Client Virginia Department of Behavioral Health and Developmental Services

The Challenge:

The Virginia Department of Behavioral Health & Developmental Services (DBHDS) needed to improve their information gathering across multiple systems and eliminate duplicative data. Each system operated as a separate entity making it difficult for leaders to gather and use data to make informed and timely business decisions. They wanted to revamp their data architecture to improve the accuracy of reports and streamline data accessibility across multiple systems.

The Result

Through a refreshed data strategy and define project roadmap, based on agile principles, the DBHDS:

  • Saves taxpayer dollars and staff time
  • Provides the state with a permanent resource to better serve every individual with reliable and consistent data.
  • Streamlines, standardizes and automates reporting for internal and external decision making
  • Reduces time spent manually gathering, combining, and cleaning data by 20%
  • 2015 governor’s technology award winner for innovative use of big data and analytics

4-5

Automated reports completed quarterly

20%

Decrease in time spent managing data

A Winning Combination

The agency engaged CapTech to create a data strategy and project roadmap, based on agile principles, to establish a cross-system backlog and an agency level oversight for decision-making and control of the process.

The solution that CapTech defined and implemented met the needs of the agency by:

  • Creating an agency-wide backlog based on high level analysis of core agency systems and a process for managing new requests for enhancements
  • Forming a Data Governance Committee to provide backlog oversight and decision-making
  • Establishing a quarterly sprint cadence and involved key stakeholders to ensure understanding of agile process and continued transformation
  • Transitioning roles to agency full-time staff at regular intervals to ensure continued performance
  • Defining deliverables through sprint planning sessions with key stakeholders and delivering reports at the completion of each sprint