Mobility Project iPad Experiences & Results Child Welfare Technology Conference October 23, 2013 PRESENTED BY County of Ventura, Human Services Agency Mark Ridgley, Business Technology Department Catherine DeLaTorre-Martinez, Children/Family Services Department

Mobility Project Then and Now Initial Pilot Mobility Project – Fall iPads, Laptops with Broadband, Dragon Naturally Speaking Rotation of equipment with 5 staff members Mobility Project – Fall iPads now distributed 45 Laptops 10 Dragon Naturally Speaking Users

Mobility Project Goals Provide field-based social workers with simple, accessible, value-added tools Maximize “office” utility in the field Enhance productivity in the field – efficiency and effectiveness Integrate ongoing feedback from social workers into continuous planning for new customized solutions

iPad Features & Benefits User-friendly for workers Client-friendly (low-profile during sensitive interactions) Access to web-based tools and apps Access to desktop systems

iPad Planning & Roll-Out Technical research, equipment purchases, deployment of 188 iPads to field-based workers Hands-on training for field-based workers Establishment of a technology agreement requiring staff signature, and a lost/stolen equipment policy Development of mobile device management, including remote lock and wipe capabilities

iPad Standard Applications GroupWise Mobility - and calendar Word processing Speech-to-text software Google Earth GoToMeeting video conferencing Google Translate speech translator for English to foreign language PDF Forms access Scanner Pro

Off-the-Shelf iPad Apps – SAFETY Google Earth app was used to plan a joint visit to a family’s home by social workers and law enforcement Property layout was assessed so that staff resources could be positioned for maximum safety Privacy and confidentiality is maintained in the use of the iPads for this purpose.

Off-the-Shelf iPad Apps – EFFICIENCY Fillable PDF forms app allows worker to fill in needed information, including signatures, and save, , or print forms at an office

Off-the-Shelf iPad Apps – EFFICIENCY Using Scanner Pro app, workers can scan documents, manage them as electronic photocopies, and save, , fax or print them at an office

iPad Access to Desktop Systems Through the use of Mobile VPN and PocketCloud, social workers can securely connect to HSA’s network and access their workstation via a virtual desktop

iPad Access to Desktop Systems PocketCloud allows full utility of a worker’s workstation remotely

iPad Access to Desktop Systems Remote access includes HSA’s internal web site and non-web-based applications such as CWS/CMS

iPad Productivity Enhancements Preparation for Field Work Case Management Client Services Customer Service Employee Benefit

EFFICIENCY Save a minimum of.5 hours/day on transcription and travel (at least 10 FTEs/year); time-savings will increase as more tools are offered and mastered Save a minimum of.5 hours/day on transcription and travel (at least 10 FTEs/year); time-savings will increase as more tools are offered and mastered Enter contacts more timely while in the field Enter contacts more timely while in the fieldEFFECTIVENESS Access key data in case management systems in real time to make informed decisions Access key data in case management systems in real time to make informed decisions Provide referrals to needy families in real time Provide referrals to needy families in real time Call up critical documents, such as warrants that facilitate access to schools for interviews Call up critical documents, such as warrants that facilitate access to schools for interviews iPad Productivity Enhancements

EASE OF USE 98% of survey respondents find the iPad very useful or somewhat useful in doing their job 98% of survey respondents find the iPad very useful or somewhat useful in doing their job 94% of survey respondents report that the iPad has helped them do their job more easily, quickly, efficiently, or conveniently 94% of survey respondents report that the iPad has helped them do their job more easily, quickly, efficiently, or conveniently METRICS UNDER ANALYSIS Decrease in referrals open over 31 days Decrease in referrals open over 31 days Increase in contacts entered timely Increase in contacts entered timely Increase in completion of Structured Decision Making elements for risk and safety Increase in completion of Structured Decision Making elements for risk and safety iPad Productivity Enhancements

iPad Future Enhancements More customized apps Electronic signature capability for legal documents Video conferencing in the field to reach out to supervisors and other county partners Cloud-based , calendaring and collaboration services through Microsoft 365 mail services Cloud based will save $18 per device per month (or $40K annually) Cloud based will save $18 per device per month (or $40K annually)

Mobility Project Contact Information Business Technology Division Staff Victor Guerrero, IT Manager Victor Guerrero, IT Manager Mark Ridgley, OSC III, Mark Ridgley, OSC III, Kate Eagan, OSC III, Kate Eagan, OSC III, Children and Family Services Department Staff Judy Webber, Deputy Director, Judy Webber, Deputy Director, Pamela Grothe, Senior Manager, Pamela Grothe, Senior Manager, Catherine DeLaTorre-Martinez, Administrative Specialist III, Catherine DeLaTorre-Martinez, Administrative Specialist III, Thank you!