SPO Signed 2026 SAIS Sole Source Justification Form 5.8.25 for signature bsd 5-8.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 8

Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

Sole Source Justification Form - Part I Section I - General Information

Department/Bureau/Section: DoIT

Need Identified Date: Feb 10, 2025 Supply/Service Need By Date: Jul 1, 2025

Project Title: Sole Source for Shawnee Alliance Information Systems IT Support and Training

Vendor: Shawnee Health Service Development Corporation

Provide a description of the supplies or services required:

This procurement seeks to engage Shawnee Alliance Information Systems Corporation on a sole source basis due to the critical, time-sensitive nature of the required IT services and the vendor’s unique qualifications. Shawnee Alliance Information Systems possesses proprietary expertise, specialized tools, and in-depth institutional knowledge of our infrastructure, which are essential for the successful execution of this project. The Sole Source for Shawnee Alliance Information Systems IT Support and Training for FY 2025 allows Care Coordinators to utilize electronic systems to ensure proper care planning and follow-up of services for the Community Care Program participants. The Case Management Information System (CMIS) and Participant Forms Manager (PFM) are complex participant data collection/ recording, payment, and case management systems. These systems have taken years of development and work to interface with the Community Care Program Information System (eCCPIS). Prior to working with Shawnee Alliance Information System (SAIS), CCUs were tracking their own activities individually and not in any type of uniform computer database. SAIS replaced paper forms sent to IDoA. IDoA entered an agreement with SAIS as we learned their CCU had developed a computer based case management software application that captured required information which is sent to IDoA for the purpose of authorizing payments for Care Coordination Units (CCUs) and Community Care Program (CCP) providers. The SAIS system was updated and is now called the Case Management Information System (CMIS).

Care Coordination Units (CCUs) are contracted with IDoA to conduct assessments, develop plans of care and authorize services for the Persons Who Are Elderly waiver with the federal Centers for Medicare and Medicaid Services (which is also called the Community Care Program). CCU requirements are outlined in State law (JCAR rules Title 89 Section 240) and IDoA policy. Without continuing to contract with the Vendor, Care Coordination Units and Community Care Program Providers would be unable to authorize or bill services to program participants. This would be a direct impact to the older adults IDoA serves. CCUs address life safety issues and help oversee the health and welfare of older adults in Illinois. CMIS contains numerous reports which CCUs utilize on a daily basis to help manage their participant caseload, to assure compliance with required timeframes, and for quality assurance amongst a CCU’s Care Coordinators. Without CMIS transmitting authorizations for billing, IDoA would not be able to pay CCUs for activities they have completed. Care Coordination Units (CCUs) are contracted with IDoA to conduct assessments, develop plans of care and authorize services for the Persons Who Are Elderly waiver with the federal Centers for Medicare and Medicaid Services (which is also called the Community Care Program). CCU requirements are outlined in State law (JCAR rules Title 89 Section 240) and IDoA policy. This contract will allow for the Vendor to support critical Agency functions including managing and maintenance of the existing system to provide training and support to the

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

Agency's network of Service Providers and Care Coordination Units. The Vendor shall also assist the Agency with the continued transition to an internally developed system.

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 630,000

Will this Sole Source amend a Professional or Artistic Services contract? Yes No

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Type: New Sole Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2025

Estimated Contract End Date: Jun 30, 2028

Number of Potential Renewals: 0

Length of Each Renewal in Months: 0

Total Value of All Renewals: 0

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

Section IV - Sole Source Justification

This purchase is economically only available from a single source primarily because it is: (If "Other" explain in one sentence)

Compatibility of Equipment, Accessories, Replacement Parts or Service

Are there secondary justification(s) for this sole source? Yes No

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Term Term From Term To Value Description Contract Number Type

1 Jul 1, 2024 Jun 30, 2025 189,000 IT Support and Training SAIS2025 Sole Source

2 Jul 1, 2023 Jun 30, 2024 180,000 IT Support and Training SAIS2024 Sole Source

3 Jul 1, 2022 Jun 30, 2023 264,000 IT Support and Training SAIS2023 Sole Source

4 Jul 1, 2021 Jun 30, 2022 264,000 IT Support and Training SAIS2022 Sole Source

5 Jul 1, 2020 Jun 30, 2021 264,000 IT Support and Training SAIS2021 Sole Source

6 Jul 1, 2019 Jun 30, 2020 264,000 IT Support and Training SAIS2020 Sole Source

7 Jul 1, 2018 Jun 30, 2019 264,000 IT Support and Training SAIS2019 Sole Source

8 Jul 1, 2017 Jun 30, 2018 264,000 IT Support and Training SAIS2018 Sole Source

9 Jul 1, 2016 Jun 30, 2017 303,000 IT Support and Training SAIS2017 Sole Source

10 Jul 1, 2015 Jun 30, 2016 303,000 IT Support and Training SAIS2016 Sole Source

If more than 10, or if other comments, explain:

The Vendor designed and developed the computer software application client tracking and caseload management tool in 1985. This software is used for the Community Care Program. This software has been continually enhanced and upgraded. In 1997, the Agency purchased the software license and distribution rights. Since 1997, the Vendor has installed the Case Management Information System (CMIS) and trained personnel at Care Coordination Units throughout Illinois. Vendor has been providing software development, technical support and training, and has solely supported the software since purchased in 1997.

Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

As the Agency continues efforts towards transitioning to a new, internally developed system, interrupted access to this in-place systems is vital to meet the needs of the Care Coordination Units. Although IDoA has proprietary rights to CMIS, the platform is hosted by the vendor. The vendor also provides technical support, bug fixes and troubleshooting, updates and enhancements, and documentation of updates. In addition, the Vendor will continue to work with the Agency to ensure smooth transition from the current to new system occurs. The Vendor shall be involved in testing and the necessary data transfer to ensure program participants' information is not lost.

The Agency anticipates having an "overlap" period with the two systems to allow for proper transitioning from the old system to the new system.

There is a continued need for this Vendor's services to support the IT case management needs for the Care Coordination Units. The Case Management Information System (CMIS) provides an interface to allow users to enter program participant intake, authorization, assessment information, transmit information to the Agency, print program participant reports, and help Care Coordinators and Supervisors manage program participant caseloads. The case management component provides Care Coordinators and Supervisors with a mechanism to distribute caseloads, track upcoming and outstanding activities, and monitor timely completion of these activities.

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

2. Provide a list and describe in detail the specifications required to satisfy the need:

The Agency needs to continue working with this specific Vendor to ensure a smooth transition to the system actively in the pilot stage of developed, this includes accurate and secure transfer of program participant and CCU/Service Provider information upon completion of full system role out.

Prior to the transition and during the overlap period, the Agency has continued need for use of:

1. The Case Management Information System (CMIS). This system allows for tracking of program participants, services needed, and services currently received. CMIS is also an archive/repository for the current services being provided. CMIS is also needed to maintain assessments and re-assessments scheduling which must be processed for both initial and continued eligibility.

2. The Participant Forms Manager (PFM). This feature allows for the completion forms in system and provides the ability to save work on forms in process electronically. These forms are required by Agency rule and needed to facilitate program participants' services, which included, but not is not limited to (1) the Determination of Need and (2) the Plan of Care. Both of these items are integral parts of the process to ensure the needs of program participants are met and participants are able to remain safely in their own homes.

3. Billing functions that work with eCCPIS (the Agency's billing system for Care Coordination Units and Providers).

Without all of the above functions, program participants' services would be directly and adversely impacted, placing vulnerable seniors at risk.

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

The services involve support and maintenance of mission-critical systems where any transition delay or knowledge gap could result in significant operational disruptions, data integrity risks, or security vulnerabilities. The Shawnee Alliance Information System is an in-place system used by all Community Care Program Care Coordination Units and Services Providers. CMIS works with the Agency's billing system eCCPIS. This allows continued access to billing for our Care Coordination Units and Service Providers. Without continuing to contract with the Vendor, Care Coordination Units and Community Care Program Providers would be unable to authorize or bill services to program participants. This would be a direct impact to the seniors the Agency serves.

The Agency is still working toward an internally developed system. Parts of this system have gone live, but the Agency is unable to fully implement the system presently. Parts of the system that have been able to launch include the training tracking, contract database, and some COBOL Conversions. The Agency continues to work with the Vendor to ensure a smooth transition as remaining parts of the system are launched until the current system is fully replaced. This Vendor is an integral part of ensuring the replacement system is a success. CMIS works with the Agency's billing system eCCPIS. This allows continued access to billing for our Care Coordination Units and Service Providers. Without continuing to contract with the Vendor, Care Coordination Units and Community Care Program Providers would be unable to authorize or bill services to program participants. This would be a direct impact to the seniors the Agency serves. The Agency is still working toward an internally developed system. Parts of this system have gone live, but the Agency is unable to fully implement the system presently. Parts of the system that have been able to launch include the training tracking, contract database, and some COBOL Conversions. The Agency continues to work with the Vendor to ensure a smooth transition as remaining parts of the system are launched until the current system is fully replaced. The Vendor is an integral part of ensuring the replacement system is a success. As the transition to the new system continues, the Vendor will work with the Agency to ensure the software is able to receive all necessary data currently in eCCPIS and CMIS. The Vendor's role is crucial to ensuring program participant data is not lost and compatibility for the remainder of the transition. IDoA is migrating away from COBOL via Aging Cares (web based application).

Aging Cares will replace CMIS statewide. CMIS is imperative to be maintained until Aging Cares is implemented statewide.

As the transition to the new system continues, the Vendor will work with the Agency to ensure the software is able to receive all necessary data currently in eCCPIS and CMIS. The Vendor's role is crucial to ensuring program participant data is not lost and or becomes compatible for the remainder of the transition/indefinitely.

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

The Shawnee Alliance Information System (SAIS) houses the Community Care Program (CCP) participant records and serves as our case management software function (CMIS). This software works with the Agency's electronic billing system, eCCPIS. If the Agency is required to change software services at this point in time it is extremely likely would cause significate disruption in billing processes for program facilitators and the Area Agencies on Aging (AAA) in every legislative district in the State. Over $300 million in Medicaid related revenue will also be at risk, with a residual impact to other agencies, such as HHS, DHS and DPH, including programs providing services to Illinois citizens with disabilities, substance abuse and elder assisted living services. Without the services this system supports, the majority of Illinoisans receiving care would have to seek life sustaining services from State facilities, which would not have the capacity to shelter the Statewide responsibly of this substantial public need.

The Agency continues to work with the Vendor to ensure a smooth transition as remaining parts of the system are launched until the current system is fully replaced. The Vendor is an integral part of ensuring the replacement system is a success. As the transition to the new system continues, the Vendor will work with the Agency to ensure the software is able to receive all necessary data currently in eCCPIS and CMIS. The Vendor's role is crucial to ensuring program participant data is not lost and compatibility for the remainder of the transition. IDoA is migrating away from COBOL via Aging Cares (web based application). Although IDoA has proprietary rights to CMIS, the platform is hosted by the vendor. The vendor also provides technical support, bug fixes and troubleshooting, updates and enhancements, and documentation of updates. Aging Cares will replace CMIS statewide. CMIS is imperative to be maintained until Aging Cares is implemented statewide. Program participants would also be at risk of disruption to services or a delay in starting needed services as this system allows for tracking of program participants as well as authorizations for service changes and new services to be provided. Service disruptions and service delays would place already vulnerable populations at risk. This is not a risk the Agency would be able to reasonably mitigate with utilization of a short-term replacement Vendor.

The Agency has rolled out a pilot of the intended new system and is making significant progress with ongoing system configurations, customizations, and continued development. However, until the new system is fully operational, service continuity with Shawnee Alliance Information Systems is necessary to allow for Agency mission critical services to continue while the new system progresses to completion to ensure a seamless transition. A replacement Vendor would be unable to provide the overlap and data transfer from the current system to the new internally developed system. Overlap and data transfer are a necessity to ensure all individual program participants, and their services are appropriately accounted for and documented within the system. This data substantiates federal reporting requirements for grant compliance, which impacts funding opportunities/forecasting in residual years.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

5a. If no, why weren't alternatives evaluated?

Each new IDoA Administration was informed and supportive of updating systems. However, until recently, IDoA did not have the resources to develop a new system to replace CMIS. The CMIS application would have needed to be replaced by an updated application. With the addition of IDoA IT resources readily available a new application (Aging Cares) has been developed and is in the process of being implemented statewide. The Vendor designed and developed the computer software application client tracking and caseload management tool in 1985. This software is used for the Community Care Program. This software has been continually enhanced and upgraded. In 1997, the Agency purchased the software license and distribution rights. Since 1997, the Vendor has installed the Case Management Information System (CMIS) and trained personnel at Care Coordination Units throughout Illinois. Since the Agency has purchased the software, the Vendor has been providing software development, technical support, and training, and has solely supported the software.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

IDoA did process a cost analysis for proposed estimated value of the resources required for current service stability. Collective review this data with the Agency Division of Financial determined cost to be appropriate for resource services, inclusive of data conversion processing to all for transfer system in development. Alternatives were not considered as the Agency is currently transitioning to an internally developed system. The Vendor has had an integral part in the success of transitioning components of the new system that have already gone live. As such, it is critical that these service continue do to the need to ensure a successful transition as more components are developed and go live. SAIS is leveraging Participant Forms Manager to build offline functionality for Aging Cares. This is a necessary component of our critical case management system, the offline build using PFM allows for our network to meet the needs of our older adults when secure Internet connection is not available.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

8a. If yes, please provide details regarding future obligations and/or needs:

IDoA is requesting current proposal to allow for completion of the Aging Cares system which will allow IDoA to request termination of any existing contract for convenience, which will absolve the agency and the state as whole from further obligation and costs.

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

Without this contract in place, the Agency's authorization of and billing for services under the Community Care Program would cease.

This includes the case management of fee-for-service participants and the completion of the annual eligibility for Managed Care Participants. Loss of services would disrupt the health and safety of the citizens receiving Care Coordination for participants receiving the following Community Care Program Services: In-Home Services, Adult Day Services, Emergency Home Response Services, and Automated Medication Management Services for persons aged 60 and older, determined eligible for assistance based upon physical need and liquid asset level. Additionally, loss of services would impact entities authorized by Care Coordination Units for the services provided through Managed Care Organizations.

The structure of the Agency's Service Provider and Care Coordination Unit Network which rely on the support of this IT solution as follows: Adult Daycare Services (ADS) = 60+; Emergency Home Response Services (EHRS)=8+; In-Home Service Providers=500+ and Automatic Medication Dispenser Service= 6. [Approximately, 574 active contracts].

Number of seniors receiving in-home and community-based services through the Community Care Program (Medicaid and non- Medicaid) are projected as follows: FY26 projected – 70,532, and FY25 estimated – 68,062. Collectively, the total individuals receiving services, between both service models, that stand to be directly impacted should the Agency not be able to move forward with this sole source contract would be referencing 138,594 senior Illinois citizens just over the course of the current and next fiscal years.

10. Is there any additional information you would like to add to justify this sole source?

No other vendor can provide the same level of service continuity, performance assurance, and risk mitigation within the required time frame. A competitive procurement process would jeopardize ongoing operations and delay delivery of essential services, placing the organization at unacceptable risk. Accordingly, a sole source award to Shawnee Alliance Information Systems is both necessary and justified to maintain continuity, protect critical assets, and ensure mission success. The Agency has been developing a system internally.

Parts of this system have already transitioned to the live environment (pilot), and more will transition as development of different parts are completed. As such, a contract with the Vendor is necessary for the upcoming fiscal years to both ensure service needs for program participants continue to be met, until the new system is completely operational.

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

Section VII

Requesting Department Representative

Requesting Department Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

Date Apr 29, 2025

Printed Name Veronica Williams E-mail Address Veronica.Y.Williams@illinois.gov

Phone Number 217-524-5817

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed)

E-mail Address Becky.Dragoo2@illinois.gov

Phone Number 217-558-3925 Date May 8, 2025

Printed Name Mary Killough, Director by Becky Dragoo, Deputy

Agency Bureau/Division Head or University Purchasing Director and Not a Designee

SPO Approval and Signature Required

I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.

I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.

State Purchasing Officer Signature Phone Number 217-836-2376 Date

Printed Name Amy James-Meurs E-mail Address amy.james-meurs@illinois.gov

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Bulletin Reference Number 25-402AGE-FINAD-B-47744

Requesting Agency/University Illinois Department on Aging

Sole Source Justification Form - Part II Section I - General Information

Project Title Sole Source for Shawnee Alliance Information Systems IT Support and Training

Vendor Shawnee Health Service Development Corporation

Initial Date of Procurement Bulletin Posting

Was a Sole Source hearing held per 30 ILCS 500/20-25?

Yes - Complete Section II and III below (Section II will only be visible when this option is selected)

No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required

Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency/University to proceed with the following Changes.

Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.

Other

CPO Signature CPO Phone 217-622-1857

Printed Name Ellen H. Daley Date

CPO E-mail Ellen.H.Daley@illinois.gov

Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?

If yes, what was the original contract value?

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Section III - Funding Source Select the type of funding to be used (Check all that apply):

Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?

Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?

Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. Provide a list and describe in detail the specifications required to satisfy the need:

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

5. Has the Agency or University considered alternative supplies or services to satisfy their need?

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5c. Explain how the market evaluation was conducted?

*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).

5a. If no, why weren't alternatives evaluated?

6. Are there resellers or distributors?

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

8a. If yes, please provide details regarding future obligations and/or needs:

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

10. Is there any additional information you would like to add to justify this sole source?

Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?

Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.

The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:

The following relevant documents are attached:

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229 Ellen.H.Daley@illinois.gov

There is a continued need for this Vendor's services to support the IT case management needs for the Care Coordination Units. The Case Management Information System (CMIS) provides an interface to allow users to enter program participant intake, authorization, assessment information, transmit information to the Agency, print program participant reports, and help Care Coordinators and Supervisors manage program participant caseloads. The case management component provides Care Coordinators and Supervisors with a mechanism to distribute caseloads, track upcoming and outstanding activities, and monitor timely completion of these activities.

Q2Answer: The Agency needs to continue working with this specific Vendor to ensure a smooth transition to the system actively in the pilot stage of developed, this includes accurate and secure transfer of program participant and CCU/Service Provider information upon completion of full system role out.

Prior to the transition and during the overlap period, the Agency has continued need for use of:

1. The Case Management Information System (CMIS). This system allows for tracking of program participants, services needed, and services currently received. CMIS is also an archive/repository for the current services being provided. CMIS is also needed to maintain assessments and re-assessments scheduling which must be processed for both initial and continued eligibility.

2. The Participant Forms Manager (PFM). This feature allows for the completion forms in system and provides the ability to save work on forms in process electronically. These forms are required by Agency rule and needed to facilitate program participants' services, which included, but not is not limited to (1) the Determination of Need and (2) the Plan of Care. Both of these items are integral parts of the process to ensure the needs of program participants are met and participants are able to remain safely in their own homes.

3. Billing functions that work with eCCPIS (the Agency's billing system for Care Coordination Units and Providers).

Without all of the above functions, program participants' services would be directly and adversely impacted, placing vulnerable seniors at risk.

Q3Answer: The services involve support and maintenance of mission-critical systems where any transition delay or knowledge gap could result in significant operational disruptions, data integrity risks, or security vulnerabilities. The Shawnee Alliance Information System is an in-place system used by all Community Care Program Care Coordination Units and Services Providers. CMIS works with the Agency's billing system eCCPIS. This allows continued access to billing for our Care Coordination Units and Service Providers. Without continuing to contract with the Vendor, Care Coordination Units and Community Care Program Providers would be unable to authorize or bill services to program participants. This would be a direct impact to the seniors the Agency serves.

The Agency is still working toward an internally developed system. Parts of this system have gone live, but the Agency is unable to fully implement the system presently. Parts of the system that have been able to launch include the training tracking, contract database, and some COBOL Conversions. The Agency continues to work with the Vendor to ensure a smooth transition as remaining parts of the system are launched until the current system is fully replaced. This Vendor is an integral part of ensuring the replacement system is a success. CMIS works with the Agency's billing system eCCPIS. This allows continued access to billing for our Care Coordination Units and Service Providers. Without continuing to contract with the Vendor, Care Coordination Units and Community Care Program Providers would be unable to authorize or bill services to program participants. This would be a direct impact to the seniors the Agency serves. The Agency is still working toward an internally developed system. Parts of this system have gone live, but the Agency is unable to fully implement the system presently. Parts of the system that have been able to launch include the training tracking, contract database, and some COBOL Conversions. The Agency continues to work with the Vendor to ensure a smooth transition as remaining parts of the system are launched until the current system is fully replaced. The Vendor is an integral part of ensuring the replacement system is a success. As the transition to the new system continues, the Vendor will work with the Agency to ensure the software is able to receive all necessary data currently in eCCPIS and CMIS. The Vendor's role is crucial to ensuring program participant data is not lost and compatibility for the remainder of the transition. IDoA is migrating away from COBOL via Aging Cares (web based application). Aging Cares will replace CMIS statewide. CMIS is imperative to be maintained until Aging Cares is implemented statewide.

As the transition to the new system continues, the Vendor will work with the Agency to ensure the software is able to receive all necessary data currently in eCCPIS and CMIS. The Vendor's role is crucial to ensuring program participant data is not lost and or becomes compatible for the remainder of the transition/indefinitely.

Q4Answer: The Shawnee Alliance Information System (SAIS) houses the Community Care Program (CCP) participant records and serves as our case management software function (CMIS). This software works with the Agency's electronic billing system, eCCPIS. If the Agency is required to change software services at this point in time it is extremely likely would cause significate disruption in billing processes for program facilitators and the Area Agencies on Aging (AAA) in every legislative district in the State. Over $300 million in Medicaid related revenue will also be at risk, with a residual impact to other agencies, such as HHS, DHS and DPH, including programs providing services to Illinois citizens with disabilities, substance abuse and elder assisted living services. Without the services this system supports, the majority of Illinoisans receiving care would have to seek life sustaining services from State facilities, which would not have the capacity to shelter the Statewide responsibly of this substantial public need.

The Agency continues to work with the Vendor to ensure a smooth transition as remaining parts of the system are launched until the current system is fully replaced. The Vendor is an integral part of ensuring the replacement system is a success. As the transition to the new system continues, the Vendor will work with the Agency to ensure the software is able to receive all necessary data currently in eCCPIS and CMIS. The Vendor's role is crucial to ensuring program participant data is not lost and compatibility for the remainder of the transition. IDoA is migrating away from COBOL via Aging Cares (web based application). Although IDoA has proprietary rights to CMIS, the platform is hosted by the vendor. The vendor also provides technical support, bug fixes and troubleshooting, updates and enhancements, and documentation of updates. Aging Cares will replace CMIS statewide. CMIS is imperative to be maintained until Aging Cares is implemented statewide. Program participants would also be at risk of disruption to services or a delay in starting needed services as this system allows for tracking of program participants as well as authorizations for service changes and new services to be provided. Service disruptions and service delays would place already vulnerable populations at risk. This is not a risk the Agency would be able to reasonably mitigate with utilization of a short-term replacement Vendor.

The Agency has rolled out a pilot of the intended new system and is making significant progress with ongoing system configurations, customizations, and continued development. However, until the new system is fully operational, service continuity with Shawnee Alliance Information Systems is necessary to allow for Agency mission critical services to continue while the new system progresses to completion to ensure a seamless transition. A replacement Vendor would be unable to provide the overlap and data transfer from the current system to the new internally developed system. Overlap and data transfer are a necessity to ensure all individual program participants, and their services are appropriately accounted for and documented within the system. This data substantiates federal reporting requirements for grant compliance, which impacts funding opportunities/forecasting in residual years.

The structure of the Agency's Service Provider and Care Coordination Unit Network which rely on the support of this IT solution as follows: Adult Daycare Services (ADS) = 60+; Emergency Home Response Services (EHRS)=8+; In-Home Service Providers=500+ and Automatic Medication Dispenser Service= 6. [Approximately, 574 active contracts].

Number of seniors receiving in-home and community-based…