open session - calwin5. approval / decision / action item(s) 5.1 approve strategic item as...

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, May 13, 2016

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street Sacramento, California 95814

Open Session

AGENDA

1

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, May 13, 2016

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: (888) 330-1716; Access Code: 422 068 16; Host (WCDS): 519 148 31 Open Session

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

AGENDA WCDS Board of Directors’ Meeting

May 13, 2016

2

OPEN SESSION

12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman) 12:03 3. Meeting Minutes Approval (Barry Zimmerman)

3.1 Board of Directors’ Draft Meeting Minutes, 4/15/2016 – Attachment 3.1

12:05 4. OSI Updates (Kristine Dudley) 4.1 SAWS Executive Steering Committee Meeting Update

5. Approval / Decision / Action Item(s) - None

12:15 6. Discussion Item(s)

6.1 State Request for Reporting (Hali Reyes) 6.1.1 SIRFRA #3341 – Attachment 6.1.1 6.1.2 CalWIN Quarterly Business Intelligence/Advanced Analytics Meeting with CDSS – May 17th 6.1.3 CalWIN Data Governance Meeting with CWDA, OSI and CDSS – June 15th

12:30 7. Hewlett Packard Enterprise Updates (Chris Van Vlack, Mike Cox) 7.1 Strategic Portfolio

• CIS • Case Copy • Launching MR • Client Correspondence

12:50 8. Business Intelligence Presentation – Attachment 8 (Michael Jahangiri) 1:20 9. Portfolio Review

9.1 Strategic Updates - Attachment 9.1 (Rodain Soto)

10. Informational Item(s) 1:30 10.1 E-Vote to be conducted; Elect WCDS Board of Directors’ Co-Chairs for FY2016/2017 –

Attachment 10.1 (Hali Reyes)

1:35 11. Open Session Adjournment by Co-Chair (Barry Zimmerman)


May 13, 2016

3

CLOSED SESSION


1:35 13. Discussion

13.1 Data Center (Chris Van Vlack) 13.2 BOD Agenda Packages – Attachment 13.2 (Hali Reyes)

1:50 14. Informational Item(s) 14.1 WCDS Updates – Attachment 14.1 (Hali Reyes)

14.2 Strategic Architecture Committee, 2 County Representatives Needed – Attachment 14.2 (Hali Reyes)

14.3 Board Handbook and Orientation Deck – Attachment 14.3 (Hali Reyes)

2:00 15. Closed Session Adjournment and Next Meetings (Barry Zimmerman) 15.1 Board & Other Meetings Schedule

• Board of Directors Meeting, 6/10/2016, Library Galleria, Sacramento • Strategic Planning Meeting, 8/10/2016, CalWIN Site

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 2016 are as follows: January 15, February 12 (Canceled), March 11, April 15, May 13, June 10, August 12 (Canceled), September 9 and November 18; 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 8000 Foothills Boulevard, Roseville, CA 95747. 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 8000 Foothills Boulevard, Roseville, CA 95747, 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) 846-7550 as soon as possible to ensure arrangements for accommodation.

http://www.calwin.org/bod.asp


May 13, 2016

4

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.

MEETING MINUTES

1

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, April 15, 2016

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: (888) 330-1716; Access: 876 3229; Host (WCDS): 922 08 493 Open Session Only

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

Agenda Item 3.1

MEETING MINUTES WCDS Board of Directors’ Meeting

April 15, 2016

2

OPEN SESSION

1. Call Meeting to Order by WCDS Co-Chair and Introductions (Ann Edwards)

The meeting was called to order by the Chair at 12:05pm; introductions followed.

2. Agenda Review and Comments by WCDS Co-Chair (Ann Edwards)

None 3. Meeting Minutes Approval Items (Ann Edwards)

3.1 Board of Directors’ Draft Meeting Minutes, 3/11/2016 – Attachment 3.1

Motion: Jerry Dunn/Sonoma motioned to approve the Board’s draft meeting minutes of 3/11/2016 as written. Iliana Rodriguez/San Mateo seconded. All in favor. Motion carried.

4. SAWS Updates (Kristine Dudley)

4.1 SAWS Executive Steering Committee Meeting Update LRS moved their final rollout a month to accommodate the CalHEERS 16.7 release to prevent the release having to be implemented in both LRS and LEADER for a single month; however, CH 16.7 and LRS are scheduled for the same weekend. CH’s may delay 16.7 one week or so to mitigate any risk for both sides. This will be discussed at the Program Coordination Meeting. LRS should be complete in July. DFS comes up in September. Migration planning is coming along; cost estimates are being analyzed. Strategic Initiatives Portal and Advanced Analytics: Both APDs are in review. Expect them to be ready in early June for the budget process.

5. Approval / Decision / Action Item(s) 5.1 Approve Strategic Item as Recommended by OPAC, PPM#33106 Improved Online Help for Portal –

Attachment 5.1 (Rodain Soto)

Motion: Jerry Dunn/Sonoma motioned to approve strategic item PPM#33106 Improved Online Help for Portal as recommended by OPAC. All in favor. Motion carried.

5.2 Approve Rotation of WCDS Call Centers for Covered California Calls – Attachments 5.2 (Henry Arcangel)

With the reduction of calls received, a rotation schedule amongst counties is proposed to maximize use of County staff time. Refer to supporting document.

Motion: Jerry Dunn/Sonoma motioned to approve the rotation schedule for core hours through October 2016 as presented. Juliet Webb/Tulare seconded. San Mateo and Fresno Counties abstained. All other present Counties in favor. Motion carried.


April 15, 2016

3

WCDS will confirm with Counties that they will be open and determine how many staff are needed per county. CWDA does not foresee issue with the rotation schedule concept as long as calls are being handled and performance does not drop.

6. Discussion Item(s)

6.1 SAWS Consolidated Portal Project – Attachment 6.1 (Henry Arcangel) Consortia submitted an APD for 2017/2018 to consolidate all self-service portals – YourBenefitsNow, MyBenefits CalWIN, C4Yourself; build one portal and leverage across the state. Once approved, Consortia would develop a governance. Clients would see one product-facing portal; the back-end is still owned by the individual Consortium. Comment – • This presents a new area of collaboration, requiring that vendors work together and assign roles. • The individual portals would be rebranded; the one-portal would replace all individual portals. • OSI has questions and the concept needs additional vetting of cost, efficiencies, etc. • We need to know the expectations to know how to move forward. • Intangible benefits could outweigh the cost. • These strategic initiatives would be funded through an exception to A-87 requirements, which is time

limited. • Rebranding/a new web address impacts outreach materials already in print. This item intertwines with Item 6.2.

6.2 Escalate External Portal Help Desk Call Center, Strategic Item PPM#31702 – Attachment 6.2 (Rodain Soto)

This item originated from Sacramento. They are expanding outreach efforts and want to ensure preparedness for a potential increase in helpdesk calls (staff level will remain the same). This item was brought to OPAC and subsequently gained momentum in importance resulting in it becoming Strategic Item #2. Once the implementation details became known, OPAC came to a split decision around whether to pursue the call center and asked that this be escalated to the Board; this SI would be County self-funded. There should be a return on investment. Refer to attached.

Comments: o A county conducts heavy outreach and receives few help calls a week; their impact has been minimal.

Clients call the regular site to handle business items. Another county reported the same. o Another county marketed this past year and finds that Clients go in person to CBOs. The online help is

helpful as are other tools, such as training videos for clients.

Directors agreed not to move forward.


April 15, 2016

4

6.3 Statewide Advanced Analytics – Attachment 6.3 (Steve Maciel / Rodain Soto)

Key items:

• AA is an existing investment and its capabilities are being extended to other SAWS • There is enhanced federal funding available under the temporary A-87 waiver exceptions. • Enables advanced information exploration, statistical modeling, and predictive analysis using industry-

leading HPE Haven solution • Meets key state information technology deployment guidelines including leveraging single solutions

across the State; enabling modular, flexible solutions; undertaking projects that aim to enhance services and access to services; provide pricing consistent with competitive procurements

• Solution provided as a service on HPE’s advanced cloud technology, enabling high performance, availability, and scalability

• Provides subscription based service – licenses and capacity can be added or subtracted at any time to meet current demand levels

• Advanced built-in security ensures safety of data and allows customized levels of access • Contains the ability to use multiple data sources – SAWS data, state data sources, county health, school

district, EDD, IRS and any other useful information can be easily added • Hybrid model enables county ownership of analysis process and data but provides a core staff of data

scientists to assist county efforts or provide guidance on techniques and utilization

WCDS has been reaching out to Counties to discuss piloting.

6.4 OPAC Retreat Outcomes (Hali Reyes / Victoria Tran)

Seven Counties from OPAC and key CalWIN Site staff held a retreat on 3/14 to examine OPAC and how to function the committee differently. Santa Cruz hosted. To highlight outcomes: • Created a new agenda layout • An OPAC mentorship program will be created • Communications will be improved; WCDS will utilize county SMEs on projects (rather than resurrect

committees) and the “Greg process” amongst all programs. • Identified training opportunities • Will share the Co-Chair role; have one County Chair and one WCDS Chair to improve partnership and

accountability. The OPAC bylaws will need to be revised.


April 15, 2016

5

Comments: • Santa Clara Director – The two-county Co-Chair concept was chosen to alleviate the workload of the

role for one County person by sharing the responsibilities among two County staff. Would prefer to keep the two-county Co-Chair model and add a WCDS rep. Action Item: Will bring back OPAC Co-Chairs model to OPAC to discuss the option of keeping two Co-Chairs but add a WCDS rep.

• WCDS – An added intent of including a WCDS rep as Co-Chair is to have someone with long-term

CalWIN experience leading the OPAC meetings. There is a learning curve for some county staff.

• Sonoma – OPAC has been operating for two years now. Recalls that during our last governance restructuring, County staff asked that the model not change again for a while to keep continuity/things stable.

• OPAC Rep – The new agenda structure will help with the flow and noted that CalHEERS and the new

contract also implemented along with our governance restructure which brought much change. The retreat was helpful and gave the opportunity to assess areas that needed tweaks.

6.5 Renewals (Hali Reyes)

Early last year, the State requested renewal data through the SIRFRA process. The CalWIN site developed methodology to collect the data which was vetted through OPAC and approved. This process/reporting occurred for a couple months. WCDS subsequently received clarifications on the data requested, resulting in changes to the SQL. Two problems surfaced: 1) The revised SQL had not gone back to OPAC for review/approval and 2) Data had not been posted for Counties for several months (the information was provided to the State however). Three weeks ago, CWDA flagged that WCDS numbers looked high. It was discovered that the State was incorrectly applying our numbers and WCDS research discovered an internal issue in processes. Further probing also revealed inaccuracies Consortia-wide. WCDS is revising its data sharing policy and tuning internal processes which will go to OPAC this month for approval. In addition, CWDA is coordinating a JAD session, on behalf of DHCS, with Consortia at the CalWIN site on 5/2 for requirements gathering for processing renewals going forward.

7. Hewlett Packard Enterprise Updates 7.1 MR Extracts 17E (Mike Cox)

The interim solution continues through April with reports delivered on 4/4. The interim solution will continue into May. The long-term solution is on track and scheduled for implementation with R45 which goes live on 5/9. Beginning the week of 4/25, Orange, Solano and Placer counties will participate in UAT. The long-term solution will be in place for June reports.


April 15, 2016

6

8. Portfolio Review 8.1 Strategic Updates - Attachment 8.1 (Rodain Soto)

For BI, the QA Pilot Phase starts Monday with Counties. First Data has sent invitations to counties for UAT. Training will be conducted in May with Counties. Soft go-live is 6/29. The QA environment is also the production environment allowing for a seamless transition. CalWIN’s Organizational Change Management Team is going out to counties to help with planning/transitioning and fitting BI into County business models for reporting. WCDS attended State Healthcare IT Summit in Baltimore to gain governance insights from Maryland, Illinois, and Connecticut.

8.2 Release 45 Analysis - Attachment 8.2 (Lynn Bridwell)

R45 is a large release, contains a wide variety of changes and implements May 9th. There were a number of changes added during the Design phase and Coding – Unit & System Test which compressed the timeline. See the attached chart.

9. Informational Item(s)

9.1 Strategic Planning Meeting 2016 (Ann Edwards) • Confirmed for Wednesday, 8/10/2016 at the CalWIN Site in Roseville; a calendar invite was sent to

the Board, OPAC and key CalWIN Site staff. The Board’s regularly scheduled Board meeting on 8/12/2016 will be canceled; any action items can be handled at the Strategic Planning Meeting or by the Executive Committee if needed.

9.2 WCDS Board of Directors Co-Chair Nominations for FY 2016/2017 (Ann Edwards) • Nominations will be requested of Board members via email from the WCDS Executive Director’s

office; Elections will take place at the May 2016 Board meeting. 10. Open Session Adjournment by Co-Chair (Ann Edwards) CLOSED SESSION


12. Discussion

12.1 Revisit CalWIN Program Committees – Attachment 12.1 (Linda Patterson) No action.

13. Informational Item(s)

13.1 WCDS Updates – Attachment 13.1 (Hali Reyes)


April 15, 2016

7

14. WCDS Staff, ED (Ann Edwards)

• Executive Committee Directors only

15. Closed Session Adjournment and Next Meetings (Ann Edwards) 15.1 Board & Other Meetings Schedule

• Board of Directors Meeting, 5/13/16, Library Galleria, Sacramento

ACTION ITEMS

ID

Open Date Description of Action Item

Assigned to

Due

Closed Date

64 1/15/2016 WCDS to create a brief orientation packet for Directors’ use in educating workers on the history/purpose of the WCDS Consortium, the role of WCDS, our stakeholders, communication protocols, etc.

In progress; discussed at 3/11 meeting. To be distributed the week of 5/9. To close.

Hali Reyes, Stacey Drohan

3/2016 4/15/2016

5/6/2016

65 3/11/2016 Produce examples (magnitudes) and frequency of past ‘county events’ to help Counties gauge their future budgeting needs (Note: Past instances have typically been rare and small in impact); relates to the County Event Policy. Provided via email on 4/13. Close.

Chris Van Vlack / Mike Cox

4/15/2016 4/13/2016

66 3/11/2016 The CalWIN site to provide status updates relating to the MR E17 reports to the Board every two weeks. On-going; in progress. Close.

Hali Reyes / Jo Anne Osborn

Ongoing 5/6/2016

67 3/11/2016 The CalWIN site to forward a timeline of events to the Board for reference (relating to the MR 17E issue).

Emailed on 3/15/16. Close.

Stacey Drohan ASAP

3/15/2016

68 3/11/2016 HPE to add a status update to the OE chart going forward.

Chris Van Vlack / Mike Cox

4/15/2016


April 15, 2016

8

ID

Open Date Description of Action Item

Assigned to

Due

Closed Date

69 3/11/2016 Poll dates of availability in August for the WCDS SPM and determine a location.

- In progress; polling Wed 8/10/2016. - Confirmed for 8/10/2016 at the CalWIN Site. Close.

Stacey Drohan 4/15/2016 4/15/2016

70 4/15/2016 Bring back OPAC Co-Chairs model to OPAC to discuss the option of keeping two Co-Chairs but add a WCDS rep.

5/6: OPAC agreed to have two County Chairs and One WCDS Rep. To close.

Victoria Tran/ Hali Reyes

5/13/2016 4/28/2016

SAWS INTERNAL REQUEST FOR RESEARCH & ANALYSIS (SIRFRA) CDSS Tracking # 3341

1. Requestor Name: SAWS Unit for: Todd Bland

2. County/Consortium: CalWIN, C-IV, LEADER/ LRS

3. Phone No: (916) 657-3546

4. Subject: County Level Reports

5. WIC/Regulation Cite(s):

6. References: (include ACL/ACIN, court cases, etc)

7. Date of Request: 5/2/16 (sent on 05/03/16) Please respond by: May 20, 2016 Date closed:

8. Enter Affected Program(s): CalFresh/CFAP/E&T CalWORKs/Welfare to Work Foster Care

1. What is the SAWS question, issue or problem? (Please include case specific details if applicable, attach any relevant forms/NOAs, and your question, issue or problem)

Please provide PDF or other electronic format copies of existing SAWS produced management reports and dashboards that pertain to CDSS programs and contain county level information for the month of March 2016 for any case status (e.g., pending, active, discontinued, or closed) for all counties. To accomplish this, CDSS expects the SAWS to engage in a good faith effort to review their existing reports and dashboards and provide copies of all that contain information for CDSS programs at a county level or higher. Reports and dashboards that are at a level lower than county (e.g., region, office, unit, or worker) level, and reports with PII must NOT be provided. In order to expedite this request, and to minimize the workload for SAWS, CDSS is NOT requesting online access to these reports at this time, nor is CDSS requesting these reports be provided on an ongoing basis at this time. CDSS is also NOT requesting any modifications to existing reports at this time. This request has been authorized as part of the ongoing dialogue between CDSS, CWDA, and County Directors/Consortia Chairs, and timely responses are essential for CDSS to have time to review these reports and provide the needed input into the state’s long term reporting needs prior to a meeting in early June.

Agenda Item 6.1.1

Phase I – BI Foundation Executive Update

CalWIN Business Intelligence

5/6/2016 1

Agenda Item 8

Agenda

• BI Foundation Scope, Details,

Architecture

• What Worked

• Demo

• Adoption

• Phase 2 – BI Enhancement

5/6/2016 2

• Provides centralized intra-Consortium data repository• Supports Standardized analysis across a single County, a

combination of Counties or Consortium-wide perspective• Allows for trending and forecasting, making data insight

actionable and support data driven decision making• Provides the ability to analyze details of what has happened

through drill down features• Grants the ability to integrate external data

BI Foundation - Scope

5/6/2016 3

• Tools: Oracle Business Intelligence (OBIEE) and Informatica PowerCenter

• 9 Subject Areas (Application, Case Program Caseload, etc.)• All Counties have access to their own County Data with daily

refreshes• Geo-mapping dashboard • Data Lineage and Documentation• Service Catalog• CalWIN Mobile• Training May 18 and 24th Train-4-Trainer• UAT/Pilot started May 2nd

• BI Foundation Go Live June 29 2016

BI Foundation - Details

5/6/2016 4

BusinessIntelligence

(OBIEE)

BI Foundation - ArchitectureNear-Term (2-3 Years)

CalWINEnterprise

DB

CWIS

DR

CISReplication

Server

EODS EDW

Advanced Analytics (Haven)

– CalWIN Information Server (CWIS)– Establishes a robust single source of all CalWIN

data

– Serves non-transactional and non-production needs

– Eliminates data replication & sprawl

– Immediate use by BI & AA

– County and State data needs (CIS, MR, extracts) are served in same manner with gradual evolution planned if desired

– Status – Interim solution in place; permanent solution being solutioned (also, considering Long-Term Architecture for capacity planning)

5

• Incremental Approach – 3 Beta releases allowed for continuous feedback which resulted in many improvements

• Project Action Team – Engagement and responsiveness was paramount in prioritizing development, clarifying ambiguities and resolving issues

• Vendor Support – Team flexibility and understanding the big picture paid off (Actual Value vs Perceived Value)

• Team approach – PAT, WCDS and HPE (appropriate channels in place for escalations and problem resolution)

• Communication Plan – Monthly Newsletter, county visits with demos, Regular all-county calls, OPAC and BOD updates, Report Review teleconferences etc.

• Organizational Change Management (OCM) – Provides Individual County support

What Worked

5/6/2016 6

Executive Sponsorship and Oversight

Organizational Transformation - OCM

Continual Project Support

Ongoing Communication (building Confidence)

Regular Trainings Add’l BI Capabilities BI Improvements

Need to keep momentum going

Adoption Support

23 232 476 407 353 573 155 458 280 368 233 397 483 458 243 356 741 70610721063

720

1282

2568

15551235Co

unts

Week of

CalWIN Business Intelligence Usage

Report Count Linear (Report Count)

2

10 11

8 911

2

9 9 10

6

11 10 9

6

10

13 12

15

11 12 13

16

10

15

Coun

ts

Week of

CalWIN Business Intelligence UsageNumber of Counties Linear (Number of Counties)

5/6/2016 7

• Additional Subject Areas – Renewals, CMS, Client Correspondence, External Referrals (CBOs)

• Additional Reports/Dashboards – EmploymentServices, Point-in-Time and Heat Maps

• Additional Capabilities – Enhancements to CalWIN Mobile BI, Seamless integration with CalWIN and CalHEERs’ BI Reports

• Additional Data Sources – Standard Models for different Local Sources• Identity Resolution – CalWIN IR, and possible External sources (TBD)• MR Report Fixes (6877) – 7 State Reports (DFA296, CA237) to be re-

engineered via ETL and Provided as OBIEE reports (Contractual commitment)

Phase 2 – BI Enhancements

5/6/2016 8

Questions?

5/6/2016 9

Strategic Engagement, Tracking, & Integration Strategic Goals Overall

May 13, 2016

Strategic Goal Highlights:• BI HPE Team continue formal Test Phase (front to end testing, data quality,

performance, and regression testing) – Counties began QA/Pilot phase (UAT)• Data Governance policies provided to OPAC for recommendation to BOD (eVote)• Advance Analytics next Phase completed first of three iterations. Second

Iteration began this month. All-day Training Workshops delivered last month.• Usability Portfolio going to Steering Committee for oversight and future

considerations (prioritize potential projects for OPAC recommendation)• WCDS onboarding BRE project manager (Stacey Savidge)• HPE planning NextGen CalWIN presentation to OPAC this month• WCDS Quarterly Regional Manager Meetings completed in April• WCDS renewing work on Relationship Map and planning on presentation to BOD.

Strategic Planning and Process:• WCDS/HPE Strategic Goal teams are assessing 2016 direction and roadmap • SG teams prioritizing potential Quick Wins and Long Term projects

• SG1 – BI Phase II hit list out for estimates (Months 19 – 36 of BI Project)• SG2 – Business Rules Engine (BRE) project planning and governance• SG3 – Relationship Matrix being reworked

• Data Capability and Access Quarterly Meetings on May 18 with CDSS/OSI• Three year Strategic and Technology plan under develop/update• Strategic Initiative report being updated to include measures, targets and metrics

to better convey progress and success criteria• Preparation for WCDS August Strategic Planning Meeting underway

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 in the future

= On track= Off track= At risk

Agenda Item 9.1

Strategic Engagement, Tracking, & Integration Business Intelligence Tracking

May 13, 2016

Business Intelligence (BI)Data Quantity:• 85+ Key Business

Questions answered• 80 Requirements• 123 Acceptance Criteria• 500+ Test Cases• 7 Security Access Profiles

May Activities• UAT began (5/2)• Training 5/18 & 5/24• Final Delivery of

Increment 3June Activities• UAT concludes• BOD Vote on Phase II

enhancements• Go Live 06/29/2016

23 232476407 353573155458280368233397483458243356741706107210637201282

2568

15551235Co

unts

Week of

CalWIN Business Intelligence UsageReport Count Linear (Report Count)

210 11

8 9 112 9 9 10

611 10 9 6

1013 12

1511 12 13

16

1015

Coun

ts

Week of

CalWIN Business Intelligence UsageNumber of Counties Linear (Number of Counties)

1

WCDS Board of Directors Informational Item

Meeting Date: Friday, May 13, 2016 Subject: E-Vote to Elect WCDS Board of Directors’ Co-Chairs FY2016/2017 Presenter: Hali Reyes

Informational Item

An e-vote will be conducted the week following the Board’s May 13, 2016 meeting to elect the WCDS Board Co-Chairs for FY 2016/2017.

Supporting Information

Directors were requested via email to submit nominees to serve as WCDS Board Co-Chair for FY 2016/2017 by COB on Thursday, May 5th prior to the Board’s May 13th meeting. Below are the nominees. WCDS will conduct an e-vote with Directors the week after the Board meeting.

Director County Size Ann Edwards, Sacramento Large Kathy Gallagher, Contra Costa Large Linda Patterson, Placer Small Rick Wanne, San Diego Large Barry Zimmerman, Ventura Medium

Per the Board’s bylaws, Co-Chairs shall be elected by the WCDS Board annually in May for a twelve (12)-month term, beginning on July 1. The WCDS Board Co-Chairs shall form a WCDS Executive Committee to address specific needs. The WCDS Executive Committee shall include the following five (5) members who collectively represent a balance of small, medium and large counties: Past and present Co-Chairs and an At-Large representative. The WCDS Board shall ratify all preliminary decisions made by the WCDS Executive Committee. The current Executive Committee members include:

WCDS Board Executive Committee FY2015/2016 Director County Size Jerry Dunn, Sonoma (At-Large) Medium Ann Edwards, Sacramento (Current Co-Chair) Large Cecilia Espinola, Santa Cruz (At-Large) Small Kathy Gallagher, Contra Costa (At-Large) Large Rick Wanne, San Diego (Past Co-Chair) Large Barry Zimmerman, Ventura (Current Co-Chair; also served as Co-Chair FY2014/2015) Medium

Note: The Executive Committee agreed to expand the committee to six members this fiscal year.

Agenda Item 10.1

open session - calwin5. approval / decision / action item(s) 5.1 approve strategic item as...

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