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Background Check System Project

Monthly Updates

January 2014

One of our goals is to implement the Background Check System in a way that allows for a smooth transition for programs and providers to switch to the new system, and will minimize the amount of time BCCU staff are using both the old system and the new system. To that end, we’re exploring options for implementing the system.

Our current implementation planning activities include identifying the business requirements that must be met in order to successfully accomplish rollout and possible ways to meet those requirements. Some of the questions we’re working on answering about implementation are:

  • How will BCCU address any backlog before implementing the new system?
  • What’s the best strategy for migrating data from the current system to the new system?
  • How do we identify all the individuals to be trained and make sure training occurs at the right time for them?
  • How will each program assign BCS User Roles within their organization?

Here’s a list of some of the other work we’re doing in the coming weeks:

  • YNHHS is finalizing the screens used to add users and manage roles (Security and Administrator Module).
  • YNHHS is developing the screens that will be used by staff and providers to submit and receive results of background checks (Entity Module).
  • YNHHS and DSHS are working on the design for the screens that will be used by BCCU staff to process background checks (Investigator Module).
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February 2014

Some of the things we’re working on in February are:

  • DSHS continues to work out the implementation strategy as described in the January Update.
  • DSHS and YNHHS are identifying legacy data to be converted to the new system and creating a Data Conversion Plan.
  • YNHHS and DSHS are working on the designs for the web services and interfaces that exchange data with the system.
  • YNHHS continues to develop the screens that will be used by staff and providers to submit and receive results of background checks (Entity Module).
  • YNHHS continues to develop the screens for the security and administration module that will be used to control who has access to the system and manage user role assignments.
  • YNHHS and DSHS continue to work on the design for the screens that will be used by BCCU staff to process background checks (Investigator Module).
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March 2014

Some of the things we’re working on in March are:

  • The BCCU is working with each program to make sure the contact information on file is correct for each account and to identify how each program will assign the User Roles for the new system.
  • DSHS continues to work out the implementation strategy as described in the January Update.
  • DSHS is testing the Security and Administrator Module which includes screens used to add users and manage roles and add entities/accounts into the system.
  • DSHS and YNHHS are working on the designs for the remaining modules of the system including:
    • identifying legacy data to be converted to the new system and creating a Data Conversion Plan,
    • designs for the web services and interfaces that exchange data with the system,
    • designs for the screens that will be used by staff and providers to submit and receive results of background checks (Entity Module),
    • design for the screens that will be used by BCCU staff to process background checks (Investigator Module), and
    • designs for the Reports Module.
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April 2014

Some of the things we're working on in April:

  • The BCCU continues to work with each program to make sure the contact information on file is correct for each account and to identify how each program will assign the User Roles for the new system.
  • DSHS continues to work out the implementation strategy as described in the January Update.
  • DSHS is finishing the Security and Administrator Module testing which includes screens used to add users and manage roles and add entities/accounts into the system.
  • DSHS and YNHHS plan to complete the designs for the remaining modules of the system before additional development work continues. YNHHS will be on site in late April and May to conduct the remaining design sessions for:
    • legacy data to be converted to the new system and creating a Data Conversion Plan,
    • web services and interfaces that exchange data with the system,
    • screens that will be used by staff and providers to submit and receive results of background checks (Entity Module),
    • screens that will be used by BCCU staff to process background checks (Investigator Module), and
    • the Reports Module.
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May 2014

We’ve been working to complete design for the whole system before continuing with development and testing. It’s become clear that we’re not likely to Go Live in November, more likely early 2015. We’ll set a new schedule around July 2014, after we finish the system design. We will make sure there’s enough time in the schedule for testing, training, and implementation tasks to prepare the divisions and providers for the transition to the new Background Check System.

Here are some of the things we're working on in May:

  • DSHS continues to work out the implementation strategy as described in the January Update.
  • DSHS continues to test the Security and Administrator Module, which includes screens used to add users and manage roles, and add entities/accounts into the system.
  • DSHS and YNHHS continue to work on designs for the remaining modules of the system before additional development work continues. YNHHS was on site in late May and will be here again in June to conduct design sessions for:
    • legacy data to be converted to the new system and creating a Data Conversion Plan,
    • web services and interfaces that exchange data with the system,
    • screens that will be used by staff and providers to submit and receive results of background checks (Entity Module),
    • screens that will be used by BCCU staff to process background checks (Investigator Module), and
    • the Reports Module.

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June and July 2014

There have been some changes in key staff on the project, including the DSHS Project Manager and the YNHHS System Architect. The YNHHS team is not scheduled to be on-site for additional face-to-face design sessions during this reporting period. While the teams are reviewing options for moving forward, DSHS continues to map business requirements to process flows for how BCCU staff complete background checks.

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August 2014

The teams have been working on the overall system design for implementing the YNHHS Commercial Off The Shelf (COTS) system with configurations to meet the needs of the Department. Through this process, it has become clear that the YNHHS COTS system will not meet the needs of the various programs served by BCCU without significant custom development.


Moving forward, we’re preparing for the custom development project by creating business process models of the current processes. We’ll evaluate these models to identify ways to improve the process that make sense for the department and meet the needs of the various programs BCCU serves. The “To Be” process models will feed into the requirements and design of the new custom Background Check System.


This change will not impact the current processes and turnaround times, but does mean a delay to implementing the new Background Check System. We’ll let you know about the process and schedule as the details become available.

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September 2014

Work continues on the business process models that will feed into the requirements and design of the new custom Background Check System. With this new direction, the BCS project teams are regrouping to revise process, roles and responsibilities, and expectations based on custom development.

We'll let you know about the process and schedule as the details become available.

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October 2014

The BCS project teams are making progress toward revising processes, roles and responsibilities, and project planning documents. Work continues on the business process models that will feed into the requirements and design of the new custom Background Check System.

The system design schedule is expected by the end of November. As we get further into the system design we will be able to create the Development and Implementation schedule. We’ll have more information to share about the implementation dates in early 2015.

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November 2014

The BCS project teams continue to revise processes, roles and responsibilities, and project planning documents. Work continues on the business process models that will feed into the requirements and design of the new custom Background Check System

The system design is scheduled to be completed in February 2015. As we get further into the system design we will be able to create the Development and Implementation schedule. We'll have more information to share about the implementation dates in early 2015.

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