1. 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

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

3. 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 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

4. 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

5. 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

6. 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

7. 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

8. Work To-Date CCWIS Modernization
CYFD established the CCWIS Project in September 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

9. 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

10. Questions? Recommendations?
CCWIS Modernization
Questions?
Thank You!