C OMMISSIONERS’ D ASHBOARD PMI Presentation – Pat Lynch, PMP ~ Sponsored by ~ Office of Temporary and Disability Assistance Office of Children and Family

COMMISSIONERS’ DASHBOARD

PMI Presentation – Pat Lynch, PMP

~ Sponsored by ~Office of Temporary and Disability AssistanceOffice of Children and Family ServicesDepartment of Health

~ as a subproject of Statewide Welfare Management System

(SWMS)~

Commissioners’ Dashboard

Local Commissioners asked for a business trending tool to support strategic planning, budget planning and to solve:

Shortage of local resourcesVariety of complex reporting applications Inability to access real time data No flexibility with modifying reportsLack of historical trending dataOverwhelming number of reportsDisparate data sources covering different

reporting periods


Why was the Project started?


Corporate Performance Management Key Performance Indicators (KPI)

Drilldown capability

Comparisons- historical, other agency

Graphical presentations and maps

Keep it simple!

Gartner recommended business approach


Innovative use of technology

Single, seamless web portal

First statewide collaborative tool

Standardized “Look & Feel”

Reports definitions

n-tiered architecture Microsoft SharePointCognos MapInfo

Technical ArchitectureCommissioner’sDashboard

Share Point Tool as web portal and repository

WMS

OCFS Data Warehouse

eMedNY

Welfare Reporting Tracking System

(WRTS)

Welfare Reporting Tracking System

(WRTS)

CONNECTIONS

GIC/Map Info to create maps

Cognos to generate reports


Where is the Project today?

Live in 61 social services agencies

Over 875 users

Collaboration Among Agencies Awards2006 GTC Best of NY Award2007 National Center of Digital Government


What were the Project challenges?

Intra-agency collaborationFour state agenciesSixty one (61) local agencies

Aggressive schedule

Matrix project team structure


What were the Project challenges?

Revolving contractor employees

Implementation Network InfrastructuresSecurity FirewallsMultiple SoftwareSoftware upgrade


Project Management Techniques Conquer Challenges!

Executive Level Support at state and local levels

“Priority” Project

Active involvement



PMO Support Project Charter

Business DrivenParticipatory Expectations/ResourcesRapid Delivery Schedule

Organization Participatory Expectations

Local Social Services Agencies

Providing strategic oversight and volunteer Commissioners’ and Executive Team active involvement

OTDA, Providing strategic oversight, project management, programmatic support, technical support, team members and data sources

OCFS, DOH Providing strategic oversight, programmatic support, technical support, team resources and data sources

CIO/OFT Providing Data Center, Network and customer service support



Customer Service Driven Project Delivery

Early wins

On-location interview sessions

Hands-on Orientation Sessions

Conference presentations

Feedback, Feedback, Feedback……



Strong Advisory Change Management Board

Strong Customer Representation

Active involvement prioritizing/approving work

Celebrate successes with team



Dashboard Communication & Training

Formal Communication Plan

SWMS newsletter

State agencies orientation sessions



Project Teamwork

Team membership

Structured, weekly remote meetings

Continuous improvement “Shared Lessons Learned”

Communicate, Communicate, Communicate


Overview of Dashboard:

Sample Reports, Features & Collaboration Libraries


Dashboard Overview On the Dashboard’s main page, the Commissioner looks for any new Alerts &

Announcements about new reports or functionality added since last visit to the site.


Various reports, web links and other documentation can be selected from the drop down menus on the home page. For example, a Commissioner first clicks on Multiple Programs then Recertification processing to generate the report on the next slide.

Dashboard Overview


Since Commissioners need to understand what the data represents, a report definition is attached to each report. By clicking on the graphic of a book next to the report title, this information is readily available.

Dashboard Overview

Hudson


There are several Key Performance Indicator reports with helpful icons to show at a glance what the data trend represents. A Commissioner can also generate a map by clicking on Map in the Other Views column, as circled below.

Dashboard Overview

Hudson

Hudson

Hudson


Dashboard Overview This is a sample map created from a Dashboard report. To generate a similar map to show

school district data, a Commissioner would select “Cases by School District” from the red circled box then click on Update Map. Detailed numeric and descriptive information is shown in a table under each map.

Hudson

Hudson


Comparison Report: Defaults to Rest of State, NYC and Statewide. Users can select their own comparison agencies.

Dashboard Overview


.

•A Commissioner accesses the Dashboard via the Project Portal Site by clicking the “Commissioners’ Dashboard” icon

Dashboard Overview


What is happening now?

Transition to “operational phase”

Continuing new reports and data sources

Exploring Balanced Score Card


What is next for Project Manager?

SWMS Functional RoadmapRFP released

http://www.otda.state.ny.us/main/cgo/procurement_bid.htm

Patricia Whitbeck, OTDA Contact


Contact Information


Marty Hoffman, Project Manager(716) 753-4173

[email protected]

Presenter: Patricia Lynch, PMP

Documents

C OMMISSIONERS’ D ASHBOARD PMI Presentation – Pat Lynch, PMP ~ Sponsored by ~ Office of Temporary and Disability Assistance Office of Children and Family