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MEETING MINUTES

By Kelly Collins,2014-04-15 09:00
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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

    MEETING MINUTES

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,

    Kathleen Polaski

     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

    noted below.

Technical Readiness

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

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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

    issues.

John noted that Benchmark test would be conducted next week.

Questions/Issues/Decisions

? None.

    Data Readiness

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

    Database.

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

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team will provide the County with a report of who has completed the self-registration

    process.

    Questions/Issues/Decisions

? 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.

    Questions/Issues/Decisions

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? None.

    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.

Questions/Issues/Decisions

? None

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:

    Resolved.

New Action Items:

OR9-1 Send report of self-registration status (CGI-AMS, due 5/11). Status:

    Resolved.

OR9-2 Send data validation instructions to Implementation team (County, due 5/10).

    Status: Open.

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.

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