TFACTS General Information

1State of Tennessee

TRUSTTRUST INTEGRITYINTEGRITY RESPECTRESPECT

Tennessee Family and Child Tracking System (TFACTS)

TFACTS PROJECT OVERVIEW

Presented By

Dave Aguzzi

DCS Office of Information Systems

TFACTS Communication Manager

2State of Tennessee



AGENDA

TFACTS Overview

What is TFACTS and why are we implementing it?

How are we implementing the system?

Who will the system impact?

Preview of sample screens

Summary

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What is TFACTS?

It is the name given to the SACWIS being built by Tennessee

TFACTS stands for the Tennessee Family and Child Tracking System

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Real Time… Real Facts

Why are we implementing TFACTS?

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Real Time Capitalizes on technology by using the Internet

Is accessible real time, any time

TFACTS:

• provides efficient data capture and information retrieval

• enhances reporting capabilities and functionality

• automates and integrates financial management functions

• replaces TNKIDS and 13 other DCS legacy systems

• includes spell check!

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Real Facts

Provides a single comprehensive view of child and family

Consolidates everyone in the family into one case - Even if various family members are receiving services from different

DCS programs or different private providers

Enhances communication and decision making with Community Partners and Providers

Facilitates Child Welfare Program Management and Quality Assurance

Better matches resources to need

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Real Time…

Real Facts…

= Real benefits

= Real support of DCS vision

“Leading the way for safety and permanency in the lives of children and families by championing excellence in

service”

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How is the system being implemented?

Collaboration was the key to designing and verifying the system.

Teams of information technology staff and Subject Matter Experts (SME’s) have been responsible for developing a different functional area of the system

Each team included a DRC Team Lead, DCS/OIS Business Analysts, and sub-contractors’ staff. The SME’s included DCS Central Office and Regional staff and some Provider Agency staff; they are considered experts on policy and practice

What makes this implementation unique is the focus on communication and outreach, stakeholder and user readiness and proficiency, tailored reference guides and training

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Implementation occurs in 5 phases:

Phase I & II – Requirements Validated/System Designed (Spring 2008 – Summer 2009)

Phase III – Construction ( Fall 2008 – Summer 2009)

Phase IV – Acceptance Testing (Fall 2009) - Proves the developed system satisfies requirements

Phase V – User training and Implementation (2009 – 2010)

TFACTS is Piloted, installed and made operational in the production environment

10State of Tennessee



TFACTS milestones:

3-Year Planning Effort (Apr 2005 – Mar 2008)

Business Process Mapping

Requirements Definition/Documentation

Request For Proposals (RFP) preparation

Anticipated 30 month Development / Implementation Effort

TFACTS Vendor Contract Start Date on April 1, 2008

TFACTS implementation from 2009 to 2010

1-Year Maintenance / Warranty Period after Implementation




TFACTS Vendor Overview

There are 4 main vendors contracted:

Dynamics Research Corporation (DRC) is the primary vendor sub-contracting with:

Deloitte - Responsible for building the screen design specifications and coding

HCL America, Inc. - Responsible for building the reports functions in TFACTS

North Highland – Responsible for the Quality Assurance/ Independent Validation and Verification. They review all aspects of the process to ensure the internal project stakeholders do the job right and stay on schedule




Who will the TFACTS System impact?

All users of TNKIDS and other DCS legacy systems

User roles have been identified and documented and will serve as the basis for training and creation of reference materials.

Training will be a combination of classroom and web-based. A training schedule will be available as we get closer to “go-live”.

The emphasis of communication and training is to prepare each of you to understand the purpose and benefits of TFACTS, its functionality and impact on your work, and facilitate a smooth transition from current systems.




How will TFACTS impact Private Providers?

Private Provider staff will be TFACTS users. All provider case management activities related to the child will be captured in TFACTS.

No uploads of data to TFACTS from provider systems are allowed

Transfer of data from TFACTS to providers is allowed. This will occur via an electronic data file or reporting functions.

DCS will not provide hardware for providers. The purchase of hardware was not part of the approved SACWIS budget.




Here is a sneak preview of some TFACTS Screens!

The Home Page

Assignments

Case Overview

* Some of the headers and labels on these screen shots are not Tennessee-specific . These are just mock-ups




This is the Home page. You can navigate to the main areas of the system from here, along the top row. If you have work items that generate alerts, you will see them

here.




If you have a caseload, your assignments will

appear here. You can then navigate to the Case

Overview.




You may not have a caseload based on your role. You can

navigate to applicable areas of the system from the Home page.




Summary

•More information about TFACTS can be found on our website: http://www.state.tn.us/youth/tfacts.htm

•Our goal for the TFACTS implementation is to ensure end users are prepared to transition to, and utilize, the system and to realize the benefits of the system to ultimately advance toward our vision.

•We welcome your feedback!

TFACTS General Information

Technology

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