CCWIS Modernization - Status Update and Scope

Status Update

On July 20th, Minnesota received official federal approval of the Implementation Advanced Planning Document (IAPD) and associated solicitations, including the Request for Proposal (RFP) for the vendor who will help Minnesota build the new system. Due to the strong partnership formed across DCYF, MNIT and Department of Administration, the RFP was able to quickly progress to posting. On July 27th, the CCWIS RFP was posted and officially live and public. Over the next several months vendors will prepare proposals, and a cross-functional team of state and local agency staff will be evaluating these proposals. Vendors with questions regarding the proposals will submit these questions via the official procurement process by August 10th.

CCWIS Modernization Scope

In 2025, legislation was passed providing funding and direction to acquire, implement and configure a data-driven comprehensive child welfare information system (CCWIS). DCYF has worked with county and state partners to plan Minnesota's future child welfare information system.

The CCWIS Modernization Project is focused on delivering a modern, integrated information system that enhances efficiency, supports daily operations, and improves outcomes for child welfare professionals. The future system will be designed to provide workers with the tools and functionality needed to effectively manage their responsibilities across the child welfare continuum.

The project scope encompasses key child welfare program areas, including Child Protection Intake and Screening, Child Protection Assessment and Investigation, Child Protection Case Management, Foster Care and Out-of-Home Placement, Adolescent Services, Child Welfare Services, Children’s Mental Health Services, Development Disability Services for Children, and Permanency programs such as Adoption and Kinship Care.

Decision regarding foster care licensing

As part of the planning process, the federal Administration of Children and Families (ACF), recommended that DCYF evaluate the possibility of including foster care and kinship care licensing functionality within the core child welfare information system.

Based on that evaluation, planning activities and partner feedback, DCYF has decided to include foster care and kinship care licensing functionality within the future comprehensive child welfare information system.

Why this decision was made

Including foster care licensing functionality within the child welfare information system:

• Keeps foster care licensing work closely connected to other related child welfare workflows.

• Aligns Minnesota’s approach with practices commonly being used in other states implementing child welfare information systems.

• Reflects the interest and support expressed by many planning participants.

• Increases the federal funding match for this functionality.

DCYF’s analysis and decision-making process was heavily determined by partner feedback.

What this means moving forward

Previously, foster care licensing functionality was expected to be included in the Salesforce Provider and Agency Hub with the goal of creating a shared platform and experience across license types. During this assessment DCYF discussed the current plans with DHS regarding foster care licensing functionality to assess the best fit for this functionality alongside new factors. For several technical reasons, DHS supported the decision to transition child foster care licensing functionality into the future child welfare information system instead. Although this is a shift in system planning, the overall goal remains the same: the state will continue modernizing and supporting child foster care licensing, now within the CCWIS system. Importantly, adding this functionality is not expected to add significant time to the overall project.

We acknowledge the significance of this change from previous planning efforts. DCYF wants to affirm that partner feedback was a key factor in guiding our analysis and conclusion.

What happens next

As next steps take shape, we will continue to gather input from partners and ensure that feedback meaningfully guides future design and implementation decisions. Representatives from county, state, and tribal national partners will continue supporting the evaluation and selection of the future platform and vendor that will help Minnesota build the new system.

DCYF will continue to gather input and work with partners to help inform future design and implementation decisions. Additionally, DCYF and DHS continue to collaborate to ensure CCWIS can effectively interface with other licensing systems, such as the Provider Hub, to reduce duplication and support counties and providers who must work across both systems.

Business Process Mapping/Redesign Sessions

DCYF is continuing the work to modernize and replace SSIS with a new Comprehensive Child Welfare Information System (CCWIS). As part of this effort, are working hard to ensure that the people who are actively doing this work every day can actively participate in the project.

We want to extend our sincere gratitude to each of you who participated in the July and August Business Process Mapping (BPM) and Business Process Redesign (BPR) sessions. Across the 3 sessions held in these months, 26 counties were represented and we had the privilege of working with 52 agency representatives either in-person or virtually. This broad participation is incredibly valuable, ensuring perspectives of those who are in the field remain at the forefront as we move closer to making the vision of a new system a reality.

We continue to seek representatives from agencies to participate in Business Process Mapping (BPM) sessions each month through January. Each BPM topic follows a three-week cycle:

• Week A – In Person: Business Process Mapping (BPM) Mapping documents how work is done today, step by step, through shared discussion and workflow documentation.

• Week B – Virtual Review: Virtual reviewers examine Week A BPM materials and provide feedback to clarify or strengthen workflows. Time commitment is expected to be approximately 4 hours for the reviewer to examine materials on their own time, followed by a one-hour virtual meeting to discuss the materials and provide their feedback and insights.

• Week C – In Person: Business Process Redesign (BPR) Redesign uses insights from BPM to streamline, improve, or update each workflow for CCWIS.

These BPM sessions will occur monthly through January with a new topic area covered each month. If you are interested in more information or participating in one of these sessions, please contact Cassie Navarrete at cassie.navarrete@state.mn.us.

Getting Involved and Asking Questions

DCYF appreciates the close partnership with local and state agency staff who have provided expertise and insight into this decision, along with many others throughout this planning stage. There are many opportunities to come for partners to get involved and ensure their voice is heard at each phase in this project.

To receive regular updates regarding the progress of this project and to stay up to date with potential participation opportunities, please subscribe to email updates and continue to visit our CCWIS Engagement and Updates site.

Questions and feedback may be submitted through Cassie Navarrete, cassie.navarrete@state.mn.us.