Microsoft Power Apps

The PSRB aims to replace its current Case Management System (CMS) with a modernized and secure CMS.  Currently, our CMS, is powered by Microsoft MS Access technologies and has been instrumental to the facilitating the Board's essential functions: conducting hearings and overseeing the monitoring, supervision, and treatment of high-risk individuals with mental health diagnoses who are conditionally released to community settings. The current CMS is comprised of four discrete, on-premises Access Databases.  Microsoft Access is now considered legacy software. With a dataset spanning 46 years and over 3100 records, the aim of this project is to develop a CMS using more sophisticated and resilient technologies.

The agency aims to select a reputable third-party vendor with a proven track record of successful project delivery and a strong commitment to collaboration.  We seek a vendor capable of not only building a robust CMS but also breaking down the project into manageable phases, each with clearly defined deliverables. Beyond technical expertise, we prioritize vendors who advocate for a model where our internal staff can develop proficiency with the technology, thereby building internal capacity and reducing dependency on external support.
We expect any vendor we select to begin with a thorough current state assessment, gaining a deep understanding of our agency's operations. This understanding will inform collaborative efforts to develop a CMS that not only supports the maturity of our operations but also enhances overall operational excellence. Effective communication will be central to this process. We will emphasize the importance of clear channels between agency leadership and the prospective vendor, ensuring regular progress updates, milestone reviews, and feedback loops. Transparency, accountability, and effective project management are non-negotiable, and the agency expects to initially establish an agreed-upon protocol with the vendor in the event that a conflict arises during the project.

Moreover, proactive risk management is paramount. We will work closely with our partners at EIS and the prospective vendor to identify and address potential risks related to data security and system integration right from the project's outset.

We expect prospective vendors to propose Key Performance Indicators (KPIs) that are aligned with our project goals and objectives. These milestones will enable us to effectively track progress and ensure the successful completion of deliverables. The agency will request invoicing to be based on the delivery of those milestones.

Finally, we expect to receive managed support and user training during the product deployment and go-live stages of the project plan. This support is anticipated to span a minimum of three weeks following each of the three phases of the project.

Requirements

1.1 Phase 1 Data Migration  07/01/2024 10/31/2024

Migration of secure data from our 4 Microsoft Access Databases to Dataverse (estimated 8-10 weeks)

The Data Migration phase aims to ensure data continuity, enhance security, and leverage the advanced capabilities offered by Microsoft Power Apps (to be utilized in later phases), aligning our operations with contemporary technological standards.  At this phase, there will be minimal strain on internal staffing and resources. Our internal team will focus on building capacity to effectively operate within the new system. The agency would anticipate minimal disruption to business operations, with the expectation that it would be able to continue to utilize its existing Access Databases with the data migrated to the cloud environment.  The risk of data loss would be mitigated by maintaining backup copies of the database codes. Additionally, the contractor would develop scripts for data synchronization as needed, further safeguarding the integrity and continuity of our operations. This prudent approach positions the agency for a seamless transition to a new CMS while efficiently addressing immediate data migration needs. 

  1.2 Phase 2 Essential CMS Functioning  07/01/2024 02/28/2025

Identification and development of the essential functioning of the CMS database using Microsoft Power Platform Suite.  Go live support and user training to be provided. (estimated 16-18 weeks)

The Essential CMS Functioning phase entails a collaboration with the agency to identify and develop the essential functionalities required for seamless business operations. Leveraging insights from the current functionality of our Microsoft Databases, the vendor will tailor the new system to align closely with existing processes. Throughout this phase, the agency will retain the option to utilize the Microsoft Access database as needed, ensuring continuity during the transition period.
In addition to external expertise, internal staff will play a pivotal role in advancing the capabilities of the new CMS. This collaborative approach ensures that the new system meets the specific needs and requirements of the agency, maximizing efficiency and operational effectiveness.

The vendor will prioritize the development of essential reports and dashboards using Power BI and Power Apps to monitor key metrics and set the stage for more enhanced functioning in Phase 3 utilizing Power Pages and Power Automate.

1.3 Phase 3 Program Enhancement  3/01/2025 12/31/2025

The creation of a public facing Web Portal utilizing Microsoft Power Pages and other selected workflow enhancements utilizing Microsoft Power Platform Suite.  Go live support and user training to be provided.  (estimated 5-6 weeks) 

In the Program Enhancement phase, the vendor will continue the trajectory of improvement initiated in Phase 2, leveraging Power Platform Apps and Power Pages technology to enhance the functionality of the CMS.  

The agency aims to accomplish at minimum the following solutions in this phase:

Reduction in Administrative Burden for Stakeholders: The development of a web portal powered by Power Apps to significantly reduce administrative burden for our valued stakeholders.  Currently, stakeholders face challenges in finding the correct forms, filling them out manually, and uploading them to the system. With the new web portal, stakeholders can directly communicate and submit necessary information in real-time, eliminating the need for manual paperwork and streamlining administrative processes. The streamlined communication channel will save time and reduce the likelihood of errors.

Reduction in Administrative Burden for Internal Staff:   Enable the automation of various workflows essential to program evaluation and operational efficiency. Processes such as processing evaluations, generating orders and notices, and docketing will be automated, reducing manual intervention and minimizing the risk of errors. This automation will significantly accelerate the processing time for critical tasks, enhancing overall efficiency and productivity. 

Data Analysis and Evaluation: With Power Apps and Power Pages:  The CMS will be equipped with advanced data analysis capabilities. Stakeholders, including legislators, the Oregon Health Authority, and our Community Mental Health Programs would have access to comprehensive reports and dashboards, providing valuable insights into program performance and trends. This enhanced data analysis functionality will help develop key performance measures, support informed decision-making, optimize resource allocation by targeting funding where programs prove most effective, and drive continuous improvement initiatives within the agency and beyond. 

Scalability and Flexibility: Power Apps and Power Pages offer scalability and flexibility, allowing the CMS to adapt to evolving program requirements and technological advancements. The modular nature of these technologies enables the addition of new functionalities and integration with other systems, ensuring future-proofing and long-term sustainability of the CMS. Additionally, vendors will guide the agency in building internal capacity to operate the CMS to enhance organizational agility, self-sufficiency and autonomy. By equipping internal staff with the skills and knowledge to effectively utilize and maintain the CMS, the agency reduces dependency on external support and accelerates responsiveness to changing needs. This internal expertise fosters a culture of innovation and continuous improvement, enabling the agency to leverage the full potential of Power Apps and Power Pages to drive mission-critical initiatives forward.