TFACTS General Information

Tennessee Family and Child Tracking
TRUST INTEGRITY RESPECT

System (TFACTS)

TFACTS PROJECT OVERVIEW

Presented By
Dave Aguzzi
DCS Office of Information Systems
TFACTS Communication Manager

State of Tennessee 1


System (TFACTS)

AGENDA
TFACTS Overview
What is TFACTS and why are we implementing it?
How are we implementing the system?
Who will the system impact?
Preview of sample screens
Summary



System (TFACTS)

What is TFACTS?
It is the name given to the SACWIS being built by
Tennessee
TFACTS stands for the Tennessee Family and Child
Tracking System



System (TFACTS)

Why are we implementing TFACTS?

Real Time… Real Facts



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Real Time
 Capitalizes on technology by using the Internet
 Is accessible real time, any time
 TFACTS:
• provides efficient data capture and information retrieval
• enhances reporting capabilities and functionality
• automates and integrates financial management functions
• replaces TNKIDS and 13 other DCS legacy systems
• includes spell check!



System (TFACTS)

Real Facts
Provides a single comprehensive view of child and family
Consolidates everyone in the family into one case - Even if
various family members are receiving services from different
 DCS programs or different private providers
 Enhances communication and decision making with
Community Partners and Providers
 Facilitates Child Welfare Program Management and Quality
Assurance

 Better matches resources to need


System (TFACTS)

Real Time… = Real benefits
Real Facts… = Real support of DCS vision

“Leading the way for safety and
permanency in the lives of children and
families by championing excellence in
service”



System (TFACTS)

How is the system being implemented?
Collaboration was the key to designing and verifying the system.
Teams of information technology staff and Subject Matter Experts
(SME’s) have been responsible for developing a different functional
area of the system
Each team included a DRC Team Lead, DCS/OIS Business Analysts,
and sub-contractors’ staff. The SME’s included DCS Central Office
and Regional staff and some Provider Agency staff; they are
considered experts on policy and practice
What makes this implementation unique is the focus on
communication and outreach, stakeholder and user readiness and
proficiency, tailored reference guides and training


System (TFACTS)

Implementation occurs in 5 phases:
Phase I & II – Requirements Validated/System Designed
(Spring 2008 – Summer 2009)
Phase III – Construction ( Fall 2008 – Summer 2009)
Phase IV – Acceptance Testing (Fall 2009) - Proves the
developed system satisfies requirements
Phase V – User training and Implementation (2009 – 2010)
TFACTS is Piloted, installed and made operational in the
production environment



System (TFACTS)

TFACTS milestones:
3-Year Planning Effort (Apr 2005 – Mar 2008)
Business Process Mapping
Requirements Definition/Documentation
Request For Proposals (RFP) preparation
Anticipated 30 month Development / Implementation Effort
TFACTS Vendor Contract Start Date on April 1, 2008
TFACTS implementation from 2009 to 2010
1-Year Maintenance / Warranty Period after Implementation


System (TFACTS)
TFACTS Vendor Overview
There are 4 main vendors contracted:
 Dynamics Research Corporation (DRC) is the primary
vendor sub-contracting with:
Deloitte - Responsible for building the screen design
specifications and coding
HCL America, Inc. - Responsible for building the reports
functions in TFACTS
North Highland – Responsible for the Quality Assurance/
Independent Validation and Verification. They review all
aspects of the process to ensure the internal project stakeholders
do the job right and stay on schedule


System (TFACTS)
Who will the TFACTS System impact?
All users of TNKIDS and other DCS legacy systems
User roles have been identified and documented and will serve as
the basis for training and creation of reference materials.
Training will be a combination of classroom and web-based. A
training schedule will be available as we get closer to “go-live”.
The emphasis of communication and training is to prepare each
of you to understand the purpose and benefits of TFACTS, its
functionality and impact on your work, and facilitate a smooth
transition from current systems.



System (TFACTS)

How will TFACTS impact Private Providers?
Private Provider staff will be TFACTS users. All provider case
management activities related to the child will be captured in
TFACTS.
No uploads of data to TFACTS from provider systems are
allowed
Transfer of data from TFACTS to providers is allowed. This will
occur via an electronic data file or reporting functions.
DCS will not provide hardware for providers. The purchase of
hardware was not part of the approved SACWIS budget.



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Here is a sneak preview of some TFACTS Screens!

The Home Page

Assignments

Case Overview

* Some of the headers and labels on these screen shots are not Tennessee-
specific . These are just mock-ups



System (TFACTS)

This is the Home page. You can
navigate to the main areas of the
system from here, along the top
row. If you have work items that
generate alerts, you will see them
here.



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If you have a caseload,
your assignments will
appear here. You can then
navigate to the Case
Overview.



System (TFACTS)



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You may not have a caseload
based on your role. You can
navigate to applicable areas of
the system from the Home page.



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Summary
•More information about TFACTS can be found on our website:
http://www.state.tn.us/youth/tfacts.htm
•Our goal for the TFACTS implementation is to ensure end users
are prepared to transition to, and utilize, the system and to realize
the benefits of the system to ultimately advance toward our vision.
•We welcome your feedback!


TFACTS General Information

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