Ohio Statewide Automated Child Welfare Information System

1
Ohio Statewide AutomatedChild Welfare
Information System

• Partnership Forum
• 28 February 2006

2
Opening Remarks/Confirm Agenda
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith

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Agenda

• 1000 1015 Opening Remarks/Agenda
• 1015 1045 SACWIS Case Services Update
• 1045 1130 UAT Status Report
• 1130 100 Brief Break / Working Lunch
  
  SACWIS Security Overview
• 100 130 SACWIS Reports and Notifications
• 130 145 SACWIS Mobile Technology
• 145 200 Fiscal Rule Update
• 200 215 Wrap-Up / Next Meeting
• 215 Adjourn

4
SACWIS Case Services
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kathy Bartlett
• County Work Group

5
User Acceptance Testing Status Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Mike Latham

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User Acceptance Test (UAT)

• Seven Team Approach
• Team 1 Intake/Investigations
• Team 2 Case (On going Services)
• Team 3 Court and Adoption
• Team 4 Resources
• Team 5 Finance
• Team 6 System Administration
• Team 7 Conversion (SIS-Muskingum)

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User Acceptance Test (UAT)

• Participation in SACWIS UAT by County Subject
  Matter Experts Is Structured In Three, 30 Day
  Sessions
• Session 1 January 17th February 17th
• (Session 1 Concluded on February 14th)
• Session 2 February 21st March 21st
• (Session 2 Will Now Run February 28th- March
  17th)
• Session 3 March 22nd April 21st

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User Acceptance Test (UAT)

• UAT training for Session 2 Participants was held
  during the week of February 13th
• UAT Session 2 Includes 32 State and County
  Subject Matter Experts

9
User Acceptance Test (UAT)

• Lessons Learned from UAT Session 1!
• -UAT Training Curriculum Was Revised to Included
  More Navigation Position Specific Scenarios
• -Team 1 and 2 Participants Received CAPMIS
  Overview
• -Incorporated Feedback to County Participants
  Into Weekly Top of the Morning Sessions
• -Test Scenarios Have Been Updated
• -Improved Readiness of Seed Data

10
User Acceptance Test (UAT)

• System Design Areas Identified for Review
• -Case Activity Log
• -Case Services
• -Address
• -Case Disposition

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User Acceptance Test (UAT) Stats
12
UAT Defects By Type by Status
13
UAT Defects by Status by Priority
14
UAT Defects by Type by Priority
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UAT Defects by Type by Status
16
SACWIS Security Overview
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rob Plummer

17
How Security Works in SACWIS

• Security in SACWIS works through a series of
  layers shown below.

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Resources

• The most basic security attribute in the system
• Resources include Web pages, Reports,
  Hyperlinks, and Menus

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Profiles

• Are groups of one or more resources
• The groupings are based upon a defined business
  process.
• A business process can have more than one profile
  if it requires different levels of access for
  different users (e.g. Supervisors and Workers)

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Profiles (Examples)
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State Defined User Groups

• Groupings of 1 or more profiles
• The groupings are based upon an idealized
  statewide view of a workers role and
  corresponding system needs
• The State Defined User Groups will be defined by
  the project as part of implementation preparation
• The User Groups will be maintained by the State
  Security Admin
• The project has currently identified about 30
  User Groups.

22
Agency Defined User Groups

• Agency user groups are developed by adding and/
  or deleting profiles from the State user groups
• Agencies will create user groups to match their
  specific business processes.
• The County Security Administrator will maintain
  their user groups after the County begins using
  SACWIS.

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Worker

• Each PCSA worker will have a single log-in to the
  system granted to them by ODJFS/MIS/ INFOSEC
• PCPAs, Third Party Agencies and Third Party users
  will need to be approved by the PSCA and/ or
  State Program Office. Once approved, access will
  be granted by MIS(INFOSEC)
• In the case of a worker for a private agency who
  contracts to do work with more than one County,
  the user will be prompted at log-in to identify
  which county they are doing work for in that
  particular session.

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Security in SACWIS Profiles
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Security in SACWIS State User Groups
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Security in SACWIS Agency User Groups
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Security in SACWIS Assigning Workers
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Security in SACWIS Private Agency Workers
Note The flag on the user record denotes that
the user is a private agency employee
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Security in SACWIS Private Agency Workers
Note The Flags on the Profile that allows access
levels for Private and Public Agency Employees to
be controlled differently
30
SACWIS Notifications and Ticklers
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Automatic Notifications

• An Automated Notification is an electronic
  message sent to a recipient upon completion of a
  defined business process that is flagged to send
  a pre-defined message.
• The function of the automated notifications is to
  send information about a business process,
  through e-mail.
• Notifications do not have associated work items
  or a due date they are generally advisory in
  nature.
• An example of an automatic notification would be
  an email through GroupWise/email account to a
  caseworker informing her that her security user
  group assignment has changed.

32
Ticklers

• Ticklers are electronic reminders to workers of
  important tasks that are required to be completed
  by a certain date. Ticklers are associated with
  an entity in the system
• There are two types of Ticklers
• -System Generated
• -Ad Hoc

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System Generated Ticklers

• Ticklers remain visible until the associated work
  item is completed.
• Ticklers
• utilize a color/icon scheme to alert the worker
  to the ticklers status
• have a date sequence order
• In addition, the system-generated ticklers allow
  direct access, via a hyperlink, to the associated
  work-item.

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System Generated Ticklers

• Ticklers are listed
• on the Workers home page
• in the details of each case
• Tickler escalation generally involves two levels
  of processing.
• The first level involves the responsible workers
  supervisor.
• The second level produces a tickler to notify the
  supervisors supervisor that the work is still
  not completed. In this situation, a tickler for
  the same task will appear under the Tickler
  folder for three different users - the original
  worker, the workers supervisor and the
  supervisors supervisor.

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System Generated Ticklers

• Upon completion of a business process associated
  with a system generated tickler, the business
  process initiates the tickler disposal process.

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Ad Hoc Ticklers

• Ad-hoc ticklers are created manually and provide
  a means of creating individualized lists of to-do
  items to workers.
• Ad-hoc ticklers are associated with the worker
  and can be optionally associated with the
  workers work item.
• Each ad-hoc tickler has a display date and a due
  date for completion of the associated task.
  Unlike system-generated ticklers, these ticklers
  do not escalate if the associated task is not
  completed.
• Disposal of ad-hoc ticklers is performed manually
  by the worker.

37
Ticklers

• Supervisors have the ability to view
  system-generated and ad-hoc ticklers via a
  report.
• Manual disposal of both system-generated and
  ticklers is required when a work item task
  specified by a tickler cannot be completed.
• The manual disposal is performed only by a System
  Administrator.

38
Broadcast Messages

• Broadcast messages are considered to be critical
  messages or message of importance that need
  immediate attention
• Broadcast messages are created by the System
  Administrators (State and County). The messages
  have a start date/time and an end-date/time and
  are displayed on the desktop.

39
SACWIS Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

40
Report Types

• The word Reports is used generically within the
  SACWIS team
• A Report is anything that is generated by the
  system to be printed.
• Reports consist of
• canned reports (accessed within SACWIS)
• Forms
• Notices
• All Report specifications can be found at
• http//sl-cvs-a01/ViewCvs/viewcvs.cgi/REPORTS/repo
  rts/

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Report Stats

• Total Number of Reports 178
• Forms 78
• Reports 45
• Notices 19
• Cubes 36
• Completion States
• Development Complete (97) 64
• Passed System Test (64) 36
• Passed UAT (2) 1

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SACWIS Mobile Technology
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Angelo Serra

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Mobile Connectivity
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Pros and Cons

• Pros
• No need for extra encryption
• Nothing stored locally on Laptop
• Ability to access to SACWIS anywhere
• Ability to use other productivity software
• Can plug into a Local Area Network

• Cons
• Reliant upon cell phone availability
• Potential for high costs
• Early termination fees
• Have a second login when using remote connectivity

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Tasks and Timeline

• Acquisition of laptops (3/15/06)
• Acquisition of connectivity cards (3/15/06)
• Draft Mobile Pilot plan (3/20/06)
• Distribute plan for comment (3/21/06 3/30/06)
• Finalize plan (4/2/06)
• Configure laptops (3/15/06 - 4/15/06)
• Ready to execute plan (4/16/06)

46
Fiscal Rule Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Nancy DeRoberts

47
Wrap-Up / Next Meeting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Rick Smith