04/18/2016 3:30-4:30 UBS Building, 10 th Floor, Conference Room 10B Commissioner Hommrich, Debbie Miller, Britany Binkowski, Julie Rotella, Douglas Swisher, Sherri Hale, Jerry L. Jones, Laurie Baker, Jerry Imsand, John Jacobs, John Dooner, Cynthia Wampler, Haroon Iqbal, Andy Shookoff, Dr. Lisa Pellegrin and Anne Henson Michael Cull, Scott Modell 1. Commissioner Hommrich and Jerry l. Jones will schedule monthly meetings with Strategic Technology Solutions (STS) for facilitating communication and cooperation. 2. Sherri Hale and Commissioner Hommrich will meet to discuss the ability to track the location of DCS employees on mobile devices through the mapping application. Jerry l. Jones facilitated the meeting. See attached copy of the Power Point presentation. TFACTS has attained the compliance level “SACWIS Compliance, Action Plans Approved.” This is a major achievement and Laurie Baker, OIT Director, was given a round of applause for her hard work and major contribution to this effort. The next level to attain is “SACWIS Compliance Achieved”. Commissioner Hommrich asked, “What do we need to do to get to the next and final level?” Answer: “Implement the DCS SACWIS Action Plans.” Jerry l. Jones noted that only 11 states out of 50 are SACWIS compliant. He also stated that the main remaining issues are related to Interfaces with other agencies and OIT will be focusing on interfaces in the next fiscal year. Question asked: When will the Comprehensive Child Welfare Information System (CCWIS) requirements go into effect and what impact will this have on funding? Answer: CCWIS is not finalized yet and may not be enacted until after the November elections. CCWIS funding will be similar to the current SACWIS funding but the currently used SACWIS funding will become less favorable once CCWIS is enacted. Britany Binkowski spoke to MAC Members about changes that will occur once the Permanency Plan Enhancement is deployed. She is receiving a “hot sheet” of key elements impacted by this project from OIT and wanted to ensure that all program areas are aware of the impact of changes, including updates to DC S Policies, Training Curriculum and Work Aids.
Transcript
04/18/2016
3:30-4:30
UBS Building, 10th Floor, Conference Room 10B
Commissioner Hommrich, Debbie Miller, Britany Binkowski, Julie Rotella, Douglas
Swisher, Sherri Hale, Jerry L. Jones, Laurie Baker, Jerry Imsand, John Jacobs, John Dooner, Cynthia
Wampler, Haroon Iqbal, Andy Shookoff, Dr. Lisa Pellegrin and Anne Henson
Michael Cull, Scott Modell
1. Commissioner Hommrich and Jerry l. Jones will schedule monthly meetings with Strategic
Technology Solutions (STS) for facilitating communication and cooperation.
2. Sherri Hale and Commissioner Hommrich will meet to discuss the ability to track the
location of DCS employees on mobile devices through the mapping application.
Jerry l. Jones facilitated the meeting. See attached copy of the Power Point presentation.
TFACTS has attained the compliance level “SACWIS Compliance, Action Plans Approved.” This is a
major achievement and Laurie Baker, OIT Director, was given a round of applause for her hard
work and major contribution to this effort. The next level to attain is “SACWIS Compliance
Achieved”. Commissioner Hommrich asked, “What do we need to do to get to the next and final
level?” Answer: “Implement the DCS SACWIS Action Plans.” Jerry l. Jones noted that only 11 states
out of 50 are SACWIS compliant. He also stated that the main remaining issues are related to
Interfaces with other agencies and OIT will be focusing on interfaces in the next fiscal year.
Question asked: When will the Comprehensive Child Welfare Information System (CCWIS)
requirements go into effect and what impact will this have on funding? Answer: CCWIS is not
finalized yet and may not be enacted until after the November elections. CCWIS funding will be
similar to the current SACWIS funding but the currently used SACWIS funding will become less
favorable once CCWIS is enacted.
Britany Binkowski spoke to MAC Members about changes that will occur once the Permanency
Plan Enhancement is deployed. She is receiving a “hot sheet” of key elements impacted by this
project from OIT and wanted to ensure that all program areas are aware of the impact of
changes, including updates to DC S Policies, Training Curriculum and Work Aids.
Due to a mandated STS upgrade for servers using Windows 2003, the Fiscal Enhancements
Project release target date has been moved from June to July, 2016. The Fiscal Group’s Fox Pro
applications are affected by the mandate and OIT will allocate resources to the server upgrade
before completing the Fiscal Enhancements Project.
Permanency Plan Enhancements will be deployed once the DCS user training has been
completed.
:
Jerry l. Jones noted OIT has struggled to find adequate resources from Knowledge Services for
the team working on Health and Wellbeing. Doug Swisher commented that four additional State
positions will be available on July 1 and no Strategic Hiring approval will be needed before OIT
may proceed with posting these vacancies.
:
TFACTS address verification- The new process was deployed prior to the April 1 deadline. Over
100,000 existing addresses have been re-verified and all new addresses are being verified with
correct Geocode, Zip Plus 4 and counties.
Content Storage- New content storage process was deployed prior to the April 1 deadline.
Adobe Connect- A communication will be released this week with instructions on using the new
shared accounts, thus completing the project prior to April 30 deadline.
TFACTS Online Help- Moved outside of TFACTS so that Help documents may be updated without
any disruption to the TFACTS application.
Skype for Business:
STS is targeted to migrate DCS to the Microsoft Online Services, by Fall 2016. Once migration
is complete, the DCS Skype project will resume with target date of December, 2016.
Notification Project:
The Department of Health has completed their procurement of the Everbridge application for
mass notifications. Once DCS Legal has completed the review of the Department of Health’s
contract, OIT will file the STS Preapproval Endorsement and DCS Everbridge Service
Agreement with STS and Central Purchasing for approval. Jerry l. Jones noted that the new
application will broaden DCS’ ability to send different types of notifications to predetermined
teams as well as all Agency employees with cost savings per transaction over the previous
application.
Electronic Signature:
OIT is working to integrate Adobe esign into TFACTS forms. Additionally, OIT will be working
with DCS business units to convert Administrative “Non TFACTS” forms to electronic forms.
Content Storage:
OIT work continues on migrating TFACTS documents from FileNet to Isilon.
TFACTS form generation:
OIT continues to work on migrating Crystal reports to Jasper reports prior to July 1, 2016. A
contractor with Jasper reports experience will start on May 2, 2016.
Time did not allow for discussion of all the ongoing work but details of work are included in the
attached Power Point. Additional ongoing work includes: Person Search, Disaster Recovery,
Credit Checks on Youth, iPhone Project, and YDC TV installations.
MAC members discussed the ability to track an employee’s location by using a DCS iPhone
mapping application, especially as the rollout to AWS continues. Several issues were identified
that needed further discussion and Sherri Hale, Commissioner Hommrich and others will be
meeting to discuss.
The meeting adjourned at 4:30.
MAC Meeting
04-18-2016
Agenda
• SACWIS Compliance Update
• Discussion
• MAC Priority Projects
• Other Work
SACWIS Compliance Update
• TFACTS is now “SACWIS Compliance, Action Plans Approved”
• Discussion with Britany in regards to parent-child visit
2016 MAC Priority Project Timeline
** P2: Payments (placements, case services, medical services and/or subsidies)
Other Work - Accomplished
• TFACTS Database Obfuscation (April 1 deadline) – Created process to “scramble” confidential information – Successfully ran 3/28/2016
• TFACTS Training Environment (April 1 deadline) – New environment was available 4/1/16 – Training is now on current TFACTS version – Automated process to enter test data
Other Work - Accomplished
• TFACTS Address verification (April 1 deadline) – TFACTS has been using the new address verification since 3/23/16 – Have re-verified 100,000 existing addresses to date – All new addresses and re-verified addresses now have:
• Geocode information • Zip plus 4 • Correct TN County, Out of State County
• Content Storage – Phase 1 (April 1 deadline) – TFACTS and Incident Reports has been using the new content
storage since 3/23/2016 – No visual change to users
Other Work - Accomplished
• Adobe Connect (April deadline) – 23 total licenses
• 9 not shared • 14 shared
– Communication going out this week with guide on how to use shared accounts
– OIT will monitor usage of shared accounts
• TFACTS Online Help (April deadline) – Moved outside of TFACTS on 4/12/16 – Can be updated without any disruption
Other Work - Ongoing
• Skype for Business – DCS is scheduled to be migrated to Microsoft Online Services late
Fall 2016. – New target date for Skype is December 2016.
• Notification Project – Department of Health has procured Everbridge using local
purchase authority (PO) – We have received a copy of the contract and it is being reviewed
by DCS Legal – Next Steps:
• File the STS Pre-Approval Endorsement form and service agreement with CPO
• Building framework to integrate Adobe eSign into TFACTS • On track to integrate 2 forms by the end of June 2016
– Administrative eForms
• Example: HR new hire forms • Conversions done initially by OIT • Next steps:
– Identify first business unit – Perform a structured business analysis – Form a working group to begin the migration
Other Work - Ongoing
• Content Storage – Phase 2 – Designing new TFACTS document upload/viewing features – Developing process to migrate TFACTS documents from FileNet to
Isilon storage.
• TFACTS form generation – TFACTS Reporting Server, BOE Crystal Reports, will be sunset on
12/31/16. – New cost model takes effect 7/1/16 – Approximately 70 Crystal Report forms to migrate – Forms will be migrated “As Is” to either Jasper Reports or Adobe
eSign – Hired Contractor with Jasper Reports experience
• Start date May 2nd
Other Work - Ongoing
• Person Search – Phase 1 is the deployment of the new Person/Address search
engine – Phase 2 is a redesign of the search pages in TFACTS – Phase 1 Production deployment targeted on or before the week of
June 6th
• Disaster Recovery – Waiting for Statewide hardware contract – Equipment will be ordered once the contract is available – Estimating project will take 4-5 months once the contract is
available – Provides TFACTS availability during a South Data Center outage
and also during quarterly security outages
Other Work - Ongoing
• Credit Checks on Youth – DCS Legal working with CPO and Meridian Link on contract
language – Meridian Link cost is $1.55 per tri-credit check request
• Approximately $6,000 per year – Next available product is $15.00 per tri-credit check request
• Approximately $58,000 per year • Uses Meridian Link service
• iPhone Project – 30 days in of 60 day pilot – Next steps:
• Coordinate with RA on IPT phone collection • Send out final survey at end of Pilot • Develop roll out plan for FY 17
Other Work - Ongoing
YDC TV Status • Wilder - Done
– Cabling complete – Ordering Mounts – Ordering HDMI cables – April 7, 2016 estimated completion date
• Mountain View - Done – No cabling required – Ordering Mounts – need Corp CC to reduce delay – Ordering HDMI cables – need Corp CC to reduce delay – March 31, 2016 estimated completion date
• New Visions – On track to meet completion date – Cabling in progress – Ordering Mounts – need Corp CC – Ordering HDMI cables – need Corp CC – May 1, 2016 estimated completion date
Other Work - Ongoing
iPhone application to upload images/document directly into TFACTS
Other Work - Ongoing
iPhone application to display location of team members
