Business Transformation Steering Committee Workers Compensation Enterprise Data

Business Transformation Steering Committee Workers’ Compensation; Enterprise Data Strategy; IT Assessments; Website Redesign November 8, 2017

Safety Tip – Driving Visibility USING YOUR HEADLIGHTS DURING THE DAY REGARDLESS OF THE CONDITIONS CAN IMPROVE VISIBILITY AND SAFETY. • Clean the glass covering your headlights often. They can quickly become dirty or cloudy in the winter or rainy weather. • Here a few instances when using your car headlights during the day can help you decrease chances of an accident: • • • During adverse weather, such as Rain, Snow, Sleet, Fog, Smoke. On rural and mountain roads. On narrow two-lane highways. When road signs indicate a daytime headlight zone. Just after sunrise and just before sunset. Washington State Department of Labor & Industries 2

Getting grounded Meeting purpose Washington State Department of Labor & Industries 3

Purpose Provide executive level oversight for Business Transformation projects • Steering – provide strategic direction • Problem solving – remove barriers, mitigate risks, balance conflicting priorities and resources • Commitment – express interest in projects and advocate for outcomes • Communicate – be a change champion for the projects and program Washington State Department of Labor & Industries 4

BT Strategic Overview Program Level Update Washington State Department of Labor & Industries 5

Business Transformation Overview • Resources • Additional resources have been assigned to Business Transformation: • Misty Puening, project manager on the Enterprise Data Assessment workstream • Robyn Garcia, project manager on the Enterprise Data Governance workstream • Nancy Ramsden, project manager on provider credentialing workstream • Lise Yale, project manager on IT Assessment project • Additional PM resource still needed to manage the Business Transformation Integration workstream. This project includes: procurement strategy, decision package(s), integration strategy, and technology roadmap. Washington State Department of Labor & Industries 6

Business Transformation Overview • Quality Assurance • The current contract with Sightline has been amended to include Business Transformation. • The vendor is beginning work on the QA Readiness Assessment. • Space Concerns • Working with IT and facilities on options for redesigning space on the LL to create a work environment for the project teams and for workshops. • Will require funding to complete this work (waiting for estimates from facilities) • Customer Voice • We are working closely with Ron Langley on integrating the work from his project “Connecting Employees with the Customer” into all BT projects. Washington State Department of Labor & Industries 7

Issue Update • Provider Credentialing System • This is no longer an issue. OCIO & OFM provided clarity regarding the 17 -19 proviso language and we’ve begun work with HCA to integrate with the Provider One system. • A resource has been assigned, Nancy Ramsden, to be the BT project manager for this effort. • A detailed project plan is being developed. Collaboration with Workers’ Comp and EDS is occurring to ensure schedules align. Washington State Department of Labor & Industries 8

Projects Review Washington State Department of Labor & Industries 9

Business Transformation Overview Scope OVERALL Budget Schedule Resources Change Management �� �� �� Enterprise Data Strategy & Governance �� �� �� Website Redesign �� �� �� Workers’ Compensation & Provider Credentialing �� �� �� m m m IT Assessment KEY: No impact-��Potential impact-��Critical risk-⬛ Not started-m Improved-� Same-� Decreased-� Washington State Department of Labor & Industries 10

Overall Status Workers’ Compensation Project No impact • Work plan approval • Scope document • Questions from Steering on status Washington State Department of Labor & Industries 11

Overall Status Enterprise Data Strategy Roadmap Washington State Department of Labor & Industries No impact 12

Overall Status No impact Washington State Department of Labor & Industries 13

Overall Status Enterprise Data Strategy Project No impact • Work Plan approval • Questions from Steering on status Washington State Department of Labor & Industries 14

Overall Status Website Redesign Project No impact • No current barriers around budget, schedule, or policy issues • Questions from Steering on status Washington State Department of Labor & Industries 15

Overall Status m IT Assessment No impact • Statement of Work in Review • Business Sponsor discussion Washington State Department of Labor & Industries 16

Key Takeaways and Assignment Please share with all managers and supervisors: • Workers’ Compensation claims and employer account system demonstrations are starting at the end of November. There will be more information on Inside L&I and emails sent out on when and how to attend. We encourage anyone interested to attend! Please ask your EMT members: • What did you hear about Business Transformation at the November 1 st EMT meeting that they didn’t know before? Washington State Department of Labor & Industries 17

Review Decisions/ Assignments Washington State Department of Labor & Industries 18

Thank you Next meeting: December 7, 2017 Washington State Department of Labor & Industries 19

Additional Resources Integrated Plan; Issues/Risks Log; Project status reports for: Workers’ Compensation; Enterprise Data Strategy; IT Assessments; Website Redesign Washington State Department of Labor & Industries 20

Integrated Plan Washington State Department of Labor & Industries 21

Issue/Risk Log ISSUE BT projects need specific IT resources that L&I doesn’t have. e. g. systems analysts Integration strategy to support all aspects of procurement and system migration Additional communication support needed for BTO Limited resources for BT projects due to the LINIIS project & other agency projects Change management resource need on projects; and change management impact to communication Facility resources LT members don’t have time needed time to dedicate to the projects LINIIS Migration RISK Credentialing system: still uncertain on agency responsibility Ensure the customer’s voice is heard LEVEL HIGH MEDIUM HIGH LEVEL HIGH MEDIUM MITIGATION PLAN BT & IT working together to identify resource needs and plans for how to fill missing roles. CIO is close to making two hires, which will help address some of the risk. Identified as a work stream on the integration plan; in process of hiring resources in technology with expertise and experience in these areas. Hiring a communication / PR resource to support transformation. Additional resources (Project Managers) have been assigned to Business Transformation. More still needed to manage Integration work stream. Currently working with Cap. Tech vendor to identify change management resources for the projects. Unknown risk is what support from communications staff will be needed to support change management work. Working with IT and facilities on options for redesigning space on LL to create work environment for project teams and workshops. Will require funding. Standing issue Closed MITIGATION PLAN CLOSED - No longer an issue due to clarity from OCIO and OFM. Nancy Ramsden assigned as project manager. Working closely with Ron Langley.

Project Status Reports

Workers’ Comp & Credentialing Washington State Department of Labor & Industries 24

Enterprise Data Strategy Business Transformation Office Executive Monthly Status Period End Date: October 31, 2017 PROJECT SUMMARY SCOPE BUDGET SCHEDULE RESOURCES CHANGE MGMT EXECUTIVE SPONSOR BUSINESS SPONSOR LNI PM VENDOR PM CHANGE RESOURCE Tal Knochenmus Colin Ceperich Dave Marty Annette Taylor Melany Leavitt PROJECT START PROJECT FINISH STAGE OVERALL BUDGET INVOICED VARIANCE 8/28/2017 6/30/2019 Initiation $1, 691, 300 $165, 000 $1, 526, 300 ACCOMPLISHMENTS Data Assessments ü SOWs B 2 (data assessments) and B 3 (governance) approved ü Detailed plan completed ü Core and extended project team identified ü Provider Credentialing Data Assessment ü Conceptual data model ü Entity relationship diagram ü Report inventory ü Data quality tool design Next Steps (Week of 11/6) Data Governance ü Data Governance Framework and Strategy ü Roles and Responsibilities drafted ü Policies and Procedures drafted ü Governance RACI ü Two-pager for EMT breakout session ü Governance Charter drafted Data Assessments Ø Complete data quality tool development Ø Profile credentialing data Ø Continue work on data dictionary Ø Began data flow diagrams Data Governance Ø Draft Training and Communication Strategy Ø Start Training and Communication Plan MILESTONES (Upcoming & Key Dates) Description Health Completion Date Data Assessment – Data Quality Tool Development Complete November 10 Data Assessment – Provider Credentialing Complete November 17 Governance – Data Governance Working Sessions November 30 SCHEDULE 10% COMPLETE RISKS, ISSUES & DEPENDENCIES Description Impact & Mitigation Priority Issue: Data extraction capabilities in Rochade are limited Impact: Data linage discovery will take longer Mitigation: Cap. Tech will write discovery scripts as workaround Issue: Using SSIS to assess the data quality has constraints Impact: Work is delayed (set up configuration needed to happen earlier) Mitigation: Cap. Tech will write code to perform data quality profiling as a stop-gap (longer term solution needed for the overall data strategy and mgmt. of our data Risk: Procurement strategy dependencies and other Impact: Dependencies could be met later than desired compressing time to complete Vendor RFPs and Decision integrated planning dependencies are not yet defined Package for OCIO and Legislature Mitigation: Full BTO and vendor collaboration to identify the work and next level of detail on integrated plan KEY DECISIONS MADE Health Resolution Med Mitigated High Pending KEY PROGRAM DECISION NEEDED v Start Assessments with Provider Credentialing – 10/23/2017 v Build custom data quality solution – 10/25/2017 v What is the decision criteria for selecting the order of Divisions and Programs to assess? v What is the best way to get the extended project team aligned on the vision and how we will get there? Would it be worthwhile to hold a project kickoff? Washington State Department of Labor & Industries 25

Washington State Department of Labor & Industries 26