L inda Gibbs - Blo o mbe r g Asso c iate s Problem: Effective - - PowerPoint PPT Presentation

Using T e c hnology to Impr

• ve

Soc ial Se r vic e De live r y T he Ne w Yor k City E xpe r ie nc e

May 28, 2014 L inda Gibbs - Blo o mbe r g Asso c iate s

Problem: Effective coordination of client services is hampered by siloed agency data and management systems

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Solution:

1.Connect multiple, disparate data systems to rationalize fractured client demographic and engagement data

HHS Connect

2.Replace idiosyncratic agency procurement systems with a master service contract shared by all public agencies

HHS Accelerator

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HHS-Connect – Federated IT data system

• Cross-Agency Data
• Resource Optimization
• Employee Retention
• Holistic View of Client

information

• Electronic Case Files &

Automated Forms

• Collaborative Case

management

• Cross-Program Data
• Resource Optimization
• Holistic View of Client

information

• Electronic Case Files &

Automated Forms

• Multiple Access Channels
• Online Search &

Application Tools

• Client Information

Record

• Single, Consolidated

View of Information

• Ability to Manage

information

Client Provider Agency Worker

ACCESS NYC: Over 3.6 Million Visits and 1 Million+ Accounts Created

ACCESS NYC allows New Yorkers to screen for eligibility for over 30 City, State, and Federal benefit programs. Residents can learn how to apply, print out application forms, and determine agency locations where they can go to apply. ACCESS NYC is available in seven different languages and is fully integrated with 311 and nyc.gov. ACCESS NYC can be accessed over the internet and surveys have shown that residents use it at home, libraries, community based organizations and several agency locations. ACCESS NYC provides online applications for School Meals, Medicaid renewals, rent increase exemption programs (SCRIE and DRIE), and Supplemental Nutrition Assistance Program (SNAP). It is the foundation for HRA’s virtual office reengineering.

Worker Connect – full knowledge of client and household status

6 Worker Connect Agency Data Source Systems

Locate Verify Child Parent Relative Non- custodial parent Household composition Address Enrollment/ Benefit status Income Identity Confirm a child’s whereabouts (esp. non- school age children) Locate parents for Newborn Home Visiting Program (NHVP) Potential placement for child Potential diversion from homeless shelter Initiate child support proceedings and/or enforcement Identify potential caregivers /services (e.g., for children, physically disabled) Identify additional at- risk children Investigate reports of child abuse

• r neglect

Track location of probationers Determine services client is eligible to receive (e.g., confirm child care enrollment , medical assistance) Verify Medicaid eligibility for HHC reimburse- ment Verify for SCRIE and HEAP eligibility Accessing documents verifying identity will facilitate applying for benefits and services

HRA

NYCHA

DHS ACS DOF

HRA Doc Mgmt

HHS Accelerator - Improving NFP Business Processes

1 DJJ has subsequently merged with ACS

HRA DFTA DYCD HPD DJJ1 ACS SBS DOC DOP DHMH CJC DHS

Group Homes Child Care Shelter Services Housing Support Transpor- tation Behavioral Health After School Programs Family Support Employment Primary Care

• 220 programs across 11 Mayoral

Agencies1

• Average of over 15 months from

issuance of RFP to contract registration

• Decentralized, non-standard

development of procurements, reimbursement rates, and service area framework

• Low capacity for cross-agency

coordination, performance assessment and consistent rate payment

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HHS Accelerator

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A document vault; client services taxonomy; prequalification application; procurement management; budget, invoice, and payment management; all major components of the system that facilitates our work.

System City rule change sets

• ut how client

services are procured by NYC and establishes the authority of the HHS Accelerator Director. Procurement Method

A centralized team

• f staff in the areas
• f

Procurement, Financial Management, Technology, Data and Analytics responsible for the management and

• versight of human

services procurement.

Centralized Team within the Mayor’s Office

HHS Accelerator System Overview: Solution Architecture

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HHS Accelerator Providers/Vendors HHS Agencies

UI

Document Vault

• Vendor Profile
• Document Storage
• Document Sharing

Application

HS Taxonomy

• Activities , Functions
• Geography
• Languages
• Basis of Prequal

Prequalification

• Business Application
• Service Application
• Regulatory

Compliance alerts

RFP Management

• Procurement

Roadmap

• Proposal Submission
• Evaluation, Scoring

Financials

• Agency Config
• Contract Budgets
• Invoice, Payment
• Budget Modification

Interfaces

• FMS
• Agency CM Systems
• APT

Accelerator Database CPR FMS and APT

• utbound files

Data & Reporting

Current HHS Accelerator Solution

Core Business Functionality Portal Application, Browser-based Data repositories and sources

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• Shared vision and mission – common goals that bind
• Executive Steering Committee – maintain shared

commitment

• Able and trusted staff

– Technology – Program & policy – Legal – City management

• Phased implementation, foundation building

Key Lessons