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Adult Protective Services System (APSS)

Adult Protective Services System (APSS). Project Progress Report. Prepared by: APSS Project Team Date: September 16, 2008. Adult Protective Services System Project Description. The APSS will be a comprehensive case management and data tracking system.

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Adult Protective Services System (APSS)

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  1. Adult Protective Services System (APSS) Project Progress Report Prepared by: APSS Project Team Date: September 16, 2008

  2. Adult Protective Services SystemProject Description • The APSS will be a comprehensive case management and data tracking system. • It will provide valid and reliable data reporting on the incidence of adult abuse, neglect and exploitation. • Data reporting • Will enhance ALTSD capacity to identify and justify improved business management opportunities for our clients.

  3. Project Accomplishments • Project Initiation & Planning Tasks • Charter, PMP, Risks, etc. • Project Kickoff Items • APS Field Office Presentations, Project Kickoff Meetings • Synergy System Sandbox, SharePoint & SupportForce Sites • System Administration Training • Joint Application Mapping (JAM) Sessions • JAM Workbook • Thorough Business Analysis (BA) • “As Is” & “To Be” Requirements • BA Sessions • BA Document • Demonstration of the System Sandbox for APS Field Offices • Initiation of Payments Module Development • Contract Approval • Business and Technical Requirements Analysis • Integration with SHARE • Financial Requirements • Investigation of Data Migration Options • Business and Technical Requirements Analysis • Decision: No Data Migration

  4. Project Status • Implementation Phase(Synergy’s Set Up & Configuration Phase) • Planning tasks complete : including business analysis, are • Next deliverable: configured of system by 10/31/08 to beginning testing • Team Tasks: currently working on testing and training plans, documentation and schedules. • Plans: Transitioning Payments from FACTS to APSS are underway. Team members are working with DFA/SHARE and CYFD to insure a smooth transition • Upcoming Task: Project IT staff will complete the remaining essential System Administration (Reports Creation) training in October

  5. Funding Budget Status • Planning Phase expenditures • Contractors = $256,626.91 • Synergy Software • Fox Systems (IV&V) • POD (Project Manager) • ALTSD travel for meetings, trainings and presentations = $9,952.30 • Implementation Phase – no expenditures to date

  6. Project Timeline

  7. Configuration Set up & Planning Validation Training Deployment Documentation Configuration Assign PM Configuration: AS IS/TO BE Walk through of Training Plan Live Data Project Plan Complete Groups configuration Training Guides Conversion Assign Team Templates Roles Conference Dry Run Go Live Support Kick Off Meeting Define Business Users Room Pilot Train the Trainer Help Desk Customer PM Rules Look ups Validation of Training Provider Support Assigned Identify and Screen Designs Data Conversion Pilot Training Ongoing Training Customer Teams Document Report Reports Validation of System Admin Updates Formed & Trained Requirements Workflows Roles and Training Rollout System Installation Document Workflow End User Transition Team Meetings Load: Interface Testing of Training Future Projects Scheduled Requirements Providers HIPAA Web based Steering Committee Map Data Workers Transactions Training and Meeting Dates Conversion Files Service Codes Testing of Identified Document HIPAA Budgets interfaces Status Reports Transactions Test environment Open Air and Invoices Synergy Implementation Process Project Implementation Dates: April 2008 – January 2009 4/15 – 5/1 4/16 – 7/15 7/16 – 10/31 11/1 – 11/30 12/1 – 12/31 1/2/09

  8. Project Risks and Mitigation

  9. IV&V Report Summary • The ALTSD APSS Project is underway with solid executive management commitment, excellent Project direction, and experienced and capable project management in place. • ALTSD is working closely with the selected software vendor, Synergy, to finalize the Business Analysis documentation. • APS managers, supervisors and social workers are involved in Project activities and decisions. • The Project Director and Project Manager continue to respond rapidly and openly to FOX inquiries and requests for information. • Current Project activities fully involve appropriate stakeholders and are leading toward meeting all the Project objectives. • FOX believes the ALTSD APSS Project has an excellent outlook for success.

  10. Remaining Project Tasks • Completion of System Set Up and Configuration • User Acceptance Testing • System Administration Training • Reports Creation & Administrator Training • Train the Trainer & End User Training Sessions • APSS Deployment • Payments Module • Configuration • Testing • Training • Deployment • Project Closeout Tasks

  11. Project Completion Outcome • The APSS Project is on schedule for a successful deployment on 1/2/09. • Based on the current project status, project accomplishments to date, the budget status, the latest IV&V report, and the project schedule • The APSS Payments Module is also on track for deployment on 3/31/09. • The APSS Project outlook shows project completion within scheduled timeframes and existing budget.

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