1. Children, Youth and Families Department EPICS
EPICS Master Project
Change Request
October 28, 2015

2. Introductions Victor Leon, Chief Information Officer
Ellen Davis, Deputy Director, Applications Development
Leah Wolff, Web Software Development Supervisor
Ray Vigil, Data Manager, Early Childhood Services

3. EPICS Master Project
EPICS - Enterprise Provider Information Constituent Services
An enterprise web-based system to meet the needs of all CYFD program areas and their clients
EPICS is a multi-year, phased project with current available funds of $14.4 million.

4. EPICS Master Project Objectives
Improve Program Performance and Efficiency
Improve response to client needs
Provide a single point of entry for CYFD services
Alignment of services
Increase agency responsiveness to federal and state legislation changes
Increase safety, security and accountability
Improve health and safety of children
Increase safety, security and accountability of CYFD employees
Enterprise Web-Based System
Access anywhere, anytime to critical case management data
Reduce Agency Cost
Improve staff productivity

5. EPICS Master Project Timeline

6. EPICS Master Project Change Requests
EPICS Phase 3 – Race to the Top
Request for Change in Funding Source – The Race to the Top (RTTT) Early Learning Challenge Grant has awarded CYFD $232,842 towards “Am I Eligible?”. CYFD would like to utilize the RTTT funds in place of a portion of the certified Child Care Development Funds (CCDF) federal funds.
Total Estimated Cost - $7,281,432 (includes $1,015,800 for Online Application/“Am I Eligible?”)
Total Available and Certified Funds - $5,727,254 (includes $382,842 for first year development of “Am I Eligible?”)

7. EPICS Master Project Change Requests
EPICS Phase 3 – Summer Foods
Request for Change in Funding Source – CYFD is requesting a reallocation of the certified funds for Summer Food. Based on updated budget figures, State Administration Expense (SAE) federal funds are available to pay for the entire certified amount. CYFD would like to utilize the SAE federal funds in place of CYFD general fund.
Total Estimated Cost - $715,800
Total Available and Certified Funds - $232,842 (first year development)

8. EPICS Master Project Status
EPICS Phase 1 – Provider Management
Production Implementation – November 2013
EPICS Phase 2 – Client Management
Production Implementation – August 2014
EPICS Phase 3 – Service Management
FY14 C-2 Request – Fully Funded $3,454,200
Production Implementation – November 2015
EPICS Phase 3 – Race to the Top
Total Estimated Cost - $7,281,432 (includes $1,015,800 for Online Application/“Am I Eligible?”)
Total Available and Certified Funds - $5,727,254, Federal Grant and Federal Funds
Development In Progress. Production Implementation – Child Care and Pre-K in FY17, “Am I Eligible?” in FY18

9. EPICS Master Project Status
EPICS Phase 3 – Summer Foods
Total Estimated Cost - $715,800
Total Available and Certified Funds - $232,842, Federal Grant and General Funds
Development In Progress. Production Implementation in FY18
EPICS Phase 4 – FACTS Juvenile Justice
Total Estimated Cost - $9,318,200
Total Available and Certified Funds - $2,708,500, FY16 C-2 partial funding (first year development)
Development In Progress. Production Implementation – Contingent on FY17 C-2 funding request
EPICS Phase 4 – UI Framework Conversion, EPICS Admin Tool, Production Support Staff
Total Estimated Cost - $3,507,800
Total Available and Certified Funds - $0; contingent on FY17 C-2 funding request

10. EPICS Master Project Phase 1 and 2 Accomplishments
Improve Program Performance and Efficiency
Duplicate “person” not allowed in EPICS – Improves quality of data
Improved Claim Process – External Provider electronic claim submission
Federal Compliance – assure USDA compliance
CYFD Staff data – SHARE upload
Person/Organization Data – Improved response time to agency data requests
Increase Safety, Security and Accountability
EPICS prevents CYFD services if individuals in facility not cleared by a background check
Sex Offender Web Service with DPS – Increased safety
Enterprise Web-Based System
Improved communication/data sharing between program areas and with CYFD providers
External Provider access to claim data – Monitor claim from Approval to Payment
Human Resources – Ability to track/access all HR functions
CYFD staff – Online access to data in field
Centralized data – reduction in staff time searching for information

11. Thank you!