CalACES JPA Board of Directors Meeting February 22, 2018

Public opportunity to speak on items not on the Agenda Call Meeting to Order Public opportunity to speak on items not on the Agenda

Action Items

Approve CalACES RGS Amendment No. 19 Board Action Items Approve the Minutes of the January 26, 2018, CalACES JPA Member Representatives & Board of Directors Meeting and update of Action Items Approve CalACES RGS Amendment No. 19 Approve contract with the Sacramento Public Library Authority to rent the Library Galleria in the amount of $2,230.00 for the joint meeting of the CalACES JPA Member Representatives and Board of Directors on June 22, 2018.

CalSAWS Leadership Team Update

CalACES Extended Planning

Agenda Task Overview Workflow 2 Progress Questions & Answers

Scope WORKFLOW 2 Workflow 1 Workflow 2 Workflow 3 Workflow 2: Conduct CalACES Alternatives Analysis and Cost Benefit Analysis WORKFLOW 2 KEY TASKS 01 TECHNICAL ASSESSMENT Alternatives Analysis & Cost Benefit Analysis Scope Workflow 1 Continue Migration Planning and Joint Development Activities Workflow 2 Conduct CalACES Alternatives Analysis and Cost Benefit Analysis Workflow 3 Conduct CalSAWS Planning and Analysis IMPLEMENTATION ADVANCE PLANNING DOCUMENT 02 Re-baselined costs & funding request 03 REQUIREMENTS UPDATES Additions & revisions to technical requirements 04 ACQUISITION STRATEGY Determine procurement methods for implementation of the selected alternative

Identify Current, Proposed & New Options Task 1 Technical Assessment IAPDU Requirements Acquisition Strategy Identify Current, Proposed & New Options Identify & Frame Option Tradeoff Factors (e.g., risks, cost, timing, federal approval) Derive & Document Viable Options Develop Feasible Alternatives Define Evaluation & Scoring Criteria Conduct Analysis Identify Recurring & Non-recurring Costs Identify Quantitative & Qualitative Benefits Assess Risks Assess Timeline & Sequencing Assess Procurement Options Assess Impact on Existing Contracts Assess Impact on CalWIN Migration & CalSAWS Roadmap Identify Leading Alternative Lay Out Implications & Next Steps

Tasks 2-4 Technical Assessment IAPDU Prepare IAPDU Framework Incorporate Alternatives Analysis Incorporate Cost Benefit Analysis Update Budget Prepare IAPDU Package (Narrative & Appendices) Facilitate Review & Approval Assess Impact on Requirements Based on technical assessment results, requirements will be reviewed & updated as necessary Update Statement of Requirements Develop Acquisition Plan Document Initiate Acquisition Plan Requirements Acquisition Strategy

COMPLETED TASKS Workflow 2 Progress Facilitated project kick-off meeting held on January 18th Completed project initiation including email and SharePoint set up Expanded project team to include WCDS/CalWIN Consortium resource for full time involvement Facilitated daily and weekly meetings with project team and stakeholders Gathered Current Environment information Identified current, proposed and new options Identified option tradeoff factors (e.g., risks, cost, timing, federal approval) Derived viable options

Questions & Answers

M&O Application Update

Update: Integrated Change Control Process Policy Migration Agenda Topics Update: Integrated Change Control Process Policy

Update: Integrated Change Control Process # TASK/ACTION ITEMS Open Date Close Date PROGRESS 1 Committees will Prioritize SCRs no less than twice a year. 1/9/2017 Completed 2 Guiding Principles were agreed upon. 9/18/2017 10/11/2017 3 CalACES Enhancement Request (CER) form was developed. 10/3/2017 11/29/2017 4 CalACES (LRS) Defect/Triage Meeting to include C-IV/LRS Project staff. 1/8/2018 5 Work on test management in JIRA - replacement of HPQC.   In Progress 6 Add Guiding Principles to CalACES Handbook. 7 Define what constitutes an Expedited SCR and develop CalACES process flow. 8 Need a CalACES form for Ad Hoc Report requests. 2/6/2018 County Process 9 CER Process Flow was developed. 11/1/2017 10 Develop CalACES Committee Escalation process flow. 11 SCR Process Flow for CalACES was reviewed and defined.

Update: Integrated Change Control Process Cont’d # TASK/ACTION ITEMS Open Date Close Date PROGRESS 12 CalACES Design Template was developed and will be used by CalACES Project, North & South. 11/29/2017 1/9/2018 Completed 13 Project Roles and Responsibilities - consortium.   In Progress 14 Review and comment on the single SCR tool for CalACES, JIRA. 1/22/2018 15 The new SCR Planning Group (SPG) replaced the LRS Release Planning Group (RPG), which will include members from CalACES North and South. 2/6/2018 16 Discuss when to freeze creation of CCRs. 12/12/2017 County Process 17 Communication Process, CalACES Informational Transmittal (CIT), release notes, etc… 01/9/2018 In Progress Note: Alignment of release notes enacted for 18.03 across both projects. Remainder In progress 18 Finalize Handbook 02/6/2018 19 Joint SCRB/CCB processes  04/11/2016 09/13/2016  20 LRS contract changes - unified approach to change control process 11/01/2017  21 Migration design differences review process 09/18/2017  10/17/2018  22 CalACES domain services and tools deployments 10/11/2017  23 Review and consolidation of joint project meetings and attendees  01/09/2018

Policy Please turn to the following handout: 8-1 JPA-PSC Policy Update 022218.pptx

Conference 2018 Update

Public Comment

Adjourn Meeting