Vendor Information SessionFeasibility Study System Requirements Business Process Re-engineering...

Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families,

and Advance Personal and Family Recovery and Resiliency.

Rick Scott, Governor

David Wilkins, Secretary

Information Technology Procurements

Vendor Information Session

DCF Strategic Vision

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In partnership with local communities and

providers DCF will emerge as a world-class

organization that protects the vulnerable and

serves as stewards of the people to shape

paths to independence for all Floridians.

Agenda

• Opening Remarks

• Procurement Overviews

– Child Protection

– Public Assistance

– Substance Abuse & Mental Health

• Vendor Selection

• Q&A

Child Protection

• Abuse Hotline Transformation

• Child Protection Transformation – Investigations, Case Management and Application Support Services*

*Subject to State of Florida Legislative Budget Request Approval

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John Cooper, Assistant Secretary of Operations

Abuse Hotline Transformation

Oct-2011

Procurement Released (RFQ)

Nov-2011

Vendor Responses Due

Dec-2011

Vendor Selected/ Contract Awarded

Jan-2012

Contract Begins

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Services to be Procured

Anticipated Timeline

System Requirements Technology Evaluation & Solution Call Center/Telephony Systems Integration

Training Organizational Change Management

The Department plans to issue a Request for Quotes (RFQ) to interested parties for the enhancement of existing call center technology to include a streamlined intake process, a new online reporting tool, and performance management functions to provide a more seamless experience for Hotline counselors and to improve the quality of their interaction with Child Protective Investigators and law enforcement.

Operational improvements expected from this initiative include:

Increased self-service by reporters (professionally mandated reporters as well as the general public and family members)

Improved timeliness of response to calls Improved data accuracy and more actionable data provided to Child Protection Investigators, Crime

Intelligence Unit, and Law Enforcement, resulting in improved ability to respond to threats Improved ability to identify patterns of abuse and proactively manage high risk situations and improved

targeting of abuse investigations Improved workforce management, through increased use of performance metrics that are quality and

outcome based, as opposed to simple “handle time” metrics

Child Protection Transformation

Jan-2012

Procurement Released (ITN)

Feb-2012


Jun-2012


Jul-2012

Contract Begins

The Department has requested funding to further improve child safety and well-being. The request includes the capability to procure and implement mobile devices to ensure that rapid and accurate availability of actionable information is provided to investigative staff as well as the ability to collect and share information across multiple parties that interact to support children and families. The Department is also rebidding its long term maintenance and operations contract for the Florida Safe Families Network (FSFN- SACWIS system).

Operational improvements are expected in the following areas:

• Improved situational awareness about a family when an investigation is launched

• Access to case information and community services remotely on a 24x7 basis

• Automated data sharing with all key stakeholders involved in a case

• Effective elevation of safety issues through automated alerts

• Centralized document management capabilities serving multiple providers

• Ongoing monitoring of performance metrics and child safety outcomes

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Project Management Business and System Requirements Training Organizational Change Management System Development/Enhancement Maintenance and Operations

Public Assistance

• Mail and Scanning Center

• Electronic Benefits Transfer (EBT)

• FLORIDA System Replacement*

Matt Dempsey, Director of Public Benefit Integrity

• Identity and Eligibility Verification Technology


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Ann Berner, Director of Economic Self Sufficiency

Mail and Scanning Center

Dec-2011

Procurement Released (TBD)

Jan-2012 Vendor Responses

Due

Mar-2012


Apr-2012 Contract Begins

The Department plans to issue a competitive procurement to seek bids from interested vendors to complete document scanning and indexing into the Department’s Economic Self-Sufficiency Document Imaging System. Currently, DCF staff perform these functions. Documents are received both through the US Postal Service (USPS) and via electronic facsimile.

Currently, the Department receives about 44,000 documents averaging a total of 120,000 pages daily that must be scanned and/or indexed into the applicant’s individual account

Performance under this procurement will require documents to be indexed within one business day of receipt at a minimum

Quality of the documents scanned at 300 DPI as TIFF4 files in accordance with ANSI standards and AIIM standards

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Receipt and Processing of Mail and Fax Documents Electronic Document Indexing


Electronic Benefits Transfer (EBT)

Dec-2011


Feb-2012


Jun-2012


Jul-2013

Contract Begins

The Department plans to issue an Invitation to Negotiate (ITN) to interested parties for continuation of Electronic Benefits Transfer/Electronic Funds Transfer (EBT/EFT) services to issue program benefits to eligible recipients.

Current EBT/EFT services support approximately 2.5 million active cardholders in Florida

Average of $455,000,000 in monthly benefits is distributed through 14,800,000 transactions

24 X 7 Customer Service Center handles more than 4,700,000 customer calls to the Cardholder Speech Interactive Voice Response (SIVR) and Retailer Automated Response Unit (ARU) applications monthly

Innovative methods or technologies to support deterrence or detection of fraud by cardholders, retailers, and employees which would support both Florida and federal investigative and prosecution efforts

ITN is requesting a full scope of EBT/EFT services that will meet or exceed current quality and performance standards and from which any conversion will result in as little disruption or change to current operations and services as possible.

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(One year system/services conversion)


Electronic Benefits Transfer/Electronic Funds Transfer Services 24 X 7 Customer Service Center Cardholder Speech Interactive Voice Response (SIVR) Retailer Automated Response Unit (ARU)


FLORIDA System Replacement

Nov-2011

Procurement for Feasibility Study Released (RFQ)

May-2012


Aug-2012


Nov-2012


Jan-2013

Contract Begins

The Department plans to issue an Invitation to Negotiate (ITN) for the replacement of the state’s current Public Assistance information system, known as FLORIDA (Florida Online Recipient Integrated Data Access) which was implemented in 1992 as a transfer of the State of Ohio’s CRIS-E (Client Registration Information System – Enhanced) system. FLORIDA manages more than $4 Billion in food assistance and cash assistance, as well as the eligibility determination for the State of Florida’s $18 Billion Medicaid program. Cost savings and operational improvements are sought in the following areas:

Empowering front line workers with state-of-the art tools, such as an “electronic file folder” or “caseworker workbench” of information

that improves decision making, including improved data sharing across agency boundaries;

Increased functionality by accommodating various public assistance funding streams and multiple vendor restrictions onto a single benefit card

Reduced caseworker staff time on client application review, client verification, narration, and eligibility determination;

Increased percentage of client applications submitted online and number of clients who utilize other online self-service functions;

Cost savings due to improved accuracy rates for benefits estimation, eligibility, and Medicaid program determination;

Cost savings due to additional data and tools to combat Public Assistance fraud, including Medicaid fraud;

Reduced administrative costs per client;

Reduced total application and eligibility processing time;

Reduced average time to make eligibility policy changes and overall reduction of effort and cost of system maintenance.

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Feasibility Study System Requirements Technology Solution Systems Integration Business Process Re-engineering Organizational Change Management

Identity and Eligibility Verification Technology

Nov-2011


Dec-2011 Vendor Responses

Due

Jan-2012


Mar-2012 Contract Begins

In FY 11-12, the Department will procure the services of a vendor to integrate identity and eligibility verification technology into the process of becoming eligible to receive public assistance benefits. Currently, DCF processes applications and conducts eligibility for 90% of the applications it receives for public assistance benefits. Through this process, DCF must verify and confirm information provided by applicants before approving the issuance of benefits. This function is performed through processor responses to data exchanges which alert the processor to information about the applicant which likely impacts eligibility.

Operational improvements expected from this initiative include:

Recent patterns of identity theft have revealed the need to improve DCF’s ability to appropriately prevent and detect fraud, waste and abuse within the administration of public assistance benefits.

Technology innovations developed since the current system became operational indicate the availability of identity fraud prevention and detection capabilities which will enhance eligibility accuracy without adversely impacting the federally mandated time standards.

Secretary Wilkins has called for the implementation of identity and eligibility verification technology into the process of becoming eligible to receive public assistance benefits from DCF by March 1, 2012.

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Data Brokering


Substance Abuse/Mental Health

• Financial and Services Accountability Management System (FASMAS)*

• Electronic Health Records Feasibility Study*


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Tom Lewis, Director of Performance and Support Services, Substance Abuse and Mental Health


In FY 12-13 the Department has requested funding to develop and implement a uniform management information and fiscal accounting system to strengthen its oversight role with community providers of SAMH services, as required by Chapter 393.77, Florida Statutes. The DCF SAMH Program administers a budget exceeding $900M through community-based providers and privatized and state run treatment centers. In addition, $1 Billion in Medicaid funds are paid through the Florida Agency for Health Care Administration (ACHA).

Implementation of FASMAS has significant benefits for the management and control of these substantial funds:

Allow the Department to link, manage and report budget, contract, service, invoice, payment and outcomes data on a real-time basis

Ensure that DCF is the Payor of Last Resort

Permit full transition to a Managed care / Managing Entity oversight concept

Improved Data Sharing between DCF and ACHA and its Medicaid Management Information System

Improve Child Protective Services by better "connecting the dots" between DCF SAMH and child protection programs

Financial and Services Accountability Management System (FASMAS)

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(One year system/services conversion)


Dec-2011

Feasibility Study Complete

Apr-2012

Procurement Released (TBD)

May-2012


Jun-2012


Jul-2012

Contract Begins

System Requirements Business Process Re-engineering Technology Solution System Implementation


Feasibility Study System Requirements Business Process Re-engineering Project Management Procurement Support

In FY 12-13, the Department will procure the services of a consultant to develop a Feasibility Study and assist in the initial phase of implementation of an Electronic Health Records (EHR) System, including evaluating alternatives and recommending a technology system that will allow the Department to meet the December 31, 2014 deadline to have EHR operating at its three state mental health facilities. In FY 13-14, upon Legislative approval, the Department will pursue the full implementation of an EHR System for these facilities.

The Department anticipates recurring tangible cost savings and operational improvements in the following areas:

Improved record-keeping, treatment and follow-up services with the end result of providing better health care in a more effective and efficient way

EHRs reduce adverse drug events using e-prescribing, reduce medical errors and redundant tests, allow seeing tests results immediately and provide an organized real time patient treatment history

Patient Safety, Improved Coordination, Continuity and Quality of Care will be impacted in a significant positive manner and the cost of health care will be better controlled

EHR will link directly to FASMAS providing key information that will allow greater accountability for services and dollars

Electronic Health Records

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Anticipated Timeline Apr-2012

Feasibility Study Procurement Released

(TBD)

May-2012

Vendor Responses

Due

Jun-2012


Jul-2012

Contract Begins

Nov-2012

Feasibility Study Complete

Apr-2013

Initial Implementation Phase Complete

Vendor Selection

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Demonstrates an in-depth understanding of the Department’s needs.

Demonstrates the capability to successfully deliver proposed solutions

Is willing to invest their best and brightest talent

Offers competitive pricing for value offered

Successful Vendor

All vendor responses to DCF procurements will be evaluated

in accordance with Chapter 287 F.S.

Shares our passion to help Florida’s most vulnerable citizens

Contacts

Project Program Contact

Technical Contact

• Abuse Hotline Transformation • Child Protection Transformation

John Cooper 407-466-3872

Julie Madden 850-717-4485

• Mail and Scanning Center • Electronic Benefits Transfer (EBT) • FLORIDA System Replacement

Ann Berner 850-717-4090

Jon Croft 850-921-5472

• Identity and Eligibility Verification Matt Dempsey 850-717-4708

Jon Croft 850-921-5472

• Accountability Management System (FASMAS) • Electronic Health Records Feasibility Study

Tom Lewis 850-717-4621

Malone Smith 850-921-9264

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DCF Procurement Summary

Feasibili

ty S

tudy

Syste

m R

equirem

ents

Technology S

olutio

n

Busin

ess Pro

cess

Re-e

ngineeri

ng

Applic

ation

Develo

pment

Syste

ms In

tegra

tion

Main

tenance a

nd Opera

tions

Call

Cente

r/Tele

phony

Train

ing

Org

anizatio

nal

Change M

anagem

ent

Docum

ent

Pro

cessing/In

dexing

Ele

ctronic

Funds T

ransfe

r

Data

Bro

kering S

ervic

es

Pro

ject M

anagement

Pro

curem

ent Vehic

le

Rele

ase Date

Contr

act Sta

rt D

ate

Child Protection

Abuse Hotline

Transformation RFQ Oct-11 Jan-12

Child Protection

Transformation ITN Apr-12 Jul-12

Mail and Scanning

Center TBD Dec-11 Apr-12

Electronic

Benefits Transfer ITN Dec-11 Jul-13

Identification and

Eligibiity Verification ITN Nov-11 Mar-12

FLORIDA

System Replacement

Feasibility Study RFQ Nov-11 Jan-12

FLORIDA

System Replacement ITN Jul-12 Feb-13

Financial Services

Accountability Mgmt Sys TBD Apr-12 Jul-12

Child Protection

Public Assistance

Substance Abuse & Mental Health

Vendor Information SessionFeasibility Study System Requirements Business Process Re-engineering...

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