8-94 Churchill St Waterloo, ON N2L 2X2 Proposal: Case Management System Overview (519) 884-4453 (519) 688-8226 info@opid.ca December 22 nd, 2006 The following proposal for the Case Management System outlines the recommended solution for meeting the needs of OCYC to track their daily operations. The outline is based on our initial discussions and the provided documentation and existing forms. These documents will be used as the source for the project requirements. All actions within the system will be as close to the original processes as possible, while focusing on making the daily operations of administrative and front-line staff simpler. The project will be completed by March 31 st, 2007, with the last week of March reserved for training and any needed on site support. Module Overview The project has been split into modules, and each module placed into a milestone. As much as possible we will try and complete a module, and only make minimal changes to for the remainder of this stage of the project. Module Description Milestone Core Document System Staff Info, Login, Security and Permissions, Basic Case Information, Contacts, Departments/Teams, Programs, Intake Form 1 Create Document Template System (Brief Service Report, etc) Create documents for a Case (Case Notes, etc). 2 Scheduling System Setup Appointments for Staff, Clients and/or resources 3a Workflow Management Todo Items (case documents to be completed, appointments), Program/Case Lifecycle (define what documents are required when a client is entered into a program). Administrator Screens to see therapist overview, all open cases, todo items, etc. Wait List Group Wait Lists, Program Wait Lists, etc. 3c Misc. Tools and Administrative Tasks Reporting Search Contacts, Search Cases, Transfer Cases Quarterly Reports, Ministry Direct Service Report, Charts/Reports of case history by Region, Age, Referral or Presenting Problems, XMR Trend Reports, etc. 3b 4a 4b
Functional Overview The following is a basic functional overview of the system, meant as a guide for our first round of discussions for each module. For each screen, we will first develop a rough working model, that we will use to determine the exact needs. For instance, I will create a rough Intake Form, and then discuss with Deb the necessary changes to make it appropriate for use. With this in mind, the following overview is just meant as an approximation of your agency's needs based on my current understanding. Staff Info Secure system: Username & Password, SSL Security (like online banking) Case Permissions Counselors/Therapists Can see all cases within their department or teams (as defined by the administrator) Case Access is logged Special Cases Cases can be marked as Private or Exclusive so only those marked with read access will be able to see the case details. Administrator See All Cases Case Info Basic Information, DOB, Medical Information, etc. As defined in Intake Form. Relationship to Contacts In a list format storing: contact Name and basic information (phone, address, etc) and their relationship to the contact. (See Therapist Interface Mockup for Case Info) Show History of Programs and Intake Details Current Programs and Intake Details Contacts Show Clients/Contacts & Relationships, and cases they were involved with Contact Info is shared across system Doctor A, could be visible on 14 cases Mother visible on each of her children's cases Programs Current Cases in Program History of Cases in Program Wait List Group Program Interest List (with a threshold to run the program) Case Lifecyle: What steps does a case follow in this program Step requirements: Appointment, Group Session, Case Notes/Forms, etc Intake to Program Intake Form Schedule Intake Appointments Success puts the case on the program wait list When Accepted to Program (Taken off Wait List) Added to Program Assigned to Therapist Start Date/Projected End Date Depending on Program, develop a schedule (based on Case Lifecycle above) Example: Early Years Brief Service 4 Appointments, 4 Brief Service Reports
Each Appointment, BSR Due (Will show on task list) Discharge Report due after final appointment Schedule will be visible from both the Case perspective (When they are required to show up for appointments, etc) and from the Therapist perspective (appointments and case notes/forms due) Program Scheduling System Appointments for Staff and Clients Using Appointment Times for Tracking Ministry Reports Create Quarterly/Annual Statistics (as provided) Book Rooms if required View Calendar/Schedule of Staff View Calendar/Schedule of a Contact View Calendar/Schedule of a Room/Resource/Location Locations/Rooms/Resources Basic Information View Schedule Case Notes Case notes will be based on a flexible framework to allow for different information and fields for different uses. This system will be administered by your agency to create new forms, or change existing forms. Form fields will be text boxes, dates, numbers, contacts, and links to other forms/documents. Notes Revision History When creating a new case note or document a working copy will be created. A working copy can be edited as much as required until it is marked as completed. After being completed all changes will require a revision. The history of changes will be visible (with tabs at the top of the form) to compare revised documents. Documents will remain in the therapists todo list until completed. Case notes will also be able viewed as a PDF file for printing. Case Notes/Forms From the Manual to be Implemented: Intake Services Report Urgent Service Report Brief Service Report Comprehensive Services Client & Therapist Treatment Agreement Progress Review Summary Transfer Summary Group Therapy Summary Discharge Summary Report CAFAS BCFPI Therapist Screens Show List of Appointments, Schedule an appointment, Transfers from others, etc. Browse Cases Show Contacts per Case, and browse Contacts Search all cases/case notes for names, details, etc Use a date range to limit results Administrator Screens See Schedule of all Counselors, Rooms, Activities Add New Therapists Permissions for Departments/Teams Flag Cases as Private/Exclusive. Flagged cases will invisible to everyone except those specified and administrators.
Therapist Caseload See # of active cases per therapist and show if above/below target. Caseload history Show timeline of caseload history Outstanding Items Show all outstanding items (and original Due Date ) for all therapists. Individual List of outstanding items General Statistics Hours of service per Therapist in any time period Face In/Face Out and Phone In/Phone Out Average hours of service per case in any time period Ministry Reports (examples as provided, to be specified more in the reporting stage of the project) Timeline At each of our milestones we should have a meeting to go over the changes and discuss anything related to that stage of the project. During the development, in between milestones, I will work closely with Deb to ensure as we are building the system that everything seems to be working to the agency's needs. Date Milestone Description Wednesday Jan 24, 2007 1 First Version of Application Setup on Server, Meeting/Intro Monday February 12, 2007 2 Merge Development Changes, Meeting in Woodstock Friday March 9, 2007 3 Merge Development Changes, Meeting in Woodstock Friday March 23, 2007 4 Programming Completed, Meeting in Woodstock March 26 27, 2007 5 Training (in Woodstock) Project Costs This project is quoted on as a whole. Any major changes to the requirements or functionality (outside of the scope of this document) will be need to be quoted separately. The outline is flexible enough that all agency concerns we had discussed should be accommodated. All development in this project will be covered for any bug fixes for 6 months past the project end date (March 31, 2007). Bugs are considered a mistake in existing functionality. An example of a bug would be the Add Event link on the Therapist Intro Screen doesn't work, or creates appointments for the wrong user. Another example would be appointments incorrectly showing up multiple times. Any functional changes, or new business requirements outside of the scope of this proposal will be billed hourly and quoted appropriately. Included in this cost is 2-3 days of on site training. Any further required training will be over and above the quoted costs. Telephone and remote support will also be provided. Milestone Cost 1 Initial Payment (40%) $5,800.00 5 Final Payment (60%) $8,700.00 Total $14,500.00 Plus 6% GST. Custom Software Development is PST Exempt.
Implementation Hosting the Application Server Externally The application server can either be hosted within the OCYC Office in Woodstock, or externally with a hosting company. The benefits with a hosting company are numerous, including: lower cost of ownership, service availability, backups, failsafe infrastructure and increased security. Nettrac Inc offers affordable hosting, and a great technical team. They have been operational for over 10 years and are a solid company with a well rounded team. Opid Technologies has dealt with Nettrac for over 5 years and has had an excellent relationship. 1 Year Contract 2 Year Contract $105 Monthly $90 Monthly There will be no setup fees for the the server hosted with Nettrac. For secure remote access (for users outside of the main offices) a $25 setup fee would be required per user. Up to 10 concurrent users can be setup. There is no limitation to the number of users from within the OCYC offices. The contract for this server lease will be between OCYC and Nettrac Inc, with Opid Technologies acting as a technical contact. Hosting the Application Server Internally To host the application server internally (for example the OCYC Office in Woodstock) a server would need to be purchased. An equivalent server to the above prices would cost around $2500, and will require additional installation setup costs (materials and labour). The server would also require a UPS Battery backup in case of a power outage ($1000). To access the system remotely in a secure manner we would recommend a Cisco PIX Firewall to be purchased ($700). If your organization is interested in purchasing your own server for this project, a more detailed quote will need to be submitted specific to your needs. Security Overview (Network/Infrastructure Level) Using an external hosting company will allow us to leverage their existing infrastructure to make the system as secure as possible. The Application Server will be on a secure managed network behind a Cisco PIX Firewall Unauthorized computers will be unable to access the server based on our firewall rules: All users within the OCYC Offices in Woodstock, Tillsonburg and Ingersoll will have access Remote users will need to be setup with a Secure Remote VPN (Virtual Private Network) allowing therapists and administrators remote access from home or satellite offices without compromising security. Nettrac has offered up to 10 concurrent clients connected through Remote VPN at any given time. The number of concurrent users connecting from the main offices will not be limited. Their network is constantly monitored for availability and security threats with their 24x7 technical team. Using their backup in the case of a server failure we will have a recent copy of all data in the database, and could move the application to another server for use in a matter of hours. Bill Noble, CEO of Nettrac has offered to be available to answer any questions specific to the security and infrastructure offered by his company.
Security Overview (Application Level) In addition to the physical security offered by the hosting company the OCYC Case Management System will have the following security specifications: All traffic is encrypted using SSL/HTTPS (the same technology used by Online Banking) All users will require a login, in addition to the network access controls (either from an OCYC office, or being connected through remove VPN). To prevent people from tampering with the system a user will be locked out after a set number of incorrect login attempts (for instance 5). If they are a legitimate user they will need to ask an administrator to unlock their account. Licensing and Client Workstation Requirements With a web based solution, clients using the system will have minimal system requirements. Any machine that is capable of browsing the web, and checking email could be used to access the system. Due to the nature of the design, the system will be cross platform working on Windows, Mac or even Linux workstations. The only requirement is a recent web browser (such as Internet Explorer 6/7, Mozilla Firefox, Safari). All code and resources developed during this project will be owned by Opid Technologies. Your organization will be given a perpetual license for this project, with no restrictions on the number of concurrent or active users, cases or other arbitrary limitations. To protect your investment in this project, your organization will also have access to all source code for your own development. If requested, the source code will be delivered within 15 business days. The rights to this source code will be for use internally within your organization only. Any distribution outside your company will need to be confirmed, in writing, with Opid Technologies. In Closing I appreciate the time you have taken to consider this proposal. If required, I am available to meet with your Board of Directors to answer any questions and further describe the implementation details of this outline. I am open for discussion at any time and can be reached at the contact information below. I look forward to this working relationship with your organization. Regards, Ian Barton Owner, Opid Technologies Home Phone: (519) 884-4453 Cell Phone: (519) 688-8226 Email: ian@opid.ca About Opid Technologies Opid Technologies has operated as a sole proprietorship for over 8 years providing consulting, programming services, design and information systems for social service organizations and companies across Ontario. We strive to create custom solutions that work to streamline and assist with the customer's existing business processes. References for current customers in the social services sector are available on request. Our technical expertise is focused strongly on database design and web application development.
Appendix: Screen Mockups The following screen mockups are meant to act as a guide. The specifics of the work flow, screen content and fields will be confirmed when development starts. Therapist Screen Mockup: After Login After logging in Therapists will be greeted with a dashboard/overview type of page that could give them a week overview of appointments, show current cases, and any other pertinent or helpful information. On the side of the pages we could also provide a overview of outstanding tasks, and a short list of events. Similar overview blocks could be created for quick reference of related information.
Therapist Screen Mockup: Case Information The case information will be the gateway to anything involved with a case. Including: intake information, contacts, case notes, a calendar of events for a case, etc. This will be the screen shown when a user clicks on a case number link from elsewhere in the application.
Therapist Screen Mockup: Case Information (Add Contact Link) Adding a contact will show a screen to create a new contact, and if the name matches an existing contact will prompt the user if they would like to use the existing contact. This will allow us to link a single contact together with multiple cases, and therefore report on case relationships later on.
Therapist Screen Mockup: Discharge Summary Report In a general sense all case notes/forms will take the same functional layout as the page below. Revisions of a document will be visible as tabs at the top of the form. Working Copies will need to be Completed in order for it to appear in a case's permanent record. The contents of each individual form will be customizable from the administrative screens.
Therapist Screen Mockup: Search Results The search interface will act as intuitive way to find information possibly scattered across many cases. The cases that will be search will only be those the logged in user has permission to see. These permissions will be based on the team or department the user is in, and their special privileges to see specific cases. For instance I could search for a last name and the system would return all cases, contacts, etc containing the last name (as show in the example below).