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ILLINOIS DEPARTMENT OF CHILDREN AND FAMILY SERVICES
JESS McDONALD, DIRECTOR
CWAC/POS SACWIS Advisory Committee
September 14, 1999 Meeting Minutes

Members in Attendance
Ken Dee, CHASI
Jeff Buhrmann, DCFS SACWIS
Darlene Sweeney, Allendale
Dennis Egolf, DCFS SACWIS
Priscilla Parker, LCFS
Foster Centola, DCFS SACWIS
Valerie Riley, Center for Hew Horizons
Roger Thompson, DCFS
Jim Erickson, New Life Social Services
Steven Minter, DCFS
Kevin Singletary, CSS � Peoria
Jan Schoening, CCA
George Thibeault, Catholic Charities
Steve Bradshaw, DCFS/POS Liaison

Members Absent
Sue Grady, Youth Svc. Bureau, IL Valley
Zack Schrantz, Uhlich
Carol Winn, Ada S. McKinley
Frances Barnes, VOA
Bishop Arron Holmes, Reaching the Mark
Rebecca Cook, IARF

Minutes of June 8, 1999 meeting - upon a motion by Ken Dee and a second by Valerie Riley, the minutes were unanimously approved.

Update on SACWIS Project (Jeff Buhrmann)

FY '99 Equipment, Software and Services RFP � There was a brief update on the infrastructure development. A tour of the infrastructure operations center/help desk facility (IOC) will be placed on the November agenda.

Application Development and Implementation RFP � DCFS is currently negotiating with the selected vendor, American Management Services (AMS). Jeff gave an explanation of AMS's proposal to build a web-enabled system using Microsoft software and tools; discussions are still occurring in this area.
Once a contract is finalized it will go to the federal Administration for Children and Families (ACF) for a mandatory 60-day review, AMS is expected to begin work on or about February 1, 2000.
Negotiations are continuing on phasing of the application development and implementation; phasing would provide a controlled development environment and a spread of costs over multiple years.
A question was raised on AMS's experience in child welfare. Jeff B. explained their role in SACWIS development and implementation in New Mexico, Connecticut, Rhode Island, and Wisconsin (current). Reference contacts in Wisconsin expressed a high degree of satisfaction with AMS.
George questioned the need for the high level of equipment specified for a web-based application. The response was that the application may need to be "thin-client" instead of "no-client" which would required a higher level of equipment, and, the use of the office automation applications requires a higher level, also.
QA RFP � Jeff B. gave a status report on the selection process of the quality assurance vendor. The technical team has reviewed the two proposals received from KPMG Limited, and, Spectrum Maximus. Oral presentations are scheduled later in the month, with a Best and Final Offer (BAFO) process to possibly occur at the state's discretion. The process is on schedule for a start date on or about January 3, 2000. The prior approval requirement by ACF has been waived for this RFP; review by ACF will be concurrent.

Web Site and Templates� The SACWIS web site is up and running and templates are being processed and added to the site as they are available. The Office of Family Policy has hired a person to process templates. In addition, it was announced that Martha Allen would be approving all newsletters before distribution. The SACWIS link is on the DCFS web site at: http://www.state.il.us/dcfs/
SACWIS Presentations to POS Agencies
Jeff, George, Kevin and Jan discussed that we are halfway through the scheduled presentations and the perception is that they are going well. Good questions are being asked. Both Jan and George received "how to" process questions, what to do and not to do as agencies prepare for SACWIS.

Financing POS Equipment, Software, and Other Costs � Status Report
Dennis Egolf distributed a handout on cost breakouts for the various items included in the rate increase methodology paper. The Steering Committee members had previously requested this breakout. Dennis explained the cost pools and the basis for the numbers. Upon questioning, Jeff B. restated that the rate increase, once enacted, would be permanent and subject to any future "cost of doing business" increases authorized by the legislature and Governor.

Jeff B. related information from a tele-conference attended by himself, Dennis Egolf, Steve Bradshaw, and representatives from Central Management Services including a CMS procurement attorney. The content of the discussion centered on access, by POS agencies, to the hardware/software pricing and support structures as contracted to DCFS. As Jeff explained, any agency, representative of an agency, or a collective of agencies, or representative of a collective, could approach a vendor, even a vendor under contract with the state, and request their best price on hardware, software and/or support. DCFS cannot recommend a vendor.

Jeff B. noted that the consolidated services desk (CSD) will support the POS agencies' use of the SACWIS application.

The draft of the procurement plan to guide private agency purchase and installation of SACWIS hardware and software was handed out and a discussion led by Steve Bradshaw. It was determined that the Steering Committee would meet on October 4 at 1:00 at LCFS in River Forrest to discuss the document.

Some immediate feedback included the need to know the functions of the servers, such as print & file, etc., the "drop-dead" date for hardware/software installations, and a question as to what "new" means.

Issues or questions from this discussion include the following:
Several related issues for SACWIS users, such as supervisors, manager, and clerical staff, whose seats are not included in the proposed rate methodology plan:

Should hardware specifications be different?
Should there be a differentiation of required software for these users?
Who are the other users in this category � by job and function?

Questions on the caseload/seat deployment ratio of 22.5:1 for HMR and traditional foster care and 12:1 for specialized foster care.
Question on how POS agencies would be "re-certified" in three years, or whenever re-certification might occur.
How would other non-SACWIS staff in a POS agency access SACWIS information.
Questions on which cases are to be included in the SACWIS system. SACWIS Briefing for POS Executives � a draft invitation to the CEO's was handed out for review and discussion. Jess McDonald and Jimmy Lago would be available for introductory remarks. After much discussion on the proposed agenda for the meeting, the question was raised as to whether it was premature to have the briefing. Jan will discuss this issue with Ron Moorman, CCA, and provide feedback to Jeff B.

DCFS-POS "Bridge"/Data Dictionary � Status Report � These issues have been previously discussed; no new or different information was presented as this meeting.

Next Meeting � scheduled for October 5, 1999 at LCFS in River Forrest.

Adjournment meeting adjourned at approximately 2:15 p.m.

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	FY '99 Equipment, Software and Services RFP � There was a brief update on the infrastructure development. A tour of the infrastructure operations center/help desk facility (IOC) will be placed on the November agenda.
	Application Development and Implementation RFP � DCFS is currently negotiating with the selected vendor, American Management Services (AMS). Jeff gave an explanation of AMS's proposal to build a web-enabled system using Microsoft software and tools; discussions are still occurring in this area. Once a contract is finalized it will go to the federal Administration for Children and Families (ACF) for a mandatory 60-day review, AMS is expected to begin work on or about February 1, 2000. Negotiations are continuing on phasing of the application development and implementation; phasing would provide a controlled development environment and a spread of costs over multiple years. A question was raised on AMS's experience in child welfare. Jeff B. explained their role in SACWIS development and implementation in New Mexico, Connecticut, Rhode Island, and Wisconsin (current). Reference contacts in Wisconsin expressed a high degree of satisfaction with AMS. George questioned the need for the high level of equipment specified for a web-based application. The response was that the application may need to be "thin-client" instead of "no-client" which would required a higher level of equipment, and, the use of the office automation applications requires a higher level, also.
	QA RFP � Jeff B. gave a status report on the selection process of the quality assurance vendor. The technical team has reviewed the two proposals received from KPMG Limited, and, Spectrum Maximus. Oral presentations are scheduled later in the month, with a Best and Final Offer (BAFO) process to possibly occur at the state's discretion. The process is on schedule for a start date on or about January 3, 2000. The prior approval requirement by ACF has been waived for this RFP; review by ACF will be concurrent.
	Web Site and Templates� The SACWIS web site is up and running and templates are being processed and added to the site as they are available. The Office of Family Policy has hired a person to process templates. In addition, it was announced that Martha Allen would be approving all newsletters before distribution. The SACWIS link is on the DCFS web site at: http://www.state.il.us/dcfs/