WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, March 13, 2015

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street Sacramento, California 95814

OPEN SESSION

AGENDA

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, March 13, 2015

Time: 12:00 P.M. to 2:00 P.M.

Location: Library Galleria, 828 I Street, East Room, Sacramento

Attendees: County Directors and/or Delegates CWDA Alameda, Lori Cox Christiana Smith Alameda, Don Edwards Contra Costa, Kathy Gallagher First Data Staff Fresno, Delfino Neira Diane Alexander Orange, Mike Ryan Karen Tinucci Placer, Linda Patterson Sacramento, Ann Edwards HP Enterprise Services, Inc. San Diego, Rick Wanne (Co-Chair) Chris Van Vlack San Francisco, Trent Rhorer San Luis Obispo, Lee Collins OSI San Luis Obispo, Kevin Smith Kristine Dudley San Mateo, Iliana Rodriguez Kurtis Knapp Santa Barbara, Daniel Nielson Santa Clara, Robert Menicocci WCDS Staff Santa Clara, Umesh Pol Henry Arcangel Santa Cruz, Cecilia Espinola Lynn Bridwell Solano, Angela Shing Stacey Drohan Sonoma, Jerry Dunn Sheila Lossner Tulare, Francena Martinez Steve Maciel Tulare, Juliet Webb Jo Anne Osborn Ventura, Barry Zimmerman (Co-Chair) Hali Reyes Yolo, Nancy O’Hara Rodain Soto

OPEN SESSION 12:00 1. Call to Order by WCDS Co-Chair and Introductions (Barry Zimmerman) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman) 12:05 3. Approval Items

3.1 Board of Directors’ Draft Meeting Minutes, 2/20/15 – Attachment 3.1 (Barry Zimmerman)

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AGENDA WCDS Board of Directors’ Meeting

March 13, 2015

4. Action Item(s) 12:06 5. Portfolio Review

5.1 Upcoming Releases / Change Requests - Attachment 5.1 (Hali Reyes, Lynn Bridwell) 5.2 Strategic Goals – Attachment 5.2 (Rodain Soto)

12:40 6. Discussion Item(s) 6.1 CalHEERS (Hali Reyes) 6.2 Translation of State Forms (Hali Reyes)

6.3 Transition Activities – Attachment 6.3 (Henry Arcangel, Steve Maciel) 1:00 7. OSI Updates (Kristine Dudley, Kurtis Knapp)

7.1 Annual Audit Process 1:10 8. HP Updates (Chris Van Vlack) 8.1 Operational Excellence Scorecard – Attachment 8.1

8.2 CalWIN Technical Brief Newsletter – Attachment 8.2 8.3 Proactively Share Release Known Issues with Counties, Process – Attachment 8.3

1:25 9. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION 1:25 10. Approve

10.1 CSAC Budget FY2015/2016 - Attachments 10.1 (Steve Maciel) • Note: Initially reviewed and approved by the WCDS Board of Directors’ Executive Committee

on March 5, 2015. 1:30 11. Discussion

11.1 Strategic Goal 1, Predictive Analytics, Next Steps – Attachment 11.1 (Hali Reyes) • Gap Funding

11.2 CalHEERS Renewals (Hali Reyes, Barry Zimmerman) 1:45 12. Informational Items 12.1 First Data Quality Assurance Executive Summary Report – Attachment 12.1 (Karen Tinucci) 12.2 SAWS Executive Steering Committee Meeting Update (Hali Reyes) 1:55 13. Closed Session Adjournment and Next Meetings (Barry Zimmerman)

13.1 Board & Other Meetings Schedule • Next Board of Directors’ Meeting, April 10, 2015, from 12:00 PM to 2:00 PM, Library Galleria,

828 I Street, East Room, Sacramento • Strategic Planning Meeting, June 10, 2015 from 9:00 AM to 3:00 PM, Sacramento (Venue TBD)

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AGENDA WCDS Board of Directors’ Meeting

March 13, 2015

PUBLIC NOTICE This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2015 are as follows: January 16, February 20, March 13, April 10, May 15, June 12, August 14, September 11 and November 13; there are no meetings for the months July, October and December. Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all materials are posted online. Materials that are not posted are available for public inspection between 8:00 A.M. and 5:00 P.M., Monday through Friday, at 950 Iron Point Road, Folsom, CA 95630. Supplemental Materials: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in WCDS offices at 950 Iron Point Road, Folsom, CA, during normal business hours. Disabled Accommodation: If you have a disability which requires an accommodation, an alternative format, or requires another person to assist you while attending this meeting, please contact Stacey Drohan at (916) 608-3367 as soon as possible to ensure arrangements for accommodation. Approval of Consent Items: Consent Items include routine financial and administrative actions and are usually approved by a single majority vote. There will be no discussion on these items prior to voting on the motion unless Board Members or the public request specific items be discussed and/or removed from Consent. Public Comment: For any member of the audience desiring to address the Board on a matter on the agenda, please walk to the podium and after receiving recognition from the Chair, please state your name and make your comments. Closed session items may be added prior to the Board adjourning to closed session. In order that all interested parties have an opportunity to speak, please be brief and limit your comments to the subject under discussion. Each person is usually granted 3 minutes to speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to address the Board, under the Brown Act, Board members may not deliberate or take action on items not on the agenda, and generally may only listen.

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MEETING MINUTES (DRAFT)Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, February 20, 2015

Time: 12:00 P.M. to 2:00 P.M.

Location: Library Galleria, 828 I Street, East Room, Sacramento

Attendees: County Directors and/or Delegates First Data Staff Alameda, Lori Cox Diane Alexander Alameda, Don Edwards X Karen Tinucci X Contra Costa, Kathy Gallagher X Fresno, Delfino Neira X OSI Orange, Mike Ryan X Kristine Dudley X Placer, Linda Patterson X Kurtis Knapp Sacramento, Ann Edwards X San Diego, Rick Wanne (Co-Chair) X WCDS Staff San Francisco, Trent Rhorer Henry Arcangel X San Luis Obispo, Lee Collins Lynn Bridwell X San Luis Obispo, Kevin Smith T Stacey Drohan X San Mateo, Iliana Rodriguez X Sheila Lossner X Santa Barbara, Daniel Nielson T Steve Maciel X Santa Clara, Umesh Pol T Jo Anne Osborn X Santa Clara, Robert Menicocci Hali Reyes X Santa Cruz, Cecilia Espinola X Rodain Soto X Solano, Angela Shing X Sonoma, Karen Fies for Jerry Dunn X HP Enterprise Services, Inc. Tulare, Staci Chastain X Chris Van Vlack X Tulare, Francena Martinez X Tulare, Juliet Webb Ventura, Barry Zimmerman (Co-Chair) X Yolo, Nancy O’Hara X

OPEN SESSION

1. Call to Order by WCDS Co-Chair and Introductions (Rick Wanne)The meeting was called to order by the Co-Chair at 12:00 PM.

2. Agenda Review and Comments by WCDS Co-Chair (Rick Wanne)

3. Approval Items3.1 Board of Directors’ Draft Meeting Minutes, 1/16/15 – Attachment 3.1 (Rick Wanne)

Motion: Kathy Gallagher/CCC motioned to approve the Board of Directors’ meeting minutes of 1/16/15 as written. Ann Edwards/SAC seconded. Motion carried.

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Agenda Item 3.1

MEETING MINUTES WCDS Board of Directors’ Meeting

February 20, 2015

4. Action Item(s) 5. OPAC Updates (Lynn Bridwell, Jo Anne Osborn)

5.1 OPAC Meeting Highlights, 1/22/15 Primary topics discussed at OPAC are as follows:

• As part of WCDS’ restructuring model, three new WCDS teams were formed – 1) Process, Administration, Communication and Training (PACT), 2) Technical Operations Production Support (TOPS) and 3) Program Oversight Specialist Team (POST). Each team is led by a WCDS Deputy Director.

• The new Regional Managers met OPAC. • Discussed Covered California calls / meetings • Hardware/software refresh updates • ACA Steering Committee formed

Comments to the Board from OPAC Chair:

• The Board and OPAC Chairs will meet on a quarterly basis. • ACA communications/activities (see document distributed at the meeting) – OPAC formed an ACA

Steering Committee and will address Counties’ top 5 areas of concern around ACA. • OPAC’s representation may be revisited; need decision-makers from all Counties. • OPAC will conduct overview training with OPAC members to cover the purpose of OPAC, the role of

representatives, what is the WCDS Consortium?, our governance model, etc. Regional Managers are providing training/education as well when conducting county visits.

• OPAC will review communication models within the next few months and develop enhanced plans.

6. Discussion Item(s) 6.1 CalHEERS – Attachments 6.1 (Lynn Bridwell, Hali Reyes)

WCDS is focusing on Communications, Renewal Process and Pending Applications to best assist Counties. See attachments. At yesterday’s IT Committee meeting, the WCDS Executive Director discussed the need for a holistic approach to better communications; OSI will help facilitate this effort.

6.2 Strategic Goals Updates – Attachments 6.2 (Rodain Soto)

The WCDS Strategic Deputy Director reviewed the reformatted Scorecards, to include the Board’s feedback from the prior month, showing progress for Strategic Goals Overall, Capability Maturity and each Strategic Goal 1 through 3 in areas of Integration (Delivered), Engagement (Getting Started) and Tracking (Monitoring). Refer to attachments.

Analytics and IAPDU (Steve Maciel) Analytics will be included in the IAPDU Annual Update for FY 2016/2017. HP’s Solutions Team has developed a detailed set of use cases/capability models; costing should be received in the near future. WCDS has been communicating with leaders statewide on efforts. Some funds can be pulled from

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MEETING MINUTES WCDS Board of Directors’ Meeting

February 20, 2015

elsewhere now while the IAPDU processes to enable initial work to begin. This will be a key topic at our next Strategic Planning Meeting.

6.3 Operational Excellence Plan / Scorecard Update – Attachment 6.3 (Chris Van Vlack) See slides. The Operational Excellence Scorecard - giving an overview of accomplishments, progress made

for each workstream, daily operations and projects, people & tools - was reviewed. Refer to attached. Its purpose is to guide us from being Reactive to Proactive. The workstreams will be executed over a 2-year period.

Workstream 7 - Release processes and tools to support responsive change is being accelerated to address issues such as server interruptions with MyBenefits CalWIN. HP continues efforts to better improve batch cycles for CIS / MR.

Does HP have analytics available to help forecast problem areas for large releases before implementation?

(in terms of communications) The release team has that information (not in analytics). Action Item: Chris Van Vlack to work with HP’s Release Team to proactively share information with Counties relating to foreseen release issues. Action Item: HP to develop a monthly technical report to share with Counties’ technical staff.

Webinars and additional communications are starting in March in support of Employment Services’ activities occurring statewide. Action Item: Jo Anne Osborn will add an Administrative Summary, and highlight any trouble areas anticipated, in Release Notes.

The Regional Managers will be involved in release notes development to help guide content.

Can we delay a release if there are known problems to prevent impact to clients and workers? WCDS follows a Go, No-go process that involves OPAC members but a component could be added to better support the process. Action Item: OPAC to include ‘projected impact to customers’ component to the Go, No-Go process and add more lead time.

6.4 Transition Update – Attachment 6.4 (Henry Arcangel, Steve Maciel)

The Transition Report was reviewed covering Key Accomplishments, Deliverables’ progress, Key Dates, Portfolio Management and Transformation. Highlights

• Thirteen Counties have received contract approvals; 5 more remain. • Two deliverables have been approved. • WCDS holds an internal weekly Transition Status meeting to monitor activities. • New Portfolio Management tools and training are being implemented. • Regional Managers have begun County visits and collecting concerns. • SharePoint portal for enhanced communication continues

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MEETING MINUTES WCDS Board of Directors’ Meeting

February 20, 2015

• The SR Ticket backlog is down to 800. 6.5 Next Strategic Planning Meeting – Attachment 6.5 (Hali Reyes) Directors agreed to hold two Strategic Planning Sessions per year – One in June with Directors and the

second in October with Directors, OPAC and State attendees (following 2014’s schedule). The Board’s Executive Committee will hold a preparation meeting as well. Action Item: WCDS to poll Directors’ availability for dates in mid-June for the SPM. WCDS anticipates the session will be held at The Citizen Hotel, Sacramento and will be facilitated by Kouji Nakata.

6.6 Introduce Regional Manager Report – Attachment 6.6 (Sheila Lossner)

A new report has been developed to keep Directors apprised of the Regional Managers’ activities, including information on key accomplishments, county visits, top concerns, etc. Refer to attached. The Regional Managers are developing county profiles to house County-specific information. Regional Managers will complete trip reports for each visit and follow-up on action items. Going forward, the report will be included in the Monthly Board of Directors Executive Summary.

It was highlighted that ShareCalWIN should be utilized as the communication hub. ShareCalWIN was setup as a file structure to store information, but could be broadened to a ‘website’ concept and include calendar, daily information, newsflash, etc. This method could reduce the flood of CITs distributed. Our Intranet was developed years ago and is aged. Action Item: WCDS can bring ideas to OPAC to enhance ShareCalWIN’s structure to become the communication hub for Counties and the Folsom site.

7. OSI Updates (Kristine Dudley, Kurtis Knapp)

• CalHEERS Funding

The $12MM has been awarded and allocated to Counties for CalHEERS’ changes. 8. Open Session Adjournment by Co-Chair (Rick Wanne)

Open Session adjourned at 1:05 PM. CLOSED SESSION 9. Approve - None 10. Discussion

10.1 Strategic Goal 1 - Predictive Analytics, Next Steps (Hali Reyes) Action item: WCDS to send the scope/intent for advanced analytics to Directors, including the projected timeframe and commitment level anticipated for the pilot County.

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MEETING MINUTES WCDS Board of Directors’ Meeting

February 20, 2015

Translation of State Forms/Correspondence (Hali Reyes for Trent Rhorer) WCDS is looking into translating incoming State forms independently into all CalWIN languages. WCDS may leverage LEADER’s already translated forms, if possible. WCDS will report developments to the Board. 11. Informational Items 11.1 Quality Assurance Vendor’s Monthly Report Out – Attachment 11.1 (Karen Tinucci)

11.2 SAWS Executive Steering Committee Meeting Update (Hali Reyes) A new tax intercept application has been issued. CalWIN will not be impacted.

Informational update – CalWIN Demonstrations WCDS is conducting CalWIN demonstrations for CDSS. The first session was conducted in February with 45 staff members in attendance. WCDS was invited back for an additional demonstration. 12. Closed Adjournment and Next Meetings (Rick Wanne)

12.1 Board & Other Meetings Schedule • Next Board of Directors’ Meeting, March 13, 2015, from 12:00 PM to 2:00 PM, Library Galleria, 828 I

Street, East Room, Sacramento

The meeting was adjourned by the Co-Chair at 1:30 PM. ACTION ITEMS

ID

Open Date

Description of Action Item

Assigned to

Due

Closed Date

36 1/16/15 WCDS to forward the list of MyBenefits CalWIN items to the Board (relating to the San Diego and Santa Cruz added funding; delineate those going in Phase 2).

• Sent 2/6/15. To close.

Hali Reyes 2/20/15

37 1/16/15 WCDS to forward the BI technical specifications produced to date to Al David/SMT (relating to the San Diego and WCDS partnering on APDs).

• Sent 2/6/15. To close.

Hali Reyes 2/20/15

38 2/20/15 Email Iliana Rodriguez to collect call center stats. Hali Reyes 3/13/15

39 2/20/15 Work with HP’s Release Team to proactively share information with Counties relating to foreseen release issues.

Chris Van Vlack 3/13/15

40 2/20/15 HP to develop a monthly technical report to share with Counties’ technical staff.

Chris Van Vlack 3/13/15

41 2/20/15 Jo Anne Osborn will add an Administrative Summary, and highlight any trouble areas anticipated, in Release Notes.

Jo Anne Osborn 3/13/15

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MEETING MINUTES WCDS Board of Directors’ Meeting

February 20, 2015

ID

Open Date

Description of Action Item

Assigned to

Due

Closed Date

42 2/20/15 OPAC to include ‘projected impact to customers’ component to the Go, No-Go process and add more lead time.

Francena Martinez / Jo Anne Osborn

3/13/15

43 2/20/15 WCDS to poll Directors’ availability for mid-June for the SPM.

Stacey Drohan 3/13/15

44 2/20/15 Bring ideas to OPAC to enhance ShareCalWIN’s structure to become the communication hub for Counties and the Folsom site.

Sheila Lossner 3/13/15

45 2/20/15 WCDS to send the scope/intent for advanced analytics to Directors, including the projected timeframe and commitment level anticipated for the pilot County.

Hali Reyes 3/13/15

PUBLIC NOTICE This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2015 are as follows: January 16, February 20, March 13, April 10, May 15, June 12, August 14, September 11 and November 13; there are no meetings for the months July, October and December. Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all materials are posted online. Materials that are not posted are available for public inspection between 8:00 A.M. and 5:00 P.M., Monday through Friday, at 950 Iron Point Road, Folsom, CA 95630. Supplemental Materials: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in WCDS offices at 950 Iron Point Road, Folsom, CA, during normal business hours. Disabled Accommodation: If you have a disability which requires an accommodation, an alternative format, or requires another person to assist you while attending this meeting, please contact Stacey Drohan at (916) 608-3367 as soon as possible to ensure arrangements for accommodation. Approval of Consent Items: Consent Items include routine financial and administrative actions and are usually approved by a single majority vote. There will be no discussion on these items prior to voting on the motion unless Board Members or the public request specific items be discussed and/or removed from Consent. Public Comment: For any member of the audience desiring to address the Board on a matter on the agenda, please walk to the podium and after receiving recognition from the Chair, please state your name and make your comments. Closed session items may be added prior to the Board adjourning to closed session. In order that all

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MEETING MINUTES WCDS Board of Directors’ Meeting

February 20, 2015

interested parties have an opportunity to speak, please be brief and limit your comments to the subject under discussion. Each person is usually granted 3 minutes to speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to address the Board, under the Brown Act, Board members may not deliberate or take action on items not on the agenda, and generally may only listen.

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March 2015

Portfolio and Release Status

1

Agenda Item 5.1

Provides context for the Active portfolio of projects

3/6/2015 2

Portfolio Overview

3/6/2015 3

2015 Release Profile (snapshot as of 2/27/15)

R40 implemented in Feb with 28 changes. • R40 was dominated by CalHEERS

changes. R41 implements in May and starts UAT next week. • R41 is dominated by Client

Correspondence and CalHEERS changes.

R42 implements in Aug and Development started this month. • R42 is dominated by CalFresh changes,

supported by SDG funding. R43 implements in November and is in the Requirements phase. • R43 is presently dominated by CalFresh

changes but is expected to balance out with additional changes.

- 5 10 15 20 25 30

R43-Nov

R42-Aug

R41-May

R40-Feb

CalFresh CalHEERS Client Corr CalWORKS BCW Others

3/6/2015 4

Release Horizon Portfolio Overview

“Active Releases” are 41, 42, 43, 44 and Monthly

“Active” Releases

Release View of Portfolio

3/6/2015 5

2015 Active Releases

2014 Releases

Projections R40 2/17

R41 5/11

R42 8/10

R43 11/16

Jan MR

Annual Total

Major Total

Average Major

Monthly Total

Monthly Average

Hours 62,221 46,462 40,007 24,806 2,163 178.2k 162.6k 32.5k 15.6k 1.9k

Cost 7.3 m 4.2 m 3.7 m 3.0 m $.26 m 22.1m 20.3m 4.0 m 1.8m .2m

Counts 28 28 18 11 4 119 82 16 37 5

Contextual Questions: How many projects are in the Active Releases? What are the project hours and costs in the 2015 Releases? How do the 2015 Active Releases compare with the 2014 Releases?

2.2 Portfolio Overview

2015 versus 2014

3/6/2015 6

2015 is on a trajectory to double the throughput delivered in 2014 R40 in Feb 2015 was roughly 5 times the size of R36 in Feb 2014

2.2 Portfolio Overview

020000400006000080000

100000120000140000160000

Feb May Jun Aug2014 Effort 12192 47994 73021 878702015 Effort 59027 105489 105489 144489

Axis

Titl

e Effort (Delivery) Comparison

Active Projects

3/6/2015 7

We are seeing the normal dip in

“Grand Count” that we see in Major Release

months (Feb and Nov in this graphic.)

Portfolio Overview

Project Lifecycle Phase

SEP OCT NOV DEC JAN FEB

A – Pipeline (Idea to approval) 57 58 64 65 64 49

B – Authorized to begin 33 14 15 13 24 31

C – Scoping (PAC / ACD) 68 62 49 49 62 65 D – Requirements (FBR) and Design (DTD) 6 6 7 6 5 10

E – Develop and Test 22 25 22 22 24 21

F - System Test 11 7 14 15 11 10

G - Addenda 8 13 9 9 11 9

Grand Count 205 185 180 179 201 195

3/6/2015 8

Functional Profile – by project count

Notable Percentages (195 “In Flight” projects) 29 (16%) CalHEERS CRs, 3 (2%) Contact CalWIN CRs 32 (17%) CalFresh CRs 29 (16%) County Direct CRs 17 (9%) Infrastructure

Portfolio Overview

Entire Portfolio, -

CalFresh, 32

CalHEERS, 29

County Direct, 29

Infrastructure, 17

CC, 12

EDBC, 11

SIRFRA, 9

Security, 9

COLA, 7

RT Only, 6

MR, 5

BCW, 4

Contact CalWIN, 3

ES, 3

Transition, 2

WCDS, 2

Exstream, 1 Benefit, 1

Other, 16

Entire Portfolio

3/6/2015 9

CalFresh versus Covered CA

- CalFresh program has eclipsed Covered CA in percent of changes in the active releases

Portfolio Overview

R40 R41 R42 R43CalFresh 2 5 9 5CalHEERS 8 7 3 0Other 18 11 4 1

0%10%20%30%40%50%60%70%80%90%

100%

29% CalFresh / 25% Covered CA

Provides context for assessing release additions.

3/6/2015 10

Current Release Status

Release 40 – Implemented

3/6/2015 11

Targeted Prod Date 2/17/15 • In Production as of 2/17/15

28 CRs in Release (Release Churn over the last two weeks) • Add: CR7255 Long Term Sanction Aid Code Change • Add: CR7277 Mass Mailer 2015- Temp 2250

Projections 62,221 hours, $7.3 million. (Right click and select “Open Hyperlink”) http://dashboard/calwinweb/default.aspx

Release Status

- 10,000 20,000 30,000 40,000 50,000 60,000 70,000

R40 Effort by Functional Area

$- $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00

R40 Millions by Functional Area

Release 41 – Closed for additions

3/6/2015 12

Targeted Prod Date is 5/11/15 • Currently in Construction and System Test phase. • The release closed for additions at the end of the Design phase – November 21, 2014. 28 CRs in Release (Release churn since January) • Add to R41 CR6377 Restart Anonymous Application in MyBCW • Add to R41 CR6610 Cash Linked cases to Aid Code 38 • Add to R41 CR7060 Medi-Cal RRR Reminder • Add to R41 CR7228 Amending the eNOA report • Add to R41 CR7263 CalHEERS Annual FPL • Add to R41 CR7265 Batch Re-Run FDSH Disc/Disenrollment for Citizenship • Add to R41 CR7267 Budget Display (CalHEERS) Projections 46,462 hours, $4.2 million. (Right click and select “Open Hyperlink”) http://dashboard/calwinweb/default.aspx

Release Status

- 5,000

10,000 15,000 20,000 25,000 30,000 35,000 40,000 45,000 50,000

R41 Effort by Functional Area

$- $1.0 $2.0 $3.0 $4.0 $5.0

R41 Millions by Functional Area

Release 42 – Release is dominated by CF additions

3/6/2015 13

Targeted Prod Date is 8/10/2015 • Currently in the Design Phase • The release will close for additions at the end of the Design phase – February 27, 2015. 18 CRs in Release (Release churn sinceJanuary) • Suspended 1/27/15: CR7166 Creation of RRR Applications • Withdrawn 1/26/15: CR7098 Expedited CalFresh Documentation (SR483469) • Withdrawn 1/30/15: CR7216 CF. Init. Expand Reminder Call for CF SAR7 • Withdrawn 2/4/15: CR7217 CF.Init Address Type Ahead • Added CR6758 MyBenefits Portal Phase II Part B • Added CR7088 Soft Pause (CalHEERS) • Added CR7215 CF Init MCE Switch • Added CR7218 CF Init Issue WINS Payments on the 24th

• Added CR7219 CF Init Reminder / Notification System Text, Email, Call • Added CR7220 CF Init Allow Users to Submit Doco through Mobile Application • Added CR7252 CF Init MyBCW Portal Layout Enhancements • Added CR7268 Long Term Negative Action (CalHEERS) Projections 40,007 hours, $3.7 million (Right click and select “Open Hyperlink”) http://dashboard/calwinweb/default.aspx

Release Status

- 20,000 40,000 60,000

R42 Effort by Functional Area

- 2 4

R42 Millions by Functional Area

Release 43 - Release is dominated by CF additions

3/6/2015 14

Targeted Prod Date is 11/16/15 • Currently in the Requirements Phase • The release will close for additions at the end of the Design phase – May 15, 2015. 11 CRs in the Release (Release churn since January) • Added CR6446 Training Case Creation • Added CR7155 Maximum Family Grant (MFG) Updates • Added CR7217 CF Init Address Type Ahead • Added CR7221 CF Init Print a MyBCW Disaster CF Application • Added CR7271 CalFresh 130% FPL IRT Reporting • Added CR7283 CF Init Continuation of CR7246 Summary View/Floating Window • Added CR7291 SB 1341 MAGI Medi-Cal Notices Projections 24,806 hours, $3.0 Million (Right click and select “Open Hyperlink”) http://dashboard/calwinweb/default.aspx

Release Status

- 5,000

10,000 15,000 20,000 25,000 30,000

R43 Effort by Functional Area

- 0.5 1.0 1.5 2.0 2.5 3.0 3.5

R43 Millions by Functional Area

Strategic Engagement, Tracking, & Integration Strategic Goals Overall

March 13, 2015

Strategic Goal Updates: • BI County Project Action Team working on Requirements • BI Advanced Analytics IAPDU on track for submission • CalFresh Initiative Portfolio on track to deliver 30 items this Fiscal Year (through

Release 42). • User Experience Workshop for next steps • Appointment Scheduling and Traffic Log evaluated for potential enhancement

project – possible interface solution • Project staff attended 2015 Children & Families Policy Symposium • CalWIN Demo for CDSS well received and we’re invited for another Demo for

CDSS Staff in April.

Strategic Planning and Execution: • Strategic Goal (SG) Teams on regular meeting schedule and process to provide

updates to Strategic Deputy Director implemented • All SG teams currently focused on prioritizing potential Quick Wins for this

upcoming quarter • Regional Managers utilized in strategic communication – specifically for BI Base

requirements and potential SG2 enhancement projects • WCDS Internal team meeting to determine Strategic Goal effectiveness

dimensions – plan to present to OPAC for recommendations and approval • Marketing and message planning for SB1041 implementation and automation

Overall health of each Strategic Goal

SG1 – SG2 – SG3 – Currently only reporting on health of process and execution. Effectiveness and outcome of effort to be included as of April or May

= On track = Off track = At risk

Agenda Item 5.2

Strategic Engagement, Tracking, & Integration

Capability Maturity Progress March 13, 2015

Tech, 67%

Tech Progress,

33%

Tools, 70%

Tools Progress,

30%

Talent, 67%

Talent Progress,

33%

SG1 - Data

Tech, 75%

Tech Progress

, 25%

Tools, 75%

Tools Progress

, 25%

Talent, 75%

Talent Progress

, 25%

SG2 - Products

Tech, 75%

Tech Progress

, 25%

Tools, 75%

Tools Progress

, 25%

Talent, 70%

Talent Progress

, 30%

SG3 - Relationships

Project governance established Capability Maturity items evaluated with Harvey Ball method/modeling

Share CalWIN migration and expansion in progress and re-launch planned

Regional Managers engaged to assist requirement gathering – to solicit from remaining 13 counties

PPM and ALM training tool and environments available for project staff

Cross communication strategy aligning strategic goals to work in progress

Steering Committee engaged for BI Base requirement direction

Configuration management database (CMDB) planned

Relationship Map in progress delayed

Data Governance planned for May 2015 Current processes being revised and implemented as part of transition

Organizational Change in progress for WCDS/HP/FD

Project Action Team engaged in Requirement Sessions (2 of 3 done)

Strategic Response Team engaged for User Experience

SG Team Tools capability action plan developed

Organizational Change Management (OCM) program proposal will not be pursued

Strategic Engagement, Tracking, & Integration

Strategic Goal 1 – Data March 13, 2015

Engagement (Getting Started)

Tracking (Monitoring)

Integration (Delivered)

Created and submitted BI Definition Document (Project Charter)

SAWS BI Analytics APD for submission in March 2015

Base BI Project Plan submitted

Regional Managers engaged for communication to include all Counties in Requirements gathering

Project Action Team completed 2nd of 3 planned requirement gathering sessions onsite at Folsom

Base BI Work Plan submitted

Technical Requirement Session #1 planned for March 2015

BI Project Road Map in development and planned delivery in May 2015

Base BI Project Governance Established

BI Data Governance planned for May 2015

BI Training Activities planned for May 2015

Business and Technical Requirements Work Product targeting May 2015

2014 2016 Oct Dec 2015 Apr Jun Aug Oct Dec 2016 Apr Jun

Today

Strategic Engagement, Tracking, & Integration

Strategic Goal 2 – Products March 13, 2015

Engagement (Getting Started)

Tracking (Monitoring)

Integration (Delivered)

Quick Win strategy to evaluate for this coming quarter

User Experience Assessment next step included 2nd workshop with County Team

5 of 30 CalFresh Initiative items delivered through Release 40

Re-evaluation of Capability Maturity outcomes for 3-year plan

25 of 30 CalFresh Initiative Portfolio on track for delivery through Release 42

Share CalWIN Demo for OPAC 02/26/15

Technology and Innovation internal discussions planned

MyBCW Portal Phase 3 (CR6758) release planning

PPM Demo provided to OPAC 02/26/15

Share CalWIN Train the Trainer scheduled

Share CalWIN Governance Team meeting finalizing governance

2014 2016 Oct Dec 2015 Apr Jun Aug Oct Dec 2016 Apr Jun

Today

Strategic Engagement, Tracking, & Integration

Strategic Goal 3 – Relationships March 13, 2015

Engagement (Getting Started)

Tracking (Monitoring)

Integration (Delivered)

Quick Wins identified and prioritized for next quarter

Relationship Map in progress

2015 Children and Families Policy Symposium – attended by staff

2nd CDSS Demo of CalWIN scheduled for April 2015

ACA steering committee engaged for top five issues

Regional Managers conducted initial County visits

Building Calendar (touch points, external stakeholders, county visits, etc)

Rapid Response actions for CalHEERS Renewals

User Experience Workshop Assessment reviewed

Rapid Response actions for CalFresh Negative Action Error Rate

Capability Maturity items to complete in 2015 evaluated by team

Compiled County Projects to evaluate and assess trend and future enhancements

2014 2016 Oct Dec 2015 Apr Jun Aug Oct Dec 2016 Apr Jun

Today

Progress Summary

Key Accomplishments Developed comprehensive web‐based training for new Project and Portfolio Management (PPM) and Application Lifecycle Managment (ALM) tools; made available to WCDS and Counties as applicable  Began data conversion and migration activities for new tools Demonstrated PPM and Share CalWIN tools to WCDS and Counties Developed/submitted (HP) and reviewed (WCDS) 20 Deliverable Expectation Documents; of these, 14 were accepted and formally approved Completed 17 deliverables and formally accepted 4 of those as complete/final Finalized new project site layout and design; began construction activities

County Contract Approvals

February 2015 ‐ have received signatures from 14 counties 

Note: Essential for remaining Counties to gain Board of Supervisors approval ASAP

Key Dates

Portfolio Management Demo of the new tool was presented to OPAC in February A "Sandbox" testing environment is available for product testing and gaining familiarity with features Began migration/load of old data into new tools

Transformation Share CalWIN demo was presented to OPAC in February Hired additional testing staff at HP to assist unit test/system test functions SharePoint Portal (Share CalWIN) for enhanced communication ‐ work continues, additional scope  (usability improvements, CIT/CRFI repository, contacts lists, production reports) defined and approved

CalWIN Transition Report  ‐March 2015Official Transition Period February 2015 through July 2015

Item ProjectedDate  Status

Contractual Transition Begin Date  02/01/15

Official approval of first deliverables  02/06/15 Construction begins for new project site  March 2015

County training available for Project and Portfolio Tool  March 2015 Standup of new development and test environment at HP data center  March 2015 Project and Portfolio Management Tool Launch  April 2015 Executive Scorecard available to Counties  July 2015 Standup of Tier 3 Backup Site  July 2015 Standup of new project site  July 2015 Cutover to new M&O operations  Aug. 1, 2015 Launch of new operational tool stack  Dec. 2015

Key: Completed  On Track Watch 

 Missed 

Agenda Item 6.3

© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 1

CalWIN Operat ional Excellence Report - March 2015

Daily Operations

• Oracle Database Proof of Concept underway to test database access methods for performance gains

Projects • Release Stakeholder View Focus groups with

segment leads, applications, release managers, testing and deployment teams completed.

• Joint stakeholder workshop engaged in initial dialogue on “to be” release vision. Next steps are to draft potential release examples and meet to review.

People & Tools

Accomplishments

Progress Summary

• Workstream#1: Profiling data has been collected from key batch programs in Mass Update, Client Correspondence, and Management Reporting and analysis is underway to identify potential improvement opportunities

• Workstream#7: Release processes and tools to support responsive change – has kicked off with a series of visioning focus groups

• Work is underway to better align CalWIN pilot incident process & roles with HP’s enterprise incident management processes.

We are Here Agenda Item 8.1

First Edition – March 2015

Welcome to the first Moving IT Forward newsletter, tailored to County Directors and their Information Technology leaders. Please distribute further within your teams, should this prove beneficial to other colleagues. As your CalWIN technology partner we want to ensure that you are informed of the direction, progress, and technology support services being provided to address your current and future business needs.

CalWIN Fast Facts

The CalWIN batch system is a high-throughput, sophisticated system with a large number of jobs.

• There are 18 different nightly batch cycles which are run based upon county calendars • Overall, there are 217,000 batch jobs that run each month

Producing over 2.8 Million client correspondence documents in batch each month And, processing 2.5Million mass update (MU) cases in batch, monthly

Coming Up

The Hardware Refresh project remains on schedule to be implemented in March. Also in March, we will have the new CalWIN online training server in place to support Project & Portfolio Management (PPM) and Application Lifecycle Management (ALM) training.

Innovation – CalWIN Modernization

The CalWIN IT team is currently conducting a proof of concept evaluation of the key architectural components needed to modernize the legacy core CalWIN system.

Key objectives include:

• Harvesting business rules from a representative set of COBOL programs • Automating the upload of these rules into the rules engine studio • Enabling batch processing to be performed on an industry leading java batch framework, and • Proving an approach that will support a staged migration from legacy to modernized system.

This proof of concept evaluation is on schedule to complete in March, and will better inform our next steps to modernize the legacy core CalWIN system.

Agenda Item 8.2

Operations Improvements - Batch

The HP Operations team is working on run-time improvement initiatives to improve batch processing so that batch reliably completes overnight. Solid improvements have been made over the past several months. Key planned activities to further improve batch

performance include:

• Completing the Hardware Refresh in March • Completing the County Information System (CIS) Replication roll-out in March-June • Executing against the planned Batch Run-time Improvement initiatives as reviewed in the OPAC

meetings.

Technology Corner

What is cloud computing?

Cloud computing, often referred to as simply “the cloud,” is the delivery of on-demand computing resources—everything from applications to data centers—over the Internet on a pay-for-use basis. In the past, IT had one choice for a deployment platform–what we now call traditional IT. But today, with broad adoption of cloud computing, IT organizations can choose from several deployment platform types, including public, private, and virtual private clouds, as well as traditional IT.

• Public Cloud. Cloud services are provided on pooled shared resources accessible over the public internet. Public clouds provide services to multiple clients using the same shared infrastructure.

• Private Cloud. A distinct cloud environment is set up for the specified client to operate. The cloud resources in this model are not shared with other clients, thereby offering greater control and privacy.

• Virtual Private Cloud. A secure, virtualized environment is created and managed on computing resources that are allotted from a public cloud, but where the virtual private cloud client is isolated from other clients, using software defined networks. This allows applications or services to be deployed in a secure cloud platform.

What does this mean to us? Using HP Helion’s cloud offerings, CalWIN has the flexibility to quickly adapt to our customer’s needs. Rather than going through the various procurement and build processes, necessary environments can be spun up on demand. An example is our new CalWIN online training website, which is running on HP’s Public Cloud service. From decision to definition to deployment took a matter of hours, rather than weeks. We are also running the PPM software in the cloud. We can use the cloud to jump-start development, by spinning up a cloud server quickly, development can begin while hardware is being purchased and stood up in our data center. And then just as quickly, taken off-line when no longer needed, saving both time, and money.

For more information, click here: http://www8.hp.com/us/en/cloud/helion-overview.html

Contacts

CalWIN Chief Technologist, Tim Duval (HP) | tim.duval@hp.com Operations Excellence, Pat Amaranth (HP) | pat.amaranth@hp.com IT Operations Delivery, Jeff Archie (HP) | jeff.archie@hp.com

If you have any questions about the content within this document or if you have a topic or idea that you would like to have included in an upcoming newsletter, please send them to Tim Duval (tim.duval@hp.com).

Agenda Item 8.3

REVISED

WCDS Board of Directors

Informational Item

Meeting Date: March 13, 2015

Subject: BOD Action Item #39 – HP to Proactively Share Release-Known Issues with

Counties and Action Item #41 – Add Administrative Summary, and highlight

any trouble areas anticipated, in Release Notes

Presenter: Jo Anne Osborn, WCDS and Chris Van Vlack, HP

Informational Item

In response to the Board’s Action Items #39 and #41, the Folsom site has enhanced the Release Notes and

Highlights to better proactively communicate foreseen issues in upcoming releases with Counties.

Supporting Information

Release Notes and Highlights are provided throughout the release lifecycle (UAT and Pre-Production),

allowing counties the opportunity to review and provide comments. In addition Release Readiness

Meetings are held with all Counties in the weeks leading up to the release. The Release Readiness meetings

are facilitated by the Project Managers and Subject Matter Experts and provide an overview of the changes.

Counties are encouraged to ask questions. Release documentation is updated as questions and comments

are received.

In addition to standard release documentation, a Release Summary is provided to OPAC members prior to

the Release Go/No-Go conference call. The Release Summary provides an overview of each change, to

include statistics on tickets opened and how they were resolved.

Approach

To assist in improving the Release Notes and Release Highlights and communication of Release Known

Issues, the following process changes are being incorporated:

1. Release Notes and Highlights will be reviewed by the Regional Managers.

2. The Release Summary will include a new Administrative Summary section. The new section will:

a. Highlight areas that may have County impact.

b. Highlight known issues, to include resolution efforts and County Impact (to clients and

workers).

3. The information included in the new Administration Summary will be shared with All Counties prior

to the release.

a. Known Issues Supplemental will be published as a CIT to accompany release documentation.