ISD2R\YES NM

1. ISD2R\YES NM PCC Update 04/28/10 Combined Phase Report

2. Agenda • The Project • Recent Events • Cabinet Secretary Review • Health Care Reform – Replacement RFP • Review all sub projects related to ISD2R • Encounter Tracking (ISD service queues) • Data Conversion • Business Intelligence (reporting) • Yes-NM(web entrance) • Imaging (electronic documents)

3. The Project Objective: Replace HSD-ISD2 information system. ISD2 manages benefits for over 700,000 clients who receive Food Stamps (SNAP), Energy Assistance, Medicaid, and Cash Assistance. Project Components to ISD2r ISD Replacement Yes-NM (web entrance) Encounter Tracking (ISD service queues) Imaging (electronic documents) Business Intelligence (reporting) Federal Partners Food and Nutrition Services (FNS) Centers for Medicare and Medicaid (CMS) Administration of Children and Families (ACF)

4. Recent Events Key Changes Management Turnover Actions Cabinet Secretary Review (3/15/10 – 4/9/10) Use outsourced “Systems Integrator” to transfer risk **Use of Transfer System that support new requirements of National Health Care Reform Review all sub projects related to ISD2R Yes (web entrance) - Encounter Tracking (ISD service queues) Imaging (electronic documents) Business Intelligence (reporting)

5. Review: Health Care Reform Use outsourced “Systems Integrator” to transfer risk Currently investigating potential systems Concerns: Fit for National Health Care Reform Review ISD2r RFP for Michigan Bridges Visited Michigan (Five member HSD team) Technology: A good fit Business: Changes will be needed. Match rate is only 40% – 60% Processing can take 5 to 10 times longer than ISD2 Project Management Office (PMO) key to Michigan's success

6. RFP Status • Actions: • Visit 2 or 3 more states in search of a better fit. • RFP is on hold until a direction is chosen • Issue RFP specifying Michigan Bridges as the transfer system • Issue RFP specifying a systems other than Bridges • Issue RFP with an unspecified transfer system • Issue PMO RFP • HSD will issue an RFP for a PMO office. • PMO office report to the Deputy Cabinet Secretary • Funding provided by SNAP Admin

7. Review: Sub-Projects • Review all sub projects related to ISD2R • Encounter Tracking (ISD service queues) • Data Conversion • Business Intelligence (reporting) • Yes-NM(web entrance) • Imaging (electronic documents) • HSD has decided to delay or cancel all sub-projects • Funding sub projects puts ISD2R at risk • Resource contention implementing sub-projects puts ISD2R at risk.

8. Encounter Tracking Status • Review: Phase I is complete • Phase I has completed UAT • Staff can add clients to the queues • Able to track status of applications and status in multiple queues. • Staff have capabilities to search applications and clients • Action: • The decision has been made to postpone the encounter tracking project. • Requirements gathering is required for next phase • Significant portions of Encounter Tracking may need to be rewritten to work with the transfer system. • Encounter Tracking will be added to the ISD2R RFP • The Encounter Tracking contract has been canceled. • Remaining funds will revert to ISD2R

9. Data Conversion Status • Review: • We received the following: • Data dictionary • Four primary VSAM files were converted (Validation Required) • Data conversion process documentation • Actions: • The data conversion effort has been terminated due to the decision to use an integrator. • Data conversion will be included with the System Integrator RFP • Remaining funds will revert to ISD2R

10. ET and Data Conversion Budget Budget = $2,000,000 Expenses = $946,017 Remaining = $1,053,983

11. Business Intelligence Status • Review: • Basic Ad-Hoc Reports (needs UAT) • Have complete design for 21 business reports • Requested 12 Month End Reports – One created (needs UAT). 9 reports can be blended with the completed design reports. • Can connect directly to DB2 production for producing report. • Can use current server for rollout through production • Own all licenses to move from Dev to Production • Received 91 licenses (2 admin and 2 developer licenses) • Received 50 business author licenses • Received 37 user licenses

12. Business Intelligence Status • Action: The decision has been made to terminate the BI project and contract. • All contract expenses will be charged to the general fund. • Charges to date includes $200.0 for Cognos licenses. • All remaining funds will revert to ISD2R.

13. Business Intelligence Budget Budget = $681,190 Expenses = $211,532 Remaining = $469,658 Note: The BI contract ($76.0) will be charged to general fund.

14. YES NM Status • Review: • Phase I is in M&O • Am I eligible is in production • Technical requirements for Apply For Benefits (AFB) are complete • AFB is in UAT • Action: • AFB rollout is on hold • AFB may be altered for National Healthcare Reform requirements • HSD must develop business processes to handle the inevitable increase in applications during a time of record high vacancies in field offices.

15. YES NM Budget Budget = $1,774,400 Expenses = $1,522,778 Remaining = $ 251,622

16. Imaging Status • Review: • RFP responses have been reviewed and are in contract negotiations – Contract has not started. • The preferred offeror quote was $2,800.0. • HSD budged $2,000.0 • HSD will need to request the remaining $800.0 in the Implementation Phase I appropriation • Do not know how it will integrate will ISD2r • Actions: • HSD has decided not to move forward with Imaging. • Funds will revert to ISD2R

17. Budget • ISD2R appropriation = $14,000.0 • Sub-project appropriations = $7,000.0 • Spend against sub-project appropriation = $2,252,889.01 • HSD is currently working with the Feds on cost allocation in an attempt to improve the match.