Children, Youth and Families Department Comprehensive Child Welfare Information System Modernization Project – Planning Certification and Release of Funds September 26, 2019 \ Irene Luettgen, Chief Information Officer Jeremy Howard, Chief Data Officer David Ramirez, Interim Project Manager Sarah Meadows, Protective Services, Research Assessment & Data (RAD) Bureau Chief Chris Fernandez, Juvenile Justice Services Research Business Analyst Amanda Trujillo, Juvenile Justice Services Application Manager

Agenda CCWIS Modernization Project Overview Project Objectives Solution Approach Timeline Work To-Date Funding and Certification Request

Project Overview CCWIS Modernization Technical Objectives The Federal CCWIS regulation provides an opportunity to modernize the Agency’s child welfare technology solutions. CYFD will replace FACTS (Family Automated Client Tracking System) while utilizing a phased approach, which will first bridge the existing case management application’s capacity to interface with modern systems through updating key foundational modules: Placement, Licensing, Eligibility and Payments with a SaaS solution. This will position CYFD for future successful integration, alignment, and engagement with HSD on the HHS 2020 Project. Business Objectives Meet Federal regulation requirements which supports CYFD’s business and technical needs and maximizes Federal Funding Participation (FFP). Increase productivity through mobile tools Improve efficiencies in fiscal management Improve system responsiveness to change Improve the safety of children from maltreatment Improve placement stability for children in foster care Improve retention of Protective Service workers Achieve permanency in a timely manner Decreased Protective Services turnover rate Technical Objectives Meet Federal regulation requirements which supports CYFD’s business and technical needs and maximizes Federal Funding Participation (FFP). Modularity Digital Transformation Mobility Data Sharing / Data Exchanges Data Quality and Reporting Reusable / Exportable Code Data Governance and Stewardship Support interactive interfaces that assist worker’s effective navigation of the child welfare, juvenile justice and behavioral health processes

Project Objectives CCWIS Modernization Modernized Future The overall objective of the CCWIS Systems Modernization Project is to replace FACTS with a CCWIS compliant solution that will have the ability to support CYFD and to adapt to the evolving business and technology needs of the agency. Modernized Future Modern interfaces, designed with the user experience in mind Integrate seamlessly with other state programs, services and systems Provide business intelligence and dashboards Access and update anywhere, anytime Configurable system, less reliance on code changes. Advanced fiscal management Improve processes and efficiencies and streamline case work Ensure compliance with Title IV-E, Title IV-B, CCWIS requirements and federal reporting Meeting Business Objectives Reduced delays in case management and documentation Improved efficiencies in permanency planning Improved efficiencies in fiscal management Improved system responsiveness to change Safe from maltreatment recurrence Improved placement stability for children in foster care Permanency in a timely manner A decrease in Protective Services turnover rate Ability to immediately inform NM families and providers

Solution Approach CCWIS Modernization Project Methodology will include an Agile-Waterfall Hybrid that embraces both practices utilizing a phase approach and embracing the adaptability and flexibility of agile as shown with our estimated timelines. Initiation and Planning will be iterative and occur with respect to each project phase Phase Est. Timeline Products and Deliverables Initiation September, 2017 – July 2021 Project charter (V2 completed) activities including: Project certified for project initiation in December 2018 Market research Request for Information (RFI) released Approved ACF / CB Advanced Planning Document in place C-2 Funding allocated for FY19-FY20 and FY20-FY21 Planning September 2019 – December 2021 Project Certification, request forms, presentations and monthly reports Contracts in process: Project Manager, Business Analysts and Technical Analysts, IV&V, Business Transformation / Process Improvement Consultation Education / Training on project, business process analysis, process improvement Obtain cloud-hosting exception approval from DoIT Prepare for and obtain DoIT TARC approval

Solution Approach Cont’d CCWIS Modernization Phase Est. Timeline Products and Deliverables Implementation October 2019 – December 2021 Project charter, project management plan and activities including: Project Certification project management plan updates, request forms, presentations and monthly reports Contracts and invoicing for professional services (vendor provided) IV&V monthly reports Modules (Placement, Licensing, Eligibility, Payments) Data migration and reporting proof-of-concept (Mark Logic). Close-Out January 2022 Final budgets and actuals Final resource plans and actuals Maintenance and operations support plan (final) IV&V final report Final timelines and actuals Project certification project management plan updates, request forms, presentations and final reports

Timeline – Initiation and Planning CCWIS Modernization Timeline – Initiation and Planning Phase Est. Timeline Initiation September, 2017 – July, 2021 Planning September, 2019 – December, 2021 Implementation October, 2019 – December, 2021 Closeout January, 2022 Maintenance & Operations March, 2020 – Continuous

Work To-Date CCWIS Modernization CYFD established the CCWIS Project in September 2017. Work to date includes: Established CYFD CCWIS working group, governance and communication framework Performed initial as-is inventories of data and modules/functions Began market research to identify and assess possible CCWIS compliant solutions and other states’ approaches Performed process mapping of modules/functions Issued Requests for Information (RFIs) in October of 2018 Submitted annual Advanced Planning Document (APD) which includes current transitional operational costs for FACTS and CCWIS initiation and planning details on 11/01/2018 Contracts in process IV&V – CSG Identified Organizational Change / Business Transformation – McKinsey Identified P.M. / B.A. – ACRO or TEK Obtained FY19 – FY20 C2 funding for project initiation Obtained FY20 – FY21 C2 funding for project planning Executive Steering Committee identified and meeting every three weeks Project Working Group identified and meeting weekly

Funding and Certification CCWIS Modernization Requesting planning certification approval and release of funding in the amount of $158,213.00  Category Amount Project Management $213,970 Business Analysts / Technical Analysts $641,910 IV&V $52,333 Consulting $250,000 Previously Requested, Approved and Released Funds (Not Spent) -$1,000,000.00 Total Amount Requested: $158,213

Questions? Recommendations? CCWIS Modernization Questions? Thank You!