Opportunity Detail

Questions and Answers

Predictive Analytics Services
Document #:  JFSR-1617068120


Question:   Is training expected to be comprehensive of systems, process, and policy?

Answer:   Yes. Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. The vendor may also be asked to prepare educational materials on the project that will be distributed to all counties.

Date: 8/29/2016

Inquiry: 39012


Question:   1. What is the data window available for this project? How many years of data is included in Ohio’s SACWIS system? Would it be possible to extend the data window to the period prior to the implementation of SACWIS in Ohio, if seen necessary by the vendor? 2. What is the source file to determine family relationships and how accurate is this file? Would it be possible to link to external files such as Ohio’s TANF system to enhance this file? 3. Are there data fields available to show: o How the screening of an initial report is handled and screened in or screened out? o How a screened in report goes through the pathway assignment (traditional vs. alternative response assignment)? 4. Is there a separate data system for child maltreatment fatalities to show child fatality reviews giving detailed information on fatalities not available from SACWIS? 5. Is there a separate data system to keep records of near fatalities giving detailed information on near fatalities not available from SACWIS? 6. Are case notes available in digital format? 7. What is the extent, completeness and reliability of data elements to show: o Services delivered for traditional response assignments (including showing if services are actually consumed by families with compliance indicators) o Case management activities for alternate response case o Services delivered by community agencies (including the details of compliance in receiving these services) o Out of home placements o Reports, intakes, allegations and investigations 8. Would the Department consider other positive outcomes other than the reduction in the occurrence of child fatalities or near fatalities in cases known to the child welfare system? 9. What other data sources may be available if requested by the vendor? For instance, is it likely to arrange data sharing agreement with other Agencies to acquire vital statistics (birth and death), TANF, mental health and substance abuse or criminal justice system data? 10. How extensive and reliable are safety and family assessment data? 11. Will the type of Reporter be available for each report? 12. What data is available pertaining to court involvement? 13. Are addresses available with geo-codes, such as census tracts, blocks or latitude/longitude?

Answer:   1.All 88 PCSAs in Ohio use SACWIS. The Ohio SACWIS rollout spanned from 2006-2008. The final county agency to rollout began using the system in December of 2008. Data from legacy systems was converted into Ohio's SACWIS but data quality improved once all agencies were live. There is vast amounts of data within the SACWIS system dating back to 1986. 2.Relationship information is captured in Ohio’s SACWIS and is fairly accurate. We are open to obtaining data from additional sources, however, the vendor should not assume additional data will be provided. 3.*yes *yes. 4.There are pdf files but no separate data system. 5.There are pdf files but no separate data system. 6.Case notes (activity logs) are entered into Ohio’s SACWIS which includes structured and unstructured data. 7.Data that is entered is fairly reliable but services are not consistently entered into SACWIS by all agencies. Case note (activity logs) activity is consistently entered into the system. Case services data that is entered is reliable but services are not consistently entered into SACWIS by all agencies. This information is complete and reliable. This information is complete and reliable. 8.The department would consider other outcomes "in addition to" the reduction in the occurrence of fatalities and near fatalities. 9.Data will initially be from Ohio’s SACWIS. We are open to obtaining data from additional sources, however, the vendor should not assume additional data will be provided. 10.These data are extensive and reliable. 11.Yes. 12.Agency custody and protective supervision status and reasons for the termination of the statuses is available. 13.Addresses have been standarded based upon the "address broker" solution, however, geo-coding may not have been populated. The census tract information is available.

Date: 8/29/2016

Inquiry: 39020


Question:   How many end users are being trained? What are the breakdowns? Is the Quality Assurance Team state employees, county employees, or both?

Answer:   Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. The vendor may also be asked to prepare educational materials on the project that will be distributed to all counties.

Date: 8/29/2016

Inquiry: 39010


Question:   How many end users are being trained? What are the breakdowns? Is the Quality Assurance Team state employees, county employees, or both?

Answer:   Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. The vendor may also be asked to prepare educational materials on the project that will be distributed to all counties.

Date: 8/29/2016

Inquiry: 39009


Question:   How many end users are being trained? What are the breakdowns? Is the Quality Assurance Team state employees, county employees, or both?

Answer:   Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. The vendor may also be asked to prepare educational materials on the project that will be distributed to all counties.

Date: 8/29/2016

Inquiry: 39008


Question:   Regarding SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES, 4.4 Specifications of Deliverables, J., page 10 of 25, will the dashboard be hosted by ODJFS or is a cloud-based solution an option? If hosted by OJDFS, what are the database, platform, programming language and/or other requirements?

Answer:   Please use the Gartner Magic Quadrant for Advanced Analytics Platforms 09 February 2016 as a guide toward acceptable solutions, however, ODJFS is obtaining a "service" from the vendor. Any data generated by this service will be owned by ODJFS and may be extracted and populated in internal systems.

Date: 8/29/2016

Inquiry: 38969


Question:   Regarding SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES, 4.4 Specifications of Deliverables, J., page 10 of 25, if the dashboard will not leverage existing systems, is the expectation that a dashboard will be built from scratch or based on COTS business intelligence tools (e.g. COGNOS, Tableau)? If COTS, will ODJFS procure any applicable third-party licenses directly or should these be passed-through from the vendor?

Answer:   Please use the Gartner Magic Quadrant for Advanced Analytics Platforms 09 February 2016 as a guide toward acceptable solutions, however, ODJFS is obtaining a "service" from the vendor. Any data generated by this service will be owned by ODJFS and may be extracted and populated in internal systems.

Date: 8/29/2016

Inquiry: 38968


Question:   Regarding SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES, 4.4 Specifications of Deliverables, J., page 10 of 25, is the vendor expected to leverage any existing business intelligence and/or reporting tools for the dashboard? If so, what business intelligence and/or reporting tools are used? What type of database/data warehouse is used to support them?

Answer:   Please use the Gartner Magic Quadrant for Advanced Analytics Platforms 09 February 2016 as a guide toward acceptable solutions, however, ODJFS is obtaining a "service" from the vendor. Any data generated by this service will be owned by ODJFS and may be extracted and populated in internal systems.

Date: 8/29/2016

Inquiry: 38967


Question:   1. What is the data window available for this project? How many years of data is included in Ohio’s SACWIS system? Would it be possible to extend the data window to the period prior to the implementation of SACWIS in Ohio, if seen necessary by the vendor? 2. What is the source file to determine family relationships and how accurate is this file? Would it be possible to link to external files such as Ohio’s TANF system to enhance this file? 3. Are there data fields available to show: o How the screening of an initial report is handled and screened in or screened out? o How a screened in report goes through the pathway assignment (traditional vs. alternative response assignment)? 4. Is there a separate data system for child maltreatment fatalities to show child fatality reviews giving detailed information on fatalities not available from SACWIS? 5. Is there a separate data system to keep records of near fatalities giving detailed information on near fatalities not available from SACWIS? 6. Are case notes available in digital format? 7. What is the extent, completeness and reliability of data elements to show: o Services delivered for traditional response assignments (including showing if services are actually consumed by families with compliance indicators) o Case management activities for alternate response case o Services delivered by community agencies (including the details of compliance in receiving these services) o Out of home placements o Reports, intakes, allegations and investigations 8. Would the Department consider other positive outcomes other than the reduction in the occurrence of child fatalities or near fatalities in cases known to the child welfare system? 9. What other data sources may be available if requested by the vendor? For instance, is it likely to arrange data sharing agreement with other Agencies to acquire vital statistics (birth and death), TANF, mental health and substance abuse or criminal justice system data? 10. How extensive and reliable are safety and family assessment data? 11. Will the type of Reporter be available for each report? 12. What data is available pertaining to court involvement? 13. Are addresses available with geo-codes, such as census tracts, blocks or latitude/longitude?

Answer:   1.All 88 PCSAs in Ohio use SACWIS. The Ohio SACWIS rollout spanned from 2006-2008.  The final county agency to rollout began using the system in December of 2008.  Data from legacy systems was converted into Ohio's SACWIS but data quality improved once all agencies were live. There is vast amounts of data within the SACWIS system dating back to 1986. 2.Relationship information is captured in Ohio’s SACWIS and is fairly accurate. We are open to obtaining data from additional sources, however, the vendor should not assume additional data will be provided. 3.*yes *yes. 4.There are pdf files but no separate data system. 5.There are pdf files but no separate data system. 6.Case notes (activity logs) are entered into Ohio’s SACWIS which includes structured and unstructured data. 7.Data that is entered is fairly reliable but services are not consistently entered into SACWIS by all agencies. Case note (activity logs) activity is consistently entered into the system.  Case services data that is entered is reliable but services are not consistently entered into SACWIS by all agencies. This information is complete and reliable. This information is complete and reliable. 8.The department would consider other outcomes "in addition to" the reduction in the occurrence of fatalities and near fatalities.  9.Data will initially be from Ohio’s SACWIS.  We are open to obtaining data from additional sources, however, the vendor should not assume additional data will be provided. 10.These data are extensive and reliable. 11.Yes. 12.Agency custody  and protective supervision status and reasons for the termination of the statuses is available. 13.Addresses have been standarded based upon the "address broker" solution, however, geo-coding may not have been populated. The census tract information is available.

Date: 8/29/2016

Inquiry: 39019


Question:   • What is the budget for this project? • Will you consider extending the due date for the proposal? • Can you confirm the number of different data sets to be used in this analyses? • Can you describe what, if any, data analytics or predictive analytics activities you have implemented to date? (e.g. tools used, vendors used, maturity of organization) • What practice model is used? If practice models vary by county given the state-supervised county-administered structure, do you have a list and description of practice models across the state? • How many case records will be included in the data set? • Do you anticipate the field users using the solution? Or, will this be used by a subset of staff? • Are you expecting the process used to track case activities and outcomes to be included in the predictive analytics tool, or can this be a combination of business process and data entry within your SACWIS? (pg. 12, 4.1) • If data is located in one database (or we will be provided a file with it in), is there an accompanying data dictionary and an assessment of its cleanness (e.g. any duplicates, all fields filled, and filled with correct validated data?

Answer:   As stewards of taxpayers dollars, we are charged with obtaining the best value for the taxpayer. As such, disclosure of the budget allocated toward this endeavor will compromise our charge as stewards of the taxpayers.*No *Initial implementation will be based upon data extracted from the transactional Ohio’s SACWIS solution and/or the SACWIS Datamart. We are open to obtaining data from additional sources, however, the vendor should not assume additional data will be provided. *"ODJFS operates five distinct services lines, many of which are utilizing data and predictive analytics to lesser or greater degrees. In addition, the HHS cabinet has embarked upon a data analytic initiative as well. See http://das.ohio.gov/Divisions/SharedSolutions.aspx To date, each of these initiatives operate to serve their distinct audiences, as is the case with this solicitation." *"The CAPMIS (Comprehensive Assessment and Planning Model-Interim Solution) is utilized in Ohio.  Additional information regarding Ohio child welfare policy is available at this link: http://emanuals.odjfs.state.oh.us/emanuals/GetTocDescendants.do?nodeId=%23node-id(57)&maxChildrenInLevel=100&version=8.0.0  see "" Family, Children and Adult Services Manual """ "• Users: app 8,100 (3,000, average concurrent) • Transactions Per day: app 2,000,000 • Transaction daily average time: app 245 ms • Database Tables: app 1,640 • Data Volume: 1.15 TB • Reports Generated Per Day: app 5,900 • Reports Generated Per Month: app 125,000 • Total Reports Maintained: app 15,000,000 • Report Transaction daily average time: app 10 sec • New Families / Cases Per Month: app 1,200 • Total Families / Cases Maintained: app 1,600,000 • New Case Participants Per Month: app 21,000 • Total Case Participants Maintained: app 6,800,000 • New Case Activity Narratives Per Month: app 245,000 • Total Case Activity Narratives Maintained: app 49,000,000 • New Intakes Per Month: app 1,950 • Total intakes Maintained: app 5,000,000 • New Intake Persons Per Month: app 86,500 • Total Intake Persons Maintained: app 17,500,050 • New Persons Per Month: app 4,600 • Total Persons Maintained: app 7,300,000 • New Providers Per Month: app 1,300 • Total Providers Maintained: app 600,000 • Children in Foster Care on Any Given Day Per Year: app 13,000 • Children Adopted From Foster Care Per Year: app 1,100 • Families Receiving Adoption Subsidy Per Year: app 20,500 *It is anticipated that some quality assurance staff members employed by larger county agencies will utilize the solution, as will some state staff.  Field users are not anticipated to use the solution. *The documnetation of case activitives will continue to be maintainted in SACWIS. The QA consultaiton and monitoring actitives and outcomes related to interventions will need to be dcoumented in the predictive analtyics tool. *The SACWIS DataMart maintains a data dictionary.  A percentage of Ohio SACWIS data is currently present in the data mart.  This data has been cleansed and normalized.  Additionally, edits are built into the SACWIS system in an effort to ensure that quality data is being captured.  Despite this, there may still be a need for some data cleansing routines.

Date: 8/29/2016

Inquiry: 39007


Question:   How many end users are being trained? What are the breakdowns? Is the Quality Assurance Team state employees, county employees, or both?

Answer:   Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. It is anticipated that 10-15 of training participants will be state staff and the remainder will be from county agencies. The Quality Assurance Team will be comprised of both state and county employees. The metropolitan agencies will employ their own QA staff, while state QA staff will work with all other counties across the state.

Date: 8/25/2016

Inquiry: 39011


Question:   SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES 4.1 Scope of Work, E. Provide training and coaching to county and state quality assurance staff implementing the quality assurance and case consultation model to support fidelity and sustainability of the model. Question: Does ODJFS anticipate that training and coaching will be provided to staff in all 88 counties in the State? If not, is there a reasonable expectation about the number of counties/staff that may implement the QA and case consultation process and require training and coaching?

Answer:   Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. The vendor may also be asked to prepare educational materials on the project that will be distributed to all counties.

Date: 8/25/2016

Inquiry: 39005


Question:   SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES 4.1 Scope of Work, E. Provide training and coaching to county and state quality assurance staff implementing the quality assurance and case consultation model to support fidelity and sustainability of the model. Page 8 Question: Does ODJFS anticipate that training and coaching will be provided to staff in all 88 counties in the State? If not, is there a reasonable expectation about the number of counties/staff that may implement the QA and case consultation process and require training and coaching?

Answer:   Training will focus on state staff and staff in Ohio’s metropolitan agencies. It is anticipated that training will need to be provided for approximately 90 individuals. The vendor may also be asked to prepare educational materials on the project that will be distributed to all counties.

Date: 8/25/2016

Inquiry: 39006


Question:   Section 1.1, Purpose, Page 1 of 25: Is the entire State of Ohio targeted for predictive analytics, or are analytics targeted for specific counties? If county specific, which counties are targeted?

Answer:   The project will begin in Franklin and Hamilton counties however it is anticipated that the project will implemented statewide soon after the initial rollout.

Date: 8/25/2016

Inquiry: 39003


Question:   Section 3.1B, Mandatory Vendor Qualifications, Page 6 of 25: Can one staff member who has a Master’s degree and appropriate credentials serve as both the Project Manager and as the Child Welfare Quality Assurance and Consultation Specialist?

Answer:   Yes.

Date: 8/25/2016

Inquiry: 39002


Question:   Section 4.4B: Specification of Deliverables - Provide predictive analytic services to the state by analyzing data. The initial data source will be SACWIS. Additional data sources may be added in the future. The selected vendor will enter into a data sharing agreement and abide by all confidentiality requirements Page 9 of 25 Question 1: Is the SACWIS the only source for which to draw from initially? Question 2: Are birth records available for children in open cases? Question 3: Are there 10 years of historical data available? If no, how many years of historical data are available? Question 4: Is past investigative data available for children in open cases? Question 5: Are fatalities and cause of fatality included in the data that will be available initially?

Answer:   Question 1: SACWIS will initially be the only data source however it is hoped that additional data sources will be added soon after the start of the project. Question 2: Birth records generally are not available for children on open cases. Question 3:Yes, over 10 years of historical data is available. Question 4: Yes Question 5: Most fatalities will be included in the data as will some causal information.

Date: 8/24/2016

Inquiry: 38987


Question:   Questions Re: SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES 4.4 Specifications of Deliverables Page 9 of 25 A deliverable for this project is to "Provide predictive analytic services to the state by analyzing data. The initial data source will be Ohio’s Statewide Automated Child Welfare Information System (SACWIS). Additional data sources may be added in the future. The selected vendor will enter into a data sharing agreement and abide by all confidentiality requirements" Specific to this deliverable: 1. Does ODJFS have a data management / data governance program in place? If not, is one planned? 2. Is there a need for data cleansing routines to ensure proper data prep for analytics? This may include standardization or parsing of elements such as names, addresses, etc. 3. Are there jurisdiction-specific practices in Ohio’s child protection services? If yes, are these practices reflected in the SACWIS data? 4. How are person IDs assigned in SACWIS in Ohio? Are duplicate IDs are often observed? 5. Is there a need for record matching or de-duplication/entity resolution in individual data sets or when integrating data sources? (For example, the need for fuzzy matching to identify John/Jon/Jonny as the same person) 6. Is there a desire to build a "golden record" for specific data domains to support trustworthy reporting and analytical needs? 7. Is there a need for address enrichment such as address verification or geocoding? 8. Is there a need for business rules within the agency to identify potential issues with records or assist with validating data? 9. Is there a need for data profiling and exploration of data sources to discover possible data anomalies or validate data? 10. Is there a need for metadata management within the agency to assist with identifying impact analysis on data sources and reports? 11. Is a data dictionary being utilized to define metadata for fields available to business users for reporting and analytics? 12. Currently, what types of data-related challenges arise between the business and IT? (Issues with reporting, missing data requests, misunderstanding of data fields, etc.)

Answer:   1. ) Yes, please use the Gartner Magic Quadrant for Advanced Analytics Platforms 09 February 2016 as a guide toward acceptable solutions. 2. Ohio's SACWIS is a comprehensive system composed of six main modules: person management, intake management, case management, provider/resource management, financial management, and administration. Ohio’s SACWIS system captures the entire life cycle of the child welfare case from the point of referral/screening decision through assessment, service provision and case management to permanency. Extensive reporting capabilities exist within Ohio SACWIS. A Data mart also exists that houses a significant amount of SACWIS data. 3. All 88 PCSAs in Ohio use SACWIS. The Ohio SACWIS rollout spanned from 2006-2008. The final county agency to rollout began using the system in December of 2008. Data from legacy systems was converted into Ohio's SACWIS but data quality improved once all agencies were live. There is vast amounts of data within the SACWIS system dating back to 1986. 4. No, Ohio has a state supervised/county administered child welfare system, while the same system is used by all counties, there is some variation in how agencies record information. 5. There is only one system in place with the following metrics: •Users: app 8,100 (3,000, average concurrent) •Transactions Per day: app 2,000,000 •Transaction daily average time: app 245 ms •Database Tables: app 1,640 •Data Volume: 1.15 TB •Reports Generated Per Day: app 5,900 •Reports Generated Per Month: app 125,000 •Total Reports Maintained: app 15,000,000 •Report Transaction daily average time: app 10 sec •New Families / Cases Per Month: app 1,200 •Total Families / Cases Maintained: app 1,600,000 •New Case Participants Per Month: app 21,000 •Total Case Participants Maintained: app 6,800,000 •New Case Activity Narratives Per Month: app 245,000 •Total Case Activity Narratives Maintained: app 49,000,000 •New Intakes Per Month: app 1,950 •Total intakes Maintained: app 5,000,000 •New Intake Persons Per Month: app 86,500 •Total Intake Persons Maintained: app 17,500,050 •New Persons Per Month: app 4,600 •Total Persons Maintained: app 7,300,000 •New Providers Per Month: app 1,300 •Total Providers Maintained: app 600,000 •Children in Foster Care on Any Given Day Per Year: app 13,000 •Children Adopted From Foster Care Per Year: app 1,100 •Families Receiving Adoption Subsidy Per Year: app 20,500 6. See the following website: http://das.ohio.gov/Divisions/SharedSolutions.aspx 7. Telephone reports received are summarized in the SACWIS intake module. They are not directly transcribed. 8. The SACWIS solution is built on Oracle technologies. The SACWIS DataMart is built on IBM/DB2 LUW technologies. Informatica is used for data quality validation. 9. No, we would not object, however, the cloud solution will have to be Fed RAMP certified and adhere to NIST Standards. The solution provider will also have to agree to and sign a Data Sharing Agreement. Security controls/ requirements will differ depending on if the solution is hosted on premise or is cloud based.

Date: 8/23/2016

Inquiry: 38944


Question:   Questions Re: SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES 4.4 Specifications of Deliverables Page 9 of 25 A deliverable for this project is to "Provide predictive analytic services to the state by analyzing data. The initial data source will be Ohio’s Statewide Automated Child Welfare Information System (SACWIS). Additional data sources may be added in the future. The selected vendor will enter into a data sharing agreement and abide by all confidentiality requirements" Specific to this deliverable: 1. Does ODJFS have a data management / data governance program in place? If not, is one planned? 2. Is there a need for data cleansing routines to ensure proper data prep for analytics? This may include standardization or parsing of elements such as names, addresses, etc. 3. Are there jurisdiction-specific practices in Ohio’s child protection services? If yes, are these practices reflected in the SACWIS data? 4. How are person IDs assigned in SACWIS in Ohio? Are duplicate IDs are often observed? 5. Is there a need for record matching or de-duplication/entity resolution in individual data sets or when integrating data sources? (For example, the need for fuzzy matching to identify John/Jon/Jonny as the same person) 6. Is there a desire to build a "golden record" for specific data domains to support trustworthy reporting and analytical needs? 7. Is there a need for address enrichment such as address verification or geocoding? 8. Is there a need for business rules within the agency to identify potential issues with records or assist with validating data? 9. Is there a need for data profiling and exploration of data sources to discover possible data anomalies or validate data? 10. Is there a need for metadata management within the agency to assist with identifying impact analysis on data sources and reports? 11. Is a data dictionary being utilized to define metadata for fields available to business users for reporting and analytics? 12. Currently, what types of data-related challenges arise between the business and IT? (Issues with reporting, missing data requests, misunderstanding of data fields, etc.)

Answer:   1. ODJFS is working with the Office of Health Transformation and DAS to establish the enterprise data governance program. The solution provider will also have to agree to and sign a Data Sharing Agreement. Specific security language will need to be included in the final Contract/ Data Sharing Agreement. 2. A data mart exists for Ohio’s SACWIS. A percentage of Ohio SACWIS data is currently present in the data mart. This data has been cleansed and normalized. Additionally, edits are built into the SACWIS system in an effort to ensure that quality data is being captured. Despite this, there may still be a need for some data cleansing routines. 3. Ohio has a state supervised/county administered child welfare system. There is some variation in agency practices. This variation is generally reflected in the SACWIS data. 4. New person records are assigned the next available ID that does not already exist in the system. Duplicate person records (different IDs for the same person) are sometimes created within Ohio’s SACWIS and additional duplicates were converted into the SACWIS system. Functionality to merge duplicate persons exists within the SACWIS system. While a vast number of duplicate records have been merged, a large number of duplicate records remain within the SACWIS system. Over 190,000 potential duplicate person records have been identified as being present in the application. 5. Yes, this will likely be needed. See response to question #4 above. 6. The vendor will have to determine the level of confidence their models will produce. 7. It is not anticipated that this will be needed as this exercise was recently conducted in June 2016. 8. It is not anticipated that this will be needed. 9. Outside of address validation and some level of profiling, we have not used other data sources to validate data anomalies. Whether this is needed has not yet been determined. 10. The vendor will have to determine the level of confidence their models will produce. 11. The SACWIS DataMart maintains a data dictionary. 12.Historical converted data causes difficulty at times with reporting. Overall, communication with business and IT is very positive and few challenges arise.

Date: 8/23/2016

Inquiry: 38942


Question:   1. Are there preferred IT platforms to support analytics and quality processes? (Section 4.4 Specifications of Deliverables, page 9) 2. ODFJS has identified SACWIS as the data source. How many systems are part of SACWIS and what are the actual systems? E.g. case management, hotline or intake system, service tracking (Section 4.4 Specifications of Deliverables, page 9) 3. Can you better define the completeness of data in SACWIS (for example, are all PCSA’s using SACWIS)? Where is the historical information coming from? Is the historical data in SACWIS? (Section 4.4 Specifications of Deliverables, page 9) 4. Are all counties using the same systems in the same way? (Section 4.4 Specifications of Deliverables, page 9) 5. What is the anticipated data volume for each identified system? 6. How would a data integration effort within ODFJS fit within a broader integration effort for the state? 7. Are telephone reports received by ODFJS and PCSA’s transcribed? (Section 4.4 Specifications of Deliverables, page 9) 8. What is your technology footprint? Are there current QA tools? Is there a tech repository? (Section 4.4 Specifications of Deliverables, page 9) 9. Would the state object to a hosted solution in the cloud and if yes, what are the state’s security requirements? (Attachment A – Section II, Location of business form)

Answer:   1. ) Yes, please use the Gartner Magic Quadrant for Advanced Analytics Platforms 09 February 2016 as a guide toward acceptable solutions. 2. Ohio's SACWIS is a comprehensive system composed of six main modules: person management, intake management, case management, provider/resource management, financial management, and administration. Ohio’s SACWIS system captures the entire life cycle of the child welfare case from the point of referral/screening decision through assessment, service provision and case management to permanency. Extensive reporting capabilities exist within Ohio SACWIS. A Data mart also exists that houses a significant amount of SACWIS data. 3. All 88 PCSAs in Ohio use SACWIS. The Ohio SACWIS rollout spanned from 2006-2008. The final county agency to rollout began using the system in December of 2008. Data from legacy systems was converted into Ohio's SACWIS but data quality improved once all agencies were live. There is vast amounts of data within the SACWIS system dating back to 1986. 4. No, Ohio has a state supervised/county administered child welfare system, while the same system is used by all counties, there is some variation in how agencies record information. 5. There is only one system in place with the following metrics: •Users: app 8,100 (3,000, average concurrent) •Transactions Per day: app 2,000,000 •Transaction daily average time: app 245 ms •Database Tables: app 1,640 •Data Volume: 1.15 TB •Reports Generated Per Day: app 5,900 •Reports Generated Per Month: app 125,000 •Total Reports Maintained: app 15,000,000 •Report Transaction daily average time: app 10 sec •New Families / Cases Per Month: app 1,200 •Total Families / Cases Maintained: app 1,600,000 •New Case Participants Per Month: app 21,000 •Total Case Participants Maintained: app 6,800,000 •New Case Activity Narratives Per Month: app 245,000 •Total Case Activity Narratives Maintained: app 49,000,000 •New Intakes Per Month: app 1,950 •Total intakes Maintained: app 5,000,000 •New Intake Persons Per Month: app 86,500 •Total Intake Persons Maintained: app 17,500,050 •New Persons Per Month: app 4,600 •Total Persons Maintained: app 7,300,000 •New Providers Per Month: app 1,300 •Total Providers Maintained: app 600,000 •Children in Foster Care on Any Given Day Per Year: app 13,000 •Children Adopted From Foster Care Per Year: app 1,100 •Families Receiving Adoption Subsidy Per Year: app 20,500 6. See the following website: http://das.ohio.gov/Divisions/SharedSolutions.aspx 7. Telephone reports received are summarized in the SACWIS intake module. They are not directly transcribed. 8. The SACWIS solution is built on Oracle technologies. The SACWIS DataMart is built on IBM/DB2 LUW technologies. Informatica is used for data quality validation. 9. No, we would not object, however, the cloud solution will have to be Fed RAMP certified and adhere to NIST Standards. The solution provider will also have to agree to and sign a Data Sharing Agreement. Security controls/ requirements will differ depending on if the solution is hosted on premise or is cloud based.

Date: 8/23/2016

Inquiry: 38934


Question:   Regarding SECTION IV. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES, 4.5 Selected Vendor Compensation Structure, page 10 of 25, does ODJFS have a total estimated budget amount for each year?

Answer:   ODJFS is expecting vendors to use their professional comprehension of the effort required to perform the services and to offer to ODJFS its flat, all-inclusive fee for performing each. In calculating total proposed cost, vendors must consider cost resulting from each deliverable listed in Section 4.4 of this RFP, as well as all program costs, primary and incidental, necessary to complete all program activities, whether explicitly identified by ODJFS in this RFP or not.

Date: 8/23/2016

Inquiry: 38970


Question:   A deliverable of this project is to "develop and implement a system that will provide real time information to the quality assurance staff indicating which cases have the highest risk of serious child injury or death. This system will include a dashboard component with drilldown and reporting capabilities". Does this mean that ODJFS is also seeking a qualified software vendor to build and develop a tool or will the consultant be expected to consult with ODJFS IT staff to help build something internal attached with SACWIS based on the findings of the predictive analytic results?

Answer:   ODJFS's expectation is that the vendor or a subcontractor of the vendor for this RFP will develop the dashboard tool described in the RFP. Some collaboration with ODJFS IT staff regarding infrastructure issues is anticipated however ODJFS IT staff will not develop the tool.

Date: 8/15/2016

Inquiry: 38924


Question:   We are a consulting firm with local offices in Columbus, Cincinnati and Cleveland with dedicated National Healthcare and Data and Analytics Practices. We would like to review the RFP and have the option to respond. Thank you for your consideration.

Answer:   Thank you. Click on the attached PDF document to view the RFP in its entirety.

Date: 8/4/2016

Inquiry: 38739


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Inquiry period ended:  8/25/2016 8:00:00 AM