1. CalACES
JPA Board of Directors Meeting
February 22, 2018

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

3. Action Items

4. 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, for the joint meeting of the CalACES JPA Member Representatives and Board of Directors on June 22, 2018.

5. CalSAWS Leadership Team Update

6. CalACES Extended Planning

7. Agenda
Task Overview
Workflow 2 Progress
Questions & Answers

8. 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

9. 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

10. 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

11. COMPLETED TASKS Workflow 2 Progress
Facilitated project kick-off meeting held on January 18th Completed project initiation including 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

12. Questions & Answers

13. M&O Application Update

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

15. 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.

16. 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 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

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

18. Conference 2018 Update

19. Public Comment

20. Adjourn Meeting