HomeMy WebLinkAbout20080932.tiff RESOLUTION
RE: APPROVE STATEMENT OF WORK FOR HUMAN SERVICES CASE MANAGEMENT
WEB PORTAL AND AUTHORIZE CHAIR TO SIGN - 3T SYSTEMS, INC.
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Statement of Work for the Human
Services Case Management Web Portal between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County,on behalf of the Department of Social
Services and the Weld County Interagency Oversight Group, and 3t Systems, Inc., commencing
March 13, 2008, with further terms and conditions being as stated in said statement of work, and
WHEREAS,after review, the Board deems it advisable to approve said statement of work,
a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services, that the Statement of Work for the Human
Services Case Management Web Portal between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County,on behalf of the Department of Social
Services and the Weld County Interagency Oversight Group, and 3t Systems, Inc., be, and hereby
is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said statement of work.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 26th day of March, A.D., 2008.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
i �/� ,� �
O ,
ATTEST: nni(z'�,�' ��• , v iL
E i tj� , ' W : ' H. Jerke, Chair
Weld County Clerk to the Board g, C I: ',�\ I,
r
�a� s Rober . Ni n, Pro-Tem
BY: C6 Q a V`
Deputy erk to the Board �i ,
( ' LLy1Nt• F. Garcia
J r
APPROVE,6'AS TO' 0:1-6.--T-
A_ c c/
� /� David E. Long
C• Attorney EXCUSED
Douglas Rademacher
Date of signature:
/-////e
2008-0932
SS0035
'(" 51S --(J ( )q-O_a -c)&>'
HUMAN SERVICES CASE
3tsystems' MANAGEMENT WEB PORTAL
PREPARED FOR:
CC Interagency Oversight Group V4.0EL
0
LL
0
PREPARED BY:
Eric Leftwich
z VP, Business Development
LL Jim Finch
Principal Consultant, Enterprise Application
LU
H
Q
MARCH 25, 2008
2008-0932
Interagency Oversight Groupt{uwau Sut ices rasa`.ipmL'Nub Put tuI
PROJECT SUMMARY
Introduction
Interagency Oversight Group (lOG) has requested a proposal to develop a case management portal that
would allow multiple human services agencies to enter a participant's personal Information,list of available
programs and services, schedule assessments. and track and report their progress. The portal must
accommodate future growth by allowing minimal modification of existing pages to add a new agency.
Significant development and setup cost can be saved by leveraging a single database and open source
portal framework. Since multiple agency data will reside on the database, strict control over the use and
sharing of information between other agencies must be managed. This same feature would also reduce
data entry costs and increase the understanding of the effectiveness of how different agency programs and
services impact the community and participants they support. Additionally, the database must allow for the
reporting of costs associated with each of the programs or services.
• Allow for flexibility to customize the individual agency workflow
• Allow for customized set of data fields
• Allow for a unique home page for marketing and branding of an agency and its programs and services
• Allow for each agency to have control over sharing client information with other agencies
• Allow for the canned and customized reporting within each agency
• Allow for global reporting across all agencies(restricted by sharing rights and specific client info)
• Ensure the database can scale to accommodate additional agencies at a future date
• The flexibility to create export files
The 3t Systems Solution
Based on our current understanding of lOG's business needs, 3t Systems recommends a phased
development that leverages an open source portal framework. The phased approach reduces initial cost
and allows evolving needs to be factored in as they make sense for the individual agencies and the IOG.
An open source portal framework Improves productivity and capability without licensing fees. Additionally,
a portal framework provides an easy to use content administration that reduces maintenance costs and
leverages pre-built modular functionality, Portal frameworks also allow for future enhancements, like
workflow automation,which can be added later without scraping the web site and starting over.
PROJECT DETAILS
The primary deliverable of this project Is a body of predetermined development services(TIME)required to
meet the overall physical deliverables as outlined in this scope of work.
This section details the deliverable requirements for IOG's Web Portal. The requirements are divided into
base and optional capabilities. This is a high level list of known requirements. Additional time will be spent
to further refine the following functionality. Such time has been considered in the overall time and cost of
the project but must be managed to ensure a balance of physical deliverable balanced against monetary
constraint.
Portal Layout
Base Capability
IOG Home Page
• IOG logo
• Contact information including address and office phone number
• Marketing area frame—Administrator editable information
• Searchable Agency List by Agency Name,Zip Code,Type of Service,Type of Program —Administrator
editable information
• Tab for IOG partner agency—drop down list directs to home page(JAC,BHM)
• Site Search(IOG only)
• Login(Role-based authentication to gain access to reporting menu)
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 1 of 9
'' � Interagency Oversight-Group
Huii;�a Sei ,cu.;�a.:u@,iyu:UPl��FurCdl
• Navigation to other sites(JAC,BHM)
• RSS Feed area — Department of Social Services, State Legislature (Limited to only one site),
Note:some RSS feeds may have subscription fees
• Copyright and Links to policies and disclaimers
JAC Home Page
• JAC logo
• Contact information including address and office phone number
• Marketing area frame—Administrator editable information
• Searchable Agency List by Agency Name,Zip Code.Type of Service,Type of Program —Administrator
editable Information
• Drop Down List of Partner Agencies—Administrator editable information
• Site Search(JAC only)
• Login (Role-based authentication to gain access to Supervisor, Admin, Case Management, Referrals,
Assessment Admin Pages)
• Navigation Tabs to other sites(IOG,Case management,Referral,Reporting)
• Copyright and Links to policies and disclaimers
BHM Home Page
• BHM logo
• Contact information including address and office phone number
• Marketing area frame—Administrator editable information
▪ Searchable Agency List by Agency Name,Zip Code,Type of Service,Type of Program —Administrator
editable Information
• Drop Down List of Partner Agencies—Administrator editable information
• Site Search(BHM only)
• Login (Role-based authentication to gain access to Supervisor, Admin. Case Management Referrals,
Assessment Admin Pages)
• Navigation tabs to other sites(IOG.Case management,Referral,Reporting)
• Copyright and Links to policies and disclaimers
Case Management Page(Client Engagement Form-JAC. BHM)
• Login—Access via role-based authentication, require User Name and Password
• Header—Title with User Name
• Enter an Individual—Case#,and/or Last Name.First Name,DOB(Required),SSN#.Phone#
• Select Search
• Search returns one of the following:
- Error: "Please make sure you enter the Last Name,First Name,and DOB"
• Message : 'Please select from the following client matches"
• Provides List of Matches with Case#.Last Name,First Name,DOB,SSN#,Phone#
• If found,click on Match
• Display client record editable form
If from other agency, Status="New"
o Allow edit/update of client record
• If no match click"New
• Creates new Client record, editable form,and Case record
• Display client editable form
• Status'New"
• Allow edit/update of client record
• Select Case Management Record(if permissions granted)
• Client Record Editable Form Fields(required fields)
• Client Record ID(Auto)
• Status
r. New
▪ Active
o Closed
• Last Name,First Name,Middle Name
• Date of Birth
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 2 of 9
Interagency Oversight Group
Hun mu SaL1i1;.: 1135[; ,MrlgtuLYUL-Put[<ll
• Social Security Number
• Street Address
• City,State,Zip Code
• Home Phone Number
• Work Phone Number
• Cell Phone Number
• eMail Address
• Ethnicity
• Type of Referral(Custom Table Unique to Agency)
• Referral Agency (List from Global DB)
• Signed Privacy Disclaimer Form(HIPPA)Checkbox
▪ Additional Details—Collapsible/Expandable Roll-up
• Up to 10 Additional Custom Fields(i.e.School,Education...)
• Print Privacy Disclaimer Button(Prints form)
• Report Menu
• Drop Down List of Available Reports
Case Management Page(Case Management Form JAC.BHM)
• Login:Access via role-based authentication,require User Name and Password
• Header—Tine with User Name
• Navigation
• Case Record Editable Form Fields(required fields)
• Can collapse or expand client records fields h-rn
• Case ID(Auto)
• Case Manager Last Name, First Name
• Status
• Active,Testing, Referred,Closed
• Last Name,First Name
• Date of Birth
• Social Security Number
• Street Address
• City,State,Zip Code
• Home Phone Number
• Work Phone Number
• Cell Phone Number
• eMail Address
• Type of Referral(Custom Table Unique to Agency)
• Referral Agency(List Comes From Global DB)
• Last Result
▪ Left message
u Not Interested
• Follow up—Schedule Follow-up To-Do's
• Notes—Text Field
• Outcome
• Successful Intervention.Not Responsive...(Unique List per Agency)
• Check box for completed consent form
• Log for time within the system...
• Additional Details—Collapsible/Expendable Roll-up
• Up to 10 Additional Custom Fields
• Create Relationship Button—Takes to Client screen to enter additional relationships
• Relationship
• Mother,Father, Uncle.Aunt,Grandfather,Guardian...
• Merge Case Records(BHM)—Y/N
• Same Fields as in the client record form
• View All Relationships button—Allow Summary List of Contact Info - First Name, Last Name, DOB,
Phone#,and relationship to Case#(i.e.Husband,Wife.Life Partner.Uncle)
▪ History Frame—chronological history of all changes, modifications, and activities of the case and the
Individuals associated with it
•
• Queue
Proprietary and Confidential 080313.300.1-Interagency Oversight Group Page 3 of 9
Interagency Oversight Group
ni Il L.:DU.iuus Luau P yii,L't'i c6 Pudul
• To Do Task For Today
• Click on Task List to bring up client record
• Attach Document to Record Button(from local machine only,does not scan)
• Attaches Word.PDF or Excel file to the case record
• Calendar
• For Activities or scheduled Assessment/Testing/Program
• Programs—List of Available Programs
• Services—List of Available Services
• Assessment/Testing/Education Scheduling Button
• Assessment Admin Button
• Report Menu
• Drop down list of Available Reports
• Based on user rights and what has been created by the supervisor
Assessment/Testing/Education Scheduling Page(JAC/BHM)
▪ Drop down Course Offering List
• i.e.JAC MAYSI
• i.e.BHM Marriage Encounter
• Calendar—Select Date shows all scheduled Tests/Assessments
• Select Course
• Select Date
• Enroll Button
• Enters Date for Test
• Prints Confirmation with Location Address. Date, Time, Case#, URL for Assessment /
Education Admin Page—must have to take course
• 'Complete"returns to Case Management
Assessment/Education Administrator Page(JAC/BHM)
• Header—Title with User Name
• Enter Case#(Take from enrollment form)
• Enter Score
• Enter Notes
• 'Complete or Enter Another Case it" Y/N(N-if contractor, logs out,agency return to CM)
Supervisor Page(Requires Login and Password)
• Header—Title with User Name
• Navigation
• Reassign Case
• Rule for Assigning Case(Type,Zip,Lottery,Max/Min)
• Overflow Alert(Not to exceed case load)
• Review All cases and reassign to new Case Manager
• Report Menu
• Dropdown list of available reports
• Create,Save and Print Reports
• Select reports to grant user access to(will show up in drop down list of available reports)
• Analytic tools/queries/filters,SQL reporting services
• Export options(must be dependent on data security rules)
▪ Lists
• Drop down list of lists
• Select list to edit or modify
• Edit/Modify list
• Lists—Cost/(Test, Class...),Teacher,Vol,Contractor!(Test, Class), Rate/(Teacher,Vol,
Contractor),Referral Types.Users r Role/Security, Drop down lists
Administration Page(Requires Login&Password)
Header—Title with User Name
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 4 of 9
Interagency Oversight Group
Llutu. in_Sei fit`P/uU9urtul
. Drop Down Menu's
• Programs
• Service
• Status
• Courses
• Tests
• Costs
• Contractors
• Educators
• Add Users&Define Role,Active/Inactive
• User Groups:
Client Input
Case Manager
Supervisor
o System Admin
o Partner Agency
• Security Access Modules(selectable):
▪ Enter Information
• Client Record
• Case Record
• Edit Information
• Client Record
• Case Record
Reports
• Create
• View
• No personal information
• Site Administration
• Marketing Frame Content
• Calendar/Events
• Privacy Statement
• Supervisor Operations
• Reassign Case Manager
• Add Users
• Active/Inactive Users
• Assign Users to Groups
• Update/Edit Tables
• Update/Edit Lists
• Data retention
• Data Sharing Field-Allowed/Not Allowed
• Reporting
o Database Administration
• Purge
• Merge
• Encryption
• Import/Export
• Web services
• Security
• Time to Automatic Log Out
Global Access
Base Capability Phase Outline
1. Project Management 12. Setup Role Based Access Rights
2 Site Navigation and Structure Design 13. 3 Layout Reviews&Modifications
3. Graphic Design and Review 14. Portal Functionality I Authentication Testing
4. User Interface Design 15. Develop Reporting Module — 4 Canned
5. Investigation of RSS Feed Reports for Each Agency
6. Implement base portal functionality 16. Coordinate, Plan, and Implement Site
Deployment
Proprietary and Confidential 17. Support for User Acceptance Testing (10
Business Days After Deployment)
18. Training/Knowledge Transfer
19. Customer Sign Off
Interagency Oversight-Group
-v -luwai�&:;rricad�as�d'ynd Ne6 Put(HI
7. Define Search Functionality
8. Further Refinement of Workflows
9. Configure Hardware&Software
10. Architect SQL Database to Support Workflow
11. Setup of Administration and Security
Optional Functionality(Future—Not Part of this SOW)
IOG Home Page
• Tab for Donor Module(Future)
• Tab for Grant Module(Future)
Case Management Page(Client)
• Referral Submit Button(Future)
• Searchable Agency List by Agency Name,Zip Code,Type of Service,Type of Program
• Select Agency
• Submit
• Prints Referral Form with Agency Name,Address,Phone Number(give to client)
• Sends email to Agency Admin with Client Name.Address, Phone Number,and Case
Number and link to Partner login page
O Records history in Case Management record
• Referred Process(Future)
• Electronic Referral (Web Service—pulls Information from partner agency and enters the data
into the database)
• Requires a workflow to manage the process
Case Management Page(Case Management Form)
▪ Dashboard—Number of Assigned Cases,Open Cases WTD,MTD
Assessment Testing
• Unique Bar Code(future)
Assessment/Education Administration Page
• Go to URL(if contractor,3rd party,outsource agency,partner agency)
• Login(if contractor,3rd party,outsource agency,partner agency)
• Print Testing Form Button—Select from Dropdown list if applicable
Donations/Volunteer Module
Grants/Proposals Module
Partner Referral Page
▪ Allows partner agency to setup schedule to exchange data,type of data.or manually enter referral
Supervisor Page
• Dashboard(Future)
• Number of Current Cases
• Number of Cases per Case Manager
• Edit Forms(Future)
• Review forms
• Check-in,Check-out
• Approve
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 6 of 9
Interagency Oversight-Group
Huillait ti;ai!.: `L4yinL Wit)Poitul
• Workflows
Tasks
The tasks for this SOW are divided Into base and optional capabilities described in the Portal Layout
section above.
•
Assumptions
Estimating the required tasks and their completion for the project is based on certain assumptions that are
listed below. It is to the mutual benefit of both the Client and 3t to recognize and manage any issues or
situations that may cause delays in completing the project. It is important that the customer communicates
to 3t account management any issues or situations that may change the project scope as defined in this
document. Any assumptions that are found to be incorrect or invalid may Impact the project and cause
additional costs and delays. However, no cost adjustment will take place until 3t account management and
Client have reached a mutually agreeable resolution and have executed a Change Control document for
this SOW.
• The functions outlined in the Base Functionality are the only items included in this SOW
• The optional functionality described is for understanding how the application could be enhanced and Is
not included In this SOW
• 3t will utilize an open source portal framework for the web site development
• Up to 3 revisions to the site design are scoped in this SOW
• The scope of this SOW assumes a 10 business day tlmeframe after deployment for user acceptance
testing and associated support/error correction
• IOG will supply color and logo material
• IOG will supply content including disclaimers,contact information,policies,and text
• The SQL database will be the point of record for all data and reporting that are developed
• IOG will provide timely access to subject matter experts, relevant documentation, and hardware
systems
• This SOW does not include software/hardware licensing
• This SOW does not include creating a document management system
• • A time entry system is not being developed for this SOW
Consistent Delivery
3t follows a Consistent Delivery Framework to provide the services and assure the timely provision of all
deliverables within this SOW. This framework consists of
▪ Project management and efficient coordination of resources, communications, and logistics prompt
identification of project dependencies and resolution of outstanding Issues
• Weekly status reports.including regularly updated estimates of time and costs to complete
• Client Portal site to facilitate project communication and provide a readily accessible repository for
project deliverables
• Project closeout process,which ensures that deliverables achieve Client's satisfaction
• Transition to 3Vs Technical Support Center (TSC) following completion of the project, if and when
required
Scope Changes
3t will utilize our Change Control Methodology, and will provide a 'Change Request" document for any
change(s)outside of the signed SOW, If either party desires a change to this SOW after it is executed,the
requesting party will submit the Change Request document to the other party. The party in receipt of a
Change Request will respond to the other party within 3 business days Indicating whether it will accept the
proposed change. A Change Request becomes effective when signed by both parties. Each Change
Request document will detail the issue and proposed resolution, plus provide both resource and cost
estimates. No fee adjustment will occur until 3t and the Client have reached a mutually agreeable
resolution and have executed a signed Change Request document.
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 7 of 9
Interagency Oversight Group
- s z S .�ui�n 5a we tiiL'r'/ub Fuitcl
- 4
Pricing
3t will provide the project described in this SOW on a time and Materials (T&M)basis. The rates for this
SOW are listed in the table below. The following rates are subject to change with thirty (30) days prior
written notice
Consultant Responsibilities Rate
Design and develop web site look and feel.
graphics,user interface design elements and
Website Designer/ human behavior integration and communication $141/hour
Test
Software and web system test,test plan
development
Implementation and configuration
Senior Consultant/ Maintenance and support
Project Manager Business Process Management(BPM) $178/hour
Development
Implementation documentation
Requirements definition
Training delivery
Technical Architect Assessment and solution documentation $202/hour
High-level implementation(security/systems
integration)
Top-level architecture and design
Senior Architect/ Subject matter expertise
Principal Consultant Vertical business expertise $235/hour
Business-level consulting(IT project priorities,
project timelines, IT business level consulting)
The work associated with the Base Capability is estimated in the next table by consultant type. The
consultant type may vary depending on the actual needs of the project and the availability of resources.
Consultant Hours Rate Cost
Webaite Designer Test 50 $141 7,050
Senior Consultant/Project Manager 195 $178 $34,710
Technical Architect 40 $202 $8,080
Senior Architect/Principal Consultant 35 $235 $8,225
Total Estimated Cost $58,065
Note: Travel and per diem costs are not included In this SOW. Approved travel is governed by 3rs travel
policy as defined In the MPSA.
Cost Risk Management: This scope of work is based on a best estimate of time and development
services required to meet the body of deliverables as defined in this scope of work.The effort to complete
this project is not expected exceed$58,085.00 as based on the hours outlined in the table above.
All parties enter agreement for this project knowing that the ultimate deliverable is TIME based. 3t will put
forth effort as outlined to meet these deliverables but will NOT EXCEED a dollar value of$58,065.00.
Project management will be provided during this effort to ensure the balance of physical deliverable against
monetary constraint.
Should lOG decide to modify the body of deliverables or should 3t deem that additional efforts be required.
the parties will meet to discuss the changes and address any financial requirements under the items in the
'change order'section of this document.
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 8 of 9
Interage_may Oversight-Group
ti in.2, L:rvicuSCaau L.jult l_Pudel
Payment This project will be paid over three equal payments of$19,355.00. Should all parties be in
agreement and accept the progress of this project as outlined by the milestones determined by the project
manager the payment schedule will be as follows:
• Initial payment of$19,355.00 at acceptance of project
• Payment of$19,355.00 ai midpoint of project(to be defined by PM team)
• Final Payment of$19,355.00 at completion of project
Location
The work for this proposal will be performed on-site at Client location and/or at 3t offices in Denver.
Ownership and Non-Disclosure
The contents of this document are confidential,proprietary,and remain the property of 3t Systems, Inc.and
Interagency Oversight Group. Client may not disclose Information contained in this document to anyone
not employed by Client without written permission from 3t Systems.
Proprietary Notice
The ideas and designs set forth in this proposal are the property of 3t Systems Inc., and are not to be
copied. disseminated, or distributed to third parties without the written permission of 3t Systems.The IOC
solution as integrated is however the property of IOG.
PROJECT ACCEPTANCE
This Statement of Work (SOW) is governed by the terms and conditions of the Master Professional
Services Agreement(MPSA) executed between Big Tree, Inc. a Colorado corporation, d/b/a 3t Systems,
Inc. ("3Y)and Interagency Oversight Group('Client"). This SOW is dated March 13, 2008 and expires if
• not ratified by April 28, 2008. The MPSA is dated and affective August 18th, 2007 and does contain the
following additions provided by Weld County
Addition to Section 8. No Waiver of Immunity: No portion of this Agreement shall be deemed to constitute
a waiver of any immunities the parties or their officers or employees may possess, nor shall any portion of
this Agreement be deemed to have created a duty of care which did not previously exist with respect to any
person not a party to this Agreement.
Add to Section 10: No Third Party Beneficiary Enforcement: It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action relating to such
enforcement,shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give
or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is
the express intention of the undersigned parties that any entity other than the undersigned parties receiving
services or benefits under this Agreement shall be an incidental beneficiary only.
Modification to Section 13. Neither party shall disclose any Confidential Information of the other Party to
any third party without first obtaining written consent,or unless required to do so by law court order.
t ?4Z?ei
AUTHORIZED AUTHORIZED
SIGNATURE: SIGNATURE:
Client 3t:<I6i pp__,,,, ..
E! Fy0 THE BOARpame: William H. Jerke Name: 2 m f
t 1
1,T+ � Title: Chair Title: C•O.O,
DEPtn7 U ' i THE BOARD a. _: 03/26/2008 Date: 3 - 2T-0P
A15 ^`"':'5 uJ.'°D OF ODJN1Y
V,! i J`✓: tU (:J ONLY
Proprietary and Confidential 080313-300.1-Interagency Oversight Group Page 9 of 9
Hello