1. 2014 HSFO IT Discussion Introduction Proprietary and confidential.
2011 AXIA Consulting, LLC™.
All rights reserved.

2. AXIA Integration Project
Background On January 13, 2011, Governor Kasich created OHT to “plan for the long-term efficient administration of the Ohio Medicaid program” and “recommend a permanent health and human services organizational structure and oversee transition to that permanent structure.” On July 1, 2013, The State of Ohio Medicaid agency officially transitioned from the Ohio Department of Job and Family Services (OHP/OMA) to the Ohio Department of Medicaid.

3. AXIA Integration Project
Issue Ohio Department of Job and Family Services (ODJFS) and Ohio Department of Medicaid (ODM) business process had separated, however much of the ODM business systems were still being provided by ODJFS. Specifically, within the scope of Fiscal Systems, ODM is relying on ODJFS to provide a financial planning and tracking system which functions include: cost allocation, draw calculation, budgeting, and federal reporting. Beyond the ODJFS systems; the State of Ohio has Ohio Administrative Knowledge System (OAKS), a statewide implementation of PeopleSoft utilized by ODM for financial processing which is considered the agency’s official system of record.

4. AXIA Integration Project
Desired State It is essential to determine a long term solution for ODM’s fiscal systems and to complete the transition to a stand-alone agency while continuing to meet the agency’s fiscal needs. Additionally, any solution or implementation must fall within the strategic initiatives of both the agency and the State of Ohio as a whole. Finally, the desired solution must ensure that all financial information is recorded in the system of record OAKS and the ACTUALS ledger.

5. AXIA Integration Project
Project On March 13, 2014 ODM Fiscal Services engaged AXIA Consulting to assist the agency in pursuit of gathering requirements for the desired state. In order to identify these requirements and meet the needs of the agency, the AXIA team worked through our standard integration methodology identified in the following slides.

6. AXIA Integration Project
Actions The first activity was the facilitation of high level discussions with 5 unique fiscal functional areas. The five functions were budgeting, draws, cost allocations, federal reporting, and revenue. A strong effort was made to focus on the business needs of each of these areas and NOT the current functionality of the existing systems. (Requirements need to be based on business needs NOT current application functionality)

7. AXIA Integration Project
Actions (continued) After the reviews of the functional areas AXIA provided a list of functional requirements. With these requirements as a starting point, workshops were conducted with various team members to decompose these requirements into a much more detailed set. (Within the scope of requirements, fully decompose the needs within each area) After completing the initial set of decomposed requirements, a detailed review of the AS-IS systems and processes was performed. This review was performed in an effort to better understand what Medicaid currently has and what other states currently use. (Identify current systems utilized to meet the requirements)

8. AXIA Integration Project
Actions (continued) During these discussions, many technical resources as well as functional resources were included to gain a full picture of the current state. The Ohio systems which were reviewed include CAPIS, OFIS, and OAKS. (Review additional systems owned by the agency) In terms of other states, additionally, discussions were conducted with the State of Indiana as well as technical architects who had worked with Washington, Oregon, Tennessee, and New York. (Explore how others are meeting the same business needs)

9. AXIA Integration Project
Actions (continued) Design solutions were identified, illustrated, and presented to the Medicaid team members in an effort to gain feedback and consensus. These solutions were identified as descriptive and not the specific requirement itself. (Demonstrate how the requirements may be met within the available technology, but allow for modifications within the design) "Solution gaps were identified, and for the identified needs, a review was completed of how the technology gaps may be filled: By purchasing a service, implementing technology, or development. (Ensure that gaps can be filled and a complete solution is achievable)

10. AXIA Integration Project
Deliverable The final activity which was necessary was to complete the documentation of these requirements and include a collection and analysis of architecture, system, and interface documents to support the integration components of the requirements. This documentation is included as part of this deliverable as well.

11. AXIA Integration Project
Next Steps AXIA is engaged in phase 2 for SFY This work will be focused on the implementation of new internal business process and integration of OAKS functionality in respect to managing the Federal Fiscal Year (FFY) 2015 Ohio Department of Medicaid grants and associated financial management.