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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. 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. 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. 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. 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. 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. 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. 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. 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. 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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