children, youth and families department epics
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Children, Youth and Families Department EPICS. EPICS Master Project Status Update July 2014. Introductions. Damien Aragon, CIO Vicki Gallegos, Deputy Director, Applications Development Deborah Gallegos, Deputy Director, Operations Steve Hendrix, Director, Early Childhood Services - PowerPoint PPT PresentationTRANSCRIPT
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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