Frequently Asked Questions
General
Q: What is the difference between the Organizational Change Management (OCM) Advisory Workgroup and the Counties' Organizational Change Management (OCM) Coordinators?
A: The OCM Advisory Workgroup is a larger overreaching group comprised of select people from different counties within each region and is used as a forum to gather counties perspectives on the materials and communications. This group will assist the OCM branch of the Implementation Team in creating global To-be processes, validate communication products like email announcements, FAQs, and will participate in various stakeholder engagement activities such as system demos, videos, and change impact analysis. The County OCM Coordinator works directly within their county only and handles county specific communication and OCM activities. Things like leading and supporting staff through migration, coordinating tailoring and delivery of communications, and understanding and tailoring as-is and to-be business processes to align with county processes and procedures.
Q: Will the test scenarios include examples relevant to child welfare, probation, and prevention populations?
A: The Project is actively preparing scenarios to mirror as many different aspects as possible and will communicate further as scenarios are finalized.
Q: When and where should the county IT Technical team become involved/step in?
A: Tech team involvement will be determined based on activity through the IC. As a note, Tech & Data roll up to IC. IC is set to support the Tech team in communicating activities that pertain to their discipline as outlined in the Go-Live Readiness Checklist.
Q: Are there situations where teams aside from the Implementation Lead (IL) (such as Organizational Change Management (OCM)/Training) may interact with the County team?
A: The IL is the Primary point of contact, however, OCM will be delivering As-Is/To-Be process mapping at the regional level (high level). The IL will then take those maps and assist with the tailoring of the maps to county-specific process.
Q: How can team members be added to meetings to show progress on the system?
A: All Implementation Leads (ILs) attend the weekly PDT Standup on Fridays where demos are provided. In addition, ILs are assigned to each Service Area where designs are discussed with the core constituents. Functionality is also reviewed and practiced each week during Office Hours: Staging Environment Practice meetings.
Q: What is the plan for the next phase of feedback collected during user testing?
A: There will be another opportunity for counties to provide feedback prior to rollout. The next phase of feedback will occur during Production Simulation, where users will be able to validate system functionality, confirm updates made from EUST 3 findings, and submit any additional feedback that was not captured previously. Details on the Production Simulation schedule and feedback process will be shared in advance so counties can plan accordingly. Regarding the volume of EUST 3 feedback, the team reviewed and triaged all items using a consistent methodology to ensure each item received a determination. We understand that some users were not able to submit all their feedback during EUST 3, and Production Simulation is designed to provide that additional opportunity. Our goal is to ensure feedback is gathered comprehensively before rollout, support system readiness and a smooth transition for users.
Q: How did we come up with the time commitment estimates for the county implementation teams?
A: The estimates provided for each of the implementation roles are based on past experience designing and delivering similar implementations for other statewide IT projects. They are intended to be a range and will vary by organization. We anticipate these time commitments to increase as we advance towards Go-Live.
Q: Can meeting schedules be arranged to avoid conflicts for participants, and can communication about cancellations be sent earlier so members have adequate time to adjust their calendars?
A: As Implementation engagement ramps up your Implementation Lead (IL) will work with you to determine the best time for recurring monthly readiness meetings, avoiding conflicts with any other responsibilities you and your team may have. We will pass along the feedback of last minute cancellations to the appropriate teams.
Q: Is everyone moving to the co-existent model? Will someone be able to work remotely if doing work for two counties?
A: The Project has decided to continue supporting both the Dedicated and Co-Existent models for CWS-CARES to avoid disruption to county operations. The Project is currently conducting an analysis to determine how these models will be implemented within CWS-CARES and to further assess their impacts. Any updates or new information resulting from this analysis will be communicated and shared as they become available.
Q: What are the expectations of prioritization with respect to the hours-per-role which were projected in the meeting slide deck as opposed to other ongoing project meetings?
A: The expectation is to please prioritize completion of CWS-CARES readiness activities within target completion dates. If you are finding that the workload exceeds the estimated hours, please have a discussion with your Implementation Lead (IL) to determine where adjustments can be made.