Child Welfare Services – New System Project

Quarterly Legislative Briefing

March 29, 2017

INTRODUCTIONS

2

Table of Contents

Project Vision

Project Strategy

Project Status

Future Initiatives

Key Challenges and Lessons Learned

Project Oversight

Project Budget

CWDS Quarterly Stakeholder Forum

Questions and Answers

3

PROJECT VISION

4

Project Vision

Child Welfare Services-New System (CWS-NS) will provide a new

technology platform and suite of digital services to be released incrementally

over the next few years.

The new digital services will provide an intuitive user experience and

new capabilities not currently provided by the existing legacy systems.

The new digital services are being developed as a collection of web

applications, accessible from both computers and mobile devices.

The new digital services will replace the mainframe-based

Child Welfare Services/Case Management System (CWS/CMS)

in service since 1997.

5

PROJECT STRATEGY

6

Core Strategies

User-Centered Design

Agile Development Methodology

Open Source Technology

Modular Procurement

Iterative Software Releases (Publishing)

Emergent Technical Architecture

Development and Operations (DevOps) Project Lifecycle

7

Logical System Architecture

8

Workers Using Digital Services (Child Welfare & Licensing)

CWS/CMS – DB2

Field Automation System

(HQ Domino Data)

Licensing Information System

Application Program Interface

Child Welfare Digital Services Presentation

Legacy CWS/CMS Workstation

CICS-COBOL

Postgres (New Data)

ADABAS DB

Regional Office FAS Regional Office FAS Regional Office FAS

CBC

Search Engine

Interface Partners(CDCR, SDM)

CALS FAS

Role-based Authorization

PROJECT STATUS

9

Release 1 - Resource Iceberg (People)

10

LOGIN

SEARCH

PMO

SAF

TECH PLATFORM

DEVOPSAWS

TESTING

IBM

STAKEHOLDER RELATIONS

PROGRAM POLICY

IMPLEMENTATION

WEB

INTAKE

ELT

COUNTIES

OTECH

PROCUREMENT

AGILE COACHING PRODUCT STRATEGY

INFRASTRCUTURE

DATA

DOT

CHECKS & BALANCES

OSI

CDSS

Release 1 - Activity Iceberg (Processes)

11

LOGIN

SEARCH

SECURITY

INTEGRATION

COMMUNICATIONS

TESTING

ARCHITECTURE

RESEARCH

IMPLEMENTATION

DEVELOPMENT

REPORTING

PLANNING

COACHING STRATEGY

TRAINING

DESIGN

SUPPORTAUDITING

DEMOS

STAND UPS

RETROSPECTIVES

Release 1 - Technical Iceberg (Technology)

12

LOGIN

SEARCH

API

SAF

DB2RACF

POSTGRES

ELASTIC

AWS

VPN

SSH

SECURITY

CICS

COBOL

AUTHENTICATION

AUTHORIZATION

CGEN

GITHUB

CWS/CMS

LIS/FAS

AUDITING

LOGGING

MONITORINGTESTING

SUPPORT

INTEGRATION

SFTP

ARCHITECTURE

LDAP

REST

Accomplishments – Program Increment 1 (Release 1)

CWDS Technical Infrastructure

Amazon Web Services (AWS) Environments

Network

Identity Management (SAF)

User Features

Login

Search

1. Implement elastic search – complete

2. Connect to CWS/CMS (DB/2) – complete

3. Configure results filters – complete

4. Iterative improvement of search – ongoing

13

User Research and Design in Action

Visited 6 Core Counties

Butte

Fresno

Los Angeles

Santa Cruz

Ventura

Yolo

300+ Staff Interviews

Observed in office

Social workers

Clerical staff

Supervisors

Shadowed Investigations

Day, swing and on-call shifts

14

Agile Impact on Project Schedule

15

11/18/2015 7/11/20171/2016 4/2016 7/2016 10/2016 1/2017 4/2017 7/2017

11/2015

Planned RFP 7.5 Release

7/2017

Planned RFP 7.5 Contract Award

11/18/2015 7/11/20171/2016 4/2016 7/2016 10/2016 1/2017 4/2017 7/2017

Waterfall Methodology(Traditional Model)

Agile Methodology(New Model)

12/2015

Intake RFP Released

12/2015

API RFP Released

3/2017

PI 1 Released to Production11/2015

Pivot to Agile

9/2016

Intake Contract Executed

6/2016

API Contract Executed

1/2017

Planned RFP 7.5 Bids Due

6/2017

Case Management Contract Execution

1/2017

Licensing (CALS) Contract Executed

9/2016

Intake Core Counties Onboarded

1/2017

CALS Core Counties Onboarded

Procurement Status

16

In the last quarter, we have executed 7 new contracts, including:

CALS Digital Services

Intake Implementation

Data Conversion Project Manager

Legacy Services 1-4

In Quarter 4, we expect to execute 5 new contracts, including:

Technical Platform 2

Case Management Digital Services

Agile Coach 2

DevOps 1 & 2 (Engineering and Service Desk)

Denotes a procurement utilizing the Agile Development Prequalified (ADPQ) Vendor Pool

FUTURE INITIATIVES

17

Product Roadmap

18

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Intake

Certifcation, Approval and Licensing Services (CALS)

Case Management

Resource Management

Court Processing

Eligibility

Financial Management

Technology Platform Team 1 (API)

Implementation Support (Intake)

Implementation Support

Technology Platform Team 2

Operations

Technology Platform Team 3Technology Platform Team 4

Where We Are – Intake

19

RECEIVE

REPORT

FIND PEOPLE REFINE INFORMATION EVALUATE DETERMINE

RESPONSE

APPROVAL

USER

JOURNEY

FEATURES

• Screener

Information

• Screener

Narrative

• Allegations

• Incident

Information

• Person

Demographics

• Reporting Party

• Decision and

Response

Time

• Cross Report

• Submit a

Referral

• Person

Search

READY DELIVERED IN DEVELOPMENT DESIGN READY DESIGN READY IN DESIGN

STATUS

Where We’re Going – CALS (Facility Profile)

20

SEARCH FOR

FACILITY

SEARCH RESULTS FACILITY PROFILECALS

JOURNEY

FEATURES

STATUS

PROOF OF

CONCEPT

• API Connection –

Multiple Data

Sources

• Search & Search

Results

COMPLETE IN DEVELOPMENT IN DESIGN IN DESIGN

• Search by:

- Facility Address

- Assigned LPA

- Facility Approval Number

- Approving Agency

- Facility Name

• Search Results as

Determined by

County/State SMEs

• Display of Search

Results (Usability

Study)

• Determine Facility

Profile Content

• Usability Study

Where We’re Going – Intake (Program Increment 2)

21

As of 3/28/2017

Check out the full Storyboard!

KEY CHALLENGES AND LESSONS LEARNED

22

Key Issues, Challenges, and Resolutions

23

Project Control

Project Influence

Beyond Project

Control or Influence

Key Challenges (Within Our Control)

24

Procurement Timeline

Continuing to Streamline/Accelerate Procurement Process RFO flow has improved, but timelines remain challenging

Working in partnership with OSI and CDT to continually improve

ADPQ refresh to expand the pool to more vendors (up to 30)

Technical Infrastructure

External Network circuit between CalCloud and AWS

Challenges integrating to legacy authentication service (SAF)

Office Technology Environment GWO WIFI

GWO network configuration (WIFI & wired vLAN, port assignation)

GWO direct internet link

Developer laptops

CWDS IT Support Team Short staffed

Need admin privileges

Key Challenges (What We Can Influence)

Talent Portfolio

Recruiting new staff with high aptitude, modern technical skills

Salary restrictions, fitting skills needed into available roles/classes

Long hiring lifecycle

Mapping of planned staff positions to emergent needs

25

Lessons Learned from AgileInsights which can be applied on other state projects

26

Release 1

Allow enough time for testing on production data before releasing functionality.

Decouple development of software from user adoption.

Project-Wide

There is an opportunity cost to not producing new software.

Interim local solutions may have to be implemented to accommodate new program requirements.

Children are at risk when programs do not have the appropriate tools.

Legacy costs continue until we complete the digital services solution.

Communicate to stakeholders using audience-appropriate language.

County Partnership

PROJECT OVERSIGHT

27

Evolution of Project Approval and Oversight Methodology

Checks & Balances Team

First Combined Oversight Report published February 2017

CDT Independent Project Oversight (IPO), Independent Verification & Validation (IV&V), &

CWDS Project Management Office (PMO)

Twelve agile assessment categories, five completed and ongoing

Delivering a Report Every Sprint

Internal report delivered in Sprint 1

External report delivered in Sprint 2 (Similar to monthly IPO and IV&V reports)

28

PROJECT BUDGET

29

CWS-NS Budget/Expenditures FY 2016-17

30

CWDS QUARTERLY STAKEHOLDER FORUM

31

CWDS Quarterly Stakeholder Forum

Tuesday, April 11, 2017, 10:00 AM – 3:00 PM

2870 Gateway Oaks Drive, 1st Floor

Sacramento, CA 95833

Agenda: 10:00 - 12:00 General Session & Monthly Solution Demo: April 2017

1:00 - 3:00 Breakout Sessions (concurrent):

Intake

Certification, Approval, & Licensing Services (CALS)

CWDS Technology Platform

Contact: Randy Triezenberg

Email: randy.triezenberg@dss.ca.gov

32

For More Information

33

https://cwds.ca.gov @CA_CWDS California Child Welfare Digital Services

CWDSCommunications@cwds.ca.gov https://www.linkedin.com/company/child-welfare-digital-services

https://www.facebook.com/CaliforniaCWDS/

QUESTIONS

34