Children, Youth and Families Department

Children, Youth and Families Department

Children, Youth and Families Department EPICS EPICS Master Project April 26, 2017 1 Introductions Jeffrey Creecy, Information Technology, Application Development Supervisor Ray Vigil, Early Childhood Services, Data Manager 2 EPICS Master Project EPICS - Enterprise Provider Information Constituent Services The EPICS project has evolved from the original vision of a single comprehensive system to replace FACTS and standalone systems to a more modular, service-oriented approach. The EPICS scope consists primarily of the Early Childhood Services (ECS) program. 3 A FY18 C2 Systems Modernization Planning request, to plan for the modular structure needed to support Protective Services (PS) and Juvenile Justice (JJS) program areas and to develop the RFP for a PS Modular system, was not appropriated. Change in Scope Approved at the April 2016 PCC The Phase 4 FACTS Juvenile Justice project (FY16 C2) was suspended due to lack of funding. FY17 C2 funding was not appropriated (for year two) needed to complete the project.

The PCC approved a change in scope to use the remaining FY16 C2 funds for: Web self-service functionality for our stakeholders (currently named Digital Services) Develop an integration framework EPICS is a multi-year, phased project with current certified funds of $16.7 million. The total estimated cost for EPICS is $19.8 million. Project Targeted End Date June 30, 2018 EPICS Master Project IV&V Oversight POD, Inc./RESPEC FY17 IV&V Reporting Report Overall Status Overall Trend Interim Report 6/30/17 TBD TBD Interim Report 4/15/17 Green Static Interim Report 2/15/17 Green

Static Interim Report 12/15/16 Green Static Interim Report 9/15/16 Green Static Static Overall Trend: RESPEC IV&V staff sees no change in the overall trend. Based on project performance since the last report, the overall trend remains as Static. The Static trend indicates the project is proceeding as expected and without any major interruptions or critical events which might impact project progress. 4 EPICS Master Project Timeline EPICS Master Timeline Phase 1 Provider Management $1.1 million Federal & General Funds In Production November 2013 Phase 2 Client Management $1.2 million, FY13 C-2 Funds Funded Unfunded In Production August 2014 Phase 3 Service Management

$3.5 million, FY14 C-2 Request In Production November 2015 Phase 3 Race to the Top (Includes: Child Care, Pre-K & Am I Eligible? sub-projects) $9.75 million, Federal & General Funds Am I Eligible? Phase 1 In Production January 2017 In Production April 2017 Pre-K and Child Care Phase 1 Child Care Phase 2 Deployment Targeted March 2018 Am I Eligible? Deployment Targeted Online Application June 2018 Phase 2 Phase 3 Summer Foods $1.25 million, Federal & General Funds Phase 4 FACTS Juvenile Justice SUSPENDED 5 Digital Services $2.7 million, C-2 Funds (FY16/FY17/FY18) $0.3 million, G.F. (FY17) FY12

FY13 FY14 FY15 FY16 FY17 FY18 Deployment Targeted March 2018 Deployments Targeted May 2017 & May 2018 EPICS Master Project Certification Request EPICS Phase 3 Race to the Top Project Project Scope: Child Care, Pre-K and Am I Eligible? (AIE) Request for Funding Certification - $2,159,179 Amount $1,954,411 $204,768 Amount Deliverables CCDF Federal Funds

Child Care Phase 2 Target Production March 2018 AIE Online Application Phase 2 Target Production June 2018 ECIDS support Ongoing CYFD ECS General Funds Funding Source Deliverables Summary $5,032,842of Certified RTTT Federal Funds Funds - $7,583,572 Child Care Phase 1 In Production April 2017 $2,384,758 $165,972 6 Funding Source CCDF Federal Funds CYFD ECS General Funds Pre-K In Production April 2017 EPICS Payments through Share In Production April 2017 Am I Eligible? Phase 1 In Production January 2017 ECIDS support Ongoing Child Care Phase 2 Development EPICS Master Project

Certification Request EPICS Phase 3 Summer Food Project Request for Funding Certification - $626,278 Amount $561,579 $64,699 Amount $49,328 State Admin Expense Federal Funds CCDF Federal Funds Deliverable Summer Food Target Production March 2018 Funding Source Deliverable CCDF Federal Funds Summer Food Development Current Certified Funds - $626,872 $472,842 State Admin Expense Federal Funds $104,702 7 Funding Source

CYFD ECS General Funds Total Certified Funds Including Current Request - $1,253,150 EPICS Master Project Certification Request Digital Services (Web Self-Service) Request for Funding Certification - $316,166 Amount Funding Source Deliverables $117,200 PSSF Title IV-B Federal Funds $198,966 CYFD AS General Funds Adoption/Foster Dashboard (Target: May 2017) Law Enforcement Portal (Target: May 2017) Request for Change in Funding Source CYFD would like to utilize the new request of $316,166 in FY17 in place of a portion of the certified C2 funds.Source This would allow us to use more of the C2 funds in FY18. Amount Funding Deliverables

$793,590 Funds C2 Computer Systems C2 Certified - $793,590 Enhancement Funds 8 Adoption/Foster Dashboard (Target: May 2017) Law Enforcement Portal (Target: May 2017) Investigator Dashboard (Target: May 2018) Statewide Central Intake (SCI) Dashboard (Target May 2018) EPICS Master Project Operational Prior Phases 9 Phase Deliverables In Production Phase 1 Provider Management Child and Adult Care Food Program (CACFP) Background Check for ECS November 2013

Phase 2 Client Management Foundational Client and Staff components Human Resources August 2014 Phase 3 Service Management November 2015 Phase 3 Race to the Top Am I Eligible? Phase 1 January 2017 Child Care Phase 1 Pre-K April 2017 Background Check for HR and PS Domestic Violence Juvenile Community Corrections Contracts Tracking Thank you! 10

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