STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES ACCESS FLORIDA SYSTEM TECHNICAL ARCHITECTURE OVERVIEW ITN# - 03F12GC1 JUNE 1, 2012 STATE OF FLORIDA – DEPARTMENT OF CHILDREN AND FAMILIES June 1, 2012 Table of Contents 1.0 Background and Organization Overview .......................................................................................... 1 1.1 Background ................................................................................................................................... 1 1.2 Program of Service Specific Terms ................................................................................................ 3 1.3 ACCESS Florida IT Organization and Activity Overview................................................................. 6 1.4 Northwood Shared Resource Center ............................................................................................ 7 2.0 Technical Overview ........................................................................................................................... 8 2.1 Application Frameworks ............................................................................................................... 8 2.2 Databases Types ........................................................................................................................... 9 2.3 Data Access Technologies ........................................................................................................... 10 2.4 Data Security ............................................................................................................................... 11 3.0 ACCESS Florida System .................................................................................................................... 12 3.1 ACCESS Prescreening Tool .......................................................................................................... 14 3.2 ACCESS Web Application............................................................................................................. 16 3.3 My ACCESS Account .................................................................................................................... 19 3.4 My ACCESS Account Authentication & User Administration ...................................................... 21 3.5 FLORIDA ...................................................................................................................................... 23 3.6 ACCESS Management System (AMS) .......................................................................................... 28 3.7 ACCESS Document Imaging (ADI) ................................................................................................ 31 3.8 Integrated Benefit Recovery System (IBRS) ................................................................................ 35 3.9 HP ExStream Software ................................................................................................................ 37 3.10 Power Tools ................................................................................................................................. 39 3.11 ACCESS Florida KidCare ............................................................................................................... 41 3.12 ACCESS Online Applications ........................................................................................................ 44 3.13 Food for Florida (FFF) .................................................................................................................. 48 3.14 Food for Florida Volunteer and DHL Tracking ............................................................................. 51 4.0 ACCESS Customer Call Centers........................................................................................................ 52 5.0 ACCESS Florida System Batch Overview ......................................................................................... 54 5.1 Batch Framework ........................................................................................................................ 54 5.2 Backup Routines .......................................................................................................................... 54 5.3 Batch Jobs ................................................................................................................................... 55 6.0 ACCESS Florida System Interfaces ................................................................................................... 56 ii | P a g e STATE OF FLORIDA – DEPARTMENT OF CHILDREN AND FAMILIES June 1, 2012 7.0 Key Statistics ................................................................................................................................... 61 8.0 Application Hardware and Software ............................................................................................... 63 iii | P a g e STATE OF FLORIDA – DEPARTMENT OF CHILDREN AND FAMILIES June 1, 2012 1.0 Background and Organization Overview 1.1 Background The Department of Children and Families (DCF) impacts the lives of Floridians at a moment when their needs are greatest. DCF is responsible for managing the cash assistance program known as Temporary Assistance for Needy Families (TANF), Food Assistance (formally known as the Food Stamp Program) and Medicaid eligibility. This equates to more than $4 Billion1 in food assistance and cash assistance, and eligibility determination for the State of Florida’s $18 Billion2 Medicaid program. Customers in Florida use these various forms of assistance to provide the necessities for their families, while moving towards self-sufficiency. The current public assistance eligibility mainframe system, known as FLORIDA, was implemented in 1992. It is transfer technology from the State of Ohio, and was originally designed in the early 1980s. Since 1992, DCF has relied almost completely on legacy technology centered on the FLORIDA mainframe system. It was designed to support an older service delivery model that consisted of face-to-face interviews conducted at local offices, a heavier reliance on data entry, and first-hand documentation with no self-service options for customers. In 2004, DCF began to modernize its approach to administering cash assistance, food stamps, and Medicaid Programs. Known as Automated Community Connection to Economic Self-Sufficiency Florida, or ACCESS Florida, this new business model drastically changed the way DCF staff processes applications and manages caseloads, and how clients interact with DCF. DCF conducted a complete review of federal and state law and eliminated outdated, labor-intensive policies and practices which were not required and added little or no value to the process. The face-to-face interview requirement was eliminated, and verification requirements were simplified with a greater reliance on electronic verifications. Call centers were established to provide customers greater access to the Department to report changes in their household situation. The initial ACCESS Florida efforts focused on streamlining workflows and simplifying policy with plans for enhanced technology at the foundation. Florida has experienced a food assistance caseload increase of 169 percent since initiating the modernization effort, mainly as a result of economic factors’ impact on families and individuals as the recession began to affect the caseload in April 2007. The Department has met this expanding workload with the implementation of a variety of applications that increase efficiencies and support customer self-sufficiency through the use of technology. The technological changes which came with ACCESS Florida affected almost all aspects of customer intake and case management, beginning with a web-based application which could be submitted online using an electronic signature, and work management tools which helped move 1 FY 2009-10 actual food assistance benefits was $4,034,447,154 and cash assistance benefits were $166,095,940. 2 FY 2009-10 projected Medicaid spending was $17.9 Billion, serving 2.6 million people with projected future year increases (Select Policy Council on Strategic & Economic Planning, January 11, 2010) 1 | P a g e STATE OF FLORIDA – DEPARTMENT OF CHILDREN AND FAMILIES June 1, 2012 information from the customer application to the FLORIDA System. Other technologies were developed to support call center operations and the document management. 2 | P a g e STATE OF FLORIDA – DEPARTMENT OF CHILDREN AND FAMILIES June 1, 2012 1.2 Program of Service Specific Terms Term Definition ACCESS Automated Community Connection to Economic Self-Sufficiency The Department's existing public assistance eligibility system, which includes the following applications and subsystems: FLORIDA, ACCESS Community Partner Internet Search, ACCESS Document Imaging, ACCESS Florida KidCare, ACCESS Florida Prescreening Tool, ACCESS Florida Web Application, ACCESS Integrity Online ACCESS System, ACCESS Knowledge Bank, ACCESS Management System, My ACCESS Account Florida Authentication and User Administration, Community Partners Tracking System, Data System & Reports System, Exceptions Management System, Extreme Notice System, FLORIDA, Food For Florida, Food For Florida Volunteer and DHL Tracking, Integrated Benefit Recovery System, My ACCESS Account, Quality Management System, Streaming Tools, Telephonic Interactive Voice Reponses, Quality Control System. ACD Automatic Call Distributer ADI ACCESS Document Imaging AHCA State of Florida, Agency for Health Care Administration