SDC Advisory Board Meeting

February 15, 2018

Voting Board Members: Grant Smith- Yuma County (ChairChristine Comer- HCPF, MarivelKlueckman- HCPF, Joetta Fisher- OIT, Lena Harris- CDHS, Katie Griego- CDHS (Co-chair)
Non-voting Board Members: Katy Morrison- SDC,
Guests: Michelle Martinez - SDC, Sonia Sandoval - SDC, Denise Romero-Freyta - CDHS, Joanna Logan- CDHS
Time / Action / Owner
[Time] / Welcome
  • Attendance
  • Getting to know the SDC and Training Network (staff highlight)
/ Grant
[Time] / Old Business
  • Approval of Minutes
  • Lena moves to approve minutes with no changes. Katie seconds. All in favor.
  • Action Item Review
  • Marivel has been added to the meetings.
  • Garfield County (Medium County Representation) – Mary Baydarian has approved and [Mark]
  • Marivel is determining will have a new person by the next meeting.
  • Joanna will update all language to reflect shift back to “board” versus “committee” (Complete)
  • Denise Romero-Freyta will calendar the meetings (Complete)
  • (Complete) Joanna will provide meeting minutes while Katie is chair. Future state co-chairs will bring their own technical support, unless it is decided that the SDC program assistant should staff these meeting
  • (Complete) Katie and Joanna will update all of today’s document with feedback and changes (completed)
  • (Completed) Christine and Marivel will decide if an MA site member should be recruited
  • Marivel will recruit an MA board member (In progress)
  • (In Progress) Joetta will compile OIT data on infrastructure in the counties (In Progress – will be a few months out)
  • (In Progress) Katy will provide Joetta-with the technical requirements of PBT
  • Minimal requirements – internet, computer, head phones or conference lines. We have no fear that counties will not be able to meet the requirements.
  • Costs associated could be Adobe licenses and conferences lines if head phones are not available.
  • (In Progress) Katy will provide the committee with the list of the participants/counties that were involved in the training network (certified/or not certified)
  • Sonia has created a map that shows the training meeting and Katy will provide the list after the meeting. There are approximately 50 certified training.
  • (In Progress)Katy will create a survey for the Training Network Meeting to create a feedback loop as we try to build relationships and encourage a regional model.
  • Katy has sent a draft out to the team for review and will send it up to Christine and Katie for approval. The next Training Network is in March and will be used for the first time then. She is working with the OES Communications Specialist on how to maximize the survey and get the most response.
  • (In Progress) Katie will invite Lexie Kuznic to the Training Network Meeting in Larimer.
  • (Complete)Katy will bring back when the Pilot ends, and when the evaluator report is due. Katie and Christine would like something by the end of April.
  • The pilot will end March 31st. The Evaluation contract has been signed and there was an addition to make sure that there is a report on the pilot by the end of April.
  • (Complete)Katy will communicate the change in the certification process and future committee decisions on certifications to Sonia and Michelle.
  • (Complete) Denise Romero-Freyta will calendar future SDC Board meetings, work with Tammi Hoffman to get current meeting removed from calendars, and secure locations for future meetings.
  • Future locations will be determined by the Board as well as whether or not we will meet regionally.
/ Grant
[Time] / SDC- Update
  • (See additional handout – Feb 2018 SDC Advisory Board Update)
  • Transformation
  • PBT:
  • The pilot is up and running. Grant was able to attend and provided the feedback that he is unsure of what to do next. Katy has received similar feedback and will work with the SDC.
  • Adams county had a group ready to go the first week of January. Since they have an on-site trainer, Tiffany came and was able to support Adams’ effort and was able to make some immediate updates.
  • Additional support for them since they have so many vacancies? Our last few trainings have been at the center and several members have attended. This week Adams asked for facilitating a training for the new hires that need to get up to speed as soon as possible before the new hire group in March.
  • Garfield County has provided some valuable feedback on the sequencing of the training.
  • County trainers will mostly begin to work together on their feedback and see if they have similar thoughts.
  • Pueblo and Summit are doing the training virtually. They provided the feedback that after the SDC set them up; they didn’t know where to go next.
  • The ultimate goal for this training is that the SDC continues to facilitate the on-site trainings for counties that don’t have a county trainer; and for where the training can stand alone, it will.
  • The pilot is differentiated from PBT. PBT is the “king kong” of training. The SDC will always need to support, but the purpose is to make it more accessible. (Get more clarification from Katy)
  • Evaluation:
  • The contractor will be meeting with Katy, Michelle, and Sonia to develop the evaluation soon.
  • Evaluation came in right a budgeted amount.
  • Build Trainings
  • There are not any big updates at this time in this area.
  • Katie compliments the SDC on their build trainings of late and how hard they have worked to get these trainings more instructional and timely.
  • HCPF builds – Jackie, Sonia, and Michelle have created a new system to address the build trainings in a new way (right size, right fit for the information). A recent example is a recording of a new build that was very well received.
  • Expanding Foundations:
  • Everything is working again. New updates made in March will be released in April.
  • Training Certification process has been modified to remove the requirement of the observation step. The counties final step will having the supervisor will fill out the “County Trainer Certification Request”.
  • Katy and the SDC will create a standard operating procedure for the certification process after we receive a request. Not required to report back to the Board.
  • MA sites have specific needs because the trainer typically is the only CBMS user on site. The MA sites can still have the ability to request an observation on location at the SDC to fit their business need.
  • Marivel moves to approve the new process. Katie seconds. All in favor. Motion carried.
  • Staffing
  • Progress on Workplans
  • Our first draft of the work plans have received approval on the format and wording from CDHS and HCPF leadership.
/ Katy Morrison
[Time] / Evaluation
  • Update
  • The contract has just gone into place and so it would have been too soon to invite them to the meeting.
  • Katie and Katy will work with the evaluators to determine the appropriate time.
/ Pacific Institute for Research and Evaluation (PIRE)
[Time] / Priority Setting
  • Agency report out on expected change or priorities with a 90 day outlook
  • Transformation: OIT is still handling the security piece, which will change when it is moved to Salesforce.
  • Transformation training workgroup: This group has been meeting for a couple of months and consists of MA sites, counties, Delloitt, OIT, CDHS and HCPF
  • Change management document completed and updated
  • All the standards and process from the SDC will be followed.
  • HCPF:
  • CHP+ is federally funded for another 10 years!
  • IEVS is slotted in for June, and will be very big from a HCPF perspective. This is responsive to some of our audits and so is very important.
  • Training Incentive Program: Meetings are already occurring to determine workload and delegation to address how much the SDC will be responsible for. We have talked about adding Transformation as part of this and have received favorable feedback.
  • County:
  • No additional county priorities at this time.
  • CDHS:
  • Adams county support – what is that looking like? We have heard that they are onboarding in groups of 16 or 17, but the SDC is only training 5 or 6 at a time.
  • Is there a need to bring in the EBD Benefits and Services section? Larimer and Weld have offered to help. Lena has a status call with them tomorrow because solely because of Adams county, Food Assistance will not meet any of their measures this month.
  • When we find out what their need is, we will better be able to support them.
  • Cash Assistance side – most of the trainings will be around build trainings. From a federal perspective there are a lot of conversations around COWorks and the SNAP E&T programs around work requirements and funding available. We are watching that, but don’t expect that to impact the SDC very much.
  • Major compliment on the “Go for Gold” training! We have seen 0 errors since this was rolled out. With this success, we may want to consider that model for future priorities.
  • Training for disenrollment: Ties into the overall conversation on the incentive piece. The agency letter should cover this for now. We will continue to work through the SDC on that.
/ Grant and Katie- Lead Discussion
[Time] / Evaluate Training Needs/ Capacity Planning / Katy Morrison
Identified Needs / Requested By / Plan / Owner
Expanding Foundations / Alamosa and Lincoln Counties / May through October (once a month) / Michelle
[Time] / Feedback Loop
  • Training feedback
  • Katie has received several compliments on training. Great work!
  • Marivel gave kudos to Sonia for working with Sean on updates to a recently developed training.
  • Pilot County Report Out
/ All
Katy Morrison
[Time] / Communication Check
  • What does the SDCAB need to communicate for the training network to do their job well?
  • Marivel – Have we updated the CMBS Board and WPSC on the changes we have made to this board?
  • An update has not been made yet, once comments from Denver county have been incorporated.
  • What does the SDCAB need to communicate so that the SDC staff are well informed?
  • Grant – does the change to opening up the Board versus “shooing” people out the door feel welcoming?
  • Michelle: yes, this is much better and we appreciate being included
  • Katie: We appreciate you coming and look forward to meeting all of the trainers.
  • Katy: Sonia and Michelle will be coming up with a rotation for staff to attend.
  • What gaps still exist? Solutions?
/ All
[Time] / Investing in the Training Network
  • Staff Development Opportunities
  • Katy gave an example of providing a scholarship for at least 1 trainer/developer to attend the ARTiculate/Storyline boot camp. (All of the SDC team will attend in addition to Denver). There is a conversation of what Denver can do for the SDC as far as develop additional trainings.
  • As we move towards PBT, more trainers might be interested in this type of training. However, if we open it up to other county trainers, then it would require additional licenses which could be very expensive.
  • COGNOS training is being contracted out and will be available to counties soon.
  • NSDTA is located in Columbus from September …There is a possibility of many trainers interested in sponsorship this year.
  • Because of the larger amount of dollars dedicated to evaluation, we may not be able to support requests as we have done in the past. When we evaluate the budget prior to the new fiscal year, we will review and determine if we have funds.
/ All
[Time] / Summary / Grant
Decisions Made
  • All in favor of motion to approve previous meeting’s minutes.
  • All in favor of new trainer certification process; including not changing the process for MA sites due to their unique need.
  • Board Member attendance policy:
  • Members have missed. What is the Board’s process to request a new member?
  • Moving the meeting to Third Thursday mornings from 9:30 to 11 starting in April.
  • Next meeting is at the SDC on March 15th in the afternoon and part of the agenda will be to meet all of the SDC staff that are available.

Actions Items
Item: / Owner: / Due by:
Could Deloitte donate gift cards to incentivize the training network meeting evaluation? / Joetta / March SDC board meeting
Katie and Grant will review Mary Roberto’s recommended edits to the previous meeting’s minutes, and will determine if this should be brought to the next board meeting. / Katie
Marivel will create talking points around the SDC Board changes to bring to the WPSC. (Now an advisory board; membership change; etc) / Marivel
SDC website has a board tab that needs to be updated with membership, structure, and minutes. Add a slot for counties to offer to be a host county. / Katy will work with Michael Martinez on an ongoing basis
Parking Lot