Project Brief Transition from IRIS to CRISSP for Family Services and Child FIRST Project

Transcription

1 Prject Brief Transitin frm IRIS t CRISSP fr Family Services and Child FIRST Prject Cntent Owner: Original Authr: Update Authr: Versin: Department Human Services Fina Sparks Fina Sparks FINAL Save Date: 19 August 2010 Department f Human Services All rights reserved. N part f this publicatin may be reprinted, reprduced, stred in a retrieval system r transmitted, in any frm r by any means, withut the prir permissin in writing frm the Department f Human Services (DHS) In additin, the cntents may nt be disclsed t any persn, assciatin r cmpany unless emplyed by DHS directly r in a cntracting and cnsulting capacity

2 Table f Cntents Table f Cntents 1. Intrductin Purpse f Dcument Intended Audience Backgrund Prject Definitin Prject Ratinale Prject Objectives Prject Scpe Inclusins Exclusins Cnstraints Interfaces and Dependencies Assumptins Prject Deliverables Prject Management Prducts Outline Prject Prducts (Deliverables) CRISSP Family Services Case CRIS & CRISSP referrals CRISSP Nn Substantive Case CRISSP Prjects CRISSP Grup Wrk Reprting Requirements Prject Budget End User Quality Expectatins f system & develpment prcess Acceptance Criteria Outline Prject Apprach Why is CRISSP the slutin mving frward CRISSP Cnstraints and/r cnsideratins Crprate r Industry Standards Operatinal and Maintenance Implicatins Reasns fr the Apprach Prject Gvernance Structure Gvernance Rles & Respnsibilities Outline Business Case Prject Supprt Descriptin Reasns fr selectin f CRISSP Appendix A Family Services CRISSP Prject Management Grup - Terms f Reference Page 2 f 31 Department f Human Services Cnfidential and Cpyright Versin: 2

3 Table f Cntents Terms f Reference Appendix B Glssary Page 3 f 31 Department f Human Services Cnfidential and Cpyright Versin: 2

4 Dcument Cntrl Dcument Cntrl Versins Versin Release Date Authr Summary f changes made /05/10 Fina Sparks First Draft 1.5 8/6/10 Fina Sparks Updated Draft /6/10 Fina Sparks Updated Draft with initial PMG feedback 2 7/7/10 Fina Sparks Updated Draft with sectr feedback 2.1 5/8/10 Fina Sparks Update draft versin with all feedback /8/10 Fina Sparks FINAL Cpy endrsed by PMG Authrisatins Name/Psitin Endrsed Date Argiri Alisandrats, Assistant Directr, Placement and Endrsed 19/08/10 Supprt, CYF, DHS Transitin frm Family Services IRIS t CRISSP Prject Management Grup Endrsed 19/08/10 Page 4 f 31 Department f Human Services Cnfidential and Cpyright Versin: 2

5 Intrductin 1. Intrductin 1.1 Purpse f Dcument The purpse f this dcument is t prvide a fundatin fr the initiatin f the Transitin frm Family Services IRIS t CRISSP Prject and t prvide all key stakehlders with a prject ratinale and utline f the intended prject. This dcument includes the prject definitin, prject rganisatin, cre deliverables and dependencies and utlines the prject apprach. This dcument cvers the backgrund, prject definitin, prject rganisatin, prject deliverables and utline prject apprach. This dcument accmpanies the Prject Risk & Issues Lg and Actin Tracking Lg Matrix. 1.2 Intended Audience The intended audience fr this dcument is Children Yuth & Families Divisin, the Prject Management Grup and Cmmunity Service Organisatins funded fr Family Services and Child FIRST Prgrams and ther key stakehlders invlved in the initiatin, develpment, implementatin and n-ging supprt fr this prject. 2. Backgrund In August 2002 DHS executive apprved investment in the Client Service Mdel Strategic Prject (CSMSP) t deliver the Integrated Client and Case Management System (ICCMS). This decisin was made t imprve DHS prgrams (Child Prtectin, Yuth Justice, Early Childhd Interventin Services, Disability) and t prvide enhanced case management & reprting capabilities t Cmmunity Service Organisatins funded by DHS. ICCMS was designed t replace perating technlgy nearing the end f its life and t reduce the risk t lss f data stred n legacy systems. The Integrated Reprts & Infrmatin System (IRIS) used by Family Services was implemented by DHS as an interim system and enables Cmmunity Service Organisatins (CSOs) t recrd all hurs f service prvided t clients. This system underwent an upgrade in April 2007 t cmply with the prvisins f the Children, Yuth and Families Act 2005 and the Strategic Framewrk fr Integrated Family Services (IFS). IRIS is nt an integrated client & case management system. In 2005 the Client Relatinship Infrmatin System fr Service Prviders (CRISSP) was designed as an integrated client and case management system which wuld replace a number f disparate systems which had been develped ver time t meet DHS reprting requirements fr CSOs funded t prvide a range f cmmunity and family services including fster care, disability services, early childhd services and family services. The intent was fr CRISSP t replace the primary legacy systems f the QDC Tl (Disability), FACTS (Out f Hme Care) and IRIS (Family Services). Page 5 f 31

6 Backgrund T date CRISSP has been cmpletely rlled ut t Placement & Supprt Services (Out f Hme Services) and FACTS has been decmmissined. CRISSP is being prgressively rlled ut t CSOs prviding Disability Services f which many CSOs have ceased using the QDC Tl fr Disability reprting. The remaining legacy system t be fully develped in CRISSP is IRIS. The initial CRISSP pilt was undertaken with tw CSOs funded t prvide Family Services in the Suthern Regin. The CRIS/CRISSP pilt identified a number f issues at bth system and implementatin levels. Bth pilt agencies have cntinued t utilise CRISSP and have prvided valuable feedback n critical system develpment. The new Family Services CRISSP case type (IFS01) will prvide a mre flexible system t supprt significant changes in plicy, legislatin, wrk practices and the grwing cmplexity f client needs. Service planning and case management will be better c-rdinated acrss CSOs, alliances and DHS t supprt efficient and imprved service prvisin t vulnerable families. 2.1 Prject Definitin This prject is t prvide a functinal and applicable Family Services CRISSP case type, as part f the Integrated Client and Case Management system, fr the Integrated Family Services Sectr which recgnises the diverse needs f the sectr and is develped in partnership with all key stakehlders. This prject is t fcus n the develpment f the CRISSP Family Services case type and will nt include the planning fr r implementatin f CRISSP int CSO s funded fr Family Services. This prject will finish at implementatin readiness stage when agreed with the sectr. A separate prject will be required t undertake the scping, preparatin and implementatin f the CRISSP Family Service case type. The Family Services case type is required t ; Be flexible and nt enfrce the use f the applicatin as a case management system where agencies chse t nly use the reprting functinality; fr example agencies can chse t use CRISSP fr recrding their reprting requirement such as Issues and Services as per IRIS functinality and nt use the ther case management functinality such as the system generated Child & Family Actin Plan dcument. Allw fr the cntinuity f data frm IRIS t CRISSP; Supprt imprved data recrding; Prvide imprved reprting functinality t supprt service delivery; Better supprts case practice withut rigidity; Facilitate CSO s being able t develp internal reprts (this culd ptentially include alliance r sectr reprts as specified by CSO s); Maintain the DHS cmmitment t cntinuing t build & supprt the case management functinality in cnsultatin with thse CSO s wh chse t use CRISSP fr this purpse, and this includes develping reprting capabilities; and Ensure that the existing IRIS functinality is built int CRISSP, such as the capacity in IRIS t refer frm ne agency t anther. Page 6 f 31

7 Backgrund 2.2 Prject Ratinale The department recgnises that whilst IRIS has prvided slid fundatin fr the cllectin f data acrss a number f funded prgrams including integrated family services there are limitatins in the flexibility f IRIS t meet the needs f these prgrams in the future. With this in mind the transitin frm Family Services IRIS t CRISSP prject is fcusing n the develpment f an integrated family services case type in CRISSP. The key ratinale fr the departments decisin t mve frm IRIS t CRISSP include: Technlgy: IRIS was designed as an interim data cllectin slutin but has functinal limitatins as we mve frward in supprting families wh require supprt and services; IRIS was develped in a technlgy which des nt supprt the sharing r transferring f infrmatin electrnically withut manual interventin; The technlgy which underpins CRISSP prvides a mdern and flexible base fr system design, functinal enhancement and grwth; Web based technlgy prvides flexible access t infrmatin in a secure and supprted envirnment; DHS are cmmitted t maintaining the technlgy t supprt bth internal and external users and rganisatins. The prvisin f a fully maintained and supprted system t CSOs is a client infrmatin and case management system at n cst t the rganisatin. It shuld be nted that rganisatins can chse t invest in a cmmercial prduct with case management capabilities,. Practice Supprt: Currently the cmpletin f IRIS data is a reprting requirement and is ften cmpleted in additin t case practice requiring duplicatin f data entry t meet bth reprting and case management requirements; The use f a client and case management applicatin prvides the cllectin f reprting data either as a stand alne r as a cmpnent f a cmprehensive case system where data is gathered as a result f case management nt slely fr the purpse f meeting reprting requirements. CRISSP is a mdern client infrmatin and case management system which supprts case practice with data cllectin ccurring as a result f case practice rather than being an additinal requirement/impst; Example: Issues can be recrded fr reprting purpses hwever these culd then be utilised in ther case areas such as pulling the issues thrugh int system dcuments preventing users t have t re-enter the same infrmatin. This is time saving as well as ensuring integrity and cnsistency f data recrding. Client demgraphics nly need t be entered nce t then be made available in any system generated dcument withut re-entering. Page 7 f 31

8 Backgrund 2.3 Prject Objectives The bjectives f this prject is t leverage the current capabilities and functinality f the Integrated Client and Case Management system, s that CRISSP can prvide CSOs funded t prvide Integrated Family Services, with a system which meets the needs f the sectr. The key bjectives f this prject are: Prvide a system that builds upn IRIS and ensures data cntinuity. Prvide a system which supprts better and mre accurate data recrding n which t build a strng evidence base fr service planning, evidence based research & plicy making. Prvide a system which can be used slely used as reprting system if required. Prvide a system that supprts case management practice allwing fr flexibility, innvatin and will supprt future changes in practice. T design a reliable case management platfrm which streamlines data cllectin and reprting prcesses, imprves data accuracy, meets privacy requirements, has rbust data security, supprts agencies in their registratin and standards prcesses and imprves risk management. T design a Client & Case Management System which supprts plicy and practice, is user friendly and mst imprtantly ensures staff are able t fcus n service delivery t vulnerable families first and data recrding secnd; T recgnise the current systems and practices f family services practitiners and ensures the system design supprts the transitin f existing Family Services IRIS skills int the utilisatin f CRISSP. The bjective is t design the Family Services case type in a way that supprts the transitin and des nt add unnecessary cmplexity fr wrkers when transitining t CRISSP. T prvide a platfrm fr infrmatin sharing between IFS prviders and DHS in the supprt f families experiencing difficulties CRIS and CRISSP are able t prvide seamless and live sharing f infrmatin thrugh referral and functinality t meet families needs in a timely manner withut cmprmising privacy requirements. ie. When a referral is made either frm DHS CRIS t CSO CRISSP r CSO CRISSP t CSO CRISSP, the cnfidential client infrmatin is instantaneusly visible frm ne system t anther, ing infrmatin is nt required which increases the security f client data. T clearly cmmunicate the benefits t all affected stakehlders and listen and respnd t their issues and feedback thrugh the life f the prject. T ensure all stakehlders t have an pprtunity t cntribute t the prject utcmes by prviding a range f pprtunities fr cnsultatin, idea sharing, input int system design and feedback thrughut the prcess utilising all netwrks and technlgies available. Page 8 f 31

9 Backgrund T meet the prject bjectives a number f key success factrs have been identified: Key Success Factr Imprtance Measure 1 Apprval by CYF t cmmence the Transitin frm IRIS t CRISSP fr Family Services and ChildFIRST Prject. 2 Initiatin f the Prject Management Grup Critical Critical Agreement in principle t Prject Prpsal in Draft PMG cmmences meeting 3 Change Management /Cmmunicatin Strategy Critical T be determined. 4 Wrkshps fr CSOs and DHS n prgram needs 5 Business practice mapping and business requirements fr the CRISSP fr Family Services and Child FIRST functinality 6 Functinal and Technical Design and System Build Essential Critical Critical T be determined. CRISSP Prject Team & Family Services Team t sign ff f BRD fr each versin f the CRISSP Family Services case type Children Yuth & Families Directr t sign ff the Functinal & Technical Dcument t ensure the prduct meets the business requirements that have been paid fr. 7 Data Migratin frm IRIS t CRISSP 8 Business readiness fr implementatin f CRISSP int Family Services and Child FIRST CSOs - thrugh the establishment f a fllw n Implementatin Planning Prject. Critical Operatinal Data t be successfully migrated frm IRIS t CRISSP Final cmpnent f prject This prject will nt include the planning fr r implementatin f CRISSP int CSOs funded fr Family Services Page 9 f 31

10 Backgrund It is prpsed that the Transitin frm Family Services IRIS t CRISSP Prject will have seven key cmpnents incrprated int these are the critical success factrs f the prject. Cmpnent One: T understand the business practice and prcesses f Family Services and Child FIRST frm the perspective f the: Service Users; Integrated Family Services Wrkers; Cmmunity Service Organisatin; and Children Yuth and Families Family Services Team. Key Success Factr 1: Apprval by Children Yuth & Families t cmmence the Transitin frm IRIS t CRISSP fr Family Services and Child First Prject t ensure Cmpnent Tw: T ensure all relevant stakehlders are engaged and cnsulted thrugh the prject life including: clear gvernance and decisin making structures; cmmunicatin is effective and widely disseminated; and the use f existing frums where pssible. Establishment & implementatin f apprpriate advisry grups t prvide infrmed and relevant infrmatin t assist in the design and build f the Family Services Case type. Key Success Factr 2: Establishment f the Prject Management Grup t versee the gvernance f the prject. Key Success Factr 4: Wrkshps fr CSOs and DHS n prgram needs these included, Design wrkshps and sandbx sessins t be held with apprpriate sectr representatin Cmpnent Three: T identify key change management and stakehlder engagement requirements t supprt t the transitin frm IRIS t CRISSP frm a functinal and system perspective; Key Success Factr 3: Develpment f a Change Management and a Cmmunicatin Strategy Cmpnent Fur: T undertake a prcess f develping the CRISSP Family Services case type (CRISSP IFS01 Versin 1) which recgnises: Page 10 f 31

11 Backgrund the functinality in IRIS which users value (and CRISSP fr pilt CSOs) and ensures it is available in CRISSP; functinality which is essential t maintaining best practice in service delivery and client infrmatin recrding, in line with business practice and reprting requirements is develped; the pprtunity t enhance existing IRIS and CRISSP functinality fr users t ensure infrmatin is captured as a result f case practice rather than requiring the need fr users t enter data fr the sake f data but maintains the ability fr the system t be used fr data reprting nly if required; Key Success Factr 5: Business practice mapping and business requirements fr the CRISSP fr Family Services and Child FIRST functinality Key Success Factr 6: Functinal and Technical Design and System Build t be undertaken pst cnsultatin with the sectr Cmpnent Five: T ensure IRIS reprting requirements are able t be maintained bth in the transitin fr histrical recrding purpses and nging nce CRISSP is rlled ut: replicating all required reprting fields, cdes and business rules which exist in IRIS int CRISSP; develping CRISSP thrugh the Crprate Reprting Tl (CRT) which meet current IRIS reprts accessed by CSOs and maintains the statewide quarterly extract requirements; prvides additinal user reprts as specified by Family Services prviders Key Success Factr 7: Data t be migrated successfully frm IRIS t CRISSP t ensure data cntinuity Cmpnent Six: T undertake the prcess f develping specific CRISSP Family Services case type Case Management cmpnents with thse CSO wh chse t utilise CRISSP fr this purpse (CRISSP IFS01 Versin 2): functinality which is essential t maintaining best practice in service delivery and client infrmatin recrding in line with business practice requirements and reprting requirements cntinues t be develped; address the needs f the sectr in terms f Family Services and Child FIRST case management requirements within CRISSP such as Child & Family Actin Plan & Best Interests Principles Dcuments; Assist uses in undertaking business prcesses which are aligned with departmental plicy and legislative changes. Page 11 f 31

12 Backgrund Cmpnent Seven: T undertake a statewide cnsultatin frum prir t the establishment f an implementatin planning prject. Cnsultatin n the requirements fr the prject n implementatin Prject prpsal will be required fr the Implementatin f CRISSP Family Services case Type as this is nt in scpe. This will need t detail the implementatin prcess including change management, Sectr IT infrastructure & capabilities, rll-ut plan including training & supprt. Key Success Factr 8: Business readiness fr implementatin f CRISSP int Family Services and Child FIRST CSOs - thrugh the establishment f a fllw n Implementatin Planning Prject. 2.4 Prject Scpe Inclusins The transitin frm Family Services IRIS t CRISSP prject will include: Cnsultatin, business mapping and sectr input int the design and wrkflw f CRISSP; Time & Mtin Studies t be undertaken. This invlves cmparing the CRISSP Family Services case type and IRIS functinality. This is undertaken by testing the time it takes in perfrming the same mtins/tasks in each system; CSO input and invlvement in identifying key system areas and the functinal design f cmpnents, input int testing and nging wrkshps fr system imprvements; Encuraging prgram areas and CSOs t develp and undertake change management prcesses fr implementatins and enhancements; The capability t migrate existing IRIS data int CRISSP will be included in this prject in readiness fr implementatin; Taking CSOs thrugh a stepped prcess including: Initial Demnstratin; Manager/Team Sandbx sessins t interrgate CRISSP system & functinality and any ptential business practice changes; Recmmendatin fr future prject t cnsider implementatin plans, training needs, n site supprt needs and change management requirements. Page 12 f 31

13 Backgrund The prject will use an actin learning prject methdlgy t engage with the sectr and assist with the cnsultatin prcess. The technical and system driven aspects f the prject utilise PRINCE 2 methdlgy a requirement f IMT prjects within DHS. The actin learning methdlgy was chsen in recgnitin that system users prvide the best advice when they are able t have input int the system when it is in the design phase and can undertake user acceptability sessins (r sandbx sessins) and use real life scenaris. These pprtunities shuld infrm stakehlders and enable them t make the apprpriate suggestins & recmmendatins n behalf f their rganisatin and/r alliance. All the suggestins gathered at these sessins will be cllated and put frward t the apprpriate advisry grups t make recmmendatins. The advisry grups will als have the pprtunity t undertake sandbx sessins r demnstratins t ensure they are apprpriately briefed prir t making recmmendatins t the PMG. Input at this phase ensures the user can see and feel hw the system wuld wrk. Previus experience has shwn that dcumenting business requirements, building the system and then presenting a cmplete designed system ften fails t meet user requirements. In additin it is imprtant that users are infrmed f any design cnstraints due t CRISSP being part f an integrated system. Please nte the prject exclusins and cnstraints are utlined belw and Once advisry grups have advised n system requirements a Business Requirements Dcument (BRD) is created fr DHS apprval prcesses which describes the user requirements fr the develpers. The business requirements gathering ccurs thrugh the prcesses f sandbx sessins, design wrkshps and advisry grups will make final recmmendatins which will be presented t the Prject Management Grup. This dcument is apprved by the DHS business wner fr the purpse f receiving a qute and apprving design cmmencement as part f usual business prcess fr all ICCMS prjects. Functinal and technical dcuments are prduced by the develpers fr DHS sign ff. This dcument is an agreement that the system has been built and sets the expectatin fr functinality and testing. The sectr will be further cnsulted thrugh sandbx sessins pst develpment t ensure the CRISSP Family Services Case type meets the business requirements. Page 13 f 31

14 Backgrund Sandbx Sessins System Testing Identify Future needs and pprtunities Reference and Wrking Grups Review Gvernance and Wrking Grups Mnthly Bulletins Website Cmmunicatins Cmmunicatin Strategy PASA Meetings Change Management Strategy Existing frums and grups Cnsult Demnstratins Sandbx Sessins Cnsultatins & Wrkshps Business Case Review What d yu want t imprve/ d Cncept what shuld it lk like? Hw shuld it wrk? Build technical step f building the system Review is this what we asked fr? Des it wrk? Hw can we imprve it? Managing Stage Bundaries Develp Functinal Specificatins System Design Cncept Design Wrkshps Reginal Radshws Sandbx Sessins Exclusins This prject will nt include the planning fr r implementatin f CRISSP fr thse rganisatins funded by DHS fr Integrated Family Services. This prject will finish at implementatin readiness stage. A further prject will be established t plan and manage a state wide rllut f the CRISSP family services case type. The prject will nt include any significant divergence frm the current structure f IRIS where cmpnents are required fr reprting purpses t ensure a cntinuity f reprting data. This prject will nt include the design and build f infrmatin sharing cmpnents between CSO CRISSP systems, ie. Whilst there is the ptential capability t build shared cmpnents between CRISSP agencies it is nt in scpe fr this prject. This prject therefre will nt include infrmatin sharing between CRISSP and CRIS utside f existing infrmatin sharing as defined in IRIS such are referrals. Page 14 f 31

15 Backgrund CRISSP will nt include interface capabilities with rganisatins current systems, ther than the ability t exprt excel/html extracts. Fr example CRISSP will nt build an interface between an agencies current data recrding system/s r financial management system and CRISSP. Whilst the Family Services case type will be built t meet the needs f the Integrated Family Services sectr, CRISSP will nt be custmised r cnfigurable per individual CSO r Alliance. There are sme cmpnents within the CRISSP applicatin that are shared acrss the Integrated Client & Case Management System (ICCMS). ICCMS includes the CRIS, CRISSP & FERIS systems. There are cmpnents such as case ntes which are shared by all business areas and therefre agreement needs t be reached by all business areas fr any changes. Fr example a new mde value f SMS was recently added in the Case Ntes cmpnent. Prir t this new field being added agreement was required by CRIS Disability, CRIS Child Prtectin & CRIS Yuth Justice and all CRISSP business units. 2.5 Cnstraints This prject may be impacted by a number f cnstraints; CRISSP is a cmpnent f the Integrated Client and Case Management System (ICCMS) made up f CRIS, CRISSP and FERIS. As a cmpnent f an integrated system there are sme design features which are nt able t be adapted/ changed r may require the agreement f all stakehlders in ICCMS. These areas are: Client; Relatinships; Tab structure/rder; Basic case structure. Design and cding will be cnstrained by the need fr CRISSP t map t IRIS fr the purpse f migrating data frm IRIS during the transitin. This will ensure a cntinuity f infrmatin in the transitin; Cst f develpment may impact n the final functinality, ptins t be presented t PMG fr apprval; Plicy and practice f particular cmpnents in additin t reprting requirements may nt yet be agreed frm a sectr perspective. Functinality will nly be included where a cmmn understanding f plicy and practice exists; Functinality is dependent n technlgical capabilities f Peple Sft and impact t the brader Integrated Client and Case Management System (ICCMS) functinality where cmmn cmpnents exist. Page 15 f 31

16 Prject Deliverables 2.6 Interfaces and Dependencies This prject is dependant n supprt, participatin and input frm all key stakehlders. This prject is dependant n resurces and funding availability. 2.7 Assumptins It is assumed that: CYF are cmmitted t transitining frm IRIS t CRISSP; CYF will cmmit supprt t the prject; Key stakehlders are available fr the prcess; The prject will nt prgress until key dependencies (supprt, participatin and input frm all key stakehlders, resurces and funding) are met and agreed t by all key stakehlders. 3. Prject Deliverables 3.1 Prject Management Prducts The prject will require a reasnable level f prject management verhead. The Prject sizing wrksheet indicates the minimum level f prject management and level f dcumentatin suitable fr medium prjects. Specific aspects f the prject that require additinal attentin and management, ver and abve this minimum level may be identified. 3.2 Outline Prject Prducts (Deliverables) CRISSP Family Services Case A CRISSP Family Services case type (IFS01) will be designed utilising current IRIS structures fr cntinuity purpses. Design f IFS01 will be undertaken in cllabratin and partnership with users wh will be undertaking the transitin and the sectr that rely n the system fr service delivery and infrmatin fr service develpment CRIS & CRISSP referrals Ability t send and receive referrals CRIS t CRISSP and CRISSP t CRISSP. Page 16 f 31

17 Prject Deliverables CRISSP Nn Substantive Case A CRISSP Family Services Nn Substantive which matches t the IRIS Nn Substantive case CRISSP Prjects A CRISSP Prjects cmpnent which allws fr CSOs t recrd prject data as per IRIS CRISSP Grup Wrk A CRISSP Grup Wrk Functinality which enables the recrding f grup activities and case ntes as per IRIS Reprting Requirements The ability fr the current family services quarterly extract t be generated and run in CRISSP and laded int the DHS reprting database; The ability fr all current reprts and dcuments currently available in IRIS are available in CRISSP; and New CSO reprts - nn DHS reprts are t be specified and designed by the sectr in cnjunctin with the prject via the CRISSP Family Services reprts sub grup. These reprts will be available t run in CRISSP. These reprts may be useful fr an agency in terms f the fllwing; planning fr service delivery, undertaking data mining/research r cllated data fr gverning r funding bdies. 3.3 Prject Budget Department f Human Services, Crprate Services have prvided the funding fr the Transitin frm Family Services IRIS t CRISSP Prject. The cst f develpment fr the first tw versins f the CRISSP Family Services case type is as fllws; CRISSP Family Services case type (IFS01) Versin 1 $150, 000 CRISSP Family Services case type (IFS01) Versin 2 $109,000 Page 17 f 31

18 Prject Deliverables The business requirements fr future versins f the Family Services case type have nt been develped at this pint in time. As such the cst will be determined by DHS, Applicatin Develpment Unit when the requirements have been established and agreed upn with the sectr via the apprpriate advisry grups. These requirements will be put t the PMG and signed ff by CRISSP & Family Services Team. There will be a number f versins f the CRISSP Family Services case type, a versin is defined as a large number f significant enhancements which are put frward int a single release, this is required fr technical purpses. It shuld be nted that DHS has an nging cmmitment t cvering the cst f enhancements bth t the IRIS reprting requirements functinality and the case management aspects f CRISSP IFS01. All enhancements will be subject t the usual ICCMS prject & Maintenance Release prcesses; including BRD cmpletin & assessment, functinal and technical design assessment, develpment & testing prir t a prductin release. These are technical and business related cycles pertinent t internal DHS IMT business units. There are generally 3 t 4 releases undertaken per year and are subject t apprval f the Change Cntrl Bard (CCB). 3.4 End User Quality Expectatins f system & develpment prcess The fllwing list is intended t cver the brad quality expectatins as ppsed t the specific functinal and technical requirements. The fllwing is a list f bth the quality f the CRISSP Family Services case type but als the expectatins f the develpment prcesses; Ability t cmplete DHS reprting requirements efficiently, securely in accrdance with privacy guidelines CRISSP supprts service delivery and the system des nt drive practice r plicy Ability t generate system dcuments which are yet t be specified and develped, such as the Child & Family Actin Plan and Best Interest Principles dcuments and case ntes based n yur rganisatin s best practice mdels f service delivery Deliver a level f flexibility in the functinality t enable use f different practice tls Prvides the required infrmatin t supprt efficient case practice and plan fr future service delivery Availability f infrmatin thrugh the crprate reprting tl (capacity fr CSO s t build reprts) t assist in practice driven research. Ability t recrd nn-dhs funded clients and activities this infrmatin is therefre nt included in any reprting extract t DHS Ability t recrd all services being prvided t a client, fr agencies acrss a number f prgrams a client can have ne recrd with multiple cases Cmprehensive histry f the clients file tracking the services prvided and utcmes Ability t recrd direct and indirect services and the time n these activities Agencies can stre infrmatin in relatin t cmmunity educatin, presentatins and ther details that can be shared. Capability t recrd the services and cntacts an agency utilises sharing this infrmatin acrss teams which is time saving and capacity building Enable users t recrd and track incming and utging referrals in a secure frmat Prvides management with a tl t track service delivery, mnitr quality and cntributes t cnsistency f data recrding as well as facilitating transparency acrss the rganisatin Management have flexibility in terms f accessing infrmatin - as a web-based applicatin reprts and case infrmatin is accessible via any internet cnnectin therefre if there is an after hurs incident and client infrmatin is required it can be accessed at hme r clsest ffice lcatin Page 18 f 31

19 Prject Deliverables Reliable and accessible web-based system therefre mre flexible ptins fr users in accessing client & case infrmatin Cmprehensive supprt at n direct cst t CSOs thrugh training, n-site supprt, help desk, user supprt manuals and business practice guidelines. This is an n-ging cmmitment nt just at implementatin stage. Apprpriate develpment gvernance which ensures the system is cnsistent with Integrated Family Services plicies and practices, reprting and CSO registratin standards. An IT CRISSP Family Services prject grup versees the IT develpment prgress t ensure the apprpriate design, develpment,& testing ccurs within required timeframes. The Change Cntrl Bard versees all Integrated Client Case management System prjects and system develpment. CRISSP has been develped t ensure that the fields relating t client & demgraphic data are cnsistent with the cmmnwealth cmmn client data set cdes this is imprtant frm an IT data extractin pint f view. The ICCMS cmmn develpment platfrm enables cllabratin internally t achieve psitive utcmes fr ICCMS prjects and the enhancement prcess including testing Defects are tracked and mnitred and enhancements undertaken as requested by the sectr with apprpriate gvernance. It is likely that a CRISSP Family Services reference grup wuld be established as has been the case fr Placement & Supprt & Disability Services CRISSP with sectr representatin. An ability t clearly and simply identify fields f evidence fr case audits t demnstrate the agencies have met their registratin standards. 3.5 Acceptance Criteria ATTRIBUTES KEY STAKEHOLDER IFS Cmmunity Services Organisatins DHS IRIS Team DHS Children Yuth & Families Branch, Family Services Team CRISSP Prject Team CONFORMITY M M M M CRISSP Family Services case type must have all the IRIS reprting requirements? USABILITY M N/A M M The CRISSP Family Services case type must be easy t use, learn and understand frm the user s perspective? EFFICIENCY M N/A M M CRISSP Family Services case type must use resurces efficiently? MAINTAINABILITY M N/A M M CRISSP Family Services case type must be easy t Page 19 f 31

20 Prject Deliverables maintain and supprt? FLEXIBILITY M N/A M M CRISSP Family Services case type must be easy t mdify t ensure it is updated as per legislatin r plicy requirements. RELIABILITY M M M M The CRISSP system must perate withut failure and with cnsistency. PORTABILITY M M M M CRISSP Family Services case type must enable the capability t exprt infrmatin. AUDITBILITY/SECURITY M M M M CRISSP Family Services case type must be secure frm unauthrised access and be auditable. JOB IMPACT M N/A M M CRISSP Family Services case type must prvide enhanced wrking envirnments fr direct users. M = Mandatry D = Desirable N/A Nt Applicable Page 20 f 31

21 Outline Prject Apprach 4. Outline Prject Apprach Cnsult Develp Cncept The Transitin frm IRIS t CRISSP Prject will be undertaken in partnership between all stakehlders. CRISSP fr Family Services will be designed by the peple wh will use the system n a daily basis. The cnsultatin, cnceptualisatin, review and develpment cycle will be undertaken thrugh a number f channels including Design Wrkshps, Sandbx Sessins and advisry grups. The need fr effective and efficient client infrmatin management and sharing is vital t supprting vulnerable families, IRIS has been a successful data reprting tl but is n able meet the develping needs f the IFS service delivery mdel in the future. The delicate balance between infrmatin sharing and privacy can be better met using an integrated system (CRIS and CRISSP). DHS CYF is cmmitted t respnding t all cncerns, ideas and needs during the prject lifecycle in a timely and pen manner. The implementatin f CRISSP int IFS prviders will nly ccur nce all key dependencies are met. These dependencies include supprt, participatin and input frm all key stakehlders, availability f resurces and funding. Page 21 f 31

22 Outline Prject Apprach 4.1 Why is CRISSP the slutin mving frward. Currently the 2 Pilt CSO s in Suthern Metrplitan Regin are utilising the Generic case type in CRISSP. This has prvided imprtant infrmatin n the use f CRISSP fr Integrated Family Services including the gaps and pprtunities fr enhancements and innvatin. A new Family Services Case type will be develped t meet the needs f Integrated Family Services. There will be cmmn cmpnents such as case ntes which are shared acrss all business areas. The specific Family Services functinality will require input frm the sectr in the frm f cnsultatin at Design Wrkshp and Sandbx Sessins. It is nt expected that the CSO sectr will need t prvide technically prficient resurces t evaluate the functinal and technical dcumentatin required fr sign-ff. The sign ff f the functinal and technical dcumentatin is the respnsibility f the business that has paid fr the prduct. Acceptance f the CRISSP Family Service case type is best dne by walkthrughs f the system rather than reading the functinal and technical dcumentatin. It is an expectatin that the prject team will prvide pprtunities fr thse wh will be using CRISSP t trial the Family Services case type thrughut develpment, these pprtunities will enable infrmed review and feedback f the prduct. The Integrated Client & Case Management System and CRISSP Family Services case type is a cst effective and efficient IT slutin required t replace legacy reprting tls such as IRIS. The resurces currently exist including capacity t scpe f Business requirements, functinal and technical design, develpment, testing and implementatin. DHS has the technical resurces in huse and has undertaken similar prjects fr Yuth Justice and Yuth Services Branch. This slutin will require the c-peratin and supprt frm the IRIS Team t ensure that CRISSP is built with the capability f mapping the cdes and ensure successful data migratin frm IRIS t CRISSP. 4.2 CRISSP Cnstraints and/r cnsideratins Crprate r Industry Standards CRISSP will be built t ensure the Cmmunity Service Organisatins can meet their DHS reprting requirements and that the system will be updated if these requirements change. CRISSP will be built t be cmpliant with apprpriate legislatin in particular the Children Yuth & Families Act (2005) and Infrmatin Privacy Act (2000). An analysis f the Quality and Registratin standards required fr Integrated Family Services sectr is required t review thse aspects that CRISSP meets and identify any gaps. This will be undertaken in cnsultatin with the Registratin Standards wrking grup. Page 22 f 31

23 Outline Prject Apprach Operatinal and Maintenance Implicatins The Heads f Agreement Agreement fr access t and use f infrmatin n the CRIS and CRISSP system is an agreement signed by bth DHS and each rganisatin prir t implementing CRISSP. This agreement utlines the respnsibilities f rganisatins and the services DHS prvides fr maintenance and management f CRISSP. Als utlined are the jint respnsibilities f CSO s and DHS t ensure privacy and security f the system is maintained. DHS will prvide n-ging training and supprt t ensure that any new staff r new CSO s funded t prvide IFS prgrams have access t free training. DHS als currently has respnsibility f prviding the help desk services available during business hurs. DHS will be respnsible fr system enhancements. CSO s will be respnsible fr prviding the necessary Internet capabilities t utilise CRISSP. Further wrk by the implementatin prject will be required t scpe this requirement t ensure rganisatins have apprpriate internet access. 4.3 Reasns fr the Apprach The selected prject apprach is based n previus experiences in the initial and subsequent design and build f ICCMS. Previus appraches which fcused n the dcumentatin f business requirements and then designing and building the system resulted in a slutin which did nt meet the needs f the user. As users did nt see the system until it was at a pint where system changes were nt able t be made and the system had nt been tested with real practice scenaris the acceptance f the system was lw. Subsequent prjects where users have been invlved in an iterative design prcess ver a number f phases have resulted in a high user acceptance f the system and have allwed fr a design within the cnstraints f ICCMS that are practical and meet the needs f the user and their rganisatins. The infrmatin, ideas and feedback which ccurs at the CRISSP wrkshps and sandbx sessins is cllated and analysed initially by the Family Services & CRISSP Teams and is then prvided t the apprpriate advisry grups. Papers will be develped n particular issues fr cnsideratin and where apprpriate will be prvided t advisry grups fr discussin and recmmendatin. Fr details n the advisry grups rle and respnsibilities please refer t Sectin 4.5, page 25. The functin f the advisry grups is t discuss and analyse the papers r feedback prvided, and t frmulate psitins n issues and develp recmmendatins that are put frward t the PMG fr discussin, endrsement and/r decisin making as required. It is the respnsibility f the representatives n the advisry grups t be infrmed and t ensure feedback and cnsultatin ccurs at the sectr, alliance and agency level. Page 23 f 31

24 Prject Brief - <Prject Name> Outline Prject Apprach 4.4 Prject Gvernance Structure Page 24 f 31 Department f Human Services Cnfidential and Cpyright Versin: 2.2

25 Outline Prject Apprach 4.5 Gvernance Rles & Respnsibilities Cmmunicatin Purpse/Respnsibilities Audience/ Attendance Vehicle/ Inf Distributi n Freque ncy Gvernance & Decisin Making DHS Children Yuth & Families Infrmatin Management & Technlgy Bard Family Services CRISSP Prject Management Grup The Family Services Prject Management Grup t infrm CYF IMT Bard f the key milestnes and decisins. Seek endrsement f decisins where apprpriate in particular n majr issues with risk r cst implicatins. This grup t prvide advice and apprval n prject plan and deliverables. Ensuring that requirements are met and that all key stakehlders are invlved. DHS Children Yuth Families Infrmatin Management & Technlgy Bard Family Services Team, CRISSP, Centre f Excellence, 6 CSO representatives Papers and/r minutes t be tabled Minutes Mnthly Mnthly Children Yuth & Families Child Prtectin Placement and Family Services Strategy Grup Prvides advice n high level issues f significance impacting n the Child Prtectin and Family Services service system, and cntributes t the develpment f an integrated child prtectin, placement and family services system. Senir CSO Representatives, Children, Yuth and Families Executive, Senir DHS partnership staff, Centre fr Excellence representative Minutes Bi- Mnthly Prject Advisry Grups Centre fr Excellence CRISSP CEO Frum Family Services Client Infrmatin Advisry Grup Frum fr discussin and status reprts t be prvided t the sectr n the prgress f CRISSP Family Services Prject. Opprtunity fr issues and cncerns t be addressed. Advice and cnsultatin t be prvided by sectr t the Family Services & CRISSP Teams. Frum fr family services funded prviders, Family Services Team, IRIS and CRISSP teams t identify strategies fr quality imprvement in data cllectin systems. Prvide advice and recmmendatins n Family Services data fields. Centre fr Excellence Representatives, CEO sectr Representatives, Family Services Team, CRISSP Representatives frm Sectr, DHS partnership staff, IRIS Team & CRISSP Minutes Minutes Quarterly Bi- Mnthly Cmmunity Service Organisatins CRISSP Reprt Advisry Grup Terms f reference t be established CSO Representatives, Family Services Team, CRISSP, Reprts Team Minutes T be establish ed CRISSP Registratin & Standards Advisry Grup Terms f Reference t be established CSO Representatives, Family Services Team, CRISSP. Minutes T be establish ed Page 25 f 31

26 Outline Prject Apprach Sandbx Sessins Prvide an pprtunity fr Integrated Family Services wrkers t have a hands n experience f CRISSP and t enable feedback n the design and functinality as it prgresses thrugh the build/prject. All Family Services Partnerships representatives & CSO invited t reginal DHS sessins Feedback t be prvided t CSO & Sectr pst Sandbx Sessins Feb 2010 Jun Jul 2010 Oct 2010 Design Requirement Wrkshps Wrkshp t discuss particular cmpnents within CRISSP including the functinality and design prir t it being available in an envirnment t use. Screen shts and cncepts discussed t clarify design requirements and usability. In sme instances these sessins will be directed twards existing grups such as FS Client Infrmatin Advisry Grup. Sessins arranged n a needs basis, as identified thrugh sandbx sessins. May 2010 Jun Jul 2010 Sept 2010 Cnsultatin Statewide Sectr Frum Implementatin planning and cnsultatin n CSO readiness. N date has been set fr implementatin. Family Services Cmmunity Services Organisatins, Centre fr Excellence, PASA s, Family Services Team, CRISSP DHS Head Office Others as required Nv 2010 System Testing Cmmunity Service Organisatins invlved in system testing t enable interrgatin f CRISSP, and t develp a grup f infrmed, expert users t assist with issue identificatin and transitinal planning Family Service Cmmunity Services Organisatins currently using CRISSP & ther Sectr representatives as recmmended CSOs assistance with testing at DHS Oct 2010 Infrmatin Bulletins DHS Family Services PASAs Meetings The purpse f the CRISSP bulleting is t keep all stakehlders infrmed f the prgress with the prject. It will prvide infrmatin including the key milestnes, dates, frums and feedback frm the cnsultatins. It prvides a frum fr cnsultatin which is easily accessible. Prvide up t date infrmatin n the prgress f the Family Services CRISSP prject t disseminate infrmatin n a catchment level. Assist with lgistical planning fr cnsultatins / wrkshps etc. All stakehlders Reginal FS Managers and PASAs, Family Services & CRISSP Teams Mnthly Bulletins ed t CSO sectr Minutes (DHS internal) Mnthly Bi- Mnthly Page 26 f 31

27 Outline Business Case CRISSP Family Services IT Develpment & Technical Prject Management Grup Managing delivery f requirements, design and testing f system t ensure the delivery f Infrmatin Technlgy slutins. Family Services Team, CRISSP, Design & Requirements Team, DHS Develpment Team Minutes (DHS internal) Frtnightl y Technical DHS Data & Reprts Technical Grup Terms f Reference t be established Family Services Team, CRISSP, Data Migratin & Reprts, IRIS. Minutes (DHS Internal) T be decided 5. Outline Business Case 5.1 Prject Supprt Descriptin The transitin frm IRIS t CRISSP fr Family Services and Child FIRST will prvide the CSO s and CYF with a range f benefits. The benefits fr the develpment f the Family Services case type include: Ensuring cnsistent business practices, client recrd management and reprting is maintained against DHS requirements Minimising multiple agencies purchasing CRMs which will als require mdificatins and enhancements and may require DHS funding r at a minimum have an indirect cst t DHS; Be able t be adapted as service delivery mdels change; Supprts the DHS gal f reducing the reprting burden n Cmmunity Services Organisatins by enabling them t use ne system fr all reprting requirements acrss multiple business units; The ability t utilise existing functinality acrss CRIS and CRISSP t share client infrmatin and plans reducing the demands n agencies t prvide infrmatin and ad hc reprts t regins; The ability t track client mvement acrss multiple agencies and services; Page 27 f 31

28 Outline Business Case 5.2 Reasns fr selectin f CRISSP The CRISSP Prject Team has been respnsible fr the implementatin f CRISSP t ver 90 CSOs acrss a number f business units including ECIS, Placement and Supprt (Child Prtectin), Family Services and Disability Services. The CRISSP Prject Team has develped a number f cre capabilities with which t supprt prgram areas including: Identificatin f System Business Requirements which meet bth the prgram area needs and the needs f the CSOs sectr; Develpment and Implementatin f system changes in cllabratin with prgram areas with DHS and CSO engagement during design and testing phases; Change Management Prcesses which supprt the implementatin f Business Rules and Practices as a cre cmpnent f implementing CRISSP int CSOs; Training and On Site supprt fr CSOs implementing CRISSP including develpment f change management plans, adapting training t meet agency needs and business practices, supprt t IT and Prgram supprt staff t ensure successful implementatins. Page 28 f 31

29 Appendix A. 6. Appendix A. 6.1 Family Services CRISSP Prject Management Grup - Terms f Reference Rle: As the Prject Management Grup the Family Services CRISSP Prject is accuntable t: prvide verall gvernance and directin fr the prject; ensure the prject deliverables are met and are aligned t the plicies, practices and legislatin f the Children, Yuth and Families Divisin; and prvide infrmatin and recmmendatins t the Children Yuth and Family IMT Bard fr the duratin f the prject. Timeframe This Prject Management Grup will cnvene fr the duratin f the transitin t CRISSP Prject. This final phase f this PMG will be implementatin planning. Membership: Chair: Members: Assistant Directr, Placement and Supprt Argiri Alisandrats Directr, IMT Cmmunity Services Diana Hlmberg Manager, Family and Early Parenting Services Karen Maplestn Manager, Family Services Andreana Harrisn Manager, CRIS Business Develpment and Supprt- Tni Basile Peak representative, Centre fr Excellence Darren Lewinn-Hill Manager, Case Management Applicatin Supprt Felicia Cusins Manager, CRISSP Prject Fina Sparks Manager, CYF Infrmatin Management Strategies Tny Carr General Manager, Family Services Anglicare Rsie Pizzi IT Manager, Anglicare Wendy Wright Data & Grup Crdinatr, Cnnectins Steve Hunt Family Services Team Leader, Darebin Family Services Dnna Karmis Manager, Family and Early Childhd Services Child and Family Services Ballarat Marlene Butler Prgram Manager, ChildFIRST and Placement Preventin Services St Luke s Alisn Carsn Secretariat Supprt: Crdinatr: CRISSP Prject Manager, CRISSP Prject Page 29 f 31