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Project Steering Committee Meeting May 16, 2019

Project Steering Committee Meeting May 16, 2019. AGENDA. Call Meeting to Order Agenda Review Public opportunity to speak on items not on the Agenda. Action Item. 4. Approve the Minutes of the April 18, 2019 Project Steering Committee Meeting and review of Action Items. Informational Items.

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Project Steering Committee Meeting May 16, 2019

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  1. Project Steering Committee Meeting May 16, 2019

  2. AGENDA • Call Meeting to Order • Agenda Review • Public opportunity to speak on items not on the Agenda

  3. Action Item

  4. 4. Approve the Minutes of the April 18, 2019 Project Steering Committee Meeting and review of Action Items.

  5. Informational Items

  6. CalSAWS Project • DD&I Status • Deliverable Summary

  7. DD&I Status • Application Development • Sent out CRFIs for the Imaging Functional Analysis Sessions. Imaging Functional Analysis Sessions started on May 6th • Continued planning for Functional Analysis Sessions • Continued planning for General Designs and Release packaging • Conversion • Continued developing Master Conversion Plan • Continued elaboration of the Accenture/DXC approach to the CalWIN Data Conversion • Drafted Conversion Burn Down metrics to track mapping, build and integration test of data elements planned for C-IV and CalWIN conversion activities • Technical Architecture and Cloud Bridge • Deployed AWS Snowball appliance at Primary Central Site and began transfer of WCC (forms) and Data Warehouse data • Continued testing and fine tuning of Oracle parameters for Oracle 18c to determine opportunities for further performance enhancement  • Continued infrastructure activities to build enterprise foundation in AWS • Continued planning deployment of development workstations for the South

  8. DD&I Status Deliverable Summary

  9. DD&I Status CalSAWS DD&I Project Risk Summary • The following risks were approved at the April 24, 2019 Risk Management Group Meeting.

  10. CalSAWS Staffing Update

  11. CalSAWS Staffing • CIT 0034-19 sent out this week for 25 different positions. • There is a mix of long-term and limited-term assignments. • May 22, 2019 webinar to discuss Project Staffing with Counties.

  12. CalSAWS Consortium Project Team - Management

  13. CalSAWS Consortium Project Team - PMO

  14. CalSAWS Consortium Project Team – Customer Engagement

  15. CalSAWS Consortium Project Team – Policy, Design & Governance

  16. CalSAWS Consortium Project Team – Application Development & Test

  17. CalSAWS Consortium Project Team – Technical & Operations

  18. CalSAWS Consortium Project Team – Common Services

  19. CalSAWS Governance Status

  20. Governance As of May 7th • Executed JPA and MOU documents are due by May 15, 2019 • The JPA effective date is June 28, 2019

  21. CalSAWS Monthly Status Report Overview (Federal Report)

  22. CalSAWS IT Project Report

  23. CalSAWS Release Plan Walkthrough

  24. Release Approach • Software deployment approach as described in the Statement of Work: • CalSAWS Software development will occur over a series of eight (8) Application Software Modifications and/or Enhancements Services (M&E) releases to the LRS (the “CalSAWS Releases”). • Delivery of CalSAWS General Designs will be in alignment with the defined CalSAWS Releases. The CalSAWS General Design documents will be in accordance with the current CalACES design template.  As each CalSAWS General Design is completed, it will be collected into a package of designs. This package will be assembled every other month as documented in the CalSAWS DD&I Work Plan.  • There will be a single DED for CalSAWS General Design documents. As CalSAWS General Designs are approved, these documents will be associated as artifacts to CalSAWS DD&I System Change Requests (CalSAWS DD&I SCR) to be created within the CalSAWS change management tool. Upon approval of the CalSAWS General Design Deliverables, development work and subsequent testing and deployment activities will commence. No additional approval for these CalSAWS General Design and associated CalSAWS DD&I SCRs (e.g. committee or CCB) will be required. • The CalSAWS Software requirements will be prioritized based on facilitating the conversion effort as proposed by the CONTRACTOR. For example, changes that add or modify data collection fields will have an inherent impact to conversion and will be prioritized earlier for development. • CalSAWS Software requirements will be uploaded to the CalSAWS RTM repository within the CalSAWS Change Management Control tool. As CalSAWS DD&I SCRs are created by the CONSORTIUM, the CalSAWS Software requirements will be linked to these CalSAWS DD&I SCRs to facilitate the CalSAWS DD&I RTM.

  25. Release Approach • CalSAWS Project Schedule: The Conversion team to provide converted data for the respective C-IV and CalWIN Converted Data, UAT, and Interface Testing phases

  26. Release Approach • Small First Release – Ramp up Teams. • Remaining Migration changes deployed through 7 LRS M&E releases. • Target Conversion & Training impacts in earlier releases. • Balance workload across releases and development teams. • Does not yet include any output from the Research Requirements or Functional Design Sessions. 7 65 reqs. 36 reqs. 25 reqs. 30 reqs. 15 reqs. 46 reqs. 42 reqs. 128 reqs.

  27. Release Approach • 387 Application Development System Requirements. • 36 requirements with CRFI impacts. Modeled in release 3 and onwards to allow for the CRFI turnaround time. Note, in order to meet the Release 3 schedule, CRFI responses would need to be received by September 2019. • 14 requirements identified as needing additional Committee or County input. Modeled in Release 3 and onwards to allow for design input. • 5 requirements with potential impacts to the Foster Care Eligibility Determination (FCED) policy implementation. Modeled in Release 6 and onwards to allow for designing the FCED solution. Note, in order to meet the Release 6 schedule, FCED requirements would need to be defined by September 2019. 7

  28. Release Approach • Release Highlights: R3 R1 R2 R4 ~9,800 hrs. 128 reqs. ~21,500 hrs 65 reqs. ~19,200 hrs 46 reqs. ~21,600 hrs 36 reqs. • Multi-County login functionality • County system password reset functionality • Field and drop down value relabeling for 58 County use • Security role/group updates for 58 County use • Porting of C-IV County specific batch functionality • LRS Batch job configuration for 58 County use • Displaying all EDBC reasons and verifications that may prevent the User from running EDBC • Displaying the age and gender after the name of the customer throughout the data collection pages on • Updating Enhance Supervisor Authorization (EDBC and Fiscal) functionality to include County configurability. • Porting of CMSP functionality • Case flag configuration for 58 County use • Field and drop down value relabeling for 58 County use • IEVS configuration for 58 County use • Configuring WTW functionality for 58 County use • Field and drop down value relabeling for 58 County use

  29. Release Approach • Release Highlights: R7 R6 R8 R5 ~20,100 hrs 15 reqs. ~20,300 hrs 30 reqs. ~21,100 hrs 25 reqs. ~19,800 hrs 42 reqs. • Adding rush warrant functionality and County warrant print stock for the C-IV and CalWIN Counties • Configuration of benefit issuance functionality for 58 County use • Porting of the C-IV resource databank website and functionality • LRS Batch job configuration for 58 County use • Updating the System to display the new CalSAWS logo. • Configuring Foster Care functionality for 58 County use. • Configuring Foster Care functionality for 58 County use. • Porting of CalWIN County specific batch functionality • LRS Batch job configuration for 58 County use • Consolidation of printing processes to support the utilization of only one set of common print files and print streams. • Consolidation to one set of system generated Journals. • Payment consolidation for Foster Care Kin-GAP, and AAP, to combine issuances and break down expenditures • LRS Batch job configuration for 58 County use

  30. Cloud Migration Status Update

  31. Cloud Enablement Phases for Cloud Enablement • Phase 1: LRS to the Cloud • Additional environments for Migration • Transitional LRS to the Cloud • Phase 2: Scale CalSAWS • Scale CalSAWS architecture for 58 Counties • Develop Cloud Native Reporting/Analytics • Phase 3: Transition C-IV & CalWIN • Increment infrastructure/services and transition users by wave

  32. Cloud Enablement Phase 1 AWS Cloud US East 1 Region (DR) US West 2 Region Code Data LRS/CalSAWS LRS Environments Database Replicas for Disaster Recovery LRS/CalSAWS Migration Related Cloud Native Services Infrastructure/Security Phase Legend Already Exists Building Interface Partners NorCal Cloud Exchange SoCal Cloud Exchange ADF PMO CalSAWS Network SDWAN/MPLS LA/Net Workers

  33. Cloud Enablement Phase 2 AWS Cloud US East 1 Region (DR) US West 2 Region Code Data LRS/CalSAWS LRS Scaling Environments Database Replicas for Disaster Recovery Cloud Native Analytics Update Batch Architecture LRS/CalSAWS Migration Related Cloud Native Services SQL Tuning Infrastructure/Security Phase Legend Already Exists Building Interface Partners NorCal Cloud Exchange SoCal Cloud Exchange ADF PMO CalSAWS Network SDWAN/MPLS LA/Net Workers

  34. Cloud Enablement Phase 3 AWS Cloud US East 1 Region (DR) US West 2 Region Code Data CalWIN LRS/CalSAWS LRS C-IV Scaling Environments Database Replicas for Disaster Recovery Cloud Native Analytics Update Batch Architecture LRS/CalSAWS Migration Related Cloud Native Services SQL Tuning Infrastructure/Security Phase Legend Already Exists Building Interface Partners NorCal Cloud Exchange SoCal Cloud Exchange ADF PMO CalSAWS Network SDWAN/MPLS Additional Counties LA/Net Workers

  35. Status as of 5/8 Cloud Enablement Schedule (CY 2019) LRS Go-Live CalSAWS Release Project Start CalSAWS Release Oct 15 Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2020 Today Bridge End Exchange/Security Partner Connectivity LRS to AWS Technical Services/Upgrade Environment Buildout UAT Testing Decommission Scaling Analytics

  36. Text Notifications Opt-in Update

  37. Status of Procurements • QA • OCAT • Portal/Mobile • CalWIN Training, Change Management and Implementation Support

  38. QA Procurement: Key Tasks & Timeframes • Key Milestones: changes made based on 5 actual proposals & slight extension to evaluation • QA RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 • Proposal Evaluation – Monday, Feb 11 – Tuesday, Mar 26 • Oral Presentations/Key Staff Interviews – Monday, Mar 18 – Wednesday, Mar 20 • Prepare Vendor Selection Report (includes Consortium, Legal and OSI review) – Thursday, Apr 4 - Friday, Apr 19 • Release Notice of Intent to Award – Monday, Apr 22 • Negotiations & State, Federal & JPA Approvals – Wednesday, Apr 24 – Friday, June 28 • QA Vendor Start Date – Monday, Jul 1

  39. OCAT Procurement: Key Tasks & Timeframes • Key Milestones: changes made based on 5 actual proposals and Evaluation Team availability • OCAT RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 • Proposal Evaluation – Monday, Feb 11 – Wednesday, Apr 17 • Oral Presentations/Key Staff Interviews – Monday, Apr 8 – Wednesday, Apr 10 • Prepare Vendor Selection Report – Friday, Apr 19 – Tuesday, Apr 30 • Vendor Selection Report Review & Approval – Wednesday, May 1 – Friday, May 10 • Release Notice of Intent to Award – Monday, May 13 • Negotiations & State & JPA Approvals – Wednesday, May 15 – Friday, Jun 28 • OCAT Vendor Start Date – Monday, Jul 1

  40. OCAT Procurement: Appeals Tasks & Timeframes • Appeals Process • Release Notice of Intent to Award – Monday, May 13

  41. OCAT Procurement: Key Tasks & Timeframes • Key Milestones: changes made based on 5 actual proposals and Evaluation Team availability • OCAT RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 • Proposal Evaluation – Monday, Feb 11 – Wednesday, Apr 17 • Oral Presentations/Key Staff Interviews – Monday, Apr 8 – Wednesday, Apr 10 • Prepare Vendor Selection Report – Friday, Apr 19 – Tuesday, Apr 30 • Vendor Selection Report Review & Approval – Wednesday, May 1 – Friday, May 10 • Release Notice of Intent to Award – Monday, May 13 • Negotiations & State & JPA Approvals – Wednesday, May 15 – Friday, Jun 28 • OCAT Vendor Start Date – Monday, Jul 1

  42. Portal/Mobile Procurement: Key Tasks & Timeframes • Key Milestones: • Prepare Portal/Mobile RFP: Wednesday, Apr 3 – Wednesday, Jun 19 • Define Portal/Mobile System Requirements: Wednesday, Apr 3 – Tuesday, May 21 • Consortium, State and Federal Review of RFP: Thursday, Jun 20 – Tuesday, Sep 3 • RFP Release Date – Tuesday, Sep 4 • Vendors Conference – Tuesday, Sep 17 • Proposal Due Date – Monday, Nov 4 • Proposal Evaluation – Tuesday, Nov 5, 2019 – Friday, Jan 24, 2020 • Oral Presentations/Key Staff Interviews – Tuesday, Jan 14 – Friday, Jan 17, 2020 • Prepare Vendor Selection Report – Monday, Jan 27 – Tuesday, Feb 4, 2020 • Vendor Selection Report Review & Approval – Wednesday, Feb 5 – Tuesday, Feb 11, 2020 • Release Notice of Intent to Award – Wednesday, Feb 12, 2020 • Negotiations & State, Federal & JPA Approvals – Friday, Feb 14 – Thursday, Apr 9 • Portal/Mobile Vendor Start Date – Monday, Apr 13

  43. CalWIN Training, Change Management & Implementation Support Procurement: Key Tasks & Timeframes • Key Milestones: • Prepare CalWIN RFP: Wednesday, May 22 – Tuesday, Aug 13 • Define CalWIN Requirements: Wednesday, May 22 – Tuesday, Jul 16 • Consortium, State and Federal Review of RFP: Wednesday, Aug 14 – Wednesday, Oct 23 • RFP Release Date – Thursday, Oct 24 • Vendors Conference – Wednesday, Nov 6 • Proposal Due Date – Monday, Dec 23 • Proposal Evaluation – Tuesday, Dec 24, 2019 – Wednesday, Mar 11, 2020 • Oral Presentations/Key Staff Interviews – Monday, Mar 2 – Thursday, Mar 5, 2020 • Prepare Vendor Selection Report – Thursday, Mar 12 – Friday, Mar 20, 2020 • Vendor Selection Report Review & Approval – Monday, Mar 23 – Friday, Mar 27, 2020 • Release Notice of Intent to Award – Monday, Mar 30, 2020 • Negotiations & State, Federal & JPA Approvals – Friday, Apr 3 – Thursday, Jun 18, 2020 • CalWIN Vendor Start Date – Monday, Jun 22, 2020

  44. Communication • Committee transition process

  45. Committee Transition Process Restructure of committees is a crucial part of the CalSAWS Governance.  The goal is to be inclusive while maintaining continuity in order to continue the objectives and good work of the committees. A webinar will be held for the 58 County’s Primary Points of Contact (PPOCs/OPAC {equivalent}) on May 20th 2019. The webinar will provide counties with detailed information on CalSAWS governance, roles and responsibilities for the various levels of county participation and level of effort. This includes the Regional Committee Member (RCM) and Subject Matter Experts (SME) roles. Information for the webinar was sent out via County Information Transmittal (CIT) last week.

  46. Committee Transition Process • The last week of May 2019 a County Request for Information (CRFI) will be sent to all 58 counties to recruit for Regional Committee Members (RCMs), with a two-week turnaround. • Beginning in July, in-person presentations will be conducted for all RCMs and SMEs. The proposed dates and locations are: • Northern California • July 15th 9 AM – 11 AM, CalSAWS N Project • July 11th 1 PM – 3 PM, CalSAWS N Project • Southern California • July 1st 9 AM – 11 AM, CalSAWS S Project • July 10th 1:30 PM – 3:30, PM Rialto CA • A Webinar option will be available for those who cannot attend in person

  47. Committee Transition Process As part of the transition process it is recommended some existing RCMs stay engaged to assist the new RCMs for 3-6 months, depending on the committee activity. This allows seasoned and new members to become acclimated, and provide a transfer of knowledge on committee status. After the transition period the committee participants will be reduced to the maximum of 5 RCMs per committee. The recommendation for the new RCMs and SMEs to begin effective 7/31/2019. Each Regional Manager will Sponsor at least one committee to assist with the transition, the confirmation of process and to assist with communication, as needed.

  48. Stakeholder Engagement Framework and CalSAWS

  49. Stakeholder Engagement in Policy and SAWS

  50. CalSAWS Policy Enablement  State Policy Owner  Stakeholder Engagement in CalSAWS Implementation of Approved Regulation and Enhancements Stakeholder Opportunities for Review/Input • Joint Powers Authority Meeting • Agenda and Minutes • Amendments • Project Steering Committee Meeting • Agenda and Minutes • System Change Request (SCR) Planning Group Approved SCRs * • Change Control Board Approved SCRs * • Implementation Schedule • Monthly Stakeholder Meetings • Quarterly Stakeholder Meetings • Public Facing Technology Procurements System Development Life Cycle (SDLC) • Posted System Information • Committee Meeting Agendas • Major Upcoming Release Document • Release Notes • * SCRs include system requirements. Stakeholder input can be discussed at the Monthly Stakeholder Meetings. Legislation / Policy Changes 1 CalSAWS Implements Policy • State Letters • All County Letters • All County Welfare Director's Letters / Medi-Cal Eligibility Division Information Letters • All County Information Notices • County Fiscal Letters 2 Final Published Letters 3 Public Facing Examples Non-Public Facing Examples Stakeholder Review/Input Lobby Management Contact Center Web Portal Mobile App Imaging IVR Back Office Features Case Management Financial Mgmt. Interfaces Stakeholder Review/Input via WARRA/SARRA and SAWS Tracker, in addition to regular letter review process For Stakeholder Information Communicating and Representing Public Interest Stakeholders Public

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