Child Welfare Services – New System ProjectQuarterly Stakeholder Briefing

April 11, 2017

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

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PROJECT VISION

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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 andnew 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-basedChild Welfare Services/Case Management System (CWS/CMS)in service since 1997.

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PROJECT STRATEGY

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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

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Logical System Architecture

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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

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Release 1 - Resource Iceberg (People)

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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

DATADOT

CHECKS & BALANCES

OSICDSS

Release 1 - Activity Iceberg (Processes)

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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)

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LOGIN

SEARCH

API

SAF

DB2RACF

POSTGRES

ELASTIC

AWS

VPN

SSH

SECURITYCICS

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 – complete2. Connect to CWS/CMS (DB/2) – complete3. Configure results filters – complete4. Iterative improvement of search – ongoing

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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

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Agile Impact on Project Schedule

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

11/2015Planned RFP 7.5 Release

7/2017Planned 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)

12/2015Intake RFP Released

12/2015API RFP Released

3/2017PI 1 Released to Production11/2015

Pivot to Agile

9/2016Intake Contract Executed

6/2016API Contract Executed

1/2017Planned RFP 7.5 Bids Due

6/2017Case Management Contract Execution

1/2017Licensing (CALS) Contract Executed

9/2016Intake Core

Counties Onboarded

1/2017CALS Core

Counties Onboarded

Procurement Status

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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

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Product Roadmap

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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

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RECEIVEREPORT

FIND PEOPLE REFINE INFORMATION EVALUATE DETERMINERESPONSE

APPROVALUSER

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)

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SEARCH FORFACILITY

SEARCH RESULTS FACILITY PROFILECALSJOURNEY

FEATURES

STATUS

PROOF OFCONCEPT

• 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)

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As of 3/28/2017

Check out the full Storyboard!

KEY CHALLENGES AND LESSONS LEARNED

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Key Issues, Challenges, and Resolutions

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Project Control

Project Influence

Beyond Project Control or Influence

Key Challenges (Within Our Control)

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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

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

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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

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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)

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PROJECT BUDGET

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CWS-NS Budget/Expenditures FY 2016-17

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For More Information

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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

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