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WELFARE CLIENT DATA SYSTEMS

BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, September 11, 2015

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street

Sacramento, California 95814

AGENDA

1

Welfare Client Data Systems

Board of Directors’ Meeting

Date: Friday, September 11, 2015

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: (888) 330-1716; Access Code: 8763229, Host: 1061 (NEW NUMBER)

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 (Co-Chair) HP Enterprise Services, Inc.

San Diego, Rick Wanne Chris Van Vlack

San Francisco, Dan Kalamaras

San Francisco, Trent Rhorer

San Luis Obispo, Lee Collins

San Luis Obispo, Kevin Smith OSI

San Mateo, Iliana Rodriguez Kristine Dudley

Santa Barbara, Daniel Nielson Kurtis Knapp

Santa Clara, Robert Menicocci

Santa Clara, Umesh Pol WCDS Staff

Santa Cruz, Cecilia Espinola Henry Arcangel

Solano, Angela Shing Lynn Bridwell

Sonoma, Jerry Dunn Stacey Drohan

Tulare, Juliet Webb Fue Kue

Ventura, Barry Zimmerman (Co-Chair) Sheila Lossner

Yolo, Nancy O’Hara Steve Maciel

Jo Anne Osborn

Hali Reyes

Rodain Soto

OPEN SESSION

12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Ann Edwards)

12:05 2. Agenda Review and Comments by WCDS Co-Chair (Ann Edwards)

AGENDA WCDS Board of Directors’ Meeting

September 11, 2015

2

12:06 3. Meeting Minutes Approval Items (Ann Edwards)

3.1 Board of Directors’ Draft Meeting Minutes, 8/14/15 – Attachment 3.1

12:10 4. SAWS Updates (Kristine Dudley)

4.1 SAWS Executive Steering Committee Meeting Update

4.2 OSI Liaison Onsite at Roseville

12:25 5. Decision / Action Item(s)

None.

12:25 6. Discussion Item(s)

6.1 Advanced Analytics Update (Hali Reyes)

6.2 CalHEERS Update (Hali Reyes)

LPR

NOA

6.3 Transition Activities – Attachment 6.3 (Henry Arcangel, Steve Maciel)

6.4 APHSA ISM Conference Update – Attachment 6.4 (Hali Reyes)

A-87

12:55 7. HP Updates (Chris Van Vlack)

7.1 Executive Dashboard Demo

7.2 CIS Replication – Attachment 7.2

1:30 8. Portfolio Review

8.1 First Data Quality Assurance Executive Summary Report – To be provided at the meeting (Karen

Tinucci)

8.2 Strategic Updates

8.2.1 Strategic Goals 1, 2, 3 - Attachment 8.2.1 (Rodain Soto)

1:50 9. Informational Item(s)

9.1 Board of Directors 2016 Meeting Schedule – Attachment 9.1

1:55 10. Open Session Adjournment by Co-Chair (Ann Edwards)

CLOSED SESSION

11. Approve - None

12. Discussion - None

1:55 13. Closed Session Adjournment and Next Meetings (Ann Edwards)


September 11, 2015

3

13.1 Board & Other Meetings Schedule

CWDA Conference, 10/14/15 to 10/16/15, Hyatt Hotel, Monterey

Board of Directors Meeting, 11/13/15, Library Galleria, Sacramento


September 11, 2015

4

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 8000 Foothills Boulevard, Roseville, CA 95747.

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.

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

MEETING MINUTES

1

Welfare Client Data Systems

Board of Directors’ Meeting

Date: Friday, August 14, 2015

Time: 12:45 PM to 3:30 PM

Location: CalWIN Site, 8000 Foothills Boulevard, Roseville, CA 95747 (916) 846-7550 Main

Dial-in: (888) 330-1716; Access Code: 8763229, Host: 1061 (NEW NUMBER)

Attendees: County Directors and/or Delegates CWDA

Alameda, Lori Cox Christiana Smith X

Alameda, Don Edwards X

Contra Costa, Kathy Gallagher X First Data Staff

Fresno, Delfino Neira Diane Alexander

Orange, Mike Ryan X Karen Tinucci T

Placer, Linda Patterson

Sacramento, Ann Edwards (Co-Chair) X HP Enterprise Services, Inc.

San Diego, Rick Wanne Chris Van Vlack X

San Francisco, Dan Kalamaras X

San Francisco, Trent Rhorer OSI

San Luis Obispo, Lee Collins Kristine Dudley X

San Luis Obispo, Kevin Smith T Kurtis Knapp

San Mateo, Mike Wentworth for Iliana Rodriguez

X

Santa Barbara, Daniel Nielson T WCDS Staff

Santa Clara, Robert Menicocci Henry Arcangel X

Santa Clara, Umesh Pol X Lynn Bridwell X

Santa Clara, Victoria Tran T Stacey Drohan X

Santa Cruz, Cecilia Espinola X Fue Kue X

Solano, Angela Shing X Sheila Lossner X

Sonoma, Jerry Dunn X Steve Maciel X

Tulare, Vienna Barnes X Jo Anne Osborn X

Tulare, Francena Martinez X Hali Reyes X

Tulare, Juliet Webb Rodain Soto X

Ventura, Barry Zimmerman (Co-Chair) X

Yolo, Nancy O’Hara Other

Steve Falconer, Oracle X

OPEN SESSION

1. Welcome, Lunch and Tour the New CalWIN Facility (Hali Reyes, Chris Van Vlack)

Directors toured the facility after the meeting.

Agenda Item 3.1

MEETING MINUTES WCDS Board of Directors’ Meeting

August 14, 2015

2

2. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman)

The Chair called the meeting to order at 1:10pm; introductions followed.

3. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman)

None.

4. Meeting Minutes Approval Items (Barry Zimmerman)

4.1 Board of Directors’ Draft Meeting Minutes, 5/15/15 – Attachment 4.1

4.2 Executive Committee Draft meeting Minutes, 7/10/15 – Attachment 4.2

Motion: Umesh Pol/Santa Clara motioned to approve the meeting minutes of 5/15/15 and 7/10/15 as

written. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.

5. SAWS Updates (Kristine Dudley)

5.1 OCAT Update

The report is completed. Consortia’s preference is for questions to be integrated into SAWS systems’

normal flow; there is funding for all Consortia. Implementation is targeted for 2018.

5.2 SAWS Executive Steering Committee Meeting Update

There were a number of status updates.

CalHEERS was requested to map changes to what they will accomplish operationally.

The 1341 schedule is underway; decisions need to be made quickly.

LRS is on its way. Training starts Monday. Go-Live is anticipated for 9/29/15.

ICF visited Los Angeles to look at their Foster Care operations and walked through LRS functionality

which turned into a larger discussion with questions/comments about interfacing, etc.

The kick-off meeting with CWS will be scheduled for the first week of September.

Analysis of Meds modernization is almost finished; then planning will begin. Resources, including from

Stakeholders, will be needed. One resource per Consortium is included in the FY 2016/2017 budget

request.

LRS/C-IV migration – Side-by-side comparison will start in October.

6. Decision / Action Item(s)

6.1 Contact CalWIN, Open Enrollment Plan – Attachment 6.1 (Fue Kue)

The Board was requested to approve WCDS’s recommended schedule for Open Enrollment 2016.

Action Item: WCDS will send a CRFI to counties to determine their holiday schedule to ensure coverage of

Contact CalWIN. (Volunteers will be solicited for any days needing coverage)

Motion: Jerry Dunn/Sonoma motioned to approve WCDS’ recommendation for the four counties (Fresno, San

Diego, Santa Barbara and Tulare) to continue taking calls on behalf of the Consortium for both the extended


August 14, 2015

3

hours and all day Saturdays during the 2016 Open Enrollment Period, with condition that the plan be revisited

if it presents issue for any County. Umesh Pol/Santa Clara seconded. All in favor. Motion carried.

It was noted that cross-county checking would need to be done.

6.2 CalHEERS-CalWIN Interface/County Support, Change Recommendation – Attachment 6.2 (Lynn Bridwell,

Sheila Lossner)

OPAC recommends three changes for implementation in Release 43 that will aid CalWIN workers handling

CalHEERS/CalWIN cases. Funding is available and HP is appropriately staffed; there is no impact to the

portfolio.

Motion: Jerry Dunn/Sonoma motioned to approve the OPAC Steering Committee’s recommendation to add

the below three changes to Release 43. Cecilia Espinola/Santa Cruz seconded. All in favor. Motion carried.

1. 31272-Add Run MAGI or do not run MAGI checkbox - Users would be able to select what they want to run.

Provide a way for workers the flexibility to choose which programs for eligibility determination.

2. 31267-MAGI Income and Expenses - Provide a way for workers to identity which MAGI income should be

sent to CalHEERS. Option 1: through mapping of values on the existing income windows

3. 31268-Enhance External Referral - Add all applicable dates (Create, Referral, Application, etc.)

6.3 Advanced Analytics – Attachment 6.3 (Hali Reyes)

This is an update to the Board’s prior decision to pursue Advanced Analytics with gap funding.

WCDS contracted Lance Jackson for Advanced Analytics and Data Governance.

Gap funding was approved to carry us through 7/2016 for AA, until APD approval is gained. Three

events have occurred since then:

1. OSI determined that the project cannot be started if it commits any out years M&O funding without

APD approval. HP then scaled back the SOW, eliminating out years M&O funds.

2. OSI informed WCDS that APD funding would be pulled from the 16/17 budget; funding agencies are

not certain of AAs value and want to ensure State and federal laws are adhered to.

3. WCDS is now providing education to demonstrate AA’s benefits and how it differs from BI efforts to

negotiate it back into the APD cycle.

7. Discussion Item(s)

7.1 Directors Representation on OPAC – Attachment 7.1 (Hali Reyes)

The Board agreed that Director level representation on OPAC is no longer needed.

Action Item: WCDS to update the Board’s Bylaws; omitting language relating to Directors’ representation on

OPAC as a requirement.


August 14, 2015

4

7.2 CalHEERS Injunction – Attachment 7.2 (Lynn Bridwell)

See attached. There have been many methods of communications in play with Counties to keep all abreast

of events relating to the injunction. DHCS and CalHEERS will now start communicating to Counties directly

via CIT.

WCDS continues to work through its CalWIN processes in support of the injunction.

7.3 Transition Activities – Attachment 7.3 (Henry Arcangel, Steve Maciel)

The Executive Scorecard has launched internally. It launches externally for Counties next month. SLA

measurements will be viewable.

All transition deliverables have been submitted; only three remain unapproved.

SRs under old contract reduced from 1,000+ to 214.

The back-up site for Folsom data is Colorado; however, it did not get stood up on 8/1 as targeted. Its

bandwidth will be expanded and will be up and running at the end of August. Folsom is intact until

then.

Of the 96 deliverables in the RFP, 16 relate to transition. The remaining 80 are being worked; many are

about management plan. Some deliverables are due in 11/2015 with others in Feb 2016.

Counties are using PPM and providing feedback.

WCDS and HP have continued to provide releases through the 6-month transition process.

8. HP Updates (Chris Van Vlack)

8.1 Envision / NextGen CalWIN – Attachment 8.1

HP walked through its presentation outlining the concepts for transforming CalWIN’s architecture and

design processes to better user experience, releases, capabilities, security and cost efficiency.

9. Portfolio Review

9.1 First Data Quality Assurance Executive Summary Report – Attachment 9.1 (Karen Tinucci)

To highlight…. It was recommended for Counties to use Google Chrome for CWEA, when first implemented,

to improve performance. Google itself is making changes to Chrome and moved away from some functional

capability. WCDS Counties will not be able to use the updated Chrome version starting with R45. Counties

are being instructed to not update Chrome to the new version. HP is looking to change its coding.

9.2 Strategic Updates

9.2.1 Strategic Goals 1, 2, 3 - Attachment 9.2.1 (Rodain Soto)

SG1

WCDS visited LEADER to view their dashboard; the information gathered will be shared with the BI

Team.

County visits are underway to gain knowledge and share best practices.

SG2

Implemented last phase of the CalFresh portfolio in R42


August 14, 2015

5

SG3

CalWIN NextGen and CalHEERS items are lending to SG2 efforts (user experience).

9.3 Upcoming Releases / Change Requests - Attachment 9.3 (Lynn Bridwell)

WCDS will be adding three more CalHEERS changes to our November release (as previously discussed

in the meeting).

The last phase of WTW Time-clock will be moved into R43 (it was slated for R44). HP’s Employment

Services team has been restructured to handle new changes coming in.

The release for May 2016 will grow.

10. Informational Item(s)

10.1 Board of Directors’ Executive Committee Members, FY2015/2016

The Executive Committee members for FY2015/2016 are as follows:

o Co-Chair: Ann Edwards, Sacramento (Large) o Co-Chair: Barry Zimmerman, Ventura (Medium) o Past Co-Chair: Rick Wanne, San Diego (Large)o At-Large: Jerry Dunn, Sonoma (Medium) o At-Large: Cecilia Espinola, Santa Cruz (Small) o At-Large: Kathy Gallagher, Contra Costa (Large)

10.2 Strategic Planning, Fall 2015

The October 7, 2015 Strategic Planning Meeting is canceled.

11. Open Session Adjournment by Co-Chair (Barry Zimmerman)

The meeting adjourned at 2:40pm. The tour of the new facility followed.

CLOSED SESSION

12. Approve - None

13. Discussion - None

3:30 14. Closed Session Adjournment and Next Meetings (Barry Zimmerman)

14.1 Board & Other Meetings Schedule


CWDA Conference, 10/14/15 to 10/16/15, Hyatt Hotel, Monterey



August 14, 2015

6

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

59 5/15/15 Agendize “Open Enrollment Plan” for August.

Done. Close.

Stacey Drohan 8/14/15 8/14/15

60 8/14/15 WCDS will send a CRFI to counties to determine their

holiday schedule to ensure coverage of Contact CalWIN.

(Volunteers would be solicited for days needing

coverage)

Fue Kue 9/15

61 8/14/15 WCDS to update the Board’s Bylaws; omitting language

relating to Directors’ representation on OPAC as a

requirement.

Stacey Drohan 9/15

Progress Summary

Key Accomplishments

Completed cutover to Colorado Backup/Disaster Recovery Site Developed custom data views and reports for Project & Portfolio Management Transferred all development and test environments to HP Data Center Submitted all Transition deliverables; only 2 yet unapproved Expanded UAT capability to 13 separate environments for Release 43; will expand capacity to 18 separate environments after Release 43 Reviewed and selected contract cost estimation tool

Key Dates

Transformation Continued development of comprehensive systems monitoring and management solution (Standard Reference Architecture Stack) Continued to explore next generation architecture needed to move CalWIN to desired future state Discussed SLA application, monitoring, and reporting

CalWIN Transition Report ‐ September 2015Official Transition Period: February 2015 through July 2015

Items for Further Discussion Finalizing SLA process, definitions, reporting, and calculation rules

2

14

0

29

15

17

0

4

9

0

6

00

5

10

15

20

25

30

35

40

45

Pending Submitted Approved Rejected

Deliverables

Transition Out

Change Request

M&O

Transition

Item ProjectedDate Status

Contractual Transition Begin Date 02/01/15 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

Define SLA measurement/source/reporting Sept. 2015July 2015

Executive Scorecard available to Counties Sept. 2015July 2015

Standup of Tier 3 Backup Site Aug. 2015July 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 TrackWatch

Missed

Agenda Item 6.3

Agenda Item 6.4

WCDS Board of Directors

Discussion Item

Meeting Date: Friday, September 11, 2015

Subject: CIS Replication

Presenter: Hali Reyes

Discussion Item

A presentation was given to OPAC to discuss the final cut-over to CIS Replication for several

Counties. A proposal was made for WCDS to work with each County individually to determine

barriers and support their final migration.

Supporting Information

Historically on the WCDS account, Counties’ information systems has been provided via nightly

batch cycles and file transfers in the morning. A couple years ago, the Board initiated a strategic

project for CIS Replication which has now been delivered.

The purpose of its delivery was to move the batch development of CIS files and the need to transfer

to a near real-time replication. This required that each County evaluate how they use CIS and

prepare for this transition from file-based to near real-time. WCDS will work with Counties to help

them through the transition.

Agenda Item 7.2

Doc 1 of 2

CIS Replication Status

County Replication running Parallel OPS Go Live date Comments

1 SAC Yes 4/13/15 – 6/13/15 6/17/2015 LIVE

2 SBR Yes 4/13/15 - 6/11/15 6/19/2015 LIVE

3 TUL Yes 3/9/15 - 4/18/15 5/15/2015 LIVE

4 ALAYes 2/23/15 - 5/23/15 6/19/2015

LIVE

5 SONYes 5/11/15 - 7/11/15 7/13/2015

LIVE

6 YOLYes 5/18/15 -7/18/15 7/28/2015

LIVE

7 SCZ Yes 4/13/15 - 6/26/15 8/17/2015 LIVE

8 SLO Yes 5/18/15 – 7/18/15 8/24/2015 LIVE

9 SFO Yes 5/18/15 - 7/18/15 9/1/2015 LIVE

10 SMT Yes 5/15/15 - 7/18/15 9/1/2015 LIVE

11 FRS Yes 8/14/15 - 10/14/15 10/16/2015 Parallel Operations

12 SDG Yes 5/27/15 - 7/27/15 10/31/2015 County requesting extension

13 CCS Yes 4/27/15 - 6/30/15 10/31/2015 County requesting extension

14 SOL Yes 5/25/15 - 7/25/15 12/31/2015 County requesting extension

15 PLA Yes 4/30/15 - 6/30/15 12/31/2015 County requesting extension

16 ORG

Yes 5/11/15 - 7/11/15 TBD County requesting extension ; delay

due to purge backlog

17 VEN Yes 5/18/15 - 7/18/15 TBD Informatica Performance issues

18 SCL No TBD TBD Establishing firewall rules

Agenda Item 7.2

Doc 2 of 2

Strategic Engagement, Tracking, & Integration Strategic Goals OverallSeptember 11, 2015

Strategic Goal Highlights:• BI Increment #2 communication and roll-out planning and preparation ongoing• Data Governance work plan detailed and on track – August 2015• AA Project teams (WCDS and HP) onsite and moving forward – August 2015• User Experience Project Action Team prioritized SG#2 proposed enhancements

(Short and Long Term) for Core CalWIN and MyBCW• CalFresh Initiative Portfolio completed with final delivery in Release 42• WCDS meeting with CalWIN Counties’ BI teams for sharing lessons learned and

leveraging successful models/dashboards – September 2015• WCDS hosting inter-consortia sessions for ARC design and implementation in

SAWS.

Strategic Planning and Process:• WCDS Data Governance begun with BI/AA will include standing up a Governance

Team for the CalWIN Project to cover Data as an Asset implementation• SG teams prioritizing potential Quick Wins and Long Term projects

• SG1 – BI developing increment drop #2 scope• SG2 – NextGen and User Experience quick wins planning• SG3 – Share CalWIN Single Login and Password self service

• Regional Managers planning All Counties Meeting for September• WCDS Internal team meeting to outline Strategic Goal effectiveness dimensions

– plan is to present to OPAC for review, update and approval

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 in the future

= On track= Off track= At risk

Agenda Item 8.2.1 Doc 1 of 2

Strategic Engagement, Tracking, & Integration

Strategic Goal 1 – DataSeptember 11, 2015

Engagement(Getting Started)

Tracking(Monitoring)

Integration(Delivered)

Planning for bridge support until OCM project is staffed

BI Technical System Design Deliverable Document under review

Scope Document for BI Increment #2 delivered

AA teams (WCDS and HP) onsite andworking together

Project Action Team meeting weekly for detailed working sessions

BI Project Draft Road Map updated to include relationship to CIS, MR and AA

BI Business Requirement Document (Work Product) under review

Identification and initial scope items for Phase 2 (post 18 months) being planned

Advanced Analytics POC Project begun in August

BI/AA Data Governance development and implementation in progress

Infrastructure for QA/Pilot environment in development

Data Mapping and lineage documentation under development

OPAC approved Organizational Change Management (OCM) Plan

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

Today


Strategic Goal 2 – ProductsSeptember 11, 2015




OPAC requested CalWIN explore support options for MyBCW training

User Experience quick wins short-term projects in progress

Final Close-out document delivered for CalFresh Initiative Portfolio

HP standing up Executive Scorecard for operational performance visibility

CalHEERS enhancement projects are scheduled for Release 43/44

User Experience Observations recommendations prioritized

User Experience RFCs drafted for proposal submission

Interface design being evaluated between CalWIN and County Business tools

NextGen CalWIN presentation provided to BOD

Additional Mobile Enhancements being explored

NextGen CalWIN remodel planning in progress


Today


Strategic Goal 3 – RelationshipsSeptember 11, 2015




WCDS exploring opportunities to collaborate with Code for Sacramento

Relationship Map on hold – being reevaluated

WCDS/HP presented at Medicaid Enterprise Systems Conference (MESC) in Iowa

CalWIN to host ARC design sessions with SAWS and Stakeholders

Internal WCDS/HP CWDA Debrief meeting implemented at project to share info

BI Team visited CalWIN Counties for opportunities to leverage capabilities

CalWIN preparing for Data Demo to CDSS and OSI on September 29

Communication Business Flows being gathered, reviewed and synthesized

WCDS Leadership attended APHSA ISM Conference in Philadelphia

OPAC – Established Communication Steering Committee Meetings

WCDS Staff attended CA Technology Forum in Sacramento

Share CalWIN Governance Charter rolled out to counties


Today

CalFresh Initiatives – Close Down

1

Delivery Statistics

26 changes included 6 Addendums added

8 months from kick-off to implementation

CalFresh Portfolio

Enhancing MyBCW Final Payment Milestone

Total Cost *SanDiego

Funded

Release

1. Allow users to submit documents thru mobile - CR7220 May 603,373 603,373 42 – Aug

2. CalFresh Recertification - MyBCW - Phase 1 - CR7246 May 156,741 156,741 42 – Aug

3. MyBCW Portal Layout Enhancements (SDG) - CR7252 May 28,740 11,209 42 – Aug

4. MyBCW Portal Phase 2 Enhancements -CR6758 May 829,013 323,315 42 – Aug

5. Reminder and notification system, text, email - CR7219 May 734,546 594,982 42 – Aug

TOTALS 2,352,413 1,689,620

Improving User Experience Final Payment Milestone

Total Cost **San Diego Funded

Release

1. AT-Excessive EBT Card Replacements - CR6849 February 86,877 86,877 40 - Feb

2. Identify Restaurant Meal Program Cases - CR7118 May 98,258 98,258 42 – Aug

3. Inter-county Transfer of TCF - CR6644(includes Addendum 1)

May 430,434 430,434 42 – Aug

4. MCE Switch to assist when case transitions - CR7215 May 129,335 129,335 42 – Aug

5. Remove Drug Felon Question from CF/CW App -CR7031

February 36,701 29,728 40 - Feb

6. Restart Anonymous Application in MyBCW - CR6377 May 97,462 97,462 41 - May

7. SAW2 Plus Revisions - CR6857 May 601,449 234,565 41 - May

8. SUA Changes post 6851 - CR7001 January 63,113 63,113 MR - Jan

TOTALS 1,543,629 1,169,772

Improving the Churn Rate Final Payment Milestone


Release

1. Generation of SAR 90 – CR6793 February 158,133 128,088 40 - Feb

2. Printing the CF 285 for CF Only Cases – CR6722 May 472,750 472,750 42 – Aug

TOTALS 630,883 630,883*

* Total Cost includes the cost of the change, including any non-CalFresh functionality. Some of the CRs benefit theCalFresh program exclusively; others benefit CalFresh and other programs.

Release Non-App &

Monthly21%

Release 4011%

Release 4114%

Release 4254%

CF SDG Funding by Release

Agenda Item 8.2.1

Doc 2 of 2


2

** San Diego Funded amount covers the CalFresh portion of the projects. This explains the variance between the “Total Cost” and “San Diego Funded” values seen in the listing above.

Improving the Negative Error Rates Final Payment Milestone


Release

1. Add Reason Codes to QCIS File - CR7321 May 40,857 40,857 42 – Aug

2. Align XNOA across all 18 counties - CR7200 January 6,843 5,543 MR – Jan

3. CalFresh 130% and 200% FPL IRT - 2015-01-23 - CR7271 May 176,537 176,537 42 – Aug

4. Creation of RRR Applications -CR7166 May 143,579 143,579 42 – Aug

5. Drug Felon Repeal for CalWORKs and CalFresh - CR7041 March 48,992 39,684 MR - Mar

6. Improving Negative Error Rates in CalFresh - CR7180 February 66,759 66,759 41 - May

7. Noticing for Zero Benefit Cases - CR7189 February 52,288 52,288 41 - May

TOTALS 535,855 525,246

WINS – Work Incentive Nutritional Supplement Benefits Final Payment Milestone


Release

1. WINS Parent Count - CR7214 May 98,874 98,874 42 – Aug

2. WINS Self Employment net income / fed min wage -CR7191

May 44,476 44,476 MR – Jun

3. WINS change to issue WINS payments on the 25th -CR7218

April 167,504 167,504 MR - Apr

TOTALS 310,854 310,854

CalFresh Auto-Determination Final Payment Milestone


Release

1. Notify MyBCW applicants of potential CalFresh Eligibility- CR7195

May 98,121 98,121 42 – Aug

TOTALS 98,121 98,121

Outstanding Issues – None Release 42 – Live in production August 10th, 2015

Printing the CF 285 for CF Only Cases (6722)o Two issues reported, both resolved with release to production (live on 08/17/2015). One code

modification and one client correspondence data move.

MyBCW Portal Phase 2 Enhancements (6758)o Two issues reported, both resolved with release to production (live on 08/17/2015).

Communication Plan CompletedThe communication plan and material were well received by stakeholders. The following communications were

published as part of the CalFresh Initiative Communication Plan:

White Paper – Provided an overview on the background, scope and approach to the portfolio.o Shared with Board of Directors, Operations & Policy Advisory Committee and Regional Managers

Portfolio Announcement – Provided an general overview of the portfolio.o Share with State, Counties and Regional Managers


3

Self Service Announcement – Provided an overview of the portfolio from a Self Service (portal) perspective.o Shared with State, Counties and Regional Managers

Text & Email (7219) Bulletin – Provided an overview of upcoming functionality included with 7219.o Shared with Counties and Regional Managers

Self Service Bulletin – Provided an overview of upcoming self-service functionality included with the portfolio.o Shared with Counties and Regional Managers

WINS Bulletin – Provided an overview of the WINS changes included with the portfolio.o Shared with Counties and Regional Managers

Release 42 Text & Email Bulletin – Provided update on Text & Email functionality included in 7219.o Published with Release 42 documentationo Shared with Counties and Regional Managers

Release 42 General Bulletin – Provided overview of portfolio changes include in Release 42.o Published with Release 42 documentationo Shared with Counties and Regional Managers

Lessons Learned

What went well… WCDS and HP Leadership support

Governance model of dedicated team worked well, needs some refinement

Accelerated change process worked – included joint design sessions with approval

What can we do better…

Involved Business Office & Project Management Office earlier

Better define escalation paths

Next Steps… Use lessons learned to develop a model for future initiatives

Updated: August 31, 2015

WCDS BOARD OF DIRECTORS

2016 Meeting Schedule

Below are the 2016 WCDS Board of Directors’ meeting dates, along with location and

teleconference information. These dates align with CWDA’s meeting schedule. Attendees include

the WCDS Board of Directors, WCDS Management and First Data’s Quality Assurance Project

Manager and Director of Government Accounts. CWDA and OSI are also invited to attend Open

Session. Lunch and refreshments will be served at the meetings.

Teleconference Info: Dial-in: (888) 330-1716, Access Code: 8763229

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

Meeting Dates and Location:

Dates (Fridays) Location

January 15 Library Galleria, East Room, 828 I Street, Sacramento

February 12 Library Galleria, East Room, 828 I Street, Sacramento

March 11 Library Galleria, East Room, 828 I Street, Sacramento

April 15 Library Galleria, East Room, 828 I Street, Sacramento

May 13 Library Galleria, East Room, 828 I Street, Sacramento

June 10 TBD

August 12 Library Galleria, East Room, 828 I Street, Sacramento

September 9 Library Galleria, East Room, 828 I Street, Sacramento

November 18 Library Galleria, East Room, 828 I Street, Sacramento

*The Board of Directors does not meet the months of July, October and December.

Agenda Item 9.1

welfare client data systems board of ... bod agenda package 2015-0911 v2.pdfwelfare client data...

Documents