Project Steering Committee Meeting Overview

Project Steering Committee Meeting April 18, 2019 1

CalACES PSC AGENDA 1. Call Meeting to Order 2. Agenda Review 3. Public opportunity to speak on items not on the Agenda 2

CalACES PSC Action Item 3

CalACES PSC 4. Approve the Minutes of the March 21, 2019 Project Steering Committee Meeting and review of Action Items. 4

CalACES PSC Informational Items 5

CalACES PSC CalSAWS Project DD&I Status Deliverable Summary Conversion Overview/Update 6

CalACES PSC Application Development Sent out CIT for Functional Analysis Sessions on March 19, 2019. Conducted Webinar for Functional Analysis Sessions on April 1 and April 2, 2019 Continued planning for Functional Analysis Sessions Continued planning for General Designs and Release packaging Conversion Continued developing Master Conversion Plan Continued elaboration of the Accenture / DXC approach to the CalWIN Data Conversion Technical Architecture and Cloud Bridge Completed preparation activities for the purchasing of Exchange hardware and submitted for procurement Continued planning and deployment of development environments in the AWS Cloud Continued planning deployment of development workstations for the South Completed the email domain change from CalACES.org to CalSAWS.org DD&I Status 7

CalACES PSC Project Management Office (PMO) Completed two PMO planning Deliverables: Project Control Document (PCD) and CalSAWS Migration Work Plan Next step is to develop the rollout plan of the project management processes and Communications Plan to the team as well as relevant stakeholders Commenced gathering CalSAWS DD&I project risks. Next step is to develop mitigation steps to manage those risks. Developed Integrated Organization Chart at the Leadership and Management level Completed the Pyrites Suite 130 Construction Plan. Submitted for Building Permit Approval and General Contractor solicitations Executed the lease extension for Pyrites Suite 150/175 through October 2020 with three optional one-year extensions; Next is the execution of the lease for Pyrites Suite 130 (new expanded space) and Pyrites Suite 100 (temporary space May September) DD&I Status 8

CalACES PSC Deliverable Management DD&I Status DEL # DELIVERABLE NAME STATUS DUE DATE Submitted Final Deliverable on April 2, 2019. Received Consortium approval on April 9, 2019 as planned. Completed. Submitted Final Deliverable on April 2, 2019. Received Consortium approval on April 9, 2019 as planned. Completed. Submitted Draft DED on April 12, 2019. Received Consortium approval on April 18, 2019. Deliverable Approval: Planned: April 9, 2019 Actual: April 9, 2019 1 CalSAWS Migration Work Plan Deliverable Approval: Planned: April 9, 2019 Actual: April 9, 2019 CalSAWS Migration Project Control Document 2 DED Approval: Planned: April 18, 2019 Actual: April 18, 2019 Final DED: Submission: April 12, 2019 Approval: April 18, 2019 Draft DED submission target for May 22, 2019 5 CalACES Master Conversion Plan Application Development Preparation and Installation Plan Developed Draft DED for Consortium feedback. 6 CalSAWS Business Architecture Design CalSAWS General Design (Page/Report/Correspondence Changes per Requirement) Continued analyzing requirements for Deliverable 8 Continued analyzing requirements for Deliverable Draft DED submission target for June 6, 2019 9 Continued analyzing requirements for Deliverable Draft DED submission target for June 6, 2019 10 CalSAWS Master Test Plan 9

CalACES PSC Conversion Overview KEY MILESTONES Data Mapping Complete Build Complete System Test Complete Mock Conversions Cutover(s) 10

CalACES PSC CalSAWS Staffing Update 11

CalACES PSC CalSAWS Staffing Update Activities since last PSC: Met with CalACES South Staff, March 19, 2019 Sent and received Staff Survey Forms The Acting Section Directors have reviewed and held individual conversations. Acting Section Directors finalized position selections and made recommendations to SAWS Project Executive Directors. Next Steps: After final approval, a new organizational chart will be distributed with filled positions identified for CalSAWS DD&I/M&O. Recruitment for remaining open positions will begin immediately following approval of lateral transfers. 12

CalACES PSC CalSAWS Governance Status 13

CalSAWS Governance Update CalACES PSC Key Dates: Executed JPA and MOU documents must be received by Consortium May 15, 2019. Progress to date (as of 4/11/19): Number of Counties Approved by BOS Scheduled BOS Date Returned to CalACES Percentage of Completed Not Scheduled Percentage Scheduled 58 35 26 0 100% 60% SAVE THE DATE June 28, 2019 - Joint Board and Member Representative meeting (including WCDS Counties) 14

CalACES PSC Cloud Migration Status Update 15

CalACES PSC SFY 18/19 SFY 19/20 SFY 20/21 SFY 21/22 SFY 22/23 SFY 23/24 FFY 2019 FFY 2020 FFY 2021 FFY 2022 FFY 2023 May-19 May-20 May-21 May-22 May-23 Mar-19 Mar-20 Mar-21 Mar-22 Mar-23 Nov-19 Nov-20 Nov-21 Nov-22 Aug-19 Aug-20 Aug-21 Aug-22 Dec-19 Dec-20 Dec-21 Dec-22 Apr-19 Sep-19 Feb-20 Apr-20 Sep-20 Feb-21 Apr-21 Sep-21 Feb-22 Apr-22 Sep-22 Feb-23 Apr-23 Oct-19 Oct-20 Oct-21 Oct-22 Jun-19 Jun-20 Jun-21 Jun-22 Jun-23 Jan-20 Jan-21 Jan-22 Jan-23 Jul-19 Jul-20 Jul-21 Jul-22 Migration Month # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 Key Cutover Dates LRS to Code Code Code Code Code Code Code Code C-IV Go-live First CalWIN County Go-live Last CalWIN County Go-live Final Acceptance Cloud Deployment Deployment Deployment Deployment Deployment Deployment Deployment Deployment CalWIN Sunset Build Base and Cloud Network Network Design and Build Security Design and Build Network Testing Security Testing Deployment Build/Migrate Environments Environment Build (Development) Environment Build (Test) County Validatoin Environment Build (Production) Migrate WCC to AWS S3 Migrate to Adobe SaaS Replatform Backend Services Migrate YBN to AWS Scaling MEDS Child Support EDBC Sweeps EDBC Streams Batch Architecture Cloud Native Architecture Security Stack Product Replacement Analytics Dashboards Reporting 16

CalACES PSC User Labs Update 17

C-IV County User Labs RECAP CalACES PSC Objective: To provide the 39 C-IV counties the opportunity to navigate through the LRS system Suggested 3 weeks of User Lab sessions based on major program areas Each User Lab session will provide an overview of the current LRS system, and a guide to understanding current requirements SMEs will be made available to answer specific program area questions Things to consider County staff may be participating in Functional Design sessions through late summer 2019 Cloud implementation will be completed in LRS October 2019 18

CalACES PSC C-IV County User Labs Topic Areas / Logistics RECAP Week 1 CalWORKs, CalFresh Week 2 Medi-Cal Week 3 Welfare-to-Work Note: Participants could attend 1 or more weekly sessions User Labs will run concurrently in both CalSAWS North and South locations Start and end times Monday 12:00 PM 4:30 PM Tuesday - Thursday 8:30 AM 4:30 PM 19

CalACES PSC C-IV County User Labs Schedule Due to the need for Cloud implementation in October and the Functional Design Session participation the recommended option for User Labs schedules is to: Begin User Labs in the first part of January 2020 CIT will be distributed late 2019 for county staff recruitment 20

CalACES PSC System Automation Guidelines Follow-up Discussion from 2/21/19 PSC Meeting 21

CalACES PSC Suggested Core Automation Principles: Solutions shall maximize automation in SCR designs. Solutions shall incorporate county design input from regional committees when determining level of automation in SCR designs. Solutions support a singular interpretation of policy. Solutions work for counties of all sizes and resources. Solutions support multiple business processes where not enforced by policy (i.e. open vs. forced navigation). Solutions account for future maintainability and system performance: Allowing counties to maintain county specific data points (security, mileage rates, automated actions, etc.). Configurability, where appropriate, align with system maintainability and performance SLAs. Solutions may include a multi-phase approach to limit risk, potential impact, and/or meet stakeholder deadlines, when necessary. Solutions do not introduce a migration gap before CalSAWS implementation, unless otherwise agreed upon by Consortium Leadership. Solutions should avoid the introduction of redundant or duplicative functionality. 22

CalACES PSC Automation Principles Committees shall consider alternative approaches when: Total count impacted are less than 1% of the Consortium volume for the given area (e.g. programs, tasks created, applications taken, issuances, etc.) There are viable alternatives available, for example: Changing an individual county business process. Manual system functionality (e.g. manual EDBC, template repository, ad hoc reporting, etc.). Time required to utilize alternative does not cause undue hardship on the Counties (e.g. worker/customer/staffing issues or delayed processing). When the Counties (through the Committees) have not prioritized or requested the change. 23

CalACES PSC Status of Procurements OCAT QA Portal/Mobile CalWIN Training, Change Management and Implementation Support 24

OCAT Procurement: Key Tasks and Timeframes CalACES PSC Key Milestones OCAT RFP Release Date Friday, Dec 14 Vendors Conference Monday, Jan 7 Proposal Due Date Friday, Feb 8 Proposal Evaluation Monday, Feb 11 Thursday, Apr 18 Oral Presentations/Key Staff Interviews Monday, Apr 8 Wednesday, Apr 10 Prepare Vendor Selection Report Friday, Apr 19 Friday, May 3 Vendor Selection Report Review & Approval Monday, May 6 Friday, May 10 Release Notice of Intent to Award Monday, May 13 Negotiations & State & JPA Approvals Wednesday, May 15 Friday, Jun 28 OCAT Vendor Start Date Monday, Jul 1 25

QA Procurement Key Tasks and Timeframes CalACES PSC Key Milestones QA RFP Release Date Friday, Dec 14 Vendors Conference Monday, Jan 7 Proposal Due Date Friday, Feb 8 Proposal Evaluation Monday, Feb 11 Wednesday, Mar 20 Oral Presentations/Key Staff Interviews Monday, Mar 18 Wednesday, Mar 20 Prepare Vendor Selection Report Thursday, Apr 4 Friday, Apr 12 Vendor Selection Report Review & Approval Monday, Apr 15 Friday, Apr 19 Release Notice of Intent to Award Monday, Apr 22 Negotiations & State, Federal & JPA Approvals Wednesday, Apr 24 Friday, June 28 QA Vendor Start Date Monday, Jul 1 26

Portal/Mobile CalACES PSC Key Milestones Prepare Portal/Mobile RFP: Wednesday, Apr 3 Wednesday, Jun 19 Define Portal/Mobile System Requirements: Wednesday, Apr 3 Tuesday, May 21 Consortium, State and Federal Review of RFP: Thursday, Jun 20 Tuesday, Sep 3 RFP Release Date Tuesday, Sep 4 Vendors Conference Tuesday, Sep 17 Proposal Due Date Monday, Nov 4 Proposal Evaluation Tuesday, Nov 5, 2019 Friday, Jan 24, 2020 Oral Presentations/Key Staff Interviews Tuesday, Jan 14 Friday, Jan 17, 2020 Prepare Vendor Selection Report Monday, Jan 27 Tuesday, Feb 4, 2020 Vendor Selection Report Review & Approval Wednesday, Feb 5 Tuesday, Feb 11, 2020 Release Notice of Intent to Award Wednesday, Feb 12, 2020 Negotiations & State, Federal & JPA Approvals Friday, Feb 14 Thursday, Apr 9 Portal/Mobile Vendor Start Date Monday, Apr 13 27

CalWIN Training, Change Management & Implementation Support CalACES PSC Key Milestones Prepare CalWIN RFP: Wednesday, May 22 Tuesday, Aug 13 Define CalWIN Requirements: Wednesday, May 22 Tuesday, Jul 16 Consortium, State and Federal Review of RFP: Wednesday, Aug 14 Wednesday, Oct 23 RFP Release Date Thursday, Oct 24 Vendors Conference Wednesday, Nov 6 Proposal Due Date Monday, Dec 23 Proposal Evaluation Tuesday, Dec 24, 2019 Wednesday, Mar 11, 2020 Oral Presentations/Key Staff Interviews Monday, Mar 2 Thursday, Mar 5, 2020 Prepare Vendor Selection Report Thursday, Mar 12 Friday, Mar 20, 2020 Vendor Selection Report Review & Approval Monday, Mar 23 Friday, Mar 27, 2020 Release Notice of Intent to Award Monday, Mar 30, 2020 Negotiations & State, Federal & JPA Approvals Friday, Apr 3 Thursday, Jun 18 CalWIN Vendor Start Date Monday, Jun 22 28

CalACES PSC Communication Overview of CalSAWS Communication Plan/Approach CalSAWS Roadshows Committee Kick-off Webinars 29

CalACES PSC CalSAWS Communications Management Plan Overview Awareness of communication risks How will the risks be addressed by the CalSAWS Communications Plan? How will the Communication Approach be rolled out? What are the biggest communication concerns from the CalSAWS Directors perspective? 30

CalACES PSC CalSAWS Communications Plan Scope How is the staffing changes impact me? How do I get info on what changes are coming and when and how it will impact to my County? How will my County provide design input and testing? Is the Project on schedule and on budget? Are the reports accurate? What are the project statuses and info I need to do my job? How can we have a voice in the system implementation of changes? How is cutover going to impact Business Operation? get info timely to train users? Advocates Counties State Partners Federal Partners Leadership & Directors Project Staff 31

CalACES PSC CalSAWS Communications Approach - Risks Risk Risk Responses Develop the communication framework for all the stakeholders. Check on effectiveness of communication. Solicit feedback, learn, and adjust communication approach. Unless the CalSAWS Project scales up and enhances Project communications, stakeholder needs for timely, tailored and accurate information, as well as the needs of many diverse audience groups, may not be met. Develop and communicate the timeline of what information will be available, when the information will be available, who will receive the information, and how will the information be disseminated (e.g., user involvement in design, conversion cut-over, etc.). Develop and rollout the Communications Roadmap. Plan enhanced communication activities for complex topics aligning with major project milestones on an annual and quarterly horizon timeframe. Create Public Information Office capabilities 32

CalACES PSC Engagement CalSAWS Executive Level Communication Framework Push to Organization Pull from CalSAWS CalSAWS Leadership Meetings JPA Meeting Packets; PSC Meeting Packets CalSAWS External Website* http://www.calaces.org Board Meetings PSC / OPAC Meetings Regional Manager Liaisons System Change Request with Release Timeline** Quarterly Newsletters* Regional Meetings Weekly Status Meetings SharePoint Monthly Risk Management Group Meeting * In-Progress ** Push and Pull 33

CalACES PSC Engagement CalSAWS County Staff Level Communication Framework Push to Organization Pull from CalSAWS Committee Meetings prioritize SCRs, review/approval design & release dates County Information Transmittal (CIT) County Request for Information (CRFI)** JIRA SCRs (PPOC) Functional Design Sessions General Design Sessions* Design.Input@calsaws.org** System Test Webinars / Webcasts** CalSAWS External Website* http://www.calaces.org (critical business changes) Review Release Notes Release Notes / Training Videos* DD&I UAT* CalSAWS Inquiry*/** Quarterly Newsletters* Validation of Converted Test Data * Project.Calendar* * In-Progress ** Push and Pull 34

CalACES PSC Engagement CalSAWS State Level Communication Framework Push to Organization Pull from CalSAWS Committee Design Sessions JPA Meeting Packets; PSC Meeting Packets CalSAWS External Website* http://www.calaces.org General Design Sessions Deliverable Review Weekly DD&I Status Reports Weekly Status Meetings SharePoint Monthly Risk Management Group Meeting Bi-Weekly M&O Status Reports Monthly PSC and JPA Board Meetings Quarterly Newsletters* ACL, SIRFRA, SCERFRA, SARRA Deliverables** State Escalation Process * In-Progress ** Push and Pull 35

CalACES PSC Engagement CalSAWS Federal Level Communication Framework Push to Organization Pull from CalSAWS CalSAWS External Website* http://www.calaces.org Monthly Meetings with State Partners Monthly CMS Medicaid IT Project Status Report* * In-Progress ** Push and Pull 36

CalACES PSC Advocates Level Communication Framework is in progress to be developed/evolved with input from the advocates. As the Stakeholder Engagement in CalSAWS Implementation of Approved Regulation and Enhancements Framework is developed and feedback received, we will enhanced the Advocates Level Communication Framework DRAFT CalSAWS Advocates Level Communication Framework Engagement Push to Organization Pull from CalSAWS CalSAWS External Website* http://www.calaces.org PRA Responses** Monthly Advocates Meetings Committee Meeting Agendas and Meeting Minutes* Quarterly Advocates Meetings Monthly PSC Meetings Major Upcoming Release Document* Monthly JPA Board Meetings Release Notes* * In-Progress ** Push and Pull 37

CalACES PSC CalSAWS Communications Approach Overview Communicate with a purpose Responsibility / Action oriented Timely Reach intended audience Build credibility Manage expectations Consistent message Listen and act on feedback Effective communication Engaging Repetition Multiple communication methods 38

CalACES PSC CalSAWS Enhanced Communications Communication Roadmap A living document that will communicate major milestones, events and activities. Continuously reviewed and updated. Posted and distributed for easy access. Quarterly Review Cycle Plan and execute communication for each communication tracks Confirm Purpose and Goal Confirm Target Audience Confirm Project Executive Key Messages Define Schedule, Stakeholder Interests, Impacts, Risks Increased planning and execution effort in order to deliver effective communication that Impacts a large number of stakeholders, contain complex topics, and align with major Project milestones (e.g., Cloud Enablement, CalWIN Training, Cutover, etc.) 39

CalACES PSC Sample Annual Horizon Planning CalSAWS Enhanced Communications Communication Tracks MILESTONE Deliverable Schedule DDEL (May 10) Deliverable Schedule FDEL (Jun 6) Planning Start Analysis Continues C-IV Conversion March April May June July Present Conversion Approach at PSC at JPA August September October Design Start Present C-IV Conversion Approach and Solicit Feedback Present Conversion Approach MILESTONE Deliverable Schedule DDEL (Aug 12) Deliverable Schedule FDEL (Sep 3) Planning Start Pre-Planning Discussions C-IV Training March April May June July August September October MILESTONE Present C-IV Training Approach at JPA Present Present C-IV Detailed Training Approach and Solicit Feedback C-IV Training Approach at PSC Region 6 Participation Overview CalSAWS Leadership MILESTONE MILESTONE Present Reg 6 to PSC MILESTONE Present Reg 6 to JPA Planning Start Plan for CIT to Counties As-Needed Comms LRS Cloud Enablement March April May June July August September October Present Final Region 6 Participation to CalSAWS Leadership Conduct Touchpoint with R6 Send CIT to Counties Minimize LA County Operations when migrating LRS Production to AWS Cloud Conduct Touchpoint with Region 6 40

CalACES PSC CalSAWS Enhanced Communications Sample Quarterly Review Cycle Q3 Q4 Q1 Q2 Execute Q1 Communications Execute Q2 Communications Project Initiation Lead Up to Cloud SSI Cash Out Begin Design / Release Planning Development for CalSAWS Release Planning Plan Q2 Communications Plan Q3 Communications Lead Up to Cloud Cloud Go-Live Begin Design / Release Planning Development for CalSAWS Release Planning 41

CalACES PSC CalSAWS Communications Roll-Out Approach Develop Communications Management Plan Develop CalSAWS Inquiry Tool Develop Communication Frameworks and Communication Roadmap Develop approach, staff/train and implement CalSAWS External Website CMS Medicaid IT Project Status Report Rollout Enhanced Communication Roadmap (JPA Membership Meeting) Rollout Communication Frameworks to Project and Stakeholders Rollout CalSAWS Inquiry Tool and Process Enhanced Communication Quarterly Review Cycle Planning and Execution Check on implementation of Communication Frameworks; survey and act on feedback 42

CalACES PSC CalSAWS Communications Continuing Challenges 43

CalSAWS Roadshows CalACES PSC CalSAWS Roadshows are in progress: 2 of 6 Regions are complete Great Participation so far Feedback requested from Regions 5 and 6? Region Date/Location Region 1 April 29, 2019/Fairfield, CA Region 2 May 1, 2019/Roseville, CA CalWIN office Region 3 April 23, 2019/Shasta, CA Region 4 May 6, 2019/Fresno, CA Region 5 Region 6 April 10, 2019/Santa Ana, CA April 17, 2019/Los Angeles, CA 44

Committee Kick-off Webinars CalACES PSC There will be committee kick-off webinars in the May/June timeframe The agenda will include: Brief overview of CalSAWS committees Overview of the Software Development Lifecycle Participation needs Committee member responsibilities Regional Voting 45

CalACES PSC Functional Design Sessions Update 46

CalACES PSC Functional Design Sessions Functional Design Sessions are meant to further refine the scope of requirements for the Design and Development phase of the CalSAWS Migration Project. o Clarifies system actions needed o Allows county involvement and input o Provides context to the requirements o Supports the county business processes There will be eight (8) topic areas that will have functional design sessions: o Task Management o Imaging o Non-State Forms o General Assistance/General Relief o Lobby Management Application Programming Interface (API)* o Employment Services Application Programming Interface (API)* o Master Data Management Application Programming Interface (API)* o Ancillary Systems Conversion *TBD Sessions is to be determined 47

CalACES PSC Functional Design Timeline & Locations The Functional Design Sessions will be conducted during the first six months of the CalSAWS Design, Development and Implementation (DD&I) Project. All timelines and locations for each session will be released individually via a County Request For Information (CRFI) process. Counties will be required to submit their attendees for each session.

CalACES PSC Targeted Participants and Dates Participation in the Functional Design Sessions Functional Design Session Attendance Target Dates Task Management 20 per Region 6/24/19 8/2/19 Non-State Forms 20 per Region 6/24/19 8/23/19 Imaging* TBD 5/6/19 6/28/19 GA/GR TBD 5/28/19 6/21/19 APIs (3 Topics) TBD 7/22/19 8/30/19 Ancillary Systems Conversion** 3 Per County 6/10/19 8/23/19 Orientation Sessions were conducted via webinar: 04/01/2019 - 21 Counties Attended 04/02/2019 20 Counties, CDSS, OSI, & CWDA Attended 10 Counties Did Not Attend Either Session *Imaging will have Regional Sessions One Week Session for each Region where Counties will have 3 Participants per County. There will be a one week session after the regional meetings where all the counties collaborate to finalize the imaging requirements. **The Ancillary Systems Conversion session is specific for CalWIN, however CalACES Counties may attend (as space allows).

CalACES PSC M&O Application & Policy Update 50