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Transforming Child Welfare: New System Initiative

Learn about the Child Welfare Services New System Project, addressing outdated technology challenges, timeline, procurement approach, market research, and project status. Discover key functionalities, business problems, and the goal of meeting federal standards.

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Transforming Child Welfare: New System Initiative

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  1. Child Welfare Services – New System Project OverviewPresented by: Sarah d’EonOffice of Systems Integration October 23, 2013

  2. Agenda • What is Child Welfare Services New System Project? • Why a new system? • When can I expect a new system? • What’s next? • Question & Answers

  3. What is CWS NS Project? • Procure and Deliver the Child Welfare Services New System (CWS NS) • Replace the legacy Child Welfare System/Case Management System (CWS/CMS) • Not meet all Federal requirements • Out dated technology is expensive to maintain • Limited ability to upgrade • Limited data sharing • As of July 1, 2013, officially started activities to procure a vendor who can deliver the new system.

  4. History of CWS – New System • May 2011 - CWS/Web Project Suspended • July 2011 – Started the development of the CWS Automation Study mandated by the Budget Act of 2011 • April 2012 – Submitted the CWS Automation Study to the Legislature • July 2012 – Started the development of a Feasibility Study Report (FSR) • January 2013 - California Technology Agency approves the CWS-NS Project’s FSR for the Planning and Procurement Phase • July 2013 – Launched the CWS – New System Project

  5. Why a new system?

  6. Business Problems & Opportunities • Better meet the needs of the Child Welfare Practice • Meet Federal Standards for Statewide Automated Child Welfare Information System (SACWIS ) • “Comprehensive automated case management tool that meets the needs of all staff involved in foster care and adoptions assistance case management.” • Continued Federal Funding Participation

  7. SACWIS Functionality • Intake Management • Assessments • Case Management (CM) –Case Planning • CM – Services • CM – Placement • CM – Adoptions • Court Processing • Eligibility • Financial Management • Resource Management (RM) – Licensing • RM – Services • Quality Assurance • Administration • General Capabilities • Self-Service • Interfaces

  8. Business Problems & Opportunities • Implement Information Exchange • Federal SACWIS Required • Eligibility (Title IVE, Medicaid, TANF) • Child Support • Child Abuse and Neglect (CAN) • State options • Courts • Education • Immunizations • Others

  9. Business Problems & Opportunities • Improve System Access • Improve Business Collaboration • parents, foster parents, child and multidisciplinary teams • Improve Outcome • Driven Planning, Management and Assessment • Improve Resource Utilization

  10. Market Research • Researched available solutions through the Internet • Contacted other States • Conducted a Request for Information • Seven vendors responded stating their solution could meet an average of 74% of the CWS Critical Functionality straight out of the box • Conducted an internal assessment of CWS/CMS • CWS/CMS currently provides approximately 24% of the CWS Critical Functionality

  11. Procurement Approach • Buy/Build Approach • Acquire a Pre-Built Solution • Develop Custom Extensions (i.e., Custom Software Code)

  12. When can I expect to see the new system?

  13. Project Timeline The CWS New System should rollout in phases in 2016 and 2017

  14. What’s next?

  15. Project Status Today • Project started July 1, 2013 • Building staff and establishing tools • Currently Documenting Requirements • Collaborating with counties and other stakeholders • Building Business Practice Packages - a combination of: • Business Process Workflows • Operational Scenarios • Business Requirements

  16. Sample ‘Get Up’ Work Flow1.0 Get Up

  17. Sample “Get Up” Matrix1.0 Get Up

  18. Child Welfare Functionality • Intake Management • Assessments • Case Management (CM) –Case Planning • CM – Services • CM – Placement • CM – Adoptions • Court Processing • Eligibility • Financial Management • Resource Management (RM) – Licensing • RM – Services • Quality Assurance • Administration • General Capabilities • Self-Service • Interfaces Finish Requirements in Spring 2014

  19. Procurement is about two years • Market research • Assemble staff and resources • Document Business Requirements • Create Request for Proposal (RFP) • Get approval to release the RFP • Release the RFP • Vendor’s prepare and submit bids • State/counties evaluate the bids • Select winning bidder • Get approval of winning bidder and contract • Get funding approval for the Development and Implementation phase • Award the contract • System Development and Delivery is two to three years

  20. Conclusion • Child Welfare Services New System Project is underway • Procurement process is to ensure fair and open competition to deliver the best value solution • Focus is on meeting the needs of the Child Welfare Program

  21. Questions and Answers

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