OTIS Business Requirements Consultation Summary


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OTIS Business Requirements Consultation Summary

  1. 1. Business Requirements OTIS 2.0 SWIS/LSP/SSIL Coordinators Meeting July 15, 2009
  2. 2. Agenda <ul><li>Background </li></ul><ul><li>Project Scope </li></ul><ul><li>Business Requirements </li></ul>
  3. 3. Background <ul><li>Since the year 2000, the OTIS system has been the information system supporting the SWIS program. In the recent years, OTIS has expanded to support the information needs of the Library Settlement Partnerships (LSP) and Settlement Services in LINC classes (SSIL) programs. </li></ul><ul><li>In light of the expanded services that OTIS is supporting, OCASI has been given the opportunity to update OTIS to OTIS 2.0. The updated functions will build on the previous work completed on SSCAN, OTIS 2.0 Pilot and your business requirements. </li></ul>
  4. 4. Background <ul><li>As we look at what might be developed, we need your input </li></ul><ul><li>Today is about gathering your business needs. Please focus on how you manage and use information – not on technology </li></ul><ul><li>Don’t be constrained by exactly how things work today – but also know that not everything you ask for will be delivered! </li></ul><ul><li>As we finalize what is developed, we will be setting up Working Groups - we may be back to you to ask for further participation </li></ul>
  5. 5. Project Scope <ul><li>To improve the current OTIS system in a multi-year phased approach to meet the business requirements of the settlement sector. </li></ul><ul><ul><li>Phase 1: </li></ul></ul><ul><ul><li>Launch OTIS 2.0 by March 2010 to the existing OTIS 1.0 client group </li></ul></ul><ul><ul><li>Includes: </li></ul></ul><ul><ul><ul><li>Updated OTIS 1.0 interface </li></ul></ul></ul><ul><ul><ul><li>Add basic Client Management System features </li></ul></ul></ul><ul><ul><ul><li>Reporting Enhanced </li></ul></ul></ul>
  6. 6. Project Scope <ul><li>Future phases </li></ul><ul><li>Features that could be developed by March 2010 but turned on only when approved/deemed necessary: </li></ul><ul><ul><li>Client Profile enhanced </li></ul></ul><ul><ul><li>Reporting at the user level: counts, profiles, mapping </li></ul></ul><ul><li>Features that could be developed after March 2010: </li></ul><ul><ul><li>Full capability of client management system i.e. referral, scheduling and action plan </li></ul></ul><ul><ul><li>Extractible client profile that supports referral </li></ul></ul>
  7. 7. Your Business Requirements <ul><li>In March 2010 Phase 1 includes: </li></ul><ul><ul><ul><li>Updated OTIS 1.0 </li></ul></ul></ul><ul><ul><ul><li>Add basic Client Management System features </li></ul></ul></ul><ul><li>To plan for this we need to know your business requirements… </li></ul>
  8. 8. Your Business Requirements <ul><li>What works well? </li></ul><ul><ul><li>Available online </li></ul></ul><ul><ul><li>Application support (Elena) </li></ul></ul><ul><ul><li>Captures key information for funders– reporting can be inaccurate due to multi counting. </li></ul></ul><ul><ul><li>Maintains client confidentiality (does not capture client names) </li></ul></ul><ul><ul><li>Reporting at school level </li></ul></ul><ul><ul><li>Able to capture information for service date vs. entry date (but report is by one date only) </li></ul></ul>
  9. 9. Your Business Requirements <ul><li>What does not work well? </li></ul><ul><ul><li>Lack of reporting ability </li></ul></ul><ul><ul><ul><li>Can not report workshops easily </li></ul></ul></ul><ul><ul><ul><li>Managers unable to see reports the system generates </li></ul></ul></ul><ul><ul><ul><li>Ability to extract information for narrative report (parallel to narrative report) </li></ul></ul></ul><ul><ul><ul><li>Unable to report/ differentiate on number of visits, clients or families </li></ul></ul></ul><ul><ul><ul><li>Unable to report on number of clients served vs. benefitted </li></ul></ul></ul><ul><ul><li>No data fields to capture information on school activities i.e. assemblies, outreach programs. </li></ul></ul><ul><ul><li>Total client numbers do not tally up accurately, this leads to confusion/ inaccuracy in reporting </li></ul></ul><ul><ul><li>System does not support different business needs between the programs (SWIS/LSP/SSIL) </li></ul></ul><ul><ul><ul><li>Information currently captured is too detail for LSP services </li></ul></ul></ul><ul><ul><ul><li>Family as the core concept is problematic for LSP services </li></ul></ul></ul>
  10. 10. Your Business Requirements <ul><li>What functionalities do you need in the system? </li></ul><ul><ul><li>Capture the data that the funder requires for accountability, be cautious with the detail of data captured </li></ul></ul><ul><ul><li>Capture data to support evaluation and planning and allow managers to generate dynamic reports </li></ul></ul><ul><ul><li>Allow staff to generate their own reports </li></ul></ul><ul><ul><li>Provide detail explanation of what the reporting data/numbers represent. System should be user friendly for new staff. </li></ul></ul><ul><ul><li>Allow client identifier to be at the individual level </li></ul></ul><ul><ul><li>Support services when offered by multiple programs i.e. SWIS and LSP </li></ul></ul><ul><ul><li>Reduce redundant data entry for repeat clients and allow to view client history. This minimizes data entry and allows staff to spend more time with client. </li></ul></ul><ul><ul><li>Customize data fields to use program vocabulary and capture relevant program data. </li></ul></ul><ul><ul><li>Capture dates when data is updated – smart dates for validation </li></ul></ul><ul><ul><li>Better search features – able to create, save and re-run search criteria </li></ul></ul><ul><ul><li>Better data exports </li></ul></ul><ul><ul><li>Consider using free text fields </li></ul></ul><ul><ul><li>Sensible timeouts </li></ul></ul>
  11. 11. Your Business Requirements <ul><li>What functionalities are in the system that you don’t need? </li></ul><ul><ul><li>Data that is captured but not used in reporting i.e. streamline form </li></ul></ul><ul><li>What would be cool but possibly out of the question? </li></ul><ul><ul><li>Able to capture case management notes </li></ul></ul><ul><ul><li>Applying data archiving policies (record retention policy for 7 years) </li></ul></ul>
  12. 12. Your business requirements <ul><li>What does “basic client management” mean to you? </li></ul><ul><ul><li>Capture the service history at the individual level. </li></ul></ul><ul><ul><li>Able to relate the an individual to a family and the services delivered to the family. </li></ul></ul><ul><ul><li>Capture future actions / referrals </li></ul></ul><ul><ul><li>Capture how the client found out about the service </li></ul></ul><ul><li>What does “basic reporting “ mean to you? </li></ul><ul><ul><li>Generate reports to meet funder requirements </li></ul></ul><ul><ul><li>Generate reports that support program management / planning </li></ul></ul><ul><ul><li>Generate reports for stakeholders i.e. school principles, community partners etc. </li></ul></ul><ul><ul><li>Dynamically create reports at the agency, program, worker etc level </li></ul></ul>