1. CalACES
Project Steering Committee Meeting
February 15, 2018

2. Public opportunity to speak on items not on the Agenda
Call Meeting to Order
Agenda Review
Public opportunity to speak on items not on the Agenda
Approve the Minutes of the January 18, 2018 Project Steering Committee Meeting and update of Action Items

3. CalACES/CalSAWS Planning

4. Agenda
Task Overview
Workflow 2 Progress
Questions & Answers

5. Scope WORKFLOW 2 Workflow 1 Workflow 2 Workflow 3
Workflow 2: Conduct CalACES Alternatives Analysis and Cost Benefit Analysis
WORKFLOW 2
KEY TASKS 01
TECHNICAL ASSESSMENT
Alternatives Analysis & Cost Benefit Analysis
Scope
Workflow 1
Continue Migration Planning and Joint Development Activities
Workflow 2
Conduct CalACES Alternatives Analysis and Cost Benefit Analysis
Workflow 3
Conduct CalSAWS Planning and Analysis
IMPLEMENTATION ADVANCE PLANNING DOCUMENT 02
Re-baselined costs & funding request 03
REQUIREMENTS UPDATES
Additions & revisions to technical requirements 04
ACQUISITION STRATEGY
Determine procurement methods for implementation of the selected alternative

6. Identify Current, Proposed & New Options
Task 1
Technical Assessment
IAPDU
Requirements
Acquisition Strategy
Identify Current, Proposed & New Options
Identify & Frame Option Tradeoff Factors (e.g., risks, cost, timing, federal approval)
Derive & Document Viable Options
Develop Feasible Alternatives
Define Evaluation & Scoring Criteria
Conduct Analysis
Identify Recurring & Non-recurring Costs
Identify Quantitative & Qualitative Benefits
Assess Risks
Assess Timeline & Sequencing
Assess Procurement Options
Assess Impact on Existing Contracts
Assess Impact on CalWIN Migration & CalSAWS Roadmap
Identify Leading Alternative
Lay Out Implications & Next Steps

7. Tasks 2-4
Technical Assessment
IAPDU
Prepare IAPDU Framework
Incorporate Alternatives Analysis
Incorporate Cost Benefit Analysis
Update Budget
Prepare IAPDU Package (Narrative & Appendices)
Facilitate Review & Approval
Assess Impact on Requirements
Based on technical assessment results, requirements will be reviewed & updated as necessary
Update Statement of Requirements
Develop Acquisition Plan Document
Initiate Acquisition Plan
Requirements
Acquisition Strategy

8. COMPLETED TASKS Workflow 2 Progress
Facilitated project kick-off meeting held on January 18th
Completed project initiation including and SharePoint set up
Expanded project team to include WCDS/CalWIN Consortium resource for full time involvement
Facilitated daily and weekly meetings with project team and stakeholders
Gathered Current Environment information
Identified current, proposed and new options
Identified option tradeoff factors (e.g., risks, cost, timing, federal approval)
Derived viable options

9. Questions & Answers

10. Migration Planning Activities

11. Update: Integrated Change Control Process
Migration Agenda Topics
Update: Integrated Change Control Process

12. Update: Integrated Change Control Process#
TASK/ACTION ITEMS
Open Date
Close Date
PROGRESS 1
Committees will Prioritize SCRs no less than twice a year.
1/9/2017
Completed 2
Guiding Principles were agreed upon.
9/18/2017
10/11/2017 3
CalACES Enhancement Request (CER) form was developed.
10/3/2017
11/29/2017 4
CalACES (LRS) Defect/Triage Meeting to include C-IV/LRS Project staff.
1/8/2018 5
Work on test management in JIRA - replacement of HPQC.
In Progress 6
Add Guiding Principles to CalACES Handbook. 7
Define what constitutes an Expedited SCR and develop CalACES process flow. 8
Need a CalACES form for Ad Hoc Report requests.
2/6/2018
County Process 9
CER Process Flow was developed.
11/1/2017 10
Develop CalACES Committee Escalation process flow. 11
SCR Process Flow for CalACES was reviewed and defined.

13. Update: Integrated Change Control Process Cont’d#
TASK/ACTION ITEMS
Open Date
Close Date
PROGRESS 12
CalACES Design Template was developed and will be used by CalACES Project, North & South.
11/29/2017
1/9/2018
Completed 13
Project Roles and Responsibilities - consortium.
In Progress 14
Review and comment on the single SCR tool for CalACES, JIRA.
1/22/2018 15
The new SCR Planning Group (SPG) replaced the LRS Release Planning Group (RPG), which will include members from CalACES North and South.
2/6/2018 16
Discuss when to freeze creation of CCRs.
12/12/2017
County Process 17
Communication Process, CalACES Informational Transmital (CIT), release notes, etc…
In Progress Note: Alignment of release notes enacted for across both projects. Remainder In progress 18
Finalize Handbook 19
Joint SCRB/CCB processes 20
LRS contract changes - unified approach to change control process 21
Migration design differences review process 22
CalACES domain servieces and tools deployments 23
Review and consolidation of joint project meetings and attendees

14. BOTs Discussion: Next Steps

15. BOT (Automated Assistant) Workgroup recruitment - Mid March deadline
BOTs Discussion
BOT (Automated Assistant) Workgroup recruitment - Mid March deadline
Agile Overview for RPMs and other Project Staff
Initial implementation of Automated Assistant – CalACES Worker Q&A
County Communication and Outreach Planning
Tasks and Timeline

16. Governance & Implementation Status: Region 8

17. Region 8 RPMs Moving Forward
Establishing Communication with our Bureaus
Over the last month attended several existing Bureau meetings where we delivered a presentation on the CalACES project and discussed the role of the RPM’s.
Formal request was sent to more than 30 Bureau Directors and Division Chiefs to designate the Primary Point of Contact (PPOC) that will represent their section. We estimate that we will need at least 25 PPOC’s to serve all bureaus and sections in Region 8.
Scheduling visits with the various bureaus to communicate the importance of PPOCs and the new SCR and committee process.
Reviewing CITs/CRFI’s to determine if they pertain to LA county and disseminate accordingly.

18. Region 8 RPMs Moving Forward
Reinforcing the Governance and the Committee Voting Process
Collaborating with LA County Bureaus to ensure that region 8 has appropriate representation in each Committee and Workgroup.
Follow up with RCMs to ensure votes are submitted to the Consortium timely.
Attending the Change Control Board (CCB) meeting as voting members on behalf of Region 8.

19. Region 8 RPMs Moving Forward
Supporting our County Needs
Sending weekly lists of issues/defects that pertains to Region 8 bureaus.
Representing the Bureaus in the weekly Defect Triage meeting and following up with priority issues.
Monitoring County Enhancement Requests submitted by LA Bureaus.
Reviewing the back log of Enhancement Requests in coordination with the bureaus for submission thru the committee approval process.
Began sending a detailed list to Region 8 bureaus of upcoming system changes that will be included in upcoming releases.
Providing clarification regarding Consortium processes and LRS system functionality.

20. M&O Application Update

21. Automated Medi-Cal Discontinuance Mitigating Gaps
M&O Agenda Topics
Policy
Automated Medi-Cal Discontinuance
Mitigating Gaps
Child Support Interface Update

22. Policy
Please turn to the following handouts: 9-1 JPA-PSC Policy Update pptx And 9-2 Automated Batch Disc for Medi-Cal.pptx

23. Lunch

24. State Update

25. Management Regional Site Visits

26. Conference 2018 Update

27. Regional Updates/Sharing

28. Adjourn Meeting