Welcome to the San Bernardino Coach Quarterly Meeting

1. Welcome to theSan BernardinoCoach Quarterly Meeting

2. Introductions

3. Topic Review Communication Communication Participation Participation Education Education Education

4. Education Education Education

5. System Highlights Demo • What is it? • A short, multimedia presentation which highlights some key C-IV System features • Will be available on the project website, www.c-iv.org, for public view • What will be covered? • Homepage • Tasks • Reminders • Scheduling customer appointments

6. Implementation Timeline Handout – Activity Timeline

7. System Development Update • Release 1 Model Office – Completed (03/28/03) • Release 1 User Acceptance Test – Completed (03/28/03) • Release 2 Build – In Progress(06/20/03) • Release 2 System Test – In Progress (09/30/03) • Release 2 Training Design – In Progress (06/12/03) • Release 2 Training Developed – In Progress (10/02/03) • Release 3 Build – In Progress (10/02/03)

8. Release 1 Pilot Overview What is Pilot? A ‘dress rehearsal’ of the C-IV Release 1 Implementation An execution of all aspects of the Release 1 C-IV System in a controlled, monitored environment and small office setting. What is its Purpose? To confirm that all aspects of the Release 1 C-IV System are fully operational prior to Consortium-wide implementation To test the following: Technical Infrastructure Training Materials and Delivery Conversion Processes Change Management User Procedures Maintenance and Operations Post Implementation Support Structure When is Pilot? Release 1 Pilot starts July 14, 2003 and ends August 8, 2003. Education

9. Imaging Update An Imaging Workgroup has been formed to determine the county’s approach to this process Cindi Tamez and Joy Navarro are the co-facilitators of the Imaging Workgroup Decisions that have already been made: Initial Site: District 15/75 Who will be responsible for imaging at initial site: Clerk IIs What documents will be imaged: Listed by Program Imaging process for initial site: First month – all Intake applications, second month – incorporate Continuing cases, end of third month – evaluate success of process Education

10. Game Time C-IV Hang-Man

11. Training Update • R2 Student Roles are being assigned to staff right now • Examples: Child Care (31 hrs), CalWORKs (41 hrs), ESS (34 hrs), Clerks (28.5 hrs) hours subject to change based on External Training Testing and course assignment • External Training Testing – testing of the R2 course materials by county staff • 12 more trainers will be hired for the C-IV Project – 5 from San Bernardino

12. Communication Communication

13. R1 Model Office Feedback • What is Model Office? • A simulated, office environment designed for County staff to test and become familiar with new C-IV processes • R1 Model Office • Held at the C-IV Project Site during the first quarter of 2003 • Covered Office and Security Administration and the Resource Databank • Feedback “It was fun!” “Easy to use” “I really enjoyed the experience. The more we know the better it gets…anyone that gets to go to…C-IV should consider it a privilege.” - Donna Rash, Clerk IV “The training and hands-on was very informative, giving me confidence when I worked on the “situations” on our last day.” - Karen Suveg Education Communication

14. R2 Model Office • When? • 08/25/03 – 11/21/03 • Each session will be one week long • Where? • Model Office will be held at the DCS – Gifford Office in San Bernardino • What Will Be Covered? • Fiscal • Special Units (Hearings, Investigations, Quality Review) • Eligibility (CalWORKs, Medi-Cal, Foster Care) • Employment Services Communication

15. CDG Workgroup Meetings • Managers, supervisors, and staff from various programs continue working with the Change Management Team to validate future C-IV processes, as described by the Change Discussion Guides. • CDGs are updated based on feedback received from the workgroups. • San Bernardino is holding CDG Workgroup Meetings for the following areas: • Child Care • Utilities • Eligibility • Appeals/Fraud • Office and Security Administration • Control Valuables • Employment Services • Resource Databank Maintenance • Fiscal • Reconciliation • Quality Review • Imaging • Foster Care/Adoption Assistance Program Communication

16. Participation Participation

17. Change Readiness Survey Pilot • Survey Purpose • To measure the readiness of staff to attend C-IV System training • Understand if staff canbenefit from additional communications to prepare for C-IV System training. • Distribution Coaches will distribute and collect paper based surveys to the users they support • Timing Surveys will be completed and returned in May 2004, which is the month after Change Discussions are conducted and the month before R1 System Training begins. • Purpose of piloting the Survey today Collect your feedback • Do the questions make sense? • Is there something else we should ask to measure user readiness? • Please complete the survey based on your readiness today.

18. Feedback/Suggestions Participation

19. Homework • Continue to answer questions about C-IV • Watch for changes to the Website

20. Questions?Participation, Education, Communication Thank you for attending. Please complete the evaluation before leaving. We will see you in September.