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CADDIS Project Management
Background: The California Department of Developmental Services (DDS) is responsible for administering the Lanterman Developmental Disabilities Services Act and the Early Intervention Services Act. These laws ensure the coordination and provision of services and support to enable persons with developmental disabilities (i.e., Consumers) to lead more independent, productive, and normal lives.
DDS carries out its responsibilities through twenty-one community-based, independent, and non-profit corporations know as Regional Centers (RCs). RCs are located throughout the State of California and work closely with approximately 160,000 Consumers, their families, guardians, and/or conservators to locate, schedule, and monitor the services provided to a Consumer. Activities relating to managing a Consumer's case include identifying services needed and determining a Consumer's eligibility for state and/or federal support, locating and placing the Consumer at an appropriate residence, scheduling day and vocational programs, providing family support services, scheduling transportation needs, and monitoring a Consumer's progress. RCs are also responsible for purchasing services for Consumers from approved vendors, managing Consumer state and federal funds, and performing all fiscal responsibilities related to budgeting, expenditures, and tracking of monies received from DDS.
Challenge: The DDS and RCs utilized two distinct and non-integrated systems to support their case management and fiscal functions. These systems, the San Diego Information System (SANDIS) and Uniform Fiscal System (UFS), were developed in 1984 and could not provide the functionality required to support current business needs. DDS determined that a new system was the best solution to the problems they faced. As DDS moved forward to procure the replacement system, they also searched for a vendor who could provide project management of the overall project ensuring that the system vendor met all contractual requirements and that all State resources and tasks were properly allocated and planned.
Eclipse proposed a project management solution that included a 3-member team composed of a Lead Project Manager focused on vendor management and contractual issues, a secondary Project Manager responsible for technical project management and resource coordination, and a Project Administrator responsible for facilitating project communications amongst all project team members.
Eclipse was able to provide a clear definition of all tasks that DDS and RC staff were required to perform for the CADDIS project. While the software vendor was required to include these activities in the project workplan, the detailed definition, including specific resources and task activity dates, was primarily the responsibility of DDS. A collaborative process was established by Eclipse to provide the planning and progress-reporting mechanisms.
Under the guidance of Eclipse's project management team, a new system has been successfully developed and is called the California Developmental Disabilities Information System or CADDIS. CADDIS is an integrated case management and fiscal accounting system that replaces the legacy systems and interfaces with a new Electronic Billing System (EBS). The system is being deployed across the twenty-one RCs in California, as well as at the DDS.
CADDIS will support the following business functions:
- Intake Processing
- Case Management
- Vendor Management
- General Ledger
- Purchase Requisitions
- Accounts Payable
- Trust Management
- Accounts Receivable
- Fixed Assets
- Budget Management
- Report Writing
Benefits: DDS realized several benefits by using Eclipse to provide project management on this project. Eclipse project management succeeded in obtaining critical management commitment and buy-in to the project planning effort at DDS headquarters and the RCs. Eclipse project management helped to keep all DDS and RC tasks on schedule and supportive of the vendor's schedule. Eclipse ensured that the new system met all defined requirements and provided the functionality required of a mission critical system.
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