The Tennessee Commission on Aging and Disability (TCAD) had outgrown its existing software system and was no longer receiving adequate support from the vendor. To continue operating effectively and support future growth, the Commission needed to transition to a new solution that could better align with their evolving needs.
To ensure the Commission made an informed decision, they engaged InfoWorks to assess their current software effectiveness as well as data quality. Based on the results of that analysis, InfoWorks was then tasked with leading the vendor selection process. Following the selection of a new vendor, TCAD requested that we provide project management assistance for implementation of the chosen software.
The successful implementation of a uniquely suited software solution, on an accelerated timeline, provided TCAD with powerful data insights and operational efficiencies. This transformation not only strengthened their ability to secure critical funding, support, and resources but also reinforced their capacity to fulfill their mission of safeguarding and enhancing the quality of life and independence for older Tennesseans.
TCAD was working with a 25-year-old system that was cumbersome for employees to use, did not allow statewide visibility, and had gaps in reporting and data quality. They contracted with InfoWorks to perform a system assessment and data analysis to make an informed decision about whether to upgrade the system or evaluate other vendors.
Due to her non-profit, aging sector expertise, the InfoWorks’ project manager was able to quickly understand the essential needs of stakeholders and achieve alignment on the power of data in conveying their story. She skillfully led our team of subject matter experts, data analysts, and business analysts through the assessment, vendor selection process, and implementation.
The first step was to conduct thorough stakeholder interviews with the nine Area Agencies on Aging and Disabilities (AAADs), gathering valuable insights into their system usage, identifying strengths, challenges, and potential workflow enhancements. Our analysis revealed areas in need of improvement, including restricted data access, outdated reporting capabilities, limited program management support, and insufficient customer service.
Collaborating with the TCAD leadership team, we compiled a comprehensive list of software requirements. Using the prioritized requirements, we led TCAD through a structured selection process involving demos, vendor self-evaluations, reference checks, litigation checks, and cost-of-ownership assessments. At each stage, TCAD confidentially eliminated vendors that didn’t meet their needs and chose the right partner, Mon Ami, an operating system designed specifically for Aging and Disability agencies. Our structured process enabled quick, informed decisions, minimizing disruptions to their vital work.
Furthermore, our meticulous documentation ensured TCAD’s compliance with the state procurement regulations, facilitating a seamless transition to the new vendor and an immediate start to the implementation phase.
Throughout the evaluation and selection phases, we forged valuable relationships with TCAD leadership, AAAD stakeholders, and Mon Ami, positioning us as trusted partners for the implementation. As we initiated the implementation phase, we joined Mon Ami for on-site visits with the TCAD staff and nine AAADs and continued working alongside these organizations through Go Live.
Our data analysts provided essential data cleaning, transformation, and migration support, drawing on their insights from the evaluation and selection phase. The existing software analysis performed by our business analysts served as a foundation for discovery and configuration of Mon Ami’s software.
Most importantly, our role bridged the gap between vendor and client. Harnessing our institutional knowledge of TCAD and capitalizing on our software implementation expertise, we were able to accelerate the timeline from 6 – 9 months to an impressive 3-month implementation of an entire state-wide system.
The accelerated timeline amplified the importance of applying change management expertise to ensure stakeholders and end-users were well-informed throughout the process, well-trained on the system, and willing adopters of it.
As a result of choosing Mon Ami, the ideal partner, TCAD and the AAADs are now equipped with specialized operating tools that yield powerful insights. Leveraging data as a storytelling tool, TCAD has unlocked the potential to secure the funding, support, and resources necessary to fulfill its mission to safeguard and enhance older Tennesseans’ quality of life and independence.
