Kane County Case Management System Assessment Project URL - - PowerPoint PPT Presentation

Kane County Case Management System Assessment Project

URL Integration – Project Update April 14, 2011 Amir Holmes, Senior Business Analyst & Project Manager

Presentation Overview

• Review of Original Project Goals & Tasks
• Status of Project to Date
• What Has Been Accomplished
• What is Left to Be Done
• Revised Timelines
• Progress Against Payment Milestones
• How Current Project Positions Kane

County for the Future

REVIEW OF ORIGINAL PROJECT GOALS & OBJECTIVES

Defining the Case Management Challenge

Review of Original Project Goals & Objectives

“The County of Kane is currently using a case management system that is in its ninth year of service and various stakeholders have determined that the best course of action is to replace the system with one

• r more products that more closely meet the agencies’

requirements…[the goal of this project is] to assist with the review, analysis, and recommendations regarding the County’s case management systems…to facilitate, review, analyze, and recommend potential guidelines, standards, and a course of action to the Task Force.”

• RFP 26-010 Technology Consultant, Case Management

System, April 26, 2010

Review of Original Project Goals & Objectives

• In achieving this goal, the County set forth several
• bjectives, including:
• Understanding and documenting current technology

infrastructure as well as future needs, such as standards, backup/disaster recovery, and data conversion

• Develop an understanding of agency case management

system requirements, as well as information flow between agencies, and opportunities for process improvement

• Financial analysis of the cost of new system(s) and integration,
• ver three and five years, as well as a return on investment
• Document in a blueprint that provides specific short- and long-

term steps and priorities for achieving case management goals and integration

Review of Original Project Goals & Objectives

What Are the Expected Outcomes of the Project?

• A shared, practical understanding among stakeholders about what

case management is and what it will be in Kane County

• Actionable, specific work products, reports, and artifacts that

provide a blueprint and direction to Kane County for case management system requirements and the implementation of integrated justice

• Financial analysis to project and justify cost of case management

and integration project

• Summary of As Is Business

Environment

• Gap Analysis, BPR

Recommendations

• Summary of As Is Technical

Environment

• Exchange/Workflow Analysis
• Documented Functional

Requirements for Case Management

• Summary of To Be Case

Management/Integration Architecture

STATUS OF PROJECT TO DATE

A Summary of Our Accomplishments & Plans

What Has Been Accomplished

• Individual Agency Meetings – December - March
• Court Services
• Circuit Court Clerk
• Judiciary
• State’s Attorney
• Public Defender
• Sheriff
• County IT
• Exchange Analysis Meetings
• First Meeting this week – April 12 – 13
• Second Meeting next week – April 19 – 20
• Final Meeting 1st week of May – May 3 – 4

What Is Left to Be Done

• Provide Analysis of Agency Meetings &

Exchange Sessions

• Document Requirements for RFP
• Create Information Sharing Architecture &

Best Practices for Kane County

• Develop Return on Investment Document

Revised Timelines

Task Start Date End Date Kane County CMS Assessment Project October 28, 2010 July 1, 2011 Project Planning & Kickoff October 28, 2010 January 27, 2011 Business Requirements Review, Analysis and Recommendations November 29, 2010 June 7, 2011 Review of Current Business Process and Functions December 20, 2010 March 15, 2011 Identify Integration and Interoperability Opportunities March 28, 2011 May 18, 2011 Develop Business Requirements for IT Solution May 12, 2011 June 7, 2011 Technology Review, Analysis, and Recommendations April 18, 2011 June 7, 2011 Conduct Assessment of Existing Technology April 18, 2011 May 13, 2011 Developing a "To Be" Technical Environment May 13, 2011 June 7, 2011 Financial Requirements Review, Analysis, and Recommendations May 2, 2011 June 13, 2011 Identify Current Operating Costs May 2, 2011 May 15, 2011 Identify Proposed Costs for "To Be" Business and Technical Environment May 16, 2011 June 13, 2011 Final Report June 15, 2011 July 1, 2011

Progress Against Payment Milestones

Contract Invoice Date Deliverable Amount Actual/Projected Invoice Date October 31 Project Kickoff $6,654.16 January 18, 2011 November 30 Agency SME/IT Meetings $17,955.18 April 8, 2011 December 31

• January 31

Exchange Analysis Meetings & Summary Report $34,186.24 May 31, 2011 February 28 CMS Business Requirements; Technology Review & Architecture Development $27,210.30 June 30, 2011 March 31

• April 30

Financial Analysis and 3- and 5-Year Cost Projections $50,585.04 July 31, 2011 Total $136,590.92

LEVERAGING OUTCOMES FOR COUNTYWIDE INFORMATION SHARING

Understanding Cross Agency Workflow & Information Exchange

Leveraging Outcomes – Exchange Methodology

• Methodology for capturing system “inputs”

and “outputs” – information sharing between systems – is based on sound and proven concepts (JIEM)

• While the JIEM methodology is grounded in

justice, the concepts for mapping across agency information sharing can be used for

• ther disciplines
• Process elicits information about gaps in

workflow between agencies and opportunities for business process re-engineering

• Helps ensure that a bad process is not automated

Leveraging Outcomes - Architecture

• Architectural recommendations will be driven by
• pen technologies, such as Service Oriented

Architecture (SOA) and Web Services

• This architecture allows flexible agency legacy

system autonomy rather than brittle point-to-point interfaces that break any time a legacy system changes or upgrades

• These are general best practices in technology that

form the basis of the current justice standards

Leveraging Outcomes – Product Awareness

• Process of identifying court case

management system functionality can be leveraged in other areas that require case management (County Clerk and Recorder, Health, etc.)

• RFP process will help identify existing

functionality and features offered by commercial, off-the-shelf (COTS) products