EPICS Master Project

Status Update

July 2014

Children, Youth and Families DepartmentEPICS

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Introductions

Damien Aragon, CIO Vicki Gallegos, Deputy Director, Applications Development Deborah Gallegos, Deputy Director, OperationsSteve Hendrix, Director, Early Childhood ServicesRay Vigil, Data Manager, Early Childhood ServicesGreg Nelson, Project Manager, Juvenile JusticeRick Thompson, Operations Research Analyst, Juvenile Justice

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EPICS Objectives

Improve Program Performance and Efficiency Improve response to client needs Provide a single point of entry for CYFD services Alignment of services Increase agency responsiveness to federal and state legislation changes

Increase safety, security and accountability Improve health and safety of children Increase safety, security and accountability of CYFD employees

Enterprise Web-Based System Access anywhere, anytime to critical case management data

Reduce Agency Cost Improve staff productivity Reduce IT operational support and maintenance cost

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EPICS Master ProjectOverview

EPICS - Enterprise Provider Information Constituent ServicesAn enterprise web-based system to meet the needs of all CYFD program areas and their clients

EPICS is a multi-year, phased project with a current budget of $10.5 million

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EPICS Master ProjectSummary

EPICS Phase 1 – Provider Management Completed Production Implementation – November 2013

EPICS Phase 2 – Client Management Completed Production Implementation – August 2014

EPICS Phase 3 – Service Management FY14 C-2 Request – Fully Funded $3,454.2 Development In Progress – 35% complete Timeline FY14-FY15

EPICS Phase 3 – Race to the Top Federal Grant - $4,700.0 Focus on Child Care Services from FACTS and Pre-K Development In Progress – 25% complete Timeline FY14-FY17

EPICS Phase 4/Phase 5 Future C-2 Funding Requests Will address remaining FACTS functionality5

EPICS Objectives -Phase 1 Accomplishments

Improve Program Performance and Efficiency Duplicate “person” not allowed in EPICS

Improves quality of data Improved Claim Process

External Provider electronic claim submission Federal Compliance

Monitor meals to children - assure USDA compliance

Increase Safety, Security and Accountability CYFD staff view all persons in facilities and status of background check EPICS prevents CYFD services if individuals in facility not cleared by a background check Sex Offender Web Service with DPS

Increased safety Monitors previously cleared applicants - positive match results in removal of client(s) from home or center

Enterprise Web-Based System Improved communication/data sharing between program areas and with CYFD providers External Provider access to claim data – Monitor claim from Approval to Payment

Reduce Agency Cost CYFD program monitors – Online access to data in field –

CYFD saved ~ 9 hours of administrative time per week6

EPICS Master ProjectCompleted – Phase 1, Phase 2

Phase 1 Provider Management Provider - Foundational Components Accomplishments

Completed Replacement for externally supported Child and Adult Care Food Program system (CACFP) Integrated Provider Background Check System Production Implementation November 2013

Phase 2 Client Management Client - Foundational Components Accomplishments

Completed Focus on Person and Staff Components including Human Resources (HR) Production Implementation August 2014

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EPICS Master ProjectPhase 3 – Detailed Status

Phase 3 Service ManagementFY14 C-2 Request - $3,454.2 Includes Multiple CYFD Standalone Systems Juvenile Justice Facilities Expanded Background Check Functionality Domestic Violence Contract Tracking (added for FY15) Accomplishments (FY14) Professional Services Contracts in place Contractors trained Implemented 2 Iterations Planned (FY15) Additional 3 Iterations Production Implementation

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EPICS Master ProjectPhase 3 – Detailed Status

Phase 3 Race to the Top

FY14-FY17 Federal Grant - $4,700.0 Accomplishments (FY14) – Child Care Replacement (FACTS) Professional Services Contracts in place Contractors trained Implemented 2 Iterations Planned(FY15/FY16) – Child Care Replacement (FACTS) Additional 5 Iterations Race to the Top Components/PED Production Implementation – October 2016 Planned (FY17) – Pre-K 2 Iterations Production Implementation - October 2017

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EPICS Master ProjectSHARE Interface

Planning

Meetings with SHARE Deputy Director, Cassie Hayne Investigating interface options available in upgraded (future) versions of SHARE Communicated need for coordinated development and testing with SHARE team Outstanding Issues:

Support for debit card functionality – not available in SHARE Will need to manage payments from SHARE, FACTS during cutover period (to be defined) Need to determine EPICS model

Accounts Payable Interface Outstanding Issues:

Vendor Data from SHARE SHARE Interface Requirements

Need to develop in FY15 – Required for Race to the Top Contingency Plan – Implement FACTS Accounts Payable model

Human Resources Interface Long Term plan – Automated load from Share Phase 2 includes an EPICS interface to manually upload a Share data file

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EPICS - TechnicalBest Practices

Software Development Employ Java JEE Industry Standards Agile Integration

Redmine Project Management Tool Version Control Code Review Test Cases

Infrastructure Maximize Open Source Tools Upgrades - Current

Security Annual EPICS External Security Assessments

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EPICS Master ProjectC-2 Funding Requests - Future

FY16 EPICS Phase 4 – FACTS Juvenile Justice Not Funded in FY15 Requesting $3,005.4 Development (July 2015 – June 2017)

FY17 EPICS Phase 5 – FACTS Protective Services Final Phase Federal Compliance Development (July 2016 – June 2018)

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EPICS Master ProjectTimeline

13FY12 FY13 FY14 FY15 FY16

Phase 1 – Provider Management$1.1 million Federal & General Funds

Phase 2 – Client Management$1.2 million, FY13 C-2 Funds

Phase 3 – Race to the Top$4.7 million, Federal Funds

Phase 3 – Service Management$3.5 million, FY14 C-2 Request

Phase 4 – FACTS Juvenile Justice$3 million, FY16 C-2 Request

FY17

COMPLETED

COMPLETED

35%Completed

25%Completed

EPICS Master Timeline

FY18

Phase 5 – FACTS Protective ServicesTBD, Future C-2 Request

FACTS Turned Off

Funded

Unfunded

Questions?

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