open session - calwin · rodriguez t chris van vlack santa barbara, daniel nielson t santa clara,...

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, September 9, 2016

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street Sacramento, California 95814

Open Session

AGENDA

1

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, September 9, 2016

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: (888) 330-1716; Access Code: 422 068 16

Attendees: County Directors and/or Delegates DHCS Alameda, Lori Cox Yingjia Huang Contra Costa, Kathy Gallagher Sharon Silvas Fresno, Delfino Neira Sandy Williams Fresno, Esam Abed Orange, Mike Ryan CWDA Placer, Linda Patterson Christiana Smith Sacramento, Ann Edwards (Co-Chair) San Diego, Rick Wanne First Data Staff San Francisco, Dan Kalamaras Diane Alexander San Francisco, Trent Rhorer Karen Tinucci San Luis Obispo, Lee Collins San Luis Obispo, Kevin Smith Hewlett Packard Enterprise San Mateo, Iliana Rodriguez Michael Cox Santa Barbara, Daniel Nielson Chris Van Vlack Santa Clara, Robert Menicocci Santa Clara, Umesh Pol OPAC Co-Chairs Santa Cruz, Cecilia Espinola Jesus Gonzalez, Ventura Solano, Angela Shing Julia Sheehan, Santa Cruz Sonoma, Jerry Dunn Tulare, Juliet Webb OSI Tulare, Francena Martinez Kristine Dudley Ventura, Barry Zimmerman (Co-Chair) Kurtis Knapp Yolo, Nancy O’Hara WCDS Staff Lynn Bridwell CDSS Stacey Drohan Todd Bland Sheila Lossner Raquel Givon Steve Maciel Jo Anne Osborn Hali Reyes Rodain Soto

AGENDA WCDS Board of Directors’ Meeting

September 9, 2016

2

OPEN SESSION

12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman) 12:03 3. Meeting Minutes Approval (Barry Zimmerman)

3.1 Board of Directors’ Draft Meeting Minutes, 6/10/2016 – Attachment 3.1

12:05 4. OSI Updates (Kristine Dudley)

5. Approval / Decision / Action Item(s) - None

12:15 6. Discussion Item(s) 6.1 Data Sharing Policy and Process Update – Attachments 6.1 (Hali Reyes, Christiana Smith)

12:25 7. Portfolio Review 7.1 Strategic Updates - Attachment 7.1 (Rodain Soto)

7.1.1 WCDS Strategic Planning Meeting Recap – Attachment 7.1.1

8. Informational Item(s)

12:50 9. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION

12:55 10. Discussion

10.1 State Reporting Requirements (Christiana Smith) 10.2 HPE Go-For-Green Plan – Attachment 10.2 (Chris Van Vlack, Aurora Villanueva)

1:25 11. Approval / Decision / Action Item(s)

11.1 Advanced Analytics – Attachment 11.1 (Hali Reyes, Steve Maciel) 1:55 12. Informational Item(s) 12.1 WCDS Updates – Attachment 12.1 2:00 13. Closed Session Adjournment and Next Meetings (Barry Zimmerman)

13.1 Board & Other Meetings Schedule • APHSA ISM Conference, 9/18-9/21, Phoenix, AZ • CWDA Conference, 10/5-10/7, Anaheim, CA • Board of Directors Meeting, 11/18/2016, Library Galleria

AGENDA WCDS Board of Directors’ Meeting

September 9, 2016

3

PUBLIC NOTICE This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2016 are as follows: January 15, February 12 (Canceled), March 11, April 15, May 13, June 10, August 12 (Canceled), September 9 and November 18; there are no meetings for the months July, October and December. Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all materials are posted online. Open Session materials that are not posted are available for public inspection between 9:00 A.M. and 5:00 P.M., Monday through Friday, at 8000 Foothills Boulevard, Roseville, CA 95747. Supplemental Materials: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in WCDS offices at 8000 Foothills Boulevard, Roseville, CA 95747, during normal business hours. Disabled Accommodation: If you have a disability which requires an accommodation, an alternative format, or requires another person to assist you while attending this meeting, please contact Stacey Drohan at (916) 846-7550 as soon as possible to ensure arrangements for accommodation. Approval of Consent Items: Consent Items include routine financial and administrative actions and are usually approved by a single majority vote. There will be no discussion on these items prior to voting on the motion unless Board Members or the public request specific items be discussed and/or removed from Consent. Public Comment: For any member of the audience desiring to address the Board on a matter on the agenda, please walk to the podium and after receiving recognition from the Chair, please state your name and make your comments. Closed session items may be added prior to the Board adjourning to closed session. In order that all interested parties have an opportunity to speak, please be brief and limit your comments to the subject under discussion. Each person is usually granted 3 minutes to speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to address the Board, under the Brown Act, Board members may not deliberate or take action on items not on the agenda, and generally may only listen.

http://www.calwin.org/bod.asp

MEETING MINUTES

1

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, June 10, 2016

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: (888) 330-1716; Access Code: 422 068 16; Host (WCDS): 519 148 31 Open Session

Attendees: County Directors and/or Delegates CDSS Alameda, Lori Cox Todd Bland Contra Costa, Kathy Gallagher X Raquel Givon Fresno, Delfino Neira T Fresno, Esam Abed T CWDA Orange, Mike Ryan X Christiana Smith X Placer, Linda Patterson X Sacramento, Ann Edwards (Co-Chair) X First Data Staff San Diego, Albert Banuelos and Charline

Khoury for Rick Wanne T Diane Alexander

San Francisco, Dan Kalamaras X Karen Tinucci X San Francisco, Trent Rhorer San Luis Obispo, Lee Collins Hewlett Packard Enterprise San Luis Obispo, Kevin Smith T Michael Cox X San Mateo, Mike Wentworth for Iliana

Rodriguez T Chris Van Vlack

Santa Barbara, Daniel Nielson T Santa Clara, Robert Menicocci OPAC Co-Chairs Santa Clara, Umesh Pol T Lis Barca, Sonoma T Santa Cruz, Cecilia Espinola Victoria Tran, Santa Clara T Solano, Angela Shing X Sonoma, Jerry Dunn OSI Tulare, Juliet Webb Kristine Dudley T Tulare, Francena Martinez T Kurtis Knapp Ventura, Barry Zimmerman (Co-Chair) X Yolo, Nancy O’Hara WCDS Staff Lynn Bridwell X Stacey Drohan X Sheila Lossner T Steve Maciel X Jo Anne Osborn X Hali Reyes X Rodain Soto X

Item 3.1

MEETING MINUTES WCDS Board of Directors’ Meeting

June 10, 2016

2

OPEN SESSION

1. Call Meeting to Order by WCDS Co-Chair and Introductions (Ann Edwards) The meeting was called to order at 12:05PM. 2. Agenda Review and Comments by WCDS Co-Chair (Ann Edwards) Agenda change: Item 11 will be addressed after Item 13 in Closed Session 3. Meeting Minutes Approval (Ann Edwards)

3.1 Board of Directors’ Draft Meeting Minutes, 5/13/2016 – Attachment 3.1 Motion: Dan Kalamaras/SFO motioned to approve the Board’s draft meeting minutes of 5/13/2016 as written. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.

4. OSI Updates (Kristine Dudley) OCAT - Issues with contracting property and licensing options are being addressed.

Foster Care – Discussing ‘shared service’ (the single eligibility engine for Consortia to use). Requirement sessions will be scheduled for this summer. IAPDUs – Are under review. Expecting Advanced Analytics from sponsors’ comments today. OSI continues work on our M&O document.

5. Approval / Decision / Action Item(s) – None 6. Discussion Item(s)

6.1 CalWIN Quarterly Business Intelligence/Advanced Analytics Meeting with CDSS, May 17th, Update (Hali Reyes) The meeting went well. Several new staff attended. The meeting went 30 minutes over. There were a lot of questions, especially around reporting OCAT information through our BI Tool. No commitments were made; only had discussion and gathered information. The White Paper should be done this week. A stakeholder meeting will be held in late June. Requirement sessions will subsequently take place. Comment: The roles of all parties need to be defined (Oversight vs. Program Analysis/Operations) by leaders. That needs to be understood by all while we share information.

6.2 Continuum of Care Reform Update (Lynn Bridwell)

See information in the WCDS Executive Summary. WCDS is looking to have an enhanced drop down in the system to capture the new levels of care (Staff would enter the data) as an interim solution until the rate structure is finalized. WCDS is working with County SMEs. WCDS expects to receive new notices from CDSS; WCDS will be adding it for manual generation and looking into automation. WCDS anticipates a ‘medium’ workload for this interim process.


June 10, 2016

3

Comments: Counties are hearing that some children will need to be kept on the old rate structure for up to a couple years. WCDS has met with CDSS about the level of automation; it is understood that WCDS will need to maintain two full rate structures for a number of years for several programs. There is an automation meeting with CDSS and CWDA on 6/14 and SAWS. CDSS is aware that we may not be fully automated by January 2017. Once we receive the requirements, automation is expected by spring 2017.

6.3 APHSA ISM Conference, 9/18-9/21, Phoenix, AZ (Hali Reyes)

WCDS/HPE were selected to sit on a panel at the APHSA ISM Conference in September for Advanced Analytics. We were selected alongside Michigan. Preparation meetings will begin shortly.

6.4 HPE Discover Conference, 6/7-6/9, Las Vegas (Hali Reyes)

HPE holds an annual conference in Las Vegas. The Executive Director attended. This year included 700 sessions to select from, showcasing services and products. There was opportunity to meet with HPE executives to discuss the merger and other items. Good networking conference in general. Learned about transformation organizational tools and techniques to further vet.

7. Hewlett Packard Enterprise Updates (Michael Cox) 7.1 Client Correspondence

There were challenges in May around performance as full conversion completed which impacted Counties. HPE took steps to remediate instability; some steps were immediate while others were/are incremental steps. WCDS asked HPE to accelerate action in setting up the hardware (originally scheduled for September). HPE added two new servers over one weekend which improved performance. The HPE team is still actively monitoring the application to be proactive. This is a permanent fix, but HPE is also doing additional improvements around storage, etc. and meeting with their Product Team to see how to optimize the application’s performance. HPE will provide an update at OPAC. Comment: The impact to Counties was great; aggressive action to resolve should have been taken sooner. There is a 6 to 8-month project plan to improve CC / Exstream architecture; the Strategic Architecture Committee urged HPE to accelerate that plan. HPE’s CC team will provide that plan and a progress update at the next SAC meeting. There will be extra activity with NCO; HPE will be monitoring real-time.

7.2 Release Level Quality Initiative HPE established this initiative to demonstrate improvements over the next six months. A HPE team has been formed representing Core CalWIN, PMO, Release/Quality Management and Ops Excellence. Their charter includes short-term (6-months) and long-term goals for fundamental improvements. HPE will


June 10, 2016

4

look at processes, environments, roles and responsibilities, technology and conduct a gap analysis. HPE will provide progress updates.

8. Portfolio Review

8.1 Strategic Updates - Attachment 8.1 (Rodain Soto) Goal 1 (Business Intelligence) is in Yellow because of a few issues with gearing up for BI go-live (User log-in, security set-up, lag in real-time data updates) that generated an increase in SR tickets. The Roseville site is meeting internally to create a plan to address the items. BI’s go-live may be delayed as a result; we want to ensure quality first. WCDS will confirm with counties the plan and provide a new date if in fact BI is delayed. Testing continues using production data. Goal 2’s Business Rules Engine is off to a slower start due to a combination of occurrences – holidays, staff changes and onboarding WCDS’s new BRE Project Manager. Roseville is developing a plan to get back on track. WCDS is requesting OPAC and Board members to participate in the BRE Steering Committee for oversight and to handle any escalated issues. A Project Action Team (with SMEs) will be formed in the next month.

9. Informational Item(s) 9.1 Elected Co-Chairs for FY2016/2017 – Attachment 9.1 (Hali Reyes)

Ann Edwards/Sacramento and Barry Zimmerman/Ventura were elected to serve as Co-Chairs for FY2016/2017.

10. Open Session Adjournment by Co-Chair (Ann Edwards) CLOSED SESSION

Item 11 addressed after Items 12 and 13.

12. Discussion

12.1 Board Feedback of High-level “Work-In-Progress” 3-Year Strategic Plan – Attachments 12.1 (Hali Reyes, Rodain Soto, Karen Tinucci) No action.

13. Informational Item(s) 13.1 HPE / Computer Sciences Corporation Update – Attachments 13.1 (Michael Cox) No action. 13.2 WCDS Updates – Attachment 13.2 (Hali Reyes)

No action. 13.3 CDSS, CalFresh Data Reporting – Attachment 13.3 (Hali Reyes) No action.


June 10, 2016

5

Item 11 addressed after items 12 and 13. 11. Approval / Decision / Action Item(s)

11.1 Approve Replacement County Representative, Strategic Architecture Committee – Attachment 11.1 (Jo Anne Osborn)

Motion: Linda Patterson/Placer motioned to approve a replacement County representative, Jason Lui/San Diego, on the Strategic Architecture Committee. Dan Kalamaras/San Francisco seconded. All in favor. Motion carried.

11.2 Approve Data Governance, Master Data Access and Data Sharing Policy as Recommended by OPAC – Attachments 11.2 (Rodain Soto) Motion: Barry Zimmerman/Ventura motioned to approve the Data Governance, Master Data Access and Data Sharing Policy as Recommended by OPAC. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.

11.3 Approve BI Enhancement Projects to Begin Phase II of BI Expansion (6 projects to queue up) as

Recommended by OPAC – Attachments 11.3 (Rodain Soto) Motion: Dan Kalamaras/San Francisco motioned to approve BI Enhancement Projects to Begin Phase II of BI Expansion (6 projects to queue up) as Recommended by OPAC. Linda Patterson/Placer seconded. All in favor. Motion carried.

14. Closed Session Adjournment and Next Meetings (Ann Edwards) 14.1 Board & Other Meetings Schedule

• Strategic Planning Meeting, 8/10/2016, CalWIN Site • Board of Directors Meeting, 9/9/2016, Library Galleria • APHSA ISM Conference, 9/18-9/21, Phoenix, AZ (Hali Reyes) • CWDA Conference, 10/5-10/7, Anaheim, CA • Board of Directors Meeting, 11/18/2016, Library Galleria

The meeting was adjourned at 1:39PM.


June 10, 2016

6

ACTION ITEMS

ID

Open Date Description of Action Item

Assigned to

Due

Closed Date

68 3/11/2016 HPE to add a status update to the OE chart going forward. Done. Close.

Chris Van Vlack / Mike Cox

4/15/2016 5/13/2016

71

Data Request from State Stakeholders Process Flow DGPr‐14‐1‐01 8/24/16Re

questin

g Ag

ency

OPA

CHP

EWCD

S AA

WCD

S BSA

Initiation

1Agency initiates request

SIRFRA/SCIRFRA/ SARRA/other form

completed

2Request received,

logged & distributed

3Request received &

reviewed

4Extension/ more info needed

YES

5/6Request for

extension/more info received

14Request for

Information only

7Request for

extension/info received & processed

8Extension date/ information

received, logged & distributed

9New date/

additional info received & reviewed

15YES

24NO

10‐13Approach developed,

delivered, and approved by DD (see

process)

NO

Item 6.1Doc 1 of 3

Data Request from State Stakeholders Process Flow DGPr‐14‐1‐01 8/24/16Re

questin

g Ag

ency

OPA

CHP

EWCD

S AA

WCD

S BSA/DD

Information Only RequestRequest Initiated

15Request for Info only initiated

16Information gathered and

compiled in SIRFRA/ SCIRFRA/ SARRA work product in folder from step 2

17SIRFRA/SCIRFRA/ SARRA received, logged and sent

18Information received

19Additional Questions

YES

20Received additional

questions

21Additional questions answered – cycle

repeats

NO22

Communicate completion to WCDS

23Communicate

completion to BSA

Data Request from State Stakeholders Process Flow DGPr‐14‐1‐01 8/24/16

Requ

estin

g Ag

ency

OPA

CHP

EWCD

S AA

WCD

S BSA/DD

Data Request OnlyRequest Initiated

24Data Request

Initiated

25/26Business Strategy

Meeting PPM & SR Opened

27SQL statement or recommends MR extracts/reportsEmail to BSA

HPE posts SQL/Data to JWP

28Receive SQL

complete ARCDObtain DD approval of data (see process)

29Receive SQL &

completed ARCDLogs, tracks, set call

(see process)

30Receive SQL & ARCD 31

Approved?

NO

32Rejection

communicated to BSA

YES

34Approval

communicated to BSA

33AA/BSA/HPE/StateReviews and revises via original process

35Directs HPE to

proceed

36Gathers data

attaches in PPM & closes proposal

38Forward approved

data to AA (see process)

39Provides data to requesting agency

and relevant stakeholders

40Receives data

41Satisfied with

dataYES

43Communicate

completion to AA

44Communicate

completion to BSA

NO

42Return to initiate request flow for request revision

37Receive &Validate Data and processObtain WCDS

approval of data

WCDS DG State Stakeholder Data Request Process DGPr-1401-01

Data Governance WCDS

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WCDS Data Request from State Stakeholders Process

(WCDS CalWIN Data Sharing Policy)

Process No. DGPr-1401-01

Document Version 7.0 Revision Date: August 24, 2016

Item 6.1 Doc 2 of 3



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Table of Contents 1 Purpose ......................................................................................................................................................... 4 2 Policy Statement .......................................................................................................................................... 4 3 WCDS Process Guidelines ......................................................................................................................... 4 4 Special Instructions ................................................................................................................................... 11 5 Associated Document(s) ........................................................................................................................... 12 6 [Approving Body] Process Guidelines .................................................................................................... 12 7 Policy/Process Approvals ......................................................................................................................... 13

Table of Figures

Figure 1 Request Initiated ........................................................................................................................................... 4 Figure 2- Information Only Request ............................................................................................................................ 7 Figure 3 Data Request ................................................................................................................................................ 9



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Record of Changes as of April 14, 2016

Version Brief Description of Change Date Changes made by… 1.0 Process and existing policy combined in

new format 02/11/2016 Andrea Everett

2.0 Updated process and flow 02/23/16 Andrea Everett 3.0 Added table formatting to process flows 03/24/16 Andrea Everett 4.0 Updated links 03/30/16 Andrea Everett 5.0 Updated process and flow with input from

Jeff Purificacion 4/14/16 Andrea Everett

6.0 Corrections to step numbering 4/26/16 Andrea Everett 7.0 Additional steps added 8/24/16 Andrea Everett



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1 Purpose To provide instructions on policies and standards for completing SAWS Internal Request for Research and Analysis (SIRFRA), SAWS Communication Information Request for Research and Analysis (SCIRFRA), and SAWS Advocate Request for Research and Analysis (SARRA).

2 Policy Statement The policy regarding the transmission of CalWIN data and/or information to a requesting State Agency by WCDS was established in 2011 and revised in 2014 by the since disbanded Policy Board. This policy is embedded in section 5 below under justification documents.

3 WCDS Process Guidelines

Figure 1 Request Initiated



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Step Request Initiated - Description

1 The State Agency initiates a request for CalWIN information or data using the appropriate format. This may take the form of a SIRFRA / SCIRFRA / SARRA , email, phone call, or other contact.

2 WCDS receives a request for data and/or information from a state agency and it is directed to the WCDS Administrative Assistant (AA) with a copy to the SIRFRA Data Steward. The AA:

A. Creates folder

B. Copies the request form into folder

C. Confirms appropriate BSA with Data steward

D. Sends E-Mail to designated BSA and CC to the 3. See WCDS Outlook Distribution List (SIRFRA Distribution Internal List).

E. Update Data Log with earlier steps (requesting entity, WCDS tracking number, Requesting entity tracking number, title, due date, BSA, date and time of receipt)

3 The BSA receives the request and reviews the forms.

4 BSA - Decision Point – Is there an extension or more information needed?

5 "If additional information or an extension is needed the BSA will:

A. Discuss the need with DD

B. Get authorization from DD and Director

C. Forward the approved request to the AA"

6 The AA receives the request for an extension or additional information and forwards it to the State Agency.

7 The State Agency receives and processes the request for an extension or information and returns it to the AA.

8 The AA receives the extension date and/or additional information, logs it and distributes the information to the BSA and other stakeholders.

9 The BSA receives the new date/additional information and continues the review of the request.

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/SIRFRA%20Template.doc

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/OSI%20SCIRFRA%20Template.docx

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/SARRA%20Template.doc



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Step Request Initiated - Description

10 "When there is sufficient information and no extension is needed at this point the BSA:

A. Validates that the Master Policy questions are answered

B. Determines and Summarizes Approach in writing

C. Sends Approach to appropriate Deputy Director; cc - AA, data steward, director

(Note: The request must include the business reason for the data request. If this is not included the next step will include but not be limited to gathering that information in writing.)"

11 The AA includes the approach in the OPS team agenda for discussion.

12 The Deputy Director reviews the approach and approves or requires revisions.

13 If the DD requires revisions to the approach the BSA will:

A. Notify the AA that the approach is being revised

B. Complete the revisions

C. Send the revised approach to appropriate Deputy Director; cc - AA, data steward, director?

14 BSA – Decision Point – Is this request for information only? Based on the decision proceed to the next step for information only or data request.



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Figure 2- Information Only Request

Step Information Only Request - Description

15 The determination at step 14 is that this request is for information only.

16 The BSA gathers the information and compiles it with the SIRFRA, SCIRFRA, SARRA, or other request document and sends the document and information to the AA. All work product associated with gathering the information is saved to the folder created by the AA in step 2.

17 The AA receives the information and: A. Adds all information to folder including document response document B. E-Mails State, cc all relevant parties including BSA and all CWDA, OSI, and WCDS contacts. See WCDS Outlook Distribution List (SIRFRA Distribution Internal List). (read/delivery receipt request) C. updates tracking log



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Step Information Only Request - Description

18 The State Agency receives and reviews the information.

19 State Agency – Decision Point – Are there additional questions?

20 If the result of step 14 is that there are additional questions the State Agency sends those questions back to the AA. The AA receives those questions, logs and sends them to the BSA.

21 The BSA gathers the answers for the questions and repeats from step 11. This cycle repeats until the State Agency has no more questions.

22 When all questions are answered the State Agency communicates completion of the request to the AA.

23 The AA logs the completion.



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Figure 3 Data Request



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Step Data Request - Description

24 The determination at step 14 is that this request is for CalWIN data.

25 The BSA: A. Opens a Proposal in PPM and a ticket in the Service Desk Tool (SR) with the SIRFRA/SCIRFRA/SARRA and/or WCDS tracking number in the title of the Proposal. B. Enters the proposal and ticket Numbers into the checklist

26 For clarification on technical requirements and meeting response timelines, Business Strategy Meetings (BSM) are required. The BSA will: A. Schedule and hold the BSM ( scheduled within 2 business days deadline driven by due date) B. Contact AA/Data steward if an extension or additional information is needed - Extension request needs director approval - Must include length and reason for extension C. During meeting HPE is to provide estimated delivery date and set a check point Additionally, WCDS and HPE can meet with the originating SIRFRA/SCIRFRA State agency as needed. State agencies are contacted by WCDS for additional questions and/or clarifying comments. This may include teleconference meetings.

27 HPE: A. Creates an appropriate SQL to produce the data requested or recommends existing Management Reporting extract(s)/report(s) and B. Follows the HPE internal review process C. Provides the SQL to the BSA via email. D. HPE also posts SQL and/or data outputs in the Joint Work Products (JWP) directory for the BSA to review.

28 The BSA receives the SQL or MR data and: A. Validates the SQL data and approach B. Completes an Agency Request for CalWIN Data (ARCD). C. Requests and obtains DD/TOPs approval of SQL data. C. Sends the ARCD, SQL/MR data to the AA

29 The AA receives the SQL or MR data and the completed ARCD and: A. Includes SQL/MR data, ARCD, Original request document, using email template that includes SR number where data will be posted. Copy to BSA and data steward. B. Schedule bridge call with OPAC to discuss request C. Track responses - saved in folder - spread sheet with consent/not, who, when, text of email D. Send reminders to counties that have not responded.

30 OPAC receives and reviews the SQL or MR Data and ARCD.

31 OPAC – Decision Point – Is the SQL or MR data approved for delivery? Note: If there is no decision communicated within 2 days, the data methodology will be considered approved. However, if the data request is determined to be sensitive and high risk for Counties, additional outreach will be considered.

32 If step 31 results in a rejection it is sent to the AA to communicate with the BSA and Data Steward.

33 The AA, BSA, HPE, and the requesting State Agency will repeat any or all of steps 1 – 33 that are needed to modify the request into one that is acceptable to OPAC.

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/WCDS%20Data%20Sharing%20Policy%20ARCD%20-%20Appendix%20A.xls



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Step Data Request - Description

34 If step 31 results in an approval it is sent to the AA to communicate with the BSA and Data Steward.

35 The BSA directs HPE to proceed with the SQL as written.

36 HPE gathers the data and: A. Attaches the data to SR B. Lets BSA know the data is available C. Makes PAC available for review if not previously communicated as available D. When the PAC is approved by WCDS BSA and DD, HPE closes proposal

37 The BSA receives data and validates A. The provided Data matches the data requirements B. The original/modified approach was followed C. WCDS Leadership has reviewed and approved the final data

38 The BSA: A. Forwards the validated data to the AA for distribution B. Informs the AA whether the data should be sent securely and what transmission type should be used (Zixmail, sftp, regular E-Mail) C. Requests that a data validation meeting be scheduled with the requesting agency

39 The AA: A. Sends the results to the requesting State Agency in the format specified by the BSA B. if instructed to do so by the BSA, schedules a preliminary data validation meeting with the State and the BSA C. E-Mails designated BSA with a CC to CWDA, OSI, and WCDS contacts. See WCDS Outlook Distribution List (SIRFRA Distribution Internal List). (read/delivery receipt request)

40 The State Agency receives the data and reviews.

41 State Agency – Decision Point – Is the data satisfactory?

42 If the result of step 34 is that the data is unsatisfactory in some way the State Agency will return to the Initiate Request flow step 1 and revise or amend their request.

43 If the result of step 34 is that the data is satisfactory the State Agency will communicate the completion of the request to the AA.

44 The AA logs the completion and communicates that to the BSA and relevant stakeholders.

4 Special Instructions None



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5 Associated Document(s) A. Justification Documents

WCDS Data Sharing Policy 2014.pdf

B. Policy/Process Documents

a. WCDS Data Sharing Policy ARCD - Appendix A b. SIRFRA c. SCIRFRA d. SARRA

6 OPAC Process Guidelines The process guidelines for OPAC are included in the process above.

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/WCDS%20Data%20Sharing%20Policy%20ARCD%20-%20Appendix%20A.xls

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/SIRFRA%20Template.doc

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/OSI%20SCIRFRA%20Template.docx

https://calwinsp.folsom.calwin.eds.com/Committee/DataGovernance/Policies%20and%20Processes/Data%20Request%20Tracking/CalWIN/Request%20Packets/Forms/Current/SARRA%20Template.doc



12/10/2015

Template Version 1

Page 13 of 13

7 Policy/Process Approvals

Approval Level

Name

Approval Needed

Signature

Policy/Process Owner Jeff Purificacion Yes ☐ No ☐

Working Group Yes ☐ No ☐

Data Governance Council Yes ☐ No ☐

Decision Committee ☐OPAC ☐WCDS Directors ☐Board of Directors

Yes ☐ No ☐

Executive Owners Yes ☐ No ☐

Upon receipt of all necessary approvals, the Policy/Process Administrator will finalize the policy by:

• Recording the new policy in the inventory • Posting the document into SharePoint • Sending out all relevant communications

Approval Level

Name

Policy Finalized

Signature

Policy/Process Administrator

Yes ☐ No ☐

Data/Information Request Checklist(SIRFRA/SARRA/SCIRFRA/Other)

REQUEST SUMMARY INFORMATION

Business Systems Analyst Assigned Date

Requesting Agency Contact Information

Request Date Due Date

WCDS Tracking Number Agency Tracking Number

PPM Number Ticket (SR) Number

Master Policy Criteria Met?

*The intended use will be distributed to the impacted counties.

WCDS Consortium recognizes the requestor/organization WCDS Consortium has the requested dataWCDS Consortium has the authority to share the dataWCDS Consortium understands/can deliver data that meets specified needWCDS Consortium received and understands the intended use*

Extension Needed?YesNo

Additional Extension Needed? (see notes if checked)

This request is for Information OnlyData

This is the 1st RequestRevised Request

This request is One Time OnlyTwo or More Instances

List all relevant stakeholders

Request Summary Notes

Item 6.1Doc 3 of 3

Request InitiatedPROCESS STEP(S) ACTION RESPONSIBLE PARTY COMPLETED DATE

2 Numbered/Logged/Folder

2 Assigned to BSA

2 EMailed to BSA & CWDA, OSI, and WCDS contacts

310 Approach Summary Completed

10 EMailed to DD

13 Revisions Complete

12 Approach Approved

Request Initiated Notes

Information Only RequestPROCESS STEP(S) ACTION RESPONSIBLE PARTY COMPLETED DATE

16 Information gathered, work product saved to folder

16 EMailed request form and information to AA

17 All information saved/ logged.

17 EMailed State and all relevant parties

1822 Additional questions (if any) answered

23 Completion Date of request logged

Info Request Notes

Data RequestPROCESS STEP(S) ACTION RESPONSIBLE PARTY COMPLETED DATE

25 Proposal in PPM and ticket (SR) in Service Desk Tool opened numbers entered in summary section of checklist

26 Business Strategy Meeting scheduled

26 Business Strategy Meeting Held

27 HPE created and posted SQL or recommended reports to PPM/Ticket

28 SQL or recommendation validated submitted to DD/TOPS for approval

28 Approval Granted

28 ARCD, SQL/MR data to AA

29 EMailed template and all documents and data to stakeholders

29 Scheduled OPAC Bridge Call

29 Tracked county responses and reminders

31 OPAC Approved Yes No

BSA Notified by EMail

33 Revision Complete (if needed)

35 HPE directed to proceed with approved SQL

37 HPE provides data and PAC for review

37 Validated Data, received necessary approvals, notified AA to send

3738 Data approved to send

39 Data sent to requesting agency and stakeholders notified by email

42 Revisions completed

4344 Request Completed and Closed

Data Request Notes

Final ValidationCheck all items that are satisfied. Add an explanation to the Final Validation Notes for any items that are not checked or that require additional clarification.

All necessary permissions were requested and grantedThe approved approach was followed throughout the processAll steps of the process are documented in Share CalWINAll relevant sections of the checklist have been completed

Final Validation Notes

Final ApprovalNAME TITLE DATE SIGNATURE

Strategic Engagement, Tracking, & Integration Strategic Goals OverallSeptember 09, 2016

Strategic Goal Highlights:• Business Intelligence QA/Pilot phase (UAT) extended and Go-Live date TBD• Detailed Test Plan presented to OPAC; to be agreed to by Testing Counties• Advance Analytics wrapping up third iteration cycle and preparing final report• Usability Portfolio Steering Committee to review future considerations projects• Business Rules Engine (BRE) project, approved Definition Document (DEL 50) and

working on Work Plan and Project Plan (DEL 51 and 52)• NextGen CalWIN funding in APD request cleared state hurdle and goes on for

Federal approval • WCDS Strategic Planning Meeting held August 10 in Roseville• WCDS tracking to 55 commitments made by Counties, HPE and WCDS during

Strategic Planning Meeting

Strategic Planning and Process:• WCDS/HPE Strategic Goal teams are assessing 2016 direction and roadmap • SG teams prioritizing potential Quick Wins and Long Term projects

• SG1 – BI Phase II hit list prioritization (Months 19 – 36 of BI Project)• SG2 – Business Rules Engine (BRE) project planning and governance• SG3 – Relationship Matrix being reworked

• Data Governance and Information Quality Conference ideas and improvements planning in September

• Three year Strategic and Technology plan under development/update• Strategic Initiative report being updated to include measures, targets and metrics

to better convey progress and success criteria• Preparation for WCDS August Strategic Planning Meeting tracking/report out

Overall health of each Strategic Goal

SG1 –

SG2 –

SG3 –

Currently only reporting on health of process and execution. Effectiveness and outcome of effort to be included in the future

= On track= Off track= At risk

Item 7.1

Strategic Engagement, Tracking, & Integration Business Intelligence Tracking

September 09, 2016

Business Intelligence (BI)Go Live Strategy:• Data Quality• System Stability• Performance• Operational Readiness• County Support• UAT- Detailed Test Plan• County Commitments

September Activities• SLAs to be determined • UAT Re-Launched• Standardized Test Plan

and Criteria

October Activities• Go-Live Tracking• UAT Concludes (TBD)• Phase I Go-Live (TBD)

691 542 927

3023

231

2648

1,435

3739

2242

1291

3,2972866

19991558

2,071Coun

ts

Week of

CalWIN Business Intelligence UsageReport Count Linear (Report Count)

10 11 1215

1315 14

1614 15 15 16 15

1316

Coun

ts

Week of

CalWIN Business Intelligence UsageNumber of Counties Linear (Number of Counties)

Strategic Engagement, Tracking, & Integration Envision Future Vision Tracking – As reported at SPM 8/10/2016

September 09, 2016

WCDS Board of Directors Informational Item

Meeting Date: Friday, September 09, 2016 Subject: Strategic Planning Meeting Recap Presenter: Rodain Soto

Background Information

WCDS held our annual CalWIN Strategic Planning Meeting at the Roseville site on August 10, 2016. The session attendees included County Board of Directors, OPAC, HPE and WCDS Key Staff, and CWDA. Michael Green from CPS HR facilitated the day.

The theme of the day was “Going for Gold!” using the Summer Olympics in Rio as our backdrop. After a presentation from Sue Arthur to address the HPE and CSC Merger, WCDS and HPE Leaders provided a view of our past, present and future. Agenda sessions included updates from Operations, the Strategic journey, upcoming program impacts, and a financial outlook of our budget. One of the key messages included the extraordinary amount of change coming from external entities.

The afternoon sessions focused on three table topics (attendees were divided into six groups to address the three topics). The three topics were:

1. Embracing the Transformation from Business Reporting to Business Intelligence 2. Navigating and supporting increasing interagency projects 3. Crossing Boundaries: CalWIN Support and Participation Models

For each table topic we have provided a primer sheet with the problem statement, a goal statement, and strategy and considerations for the topic. After discussion and agreement, groups developed SMART Objectives – 2 commitments each from Counties, HPE, and WCDS.

Supportive Information

Attached is a spreadsheet of the compiled commitments. WCDS and HPE have met internally to review the list and provide initial feedback. WCDS identified certain areas that need clarity (cell are highlighted). This preliminary list will go through another round of internal review before being sent to OPAC for discussion and review at the September meeting. WCDS will share the final version and provide updates at future Board and OPAC meetings.

Item 7.1.1 Doc 1 of 2

DRAFT Strategic Planning SMART Goals9/2/2016

Item 7.1.1, Doc 2 of 2

By Topic,Owner,Due 1

ID Topic Table Category Sub-Category Commitment Owner Due Date Assigned to Notes Status1 1 2 Data Governance define data sets County 8/10/162 1 1 Change Process Testing Commit to follow defined test plan (right PPL, right time, etc.) County 9/22/20163 1 1 Data Governance County agreement on standard use of CalWIN BI for State Reports/others as identified County 10/27/20164 1 2 Data Governance Data Quality Standardize & Close Data Set Interpretation Gaps County 2/10/20175 1 2 Data Governance Data Quality Implement Standardize & Close Data Set Interpretation Gaps County 5/10/20176 1 1 Data Governance Data Quality Provide SQL and underlying logic for all BI HPE 8/31/20167 1 1 Propose plan to address retirement of Legacy Solutions (leverage OCM & Training) HPE 10/27/20168 1 2 Data Governance Write Baseline of Data Use in Transaction System HPE 8/10/20179 1 2 Data Governance \ HPE 8/10/2017

10 1 1 Data Governance Testing Provide detail test plan for BI and County participation WCDS 8/25/2016 Michael Presented at 8/25/16 OPAC Meeting Complete11 1 1 Obtain state requirements for data views & reports WCDS 10/27/201612 1 2 Data Governance Data Quality Compare Data Sets ID Gaps & Commonalities WCDS 11/10/201613 1 2 Data Governance Data Quality Standardize & Close Data Set Interpretation Gaps WCDS 2/10/201714 2 3 Change Process Establish a process to automate or not to automate County 2/10/201715 2 3 Change Process Evaluate the business need, pricing, risk level for different options County 2/10/201716 2 3 Change Process Communication Improve the communication platform between the portfolio, PCB, OPAC, BOD on evaluation County 2/10/201717 2 3 Change Process Communication More transparency for decisions County 2/10/201718 2 3 Change Process Decisions on automation and sequencing. County 2/10/201719 2 4 Communication Managing the messages County As they come in

20 2 3 CommunicationDevelop a strong communication plan with all entities, partners by project at least 6 months prior to define objectives, expectations, evaluate, options County Now

21 2 4 Communication County/information sharing County Now22 2 4 Project Structure Work together with other SAWS – Establish across-consortia board CWDA Now23 2 4 Create/submit the “ask” for external HPE 10/31/201624 2 3 Change Process Establish a process to automate or not to automate HPE 2/10/201725 2 3 Change Process Evaluate the business need, pricing, risk level for different options HPE 2/10/201726 2 3 Communication Improve the communication platform between the portfolio, PCB, OPAC, BOD on evaluation HPE 2/10/201727 2 3 Communication More transparency for decisions HPE 2/10/201728 2 3 Change Process Decisions on automation and sequencing. HPE 2/10/201729 2 4 Training Provide training materials and establish flow HPE 30 days

30 2 3 CommunicationDevelop a strong communication plan with all entities, partners by project at least 6 months prior to define objectives, expectations, evaluate, options HPE Now

31 2 3 Change Process Establish a process to automate or not to automate WCDS 2/10/201732 2 3 Change Process Evaluate the business need, pricing, risk level for different options WCDS 2/10/201733 2 3 Communication Improve the communication platform between the portfolio, PCB, OPAC, BOD on evaluation WCDS 2/10/201734 2 3 Communication More transparency for decisions WCDS 2/10/201735 2 3 Change Process Decisions on automation and sequencing. WCDS 2/10/201736 2 4 Change Process Establish change control BDs & ask for a seat at the table WCDS At External Project Kick Off

37 2 3 CommunicationDevelop a strong communication plan with all entities, partners by project at least 6 months prior to define objectives, expectations, evaluate, options WCDS Now

38 2 4 Communication Create the relationships/partnerships with external entities WCDS Now39 3 5 Project Structure Identify 3 counties to make final decisions on CalWIN projects (on a rotational basis). County 10/1/2016

40 3 6 Project StructureEvaluate and improve process for project action team (3-5 counties) members to communicate with non-participating county members County 11/30/2016

41 3 6 Change ProcessDevelop capability and/ process for iterative development methodology (non-waterfall methodology) County 11/30/2016

42 3 6 Communication To provide counties a better process to be prepared for the release (quality execution at County) County 11/30/2016

DRAFT Strategic Planning SMART Goals9/2/2016

Item 7.1.1, Doc 2 of 2

By Topic,Owner,Due 2

ID Topic Table Category Sub-Category Commitment Owner Due Date Assigned to Notes Status43 3 5 Testing Commit to more robust testing. County 12/31/2016

44 3 5 Change ProcessRecommend development processes that will enable iterative development and more frequent deployments. HPE 10/1/2016

45 3 6 Change ProcessDevelop capability and/ process for iterative development methodology (non-waterfall methodology) HPE 11/30/2016

46 3 6 Change Process Communication To provide counties a better process to be prepared for the release (quality execution at County) HPE 11/30/201647 3 5 Change Process Deploy the new process. HPE 12/31/2016

48 3 6 Change ProcessEvaluate capabilities and process to allow Go/No-Go by change versus entire release (short term ahead of Next Gen). HPE 12/31/2016

49 3 5 Project Structure Revamp SME list (primary and backup) WCDS 10/1/201650 3 6 Project Structure Evaluate and identify improvements to portfolio management decision-making WCDS 11/30/2016

51 3 6 CommunicationEvaluate and improve process for project action team (3-5 counties) members to communicate with non-participating county members WCDS 11/30/2016

52 3 6 Change ProcessDevelop capability and/ process for iterative development methodology (non-waterfall methodology) WCDS 11/30/2016

53 3 6 Communication To provide counties a better process to be prepared for the release (quality execution at County) WCDS 11/30/201654 3 5 Change Process Work with HPE in defining the iterative development process WCDS 12/31/201655 3 6 Communication Evaluate and identify improvements to WCDS project site/County communication methods WCDS 12/31/2016