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Ohio Statewide Automated Child Welfare Information System

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Title: Ohio Statewide Automated Child Welfare Information System


1
Ohio Statewide AutomatedChild Welfare
Information System
  • Partnership Forum
  • 11 May 2006

2
Opening Remarks/Confirm Agenda
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Director Barbara Riley,
  • Rick Smith, and Kim Liston

3
Agenda
  • 1000 1015 Opening Remarks/Agenda
  • 1015 1045 UAT Status Report
  • 1045 1130 SACWIS Reports
  • 1130 1230 Brief Break/Working Lunch
  • Data Warehouse
  • 1230 100 SACWIS CCRB
  • 100 130 Conversion
  • 130 200 Implementation Activities
  • 200 215 Fiscal Rule and Application Process
  • 215 230 Wrap-up/Next Meeting/Adjourn

4
User Acceptance TestingStatus Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Nancy DeRoberts
  • Angelo Serra

5
User Acceptance Test (UAT)
  • UAT the Purpose
  • Validate the system meets the functional and
    technical requirements and is ready to move to
    pilot operation and run live county operations.

6
User Acceptance Test (UAT)
  • Total of 154 UAT Scenarios.
  • Restarted running Scenarios
  • State BAs and Trainers
  • Using Muskingum data.
  • System is stable and increasing number of reports
    being generate (30 in last 30 calendar days)
  • All change orders have been incorporated
  • Financial
  • Adoption

7
User Acceptance Test (UAT)
  • County Participation
  • Communication has been initiated with counties
  • Cycle 3 SME participation begins May 15th
  • Bring back county staff that participated in
    Cycle 1 or 2
  • Will work with counties regarding schedule, time
    commitment and team alignment

8
User Acceptance Test (UAT)
  • Will leverage participants skills, familiarity
    and comfort with the application to conduct
    additional regression testing and specialized
    testing regarding key system functionality.
  • This process is being employed to certify the
    application is ready for use by any PCSA as its
    system of record.

9
User Acceptance Test (UAT)
10
User Acceptance Test (UAT)
By TYPE by PRIORITY
11
User Acceptance Test (UAT)
12
User Acceptance Test (UAT)
13
User Acceptance Test (UAT)
14
SACWIS Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Angelo Serra
  • Nancy DeRoberts

15
SACWIS Reports
  • Reports comprised of
  • Reports (72) include management reports, Forms
    (44), Notices (23), Cubes (37)
  • Total of 176 Reports
  • Design and Construction 94 complete
  • Of the 97 (139 Forms, Notices and Notices, 70 of
    total) available to UAT
  • 36 (or 20 of total) have passed UAT
  • 61 (or 35 of total) have failed UAT

16
SACWIS Reports
  • SWAT process
  • Analysis
  • Report Spec reviewed
  • All current defects reviewed
  • Checklist applied to specification to identify
    issues
  • Any issues identified are written up as defects.
  • Umbrella defect written to wrap up all defects.
  • Repair Process
  • Developer reviews defects
  • Developer makes modifications

17
SACWIS Reports
  • SWAT process (continued)
  • Peer Review
  • Review all defects
  • Review report specification
  • Review submitted report against these
  • Verify
  • Run report to ensure that it will run
  • Checklist validated
  • Submitted to UAT
  • Has yielded
  • 35 of the 63 through the process have passed UAT
    (56)
  • 19 first time through (30)
  • 9 two times through (14)

18
Brief Break/Working Lunch (Data Warehouse)
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Angelo Serra

19
Overall Reporting Structure
20
SACWIS Ad-Hoc Reporting Basics
  • Industry Standard DW / BI Architecture
  • Data Warehouse - Corporate Information Factory
    (Bill Inmon)
  • Data Marts Dimensional Model / Star Schema (Dr.
    Ralph Kimball)
  • Business Intelligence Cubes, Prompted Reports
    Ad Hoc Query
  • Reusable Data Models
  • Vendor Neutral Tool Independent
  • Best of Breed Tools
  • Data Modeling CAs AllFusion (Erwin)
  • ETL Informaticas PowerCenter
  • Address Standardization Pitney Bowes Finalist
  • Geo-spacial coding Sagents AddressBroker
  • Business Intelligence Cognos PowerPlay,
    Impromptu, ReportNet
  • Industry Standard, Repeatable Methodology
  • Iterative, Spiral Development Life Cycle
  • Rapid Application Development
  • JAD / Prototyping

21
SACWIS Ad-Hoc Reporting Basics
  • What does this provide?
  • Optimization for Customer Analysis via Business
    Intelligence Tools
  • Summarization, Aggregation and Snapshots of very
    specific data
  • Designed to perform specific business analysis
    (sometimes flexibility limited)
  • Easy to query via SQL and Reporting Tools

22
SACWIS Ad-Hoc Reporting
23
SACWIS Ad-Hoc Reporting
  • What do we need to do?
  • Define Business Needs
  • Identify difficult to answer questions
  • Sample incoming inquiries to look for patterns
  • Choose Specific Starting Point
  • Participation of Business and IT
  • SACWIS Technology Forum as starting point

24
SACWIS Ad-Hoc Reporting
  • Background Activities
  • Design target database
  • Different design process
  • Build extract/transform/load (ETL) process
  • Build any necessary aggregation functions
  • Testing

25
SACWIS Ad-Hoc Reporting
  • Standard Methodology
  • Concept (Vision)
  • Requirements
  • Analysis
  • Design
  • Development
  • System Test
  • Implementation

26
SACWIS Ad-Hoc Reporting
  • When to Start?
  • Begin thinking about this now
  • Outside Pressures
  • Brand new application
  • More comprehensive functionality
  • New business processes (e.g. CAPMIS)
  • Tight implementation timeframe
  • Constrained resources

27
SACWIS Change Control Review Board (CCRB)
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Kathy Bartlett
  • Nancy DeRoberts

28
SACWIS Change Control Review Board
  • Definition
  • Purpose
  • Membership
  • Process
  • Getting Started

29
SACWIS CCRB
  • Definition
  • Established body of SACWIS stakeholders that
    utilize a standard process to manage all change
    requests after the Application is released into
    production.

30
SACWIS CCRB
  • Purpose
  • To manage the requested changes to SACWIS
    submitted by both State and County staff by
    tracking, analyzing, prioritizing and
    recommending requested changes.
  • To serve as a recommending authority to ODJFS
    with responsibility for formulating
    recommendations regarding actions on change
    requests.

31
SACWIS CCRB
  • ODJFS Representatives
  • Business Project Manager
  • Requirements Manager
  • Change Management Manager
  • MIS Project Manager
  • Testing Manager
  • Development Manager
  • County Representatives
  • Two Small to Medium Counties
  • Two Large Counties
  • Two Metro Counties

32
SACWIS CCRB
  • High Level Process
  • Change Request Is Submitted
  • Request is logged and entered into Projects
    Requirements Tracking System
  • Impact Analysis will be conducted to determine
    the scope and cost impact of the change.
  • Change Request is Prioritized Based on
    Established Criteria
  • CCRB Formulates Recommendations

33
SACWIS CCRB
  • Getting Started
  • Identify Process for Determining PCSA Membership
  • Convene Membership As Soon As Possible For
    Planning Meetings (Establish Meeting Frequency,
    Orient Membership to Process Tools, etc)
  • Commence CCRB Process With Statewide Roll-Out of
    SACWIS
  • Begin With Existing Body of Change Requests
    Submitted and Tracked Since Project Initiation

34
Conversion
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Angelo Serra
  • Kelly Kildow

35
Data Conversion
  • Conversion Status
  • Pilot
  • Metro Counties
  • SIS Counties
  • Error Reports Data Cleansing
  • Conversion Validation

36
Data Conversion - Status
Mapping Scripting 100 Complete
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Testing Round x
System Test
UAT
Data Cleansing
Dry Run
Pilot (Muskingum)
37
Data Conversion - Status
Mapping Scripting 100 Complete
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Mapping Scripting Maintenance
Data Cleansing
Testing Round x
Testing Round x 1
Testing Round x 2
Dry Run 1
Dry Run 2
Dry Run 3
Franklin
Montgomery
Summit
Hamilton
Lucas
Cuyahoga
38
Data Conversion - Status
Dry Run
Data Cleansing
Wave 1
Wave 2
Wave 3, 4, 5
Wave 7, 8
Wave 10, 11
Wave 12, 13
Wave 14, 15
Wave 17, 18, 19
Wave 22, 24, 25
39
Data Conversion Error Reports
  • Error Reports
  • Identifies data that cannot be converted in its
    current state or format, or data that does not
    exist in the source but is required in SACWIS
  • Generated by the Conversion Team
  • Distributed to the SIS Agencies by the
    Implementation Liaisons and to the Metros by the
    Data Mapper
  • Used by the Agencies to cleanse data

40
Data Conversion Error Reports
41
Data Conversion Error Reports
42
Data Conversion Validation
  • Conversion Validation Tools
  • Conversion Control Reports
  • Business Object Control Reports
  • Agency Data Verification
  • Business Reports

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43
Data Conversion - Validation
  • Conversion Control Reports
  • Reports for verifying the movement of data
    throughout all phases of the conversion process
  • Generated and used by the Conversion Team, State,
    and Metro Technical Subject Matter Experts

44
Data Conversion - Validation
  • Business Object Control Reports
  • Reports for verifying the correct number of
    persons, cases, intakes, providers, etc. exists
    in the converted data
  • Generated by the Conversion Team
  • Used by the Conversion Team, State, and Metro
    Technical Subject Matter Experts
  • Differences between source and SACWIS totals are
    reconciled

45
Data Conversion - Validation
  • Agency Data Review
  • Source-to-Target Data Comparison via the SACWIS
    Application
  • Completed by Agency Business Subject Matter
    Experts
  • Performed multiple times (iterations) with
    multiple runs

46
Data Conversion Validation
  • Business Reports
  • Comparison of data via business reports produced
    from the legacy application and the same (or
    like) reports produced from SACWIS
  • There are a total of 12 identified for use in
    validating the conversion
  • SIS reports generated by the State Metro reports
    generated by the Metro
  • Distributed to the SIS Agencies by the
    Implementation Liaisons
  • SACWIS reports generated by the Agency
  • Used by the Agencies to cleanse data

47
Data Conversion Validation
Business Reports
48
Implementation Activities
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Thomas Heilman
  • Steve Mayo

49
Implementation Activities
  • Recorded Demos
  • Starter Kits
  • LDAP IDs and Training
  • Pilot Readiness Activities

50
Demo and Starter Kits
  • Intake
  • CAPMIS
  • Case Plan
  • Services/Placement
  • Court
  • Supervisor
  • Adoption
  • Home Study/Licensing Certification
  • Training
  • Fiscal Contracts
  • Fiscal Services
  • Fiscal Payments
  • Fiscal Eligibility
  • Miscellaneous

51
Starter Kit Contents
  • Comparison of current practice to SACWIS
  • Work Flow Diagram
  • Implementation Questions
  • Template for documenting current and future
    practice

52
Pilot Readiness Activities
  • Muskingum County has been busy preparing to pilot
    SACWIS
  • Work Process Preparation
  • Data Cleanup and Error Report Reviews
  • LDAP IDs and Target Population List
  • Weekly Status Meetings and Reports
  • Issues List

53
Fiscal Rule and Application Process
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
  • Nancy DeRoberts
  • Angelo Serra
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