Children, Youth and Families Department EPICS

1. Children, Youth and Families DepartmentEPICS EPICS Master Project Status Update July 2014

2. Introductions Damien Aragon, CIO Vicki Gallegos, Deputy Director, Applications Development Deborah Gallegos, Deputy Director, Operations Steve Hendrix, Director, Early Childhood Services Ray Vigil, Data Manager, Early Childhood Services Greg Nelson, Project Manager, Juvenile Justice Rick Thompson, Operations Research Analyst, Juvenile Justice

3. EPICS Objectives Improve Program Performance and Efficiency • Improve response to client needs • Provide a single point of entry for CYFD services • Alignment of services • Increase agency responsiveness to federal and state legislation changes Increase safety, security and accountability • Improve health and safety of children • Increase safety, security and accountability of CYFD employees Enterprise Web-Based System • Access anywhere, anytime to critical case management data Reduce Agency Cost • Improve staff productivity • Reduce IT operational support and maintenance cost

4. EPICS Master ProjectOverview EPICS - Enterprise Provider Information Constituent Services • An enterprise web-based system to meet the needs of all CYFD program areas and their clients • EPICS is a multi-year, phased project with a current budget of $10.5 million

5. EPICS Master ProjectSummary EPICS Phase 1 – Provider Management • Completed • Production Implementation – November 2013 EPICS Phase 2 – Client Management • Completed • Production Implementation – August 2014 EPICS Phase 3 – Service Management • FY14 C-2 Request – Fully Funded $3,454.2 • Development In Progress – 35% complete • Timeline FY14-FY15 EPICS Phase 3 – Race to the Top • Federal Grant - $4,700.0 • Focus on Child Care Services from FACTS and Pre-K • Development In Progress – 25% complete • Timeline FY14-FY17 EPICS Phase 4/Phase 5 • Future C-2 Funding Requests • Will address remaining FACTS functionality

6. EPICS Objectives -Phase 1 Accomplishments Improve Program Performance and Efficiency • Duplicate “person” not allowed in EPICS • Improves quality of data • Improved Claim Process • External Provider electronic claim submission • Federal Compliance • Monitor meals to children - assure USDA compliance Increase Safety, Security and Accountability • CYFD staff view all persons in facilities and status of background check • EPICS prevents CYFD services if individuals in facility not cleared by a background check • Sex Offender Web Service with DPS • Increased safety • Monitors previously cleared applicants - positive match results in removal of client(s) from home or center Enterprise Web-Based System • Improved communication/data sharing between program areas and with CYFD providers • External Provider access to claim data – Monitor claim from Approval to Payment Reduce Agency Cost • CYFD program monitors – Online access to data in field – • CYFD saved ~ 9 hours of administrative time per week

7. EPICS Master ProjectCompleted – Phase 1, Phase 2 Phase 1 Provider Management • Provider - Foundational Components • Accomplishments • Completed • Replacement for externally supported Child and Adult Care Food Program system (CACFP) • Integrated Provider Background Check System • Production Implementation November 2013 Phase 2 Client Management • Client - Foundational Components • Accomplishments • Completed • Focus on Person and Staff Components including Human Resources (HR) • Production Implementation August 2014

8. EPICS Master ProjectPhase 3 – Detailed Status Phase 3 Service Management FY14 C-2 Request - $3,454.2 • Includes Multiple CYFD Standalone Systems • Juvenile Justice Facilities • Expanded Background Check Functionality • Domestic Violence • Contract Tracking (added for FY15) • Accomplishments (FY14) • Professional Services Contracts in place • Contractors trained • Implemented 2 Iterations • Planned (FY15) • Additional 3 Iterations • Production Implementation

9. EPICS Master ProjectPhase 3 – Detailed Status Phase 3 Race to the Top FY14-FY17 Federal Grant - $4,700.0 • Accomplishments (FY14) – Child Care Replacement (FACTS) • Professional Services Contracts in place • Contractors trained • Implemented 2 Iterations • Planned(FY15/FY16) – Child Care Replacement (FACTS) • Additional 5 Iterations • Race to the Top Components/PED • Production Implementation – October 2016 • Planned (FY17) – Pre-K • 2 Iterations • Production Implementation - October 2017

10. EPICS Master ProjectSHARE Interface Planning Meetings with SHARE Deputy Director, Cassie Hayne • Investigating interface options available in upgraded (future) versions of SHARE • Communicated need for coordinated development and testing with SHARE team • Outstanding Issues: • Support for debit card functionality – not available in SHARE • Will need to manage payments from SHARE, FACTS during cutover period (to be defined) • Need to determine EPICS model Accounts Payable Interface • Outstanding Issues: • Vendor Data from SHARE • SHARE Interface Requirements • Need to develop in FY15 – Required for Race to the Top • Contingency Plan – Implement FACTS Accounts Payable model Human Resources Interface • Long Term plan – Automated load from Share • Phase 2 includes an EPICS interface to manually upload a Share data file

11. EPICS - TechnicalBest Practices Software Development • Employ Java JEE Industry Standards • Agile • Integration • Redmine Project Management Tool • Version Control • Code Review • Test Cases Infrastructure • Maximize Open Source Tools • Upgrades - Current Security • Annual EPICS External Security Assessments

12. EPICS Master ProjectC-2 Funding Requests - Future FY16 EPICS Phase 4 – FACTS Juvenile Justice • Not Funded in FY15 • Requesting $3,005.4 • Development (July 2015 – June 2017) FY17 EPICS Phase 5 – FACTS Protective Services • Final Phase • Federal Compliance • Development (July 2016 – June 2018)

13. EPICS Master ProjectTimeline

14. Questions?