Transcript Presentation

Children, Youth and Families Department
EPICS
EPICS Master Project
Status Update
July 2014
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Introductions
Damien Aragon, CIO
Vicki Gallegos, Deputy Director, Applications Development
Deborah Gallegos, Deputy Director, Operations
Steve Hendrix, Director, Early Childhood Services
Ray Vigil, Data Manager, Early Childhood Services
Greg Nelson, Project Manager, Juvenile Justice
Rick Thompson, Operations Research Analyst, Juvenile Justice
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EPICS Objectives
Improve Program Performance and Efficiency
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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
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Improve health and safety of children
Increase safety, security and accountability of CYFD employees
Enterprise Web-Based System
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Access anywhere, anytime to critical case management data
Reduce Agency Cost
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Improve staff productivity
Reduce IT operational support and maintenance cost
EPICS Master Project
Overview
EPICS - Enterprise Provider Information Constituent Services
 An enterprise web-based system to meet the needs of all CYFD program
areas and their clients
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EPICS is a multi-year, phased project with a current budget of $10.5 million
EPICS Master Project
Summary
EPICS Phase 1 – Provider Management
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Completed
Production Implementation – November 2013
EPICS Phase 2 – Client Management
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Completed
Production Implementation – August 2014
EPICS Phase 3 – Service Management
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FY14 C-2 Request – Fully Funded $3,454.2
Development In Progress – 35% complete
Timeline FY14-FY15
EPICS Phase 3 – Race to the Top
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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
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Future C-2 Funding Requests
Will address remaining FACTS functionality
EPICS Objectives Phase 1 Accomplishments
Improve Program Performance and Efficiency
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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
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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
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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
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CYFD program monitors – Online access to data in field –
 CYFD saved ~ 9 hours of administrative time per week
EPICS Master Project
Completed – Phase 1, Phase 2
Phase 1 Provider Management
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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
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Client - Foundational Components
Accomplishments
 Completed
 Focus on Person and Staff Components including Human Resources (HR)
 Production Implementation August 2014
EPICS Master Project
Phase 3 – Detailed Status
Phase 3 Service Management
FY14 C-2 Request - $3,454.2
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Includes Multiple CYFD Standalone Systems
 Juvenile Justice Facilities
 Expanded Background Check Functionality
 Domestic Violence
 Contract Tracking (added for FY15)
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Accomplishments (FY14)
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Planned (FY15)
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Professional Services Contracts in place
Contractors trained
Implemented 2 Iterations
Additional 3 Iterations
Production Implementation
EPICS Master Project
Phase 3 – Detailed Status
Phase 3 Race to the Top
FY14-FY17 Federal Grant - $4,700.0
 Accomplishments (FY14) – Child Care Replacement (FACTS)
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Planned(FY15/FY16) – Child Care Replacement (FACTS)
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Additional 5 Iterations
Race to the Top Components/PED
Production Implementation – October 2016
Planned (FY17) – Pre-K
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Professional Services Contracts in place
Contractors trained
Implemented 2 Iterations
2 Iterations
Production Implementation - October 2017
EPICS Master Project
SHARE Interface
Planning
Meetings with SHARE Deputy Director, Cassie Hayne
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Investigating interface options available in upgraded (future) versions of SHARE
Communicated need for coordinated development and testing with SHARE team
Outstanding Issues:
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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
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Outstanding Issues:
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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
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Long Term plan – Automated load from Share
Phase 2 includes an EPICS interface to manually upload a Share data file
EPICS - Technical
Best Practices
Software Development
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Employ Java JEE Industry Standards
Agile
Integration
 Redmine Project Management Tool
 Version Control
 Code Review
 Test Cases
Infrastructure
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Maximize Open Source Tools
Upgrades - Current
Security
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Annual EPICS External Security Assessments
EPICS Master Project
C-2 Funding Requests - Future
FY16 EPICS Phase 4 – FACTS Juvenile Justice
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Not Funded in FY15
Requesting $3,005.4
Development (July 2015 – June 2017)
FY17 EPICS Phase 5 – FACTS Protective Services
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Final Phase
Federal Compliance
Development (July 2016 – June 2018)
EPICS Master Project
Timeline
EPICS Master Timeline
Phase 1 – Provider Management
$1.1 million Federal & General Funds
Funded
COMPLETED
Unfunded
Phase 2 – Client Management
$1.2 million, FY13 C-2 Funds
COMPLETED
Phase 3 – Service Management
$3.5 million, FY14 C-2 Request
35%
Completed
Phase 3 – Race to the Top
$4.7 million, Federal Funds
25%
Completed
FACTS
Turned Off
Phase 4 – FACTS Juvenile Justice
$3 million, FY16 C-2 Request
Phase 5 – FACTS Protective Services
TBD, Future C-2 Request
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FY12
FY13
FY14
FY15
FY16
FY17
FY18
Questions?
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