1. VDSS Organizational Change Management
Benefit Programs Division Meeting
September 17, 2014

2. Agenda VaCMS Application Processing and Challenges
VaCMS Release Schedule
Readiness Plan
Changing Roles

3. VaCMS Application Processing and Challenges

4. Application Processing
As of Friday, September 12, 93% of MA applications received since October 1, 2013 have been processed and disposed. There are 44 LDSS processing below the statewide average.
The number of MA applications pending > 45 days decreased by 6%, ending the week at 4,474.
Slowing trend with both volume of applications received and disposed. About half of what they were in March and April
Expert users are beginning to surface in LDSS.

5. Existing Challenges Continued focus on overdue MA
Continued Focus on Timeliness of Pregnant Women Applications
Continued Focus on Timeliness of Renewals
The number of overdue Medicaid renewals continues to rise. The data through August 2014 indicates there are 41,309 overdue renewals, up slightly from 41,226 in July In June 2014 there were 34,927.
Five LDSS account for 52% of the overdue renewals.

6. Upcoming VaCMS Releases

7. Upcoming VaCMS Releases
Service Delivery Improvement:
Cover Virginia Central Processing Unit to process Medicaid only applications received from CommonHelp, the Cover Virginia Call Center, and the Federally Facilitated Marketplace
A new report to track the number of applications assigned to Cover Virginia Central Processing Unit workers
Streamlined Application Flow:
CommonHelp will have two “Apply” options (Health Care Coverage & Health and Human Services) to streamline the entry of MA F&C applications
MA and Child Care will be split into separate applications for any combo applications received
Eligibility results will display for the applicant

8. Upcoming VaCMS Releases
Migration Phase 1:
MA LTC and ABD processing
Central printing of notices
Document Management Imaging System
Updates to the VaCMS dashboard
Migration Phase 2:
TANF, SNAP & LIHEAP processing VIEW and SNAPET processing
Fraud functionality
Appeals functionality
Quality controls

9. Readiness Plan

10. Business Processes/User Support
Work Streams
OCM readiness is structured around three work streams
OCM Readiness
Communications
Business Processes/User Support
Training
7 FTE will be hired to support the work streams

11. Activities
OCM Readiness Office is ramping up staffing in support of EM. (3) Change Management Specialist positions posted; 11 candidates have been interviewed. Four additional positions have been advertised and were closed on 9/10.
VDSS field support visits are being scheduled:
Pittsylvania scheduled for 9/22
Assessing needs and scheduling visits with other departments
Regional staff continue to provide on-site support to selected local departments as assistance is needed, as well as monitor progress in their respective region weekly.
P-14 staff remain onsite at Chesterfield/Colonial Heights DSS, Norfolk DHS and Portsmouth DSS to assist with manual conversion of overdue MA applications into VaCMS. Northern position is vacant, but has been posted with a closing date of 09/16.

12. Activities
OCM & Deloitte partnered to present 8/22 release regional readiness calls. Monthly readiness calls are planned through December September readiness calls are scheduled:
OCM & EDSPO are building an updated version of “Where We Are, Where We are Going” for the BPRO Fall Conference
OCM plans to dedicate a P-14 to evaluating the impact of DMIS and planning for its implementation
OCM is developing a support and escalation process for VaCMS issues and questions
Region
Date
Time
Western
9/29
2-4pm
Northern
9/30
Eastern
10/2
10am-12pm
Piedmont
Central
10/3

13. Readiness Timeline: August - October

14. Readiness Timeline: November - January

15. Readiness Timeline: January - March

16. Readiness Timeline: April - August

17. Changing roles

18. Regional and Home Office Consultants
The consultant role is shifting
DSS to develop plans to help empower, educate, and support
Clarify priorities
Update job descriptions
Develop ideas that help support the consultants
Job aids
Checklists
Clarification of expectations
Engage the consultants in advance of each release to bring them up to speed and then again post go-live to provide needed answers/support
Can best practices be fostered among the consultants?