Meeting Name: eWiSACWIS Organizational Readiness Meeting 9
Place: Waukesha County Health and Human Services Department
Date: May 10, 2004
Time: 10:00 AM – 11:30 AM
Participants: County: Jesus Mireles, Carrie Viola, Jennine Hensleigh, Ann
Christman, Richard Laven, Don Maurer, Russ Kutz, Jayne Weyer,
Lisa Alden, Heidi Danko, Gary Von Rueden, Peter Slesar, Jeri
Shryock, Don Daniels, Pat Voss, Jeanette Braun, Daniel Prust,
State: Gary Groth
CGI-AMS: John Mennell, Stanley Hollingshead
SUMMARY OF MEETING POINTS:
Review Minutes and Action Items
John reviewed the minutes from the prior week, as well as all outstanding action items, as
Kathleen reported that the high-level design for the CIA is complete and the detailed
design is underway. She does not anticipate any obstacles to going live with the CIA by ththe County’s eWiSACWIS live date of June 28.
Kathleen reported that delivery of the Case Management interface will proceed in three
phases. During Phase I, ad hoc reports will be produced from the nightly replication of
the Case Management database. Data from the reports will be manually entered in
PeopleLink. The County will hire additional staff for this. Phase I will commence as th. soon as possible after going live with eWiSACWIS on June 28Don Maurer
emphasized the importance of determining the scope of the effort so that staffing can be
organized with enough lead-time for PeopleLink training. The County interface team
will estimate the level of effort for manual data entry. Phase II, with a target delivery
timeframe of Q4, will automate the posting of service strips from eWiSACWIS to
PeopleLink. Phase III, which also has a target delivery timeframe of Q4, will automate
the posting of client demographic data from eWiSACWIS to PeopleLink.
The County decided to go live financially as soon as possible after their eWiSACWIS thlive date of June 28 and to manually enter financial data in County systems and check numbers in eWiSACWIS until the Financial interface is ready. The County will run
financial transactions in parallel to reconcile between their current financial process and
eWiSACWIS for a month or two after going live, depending on the quality of converted
placement data. Gary noted that the County will need to continue to enter data in the
HSRS CSC module until they go live financially, which is marked by entering the check
numbers for paid placements into eWiSACWIS. This can be done either manually or via
the financial interface. Kathleen reported that the timeframe for delivery of the Financial
interface is Q4.
The County reported success with preparations for replicating the Case Management
database to their enterprise version of Oracle, but is working through database access
John noted that Benchmark test would be conducted next week.
Heidi reported that extracts for all data except placements will be submitted this week for
Dry Run 1. Superusers will validate case data in eWiSACWIS next week. The
Implementation team will conduct one-on-one eWiSACWIS orientation for data thvalidation workers starting at 8:30 AM on Tuesday, May 18. Workers will use
instructions prepared for Staging Database validation as their guide.
Work on converting placements has commenced. Workers will validate placement data
via Staging Database reports. Placement extracts will be submitted for scrubbing and for
Dry Run 2. The County Conversion team is working to clean-up placement data,
especially overlapping placement dates.
The scope of the data conversion effort was recapped to include:
? data for all CPS cases, and all other cases with court orders that were open on or after
June 1, 2002, including only paid placement history that can be captured from
automated data sources, and
? complete placement history (paid and non-paid) for cases with children who had open
placements on or after April 1, 2004. The non-paid placements for these children will stneed to be researched, including placements that occurred prior to April 1. Workers
will be provided with a list of the children who are within the scope of this effort and
will verify the entire placement history for those children. The placement data that is
not available from electronic sources will be manually entered in the Staging
There was a discussion about self-registration for workers who will be conducting data
validation. The County confirmed that superusers will validate data during Dry Run 1
and all workers with caseloads will validate data during Dry Run 2. The Implementation
team will provide the County with a report of who has completed the self-registration
? Heidi asked for clarification on how to handle overlapping dates between foster
placements and shelter care placements.
Gary recommended that, for historical placements, the shelter care placement not be
entered if a foster home was still being paid while the child was in shelter care.
? There was a discussion about how to fill gaps in placement history for non-paid
placements that were not recorded in PeopleLink.
Gary recommended that the County focus on entering the placement histories for
children who had open placements in the most recent AFCARS reporting period,
starting on April 1, 2004.
? There was a discussion about how to handle placement dates for delinquent
children who had been living with relatives prior to the County’s involvement.
Gary noted that there is a doctrine that could set the begin date for such placements in
advance of the date of the court order. However, for the purpose of conversion, he
recommended using the date of the court order as the placement start date.
? The county asked if they need to record as an out of home placement a child
living with a relative prior to county intervention if the court subsequently
intervened but did not designate the relative home as an out of home placement.
Gary replied that if the court order truly did not call the stay with the relative an out
of home placement the County should consult with their District Attorney or
Corporation Counsel as to the appropriateness of the order. In other counties, once
the court intervenes, the stay with the relatives is an out of home placement unless the
relatives have been appointed guardians.
Review Readiness Checklists
The group reviewed the workplan across each of the four areas of Implementation
readiness. All program readiness tasks are proceeding on schedule. Tasks related to the
CIA, Case Management and Financial interfaces will be completed according to
schedules outside of the dates listed in the Planner. The CIA is expected to be ready by ththe County’s live date of June 28. Delivery of the Case Management and Financial
interfaces is scheduled for Q4.
Preparations for Upcoming Meetings
OR Meeting 10 will be held on 5/17. The third and fourth workflow sessions covering
the topics of Providers, Placements and In Home Services will take place on 5/17. The
Implementation team will conduct one-on-one eWiSACWIS orientation for workers who
will be conducting data validation during Dry Run 1. A workflow recap for Juvenile
Justice and Kinship is scheduled for 5/24. Training orientation sessions will be held on ththMay 25 and 26 at 9:00 AM and 10:30 AM. The OR and workflow meetings for 5/31
have been rescheduled to 6/2 due to the Memorial Day holiday. The workflow session on
6/2 will recap all topics including the financial process.
Don Maurer noted that workflow sessions blend application and business steps. He
thanked Dan Prust for documenting the discussion from the first workflow session and
noted that someone will need to take notes at each of the upcoming sessions.
Previous Action Items:
OR3-1 Check on availability of a Case Management/Oracle replication during dry
runs for testing interfaces (CGI-AMS, due 4/12). Status: Reopened.
OR8-1 Investigate why Provider Service Rates are scrubbing at about 5% and
whether this will be addressed by the Project (CGI-AMS, due 5/10). Status:
New Action Items:
OR9-1 Send report of self-registration status (CGI-AMS, due 5/11). Status:
OR9-2 Send data validation instructions to Implementation team (County, due 5/10).
OR9-3 Schedule data validation workers for one-on-one eWiSACWIS orientation
sessions with the Implementation team starting at 8:30 AM on Tuesday, May th 18(County, 5/17). Status: Open.