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ISAWS Migration Assessment Project
Frequently Asked Questions - Implementation Schedule
CWhat is the anticipated conversion strategy? (IMAP
ID#33)
C-IV
The goal of the C-IV automated conversion process is to populate the C-IV
database with sufficient information to allow ED/BC to run with minimal
additional manual conversion activities and data input. The C-IV conversion
strategy includes the following key concepts:
- Start early - C-IV includes extensive data analysis processes that
start with the very beginning of the project.
- Involve county program and technical staff immediately, frequently
and throughout the analysis, design, build and test of the automated
conversion processes.
- Comprehensively map the ISAWS and WTW systems data to the C-IV database.
- Leverage the existing C-IV Automated Conversion System (ACS) to facilitate
the generation of data purification reports and population of the C-IV
database.
- Convert as much history as is available to allow workers to run the
C-IV System for cases for months prior to the conversion date. This
facilitates retroactive processing for underpayment and supplements.
It also means that the ISAWS System may be decommissioned sooner. It
is up to the ISAWS Consortium to determine when the ISAWS System will
be decommissioned or 'turned off'. There may be circumstances under
which the ISAWS Consortium may desire to keep ISAWS running for a period
of time after conversion. By converting ISAWS historical information,
we can eliminate at least this reason for keeping ISAWS running any
longer than absolutely necessary.
CalWIN
CalWIN's approach to conversion is to provide an automated means to populate
the CalWIN database with sufficient data from existing systems to allow
for the determination of eligibility and calculation of benefits. The
Vendor is responsible for designing, developing and testing conversion
software which supports this approach. Conversion plans detail the steps
in the conversion process, including data purification rounds, testing
of the conversion software with the county and the actual conversion conducted
at the point of the County's go-live on CalWIN.
- As part of the pre-conversion activity, data exception reports will
be provided to each county to identify missing or incorrect data that
will not automatically convert from the legacy to the new system. Prior
to conversion, the county can initiate some proactive measures to enter
missing data or to clean up erroneous data in the current legacy systems
to improve the rate of automated conversion.
- At the point of actual conversion, ED/BC will be run on all cases
to establish the case in the new system. Reports will be generated to
identify discrepant benefits in order for a worker to validate the amount
and determine the correct benefit level. If the case converted with
no discrepancy, the worker would not need to take action until the next
re-certification or reported change. If there is a discrepancy in benefit
amount, the system will generate the old benefit amount until the case
is corrected.
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How After the March 7th decision, what is the migration
sequence? (IMAP ID #10))
C-IV
A tentative migration sequence for all counties will be determined as
part of the IAPDU development process. This will be further developed
and finalized as the receiving consortium gathers additional information
about each migrating county.
CalWIN
A tentative migration sequence for all counties will be determined as
part of the IAPDU development process. This will be further developed
and finalized as the receiving consortium gathers additional information
about each migrating county.
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What is the current implementation schedule for CalWIN
and C-IV? Please identify and clarify any causes for current delays in
the CalWIN and C-IV project implementation? (IMAP ID # 101)
C-IV
The current implementation schedule for C-IV calls for the
final current C-IV county to be implemented October 2004. Pre-migration
activities for ISAWS counties may begin prior to that, but final conversion
for the first ISAWS county migrating to C-IV will not occur until after
the last of the original C-IV counties is implemented. · The C-IV project
schedule has been extended for a total of two months from the originally
proposed schedule. The causes for the schedule change are the delayed
release of the Quarterly Reporting ACL and the state budget reductions
for FY 2003-2004.
CalWIN
The current implementation schedule for CalWIN calls for
the final current CalWIN county to be implemented September 2005. Implementation
activities (e.g., pre-conversion, case cleanup) for ISAWS counties may
begin prior to that, but final conversion for the first county migrating
to CalWIN will not occur until after the last of the original CalWIN counties
is implemented. · The CalWIN project was extended by four months due to
budget reduction in SFY 2002/03. Additional budget reductions in the Governor's
proposed budget require further extension of the project. The funding
available in SFY 2003/04 was to be used to implement the pilot counties
and delay further implementation of the remaining counties until SFY 2004/05.
During this delay the project will be incorporating regulatory changes
including the anticipated change to quarterly reporting/prospective budgeting
and making enhancements to training approach based on lessons learned
on the impact of implementation on Food Stamp error rates.
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How much time is allotted for user system training?
(IMAP ID #103)
C-IV -
- Line Eligibility Worker: 90 hours
- EW Supervisor: 130
- WTW Worker: 75
- WTW Supervisor: 110
- Clerical: 40.5
- Clerical Supervisor: 73
CalWIN
- Line Eligibility Worker: 80 hours for Generic and 64 for Specialized
- EW Supervisor: 104 hours for Generic and 88 for Specialized
- WTW Worker: 40
- WTW Supervisor: 104
- Clerical: 32
- Clerical Supervisor: 32
IMAP Comments
The implementation plans for both systems call for completion
of training as close to full implementation as possible. The examples
are the current standards for the amount of training provided to the listed
staffing types. Other staff will have similar levels of training provided
based on their responsibilities and need for system access.
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How many days of on-site support after implementation
will be provided by the vendor? When does this start and when does it
end? Is on-site support staff provided by the vendor, by the consortium
or by a combined team including county "coaches"? (IMAP ID #74)
C-IV
Sixty days of on-site support following implementation will be provided
by an integrated vendor/consortium team. The on-site support starts on
the first day following conversion and continues until two full months
(approximately sixty calendar days) have elapsed. The combined vendor/consortium
team is composed of a 1 to 3 ratio of vendor to Consortium staff. The
size of the team depends on the number of end-users in the County. For
the larger counties, the team intends to support county end-users at a
ratio of one support person to each 75 end-users. We will have to work
with the ISAWS Counties to determine an approach for the smaller counties
based on geographical proximity and timing of implementations.
CalWIN
The Vendor will provide various levels of support before, during, and
after implementation. The Vendor will provide a team to begin working
in your County before go-live to provide:
- Technical support to procure and install technical infrastructure
(Co-existence). This staff is generally available between 12 - 6 months
prior to go-live.
- Support to help with planning and coordination using the approved
Counties Implementation Plan, an implementation support with work plans
and task descriptions. (A copy is available for review.) This staff
is generally available 6 months prior to go-live through implementation.
- · During and after go-live your Vendor on-site team will support
your "War Room", your Help Desk, and provide triage to minimize the
chaos.
In addition, on-site transition and change leadership services
are available from the Vendor equivalent to 1 FTE for 18 months. Counties
can choose to have 3 FTEs for six months and can choose to have the support
begin prior to implementation and extend through 2 -3 months post implementation.
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