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Transcript of 1 Unified Information Technology System Development – Project Overview Board of Early Education...
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Unified Information Technology System Development – Project Overview
Board of Early Education and CareFebruary 10, 2009
Agenda
Unified System Overview What is the Vision
What is Included
What are the Expected Outcomes
IT Governance
External Stakeholder Involvement
Project Plan
Next Steps
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Unified System Overview
Scope – Develop a single, comprehensive system for providing and tracking services to children, families, providers and educators of early education and afterschool time throughout the Commonwealth
Goal – Migrate EEC’s older legacy systems to a modern, browser-based environment
Expand the online functionality available to EEC staff, its partner agencies and programs, and to other stakeholders in Massachusetts
Establish enterprise data standards for use throughout the Department
Funding – $9.5 million (capital funds) from the Information Technology Division
Duration – Began February 3, 2009, lasts for 14 months, and spans two fiscal years
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The Unified System Vision
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Providers
CCR&RsCPCs
CHSBDCF
DTA
Families
Public
EOHHS(VG)
OSC(MMARS)
Practitioners
Background checks
Placements
Payment, contracts Intake
Funding, support, referrals
Provider search
Funding, support, referrals
Qualifications, trackingFederal
Govt.
Reports, Revenue tracking
Placements, background
checks
Legislature & Administration
Reports
Family Child Care
Systems
Public Schools
Other State Agencies
Funding, support
Licenses, resid placement,
tracking
Licenses, funding, tracking
Provider search, financial assistance
Consumers
Fund Sources
LegendIntermediaries
Other State Agencies
Service Providers
Practitioners
Note: The interactions described in this diagram are intended to illustrate information flow
Grants, tracking
OSD (Comm-PASS)
RFR
UFR
– Supports activities to measure and promote child outcomes and program effectiveness
– Improves decision making capabilities through integrated and expanded data capture and analysis
– Promotes process improvements and operational efficiencies
– Increases transparency and information sharing
– Uses modern technology that is easier to support and change including supporting regulation and policy changes
* Based on the Strategic Roadmap developed in 2007.
What is Included in the Unified System?
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TO4: Provider Development TO5: Integrated Child and Family
TO6: Purchase of Services TO7: Professional Development
• Search for providers• Add/edit providers• Create and maintain
licenses (renewals, visits, complaints, docs, etc.)
• Search for child/family
• Add/edit child/family• Refer child from
DTA/DCF• Determine eligibility
for financial assistance
• Manage child care wait list
• Place children• Track attendance• Manage
billing/payment• Assess children’s
progress• Promote program
effectiveness
• Receive payments• Process BRCs• Manage
compliance issues and legal actions
• Promote provider quality
• Manage RFR process
• Add/edit contracts• Manage budgets/
expenditures• Manage fiscal
compliance
• Assess risk• Manage payments
(leveraging MMARS)
• Track workforce• Manage practitioners
certifications (e.g., application, certification, decertification, etc.)
• Maintain professional development repository
• Search for professional development opportunities
Unified System
Expected Outcomes
Easier for children and families to request and receive services
Ability to track children and families including child outcomes
Expanded online resources for professional development
Flexible tools that support ongoing data analysis, policy- making, and budget planning
Comprehensive reporting across all provider relationships
Greater collaboration with state agencies that serve children and families
Easier to do business with EEC (billing, payment, and compliance)
Reduced operational and management complexity
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Accomplishments To Date
Selected Vendor Developed Statement of Work between EEC and
Computer Sciences Corporation (CSC) which defines key deliverables, milestones, and payment points.
Prepared for Design by documenting functionality of legacy applications
Updated Technical Infrastructure (e.g., hardware, software, network, etc.) so it is capable of supporting the new system
Implemented mini-projects to support the overall goals of the Unified System (i.e., new background record check functionality, improved the quality of existing provider and child information)
Established Governance Committee to resolve policy issues and business process changes; coordinate staff participation in the Unified System Project; prioritize operational needs, engage external agencies and stakeholders
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Engaging External Stakeholders
The majority of the users of the Unified System are not EEC staff
There is a need to involve individuals who have knowledge of the existing processes (e.g., CPCs, CCR&Rs, contracted providers, other state agencies, etc) early on in the project to:
Promote communication between EEC and its partners
Improve the quality of the design of the Unified System
Facilitate the adoption of the Unified System
EEC Advisory and Parent Advisory Teams will play a key role
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Project Plan and Timeline
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TO8 Warranty and Transition
Integrated Child and Family5.1 Child Intake and Waitlist
TO1 Program Management
J F M A M J J A S O N D J F M A M JFY2009 FY2010
TO2 Program Architecture
TO3 Common Services
Provider Development4.1 Provider Intake and Single Provider
Provider Development4.2 Advanced Licensing
Provider Development4.3 Provider Quality
Integrated Child and Family5.2 Placement and Attendance
Integrated Child and Family5.3 Billing/Payment and Referral Exchanges
Integrated Child and Family5.4 Universal Child and Family
Purchase of Services6.1 Purchase of Services
Purchase of Services6.2 Fiscal Compliance/Purchasing Exchanges
Professional Development7.1 Professional Certification
Professional Development7.2 Professional Development
Requirements baseline
Online professional certification and orientation
Online anonymous eligibility pre-screening
Replace Licensing Manager
Replace CCIMS/ eCCIMS
Unified System
Calendar Bar Legend
Management and architecture
Elaboration/design
Construction
Transition/testing
Task Order No.
Task Order Name(Development Package)
TO5
TO7
TO5
TO4
TO6
TO4
TO7
TO5
TO5
TO4
TO6
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Introduction to the IT Development Cycle
Inception Phase (aka Requirements) Defines the scope (or vision) of what is to be implemented. Typically includes high-level
business and technical requirements and an estimate of cost or resources required to implement the vision.
This phase defines the overall nature of the project. For the US, this is the Vision and Requirements Document and Unified System RFQ.
Elaboration Phase (aka Design) Transforms the vision for the project into specifications suitable for system development. This
is a critical phase where the design of the “to be” application is detailed and where business rules and requirements are specified.
Resulting from this phase are the design documents and models that will guide development. These documents set the expectations for later user acceptance testing of the system.
Construction Phase (aka Development) Focuses on the coding and development of the functionality and features of the designed
system. Unit testing is conducted to make sure individual pieces of the system meet the specifications of the various design documents.
In large projects like the Unified System, this construction phase (and the corresponding elaboration and transition phases) is divided into several manageable iterations.
Transition Phase (aka Testing/Training/Deployment) “Transitions” the application from development into production. It is in this phase that users
will confirm the functionality developed during Construction in a process called User Acceptance Testing (UAT).
The key criteria for the successful completion of UAT is the proper implementation of the designs developed during the Elaboration Phase.
Next Steps
Formalize IT Governance processes
Finalize approach to involving external users in the project
Begin to address policy issues and business changes that will impact the Unified System (e.g., regulation changes)
Conduct requirements “baselining” sessions
Plan for the development of the first Unified System development package focusing on Professional Certification
Arrange staff availability to participate in design sessions
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