Welcome to the San Bernardino Coach Quarterly Meeting

Introductions

Topic Review Education Participation Education Communication Participation Education Communication

Education

System Highlights Demo What is it? –A short, multimedia presentation which highlights some key C-IV System features –Will be available on the project website, for public viewwww.c-iv.org What will be covered? –Homepage –Tasks –Reminders –Scheduling customer appointments

Implementation Timeline Handout – Activity Timeline

System Development Update Release 1 Model Office – Completed (03/28/03) Release 1 User Acceptance Test – Completed (03/28/03) Release 2 Build – In Progress (06/20/03) Release 2 System Test – In Progress (09/30/03) Release 2 Training Design – In Progress (06/12/03) Release 2 Training Developed – In Progress (10/02/03) Release 3 Build – In Progress (10/02/03)

What is Pilot? –A ‘dress rehearsal’ of the C-IV Release 1 Implementation –An execution of all aspects of the Release 1 C-IV System in a controlled, monitored environment and small office setting. What is its Purpose? –To confirm that all aspects of the Release 1 C-IV System are fully operational prior to Consortium-wide implementation –To test the following: Technical Infrastructure Training Materials and Delivery Conversion Processes Change Management User Procedures Maintenance and Operations Post Implementation Support Structure When is Pilot? Release 1 Pilot starts July 14, 2003 and ends August 8, Education Release 1 Pilot Overview

An Imaging Workgroup has been formed to determine the county’s approach to this process Cindi Tamez and Joy Navarro are the co-facilitators of the Imaging Workgroup Decisions that have already been made: -Initial Site: District 15/75 -Who will be responsible for imaging at initial site: Clerk IIs -What documents will be imaged: Listed by Program -Imaging process for initial site: First month – all Intake applications, second month – incorporate Continuing cases, end of third month – evaluate success of process Education Imaging Update

C-IV Hang-Man Game Time

Training Update R2 Student Roles are being assigned to staff right now –Examples: Child Care (31 hrs), CalWORKs (41 hrs), ESS (34 hrs), Clerks (28.5 hrs) hours subject to change based on External Training Testing and course assignment External Training Testing – testing of the R2 course materials by county staff 12 more trainers will be hired for the C-IV Project – 5 from San Bernardino

Communication

R1 Model Office Feedback Education Communication What is Model Office? A simulated, office environment designed for County staff to test and become familiar with new C-IV processes R1 Model Office –Held at the C-IV Project Site during the first quarter of 2003 –Covered Office and Security Administration and the Resource Databank Feedback “I really enjoyed the experience. The more we know the better it gets…anyone that gets to go to…C-IV should consider it a privilege.” - Donna Rash, Clerk IV “The training and hands-on was very informative, giving me confidence when I worked on the “situations” on our last day.” - Karen Suveg “It was fun!” “Easy to use”

R2 Model Office Communication When? –08/25/03 – 11/21/03 –Each session will be one week long Where? Model Office will be held at the DCS – Gifford Office in San Bernardino What Will Be Covered? –Fiscal –Special Units (Hearings, Investigations, Quality Review) –Eligibility (CalWORKs, Medi-Cal, Foster Care) –Employment Services

CDG Workgroup Meetings Communication Managers, supervisors, and staff from various programs continue working with the Change Management Team to validate future C- IV processes, as described by the Change Discussion Guides. CDGs are updated based on feedback received from the workgroups. San Bernardino is holding CDG Workgroup Meetings for the following areas: Employment Services Resource Databank Maintenance Fiscal Reconciliation Quality Review Imaging Foster Care/Adoption Assistance Program Child Care Utilities Eligibility Appeals/Fraud Office and Security Administration Control Valuables

Participation

Change Readiness Survey Pilot Survey Purpose –To measure the readiness of staff to attend C-IV System training –Understand if staff can benefit from additional communications to prepare for C-IV System training. Distribution Coaches will distribute and collect paper based surveys to the users they support Timing Surveys will be completed and returned in May 2004, which is the month after Change Discussions are conducted and the month before R1 System Training begins. Purpose of piloting the Survey today Collect your feedback –Do the questions make sense? –Is there something else we should ask to measure user readiness? –Please complete the survey based on your readiness today.

Participation Feedback/Suggestions

Homework Continue to answer questions about C-IV Watch for changes to the Website

Questions? Participation, Education, Communication Thank you for attending. Please complete the evaluation before leaving. We will see you in September.