Modernization Update - February 2019

KEY HIGHLIGHTS IN THIS TOPIC/WORKGROUP FOR THE PREVIOUS MONTH:

Update on Governance and Communication Planning for MACSSA Modernization Steering Committee

Welcomed:
• Todd McMurray, Chisago County, replacing Tiffanie Miller on the METS PMT
• Christina/Tina Klaphake, Wright County, new ISBM Stakeholder Engagement Lead (half time), will attend these meetings as time permits.
• Pam Siebert taking over convening this group from Bina, as of March1.

METS Position statement
• Janet presented draft position statement
• Considerations included: our credibility is on the line; we need systems that function for end users; ensure all our current systems are functional, while preparing for new ones.
• Eric, consulting with Janet, will revise this for further discussion at the March Steering Committee Meeting. Will set in overall context of Modernization.  Considerations include:
• Dakota did study compared task time between METS and MAXIS (was additional time due to system or increased caseloads?)
• Group decided this would be used internally, not for a legislative position.

APD Process
• IESC members, Marti, Chris, and Janet described some frustration with beginning of APD (federal funding proposal) discussion. Members of other governance groups shared similar perspectives. This led to the following discussion of possible ways to address this.
• NOTE: PMTs oversee anywhere from 80 – 300 projects.
• Consensus: a technology roadmap is needed.

Alternatives to relying on current governance structure:
• Factors: • Alternate ideas that could be explored further o Invite DHS/MNIT to organized MACSSA meetings to provide background and context to upcoming decisions or topics • DIGT MACSSA members are disconnected from other counties. Their feeling of isolation causes them to draw almost exclusively on their experience in their own counties, rather than state-wide. Modernization Strategic Reframe Feedback: - NOTE: Change terminology from partnership with “MACSSA” to partnership with counties.
• Like: helpful for phasing (like prototypes and pilots; explains the “what”; good person-centered design and project funding;
• Needs improvement: lots of jargon, innovation missing; need more reference to iterative work and testing/innovation rapid cycle; need to call out intention of county / state partnership; how to operationalize (no connect to IESC) ?
• Add 4th initiative on “Enable” technology to effectively support… (look at Cúram strategy to leverage technology?)
• Questions: Where do tribes fit? When referring to “resources” can we assume it means state resources, not county? Expect invitation from Pam for future meetings

Ideas for Future Agendas
• Dakota report on their study related to METS work – Marti
• METS/Modernization position revised proposal – Eric and Janet
• DIGT members share more about their work and Steering Committee discusses how it fits into the other work – Erik, Scott, and Dan
• Self-service tools for people we serve - Chris
• Invite Chuck Johnson and/or Greg Poehling,
• Ask DHS/MNIT to do context setting.
• Revisit best way to communicate each governance group’s activities with MACSSA members – Brad and Marti
• APD Process Update – EAB and/or IESC reps

Enterprise Architecture Board (EAB)

EAB topics in January included a discussion on FFY2019 APD financials, and an overview of the approaching APD process for FFY2020.

In addition to the APD financial and process information, the I-ESC presented proposed goals and criteria for FFY2020 APD prioritization. EAB will continue to discuss strategic priorities with I-ESC at future meetings, but voted in support of the direction of the I-ESC proposal and continued efforts.

EAB received an update and initial draft from their subgroup working on proposed updates to the Modernization Strategic Plan. Work will continue and the topic will return at a February meeting. An overview of conference calls with other states (Arkansas, Ohio, North Carolina, and Michigan) undertaking human services modernization was presented. The calls are focused on approaches, results and learnings from experiences with systems modernization initiatives. More calls will take place with other relevant states in the future. Integrated Human Services Executive Steering Committee (I-ESC) A major topic in January was preparing for the Federal Fiscal Year 2020 (FFY20) Advance Planning Document (APD) submission annual updates. I-ESC members received a presentation from the Business Solutions Office (BSO) about the high-level timeline for the Federal Fiscal Year 2020 (FFY20) Advanced Planning Document (APD). The presentation covered the budget and resource planning approach, project alignment guidelines, and the review and submission process.

The group developed recommendations for prioritizing APD projects, including goals, operational criteria, prioritization tools, working assumptions, and other considerations. The aim of APD prioritization is to present EAB with a package of initiatives that meet agency needs and goals and are most likely to be implemented successfully. The recommendations were shared and accepted by the EAB at its Jan. 24 meeting.

I-ESC members also received a more in-depth presentation about APDs from the Business Solutions Office (BSO). The presentation covered the I-ESC’s role and responsibilities in the APD process, factors that drive APD priorities, and work that can be included in APDs.

Another topic for the I-ESC was maintenance and operations work. The MAXIS/MEC2 Business Change Request (BCR) Team shared concerns that there are not enough MNIT resources to support systems maintenance work, not only in terms of numbers but also MNIT staff that have in-depth system and program knowledge. Work is underway to develop an approach for that work going forward in the new governance structure. This includes aligning goals, setting the framework for prioritizing projects, scoring projects, ranking projects and validating decisions.

REQUESTED ACTIONS NEEDED FROM MACSSA IN THE NEXT MONTH: Nothing right now

APPARENT TRENDS IN THIS TOPIC AREA: Communication and education with AMC is a focus right now as well as trying to figure out if counties collectively have the bandwidth to fill all the governance roles.

ISSUES/CONCERNS REGARDING THIS TOPIC THIS MONTH: Going through some growing pains with regards to know that we are being included in so much of the governance structure, how do we find the capacity to fill all of the roles.

LEGISLATIVE IMPACTS: There are some financial limitations that may inform future legislative needs

BULLETINS, PUBLICATIONS, OR SUPPORTING MATERIALS TO BE INCLUDED WITH THIS UPDATE: (Please attach to the email sent with this report.) 

CONTACTS (FOR TOPIC GROUPS):
Marti Fischbach – Modernization Co-Lead; IHSM ESC
Co-chair Brad Vold – Modernization Co – Lead; BADT member
Jane Hardwick, Stephanie Radtke, (vacancy due to Denise Moreland retirement) - EAB