, 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) 608-3367 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 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 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.

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http://www.calwin.org/bod.asp

MEETING MINUTES

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, April 10, 2015

Time: 12:00 P.M. to 2:00 P.M.

Location: Library Galleria, 828 I Street, East Room, Sacramento

Attendees: County Directors and/or Delegates CWDA Alameda, Lori Cox Christiana Smith X Alameda, Don Edwards Contra Costa, Kathy Gallagher X First Data Staff Fresno, Delfino Neira X Diane Alexander X Orange, Wendy Aquin for Mike Ryan T Karen Tinucci T Placer, Linda Patterson X Sacramento, Mary Sabillo for Ann

Edwards X HP Enterprise Services, Inc.

San Diego, Rick Wanne (Co-Chair) Brett Barton X San Francisco, Dan Kalamaras for Trent

Rhorer X Chris Van Vlack X

San Luis Obispo, Lee Collins Dawn Wilder X San Luis Obispo, Kevin Smith T San Mateo, Al David for Iliana Rodriguez X OSI Santa Barbara, Daniel Nielson Kristine Dudley X Santa Clara, Robert Menicocci Kurtis Knapp Santa Clara, Umesh Pol X Santa Cruz, Cecilia Espinola X WCDS Staff Solano, Angela Shing X Henry Arcangel X Sonoma, Karen Fies for Jerry Dunn X Lynn Bridwell X Tulare, Juliet Webb X Stacey Drohan X Francena Martinez T Sheila Lossner X Ventura, Barry Zimmerman (Co-Chair) X Steve Maciel X Yolo, Nancy O’Hara T Jo Anne Osborn Hali Reyes X Rodain Soto X Michael Jahangiri X

OPEN SESSION 1. Call to Order by WCDS Co-Chair and Introductions (Kathy Gallagher*) *Kathy Gallagher/CCC will act as Chair on behalf of Rick Wanne and Barry Zimmerman. The meeting was called to order at 11:45 AM.

Agenda Item 3.

1

MEETING MINUTES WCDS Board of Directors’ Meeting

April 10, 2015

Michael Jahangiri was introduced; he joins WCDS as a contractor and will be dedicated to the Business Intelligence project.

2. Agenda Review and Comments by WCDS Co-Chair (Kathy Gallagher) Note: With several Directors unable to attend today’s meeting, Approval and Action Items will be sent to

Directors via e-mail for e-vote. 3. Approval Items

3.1 Board of Directors’ Draft Meeting Minutes, 3/13/15 – Attachment 3.1 (Kathy Gallagher) Motion: Delfino Neira/FRS motioned to approve the draft 3/13/15 meeting minutes as written. Cecilia Espinola/SCZ seconded. All in favor.

4. Decision / Action Item(s) 4.1 Board of Directors’ Meeting, 6/12/15 – Attachment 4.1 (Hali Reyes) 4.2 Appoint/Volunteer OPAC Co-Chairs for FY2015/2016 – Attachment 4.2 (Hali Reyes) Action Item: WCDS to email Items 4.1 Board of Directors Meeting 6/12/15 and 4.2 Appoint / Volunteer OPAC

Co-Chairs for FY2015/2016 to Directors for e-vote. 5. SAWS Updates (Kristine Dudley, Kurtis Knapp) 5.1 OSI Updates

• Technical Assessment OSI is conducting an assessment on WDTIP to help determine long-term direction of the system. The assessment is almost complete.

• OCAT OSI is assisting CDSS in assessing proposed technical solutions for OCAT.

• Consortia Staffing Assessment OSI is conducting a staffing assessment of Consortia to have a better understanding of resources needed to support the organizations.

• Annual Audit of CalWIN Budget

OSI will soon release solicitation document. 5.2 SAWS Executive Steering Committee Meeting Update (Kristine Dudley)

Meeting highlights included: • CalHEERS updates – A comprehensive list of Counties’ workarounds is being developed to map them to

CalHEERS/defects, SAWS releases and/or policy decisions to track when workarounds will be retired and identify any potential training gaps.

• OSI will develop a tracking tool to help identify issues/impact of prioritization of consortia work across Social Services programs and CalHEERS 24-hour roadmap.

2


April 10, 2015

• LRS is shifting their UAT and pilot by one month (no change to overall schedule). • Migration status is moving forward. • DHCS provided an update on their master data management solution and MEDS modernization

planning. • MEDS Modernization Planning governance kick-off meeting took place 3/17. Meetings will continue bi-

monthly. 6. Portfolio Review

6.1 Upcoming Releases / Change Requests - Attachment 6.1 (Hali Reyes, Lynn Bridwell) The Portfolio/Release snapshot was reviewed (format updated according to Directors’ feedback). Slide 3 shows the amount of change for each program planned for Releases 41 through 43. To correct – the slide references SB131; it should state SB1341. Slides 4-6 show a detailed breakdown of all changes being implemented by program for each release. Attendees felt the new format is easy to understand. On the Horizon (Slide 7) includes planning for Child Welfare System-NS, a full interface between the two systems. WCDS anticipates development work and JAD sessions in the future. WCDS is currently applying some resources to this initiative to assist the State in planning as required.

6.2 First Data Quality Assurance Executive Summary Report – Attachment 6.2 (Karen Tinucci)

First Data’s QA report was reviewed. First Data is focused on prioritizing all changes within WCDS – portfolio, transformational, organizational, external factors such as funding/budget constraints, etc. – to ensure the high priority items are managed / supported.

No comments/questions.

6.3 Strategic Goals – Attachment 6.3 (Michael Jahangiri, Rodain Soto)

Strategic Goal 1 – Data Initiatives Updates • WCDS conducted its third business requirements session this past month with the project management

team and viewed a demo of the tool • WCDS conducted a data integration meeting with Counties to gain their input • Project Action Team meetings continue to refine requirements/gain feedback • Regional Managers were assigned to identify each County’s POC for the BI project for communication

purposes • The BI Steering Committee is meeting next week to prioritize upcoming activities • WCDS is reaching out to Counties with BI solutions in place to gain feedback on those solutions • The BI Steering Committee is aiming towards cross-consortium viewing of data • Data governance guidelines/framework will be developed

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April 10, 2015

Comment: • We should leverage existing BI solutions in the Consortium where possible/appropriate.

Strategic Goal 2 – Products Updates • HP is hosting an ENVISION Summit with our Executive Committee on 4/15/15 with the purpose to

visualize WCDS’ future and ensure we are working towards the right goals. • WCDS continues User Experience Workshops with several County representatives and are further

developing journey mapping, determining quick wins and planning long-term.

Strategic Goal 3 – Relationships Updates • WCDS is conducting a follow-up CalWIN demo for CDSS mangers/staff • WCDS is finalizing a marketing plan in support of CalFresh initiatives

7. HP Updates / Presentations (Brett Barton, Chris Van Vlack, Dawn Wilder)

7.1 Portfolio Project Management (PPM) / Application Lifecycle Management (ALM) Tools Demonstration – Attachment 7.1 (Dawn Wilder)

HP demonstrated the functionality of the new PPM and ALM tools and reviewed the Executive Scorecard dashboard. PPM is the tool staff will use to manage the CR delivery process from a project management perspective. The ALM tool will be used to manage the delivery of projects – requirements, testing, defects, etc. Each County has two appointed users who can access PPM with passwords / IDs. ALM will be used by HP primarily. Training is underway for all users. PPM/ALM launched 4/2/15. The Executive Scorecard dashboard in under design and will provide a high-level picture of the Project’s health for Directors/leadership.

PPM / ALM Comments: • PPM is accessible through ShareCalWIN (a URL was also shared) • PPM/ALM are working tools; its data will be updated real-time (as staff enters information)

7.2 Business Intelligence / Predictive Analytics Presentation – Attachment 7.2 (Brett Barton) HP delivered a presentation on BI and Predictive Analytics at the Directors request to provide a baseline on the two projects, their capabilities and describe the approach to implementation. Business intelligence answers the “What is” providing reports and information using known data. Predictive (or Advanced) Analytics answers the “What if” using data to determine trends and make predictions. These projects support each other. BI is a stand-alone project. Advanced Analytics relies on BI. These solutions would be developed concurrently yet independently; the platform would not be proprietary.

8. Discussion Item(s)

8.1 CalHEERS Update (Hali Reyes) CWDA and OSI implemented a new escalation process for CalHEERS issues. WCDS escalated two issues this past week – 1) Soft pause and 2) CalHEERS’ management of income. Soft pause cases are now being worked earnestly. Income issues have been documented; there is no ETA for resolution as of yet. The first step in reporting an issue is to file a trouble ticket; if no response, please inform CWDA.

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April 10, 2015

An e-vote was conducted last month with Counties for options relating to discontinuance of pre-ACA cases (clients who did not submit a renewals form). The cycle starts next week for processing the pre-ACA cases. Action Item: WCDS to email the schedule to Directors.

8.2 Transition Activities – Attachment 8.2 (Henry Arcangel, Steve Maciel) The Transition Report was reviewed. Highlights include: • PPM and ALM were launched on 4/2/15 • Hardware refresh was accomplished for all Counties resulting in a number of improvements in

processing times • A Folsom site workgroup has been formed to develop and document new change/testing processes for

staff and counties • County POC’s established for county site equipment upgrades • One county is outstanding on the HP Contract Approval

8.3 Board of Directors’ Co-Chairmanship Nominations for FY2015/2016 – Attachment 8.3 (Hali Reyes)

Action Item: WCDS to request nominations from Directors via email for the BOD Co-Chairmanship FY2015/2016.

9. Open Session Adjournment by Co-Chair (Kathy Gallagher) CLOSED SESSION 10. Approve

10.1 Advanced Analytics Foundational Work / Gap Funding – Attachment 10.1 (Hali Reyes / Steve Maciel)

Action Item: WCDS will email Item 10.1 Advanced Analytics Foundational Work / Gap Funding to Directors for e-vote next week.

11. Discussion - None 12. Closed Session Adjournment and Next Meetings (Kathy Gallagher)

12.1 Board & Other Meetings Schedule • Next Board of Directors’ Meeting, May 15, 2015, from 12:00 PM to 2:00 PM, Library Galleria, 828 I

Street, East Room, Sacramento • Strategic Planning Meeting, June 10, 2015 from 9:00 AM to 3:00 PM, The Citizen Hotel, Sacramento

The meeting was adjourned at 2:18 PM.

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April 10, 2015

ACTION ITEMS

ID

Open Date

Description of Action Item

Assigned to

Due

Closed Date

42 2/20/15 OPAC to include ‘projected impact to customers’ component to the Go, No-Go process and add more lead time. • In process.

Francena Martinez / Jo Anne Osborn / D. Masterson

3/13/15

44 2/20/15 Bring ideas to OPAC to enhance ShareCalWIN’s structure to become the communication hub for Counties and the Folsom site.

Sheila Lossner 3/13/15

46 3/20/15 Add a column to Page 3 of Portfolio and Release Status overview that provides a quick summary/hit list of the CRs (titles) included in each release. Done. Shared with Directors at 4/10/15 meeting. Close.

Chris Van Vlack / Nanette Ahnell

4/10/15 4/10/15

47 3/20/15 Follow-up on reports from Counties of log-in issues into ShareCalWIN (the selected domain may be the issue); ensure written instructions are sent.

Sheila Lossner / Henry Arcangel

4/10/15

48 3/20/15 Send Rick Wanne his ShareCalWIN log-in info. Henry Arcangel 4/10/15 49 3/20/15 HP to demo the PPM / ALM tools for the Board at the

April 10, 2015 meeting. Done (HP conducted)

Steve Maciel coord with Chris Van Vlack

4/10/15 4/10/15

50 3/20/15 Check with Counties’ fiscal staff to determine if possible to establish a multi-year (proposed 3-year) CSAC Budget contract cycle.

Steve Maciel 4/10/15

51 3/20/15 Send the detailed concept (predictive analytics) to Directors. Done

Hali Reyes ASAP 4/10/15

52 3/20/15 Present* at the Board’s next meeting, 4/10/15 - how the advanced analytics foundational work can be approached practically and financially while running concurrent events. *Presentation should include 1) Options (project as a whole and itemized) to allow ability to adjust the timeline and Counties’ investment, if needed and 2) How HP will perform these dual tracts without impacting the BI timeline and how HP plans to resource for both tracks. Done

Hali Reyes / Chris Van Vlack

4/10/15 4/10/15

53 3/20/15 Email two options to Directors for processing their County’s CalHEERS Renewal cases for eVote by COB on Tuesday, 3/17/15. Done

Hali Reyes 3/17/15 4/10/15

6


April 10, 2015

ID

Open Date

Description of Action Item

Assigned to

Due

Closed Date

54 4/10/15 WCDS to email Items 4.1 Board of Directors Meeting 6/12/15 and 4.2 Appoint / Volunteer OPAC Co-Chairs for FY2015/2016 to Directors for e-vote. Done. To close.

Hali Reyes / Stacey Drohan

4/17/15

55 4/10/15 WCDS to email the discontinuance pre-ACA schedule to Directors. • Emailed 4/15/15. To close.

Lynn Bridwell 4/17/15

56 4/10/15 Request nominations from Directors via email for the BOD Co-Chairmanship FY2015/2016. Emailed 4/16/15. To close.

Hali Reyes 4/17/15

57 4/10/15 Email Item 10.1 Advanced Analytics Foundational Work / Gap Funding to Directors for e-vote next week. Emailed 4/16/15. To close.

Hali Reyes 4/17/15

7

WCDS Board of Directors

E-Vote / Action Results Summary Meeting Date: Friday, May 15, 2015 Subject: Results Summary of E-Vote/Actions taken from April 16, 2015 to May 4, 2015 Presenter: Hali Reyes

Supporting Information

Below is a results summary of the e-votes / actions taken from the Board between April 16 and May 4, 2015.

Date Item Result Vote Tallies 4/16/15 Approve proceeding with the

Advanced Analytics project and proposed gap funding

Approved to proceed 18 responses received: - 13 Yes to Approve - 5 No to Approve

4/16/15 Appoint / Volunteer OPAC Co-Chairs for FY2015/2016

Victoria Tran/SCL (Large) Lis Barca/SON (Medium)

N/A

4/22/15 Approve to Cancel or Continue with the June 12th BOD meeting

Approved to Cancel 16 responses received: - 16 Yes to Cancel - 0 No to Cancel

5/4/15 Election of WCDS Board of Directors’ Co-Chairs for FY2015/2016

TBD – to be announced at the meeting

TBD (votes due from Directors by COB 5/14)

Agenda Item 5.1


Approval Item Meeting Date: Friday, May 15, 2015 Subject: Approve Contact CalWIN Coverage Recommendation Presenter: Henry Arcangel / Hali Reyes

Approval Needed

Approve the reduction of Contact CalWIN staff available to take weekend calls from Covered CA.

Supportive Information

Since the end of the Covered CA’s open enrollment period (December 2014 – February 2015), weekend calls have dropped significantly. Following is the current trend identified:

Month Actual Saturday calls received for

the month Actual average calls per

Saturday Actual agents

needed March 63 16 4 April 37 9 3 In addition, Covered CA has provided the following weekend call projections for the next three months:

Month Projected Saturday calls for the

month Projected average calls per

Saturday Projected agents

needed May 141 28 7 June 74 19 5 July 90 30 8 Between the four counties (Fresno, San Diego, Santa Barbara and Tulare) that are available for all extended hours during the non-open enrollment period (March 2015 – November 2015) and the counties on the Rotation Schedule, there is an average of 25 agents available to take calls when only an average of 8 agents are needed. Therefore, WCDS recommends that the CalWIN Board of Directors consider one of the following options to reduce the number of county staff available to take Covered CA calls on weekends:

Agenda Item 5.2

Option A: The following counties will take calls on the weekends since they will be available for all extended hours during the non-open enrollment period: Fresno, San Diego, Santa Barbara, and Tulare. These counties have a total of 14 agents available (an average of 8 agents is needed). Option B: The counties on the Rotation Schedule will take calls on the weekends during the non-open enrollment period. These counties have between 8 to 10 agents available depending on the region. Option C: Develop a new Rotation Schedule that will reduce the amount of staff to a level consistent with business needs. WCDS recommends Option A since these four counties will already be working on the weekends. WCDS acknowledges that other counties may have staff continue to work Saturdays on other tasks.

Results or Decisions Made

TBD

05/05/2015

CalWIN Transaction Response Time Update

Agenda Item 6.1

EDBC transaction processing time slowed the afternoon of Tuesday, April 28th 2015 for 8 Counties • Placer, Sacramento, San Diego, San Francisco, San Luis Obispo, Santa Clara, Solano and Yolo • Orange and Tulare also experienced slow transaction response times, but not as consistently as

the original 8 Counties

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Issue & Impact Issue Statement: EDBC Transactions Slowed

Impact Statement: Intermittent Loss of Productivity Loss of productivity for the users in the impacted Counties • EDBC transaction response time delayed, in some circumstances up to 15 minutes • Other transactions (non-EDBC) slowed as they queued by behind the EDBC

transactions • Delay in getting benefits to the clients

Identify

• CalWIN technology teams conducted intensive, ongoing investigation.

• Applications, Operations, Architecture, and External groups all participated

• Identified Operating System and Tuxedo/Oracle configuration changes to restore performance

Activity • Iterative investigation of code changes in R40.5 and previous releases • System-by-system elimination as contributing cause • Additional code promoted to production to help identify constraints • Working with counties to minimize impact as a resolution was being worked on

3

Steps We Took for Resolution Multi-disciplinary approach to identify and resolve Applications, Operations, Architecture, External Expertise

Communication • OPAC Daily Status Updates provided through conference calls • Worked directly with Counties • Summary of issue provided through Service Request 503266

Resolve

• Changes evaluated, tested, and proven, moved into production

• Additional debugging code promoted to production to help identify issues

Changes • Increased number of servers available to impacted counties to reduce impact • Updated system parameters to improve performance • Reconfigured pathing from Tuxedo to Oracle Data Base

4

Current Status

EDBC Improvements Short- and Mid-term options for improved self-service and user experience

EDBC Transactions Response Time Stabilized • Response times in all counties is normal, standing at 30% improvement prior to HW refresh • Identification of an performance deficit of one particular network path between Tuxedo

Application Sever and Oracle Database • Reconfiguration of affected counties to bypass this path restored normal performance • Additional monitoring, both application and infrastructure is being evaluated

Future • Efforts are ongoing to improve code and infrastructure efficiencies • Additional monitoring, both application and infrastructure

Ensure

• Continuous code optimization efforts

• SQL • Applications

• Broaden suite of application and infrastructure monitoring tools

Overall Average response time improvement after the Hardware Cutover

Hardware Cutover to the Superdome 2 completed

Illustration A: Expected(Normal) Response Time

Hardware Cutover to the Superdome 2 completed


Illustration B: Abnormal Spiking of Transaction Response Times


Illustration C: Abnormal Spiking of Transaction Response

© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 1

CalWIN Operat ional Excellence Report - MAY 2015

• Segment Lead Owners have been identified for

all production applications

Daily Operations • Added switchable instrumentation to Core CalWIN

used by long running transactions to provide finer grain traceability of execution times

• Implementing enhanced system monitoring capabilities

Projects • Flexible Releases WS#7: End to end scenarios

are being developed to better understand the potential business benefits and impacts of the alternative future state release strategies

People & Tools

We are Here

Scheduled Outage Functionality Impacted Unscheduled Outage

Key Measures

Agenda Item 6.2


Operat ional Excellence: Appendix

2


Operat ions Excellence Program 2015 milestones

3

Work stream

Initiatives Milestones Completion Target

Status Outcome

WS1 Mitigate

reoccurring concerns

Batch Run Time Improvement Phase 1

ES0M01J Scheduling change 9/14 Reliably complete all batch cycles overnight

MEDS interface jobs code improvement 10/14

Redetermination code improvement 11/14

Quarterly MEDS Recon Interface code improvement

12/14

Hardware refresh 3/15

CIS replication rollout 4/15 7/15

Batch Run Time Improvement Phase 2

Oracle block size test 1/15 Create a buffer of time where we can run special projects

Database configuration analysis 2/15 3/15

Job schedule analysis 3/15

Batch code analysis 3/15

Implement analysis’ recommendations for short term improvements

7/15 Batch Imprv Phase 2 work plan under development



4

Work stream


Status Outcome

WS1 Mitigate

reoccurring concerns

Retrofit Controls Improvements

Retrofit process improvement brainstorming 12/14 Remedy root causes of human error in manual code merges MR & Emergency change tracking spreadsheet

implemented 11/14

First Data “spot audits” 2/15

PMCB approval/ rollout of process control artifact improvements

4/15 Submitted

Identify Additional Short Term Opportunities

SQL process improvement 2/15 5/15 In process Remedy root causes of human error in manual production change activities

TBD 3/15 Not Started



5

Work stream


Status Outcome

WS2 Strengthen

new technology operations

Test Environments Phase 1: Incorporate additional capacity, platform SW version upgrades in ASF design

12/14 Improve quality by addressing current environment constraints Phase 2: Re-architect environments to increase

flexibility and leverage new infrastructure services

12/15

CC Exstream Update & Close Gaps in System Documentation: Test & Prod Configuration & Interfaces

4/15 6/15 Progress slowed

Consistent and reliable service delivery Update & Close Gaps in Ops Runbook & establish

Asset Lifecycle Management process 4/15 6/15 Progress

slowed

Formalize Support RACI & staffing 5/15 On track

Hardening/Fortifying the system 7/15

Application Monitoring events & thresholds defined

7/15



6

Work stream


Status Outcome

WS2 Strengthen

new technology operations

My BCW/ Portal

Update & Close Gaps in System Documentation: Test & Prod Configuration & Interfaces

5/15 Consistent and reliable service delivery Update & Close Gaps in Ops Runbook & establish

Asset Lifecycle Management process 5/15

Formalize Support RACI & staffing 6/15

Hardening/Fortifying the system 8/15

Application Monitoring events & thresholds defined

8/15

CalHEERS

Update & Close Gaps in System Documentation: Test & Prod Configuration & External Interfaces

6/15 Consistent and reliable service delivery Update & Close Gaps in Ops Runbook & establish

Asset Lifecycle Management process 6/15

Formalize Support RACI & staffing 7/15



7

Work stream


Status Outcome

WS3 Org

readiness

Operational Excellence Workshop

Joint workshop session TBD Based on output from “to be “ state Aug 1st and beyond visioning sessions

On Hold Introduce the culture change

Segment Support Model Clarify RACI and staffing 3/15 4/15

Started “Run” organization structure that enables consistent and reliable service delivery

Application documentation & knowledge transfer

Current contract requirements & gap assessment

3/30 4/15 5/15

Target state strategy in discussion

Comply with current contract

Current onboarding processes & gap assessment

4/15 7/15 Investigating into use of ART tools

Consistent and reliable service delivery

Gap closure plan TBD



8

Work stream


Status Outcome

WS4 Repeatable cornerstone processes

Improve maturity of project transition to operations process

Infrastructure impact checklist to be used in CR planning

12/14 Seamless transition to production

Operational readiness checklist & review 3/15 4/15 5/15

Draft in review

Improve incident process maturity

Process mapping and gap analysis 2/15 Consistent and effective response to incidents

Formalize RACI and close gaps 4/15 5/15 In process

Future state ITIL based end to end Service Desk capability (Request management)

ITIL Process mapping and gap analysis 6/15 Consistent and effective internal and external request fulfillment

TBD based on gap analysis

Event management (monitoring)

ITIL Process mapping and gap analysis 9/15 Proactive detection and prevention of incidents TBD based on gap analysis



9

Work stream


Status Outcome

WS4 Repeatable cornerstone processes

Asset and Configuration Management ( HW, SW lifecycle mgt, SW license mgt)

ITIL Process mapping and gap analysis 9/15 Consistent and up to date documentation of HW & SW assets and license management

TBD based on gap analysis

Access management (security) Establish Security Process & Tools Lifecycle Management process

9/15 Manage and maintain up to date security policies, processes & utilities

WS5 Analyze

underlying technical

constraints

Technical Assessments CubeD, DAS & other legacy development tools 6/15 Started Recommendations to address barriers to realizing WS7 – 9 “to be” vision NPE virtualization 6/15

Database maintenance 7/15

WS6 Operational Excellence Scorecard

Program status reporting Status report format, venues identified 1/15 Measure OE effectiveness

Operations improvement indicators

Identify program impact measures 3/15 5/15

Daily Operations scorecard launched



10

Work stream Initiatives Milestones Completion Target

Status Outcome

WS7 Release

processes & tools to support

responsive change

Release future state vision Release visioning workshop 3/15 2/15

Flexible, reliable release tools and processes

“to be” release vision 4/15 5/15 “to be “ release option scenarios being developed to better compare potential benefits and impacts

Release tooling roadmap 7/15

WS7 2016 plan 8/15

WS8 Systems available to meet user needs

Develop 2016 workplan WS8 2016 plan

8/15 Expanded online system availability

WS9 Improved quality and throughput

Develop 2016 workplan WS9 2016 plan 8/15 Higher throughput, reduced manual effort

WS10 Shared culture of

innovation/ customer care

Develop 2016 workplan WS10 2016 plan 8/15 Increased customer satisfaction

QA Executive Summary

0

2

4

6

8

10

12

Met

Not Met

No Data

Service Level Agreement (SLA) Assessment

Questions? Please contact: [email protected] (916) 608-3374

May 6, 2015

In April 2015… CalHEERS 15.4 Maintenance Release (4/13), April Monthly Release (4/19), Release 43 projects utilizing new Project & Portfolio Management (PPM) & Application Lifecycle Management (ALM) toolsets, CalWIN Batch , Management Reporting, & CIS SLAs met at 99.8%, 99.4% & 99.5% respectively… and more.

Release to User Acceptance Testing (UAT) as Scheduled FD continues to be concerned with the lack of quality code

entering and bypassing UAT (forcing Over-the-Shouldertesting in System Test as the UAT alternative).

Release Quality – UAT Unique Defects Release 41 implementation in May has been delayed a

week to allow HP to resolve defects and stabilize theProduction environment.

Transformational Change & Operational Excellence (OE)

Multiple Steps Backward (OE) – So It Feels! Given the number of Production issues that negatively impacted Counties in April – requiring multiple Emer-gency Releases to resolve – it feels like “same old IT Vendor behaviors”; little to no progress forward and begging the question: Will we ever get to an OE “dependable” state, let alone “proactive”? Turning the Tanker – Transformational Shifts! WCDS selected Chris Van Vlack as Account Executive for CalWIN to lead the HP Team for very specific reasons; two being his experience gained on the Blue Shield private sector account, and in utilizing the “greater HP” resources to meet business needs. We knew significant transformation needed to take place to appropriately support the Consortium & State. While it is difficult to be patient for so long, those more closely interacting with HP – i.e. ALA, SON, ORG as part of the Strategic Architect Committee (SAC) – are knowledgeable of the transformational shifts underway and that HP is indeed making forward progress: • Enterprise Architecture Approach – starting with

defining the Architecture Principles around General,Business, Data, Application and Technology; whichwill then drive decisions to best support Speed,Agility and Quality.

• Implementing automation tools that are in align-ment with the “greater HP” Government & Health-care segment – creating synergies and efficienciesin utilizing common application tool support mech-anisms, and in allowing Chris’ team to readily utilizeand/or extend the Service Delivery teams to includeonshore/offshore resource teams.

• Organizational changes to best support/driveaccountability – in delivery, communications andquality; key staff and process changes at theleadership and team levels.

Operational Excellence – More than System Operations! HP acknowledges their more singular OE focus on the

CONFIDENTIAL

#Times M

et / Not M

et

SLA Outcomes: 5/2014 – 3/2015

CIS Replication Progressing Replication is in progress for all counties as follows, except for FRS & SCL, who are awaiting hardware. Replication in progress: SOL, VEN Replication is enabled and counties in pilot period:

SDG, SFO, SLO, SMT, SON, YOL Replication is enabled and counties in parallel period:

ALA, CCS, ORG, PLA, SAC, SBR, SCZ, TUL; several of which should be cutover by end of May/June

Operations side of the organization, and the equally Important focus that is needed on the System Develop-ment Lifecycle (SDLC) area to drive OE improvements.

Agenda Item 7.1

mailto:[email protected]

Strategic Engagement, Tracking, & Integration Strategic Goals Overall

May 15, 2015

Strategic Goal Highlights: • HP brought a Customer Engagement Leader onboard for SG-1 “Data” • BI Increment 1 planned for Project Action Team access at end of May 2015 • WCDS attended OSI Data Exposition at CDSS on May 11th, 2015 • User Experience Project Action Team initiating Journey Mapping observations • WCDS initiated a Change Request (CR7390) for interfacing CalWIN with County

Business tools for managing task, appointments, and lobby traffic. • CalFresh Initiative Portfolio communication plan kicked off at end of April • CalWIN meeting with CDSS Staff on Advanced Analytics in May • ENVISSION Session attended on April 15 in Palo Alto

Strategic Planning and Process: • WCDS Strategic Planning Session for June in progress • SG teams prioritizing potential Quick Wins and Long Term projects

• SG1 – BI prioritizing increment drop #2 scope • SG2 – User Experience prioritizing long term projects • SG3 – Launching external stakeholder communication plan

• Regional Managers scheduled Quarterly Regional Meeting for June • WCDS Internal team meeting to outline Strategic Goal effectiveness dimensions

– plan is to present to OPAC for review and update • WCDS and HP preparing Enterprise Architecture plan for Board of Directors

Overall health of each Strategic Goal

SG1 – SG2 – SG3 – Currently only reporting on health of process and execution. Effectiveness and outcome of effort to be included as of April or May

= On track = Off track = At risk

Agenda Item 7.2.2

Strategic Engagement, Tracking, & Integration

Strategic Goal 1 – Data May 15, 2015

Engagement (Getting Started)

Tracking (Monitoring)

Integration (Delivered)

BI Technical System Design Deliverable Expectation Document in review

Increment #1 for BI solution planned for availability to counties end of May.

Final Project Definition Document, Work Plan and Project Plan delivered to WCDS

Revised Organizational Change Management (OCM) Plan requested

Project Action Team’s regular ongoing meetings continue

Presentation at CDSS for OSI Data Exposition on CIS and BI

Identification and scope of next increment being planned

BI Project Road Map in development and planned delivery in May 2015

Advanced Analytics Scope of Work (SOW) delivered for review by WCDS

BI Data Governance planned for May 2015

BI Training Activities planned for May 2015

Business and Technical Requirements Work Product targeting May 2015

2014 2016 Oct Dec 2015 Apr Jun Aug Oct Dec 2016 Apr Jun

Today


Strategic Goal 2 – Products May 15, 2015




Prioritizing items for User Experience long-term enhancements

User Experience initial 2 quick wins short-term projects initiated

CalFresh Initiative Portfolio list of items delivered to OPAC

HP planning Enterprise Architecture discussion for Board of Directors

Marketing plan for CalFresh Initiative Portfolio initiated

User Experience Workshop conducted in Sacramento on April 29

User Experience observation sessions are being planned in host counties

Change request opened for interface between CalWIN and County Business tools

Share CalWIN Governance Team selected June 1 as adoption date

Share CalWIN Governance Team meeting finalizing governance


Today


Strategic Goal 3 – Relationships May 15, 2015




Quick Wins identified and prioritized for next quarter

Relationship Map progress delayed

2nd CDSS Demo of CalWIN conducted in April 2015

Initial packet of CalFresh Marketing materials prepped for distribution

Samples of CalFresh marketing materials shared at OPAC in April

Internal CWDA debrief sessions conducted at project site for HP and WCDS

Building Calendar (touch points, external stakeholders, county visits, etc)

Share CalWIN marketing materials being finalized

First of new marketing Announcements delivered to CDSS (Stakeholder)

Share CalWIN roll out plan finalized – new adoption date is June 1

CalWIN Team members met with OSI to provide overview to Operational Excellence

CalWIN hosted OSI and Xerox teams to share roles and responsibilities


Today

CalFresh Initiative White Paper WP1 / May 2015

Governance Model: Based

on the level of effort and

time-lines associated with

the CalFresh Portfolio, a

new Governance model

was implemented to over-

see the management of the

portfolio, hence, the crea-

tion of the CalFresh Steer-

ing Committee.

The CalFresh Steering Com-

mittee includes Portfolio

Manager, WCDS and HP

Subject Matter Experts

(CalFresh and MyBenefits

CalWIN), as well as, WCDS

and HP Leadership.

The CalFresh Steering Com-

mittee created a govern-

ance charter to support an

“accelerated delivery”

approach.

Background: San Diego

approached WCDS late

2014 with an interest in

supporting CalFresh

changes, targeting key

areas, and with an em-

phasis on improving the

overall “user experience”

for the CalWIN User or for

the CalWIN Customer.

San Diego provided time-

lines for support and fund-

ing – where the changes

needed to be developed

during the current fiscal

year.

Brainstorming: WCDS and

HP held multiple sessions to

identify potential CalFresh

changes. During these ses-

sions, no request, change or

idea was off-limits.

After compiling the list of

possible changes, discus-

sions were held to deter-

mine feasibility, along with a

high level cost estimate for

each of these items.

WCDS and HP reviewed the

list of items, and as a result,

developed the “CalFresh

Portfolio”.

Original CalFresh

Portfolio included

50+ changes.

Current CalFresh

Portfolio includes

27 changes.

LEAD STORY HEADLINE

San Diego Support and Partnership with CalWIN

Allows Focused Efforts in the CalFresh Arena

Negative Action Error Rates and Standardization

MyBenefits CalWIN Enhancement

Work Incentive Nutritional Supplement Benefits (WINS)

User Experience

Churn Rate

CALFRESH INITIATIVES

3/13/2015

VOLUME I , ISSUE 1

CALFRESH PORTFOLIO APPROACH Accelerated Delivery Approach:

The “accelerated delivery”

approach grouped similar

changes.

In a collaborative effort, the

working and design sessions

with WCDS and HP were held to

develop the business require-

ments and a design approach. A

total of 10 working sessions

were completed in a short

amount of time.

The list of changes in the

CalFresh Portfolio continued to

be modified, as new changes

were opened, some changes

were combined with others, and

some changes were removed.

The current CalFresh Initiatives

Portfolio includes 27 changes.

Agenda Item 7.2.2.1 (Doc 1 of 4)

CalFresh Initiative White Paper WP1 / May 2015

CALFRESH CHANGE PORTFOLIO

27 Changes

7 Negative Action

8 MyBenefits CalWIN

3 WINS

7 User Experience

2 Churn Rate

CR # Group Title

Monthly Releases and Non-App7200 Neg Error Rate Align XNOA across all 18 counties

7001 User Exp SUA Changes post 6851

7186MyBenefits CalWIN

Enhancement SIRFRA #3275 - CBO CalFresh Applications Reporting

7041 Neg Error Rate Drug Felon Repeal for CalWORKS and CalFresh

7218 WINS

WINS - State change to issue WINS payment on the 25th of the

month

7191 WINS WINS Self Employment net income / fed min wage

Release 40 (Feb Implementation)6793 Churn Rate Generation of SAR 90

6849 User Exp Excessive EBT Card Replacements

7031 User Exp Remove Drug Felon Question from CF/CW App

Release 41 (May Implementation)


Enhancement Restart Anonymous Application in MyBCW

6857 User Exp SAW2 Plus Revisions

7180 Neg Error Rate Improving Negative Error Rates in CF

7189 Neg Error Rate Noticing for Zero Benefit Cases

Release 42 (Aug Implementation)6644 User Exp Intercounty Transfer of TCF

6722 Churn Rate Printing the CF 285 for CF Only Cases


Enhancement MyBCW Portal Phase 2 Enhancements

7118 User Exp Identify Restaurant Meal Program Cases

7195CalFresh Auto-

Determination

Notify non-CalFresh applicants using MyBCW of Potential CalFresh

eligibility

7214 WINS WINS Parent Count

7215 User Exp MCE Switch to assist workers when case transitions


Enhancement

Reminder and notification system, send out text messages, email,

or outbound phone


Enhancement

Allow users to submit doco thru mobile, dependent on CR6758

and Mobile version upgrade


Enhancement MyBCW Portal Layout Enhancements (SDG)


Enhancement CalFresh Recertification - MyBCW - Phase 1

7166 Neg Error Rate Creation of RRR Applications (CalWIN Changes)

7271 Neg Error Rate CalFresh 130% and 200% FPL IRT - 2015-01-23

7321 Neg Error Rate Add Reason Codes to QCIS File

Listening & Learning . . .

CalWIN had the opportunity to meet with CDSS to

discuss CalWIN CalFresh QC Errors.

Working with our Partners, strategies and actions

were identified to lower the CalFresh error rate

and reduce churn rates.

CalFresh Initiatives - New Releases

Taking Action . . .

1. To address and reduce the CalFresh QC error for

XNOA, CalWIN standardized the XNOA batch

cycle across all 18 Counties by aligning the XNOA processing to the 12th day of the month

for all counties.

2. The QCIS files sent to the State will be modified to only include valid denial/discontinuance

reasons.

3. WINS benefits will be held until a “release date” later on in the current month. Future

recurring WINS benefits will not be paid on Fiscal Month End in the prior month, but

instead will be held until the “release date” of the eligible payment month.

4. CalWIN will trigger the SAR 90 for cases when a SAR 7 is received but incomplete and the

CalWORKs and/or CalFresh case has previously received either an X NOA or a Y NOA.

5. CalWIN will print the CF 285 questions and Rights and responsibilities for CalFresh only

applications.

6. CalWIN will print the CF 37 questions and Rights and responsibilities for CalFresh only

recertifications.

CalFresh News Highlights

Improving CalFresh Error Rates & Reducing Churn

04/28/2015

Discover CalWIN

Wo

rkin

g w

ith

ou

r P

artn

er—

CD

SS

L

iste

nin

g, L

ear

nin

g an

d T

akin

g A

ctio

n


Upcoming Changes . . . Based on regulations and CDSS clarification , CalWIN

has or will be implementing the following WINS

enhancements.

Enhancements

April 2015—WINS Issue Later in the Month

WINS benefits paid on the “release date "of the eligible payment month. This change will

improve the accuracy of WINS Benefits, as benefits will not be issued in advance, but will be

held until around the 20th of the month, allowing counties the opportunity to confirm WINS

eligibility.

The WINS Termination Notice of Action (1239) will generate to give the household

“adequate” notice.

June 2015—WINS Self Employment Income

Based on meetings with CDSS and draft Q&A’s, CalWIN will change self employment in-

come calculation to determine WINS eligibility. CalWIN will divide the net self-employment

net income by the Federal minimum wage. The weekly average will be determined by divid-

ing the countable hours by 4.33.

August 2015—WINS Parent Count.

Based on CDSS clarification, the definition of “Work Eligible Individuals” is expanding to

include: Work Requirement Disqualified, IPV Disqualified, Disqualified Felon, SSN Disquali-

fied, Ineligible Student and Ineligible Sponsored Non-Citizen. CalWIN will use these Work

Eligible Individuals in the parent count when determining WINS eligibility.

Work Incentive Nutritional Supplement Benefits

May 2015

Discover CalWIN

Wo

rkin

g w

ith

ou

r P

artn

er—

CD

SS

Im

ple

menting

Chan

ges

for W

INS


Serving Customers . . . MyBenefits CalWIN is a Self Service

Portal to apply for benefits, check benefit

status and submit status reports. We are

expanding My Benefits CalWIN function-

ality with the goal of improving the over-

all Customer Experience.

Enhancements

May 2015—Restart Anonymous Applications . . .

New functionality is being added to MyBenefits CalWIN to allow the user to start an applica-

tion anonymously (without creating an account). MyBCW will provide the applicant with an

option to receive a Temporary Access Code or TAC when they start the application process. If

for any reason, the application process is interrupted the applicant may return to the applica-

tion using the TAC.

August 2015—Text, Emails, Recertification's & More . . .

A wide range of MyBCW enhancements are scheduled for August:

Ability to view EBT transaction history in MyBCW and in the MyBCW Mobile Application

Ability to update email address and phone numbers through MyBCW

Ability to receive Text and/or Email notifications for incomplete or past due CalFresh SAR7s

or upcoming recertification's

Expansion of the ability to upload documents through MyBCW and MyBCW Mobile.

Clients or Community Based Organizations (CBOs) will be able to upload documents for

a case at any time. Documents no longer need to be linked to a MyBCW report or appli-

cation.

For CalFresh only recertification's, MyBCW pages/questions provides the ability to collect

responses and print the CF37—Recertification Application CalFresh Only Households

CalWIN Self Service

May 2015

Discover CalWIN

Imp

rovin

g C

ust

om

er

Exp

eri

en

ce

M

yBenefits

Cal

WIN

enhan

cem

ents


(As of 05/01/15)

Portfolio Cost Snapshot

1

Agenda Item 7.3

What are the projected costs for the major releases? Which programs are being served?

5/8/2015 2

Answers the questions:

5/8/2015 3

Estimated total “Effort Costs” for Release 41: $7.4 million.

- 500

1,000 1,500 2,000 2,500 3,000 3,500 4,000

Effort Costs in Thousands

HP Owned WCDS Owned

Thousands580$

1,940$ 492$

468$ 153$

3,632$ Thousands

758$ 187$ 107$

1,053$ Thousands

601$ 510$ 90$

113$ 3$

1,317$ Thousands

366$ 220$ 45$

630$ Thousands

234$ 207$ 22$ 10$

474$ Thousands

84$ 67$

15$ 166$

Thousands97$ 97$

Contact CalWIN Voice Attestation Recording -CR6979

CalHEERS Reduction of EDR Volume -CR7147

eICT Interface - Data file Update -CR6445 M005

Cash Linked cases to Aid Code 38 -CR6610SB1041 – WTW 24 month Timeclock -CR6396-M008

Restart Anonymous Application in MyBCW - CR7180

Ineligible to WINS if over 200% FPL - CR6960Improving Negative Error Rates in CalFresh - CR7180

Noticing for Zero Benefit Cases - CR7189

ICT of Transitional CalFresh (Partial) - CR6644-M004

Food Assistance

Self Service

HP Exstream Conversion of the Dynamic VCL -CR6337

Multiple Programs

Correspondence ProjectsHP Exstream Autosynch Variable Functionality -CR7051HP Exstream Conversion of CC Templates - CR6244HP Exstream Conversion of the Dynamic SOF -CR6336

ECM Migration of Historical CC -CR7090

Zero Benefits in Management Reporting- CR5092MRS011R Corrections- CR7130

Address Verification Software Upgrade - CR7108Check Style Design Update -CR6896

Cash Assistance ProjectsAB74 Family Stabilization -CR6696

SAWS 2 Plus Revisions -CR6857

Send Future Date Income to CalHEERS- -CR6931

Reporting / Data

Medical Assistance

CH Performance Monitoring and Analytics -CR6879 M002CalHEERS Annual FPL (CalHEERS) - CR7263

5/8/2015 4


- 500

1,000 1,500 2,000 2,500 3,000 3,500


HP Owned WCDS Owned

Thousands1,706$

526$ 232$

473$ 2,937$

Thousands190$ 144$ 334$

Thousands735$ 603$

140$ 48$ 30$

1,555$ Thousands

240$ 80$

-$ 320$

Thousands394$ 177$

144$ 129$ 99$ 98$ 98$ 41$

1,180$ Thousands

829$ 157$ 29$

1,014$

Self Service

Correspondence ProjectsHP Exstream Conversion of CC Templates - CR6244

Printing the CF 285 for CalFresh Only Cases - CR6722

Cash Assistance Projects

Multiple Programs

WINS Parent Count - CR7214Identify Restaurant Meal Program Cases - CR7118

Reminder/Notification System- Text, Email - CR7219Submit Docu. thru Mobile Application -CR7220

Medical AssistanceNOA County Phone Number Default - CR6828Real-time Processing of CalHEERS Errors - CR7352SOFT PAUSE (CalHEERS) - CR7088

Food Assistance

CalFresh 130% FPL IRT Reporting - CR7271

Adding CF to CW/MC Applications -CR7195Add Reason Codes to QCIS File - CR7321

ECM Migration of Historical CC -CR7090CF215 and CW215/MC360 ICT forms -CR7055

MyBCW Portal Layout Enhancements (SDG) - CR7252

SB1041 Annual Report Data Project -CR7316CAPI Budget When Couple Dissolves -CR4960

MyBenefits Portal Phase II-Part B -CR6758

eICT Interface with LRS - CR7356SAWS 2 Plus Revisions -CR6857-M001Align MEDS Data Elements Alerts/Aid Codes -CR7123

ICT of Transitional CalFresh -CR6644

CalFresh Recertification - MyBCW - CR7246

Creation of RRR Applications -CR7166MCE Switch - CR7215

5/8/2015 5


- 200 400 600 800

1,000 1,200 1,400


HP Owned WCDS Owned

Thousands191$ 191$

Thousands914$ 99$ 48$

1,060$ Thousands

1,190$ 1,190$

Thousands550$ 550$

Collect Income Received Detail - CR6794

Correspondence ProjectsTrigger M44-352H -CR6955

Multiple ProgramsADF Software Stack Upgrade - CR6534

External Referral - Search Criteria -CR7325

Medical AssistanceSB 1341 MAGI Medi-Cal Notices - CR7291

Food AssistanceEliminate Change Reporting-CR7308

5/8/2015 6

Upcoming Release Projections Implementation Date May 2015

(Release 41) August 2015 (Release 42)

November 2015 (Release 43)

• Current # Projects 25 25 6

• Estimated Effort Hours 59,600 61,686 25,140

• Total Estimated Effort Cost 7.4 M 7.4 M 3.0 M • WCDS Owned Effort Cost 4.3 M 6.0 M 2.1 M

• HP Owned Effort Cost 3.1 M 1.4 M 0.9 M

$-

$1,000

$2,000

$3,000

$4,000

$5,000

$6,000

$7,000

$8,000

Release 41 Release 42 Release 43

Effort Costs in Millions

HP Owned Effort WCDS Owned Effort


Discussion Item Meeting Date: Friday, May 15, 2015 Subject: Strategic Planning Meeting, 6/10/15, Framework Presenter: Hali Reyes

Discussion Item

The purpose of this topic is to communicate to the Board the framework of the Strategic Planning Meeting with Directors on June 10, 2015.

Supporting Information

The next Strategic Planning Meeting will be held on June 10, 2015 at The Citizen Hotel Sacramento from 9am to 3pm with Directors. Kouji Nakata will facilitate the meeting.

The Board’s Executive Committee held a teleconference on April 29th to discuss the meeting and made the following determinations regarding the framework of the day.

• Hold Open and Closed Sessions • Invite Victoria Tran/SCL and Lis Barca/SON, OPAC Co-Chairs for FY2015-2016 • Invite Key HP Leadership to Open Session • Begin the meeting with Open Session • HP to provide an overview of the CalWIN / HP ENVISION Summit conducted with the

Executive Committee on April 15th. HP will present the findings/collected information from the summit and how they relate to our strategic goals. HP will review the CalWIN system as it stands today and technical possibilities and challenges for the future.

Agenda Item 8.2

Progress Summary

Key Accomplishments

Continued work/research on county hardware solutions including legacy client correspondence server, Windows 2003 Server phase‐out, and transaction response time monitoring (RUM probes) Revised project training modules based on initial feedback Provided certification of CMMI Level 3 project competence Completed/approved 73% of cumulative Transition deliverables Opened workshops on Executive Scorecard configuration and capabiliites Selected Contract Management tool

County Contract Approvals

One county is still outstanding on the HP Contract Approval.

Key Dates

Portfolio Management Continued migration/load of old data into new tools Revised training tools based on initial feedback

Transformation Continued examining how to improve delivery team structure and process (initially as part of Employment Services lessons learned) Discussed service level agreement monitoring and reporting for Executive Scorecard

CalWIN Transition Report ‐May 2015Official Transition Period February 2015 through July 2015

Item ProjectedDate Status

Contractual Transition Begin Date 02/01/15

Official approval of first deliverables 02/06/15 Construction begins for new project site March 2015

County training available for Project and Portfolio Tool March 2015 Standup of new development and test environment at HP data center March 2015 Project and Portfolio Management Tool Launch April 2015 Executive Scorecard available to Counties July 2015 Standup of Tier 3 Backup Site July 2015 Standup of new project site July 2015 Cutover to new M&O operations Aug. 1, 2015 Launch of new operational tool stack Dec. 2015

Key: Completed On Track Watch

Missed

Items for Further Discussion Closing old contract service requests IDMS valuation and substitute projectMeasurement of system response times

Agenda Item 8.3

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS M EETING ...calwin.org/bod/WCDS BOD Agenda Pkg...

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