How
will the implementation of the technical infrastructure
affect county staff?
The Project team has made efforts to minimize the impact of implementation
on the workers. For example, they have plans to test all equipment
in a lab which simulates the county environments prior to implementing
in the counties.
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How
long does it take to implement changes
within programs once the system is running?
The length of time a change takes is directly proportional to
the complexity of the change. At the time of implementation, the
programs will have been built to include the most current policies
available at the time the design is submitted.. As changes occur
over time after implementation, the Project team is projecting
monthly or bimonthly releases of updates to the software.
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During
conversion will there be one single automated system or will there
be multiple systems running at the same time? Release
1 conversion is targeting system user profiles and collaborator
(service provider) information. Release 2 conversion will target
the customer case related data. During the time period between
Release 1 and Release 2 conversions, approximately 2 months, there
will be multiple systems operating simultaneously on a single
PC. After the completion of Release 2, C-IV will be the single
automated system for supporting the Welfare to Work, Medi-Cal,
Food Stamp and CalWORKs programs for all four Counties within
the Consortium.
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What
will happen in data conversion? The C-IV data conversion process
will extract available data from your existing systems targeted
for C-IV conversion. The process will then translate the data
using Project standards and load the converted data into the C-IV
database. Throughout this process the data will be validated to
meet designated accuracy levels. Required data that is not available
in your existing county systems will need to be manually converted.
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When
will you freeze systems for conversion? Your
existing systems targeted for C-IV conversion will need to be
"frozen" at some point to allow all relevant data to
be captured for the final C-IV conversion. This "freezing"
of the system will occur at the end of the week the actual data
conversions are scheduled to occur in the counties. The actual
data conversions for each County will be executed over a weekend.
The C-IV Project Team will work with county Information Technology
Staff to assist in a smooth transition.
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How
far back will data be converted? It
has yet to be determined if historical data will be required to
be converted in order to support C-IV System processing and the
business practices in the C-IV Counties. This decision will be
made when the Consortium approves the Release 2 Conversion Plans
in late 2002.
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What
programs that we support today with MAGIC will not be supported
in C-IV? C-IV
will support all the systems that MAGIC handles today. Regulation
cites will be included on all applicable Notices of Action. When
a Notice is updated due to regulations, the regulations cited
will also be updated.
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How
will conversion of GEMS and WDB work? (San Bernardino)
In general, the county will extract raw data from these systems
and send it to the project site for processing prior to the actual
cutover conversion. Software will be developed to format the raw
data into multiple tables based on the mapping defined in your
Release 2 Conversion Plan. The Automated Conversion System (ACS)
developed for C-IV will then process this data for conformity
to C-IV. With each submission, ACS will generate statistics and
error reports to track progress and to assist the county in identifying
areas to focus the data clean-up effort. The county will prevent
users from entering data into the old systems on the day of the
actual cutover to C-IV.
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How
much historical data will be available for retrieval?
The
amount of historical data that can be retrieved will depend on
the amount of data that is targeted by your county for conversion.
In general, electronic data from your existing automated systems
prior to welfare reform (1996) will not be targeted for conversion.
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How
will historical information currently contained
in paper file folders be transferred to C-IV?
Forms and procedures will be developed to collect information
from multiple paper sources to optimize the data entry process.
Historical data available in legacy systems will be automatically
converted into C-IV. Information in paper files, which is not
found in legacy systems, will be converted manually. Note that
the paper files will be used throughout the manual conversion
process. Manual conversion process teams have been established
in each county. These teams are developing tools to help staff
organize data in their case files to make the manual conversion
as smooth as possible.
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