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PREPARING FOR MIGRATION PHASE 1

BEST PRACTICES

Turning Base Hits into Home Runs!

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WELCOME!

Housekeeping Items Introductions - Name,

Title, Agency, Years and…

1 Best Practice you currently use

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GROUP ACTIVITY

It is Thursday, April 30,1990. You just flipped the page on your

desk calendar and realized that today is a good friend’s birthday and that you forgot to mail a birthday card.

What steps would you take to get a card in the mail to your friend?

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Today is Thursday, April 30, 2015.When you log into FB, you see that

it is a good friend’s birthday.What steps will you take to wish

your friend a happy birthday?

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THE WORLD IS FLAT BY THOMAS FRIEDMAN

Technology is transforming every aspect of business, life and society.

Fundamental shift in the way people do business

Constant innovation Constant adjustment Gaining efficiencies = Gaining

resources Ask “What is the outcome you want to

achieve?” What does the winning team look like?

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MIGRATION PHASE 1 – AUGUST 2015

New Features:Remaining MA programs will be processed in VaCMS

A statewide Document Management Imaging System (DMIS) will be integrated with the VaCMS

Central printing of many notices and forms

Enhanced Dashboard

OVERVIEWHere’s How It Looks

Paper App

CommonHelp

Call Center for MA

Programs Processed in ADAPT (SNAP, TANF)

Program Processed

in EAP (LIHEAP)

VACMS (Programs

Processed: MA F&C, ABD, LTC,

Childcare )

Centralized Printing

mails notices to customers

DMIS

Worker for MA or Child Care or CPU for MA

only apps

FFM for MA

DMIS – MA verifications stored electronically

Central Printing - forms and notices printed centrally Enhanced Dashboard – Announcements, Tasks, Reminders, Caseload Statistics

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THE SCORECARDAgency Scorecard – Turning Base Hits into Home Runs

The Winning Team Will… 1 2 3 4 5 Priorities  Aggressively Encourage/Support Use of CommonHelp

            

Aggressively Encourage/Support Use of CoverVA

            

Empower Customers to Manage their Cases/Benefits

            

Have Computers and Phones Available for Customer Use

            

Use Volunteers, Community Partners, Work Experience Clients to Assist

            

Schedule Phone Interviews; Reduce/Eliminate Face-to-Face

            

Implement Designated Liaison(s) for Migration

            

Assign ABD-Only& LTC Workers to Process F&C Apps & Renewals

            

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THE WINNING TEAM WILL…

Manage by Numbers

Educate Customers

Train Staff and Supervisors

Manage Workloads

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GETTING FROM HERE TO THERE

You’re in the Batter’s Box-Initial Stage

1st Base - Procedures Developed

2nd Base – Integrated

3rd Base - Managed and Predictable

Home Run - Optimized

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NEXT STEPS

Look at the Best Practices you have checked.

Give them a score of 1 – 5. Pick 3 practices you would like to

implement or work to improve. *Suggestion

Prioritize them. Using the S.M.A.R.T. goal setting technique,

work with your team to come up with a plan.

Specific, Measurable, Attainable, Realistic and Timed-Properly.

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KEY CHARACTERISTICS OF A SUCCESSFUL LDSS BUSINESS MODEL

1. Visionary & Innovative

2. Customer Centric

3. High-quality Products/Services/Programs

that Produce the Best Outcomes

4. Integrated/Coordinated/Independent

System

5. Maintains Relationships in a Positive,

Helpful Way with Customers

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KEY CHARACTERISTICS OF A SUCCESSFUL LDSS BUSINESS MODEL

6. Maximizes Technology

7. Empowers People

8. Embraces Community Resources as Partners

9. Encourages Creative Funding

10. Measures Performance

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THANK YOU!

Questions?