1 isd2 replacement project (isd2r) pcc update 07/23/10
TRANSCRIPT
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ISD2 Replacement Project (ISD2R)
PCC Update 07/23/10
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ISD2R Agenda
Objective Background Executive Review Including Health Care
Reform Sub-projects Reviews: Budgets Going Forward
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Objective
Replace the Income Support Division (ISD), Integration Services Delivery (ISD2) System which manages benefits for over 700,000 clients who receive Food Stamps (SNAP), Energy Assistance , Medicaid, and Cash Assistance.
Meet Requirements of Health Care Reform Act of 2010
Partner with the following Federal Agencies: Food and Nutrition Services (FNS) Centers for Medicare and Medicaid (CMS) Administration of Children and Families (ACF)
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Background The Replacement Project was submitted in Sept. 2006
and included three phases: Planning Web Access Replacement System
By 2009 the Replacement Project focused on multiple Sub-Projects: Yes-NM Encounter Tracking Data Conversion Business Intelligence Imaging
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Executive Review In Jan-Apr 2010 an Executive Review took place. Key Questions on Project Scope:
What is the core functionality? The Replacement System
What do you need for “no wrong door” and access the core functionality? Web Access
What do you need for key performance indicators? Reporting
Executive Review Outcome: Planning for the Replacement System taking into Consideration
Health Care Reform Action: Review off existing and potential replacement systems.
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Health Care Reform
Systems Reviewed: Visited Michigan (Five member HSD team)
Technology: A good fit Project Management Office (PMO) key to Michigan's success
Demo from California on C-IV C-IV (Old): Technology is old; good graphical interface ASPS (New): Technology a good fit; good graphical interface
Demo from Tennessee and Maine Acceptable fit for HSD and Health Care Reform
Other Demonstrations/Conversations Deloitte, Microsoft, Northrop Grumman
Determination: Send out an open RFP for an Integrator using a contracted Procurement Specialist.
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Sub-Projects
The Scope of the Replacement Project is the Replacement System.
What should be done with the Sub-Projects: Executive Review Outcome:
Cancel or suspend all projects not associated with the Replacement System (ISD2R) Web Access (Public: Yes-NM, Staff: Encounter Tracking)
Suspended Reporting (Data Conversion & Business Intelligence)
Cancelled Imaging (Electronic Documents)
Cancelled Funding sub-projects puts ISD2R at risk Resource contention implementing sub-projects puts ISD2R at risk
Sub-Projects Web Public Access: Yes-NM “Am I Eligible”
In production and M&O contract with vendor expires on 6/30/10 Production and UAT environment must be maintained by DoIT and HSD-ITD
staff
HSD must develop business processes to handle the inevitable increase in applications during a time of record high vacancies in field offices
Reporting (Replaced by “System Integrator”) Encounter Tracking: Stopped at Proof-of-Concept
May be added to Integrator RFP
Business Intelligence: Supported with Internal Staff May be added to Integrator RFP
Imaging: May be added to Integrator RFP
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Funding & Budgets Analysis:
Our State Laws funding the project have been interpreted for two parts of the project: Replacement System Yes-NM
Our Federal Partners divided the Replacement Project into two phases: Planning Implementation
Share represents the tracing of our laws: Z80727 - Replacement System Z80726 - Yes-NM
Budgets Fed-Planning Fed-Implementation
NM-Yes NM (Z80726) Never determined Never determined
NM-Replacement (Z80727) Never determined Never determined
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Funding & Budgets
Federal Partners Budget Approval
Planning Budget Approvals 2006 $ 653,600 2009 $ 1,346,400 Total $ 2,000,000
Pre-Implementation Budget Approvals email dated Sept. 26, 2008 Imaging $ 2,500,000 Yes NM (limited) $ 1,163,190 Business Intelligence $ 618,000 Total $ 4,281,190
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Funding and Budgets Tie Fed Phases with Sub-Projects
Fed Partners Planning and Implementation Phases Fed Partners 2006 APDU Phases 2009 Sub Projects State Laws with Share Z codes
Fed Partners Fed-Planning
Fed-Implementation
2006 P-APDU Planning Web Access Replacement System (Z80726)
2009 P-APDU Planning Web Access Reporting Imaging
2009 P-APDU Planning Yes-NM (Z80727)
Encounter Tracking
Data Conversion
Business Intelligence
Imaging
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Fed Partners - Funding and Budgets Federal Budget Status
For this calculation, each expense from the start of the project to the end of SFY10 was assigned to either Planning or Implementation.
Fed-Planning Fed-Implementation Total
Fed-Budget $ 2,000,000 $ 4,281,190 $ 6,281,190
NM-Expenses $ 528,668 $ 2,579,395 $ 3,108,063
NM-Remaining $ 1,471,332 $ 1,701,795 $ 3,173,127
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NM - Funding and Budgets Sub-Project Budget Status
For this calculation, each expense from the start of the project to the end of SFY10 was assigned to a category. The categories consist of the sub-project or to the Replacement Project.
The expenses for the Replacement Project are $784,238 Examples: contracts for PMP, APDU, IAPD,
NMWeb Access(ET & Yes)
Reporting(DC & BI)
Imaging Total
Fed-Budget $ 1,163,190 $ 618,000 $ 2,500,000 $ 4,281,190
NM-Expenses $ (1,797,583) $ (526,812) $ 0 $ (2,324,395)
NM-Remaining $ (634,393) $ 91,188 $ 2,500,000 $ 1,956,795
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Funding & Budgets
Expense balancing
Federal Partners Expenses Planning $ ( 528,668) Implementation $ (2,579,965) Total $ (3,108,633)
Sub-Project Expenses (Planning & Implementation) Replacement Project $ ( 784,238) Imaging $ ( 0) Reporting (DC & BI) $ ( 526,812) Web (ET & Yes) $ (1,797,583) Total $ (3,108,633)
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Going Forward Sub-Project Financial Tracking
State Laws: Share = Z codes
Fed Phases Planning and Implementation Phases Share = Operating Units
Sub-Projects for Replacement System Share = Reporting Categories
Budget(SHARE)
Fed-Planning(Op Unit)
Fed-Implementation(Op Unit)
Yes NM (Z code)Reporting Categories
Reporting Categories
Replacement (Z code)Reporting Categories
Reporting Categories
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Planning Budget
Expenditure Category
Jul-Sep2010
Oct-Dec2010
Jan-Mar2011
Apr-Jun2011
Jul-Sep2011
Total
State Personnel
$103,974 $103,974
Contract Personnel
$25,000 $219,118 $291,176 $291,176 $291,176 $1,117,647
Hardware and Software
$19,487 $23,570 $3,750 $100,000 $146,807
Total $44,487 $219,118 $314,746 $294,926 $495,150 $1,368,428
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Going Forward
Actions: Project Management Office (PMO) RFP
Responses due 7/23/10
Deliver to the Federal Partners an updated Planning-APDU Delivered on 7/7/10
Procurement Specialist Contract In HSD review
Re-submit to PCC a Change Cert at the Planning Phase July 2010
Issue open RFP for Replacement System including Integration
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Schedule
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Questions