Child Welfare Digital ServicesEmerging Technologies 2016

May 12th, 2016

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Table of Contents

CWDS Project Monolithic RFP Approach

Goals & Objectives Stakeholder Profile

Business Problem Solution Requirements

Product Demo Design/Technical Challenges Outcomes

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CWDS Project

Introduction & Overview of CWDS Project Brief History / Current Project Status

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Procurement Goals & Objectives

Stakeholder Engagement Effective & Efficient Collaboration on a large RFP Ensure accuracy of requirements & gap filler Stakeholder buy-in and understanding of RFP

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What you need to remember from this session?

Engage! Engage! Engage! Engage early, Engage often!

Focus on simplicity Minimal effort for your stakeholders Ease-of-use over “bells & whistles”

Customer-service approach Be sensitive to stakeholders’ world Go “above and beyond” with user support

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And now a word from our Sponsors…

• Federal: ACYF• State: CDSS, CDT, OSI• 58 Counties: CWDA, CWS & Probation • Native American Tribes• Over 120 entities/orgs. represented

Federal Partners State Partners County Partners

25,000 Stakeholders

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Child Welfare ProgramsThe objective of the CWS program: “Every child in California lives in a safe, stable, permanent home, nurtured by health families and strong communities”

Investigate approximately

475,000 annual reports of severe injury, death and life threatening neglect to children at the hands of parents and family members

An average of

100,000 children per year are either in foster care for their protection or live with their parents under close county supervision

500,000-750,000 individuals that must be documented, assessed and monitored through the CWS/CMS on an ongoing basis

Primary prevention and intervention resource for child abuse and neglect

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Child Welfare Social WorkWhy do I have

to click so many buttons?

This looks dangerous, can someone tell me what PD

covers this area?

Which case? Are you sure I have it? Ok, let

me do a search.

Copy, paste, copy, paste, ugh!

I can’t separate these kids. I need a placement for 2.

I’m still out in the field on my 1st referral. I have another one? Can

you read me the info?

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Monolithic RFP Approach Overview

OVER1,200PAGES 8

TEAMS

RFP Review Period

CWS Project Team

(Process Comments)

Stakeholder Collaboration

Session

Timeline for RFP Review

65 Day

s

2-3WEEKS

6DAYS

60 AUTHORS

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Business Problem

Urgent need to develop a collaboration solution for external/internal RFP reviewers for support of review cycles of RFP

2 MONTHSTo build a solution

URGENT NEED SECURE

ACCESS TO 600 RFP

REVIEWERS STATEWIDE

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Business Solution Requirements

Secure external/internal stakeholder access

ID/Profile of RFP reviewers is managed

Simple, intuitive, that requires minimal effort/training on

behalf of user

Robust & secure platform requiring minimal

maintenance (24/7 availability)

SH can review/comment on RFP WITHOUT reading

RFP cover to cover!

Support (webinar training, on-line guides, manuals,

temp. help desk/phone line)

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Topical themes (Business, Technical, Procurement)• Links to

relevant RFP sections

• Totaling 34 topics

Stakeholders have freedom to review/comment on sections that are of particular interest to them

RFP Review Methodology

Focused Review vs. Line-by-Line Commenting

Meet businessneeds?

Sufficiently describe for bidders to propose a solution?

Simple Form with only 2 Questions for reviewers to answer:

Stakeholders do not have time to read a 1,200 page doc from cover to cover.

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Collaboration with Kiefer Consulting

2 weeks to build a prototype 1 month to go live

Microsoft Partner

We deliver success quickly

Expertise in responsive designed extranets &

Office 365 Included in the G3 service from OTech

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SharePoint Collaboration Tool with Kiefer Consulting

Technical Components (Office 365, Sharepoint Online, JavaScript/HTML/CSS)

Key Features Provisioning of user access/ Profile management CWS-NS Project Document Repository Bidder’s Library Review tool Comments review Data extraction

Design Challenges

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Demo

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Outcomes

Data in excel format that allowed project to address identified gaps and points of

clarification in future RFP versions

Allowed procurement team the opportunity to have candid

feedback/follow up with each group of stakeholder based on feedback

Zero downtime, tool available 24x7 Consolidated feedback All stakeholders had a voice

in the RFP

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What you should remember.

Engage! Engage! Engage! Engage early, Engage often!

Focus on simplicity Minimal effort for your stakeholders Ease-of-use over “bells & whistles”

Customer-service approach Be sensitive to stakeholders’ world Go “above and beyond” with user support