childstory request for tender briefing 29 june 2015

1

‘

3331

FA

CS

180

914

| 1Safe Home for Life

Safe Home for LifeChildStory - FACS 14.23 Tender Briefing

2

Agenda

1.  Program Objectives and Overview 52.  What to expect from the Tender Process 103.  How to Respond 104.  Key Components of the Tender 15

5.  Questions 20

3 3331

FA

CS

241

014

| 5Safe Home for Life

Child protection and out-of-home care service system

141,356non-ROSH

reports

104,817ROSH reports

246,173 reports

Face-to-face child protection response

Children’s Court

Children into care

Adoption After care services

ASSESSMENT + INTERVENTION

INTAKE INTERVENTION PLACEMENT ADOPTION LEAVING CARE/ AFTER CARE

17,981children p.a.

� 2,500 matters p.a.

3,210 children p.a.

73 children p.a.

� 1,300 children p.a.

64,470 children p.a.

EARLY INTERVENTION

Services working

with vulnerable

familiesCHILD

PROTECTION HELPLINE

Keeping Kids safe -  More Face to Face Assessments -  More assessments completed

every 2 Months

Permanency -  Fewer Placements within 6

months -  More appropriate Options

(kinship, adoption, …)"

✓ Doing Quality Work -  Better Case Plan Compliance -  Fewer ROSH Reports for Kids in OOHC"

4

ChildStory Keeping Kids safe -  More Face to Face Assessments -  More assessments completed

every 2 Months

http://childstory.net.au/the-child-journey/child-journey-phases/assessment/

5


every 2 Months


6


every 2 Months


7


every 2 Months


8 Safe Home for Life at a glance | 8 3331

FA

CS

241

014

ASSESSMENT + INTERVENTION

INTAKE INTERVENTION PLACEMENT ADOPTION LEAVING CARE/ AFTER CARE

EARLY INTERVENTION

Safe Home for Life objectives

More face-to-face responses for children at ROSH

More children adopted

Efficient, flexible and connected FACS workforce

Children provided stable and secure homes for life through

guardianship

Fewer children enter OOHC Children in statutory out- of-home care are provided safe, stable placements

More children restored to their birth families

Fewer non-ROSH reports

Fewer children re-reported at ROSH

9

Agenda


5.  Questions 20

10

ChildStory Request For Tender Details

•  Download from eTendering NSW … search under: ""Tenders and Schemes > Current (FACS.14.23 Final)

•  7 files (Parts A to D + 3 annexures)

•  Open Market RFT, however in order to be assessed Tenderers must be approved on the “Advanced Registered Supplier List” of the NSW ICT Services Scheme. ""The Dept. of Finance, Services and Innovation (DFSI) can provide registration assistance if required. Tenderers should consider their position should an “unbundled” or “uncoupled” scenario eventuate

•  Contracted using Procure IT v3.1. Modules / Schedules included in Annex A"

11


•  Participants in the market testing phase have not been provided with access to any additional information. "

•  Functional and Technical Design deliverables have been progressively shared since December 2014 via www.childstory.net.au

•  Consultants employed by the program from the market have been employed individually and have signed personal statutory declarations confirming they are not working on tender responses. All information made available to these consultants relevant to the RFT has been disclosed via the blog or the RFT documentation"

•  The 8 solution bundles and 1 services bundle (data migration) have been based on our market research and design process. "

•  Tenderers can submit Reponses to all bundles, or 1 or more. FACS is open to a range of partnership models

12

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Evaluation Timetable

12 Oct 28 Sept 21 Sept 14 Sept 7 Sept 31 Aug 17 Aug 10 Aug 3 Aug 27 July 24 Aug 5 Oct

Functional, Non-Functional, Commercial, Implementation, Support Services and Pricing Evaluation

Eligibility Pre-Qualification Criteria

Scenario Demonstrations

Tender Response Clarifications Calculation of Value for Money

Consolidate Evaluation

Evaluation Report

Preferred suppliers progressed to IPS

Tenderer Presentations

Key Points: •  Evaluation of responses to Scenarios and Detailed Requirements will occur in

parallel"

•  Further (final) demonstrations may be required in late September depending on the combination of solutions that are bid

13

ChildStory Scenario Demonstration Timetable

}  Week 1 – Eligibility Assessment

}  Week 2 – Tenderers will be no3fied whether they are required to a9end the Scenario Demonstra3ons.

}  Week 3 – Scenario Demonstra3ons




RFT Close Date and Time = Monday 27th July 2015 at 10am

S M T W T

23 24 25 26 27 28

F 01

05 06 07 08

09 10 11 12 13 14 15

16 17 18 19 20 21 22

S 27 Monday

Aug / Sept 2015

02 03 04

29

30 31 01 02 03 04 05

06 07 08 09 10 11 12

Note that Tenderer slots will be allocated randomly but special considera3on will be made for Tenderers whom are required to travel interna3onally to a9end the Scenario Demonstra3ons.

14

Agenda


5.  Questions 20

15

What’s included, what to fill in Children Why we’re

here …

Child Journey

The work we do to support Kids and Families …

Solution Requirements

Non-Functional Requirements.

Commercial Requirements Functional

requirements

Business Process Flows

Service Requirements

Migration Implementation Software as a Service

CP / OOHC "Functional Overview

Embedded Team Central Team

Districts'Statewide'Services'NGOs'Vendors'

Geo

grap

hica

l Cov

erag

e

Functional Coverage Low High

State

District

Option 4: hybrid

D1

D2

State-wide Functions

C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs

Collaborate (Client and Agencies)

Child Protection and Out of Home Care

Intake Assessment Intervention Placement

Leaving and Aftercare

Early Intervention

Adoption

Supporting Services

Personas

SOLUTION ARCHITECTURE

OVERVIEW

Channels CYP

Partner and Corporate

Services

Case Management &

Collaboration

Family / Carer

Worker Service Provider

ChildStory Web App(s)

Mandatory Reporter

Family /Carer

Case Management

Service Provider

ChildStory Mobile Apps

ChildStory - Case Management

Case Management

CYP

Placement Management

Contract & Financial

Reporting & Analytics

EnterpriseSearch

Content Management

Case Management Support & Enterprise Services

ArchiveGeographic Information

Application Integration

ChildStory - Collaboration

Partner NGOs and Government Agencies

Corporate Services (e.g. Finance, HR, Rostering,

eLearning)

Business Intelligence

Child Engagement

Solution Bundles

SHFL ICT Reference Architecture

Infrastructure

Engagement Services

Mobile, Portals, Email, SMS, B2B, Fax, Voice, Post, Social Media

Case Management

Prevention Mgmt, Intake Mgmt, Assessment and Intervention Mgmt, Case Mgmt and Planning, Referral Mgmt, Placement Mgmt, Leaving and Aftercare Mgmt and Adoption Mgmt

Case Management Support Services

Client Mgmt, Visualisations, Caseload and Demand Mgmt, Enterprise Content and Document Mgmt, Location and Provider Mgmt, Workflow Mgmt, Communications, Enterprise Search, Scheduling, Legal, Policy and Information Security Mgmt, Analytics and Knowledge Mgmt, Forms Mgmt

Partner Services

Client Collaboration

Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt

Enterprise Services C

orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO

Service Providers, Police, Health, Education, NGO

s, Courts, Juvenile Justice, office of the Children's G

uardian RMS and

Om

budsman

Con

tract

Mgm

t

Client, Service Identity Mgmt

Enterprise Solution Architecture

!

Solution(s) My Work Planner *

Decision Support

Triage & Case

Allocation*

Visualis-ation Identity

Mgmt & Matching

Workforce Mgmt

Case flow

Information Sharing, Co-

ordination Single

Registry of Services

Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives

High Impact on Kids and Families

Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools

Interactive Case Plan

Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice

Single Provider Portal

Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source

Interactive Knowledge

Capture

Life Story Life Plan

Current District Led prototyping projects

Prioritised Solution Areas Prototypes

The tender and annexures contain useful context and design artifacts (in particular the Child Journey and Solution Architecture). Responses are required for: 1. SCENARIOS Tenderers must indicate whether scenario steps [Form 10.1 and 10.3] can be supported. 2. BUNDLES Tenderers can submit Responses to one or more, or all Bundles. Complete all the relevant Schedules [1-9]. Form D10.2 IPS RACI must be completed by all Tenderers per Response." 3. COMMERCIAL and PRICING Schedule 11 and 12 respectively must be completed by Tenderers per Response.

16

ChildStory Responding to Scenarios" "(a representative set of FACS pathways / processes used to achieve an outcome)

1.  Mandatory reporting and helpline 2.  Searching and Visualising "

history and relationships 3.  Intake and Allocation 4.  Assessment 5.  Case Planning, workflow and "

content management 6.  Placement 7.  Programs, Contracts and "

Payments 8.  Contact management 9.  Leaving and After Care 10. Child Wellbeing Units

Children Why we’re here …

Child Journey

The work we do to supports Kids and Families …


Tech &Arch Reqts.

Non- Functional

Reqts.

Commercial Requirements

Functional Reqts.

Journey Maps and Business Process Flows

Implementation Approach

Implementation Method

Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t


Reference Architecture

!

17

Responding to Scenarios Children Why we’re

here …

Child Journey





requirements







Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas


OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!


Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture




•  No new scenarios have been generated since the pre-tender briefing, however some additional detail has been added

•  In Response Schedule 10, tenderers are required to indicate whether they can support each step. NOTE: scenarios will have multiple steps and may cross multiple Solution Bundles "

•  Responses to the scenarios are via Form D10.3 and must be completed. Tenderers should check using Form D10.1 which scenario steps must be completed for each Solution Bundle(s). "

•  Each Scenario has an overview (synopsis), the outcomes we are trying to influence and a series of steps mapped to functional requirement categories, solution bundles, personas and prototypes

•  Demonstrations are scheduled for Week 3-6 of the evaluation process. Tenderers will be invited in Week 2. Demonstrations will be based on information provided in Form D10.3.

18

Responding to Scenarios – Form 10.1

4.1 A CW is assigned a new case by their Manager (MCW). 4.2 The CW is out of the office and receives a notification on their phone that

they've been allocated a new case 4.3 The CW is notified by the Case Management Solution that a Pre Assessment

Consultation (PAC) has been organised. This also appears in the notifications. 4.4 The CW reviews some aspects of the case, prior to the PAC meeting – "4.5 The CW, MCW and other PAC attendees meet up, discuss the case, and perform

some additional research. They review some aspects of the case. They agree on their approach to the case and add some notes associated to the PAC meeting

4.6 The CW prepares to visit the family for an assessment. They check the location of the family on a map, and the route they need to take

19

ChildStory Responding to Scenarios – Form 10.3

•  Tenderers must ensure that each Scenario Step is on a new page and limit Responses to each step to no more than two A4-sides "

•  Responses to these scenarios will be used as a major component of assessing whether Tenderers can meet the minimum requirements that are expected of the ChildStory Program "

•  Tenderers only need to complete scenario steps relevant to your Solution Bundle(s).

20

Responding to Detailed Requirements Children Why we’re here …

Child Journey





requirements







Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas


OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!


Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture




•  Detailed requirements are described in 8 solution bundle response schedules. Each containing multiple forms specifying non functional, functional, implementation and support requirements

•  Data Migration Services Bundle (Schedule 9) has its own Schedule and Forms.

Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3



•  Functional requirements are broken into sub components and classified as M, HD or D •  Non functional requirements are broken down into non functional requirements, information,

integration, performance, volumetrics, products and modules

21

Responding to Detailed Requirements

Priority

ComplianceY = CompliesN = Does Not

ComplyP= Partially

complies

% C

OTS

% C

onfig

urat

ion

% C

usto

mis

atio

n

% D

evel

opm

ent

ResponseIn your response provide a detailed description of how you comply or partially comply with the non-functional requirement."Yes" or "No" responses will be deemed non-compliant.

Attachments?If yes, please insert

reference

M

…For each solution bundle

22

Responding to Commercial and Pricing "Requirements

Children Why we’re here …

Child Journey





requirements







Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas


OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!


Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture



Prioritised Solution Areas Prototypes Commercial Requirements include

•  A summary of the Bundles being bid for, the solution components and associated services

•  Company details, declarations, sub-contractor details, insurances, IP, ANZ-SME details, Procure IT Compliance

Pricing Requirements include •  Software as a Service (subscription price) with fixed Price Implementation Services •  Implementation and Data Migration Services •  Interfaces •  IPS •  Resources and any assumptions

23

ChildStory Opportunities to Differentiate

•  Scenarios (Form 10.3) à chance to describe innovative ways to support •  FACS processes •  Information sharing with our partners •  our program principles •  SHFL objectives / outcomes, and •  genuinely engage and involve children, young people and their families /

carers"

•  Innovative Pricing and Commercial models and ways to Partner with FACS - Joint IP, Development programs, partnerships with other jurisdictions, …

•  Agile Implementation and Sustainable Change Models •  Not all functions released at once … how? What has worked elsewhere? •  Successful engagement models for Child Protection / OOHC practitioners? •  Digital tools that drive change •  Digital capability development"

•  Tenderers that are “easy to do business with”

24

Agenda


5.  Questions 20

25

3.1 Solutions

•  8 Solution Bundles •  Key non functional requirements

26

ChildStory 8 solution ‘bundles’ have been identified Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!

Solution Bundles (1) Case Management (2) Enterprise Search (3) Mobile Apps (4) Child Engagement Mobile App(s) (5) Web Apps (6) Geographical Information (7) Collaboration and Messaging (8) Archive

2

3 4 5

6

7

8

1

27


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

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t



!

1.  Case Management solution to support case management and �planning including support services such as placement �management, contract management, reporting and analytics �and financial management��Content Management to support the increasing need to manage a plethora of documents and to manage the document workflow and o meet the new needs associated with media capture and exchange��Client Registry and User Registry functions, and ��An Integration Bus to support exchange of information between ChildStory solution components and ChildStory solution components and partner and corporate systems

28


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!

2.  Enterprise Search to bring together disparate sources of �information ranging from Case Management, Content Management �and other data repositories

3.  Mobile Apps - Case Management, Family/ Carer, Client and Young Person (CYP) and Service Provider Mobile Apps to support mobility, improved workflow, improved efficiencies and improved engagement with families and children

4.  Child Engagement Mobile App(s) to support better engagement and measurement of child outcomes during structured engagement meetings e.g. interactive knowledge capture applications

29

ChildStory 8 solution ‘bundles’ have been identified … Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!

5.  Web Apps��

Workflow, resource management and engagement with families �and children and Partners (CYP, Worker, Family / Carer and �Service Provider)��

Mandatory Reporter Web App providing a guided �reporting experience for agencies to ensure that reports are recorded appropriately and provides a feedback mechanism to prevent unnecessary re-reporting

6.  Geographical Information to support geocoding, geometry and rendering including route and location mapping and integration into reporting for location based reporting analysis�

30

ChildStory 8 solution ‘bundles’ have been identified … Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!

7.  Collaboration and Messaging to support improved �collaboration and communication between FACS workers, �FACS workers and agencies and FACS workers and CYP �and families / carers.�

8.  Archive to support the storage of legacy data to be migrated from existing systems i.e. data that has been identified not suitable to be migrated into the new solution components e.g. case management and content management components.

31

ChildStory Key Non-Functional Requirements Children Why we’re

here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

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tion

Partner Services

"NGO



uardian RMS and

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budsman

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tract

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•  All solutions are to be delivered using a Software as a Service �model and comply with the NSW Government Cloud Services �Policy and Guidelines. Tenderers must clearly describe how it �complies and identify if any, areas of non compliance�

•  This extends to SaaS being delivered through:�

a.  Private cloud services that are provided for the use of FACS (may be a dedicated or shared environment), and are managed by the Tenderer within the NSW Whole of Government Data Centre that meet all security requirements, information security requirements, policy and legislation requirements as laid out throughout the Tender Schedules�

b.  Public cloud services with a preference for onshore i.e. within Australia that meet all security requirements, information security requirements, policy and legislation requirements as laid out throughout the Tender Schedules

32


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

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tract

Mgm

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!

•  FACS does not preclude Tenderers from responding with both �options so long as there is clear description of compliance to �security, privacy and policy and legislation and detailed pricing �for each.

•  Given the critical nature of Child Protection and Out of Home Care services, the solution must be available for use on a 24 x 7 basis with an availability requirement of 99.9%

•  The solution must support redundancy across all layers (across web/application/integration services, database, storage, server infrastructure and network)

33


here …

Child Journey



Tech &Arch Reqts.

Non- Functional

Reqts.


Functional Reqts.




Change Model

Program Team




Geo

grap

hica

l Cov

erag

e


State

District

Option 4: hybrid

D1

D2


C1

C2

C3

Scenarios

FACS + Partners

Supporting Programs





Early Intervention

Adoption

Supporting Services

Personas

My Work Planner *

Decision Support

Triage & Case

Allocation*


Mgmt & Matching

Workforce Mgmt

Case flow


ordination Single


Referral Mgmt

Impa

ct o

n SH

FL o

bjec

tives


Medium

Hig

h M

ediu

m

Low

Low

Field Assessment

Tools


Reporter Portal

Family Portal

CYP Portal

Contact Mgmt

Enterprise Search

Adoption Matching

Casework Practice


Single Reporting

Tool

Single View


Mgmt

Single Data

Capture at Source


Capture





OVERVIEW

Channels CYP


Services

Case Management &

Collaboration

Family / Carer



Mandatory Reporter

Family /Carer

Case Management

Service Provider



Case Management

CYP




EnterpriseSearch

Content Management







eLearning)


Child Engagement

Solution Bundles


Infrastructure

Engagement Services


Case Management




Partner Services


Shared Case Mgmt

Enterprise Services

BI / Analytics

Data Mgmt


orpo

rate

Ser

vice

s " Hu

man

Res

ourc

es, P

ayro

ll, Ro

ster

ing,

Finan

cial M

anag

emen

t Lea

rning

& E

duca

tion

Partner Services

"NGO



uardian RMS and

Om

budsman

Con

tract

Mgm

t



!

•  The solution should support disaster recovery meeting or �exceeding the following requirements:•  Recovery Time Objective - maximum of 40 minutes �

(including read-write and fully functional system with �production capacity.

•  Recovery Time Objective of 10 minutes (read only access)•  Recovery Point Objective of 10 minutes�

•  The solution should publish APIs that allow for the development and integration of solution components identified in the Solution Architecture. These APIs should be published, specified and accessible within security controls

34

3.2 Implementation and Services

•  Implementation Approach•  FACS Resources•  Data Migration

35

ChildStory Transition Approach

Not all services can be transitioned at once. The transition approach is likely to be different by stakeholder group – State-wide Services (Helpline, JIRT, ISS, IFBS, …), Kids and Families, NGOs and Other Government agencies and FACS Districts State-wide services are likely be be "transferred a service at a time, However an incremental approach (for "both functions and geographies) will "be required for: •  Districts •  Sharing information with NGOs / Other "

government agencies, and •  kids and families

Geo

grap

hica

l Cov

erag

e


State

District D1

D2


C1

C2

C3

36

ChildStory Transition Approach

This approach is necessary but introduces a range of complexities, such as

•  Migration of data for state-wide services from commencement •  Data synchronisation between legacy and new systems during transition •  Maintaining continuity of care for children that transition between districts with

legacy and new solutions "

The implementation approach and timeframes will be confirmed via and Implementation Planning Study (IPS), planned for October

The following broad phases are anticipated:"

•  Implementation Planning Study (IPS) (approximately 8 weeks) •  An ‘agile’ / ‘iterative’ Configuration / Build Phase (comprised of Detailed Design,

Build and Test) (estimated to be between 6 and 9 months) •  Initial Deployment (Key State-wide Services and Lead Districts (estimated to be 3 - 6

months) •  General Deployment – incremental release to remaining Districts and Services

(estimated to be 12 – 18 months months) •  Transition to Business as Usual (BAU) after the Initial and the General Deployment

Phase.

37

ChildStory Transition Approach (Where are we today)

Central function performed at Central FACS Office

Helpline

C

C Local function performed at District Level L

Intake

C Case Mgmt

L KIDS - SIEBEL GENESYS

Placement Mgmt

L Contract

Mgmt

C Financial

Mgmt

C Warehouse

(EIW)

C

Contracting Portal RMS SAP Oracle

Adoption Mgmt

C

FACS operates a number of different systems (for different processes). There is limited integration between Case Management (KiDS), Placement Management (RMS) and Contracting (Contracting Portal)

38

ChildStory Transition Approach (What we would like)

To combine Case, Contract, Referral and Placement management (functions that are currently operated in different systems).

Helpline

C

Intake

C

Case Mgmt Adoption

Mgmt

C ChildStory GENESYS

Contract Mgmt

C

Financial Mgmt

C Warehouse

(CIW)

C SAP Oracle

Placement Mgmt

Currently separate systems, with manual processes to follow a child’s story

L Local function performed at District Level but performed on ChildStory Solution

L L L L

39

ChildStory Potential Program Services

FACS has built a bespoke team that has been engaging with caseworkers, managers, children, families and our Partners. This team will lead the implementation. We do not intend to procure an overall “Systems Implementation / Integration” (SI) Partner. FACS will act as the Program Manager and Change Lead.

In general, the services we require will be based on the solution(s) we will procure and we do not intend to procure them separately. The implementation services FACS requires include:

•  A range of Design, Configuration, and Development, Integration and Testing Services for bespoke components solution bundles of the ecosystem and to ensure consistency from a user experience perspective, and

•  Data migration services have been specified in a dedicated bundle (9) to move information from existing solutions to the new ecosystem. Data Migration Support has also specifically been included in the Case Management (1) and Archive (8) Solution Bundles. Tenderers offering these Solution Bundles must support the overall Data Migration Strategy of the program.

•  Training and knowledge transfer limited to train the trainer and services required to transfer knowledge to support teams and administrators

•  Project Management for bundles to ensure deliverables are implemented on time and to budget according to FACS requirements

40

ChildStory Change Approach and FACS ChildStory Team

FACS will lead change services for the program via a combination of central and embedded district teams. For the purposes of responses, the key roles of FACS teams is to

Central Team •  Run the procurement,

Implementation Planning Study and Contracting process�

•  Finalise the detailed future state processes that will be configured into the ChildStory solutions under the guidance of the Office of the Senior Practitioner

District Embedded Teams •  Manage proof of concept projects•  Establish champions in each District and build

implementation teams•  Develop readiness assessments / plans with Districts•  Implement tech readiness initiatives•  Further understand pain points and new ideas for

improvements to processes•  Bring ideas and analysis to ChildStory weekly ideas

hackathon•  Undertake benefits baseline tasks •  Transition to take on lead implementation roles with

Districts, NGOs and statewide services

41

3.3 Commercials•  Term•  ICT Services Scheme and

Procure IT•  Non Conforming and

Alternate Tender Responses•  Un-Bundling and Un-

coupling •  IPS

•  Budget Papers•  Software as a Service•  Probity Advisor•  Systems Integrators /

Implementers

42

ChildStory Commercial Questions

•  Pricing for the SaaS subscription licensing should be based on 2 +3 +3 year contract. That is, implementation costs should be provided over 2 years, based on an 8-year time horizon "

•  Open Market RFT, however in order to be assessed Tenderers must be approved on the “Advanced Registered Supplier List” of the NSW ICT Services Scheme. The Dept. of Finance, Services and Innovation (DFSI) can provide assistance if required. Contracted using Procure IT v3.1. Modules / Schedules included in Annex A"

•  Tenders are advised to provide a “conformant” response including a response to all requirements within a bundle, even if your solution does not support all requirements within a bundle. Responding to a part of a bundle only is considered non-conformant."

•  An Implementation Study (IPS) is planned for October. The IPS will utilise Module 7 of Procure IT only. The goal of the IPS is to produce a range of deliverables (See D10.2 RACI Matrix) including the Project Implementation and Payment Plan (PIPP) for the duration of the program

43

ChildStory Commercial Questions – unbundling

Case Management Bundle

Response1 Tenderer A ($)

Tenderer B ($) Tenderer C ($)

Response 2 Tenderer D ($)

Tenderer D ($) Tenderer D ($)

Tenderer A ($)

Tenderer B ($) Tenderer D ($)

(Unbundled Placement Functionality)

Case Management

Placement Contracting

Response 3 Tenderer E ($)

Tenderer E ($) Tenderer E ($)

44

ChildStory Commercial Questions – uncoupling


Web Apps Bundle

Mobile Apps Bundle

Response 1* Tenderer A ($) Tenderer

B ($)

Tenderer

C ($)

Response 3* Tenderer E ($) Tenderer E ($) Tenderer E ($) Tenderer

D ($) Tenderer

C ($)

(Uncoupled Web Apps, Added Web & Mobile Apps)

* A “Prime” Tenderer is required for joint bids."

Tenderer D ($) Tenderer D ($) Response 2*

45

ChildStory Systems Integrators / Implementers

•  As per the example illustrated, “Systems Integrators / Implementers” are not excluded, and can be the “prime” Tenderer.

•  However in general, the services we require will be based on the solution(s) we will procure and we do not intend to procure them separately.

Joint Bid

Implementation Services

Tenderer A ($) Tenderer

B ($)

Tenderer

C ($) D ($)


Web Apps Bundle

Mobile Apps Bundle

46

ChildStory Commercial Questions

•  SHFL budget does not equal ChildStory Budget. The ChildStory Budget (as published in Treasury Budget Papers) is the Total Budget – it includes:"

•  All Services •  Program Management •  Change Management, Training, Knowledge Transfer •  Project Management, Configuration, Testing, … •  Technical Integration Services (between bundles and with existing FACS

systems) •  Data Migration •  ChildStory Program Team costs •  Integration to existing FACS systems"

•  All Software (for all bundles) and any devices for caseworkers, and"

•  All support costs for the Duration of the program (FY16/17 and FY17/18)"

•  FACS is seeking subscription pricing for all software (by solution component).

Any associated pricing is required to be provided on a Fixed Price basis

47

ChildStory Probity Advisor

•  FACS has engaged OCM as the Probity Advisor for the ChildStory Program

•  OCMs role will be to observe and advise on the integrity and fairness of any interaction with Tenderers and subsequent procurements processes, with reference to the below probity principles:

•  Attaining value for money

•  Accountability of process

•  Transparency of process

•  Maintenance of confidentiality

•  Conflict of interest management

•  Any issues of a probity nature arising may be raised directly with the Probity Advisor

Andrew Marsden/Sarah Mullins/Arthur Megaloconomos"Mobile: 0413 44 33 74 (Sarah)"[email protected]

48


•  All queries should be via the contact officer at [email protected]. No other FACS staff should be contacted concerning the Tender "

•  All questions (including those from today) will be loaded as addenda this week on the eTendering site for FACS 14.23 FINAL

•  Questions will not be considered after July 20

•  Thank You and Good Luck!

49

Agenda


5.  Questions 20

50

ChildStory.net.au

@ChildStoryFACS

childstory request for tender briefing 29 june 2015

Government & Nonprofit

face assessments

reports face

life safe home

oohc children

rosh reports fewer children

childstorykeeping kids

guardianship fewer children

care adoption