ChildStory Pre-Tender Market Briefing 20 May 2015

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Safe Home for LifePre RFT Market Briefing

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ChildStory Notes for the reader

•  The contents of this briefing are intended to provide potential partners with business, functional, solution and implementation context for the ChildStory Program"

•  FACS reserves the right to adjust any timeframes, approach and material documented in this briefing up to the release date"

•  Final versions of all material will be made available through the tender process"

•  All interested IT vendors and Suppliers are encouraged to register for notifications on the NSW Procurement eTendering site as this will be the channel for the formal tendering process in mid 2015. "

•  Please follow www.childstory.net.au for details

3

Agenda

1.  SHFL Background 52.  Business Context 203.  Solution Context 204.  Implementation and Change Approach 105.  Anticipated Evaluation Process 5�

…�

6.  Questions 30

4

Pre-Tender Briefing

1.  When is the tender?2.  What is likely to be in it?3.  How do we think it will be evaluated?4.  What are the key things I need to know?5.  How is FACS expecting the market to respond?

5

Background

1.  The Child Protection and Out of Home Care System2.  SHFL objectives and Initiatives3.  What has happened since our last briefing4.  Context setting for our solution requirements

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Child protection and out-of-home care service system

141,356non-ROSH

reports

104,817ROSH reports

246,173 reports

Face-to-face child protection response

Children’s Court

Children into care

Adoption After care services

ASSESSMENT + INTERVENTION

INTAKE INTERVENTION PLACEMENT ADOPTION LEAVING CARE/ AFTER CARE

17,981children p.a.

� 2,500 matters p.a.

3,210 children p.a.

73 children p.a.

� 1,300 children p.a.

64,470 children p.a.

EARLY INTERVENTION

Services working

with vulnerable

familiesCHILD

PROTECTION HELPLINE

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What is the Safe Home for Life reform program?

Safe Home for Life is about:

• building on services that we know are effective and make a difference for children at risk of significant harm (ROSH) and families in crisis.

• solving problems in local service systems to improve services for vulnerable children and families

• using the right data and measures to assess the impact our work is having with children and families.

more services and better outcomes for more children at risk and in care

8 Safe Home for Life at a glance | 8 3331

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ASSESSMENT + INTERVENTION

INTAKE INTERVENTION PLACEMENT ADOPTION LEAVING CARE/ AFTER CARE

EARLY INTERVENTION

Safe Home for Life objectives

More face-to-face responses for children at ROSH

More children adopted

Efficient, flexible and connected FACS workforce

Children provided stable and secure homes for life through

guardianship

Fewer children enter OOHC Children in statutory out- of-home care are provided safe, stable placements

More children restored to their birth families

Fewer non-ROSH reports

Fewer children re-reported at ROSH

9

ChildStory Background … what’s happened since our last briefing

Dec 2014 Jan 2014 Feb 2015

PRODUCT/SOLUTION PRESENTATIONS

INTERNAL REQUIREMENTS GATHERING

REVIEW MARKET/ PRODUCT CAPABILITY

Mar 2015 Apr 2015 May 2015 Jun 2015

Industry Briefing DISTRICT PROTOTYPING

RFT Package(s) Sent to

Suppliers

FINALISE REQUIREMENTS DOCUMENTATION/RFTS

INDEPENDENT RESEARCH

10

ChildStory Background

Executive Overview https://www.youtube.com/watch?t=13&v=r6g5dEY42nI

Market Briefing #1 https://m.youtube.com/playlist?list=PL6P_ktdq7sQyME5ZLys4GduGxHUz0uOt7 •  FACS performance•  SHFL rationale and initiatives•  Objectives and KPIs•  Solution landscape and Reference Architecture

•  ChildStory vision•  Engagement and Design Process

11

Our work from the perspective of our clients and workers

The solution and implementation/change requirements that will enable us to see more children

Our high level design is now complete. Successful solution and service providers will best understand:

A

B

Children Why we’re here …

Child Journey

The work we do to support Kids and Families …

Solution Requirements

Tech &Arch Reqts.

Non- Functional

Reqts.

Commercial Requirements

Functional Reqts.

Journey Maps and Business Process Flows

Implementation Approach

Implementation Method

Change Model

Program Team

CP / OOHC "Functional Overview

Embedded Team Central Team

Districts'Statewide'Services'NGOs'Vendors'

Geo

grap

hica

l Cov

erag

e

Functional Coverage Low High

State

District

Option 4: hybrid

D1

D2

State-wide Functions

C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs

Collaborate (Client and Agencies)

Child Protection and Out of Home Care

Intake Assessment Intervention Placement

Leaving and Aftercare

Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*

Visualis-ation Identity

Mgmt & Matching

Workforce Mgmt

Case flow

Information Sharing, Co-

ordination Single

Registry of Services

Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives

High Impact on Kids and Families

Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools

Interactive Case Plan

Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice

Single Provider Portal

Single Reporting

Tool

Single View

Contract & Financial

Mgmt

Single Data

Capture at Source

Interactive Knowledge

Capture

Life Story Life Plan

Current District Led prototyping projects

Prioritised Solution Areas Prototypes

SOLUTION ARCHITECTURE

OVERVIEW

Channels CYP

Partner and Corporate

Services

Case Management &

Collaboration

Family / Carer

Worker Service Provider

ChildStory Web App(s)

Mandatory Reporter

Family /Carer

Case Management

Service Provider

ChildStory Mobile Apps

ChildStory - Case Management

Case Management

CYP

Placement Management


Reporting & Analytics

EnterpriseSearch

Content Management

Case Management Support & Enterprise Services

ArchiveGeographic Information

Application Integration

ChildStory - Collaboration

Partner NGOs and Government Agencies

Corporate Services (e.g. Finance, HR, Rostering,

eLearning)

Business Intelligence

Child Engagement

Solution Bundles

SHFL ICT Reference Architecture

Infrastructure

Engagement Services

Mobile, Portals, Email, SMS, B2B, Fax, Voice, Post, Social Media

Case Management

Prevention Mgmt, Intake Mgmt, Assessment and Intervention Mgmt, Case Mgmt and Planning, Referral Mgmt, Placement Mgmt, Leaving and Aftercare Mgmt and Adoption Mgmt

Case Management Support Services

Client Mgmt, Visualisations, Caseload and Demand Mgmt, Enterprise Content and Document Mgmt, Location and Provider Mgmt, Workflow Mgmt, Communications, Enterprise Search, Scheduling, Legal, Policy and Information Security Mgmt, Analytics and Knowledge Mgmt, Forms Mgmt

Partner Services

Client Collaboration

Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt

Enterprise Services C

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Client, Service Identity Mgmt

Reference Architecture

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Child Journey

The work we do to support Kids and Families …


Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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All design deliverables are either already available (www.childstory.net.au) or will be made available through the RFT. The focus today is on:

ü  Child Journey ü  Functional Description of

FACS work ü  Scenarios ü  Prototypes ü  Journey Maps and

Business Process Flows ü  Personas ü  Solution Bundles and

Reference Architecture ü  Detailed Functional, Non

Functional, Technical and Commercial Requirements

13

Agenda

1.  Background 52.  Business Context 203.  Solution Context 204.  Implementation and Change Approach 105.  Anticipated Evaluation Process 5�

…�

6.  Questions 30

14

Business Context

1.  The Child Journey2.  10 Key Scenarios3.  FACS Functions4.  Journey Maps and Business Process Flows5.  Personas

15

ChildStory http://childstory.net.au


Child Journey

The work we do to supports Kids and Families …


Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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rate

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vice

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16

ChildStory Starting from where kids and families are …

Post to / link w Social Media

Peer-to-peer network to

learn what has help other kids that have been

there too

My “Digital Suitcase”

Set my goals, contribute and track progress against my plan

Visualise my story, Connect

all my workers … and

Record Important Videos, Audio and photographs. Share documents with government and other

agencies

Help me organise visits with mum / dad / siblings / grandma and

grandad

share information with my school,

GP …

Touch base with caseworkers via

secure chat / video link

Know when my appointments

are

Know my culture

…! …! …!


Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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rate

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vice

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ChildStory 10 Key Scenarios ChildStory must support

Scenarios

Prototypes (examples)


Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

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Required Solution ‘Actions’

Personas

Solution Bundles à "Requirement Categories

Each scenario includes: •  FACS / SHFL goals •  an overview

covering context and definitions and

•  links to a number of deliverables from our co-design phase

Vendors will be evaluated on their ability (on paper and on site) to support these scenarios

FACS would like to review how your solutions can be configured (in the time available) to support these scenarios

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ChildStory 10 Key Scenarios ChildStory must support 1.  Mandatory reporting and helpline 2.  Searching and Visualising history and relationships 3.  Intake, Allocation & Resource "

Management 4.  Assessment including mobility 5.  Case Planning, workflow and "

content management 6.  Placement including exchange "

of information with courts "and NGOs

7.  Programs, Contracts and "Payments

8.  Contact management 9.  Leaving and After Care 10. Child Wellbeing Units Note: FACS reserves the right to modify, add or remove scenarios as required.


Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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rate

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ChildStory Scenario 1: Mandatory reporting and helpline

Solutions

1.  Case Management 2.  Enterprise Search 3.  Mobile Applications 4.  Child Engagement Mobile App(s) 5.  Portal / Web Apps (including

Mandatory Reporter Portal) 6.  Geographical Information System 7.  Collaboration and Messaging 8.  Archive

Users (Personas)

1.  Mandatory Reporter 2.  Helpline Caseworker 3.  Manager Casework

FACS has a single intake model for the State, located in a centralised call centre – called the Child Protection Help Line. Both public and mandatory reporters contact the help line to make reports for children they believe are at risk.�

This scenario explores the process of •  Using the Mandatory Reporter Guide to assist in deciding

whether to contact the Helpline•  Use of the Screening & Response Priority Tool (SCRPT)

to determine legal thresholds •  Pathways for Risk of Significant Harm (ROSH) and Non-

ROSH reports•  Allocation of a ROSH report to a Community Services

Centre (CSC) for triage

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ChildStory Scenario 2: Searching and Visualising history and relationships

ROSH cases are allocated to CSCs according to the location of the child. At various times during casework, caseworkers and managers need access to information about a child.

This may include information from a range of sources that explain relationships with other people, locations where they have lived, previous interaction with government agencies (including FACS, Courts, Police, …), case history, outcomes from previous assessments, significant risks and harm previously experienced by the child.

This scenario explores better ways to provide managers and caseworkers with quick and accurate information about a child’s current circumstances and history.

Solutions

1.  Case Management 2.  Enterprise Search 3.  Mobile Applications 4.  Child Engagement Mobile App(s) 5.  Portal / Web Apps 6.  Geographical Information System 7.  Collaboration and Messaging 8.  Archive

Users (Personas)

1.  Manager Casework 2.  Caseworker

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Scenario 2: Searching and Visualising history and relationships SAMPLE Scenario)2Searching)and)Visualising)History)and)Relationships

Key$Outcomes7)Reducing)administrative)burden)for)caseworkers)to)enable)more)time)for)clients7)Supporting,)through)system)enablement,)the)linking)and)sharing)of)information)about)clients’)needs)within)FACS)and)with)non7Government)organisations)(NGOs)7)Delivering)an)agile)system)that)supports)service)delivery)innovations)such)as)use)of)mobile)apps)for)‘real)time’)data)input,)cloud7enabled)data)sharing)that)reflects))))security)and)privacy)requirements)and)a)consumption7based)cost)structure)that)can)be)scaled)as)the)number)of)required)licences)changes

Scenario)StepFunctional)Requirement)

Category Solution Personas Prototype

9.2.1 New(case(needs(to(be(allocated. Case(Management(and(PlanningAnalytics(and(Reporting

Case(Management Manager(Casework

Resource(Management

9.2.2

The(Manager(Casework(uses(the(ChildStory(Solution(to(assist(them(in(allocating(the(case(to(a(caseworker.

In(order(to(assist(the(decisionCmaking(process,(the(Manager(Casework(will(need(access(to(resource(management(functionality:C(caseworker(capacityC(caseworker(availabilityC(cases(due(to(be(closed(/(overdue(for(assessment(per(caseworker

Case(Management(and(PlanningAnalytics(and(Reporting

UsabilityVisualisations

Caseload(Management

Case(ManagementManager(Casework

Resource(Management

9.2.3 Manager(Casework(allocates(the(case(to(Caseworker. Case(Management(and(Planning Case(Management Manager(Casework

9.2.4 Caseworker(is(notified(through(multiple(channels(that(a(new(case(has(been(allocated.Case(Management(and(Planning

Alert(and(Notification(Management

Case(Management Caseworker My(Organiser

Reference)Material)7)PARTC)and)ANNEXURE)C

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Scenario 2: Searching and Visualising history and relationships SAMPLE

9.2.5

Caseworker-logs-on-to-the-ChildStory-Solution-and-searches-for-the-child-and-obtains-a-consolidated-view-of-the-child.-

Items-viewable-(various-ways-via-Worker-Single-View,-and-case-management-search)-by-the-Casework-includes:D-Single-ViewD-GenogramD-Child-relationshipsD-Ecomap

Case-Management-and-PlanningEnterprise-SearchWorker-Single-View

UsabilityVisualisations

Case-ManagementWorker-Web-App/Portal

ArchiveEnterprise-Search

CaseworkerEnterprise-Search

Single-View

9.2.6Caseworker-can-see-that-the-child-is-related-to-the-NGO.-By-drilling-down,-the-caseworker-can-see-a-more-detailed-history-and-pictorial-view-of-the-relationships. Visualisations Caseworker

Enterprise-Search

Single-View

9.2.7

Caseworker-should-be-able-to-view-the-following-information:o---the-family-memberso---agencies-involved,-o---people-who-may-have-harmed-the-child-previously,-o---addresses-of-where-the-child-has-lived,-o---other-people-at-those-addresses,-o---reported-issues-and-assessment-outcomes,-o---important-events-other-agencies-have-recorded-(for-example-health-and-education-events)-o---And-allows-the-caseworker-to-click-on-any-particular-record,-event,-relationship-or-address-to-view-that-original-record

Case-Management-and-Planning:-SearchUsability

Visualisations

Case-ManagementWorker-Web-App-/-Portal Caseworker

Enterprise-Search

Single-View

9.2.8The-information-presented-to-the-Caseworker-highlights-that-the-child-has-used-has-been-seen-by-another-CSC-service-in-the-past.

Case-Management-and-PlanningContract-Management

UsabilityEnterprise-Search

Referral-Management

Case-ManagementEnterprise-Search Caseworker

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ChildStory Scenario 3: Intake, Allocation & Resource Management

Solutions


Users (Personas)

1.  Caseworker

ROSH cases are allocated to CSCs according to the location of the child. At various times during casework, caseworkers and managers need access to information about a child.

Currently managers use a range of manual allocation tools to make decisions about allocation of cases.

This scenario explores better use of technology and information to assist in managing unit capacity (theirs and others), understanding of child’s story, information provided to caseworkers and their performance as it relates to seeing more children.

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ChildStory Scenario 4: Assessment including mobility

Solutions

1.  Case Management 2.  Enterprise Search 3.  Mobile Applications 4.  Child Engagement Mobile

App(s) 5.  Portal / Web Apps 6.  Geographical Information

System 7.  Collaboration and Messaging 8.  Archive

Users (Personas)

1.  Manager Casework 2.  Caseworker 3.  Child / Family 4.  Carer

When a case is allocated, caseworkers are required to undertake a Safety Assessment and then following that a Risk Assessment using FACS templates. In order to prepare for these activities, caseworkers need access to key information about children and a process to set goals, complete pre-assessment checklists and plan their work in conjunction with their manager. This may occur virtually – while the caseworker is in the field.�A Safety Assessment will be undertaken with the family often at their home, and if the child is going to remain at home a safety plan may be developed, agreed, and provided to the family. A Risk Assessment is undertaken over a period of time and requires interaction with parents, children and others involved with the family. This information collection may be through direct contact, through interaction on apps, by email and by phone and may require the caseworker to enter information on a mobile device.

25

ChildStory Scenario 5: Case Planning, workflow and content management

Solutions


Users (Personas)

1.  Caseworker 2.  Children / Families 3.  Other Government and Non

Government Agencies

Case planning is a key element of the work FACS does with children and families. It occurs in both the Child Protection and Out of Home Care (OOHC) settings.

Case planning should include a high degree of interaction between FACS, children / families and other agencies involved in providing services. Children may be involved in different ways depending on their age.

Case planning involves setting goals to achieve specific outcomes and setting tasks to achieve these. There are regular reviews of these plans to assess progress.

Case planning may occur in the context of a matter being before the court. In these circumstances, accurate and up to date information about legal orders is imperative.

26

Scenario 5: Case Planning, workflow and content management SAMPLE

Scenario 5Case Planning, workflow and content management final

Key Outcomes

-‐ Reducing administrative burden for caseworkers to enable more time for clients-‐ Improving monitoring of individual outcomes for CYP in OOHC-‐ Maintaining accurate, consistent and timely information -‐ Understanding ‘what is working’ through information aligned to outcomes-‐ Providing a flexible approach to effective interaction with NGOs’ own operating arrangements-‐ Delivering an agile system that supports service delivery innovations such as use of mobile apps for ‘real time’ data input, cloud-‐enabled data sharing that reflects security and privacy requirements and a consumption-‐based cost structure that can be scaled as the number of required licences changes

Scenario StepsFunctional Requirement

CategorySolution Personas Prototype

9.5.1

Children's Court has determined that the children (aged 14 and 6) should return home to live with their mother.

An interface from the Children's Court to ChildStory Solution enables an update of information / status for the children in the system.

Legal, Policy and Information Security

Case Management and Planning

Content Management

Case Management Court

9.5.2Caseworker receives notification that Court Order has been issued. This triggers the ChildStory Solution to notify the caseworker to start a case plan review.

Alert and Notification Management

Case Management, Worker Web App /

PortalCaseworker My Organiser

9.5.3

Caseworker prepare and plan for a case review.

To enable the caseworker to do this, they muct be able to:·∙ View list of people involved with case·∙ Add/manage participant roles to the case·∙ Manage participants access to their portals·∙ Create new version of case plan


Case Management Caseworker Interactive Case PlanSingle View

Reference Material -‐ PARTC and ANNEXURE C

27

SAMPLE Scenario 5: Case Planning, workflow and content management

9.5.4

Caseworker meets with Manager Casework to confirm agenda and participants for the case review meeting.

Caseworker creates case review meeting invites using the Worker Portal / Web App to the mother and children (if applicable), school teacher and NGO service provider by SMS. Information to be send includes key details of the meeting -‐ location, time and date.

Caseworker should be able to:·∙ View case notes·∙ Enter new case notes·∙ Create case planning meeting with all participants·∙ Send meeting requests to everyone via their portals, email, and SMS (preferred method)·∙ Receive confirmation that meeting was accepted from participants


CommunicationsCalendar / Scheduling

Case Management, Worker Web App /

PortalCaseworker Interactive Case Plan

Single View

9.5.5Caseworker generates questionnaire for participants to provide input into the children's case plan.


Case Management Caseworker Interactive Case Plan

9.5.6

Participants are notified to complete questionnaire via their preferred contact method.

The relevant participants access their portal / mobile app and completes assigned questionnaires.



CYP Mobile App, Family / Carer Web

App / Portal,

CaseworkerCYPFamily

NGO CaseworkerCarer

Portal: Family ViewPortal: CYP View

Portal: Service Provider View

9.5.7

Caseworker calls school and asks them to upload school report.

Teacher upload school reports (MS Word or PDF) via Family/Carer Portal / Web App. The school report is attached to the children's record in the ChildStory Solution.


Case Management, Family / Carer Web

App / PortalCaseworker

Interactive Case PlanPortal: Service Provider

View

28


9.5.8

Caseworker views questionnaire results and uses information to draft a new case plan.

Case plan includes:-‐ additional tasks-‐ goals-‐ notes

Case Management and PlanningUsability


9.5.9 24 hours before the scheduled meeting, a reminder is sent out to all participants via their preferred contact method



Calendar / Scheduling


App / Portal, CYP Web App / Portal or CYP

Mobile App

CaseworkerCYPFamily

NGO CaseworkerCarer


9.5.10

All participants attend the case review meeting. They review the draft case plan and decide on a range of tasks and supports that need to occur over the following 6 months.

They set review dates for every 6 week period for the team to meet together, as well as agreeing that the school teacher will upload a progress report to the caseworker every 6 weeks.

Caseworker carries out the following tasks:

·∙ Scheduled meeting reminders to participants (preferred method) for meetings·∙ Scheduled reminders to the teacher to upload the progress report·∙ Update case plan (add tasks, goals and notes)

Case Management and PlanningUsability

Case Management

CaseworkerCYPFamily

NGO CaseworkerCarer

Interactive Case PlanPortal: Family ViewPortal: CYP View


My Organiser

9.5.11 Caseworker makes changes to the case plan and workflows the case plan for approval from Manager Casework.



29


9.5.12 Manager Casework approves the case plan.Case Management and

PlanningCase Management Manager Casework Interactive Case Plan

9.5.13 Caseworker receives notification that case plan has been approved.



Case Management Manager Casework Interactive Case Plan

9.5.14

Caseworker sends out notification to all participants (via their preferred contact method) that the case plan is available for viewing.

All participants views the case plan using the following methods:

-‐ Child (aged 14) by CYP Mobile App-‐ Mother by Family / Carer Portal / Web App-‐ Teacher by Family / Carer Portal / Web App-‐ NGO Caseworker by Service Provider Portal / Web App





Mobile App

Manager Casework

My OrganiserPortal: Family ViewPortal: CYP View


9.5.15

6 weeks later...

Reminder sent to all participants (via their preferred contact method) to attend scheduled case review meeting.





Mobile App

Manager Casework

My OrganiserPortal: Family ViewPortal: CYP View


30

ChildStory Scenario 6: Placement including exchange of information with courts and NGOs

Solutions


Users (Personas)

1.  Caseworker 2.  Manager Casework 3.  Other Government and Non

Government agencies 4.  Child/Carer

When children cannot remain with their birth families, FACS places them with other family members, pursues adoption or places children with authorised foster carers. Where children are with authorised foster carers this can either be with FACS foster carers or with carers managed by Non Government Organisations (NGO).

When a child requires a new placement a broadcast request is made to potentially multiple NGOs who have contracted placements in the relevant geographical area and where the placement matches the child's demographics and needs. Available and suitable placements are advised to FACS and a decision is made about where to place the child.

During this process and following placement a range of information is shared between agencies, and also with the carer and child. This may include location of the child, key case management decisions and outcomes, and information related to contracting and payment functions.

31

ChildStory Scenario 7: Program, Contracts and Payments

FACS contracts a range of NGOs to provide services to children and families in Early Intervention, Child Protection and Out of Home Care. �

Agencies are contracted and then paid to provide services defined by contracts and service schedules.FACS and agencies need to share information in relation to these agreements about services provided, outcomes achieved and payments made. �

New technology should allow more efficient reporting of data and service usage as well as provide access to this data to both the NGO and FACS staff as a basis for decision making.

Solutions


Users (Personas)

1.  FACS contracting staff 2.  NGO staff 3.  FACS program managers

32

ChildStory Scenario 8: Contact management

When children are in OOHC they often need to maintain a relationship with their birth family. This can be to assist them to return home to live with their family, or to maintain contact with key family members during their time in OOHC.�

The process of organising, and sometimes supervising this contact can be complex. Sometimes children are with carers from multiple NGOs and FACS, and sometimes they live long distances from each other. This can be a stressful time for children, carers and families. �

New technology should improve the efficiency of this process and allow all participants to have as much information before and after the contact as possible.

Solutions


Users (Personas)

1.  Caseworker 2.  Children/Families/Carers 3.  NGOs

33

ChildStory Scenario 9: Leaving and After Care When a young person is in OOHC FACS has a responsibility to support them to prepare for life after turning 18. This includes working with them to make plans for what they might need when they leave their placements, ensuring that health and dental needs are met, considering educational needs and gaining life skills such as learning to drive. It can also be an important time for them to why they came into care and what has happened over that time.�

Once a young person turns 18 FACS has a statutory responsibility to continue to support them until they turn 25. As this is a vulnerable time for young people and they may not have extended family support that others have, it is important that they have an opportunity to participate fully in the planning, that they can communicate their needs and that they understand what support is available and where to get it.�

The new technology is aimed at providing access to this information and encouraging participation through technology that is easy to use and is accessible and attractive to young people aged 15 and older.

Solutions


Users (Personas)

1.  Caseworker 2.  CYP 3.  Carer

34

ChildStory Scenario 10: Child Wellbeing Units Child Wellbeing Units (CWUs) were established to deal with reports about children who, while not receiving ideal care and whose families were in need of support, did not require the critical step of statutory intervention. They exist in NSW Health, NSW Police, and Department of Education.�

Trained staff in CWUs assist mandatory reporters within their agencies to use the Mandatory Reporter Guide and ensure that all concerns that reach the threshold of risk of significant harm are reported to the Child Protection Helpline.�

Where concerns do not meet the new threshold, information about the child or young person will be entered into the CWU database. This information is only visible to staff in other CWUs, which assists in assessing cumulative risk of harm. CWU assessment officers help mandatory reporters to identify services available within their own agency, or in other organisations, which could support the family.�

The new technology needs to continue to support these functions and allow information sharing between agencies to help protect children.

Solutions

1.  Case Management 2.  Enterprise Search 3.  Mobile Applications 4.  Child Engagement Mobile App(s) 5.  Portal / Web Apps (including

Mandatory Reporter Portal) 6.  Geographical Information System 7.  Collaboration and Messaging 8.  Archive

Users (Personas)

1.  Caseworker 2.  Helpline Caseworker 3.  Other Government agencies

35

Agenda


…�

6.  Questions 30

36

Solution Context

Co-design deliverables

1.  Prioritised Solution Areas

2.  Prototypes

Architecture Deliverables

1.  Solution Bundles2.  Non Functional

Requirements3.  Reference Architecture4.  Functional Description of

FACS work

ß à

37

ChildStory 8 solution ‘bundles’ have been identified Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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Solution Bundles (1)  Case Management (2)  Enterprise Search (3)  Mobile Applications (4)  Child Engagement

Mobile App(s) (5)  Portal / Web Apps (6)  Geographical Information

System (7)  Collaboration and

Messaging (8)  Archive


OVERVIEW

Apps CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management



Integration Bus




eLearning)


Child Engagement

1

2

3 4 5

6

7

8

38


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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1.  Case Management solution to support case management and �planning including support services such as placement �management, contract management, reporting and analytics �and financial management��Content Management to support the increasing need to manage a plethora of documents and to manage the document workflow and o meet the new needs associated with media capture and exchange��Integration Bus to support exchange of information between ChildStory solution components and ChildStory solution components and partner and corporate systems

39


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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2.  Enterprise Search to bring together disparate sources of �information ranging from Case Management, Content Management �and other Solution Component repositories through to �Directory information

3.  Mobile Applications - Case Management, Family/ Carer, Client and Young Person (CYP) and Service Provider Mobile Apps to support mobility, improved workflow, improved efficiencies and improved engagement with families and children

4.  Child Engagement Mobile App(s) to support better engagement and measurement of child outcomes during structured engagement meetings e.g. interactive knowledge capture applications

40

ChildStory 8 solution ‘bundles’ have been identified … Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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rate

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5.  Portal / Web Apps��

Workflow, resource management and engagement with families �and children (CYP, Worker, Family / Carer and Service Provider)��

Mandatory Reporter Portal / Web App providing a guided �reporting experience for agencies to ensure that reports are recorded appropriately and provides a feedback mechanism to prevent unnecessary re-reporting

6.  Geographical Information System to support geocoding, geometry and rendering including route and location mapping and integration into reporting for location based reporting analysis�

41

ChildStory 8 solution ‘bundles’ have been identified … Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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rate

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vice

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7.  Collaboration and Messaging to support improved �collaboration and communication between FACS workers, �FACS workers and agencies and FACS workers and CYP �and families / carers.�

8.  Archive to support the storage of legacy data to be migrated from existing systems i.e. data that has been identified not suitable to be migrated into the new solution components e.g. case management and content management components.

42

ChildStory

Aftercare Resources

My *04 Organiser

Decision Support

Triage & Case Allocation*03

Visualisation Identity

Management & Matching

Resource Management

*13

Case flow

Information Sharing &

Coordination Single


Referral *01 Management

Pote

ntia

l Im

pact

on

SHFL

out

com

es

High

Potential Impact on Kids and Families

Medium

High

M

edium

Lo

w

Low

Field Assessment

Tools *08


*02 Reporter Portal*09

Portal: Family view*07

Portal: CYP View*05

Contact* Management

Enterprise Search*10

Adoption Matching

Casework Practice

Single Provider Portal*

Service Delivery

Management * Indicates ideas that have been prototyped with reference to prototype collateral

Single View

(CYP)*12 Contract & Financial

Management

Single Data Capture at

Source

Interactive Knowledge Capture*11

Life Story* Life Plan*06

Solution Areas Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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Prioritised Solution Areas

43

ChildStory Key Non-Functional Requirements Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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•  All solutions are to be delivered using a Software as a Service �model and comply with the NSW Government Cloud Services �Policy and Guidelines. The vendor must clearly describe how it �complies and identify if any, areas of non compliance�

•  This extends to SaaS being delivered through:�

a.  Private cloud services that are provided for the use of FACS (may be a dedicated or shared environment), and are managed by the vendor within the NSW Whole of Government Data Centre that meet all security requirements, information security requirements, policy and legislation requirements as laid out throughout the Tender Schedules�

b.  Public cloud services with a preference for onshore i.e. within Australia that meet all security requirements, information security requirements, policy and legislation requirements as laid out throughout the Tender Schedules

44


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


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•  FACS does not preclude vendors from responding with both �options so long as there is clear description of compliance to �security, privacy and policy and legislation and detailed pricing �for each.

•  Given the critical nature of Child Protection and Out of Home Care services, the solution must be available for use on a 24 x 7 basis with an availability requirement of 99.9%

•  The solution must support redundancy across all layers (across web/application/integration services, database, storage, server infrastructure and network)

45


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!

•  The solution should support disaster recovery meeting or �exceeding the following requirements:•  Recovery Time Objective - maximum of 40 minutes �

(including read-write and fully functional system with �production capacity.

•  Recovery Time Objective of 10 minutes (read only access)•  Recovery Point Objective of 10 minutes�

•  The solution should publish APIs that allow for the development and integration of solution components identified in the Solution Architecture. These APIs should be published, specified and accessible within security controls

46

Agenda


…�

6.  Questions 30

47

Implementation, Change Approach

1.  Anticipated Transition Approach2.  FACS ChildStory Team3.  Change Model

48

ChildStory Transition Approach (Where are we today)

Central function performed at Central FACS Office

Helpline

C

C Local function performed at District Level L

Intake

C Case Mgmt

L KIDS - SIEBEL GENESYS

Placement Mgmt

L Contract

Mgmt

C Financial

Mgmt

C Warehouse

(EIW)

C

Contracting Portal RMS SAP Oracle

Adoption Mgmt

C

FACS operates a number of different systems (for different processes). There is limited integration between Case Management (KiDS), Placement Management (RMS) and Contracting (Contracting Portal)

49

ChildStory Transition Approach (What we would like)

To combine Case, Contract, Referral and Placement management (functions that are currently operated in different systems).

Helpline

C

Intake

C

Case Mgmt Adoption

Mgmt

C ChildStory GENESYS

Contract Mgmt

C

Financial Mgmt

C Warehouse

(CIW)

C SAP Oracle

Placement Mgmt

Currently separate systems, with manual processes to follow a child’s story

L Local function performed at District Level but performed on ChildStory Solution

L L L L

50

ChildStory Transition Options

The preferred approach is to move all state-wide functions from commencement and incrementally transitions Districts for all local (i.e. case management) functions. Some of the complexity of this approach includes:

•  Migration of all data for state-wide services from commencement

•  Data synchronisation between legacy and new systems during transition

•  Maintaining continuity of care for children that transition between districts with legacy and new solutions "

Geo

grap

hica

l Cov

erag

e


State

District D1

D2


C1

C2

C3

The implementation approach and timeframes will be confirmed via and Implementation Planning Study (IPS), planned for Q2, 2015/16

51

ChildStory Change Approach and FACS ChildStory Team

FACS will lead change services for the program via a combination of central and embedded district teams. For the purposes of responses, the key roles of FACS teams is to

Central Team •  Run the procurement,

Implementation Planning Study and Contracting process�

•  Finalise the detailed future state processes that will be configured into the ChildStory solutions under the guidance of the Office of the Senior Practitioner

District Embedded Teams •  Manage proof of concept projects•  Establish champions in each District and build

implementation teams•  Develop readiness assessments / plans with Districts•  Implement tech readiness initiatives•  Further understand pain points and new ideas for

improvements to processes•  Bring ideas and analysis to ChildStory weekly ideas

hackathon•  Undertake benefits baseline tasks •  Transition to take on lead implementation roles with

Districts, NGOs and statewide services

52

ChildStory Potential Program Services

FACS has built a bespoke team that has been engaging with caseworkers and managers. This team will lead the implementation. We do not intend to procure an overall “Systems Implementation” (SI) Partner. FACS will act as the Program Manager and Change Lead. In general, the services we require will be based on the solution(s) we will procure and we do not intend to procure them separately. Where discrete services are required these are specified in Part D – Implementation. However some of the implementation services FACS requires include:

•  A range of Design, Configuration, and Development, Integration and Testing Services for bespoke components solution bundles of the ecosystem and to ensure consistency from a user experience perspective, and

•  Data migration services to move information from existing solutions to the new ecosystem

•  Training and knowledge transfer limited to train the trainer and services required to transfer knowledge to support teams and administrators

•  Project Management for solution bundles to ensure deliverables are implemented on time and to budget according to FACS requirements

53

Agenda


…�

6.  Questions 30

54

Evaluation Process

1.  Procure IT v3.12.  Open market RFT3.  Tender Response including Scenario Demonstrations4.  Program Principles5.  Implementation Planning Study

55

ChildStory Request For Tender Details

•  Open Market RFT. Target to release in Late June 2015. Open for 25 days""Any supplier in the market (willing to sign up to Procure IT v3.1) has the opportunity to respond "

•  Participants in the market testing phase have not been provided with access to any additional information ""Functional and Technical Design deliverables have been progressively shared since December 2014. Final Prototypes and the Child Journey have been loaded onto www.childstory.net.au today "

•  The 8 (proposed) solution bundles have been based on our market research and design process

•  FACS reserves the right to adjust any timeframes / approach documented in

this briefing up to the release date

56

ChildStory Tender evaluation process – including demonstrations

1

Initial assessment based on the following:

(i)  whether the tender

Responses were submitted in accordance with the Conditions of the RFT;

(ii)  Pre-Qualification Criteria;

(iii)  Scenario Responses

2

Scenario Demonstrations

To enable more detailed assessment of the Scenario Responses, selected scenarios will need to be demonstrated at a live session at FACS. Note that not all scenarios will need to be demonstrated.

2

Requirements Assessment

Assessment of Responses to all Requirements (Functional, Non-Functional and Commercial). Calculation of Best Value for Money.

ELIGIBILITY ASSESSMENT

REQUIREMENTS ASSESSMENT

SCENARIO DEMO

3

Selection of the preferred tenderer(s) will

be based on:

(i)  Final assessment based on Scenario Demonstrations and assessment of Requirements adjusted against FACS weighting criteria and VFM.

(ii)  Tenderer(s) / Consortium presentations.

SELECTION

July 2015 September 2015 October 2015 August 2015

57

ChildStory Scenario Demonstration Timetable

}  Week 1 – Eligibility Assessment

}  Week 2 – Vendors will be no6fied whether they are required to a<end the Scenario Demonstra6ons.

}  Week 3 – Scenario Demonstra6ons




RFT Close Date and Time = Monday 27th July 2015 at 10am

S M T W T

23 24 25 26 27 28

F 01

05 06 07 08

09 10 11 12 13 14 15

16 17 18 19 20 21 22

S 27 Monday

Aug / Sept 2015

02 03 04

29

30 31 01 02 03 04 05

06 07 08 09 10 11 12

Note that vendor slots will be allocated randomly but special considera6on will be made for vendors whom are required to travel interna6onally to a<end the Scenario Demonstra6ons.

58

ChildStory Important Program Principles

•  Open and sharable. There is not one solution that will meet our needs. Solutions therefore need to be as open and shareable as possible to allow “anyone, anytime” access to the information and the ability to add and use information, consistent with proper attention to security and privacy. We do not expect to pay for / see change requests for interoperability�

•  Anywhere, Any Device. Technology investments will create solutions and applications that are as mobile, social and visual as possible

•  Simplicity. The technology solutions we design and build should be easy and safe for children, families and workers to use. They should make it easier, simpler and quicker – and preferably all three - to get things done that are useful and important for them

59


•  FACS reserves the right to bundle and / or unbundle responses to create what we consider to be the ideal ecosystem for kids and families. �

•  SHFL / ChildStory is a budget-led initiative. There are always more projects and ideas for great technology than we can implement. We have to make choices to implement within the Treasury funded business case (FY 2014/15 – FY 2017/18)��Our choices are always guided by a simple question - will it make life better for children and families? Following this we will be guided by the combination of solutions that best support SHFL objectives, most importantly will they help us see and respond to more children?

60


•  Sustainability. The commercial arrangements under which products and services are acquired are affordable and manageable into the future. Wherever possible, solutions are to be acquired “as a service”. Suppliers must provide proven solutions and be financially viable as assessed by FACS. All proposed products must have a clear, documented roadmap

•  Procure IT is mandatory. It cannot be negotiated

61

ChildStory Probity Advisor

•  FACS has engaged OCM as the Probity Advisor for the ChildStory Program

•  OCMs role will be to observe and advise on the integrity and fairness of any interaction with vendors and subsequent procurements processes, with reference to the below probity principles:

•  Attaining value for money

•  Accountability of process

•  Transparency of process

•  Maintenance of confidentiality

•  Conflict of interest management

•  Any issues of a probity nature arising may be raised directly with the Probity Advisor

Andrew Marsden/Sarah Mullins/Arthur Megaloconomos"Mobile: 0404 078 498 (Andrew)"[email protected]

62

Questions

63

ChildStory.net.au

@ChildStoryFACS

64

Government & Nonprofit

ChildStory Pre-Tender Market Briefing 20 May 2015