Mobility Project iPad Experiences & Results Child Welfare Technology Conference October 23, 2013 PRESENTED BY County of Ventura, Human Services Agency.

Mobility ProjectMobility ProjectiPad Experiences & ResultsiPad Experiences & Results

Child Welfare Technology ConferenceChild Welfare Technology ConferenceOctober 23, 2013October 23, 2013

PRESENTED BYPRESENTED BY

County of Ventura, Human Services AgencyCounty of Ventura, Human Services AgencyMark Ridgley, Mark Ridgley, Business Technology DepartmentBusiness Technology Department

Catherine DeLaTorre-Martinez, Catherine DeLaTorre-Martinez, Children/Family Services DepartmentChildren/Family Services Department

Mobility Project Then and NowMobility Project Then and Now

Initial Pilot Mobility Project – Fall 2011Initial Pilot Mobility Project – Fall 20115 iPads, Laptops with Broadband, Dragon 5 iPads, Laptops with Broadband, Dragon Naturally SpeakingNaturally Speaking

Rotation of equipment with 5 staff membersRotation of equipment with 5 staff members

Mobility Project – Fall 2013Mobility Project – Fall 2013188 iPads now distributed188 iPads now distributed

45 Laptops45 Laptops

10 Dragon Naturally Speaking Users10 Dragon Naturally Speaking Users

Mobility Project GoalsMobility Project Goals

Provide field-based social workers with simple, Provide field-based social workers with simple, accessible, value-added toolsaccessible, value-added tools

Maximize “office” utility in the fieldMaximize “office” utility in the field

Enhance productivity in the field – efficiency and Enhance productivity in the field – efficiency and effectivenesseffectiveness

Integrate ongoing Integrate ongoing feedback from social feedback from social workers into continuous workers into continuous planning for new planning for new customized solutionscustomized solutions

iPad Features & BenefitsiPad Features & Benefits

User-friendly for User-friendly for workersworkers

Client-friendly Client-friendly (low-profile during (low-profile during sensitive interactions) sensitive interactions)

Access to web-based Access to web-based tools and appstools and apps

Access to desktop Access to desktop systemssystems

iPad Planning & Roll-OutiPad Planning & Roll-Out

Technical research, equipment purchases, Technical research, equipment purchases, deployment of 188 iPads to field-based workersdeployment of 188 iPads to field-based workers

Hands-on training for field-based workersHands-on training for field-based workers

Establishment of a technology agreement Establishment of a technology agreement requiring staff signature, and a lost/stolen requiring staff signature, and a lost/stolen equipment policyequipment policy

Development of mobile device management, Development of mobile device management, including remote lock and wipe capabilitiesincluding remote lock and wipe capabilities

iPad Standard ApplicationsiPad Standard Applications

GroupWise Mobility - GroupWise Mobility - email and calendaremail and calendar

Word processingWord processing

Speech-to-text Speech-to-text softwaresoftware

Google Earth Google Earth

GoToMeeting video GoToMeeting video conferencingconferencing

Google Translate Google Translate speech translator for speech translator for English to foreign English to foreign languagelanguage

PDF Forms accessPDF Forms access

Scanner ProScanner Pro

Off-the-Shelf iPad Apps – Off-the-Shelf iPad Apps – SAFETYSAFETY

Google Earth app was used to plan a joint visit to a Google Earth app was used to plan a joint visit to a family’s home by social workers and law enforcementfamily’s home by social workers and law enforcement

Property layout was assessed so that staff resources Property layout was assessed so that staff resources could be positioned for maximum safetycould be positioned for maximum safety

Privacy and confidentiality is maintained in the use of the iPads for this purpose.Privacy and confidentiality is maintained in the use of the iPads for this purpose.

Off-the-Shelf iPad Apps – Off-the-Shelf iPad Apps – EFFICIENCYEFFICIENCY

Fillable PDF forms app Fillable PDF forms app allows worker to fill in allows worker to fill in needed information, needed information, including signatures, including signatures, and save, e-mail, or and save, e-mail, or print forms at an officeprint forms at an office

Off-the-Shelf iPad Apps – Off-the-Shelf iPad Apps – EFFICIENCYEFFICIENCY

Using Scanner Pro app, workers can scan Using Scanner Pro app, workers can scan documents, manage them as electronic photocopies, documents, manage them as electronic photocopies, and save, e-mail, fax or print them at an office and save, e-mail, fax or print them at an office

iPad Access to Desktop SystemsiPad Access to Desktop Systems

Through the use of Mobile VPN and PocketCloud, social Through the use of Mobile VPN and PocketCloud, social workers can securely connect to HSA’s network and workers can securely connect to HSA’s network and access their workstation via a virtual desktopaccess their workstation via a virtual desktop

iPad Access to Desktop SystemsiPad Access to Desktop Systems

PocketCloud allows full utility of a worker’s PocketCloud allows full utility of a worker’s workstation remotelyworkstation remotely

iPad Access to Desktop SystemsiPad Access to Desktop Systems

Remote access includes HSA’s internal web site Remote access includes HSA’s internal web site and non-web-based applications such as and non-web-based applications such as CWS/CMS CWS/CMS

iPad Productivity EnhancementsiPad Productivity Enhancements

Preparation for Field WorkPreparation for Field Work

Case ManagementCase Management

Client ServicesClient Services

Customer ServiceCustomer Service

Employee BenefitEmployee Benefit

EFFICIENCYEFFICIENCY Save a minimum of .5 hours/day on transcription and Save a minimum of .5 hours/day on transcription and

travel (at least 10 FTEs/year); time-savings will travel (at least 10 FTEs/year); time-savings will increase as more tools are offered and masteredincrease as more tools are offered and mastered

Enter contacts more timely while in the fieldEnter contacts more timely while in the field

EFFECTIVENESSEFFECTIVENESS Access key data in case management systems in Access key data in case management systems in

real time to make informed decisionsreal time to make informed decisions Provide referrals to needy families in real timeProvide referrals to needy families in real time Call up critical documents, such as warrants that Call up critical documents, such as warrants that

facilitate access to schools for interviewsfacilitate access to schools for interviews

iPad Productivity EnhancementsiPad Productivity Enhancements

EASE OF USEEASE OF USE 98% of survey respondents find the iPad very useful 98% of survey respondents find the iPad very useful

or somewhat useful in doing their jobor somewhat useful in doing their job 94% of survey respondents report that the iPad has 94% of survey respondents report that the iPad has

helped them do their job more easily, quickly, helped them do their job more easily, quickly, efficiently, or convenientlyefficiently, or conveniently

METRICS UNDER ANALYSISMETRICS UNDER ANALYSIS Decrease in referrals open over 31 daysDecrease in referrals open over 31 days Increase in contacts entered timelyIncrease in contacts entered timely Increase in completion of Structured Decision Increase in completion of Structured Decision

Making elements for risk and safetyMaking elements for risk and safety

iPad Productivity EnhancementsiPad Productivity Enhancements

iPad Future EnhancementsiPad Future Enhancements

More customized appsMore customized apps

Electronic signature capability for legal Electronic signature capability for legal documentsdocuments

Video conferencing in the field to reach out to Video conferencing in the field to reach out to supervisors and other county partnerssupervisors and other county partners

Cloud-based email, calendaring and Cloud-based email, calendaring and collaboration services through Microsoft 365 collaboration services through Microsoft 365 mail servicesmail services Cloud based email will save $18 per device per month Cloud based email will save $18 per device per month

(or $40K annually)(or $40K annually)

Mobility Project Contact InformationMobility Project Contact Information

Business Technology Division StaffBusiness Technology Division Staff Victor Guerrero, IT Manager 805-477-5127 Victor Guerrero, IT Manager 805-477-5127

[email protected]@Ventura.org Mark Ridgley, OSC III, 805-477-5141 [email protected] Mark Ridgley, OSC III, 805-477-5141 [email protected] Kate Eagan, OSC III, 805-477-5135 [email protected] Eagan, OSC III, 805-477-5135 [email protected]

Children and Family Services Department StaffChildren and Family Services Department Staff Judy Webber, Deputy Director, 805-477-5312 Judy Webber, Deputy Director, 805-477-5312 [email protected]@Ventura.org Pamela Grothe, Senior Manager, 805-477-5317 Pamela Grothe, Senior Manager, 805-477-5317

[email protected]@Ventura.org Catherine DeLaTorre-Martinez, Administrative Specialist III, 805-477-Catherine DeLaTorre-Martinez, Administrative Specialist III, 805-477-

5318 [email protected] [email protected]

Thank you!Thank you!