C OMMISSIONERS’ D ASHBOARD PMI Presentation – Pat Lynch, PMP ~ Sponsored by ~ Office of Temporary and Disability Assistance Office of Children and Family Services Department of Health ~ as a subproject of Statewide Welfare Management System (SWMS)~

Commissioners’ Dashboard  Local Commissioners asked for a business trending tool to support strategic planning, budget planning and to solve:  Shortage of local resources  Variety of complex reporting applications  Inability to access real time data  No flexibility with modifying reports  Lack of historical trending data  Overwhelming number of reports  Disparate data sources covering different reporting periods Commissioners’ Dashboard Why was the Project started?

Commissioners’ Dashboard Corporate Performance Management  Key Performance Indicators (KPI)  Drilldown capability  Comparisons- historical, other agency  Graphical presentations and maps Keep it simple! Gartner recommended business approach

Commissioners’ Dashboard Innovative use of technology Single, seamless web portal First statewide collaborative tool Standardized “Look & Feel” Reports definitions n-tiered architecture  Microsoft SharePoint  Cognos  MapInfo

Technical Architecture Commissioner’s Dashboard Share Point Tool as web portal and repository WMS OCFS Data Warehouse eMedNY Welfare Reporting Tracking System (WRTS) CONNECTIONS GIC/Map Info to create maps Cognos to generate reports

Commissioners’ Dashboard Where is the Project today? Live in 61 social services agencies Over 875 users Collaboration Among Agencies Awards  2006 GTC Best of NY Award  2007 National Center of Digital Government

Commissioners’ Dashboard What were the Project challenges? Intra-agency collaboration  Four state agencies  Sixty one (61) local agencies Aggressive schedule Matrix project team structure

Commissioners’ Dashboard What were the Project challenges? Revolving contractor employees Implementation  Network Infrastructures  Security Firewalls  Multiple Software  Software upgrade

Commissioners’ Dashboard Project Management Techniques Conquer Challenges! Executive Level Support at state and local levels  “Priority” Project  Active involvement

Commissioners’ Dashboard Project Management Techniques Conquer Challenges! PMO Support  Project Charter  Business Driven  Participatory Expectations/Resources  Rapid Delivery Schedule OrganizationParticipatory Expectations Local Social Services Agencies Providing strategic oversight and volunteer Commissioners’ and Executive Team active involvement OTDA,Providing strategic oversight, project management, programmatic support, technical support, team members and data sources OCFS, DOHProviding strategic oversight, programmatic support, technical support, team resources and data sources CIO/OFTProviding Data Center, Network and customer service support

Commissioners’ Dashboard Project Management Techniques Conquer Challenges! Customer Service Driven Project Delivery  Early wins  On-location interview sessions  Hands-on Orientation Sessions  Conference presentations  Feedback, Feedback, Feedback……

Commissioners’ Dashboard Project Management Techniques Conquer Challenges!  Strong Advisory Change Management Board  Strong Customer Representation  Active involvement prioritizing/approving work  Celebrate successes with team

Commissioners’ Dashboard Project Management Techniques Conquer Challenges! Dashboard Communication & Training  Formal Communication Plan  SWMS newsletter  State agencies orientation sessions

Commissioners’ Dashboard Project Management Techniques Conquer Challenges! Project Teamwork  Team membership  Structured, weekly remote meetings  Continuous improvement  “Shared Lessons Learned”  Communicate, Communicate, Communicate

Commissioners’ Dashboard Overview of Dashboard: Sample Reports, Features & Collaboration Libraries

Commissioners’ Dashboard Dashboard Overview  On the Dashboard’s main page, the Commissioner looks for any new Alerts & Announcements about new reports or functionality added since last visit to the site.

Commissioners’ Dashboard  Various reports, web links and other documentation can be selected from the drop down menus on the home page. For example, a Commissioner first clicks on Multiple Programs then Recertification processing to generate the report on the next slide. Dashboard Overview

Commissioners’ Dashboard  Since Commissioners need to understand what the data represents, a report definition is attached to each report. By clicking on the graphic of a book next to the report title, this information is readily available. Dashboard Overview Hudson

Commissioners’ Dashboard  There are several Key Performance Indicator reports with helpful icons to show at a glance what the data trend represents. A Commissioner can also generate a map by clicking on Map in the Other Views column, as circled below. Dashboard Overview Hudson

Commissioners’ Dashboard Dashboard Overview  This is a sample map created from a Dashboard report. To generate a similar map to show school district data, a Commissioner would select “Cases by School District” from the red circled box then click on Update Map. Detailed numeric and descriptive information is shown in a table under each map. Hudson

Commissioners’ Dashboard Comparison Report: Defaults to Rest of State, NYC and Statewide. Users can select their own comparison agencies. Dashboard Overview

Commissioners’ Dashboard. A Commissioner accesses the Dashboard via the Project Portal Site by clicking the “Commissioners’ Dashboard” icon Dashboard Overview

Commissioners’ Dashboard What is happening now? Transition to “operational phase”  Continuing new reports and data sources  Exploring Balanced Score Card

Commissioners’ Dashboard What is next for Project Manager? SWMS Functional Roadmap  RFP released ment_bid.htm  Patricia Whitbeck, OTDA Contact

Commissioners’ Dashboard Contact Information Commissioners’ Dashboard Marty Hoffman, Project Manager (716) Presenter: Patricia Lynch, PMP