PRISM System
Washington State Recreation and Conservation Office (RCO)
The Project Information System (PRISM) is an enterprise level, full featured system which supports the complete project workflow, including applications, reviews and evaluations, funding and agreements, electronic billings, progress reports, amendments, worksite and property maps, searches and summaries, and fiscal management of coding and allotments.
The stable, reusable technology platform consists of well-designed relational databases, integrated geospatial databases, and follows best practice data management. Extendable software components for data editing and upload include Configuration Management, Workflow and routing, Document upload/management, Role-based security, Business rule enforcement, Metrics, Mapping, Notifications, and Contact management. Extendable software components for data publishing include DataMarts for ad hoc reporting, Data sharing interfaces, a configurable SSRS Reporting tool, Search tools, Dashboards, Exports and extracts.
The Rudeen & Associates team has been involved in planning, designing, building, and supporting PRISM from the beginning in 1995, with very low turnover in staffing and the ability to staff up when needed for bigger projects. The system is a componentized, highly configurable system that integrates different applications, both web browser based and client server plus various web services, with most using the shared SQL Server database and N-tiered, Object Oriented framework. Modules have been added almost every year since system inception, and components are migrated to newer technologies as needed, with streamlined workflow and enhanced features.
FFPA Portal
Washington State Department of Natural Resources (DNR)
The Forest Fire Protection Assessment (FFPA) Portal pulls in geographic data from Washington counties, applies spatial analysis and calculates the amount due to WA DNR for fire protection services. The system supports the annual review process, online change requests from public landowners as well as counties, and direct billings to landowners.
Rudeen & Associates led the Business Analysis phase, then partnered with Timmons Group for the Design, Development, and Implementation phase.
Contract Generator
RCO and DCYF
Based on a custom-built template library, this dynamic contract generator allows staff to create contracts with language and attachments customized to each specific scenario. Parameters are configurable, exhibits and attachments can be uploaded or automatically generated, and variables are inserted. Each resulting package fits the needs of that specific contract, eliminating inapplicable language and extra information.
Built as a totally configurable application, the generator is used by multiple agencies and is available to others.
The Contract Generator tool has been a tremendous help in preparing grant agreements for our project sponsors. PRISM is now able to tailor agreements, based on criteria RCO has established, so we are only including contract provisions that are applicable to each specific project. This has made our agreements shorter, and much easier for sponsors to interpret.
– Brent Hedden, RCO Data Section Lead
Wildfire Technology Assessment
Washington State Department of Natural Resources (DNR)
Rudeen & Associates took the Wildfire Division of DNR through a discovery phase of all systems used to conduct business and their integrations. This informed efforts to update, automate and streamline the Wildfire program technologies. We performed an assessment of the current systems and their dependencies and interactions with other Department or external systems. Deliverables included a complete system inventory, system & framework diagrams, data integration plan, gap analysis, options analysis, a roadmap and recommendations to move forward. Together with DNR staff, we envisioned a unified technology framework which was accepted by executive management.
Rudeen & Associates then led the business analysis of 3 programs: Forest Health, Smoke Management, and Forest Fire Protection Assessments (FFPA). The resulting workflows, requirements, data dictionary, and concept and interface diagrams were used to request proposals for phase 1 development, which have now all been successfully completed.
CAPS System
Washington Department of Children, Youth, and Families (DCYF)
The Contract and Procurement System (CAPS) is an ASP.NET web app that supports the entire contract workflow. CAPS was started in 2008 and continues to grow and evolve each year. It automates the contract generation process and the approval workflow, including Alerts and Emails. Event-based validation assures complete data entry. Various clone and copy features help streamline the contract renewal process. Contracts details are entered, exhibits and attachments are uploaded, and a contract package is generated and routed for approval, with language and route customized to the contract.
For executed contracts, CAPS is used to track amendments, fiscal coding, invoices and payment, budget balances, federal grants, and performance evaluations. It interfaces with DCYF’s financial reporting system and the statewide accounting system AFRS.
Extendable software components include Configuration Management, Workflow and routing, Document upload/management, Role-based security, Business rule enforcement, Notifications, and Contacts.
RIMS System
Washington Department of Natural Resources (DNR) Webster Forest Nursery
The Reforestation Information Management System (RIMS) tracks seed inventories, tree seedling inventories in greenhouse and field, DNR reforestation requests, DNR shipment schedules, public and contract seed and seedling orders, customer billings and payments, and sales reporting. Sowing requests from the Land Resource Management System (LRM) are automatically submitted to RIMS through a technical interface. Shipment plans from region foresters are submitted through the RIMS Region Shipment Planning web application.
The Rudeen & Associates team has been involved in planning, designing, building, and supporting RIMS from the beginning in 1996, with very low turnover in staffing and the ability to staff up when needed for bigger projects.
FMR System
Washington Department of Children, Youth, and Families (DCYF)
The Financial Management Reporting (FMR) web application is used by DCYF agency managers and program managers to see current balances and projections by quarter, fund type, division, program, appropriation, object, and FTE, and to track requested adjustments. Data is displayed in dashboard style with multiple options for filtering and sorting. Data is downloaded from the statewide systems AFRS (Agency Financial Reporting System) and SPS (Salary Projection System).
WBDRS Portal
Washington Workforce Training and Education Coordinating Board (WTB)
The Workforce Board Data Reporting System is used by Private Vocational schools to submit required annual reports with detailed data about students and their training. The submit/accept workflow is automated, and data is thoroughly edited before submittal. Confidential data is encrypted, and access is secured. The SQL database is designed for longitudinal studies, the data is part of the statewide P-20 collection effort.
Ebillings Test Harness
Washington State Recreation and Conservation Office (RCO)
At the click of a button, this custom-built test harness runs hundreds of test scenarios through our PRISM Electronic Billings logic, comparing the many calculated results against expected results and clearly showing where there are errors. These calculations are complicated and have to meet hundreds of different combinations of criteria, so manual testing would be prohibitively tedious and expensive. This makes it easy to validate results, and to retest after logic changes.
HELMS Feasibility Study
Washington Department of Health (DOH)
This feasibility study for the Health Enforcement and Licensing Modernization Solution (HELMS) system analyzed these options: Upgrade existing system, purchase commercial off-the-shelf (COTS) software, join a Platform as a Service / Software as a Service (PaaS/SaaS) solution, or custom develop the software. After thorough analysis, the team recommended the PaaS/SaaS approach and also detailed approaches for governance, staffing, training, change management, and operations.
Rudeen & Associates partnered with Integrated Solutions Group (ISG) for this engagement.
FRATS System
Washington Department of Early Learning (DEL) – now DCYF
The Federal Reporting and Allocation Tracking System (FRATS) imports AFRS data, allocates administrative costs, tracks federal grants and calculates draws.
