WELFARE CLIENT DATA SYSTEMS BOARD OF ... Agenda Package 2014-0411 POST.pdfMEETING AGENDA (Revised)...

WELFARE CLIENT DATA SYSTEMS

BOARD OF DIRECTORS

MEETING AGENDA PACKAGE - UPDATED

Friday, April 11, 2014

12:00 PM – 2:00 PM (UPDATE – MEETING TO START AT

11:30 AM)

Library Galleria

East Room

828 I Street

Sacramento, California 95814

MEETING AGENDA (Revised)

Board of Directors

Welfare Client Data Systems Consortium Friday, April 11, 2014

12:00 P.M. to 2:00 P.M.

1

Location: Library Galleria, 828 I Street, East Room, Sacramento

County Directors and/or Appointed Delegates:

Alameda, Julie Cox Alameda, Don Edwards Contra Costa, Kathy Gallagher Fresno, Howard Himes Fresno, Sanja Bugay Orange, Mike Ryan Placer, Cheryl Davis Sacramento, Paul Lake San Diego, Rick Wanne San Francisco, Trent Rhorer San Luis Obispo, Lee Collins San Luis Obispo, Roberta Mangini

San Mateo, Illiana Rodriguez Santa Barbara, Daniel Nielsen Santa Clara, Umesh Pol Santa Clara, Bruce Wagstaff Santa Cruz, Cecilia Espinola Solano, Ann Edwards Sonoma, Jerry Dunn (Chair) Tulare, Danny Rockholt Tulare, Juliet Webb Ventura, Barry Zimmerman Yolo, Nancy O’Hara

Staff Attendees:

WCDS, Lynn Bridwell WCDS, Stacey Drohan WCDS, Steve Maciel WCDS, Jo Anne Osborn WCDS, Hali Reyes

First Data Corp., Diane Alexander First Data Corp., Karen Tinucci

Public Notice

This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly

from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2014 are as follows:

January 17, February 14, March 14, April 11, May 9, June 13, August 15, September 12 and November

14; there are no meetings for the months July, October and December.

Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at

http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all

materials are posted online. Materials that are not posted are available for public inspection between

8:00 A.M. and 5:00 P.M., Monday through Friday, at 950 Iron Point Road, Folsom, CA 95630.

Supplemental Materials: Materials related to an item on this agenda submitted to the Board after

distribution of the agenda packet are available for public inspection in WCDS offices at 950 Iron Point

Road, Folsom, CA, during normal business hours.

Disabled Accommodation: If you have a disability which requires an accommodation, an alternative

format, or requires another person to assist you while attending this meeting, please contact Stacey

Drohan at (916) 608-3367 as soon as possible to ensure arrangements for accommodation.

http://www.calwin.org/bod.asp


Board of Directors


12:00 P.M. to 2:00 P.M.

2

Approval of Consent Items: Consent Items include routine financial and administrative actions and are

usually approved by a single majority vote. There will be no discussion on these items prior to voting

on the motion unless Board Members or the public request specific items be discussed and/or removed

from Consent.

Public Comment: For any member of the audience desiring to address the Board on a matter on the

agenda, please walk to the podium and after receiving recognition from the Chair, please state your

name and make your comments. Closed session items may be added prior to the Board adjourning to

closed session. In order that all interested parties have an opportunity to speak, please be brief and

limit your comments to the subject under discussion. Each person is usually granted 3 minutes to

speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to

address the Board, under the Brown Act, Board members may not deliberate or take action on items

not on the agenda, and generally may only listen.

OPEN SESSION - WCDS Board of Directors, WCDS Policy Board Chairs, WCDS and First Data

Management, WCDS Scribe

12:00 1. Call to Order by WCDS Chair and Introductions (Jerry Dunn)

12:03 2. Agenda Review and Comments by WCDS Chair (Jerry Dunn)

12:05 3. Approval / Consent Items – Attachments for each (Jerry Dunn)

3.1 Approve Draft WCDS Board of Directors’ Meeting Minutes, 3/14/14 (Jerry Dunn)

3.2 Receive Monthly WCDS Financial Report (Steve Maciel)

3.3 Receive Monthly WCDS Upcoming Releases / Priorities Report (Hali Reyes)

3.4 Receive Monthly WCDS Separate Services Report (Hali Reyes)

3.5 Receive Monthly WCDS Policy Board Meeting Debrief / Motions Made and Action Items

(Francena Martinez)

3.6 SPECIAL ITEM: Approve New WCDS Governance Structure as updated (lower level of

organizational chart more clearly defined per discussion at the 3/14/14 meeting) (Jerry

Dunn and Bruce Wagstaff)

4. Action Item:

12:15 4.1 Ratify the removal of the SMART Subsystem from Joint Maintenance (Hali Reyes)

5. Discussion Items:

12:25 5.1 WCDS Board of Directors

5.1.1 Meetings - Agenda Topics/Structure, Duration, Frequency, Attendees – Attachment

(Jerry Dunn and Hali Reyes)

5.1.2 Chairmanship for FY2014-2015 - Attachment (Jerry Dunn and Kathy Gallagher)

12:45 5.2 Contract Transition Update (Hali Reyes)


Board of Directors


12:00 P.M. to 2:00 P.M.

3

12:55 5.3 CalHEERS Update (Hali Reyes)

01:05 5.4 WCDS Customer Service Center Network

5.4.1 Network Coverage Recommendations - Post March 2014 coverage (Hali Reyes)

5.4.2 Extending Operational Hours (Don Edwards, Alameda)

01:20 5.5 Completed WCDS Separate Services – Attachment (Hali Reyes)

01:30 6. Open Session Adjournment by Chair (Jerry Dunn)

CLOSED SESSION – WCDS Board of Directors, WCDS Policy Board Chairs, WCDS and First Data

Management and WCDS Scribe


01:35 7.1 Procurement Update – Attachment (Hali Reyes)

01:45 7.2 Quality Assurance Vendor’s Monthly Report Out – Attachment (Karen Tinucci)

01:55 7.3 WCDS Personnel Update (Hali Reyes)

02:00 8. Closed Session Adjournment and Next Meetings (Jerry Dunn)

8.1 Board & Other Meetings Schedule

Board Meeting – May 9, 2014 from 12:00 PM to 2:00 PM

APHSA National Policy Forum, June 16-18, 2014, Capital Hilton, Washington DC

APHSA / ISM Annual Conference, September 21-24, 2014, Hyatt Regency, Atlanta,

GA

MEETING MINUTES (DRAFT)

Welfare Client Data Systems Board of Directors Meeting

Date: Friday, March 14, 2014 Time: 12:00 p.m. to 2:00 p.m. Location: Library Galleria, 828 I Street, East Room, Sacramento Teleconference: Dial-in: (877) 675-4345; Passcode: 282 444 2225; Host (WCDS): 739722 Attendees: WCDS Board of Directors, Policy Board Chairs, WCDS and First Data Staff County Alameda, Don Edwards for Lori Cox X Contra Costa, Kathy Gallagher / Vice-Chair X Fresno, Sanja Bugay for Judy Lemos X Orange, Wendy Aquin Orange, Mike Ryan X Placer, Cheryl Davis X Sacramento, Dan Kalamaras X Sacramento, Paul Lake X San Diego, Rick Wanne X San Francisco, Trent Rhorer T San Luis Obispo, Roberta Mangini for Leland Collins

T

San Mateo, Iliana Rodriguez X Santa Barbara, Daniel Nielson X Santa Clara, Umesh Pol T Santa Clara, Bruce Wagstaff X Santa Cruz, Cecilia Espinola X Solano, Ann Edwards X

Solano, Christiana Smith T Sonoma, Jerry Dunn / Chair X Tulare, Danny Rockholt for Juliet Webb T Ventura, Barry Zimmerman Yolo, Nancy O’Hara T First Data Diane Alexander X Karen Tinucci X WCDS Lynn Bridwell X Stacey Drohan X Steve Maciel X Hali Reyes X WCDS Policy Board Francena Martinez, Tulare/PB Chair T Brigette McLellan, Orange/PB Vice-Chair

CLOSED SESSION 1. Call to Order and Introductions (Jerry Dunn)

The meeting was called to order by the Chair at 12:08pm.

2. Agenda Review and Comments by WCDS Chair (Jerry Dunn) No changes/additions.

3. Approval / Consent Items – Attachment for each item 3.1 Approval of Board of Directors’ Meeting Minutes (Jerry Dunn) 3.2 Receive Financial Report (Steve Maciel) 3.3 Receive Upcoming Releases / Priorities Report (Hali Reyes) 3.4 Receive Separate Services Report – Attachment (Hali Reyes) 3.5 Receive WCDS Policy Board Meeting Debrief / Motions Made and Action Items (Francena Martinez)

Motion: Paul Lake/SAC motioned to approve Item 3.1 as written and the receipt of Items 3.2, 3.3, 3.4 and 3.5. Mike Ryan/ORG seconded. All in favor. Motion carried.

Agenda Item 3.1

1



4.1 Procurement Update (Jerry Dunn, Hali Reyes) Contract negotiations continue with Deloitte. HP’s appeal presentation was held; panelists are currently in deliberations.

4.2 Quality Assurance Vendor’s Monthly Report Out – Attachment (Karen Tinucci)

Main discussion was around WCDS’ ability to fulfill its portfolio with the current resource constraints. WCDS, First Data and HP continue to strategize and execute mitigation plans. HP is restructuring its organization and has a work plan to enable more rapid delivery of change. The plan will be reviewed with the WCDS Executive Director, shared with the IOC and Policy Board for input and is expected to be provided to the Directors in April 2014.

4.3 WCDS Personnel / First Data Assessment Update – Attachment (Hali Reyes) WCDS is reviewing First Data’s draft assessment report; a final is expected to be available in early

April 2014.

4.4 Upcoming Priorities and Separate Services, Determine any conflicts – Attachment (Kathy Gallagher) Directors agree to keep the number of separate services at a minimum as to not impact the staff resources needed for consortium-wide initiatives and changes. Refer to Item 3.4 for a list of Separate Services. Note: HP’s work plan, if implemented/approved by WCDS, will include resources specific for separate services. Action Item: For Directors’ review, WCDS to provide the list of completed Separate Services that are available through CalWIN for Counties’ utilization. Action Item: Counties to reassess their respective open Separate Services (at home) and determine which to close and which need to be pursued; Counties to bring their list to the Policy Board for vetting with the final, trimmed-down SS list to be provided to Directors.

4.5 Transition Action Plan – Attachment (Jerry Dunn, Kathy Gallagher Dan Kalamaras) Starting March 23, 2014, Dan Kalamaras/Sacramento will be working at WCDS offices as the Transition Manager. Henry Arcangel/WCDS will also provide transition support, alongside Dan.

OPEN SESSION 5. Action Item:

5.1 Approve Governance Model (includes review of the Policy Board and IOC’s feedback) – Attachments (Jerry Dunn, Kathy Gallagher, Hali Reyes, Francena Martinez)

2


As tasked by Directors, the Policy Board reviewed the new governance framework and provided recommendations as to an effective date for implementation and composition/structure of the new IOC. Refer to the Organizational Chart for their input.

There was debate around the inclusion of the Program Committees – do we continue with PCs? Consensus is to have a streamlined framework and have WCDS serve as the main driver of change with County staff available as SMEs when needed. Counties need to trust each other. Flexibility and speed is needed to effectively meet customers’ needs. The Policy & Operations Advisory Committee (POAC) members would serve as experts for WCDS, but will that group be enough to draw expertise from?

Action Item: Rick Wanne/SDG to vet the composition structure of Project Teams and determine under what conditions County staff/SMEs would be needed and engaged. Daniel Nielsen/SBA and Bruce Wagstaff/SCL volunteered to assist.

Motion: Paul Lake/SAC motioned 1) To approve the new organizational structure (Item 5.1) with the removal of program committees/workgroups and Fiscal Committee (keep POAC and above and the Project Teams) and 2) For Daniel Nielsen, Bruce Wagstaff and Rick Wanne to share recommendations around the composition of Project Teams and how County SMEs could be utilized in the new framework. Daniel Nielsen/SBA seconded. Fresno abstained. Motion carried.


6.1 CalHEERS - BRE Response Times / General Update (Hali Reyes) BRE response times have been discussed at many forums this week. The issue has been escalated as high as possible. Handouts of County stats and the corrective action plan were provided to Directors.

6.2 WCDS Customer Service Center Network Coverage Recommendations (Hali Reyes)

6.2.1 March 2014 coverage 6.2.2 Post March 2014 coverage

WCDS developed call volume and staff projections for all Saturdays/Sundays in March to help Counties determine coverage needs (handouts provided at the meeting). The data was collected and compiled manually. Analytic tools will be implemented into Contact CalWIN to collect data and provide projections in the future. Note: More and more clients are calling Counties directly; at this time, there is no means by which to collect data to account for those types of calls, however WCDS is exploring tools on the market to solution. Post March coverage recommendations will be provided at the April meeting.

Action Item: WCDS to compare actuals with projections (CSCN).

6.3 Board of Directors’ Meetings - Format, Duration, Frequency – Attachment (Jerry Dunn)

Topic deferred to the April 2014 meeting.

3


7. Adjournment and Next Meetings (Jerry Dunn)

7.1 Board & Other Meetings Schedule • Board Meeting – April 11, 2014 • APHSA National Policy Forum, June 16-18, 2014, Capital Hilton, Washington DC • APHSA / ISM Annual Conference, September 21-24, 2014, Hyatt Regency, Atlanta, GA

The meeting was adjourned at 2:00pm.

ACTION ITEMS

Agenda Item

Number

Open Date

Description of Action Item

Assigned to

Due

Closed Date

1 1/18/13 WCDS to develop an emergency response team and detailed procedures to follow, including communication protocols, for emergency situations.

Hali Reyes 3/15/13 HOLD

2 2/14/14 In the WCDS Financial Report, Steve Maciel to revise/clarify the intent of the last sentence of the third bulleted paragraph under Section II.E. (Page 7) as follows: “WCDS is working with HP to ensure that the regular change budget receives adequate resources and attention to make optimal use of the available funds.” • 3/6/14: Revised report emailed to BOD on

2/26/14. To close.

Steve Maciel ASAP 3/14/14

3 2/14/14 Share a list of upcoming priority changes and an inventory of Separate Services, including statuses, with the Board at the March meeting. • 3/14/14: Provided within the 3/14/14 agenda

packet. To close.

Hali Reyes 3/14/14 3/14/14

4 2/14/14 WCDS to add Transition Action Plan (how to prepare for the potential decline/shift in HP resources, etc.) to the Board’s March agenda. • 3/14/14: Done. The WCDS Transition

Manager starts 3/23/14 and will handle activities; status updates will be brought to the Board. To close.

Stacey Drohan 3/14/14 3/14/14

5 2/14/14 WCDS / HP to update the CalWIN Mobile App instructional video according to Directors’ comments and issue to Counties by May 2014 for CalFresh Awareness month. • 3/6/14: CR6632 opened to re-record.

WCDS (Greg Postulka)

4/30/14

4


Agenda

Item Number

Open Date


Assigned to

Due

Closed Date

6 2/14/14 Counties that remain open until receiving notification from CC that the queue is clear are to update the Contact CalWIN reference table with their actual shutdown hours so calls can be routed to them to help balance workload.

Counties ASAP 3/14/14

7 2/14/14 To gather Counties’ hour-by-hour Call Center analytics to determine FTE for weekdays and weekends; results, along with CC’s high call volume projections, will be used to develop an effective, efficient and flexible coverage plan for all Counties, for March and post-March. WCDS to present coverage plan recommendations to the Board at their March 2014 meeting. Also consider WCDS’ commitment, post-March, per the MOU. • 3/6/14: In progress. • 3/14/14: Short, mid and long-term plans were

shared at the 3/14/14 meeting. To close.

Henry Arcangel/WCDS

and Contact CalWIN County Team Members

3/14/14 3/14/14

8 2/14/14 WCDS to poll Counties to confirm their plans to have their Call Center open on Sundays in March 2014. • 3/6/14: CRFI #2497 sent to Counties on

2/21/14. • 3/14/14: Results provided to the BOD on

3/14/14. To close.

WCDS (Henry Arcangel)

ASAP 3/14/14

9 2/14/14 WCDS to share the proposed model with the IOC and Policy Board to gain their input and advisement as to an effective date for implementation and composition/structure of the new IOC; input to be brought back to the Board’s March meeting. • 3/6/14: Discussed at the IOC/PB Feb meetings

and CRFI #02-2500 sent to the PB for additional input on 2/28/14.

• The PB/IOC’s input shared with the Board on 3/14/14. To close.

Hali Reyes / Francena Martinez

3/14/14 3/14/14

10 2/14/14 Add Approve New Governance Framework/Model as an action item to the Board’s March agenda. • 3/14/14: Done. To close.

Stacey Drohan 3/14/14 3/14/14

11 2/14/14 Research the delayed BRE response time for San Mateo. • 3/6/14: In progress. WCDS working with

CalHEERS to resolve.

Karen Tinucci ASAP 3/14/14

5


Agenda

Item Number

Open Date


Assigned to

Due

Closed Date

12 3/14/14 For Directors’ review, WCDS to provide the list of completed Separate Services that are available through CalWIN for Counties’ use.

Stacey Drohan 4/11/14

13 3/14/14 Counties to reassess their respective open Separate Services (at home) and determine which to close and which need to be pursued; Counties to bring their list to the Policy Board for vetting with the final, trimmed-down SS list to be provided to Directors.

Counties 5/2014

14 3/14/14 Rick Wanne/SDG to vet the composition structure of Project Teams and determine under what conditions County staff/SMEs would be needed and engaged. Daniel Nielsen/SBA and Bruce Wagstaff/SCL volunteered to assist.

Rick Wanne, Daniel Nielsen, Bruce Wagstaff

Hali Reyes

4/11/14

15 3/14/14 WCDS to compare actuals with projections (CSCN – call volumes) and provide to Directors.

Henry Arcangel Ongoing

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Agenda Item 3.2

Table of Contents I. WCDS Finance Dashboard .......................................................................................... 1 II. FY 2013/14 Operating Results .................................................................................... 2

A. CalWIN Budget - Claimed Activity B. Premise Funding C. Change Budget D. Strategic Initiative Separate Service Activity E. Other Financial Items

III. CalWIN Fiscal Reports .............................................................................................. 8 IV. FY 2013/14 CSAC Budget ......................................................................................... 9 V. Crystal Ball ................................................................................................................. 10

i

Change Budget (billing through Mar. 2014 - 10 mos*) Other Funding (billing through Mar. 2014)% of Budget Sep Services Premise

1 Current Month Results $745,113 9% 1 Current Month Results $9,285 $2,129,2682 Year to Date Total $5,627,532 67% 2 Year to Date Total $437,162 $21,450,0843 Funds Remaining $2,793,401 33% 3 Funds Remaining N/A $27,608,6344 FY Budget $8,420,933 4 FY Budget N/A $49,058,718*Billing cycle for change begins with June invoicesNotes: Notes:

CSAC Operations (through Feb. 2014 - 8 months) Project Financial Risk Discussion Top Ten Financial Issues TrackerCurrent Prior Month

1 Current Month Results $137,228 6% Risk Item: Replacement M&O Contract M&O Procurement/Negotiations 1 22 Year to Date Total $1,480,204 66% CalHEERS Interface 2 33 Funds Remaining $774,723 34% CalHEERS Scope Increases 3 14 FY Budget $2,254,927 Change Portfolio/Resources 4 4

Risk Item: FY13/14 Premise Funding Activity Premise Funding Activity 5 5Notes: Change Budget Underspending 6 6

CalHEERS Call Center Network 7 7Print Costs 8 9

Risk Item: CalHEERS Scope Changes M&O Vendor Transition Costs 9 N/AOutcome: Project IAPDU 10 8

Risk Item: Change Budget UnderspendingOutcome:

Action: See Financial Report for discussion of relevant issues.

Dropped: Separate Service Capabilities

Account is within expected spending levels. With 67% of the year complete, 66% of the annual funds have been spent.

Action: Continue to monitor/track budget expenses.

Outcome: Extremely high amount of Premise activity requires careful planning

Continued CalHEERS scope change creates cost vulnerability; requests for extra funding will be made as necessary

HP to increase change budget spending

$2.1M in premise fund activity continues trend of high activity in this area. This amount is made up mostly of CalHEERS Interface ($1.4M), WINS ($370K), and Call Center ($155K)

Negotiations continue with Deloitte on new M&O contract; BOD Chair involved

Outcome:

Relatively small amount invoiced this month; will have to average $1.4M per month for last two months for complete utilization of change budget dollars.

Action: See chart on page 4 for the projected summary of annual change budget spending.

Action: Closely monitor premise change and ensure adequate resources are available to cover expected workload.

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1

II. FY 2013/14 Operating Results Please see the CalWIN Fiscal Report on page 8 for a detailed look at CalWIN budget and expenses for the fiscal year. Please note that this report is based on actual expenses claimed by the counties. Because it is not reported until claimed by the counties, there are typically 1-2 months between expenses incurred and when they appear on this report. A. CalWIN Budget (claim activity) For February, $6.8 million was claimed to the CalWIN budget, the third-highest monthly total in the fiscal year so far. The 3 largest line items claimed were:

FM&O (HP per case charges) $2,941,242 County Support Staff $1,146,597 Application Maintenance $467,119

FM&O activity is once again the highest monthly expense. Change budget activity is lower than expected (as premise funded items such as CalHEERS and SAR receive a disproportionate share of current resources) but should increase in the next few months. Overall, approximately 57% of the annual budget has been used, with approximately 67% of the year elapsed. The chart below has some additional information on some accounts with the greatest year-to-date variance from expected expenditure.

Notes on Specific Accounts

Account Variance1 Discussion Application Maintenance (Change Budget)

$1,306,514 Need to average approximately $1.4M in this account to be fully utilized by year-end; R36 February release into production and R37 into UAT will increase the activity in this area

County Support Staff

($1,105,828) $1.1M claimed in February represents the lowest amount this fiscal year and may mean some counties are out of allocations; largely a function of budgeted staff salary rates below actual county rates due to State cost of doing business freeze

Quality Assurance $644,704 Claim activity still lagging behind invoice activity; WCDS will closely monitor claims/invoicing

Hardware Maintenance

$692,676 Overage was reduced from $715,354 in February. Usual usage pattern shows initial surplus, with spending gradually catching up or counties transferring excess funds before year-end

1Negative variance indicates projected overspending; positive variance indicates projected underspending Application Maintenance and FM&O accounts are HP line items; the counties have do not control these accounts directly, but rather direct HP activity that results in HP invoices to the counties. Billing under the HP line items is managed by WCDS to ensure maximum value for the available funding.

2

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Budget Actuals BalanceAllocation %(83% of FY

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Committee Support $210,000 $79,635 $130,365 38%

Release 32 $523,758 $237,835 $285,923 45% Modernization - only costs are UAT and RLSRelease 33 $198,485 $62,027 $136,458 31%

Release 34 $589,675 $518,184 $71,491 88%

Release 35 $1,190,201 $702,091 $488,110 59%Release 36 $1,293,866 $1,622,836 ($328,970) 125%Other Releases $300,000 $473,976 ($173,976) 158%

State Mandates $750,000 $950,419 ($200,419) 127%

FPL COLA, TCF Termination Notice; CalWORKs COLA, CalWORKS Aid Codes; Data Masking for MEDS Security, SSA COLA, etc.

Oracle $459,924 $0 $459,924 0% Payment of annual license maintenance fee

Ongoing Cost CRs $1,000,000 $688,766 $0 69%Extension period costs for BCW, ACW, MyBenefits CalWIN. May move to FM&O line

Strategic Initiatives $1,000,000 $0 $1,000,000 0%Miscellaneous $905,024 $450,214 $454,810 50%

Total $8,420,933 $5,785,983 $2,323,716 69%

Actual Budget$79,635 $210,000

$237,835 $523,758$62,027 $198,485

$518,184 $589,675$702,091 $1,190,201$473,976 $300,000

#REF! #REF!#REF! #REF!#REF! #REF!#REF! #REF!

$0 #REF!$450,214 $905,024

Notes:Includes actual invoices through Apr. 2014 - 10 months

Miscellaneous includes:- SMART- RT Updates- Changes with ongoing cost

YEAR TO DATE SUMMARYFiscal Year 13/14

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$1,634,$533,

$588,$13,534,$4,479,

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,552 $96,943 $19,44,078 $19,83,431 $7,084 $49,05

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5

D. CalWIN Strategic Initiative Separate Service Activity

CR# Title CostDelivery into Production

55525766 Imaging $767,839 July 2012

5565 Outbound Automated Calls $724,654 June-Oct 20125568 BCW Aging report for submitted QR7 / RRR $52,010 August 20125621 CAR 584 - BCW Enable Index Clearance Button $26,884 November, 20115654 LIHP Expansion $3,195,185 October 20125656 SS Yolo - Add Russian to Benefits CalWIN (SR285239) $46,732 July 20125668 Web Twain Upgrade $12,327 July 20125673 MyBenefits CalWIN $3,924,167 January 20135685 BCW Plus - Fine Tuning the application $60,935 September, 20115690 BCW Plus – Fine Tuning FAQ and PDF $32,375 October, 20115692 BCW Plus - CAR578 BCW Expedited Services enhancements $37,135 November, 20115693 BCW Plus: CAR596 BCW Confirmation and Viewing BCW Un-submitted Applications $23,688 June 20125706 BCW Plus: MC210 Application in BCW $619,556 April 20125715 SS SDG Health Care Application Interface (SR288107) $24,000 March 20125719 BCW - ADA Requirements $119,000 April 20125753 BCW Plus: CAR610 Requesting Aid logic $10,538 April 20125757 BCW Plus: Additional Fine tuning of Applications $24,521 December 20115767 BCW Plus - CalWORKs QR7 processing in BCW $60,816 April 20125768 BCW Statistical Reporting $388,654 R325778 Path2Health/CMSP Rebranding $15,626 December 20115803 Rules Engine $1,515,191 R305810 Incoming Coverage Initiative Images $314,168 March 20125816 LIHP Sacramento $522,587 March 20125831 Access CalWIN PIN/Security Enhancements $166,369 January 20125859 ZIP Code RT Sync $9,660 By December 20125863 SQL Server Purge $53,750 August 20135865 LIHP Redetermination (Early LIHP Expansion Items) $303,362 March 20125880 Kiosks - SNAP (base configuration) $425,050 June 20135906 Unable to complete June QR7 in BCW $34,511 December 20125916 SS SDG - CPC RT Update $9,057 December 20115949 Mobile Apps - SNAP $716,664 January 20136014 CIS Replication - Proof Of Concept $94,000 R - NA6030 CalWORKs OP NOA Revisions ACL 11-40/11-80 $737,656 R33 (May 2013)6113 Enhanced Questions for Immediate Need and Expedited Services $82,623 R346138 National Voter Registration Act Compliance for Benefits CalWIN $63,493 March 20136139 ACCESS IVR Consent Form $164,142 R35 (Nov 2013)6338 AT - CBO Agency Reporting $65,404 April 2013

Completed Subtotal $15,444,329

CR# Title High EstimateEst. Delivery to

Production 5584 Replication for CIS (services portion of this change will be covered with free contract hours) $2,300,000 TBD5785 BCW Plus: Summary & Floating Views on existing CalFresh & CalWORKs cases $158,579 R375934 BCW+ BCW Confirmation by Email $50,000 TBD5950 Portal Phase II - SNAP $3,000,000 TBD6033 Client Correspondence Modernization - Exstream $5,845,414 R36/R376035 CBO Assistor $1,197,821 R396366 eNOAs $1,381,171 R37 (May 2014)6446 Training Case Creation $2,000,000 TBD

Total 2011/2012 Strategic Initiative Portfolio (includes Completed Subtotal) $31,377,314

County Separate Services Contributions - FY10/11 $14,400,000County Separate Services Contributions - FY11/12 $17,000,0002011 SNAP Participation Grant $930,496Total Funding Available $32,330,496

Changes Already Completed

Changes In Progress

Available Funds

6

E. Other Financial Items

M&O Procurement –The WCDS negotiating team was unable to reach an acceptable agreement with Deloitte Consulting despite over four months of discussions; as a result, WCDS terminated negotiations with Deloitte and opened up negotiations with the next apparently successful bidder, HP. Negotiations continue into April with hopes of agreeing to contract terms by May 2014.

Print Costs – WCDS expected to incur significant print costs as a result of notices and other correspondence generated as a result of CalHEERS activity. However, due to unresolved coding issues at CalHEERS, the notices portion of the interface has been delayed indefinitely. As a result, no client correspondence for CalHEERS will be added to the CalWIN print batch, and counties will not be incurring additional print costs. If/when the client correspondence connection is activated, WCDS has can allocate additional print dollars based on savings in the FM&O area.

CalHEERS Scope Increases – The CalHEERS project continues to be a very dynamic and

challenging undertaking. WCDS has been tasked with ensuring that the CalWIN piece of the interface with CalHEERS does not slow down the statewide Covered California implementation. As a result, there is a significant rapid response development group continually updating the project scope and assumptions. Already, over 30 addenda to the original change request have been processed (a CalWIN record!), with emergency builds and releases weekly or even daily in some cases. This has prevented a more structured approach to project planning and funding. Funding received for the project, while very significant at around $20 million, has been used up quickly and is nearing an end. And, since it is impossible to know future changes that are required of CalWIN by Covered California, projecting future funding needs is difficult. In March, the CalHEERS team worked on projecting the remaining work required, and WCDS made a supplemental funding request of $12 million to the State. If the funding is denied or delayed, WCDS may need to use general change budget funds to cover some of the additional scope.

7

CalWIN Fiscal Report through January 31, 2014

TOTAL BUDGET ACTUAL CLAIMED

REMAINING BALANCE

% of Budget Used

PROJECTED EXPENDITURE

PROJECTED vs ACTUAL

VARIANCE

County Support Staff1 $15,578,298 $10,193,168 $5,385,130 65% $9,087,341 ($1,105,828)Consortium Project Team $0 $0 $0 N/A $0 $0Consortium Management $2,254,927 $1,607,680 $647,247 71% $1,315,374 ($292,306)

Contractor ServicesApplication Maintenance2 $8,420,933 $3,605,697 $4,815,236 43% $4,912,211 $1,306,514Quality Assurance3 $3,169,764 $1,204,325 $1,965,439 38% $1,849,029 $644,704Legal Costs $245,000 $108,151 $136,849 44% $142,917 $34,766

TravelCounty Support Staff $267,000 $78,131 $188,869 29% $155,750 $77,619Consortium Project Team $0 $0 $0 N/A $0 $0

Production and OperationsFM&O (Per Case Costs) $36,642,190 $21,317,311 $15,324,879 58% $21,374,611 $57,300Oracle Upgrade $459,924 $229,619 $230,305 50% $268,289 $38,670Server Monitoring $616,929 $361,689 $255,240 59% $359,875 ($1,814)Print Costs $7,117,858 $3,960,656 $3,157,202 56% $4,152,084 $191,428

Hardware MaintenanceVendor-provided $21,870 $21,866 $4 100% $12,758 ($9,109)County-provided4 $6,451,262 $3,070,560 $3,380,702 48% $3,763,236 $692,676Tech Refresh - Amortization $82,710 $82,669 $41 100% $48,248 ($34,422)

Software MaintenanceVendor-provided $59,004 $59,002 $2 100% $34,419 ($24,583)County-provided $103,306 $127,307 -$24,001 123% $60,262 ($67,045)

NetworkWide Area Network $2,507,708 $1,450,177 $1,057,531 58% $1,462,830 $12,653Local Area Network $4,588,272 $3,032,199 $1,556,073 66% $2,676,492 ($355,707)

$88,586,955 $50,510,207 $38,076,748 57% $51,675,724 $1,165,517

Notes:1County Support Staff - historically underfunded line item, so depletion of budget ahead of schedule is not unexpected2Application Maintenance - still short of projected spending but expected to reach budget levels by year-end3Quality Assurance - running slightly under projections; WCDS will closely monitor claims/invoicing to ensure account is optimally used4Hardware Maintenance/County - usual usage pattern shows initial surplus with spending gradually catching up or counties transferring excess funds

Maintenance and Operation TotalsConsortium/County Personnel

Budget vs. ActualCalWIN Activities

MAINTENANCE AND OPERATION TOTALS

8

V. FY 2013/14 CSAC Budget Through eight months of activity, CSAC expenses totaling $1,480,204 have been incurred. This is 66% of the annual with 67% of the year elapsed. All counties have paid their CSAC dues as of March 31, 2014. An outside consultant has been brought in for CalHEERS work was paid through CSAC; expected overall impact is around $70,000. This account projects a balance in cash reserve of $392,369, consistent with direction from the WCDS Board of Directors and Policy Board.

[actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] July August September October November December January February March April May June Total Beginning Balance $367,621 $413,155 $989,230 $803,523 $871,093 $750,410 $841,342 $694,963 $710,847 $954,851 $767,357 $579,863 Payments $187,911 $737,722 $125,275 $215,749 $125,274 $278,386 $0 $153,112 $431,498 $2,254,927 Available Balance $555,532 $1,150,877 $1,114,505 $1,019,272 $996,367 $1,028,796 $841,342 $848,075 $1,142,345 $954,851 $767,357 $579,863 $392,369 Expenditures Salaries $71,822 $94,370 $224,579 $82,203 $123,305 $90,092 $84,938 $81,946 $116,040 $116,040 $116,040 $116,040 $1,317,414 Retirement $31,101 $41,134 $45,900 $35,469 $54,485 $37,208 $37,063 $34,969 $44,490 $44,490 $44,490 $44,490 $495,290 Insurance $31,964 $16,625 $20,256 $12,036 $18,045 $17,506 $16,338 $14,938 $17,738 $17,738 $17,738 $17,738 $218,660 Travel $722 $1,297 $4,071 $3,398 $329 $600 $367 $1,287 $2,200 $2,200 $2,200 $2,200 $20,872 Cell Phone $170 $250 $85 $0 $85 $80 $170 $0 $200 $200 $200 $200 $1,640

Supplies/ Services $119 $0 $238 $8,134 $38,628 $31,207 $687 $2,176 $525 $525 $525 $525 $83,289

CSAC Admin Fee $5,437 $6,140 $11,661 $5,236 $7,905 $5,845 $5,583 $693 $4,041 $4,041 $4,041 $4,041 $64,664

Payroll Tax $1,040 $1,367 $3,596 $1,202 $1,803 $1,316 $1,234 $1,169 $1,676 $1,676 $1,676 $1,676 $19,431

Misc. $0 $463 $597 $500 $1,373 $3,600 $0 $50 $584 $584 $584 $584 $8,919 Total Expense $142,377 $161,646 $310,983 $148,179 $245,958 $187,454 $146,379 $137,228 $187,494 $187,494 $187,494 $187,494 $2,230,179 Ending Balance $413,155 $989,230 $803,523 $871,093 $750,410 $841,342 $694,963 $710,847 $954,851 $767,357 $579,863 $392,369

9

VI. Crystal Ball This section looks at known issues that are likely to have an effect on CalWIN in upcoming months. A. CalWIN Procurement As previously mentioned, the WCDS negotiation team was unable to reach an acceptable agreement with Deloitte Consulting despite over four months of discussions. WCDS is now in negotiations with HP as the 2nd apparently successful bidder in the CalWIN M&O Contract procurement. Based on final bid pricing, the cost of the new contract will be approximately $5 million per year higher than the existing contract, partly because of significant enhancements such as more service level agreements and better project/portfolio management tools. In addition, the RFP allowed vendors to bid up to $25 million in transitions costs; both vendors bid very close to the $25 million cap (though HP as the incumbent should have some savings in this area). As a result, County budgets will likely be increasing beginning in FY14/15 to accommodate the new contract cost parameters. WCDS has already sent out revised budget projections taking the cost increases into account. This completes the WCDS/CalWIN Financial Report for this month. If you have any questions or comments, please feel free to contact Steve Maciel, Director of Finance, at (916) 608-3223 or via email at [email protected]. Thank you for your ongoing support of CalWIN.

10

RELEASE 37 SCOPE

March 2014 1

Agenda Item 3.3.1

Change

Request Title Description

Reason for High

Prioritization

3880 Change CalFresh Over-

Issuance Recoupment

Calculation

Current Design: When CalWIN calculates the Food Stamp recoupment amount it

truncates cents from the computed amount.

Example: Food Stamp Over-Issuance IPV claim amount = $183.00

Grant amount = $479.00 X 20% = $95.80

CalWIN collects = $95.00

Issues: Currently CalWIN does not round up or down the recoupment amount of a

Food Stamp claim.

Required Functionality: Per Food Stamp regulations 63-801.736 and 63-503.31 the

recoupment amount need’s to be rounded up or down. If the cent amount is .01 through

.49 round down, round up for .50 through .99 cents.

New or Clarified

Regulation

4461 CalFresh WINS Benefits Under the WINS program established pursuant to subdivision (a), each county shall

provide a ten-dollar ($10) per month additional food assistance benefit for each eligible

CalFresh household. An “eligible CalFresh household” is a household that meets all of

the following criteria:(1) Receives benefits pursuant to Chapter 10 (commencing with

Section 18900) of Part 6.(2) Has no household member receiving CalWORKs benefits

pursuant to Chapter 2 (commencing with Section 11200).(3) Contains at least one

child under 18 years of age, unless the household contains a child who meets the

requirements of Section11253.(4) Has at least one parent or caretaker relative

determined to be “work eligible” as defined in Section 261.2(n) of Title 45 of the Code

of Federal Regulations and Section 607 of Title 42 of the United States Code.(5) Meets

the federal work participation hours requirement set forth in Section 607 of Title 42 of

the United States Code for subsidized or unsubsidized employment, and provides

documentation that the household has met the federal work requirements. Payment of

WINS benefits shall not commence before January 1, 2014, and full implementation of

the program shall be achieved on or before July 1, 2014.

CalFresh shall not be reduced as a consequence of receiving the WINS benefit.

Required Functionality: New programming logic to drill down and identify eligible

cases. Programming to issue a $10 additional food assistance payment.

Based on information received via SIRFRA, aid codes R4, R5, and R6 have been

established to identify WINS HH's. It is current assumption that CalWIN will need to

New or Clarified

Regulation

RELEASE 37 SCOPE

March 2014 2

Agenda Item 3.3.1

Change


Reason for High

Prioritization

determine eligibility to these aid codes and transmit to MEDS. ACL is pending.

5322 CalFresh Student

Eligibility Updates

Background: CR4483 was opened in 2007 to align student eligibility regulations with

CalWIN functionality. CR4483 was not able to make all necessary corrections.

CR5322 was opened to address those areas which CR4483 was not able to correct.

Multiple workgroup meetings have occurred to further define the requirements of this

CR.

Does not meet

requirements

5893 ACIN I-66-aa Disaster

Cal Fresh changes

Background: ACIN I-66-11 is to inform counties of the release of the new Notice of

Approval/Denial Disaster CalFresh (DFA 390) form, and the revisions to the

Application for Disaster CalFresh (DFA 385) form, formerly entitled Application for

Emergency Food Stamp Assistance.

State regulations in the Manual of Policies and Procedures (MPP) Section

63-900.55(c) do not require County Welfare Departments (CWDs) to use a specific

form when notifying Disaster CalFresh households of their approval or denial status for

Disaster CalFresh benefits. However, the regulations state that the interviewer shall

review the application and advise the household verbally or in writing of their approval

or denial status for Disaster CalFresh benefits.

The Application for Disaster CalFresh, formerly entitled the Application for

Emergency Food Stamp Assistance, has been revised to more accurately reflect the

United States Department of Agriculture, Food and Nutrition Service, Example Client

Disaster Supplemental Nutrition Assistance Application, and to better assist counties in

gathering additional helpful information from Disaster CalFresh applicants. In addition,

the form has been revised to reflect the program name change from Food Stamps to

CalFresh.

New or Clarified

Regulation

6462 CC Exstream

Requirements moving to

R37

CR6033 was originally scheduled for R34 delivery and included standing up the HP

Exstream environment and the new Enterprise Content Management (ECM)

solution. HP Exstream development was decoupled from the ECM portion of the

project to ensure that delays to one portion did not cause delays to the other. The intent

was to recouple the two projects in R35 under CR6401.

Due to complexities in coding, the HP Exstream portion of the project will not be ready

in time for the R34 delivery. Although this has no impact to other CRs in R34, it will

May Move to

R38 or later

TBD

RELEASE 37 SCOPE

March 2014 3

Agenda Item 3.3.1

Change


Reason for High

Prioritization

impact the correspondence being built in R35 as the tool will not be available and

successfully tested in time for system test development. As a result, requirements

intended for delivery in R34 have been pushed to R36 and R37. Any correspondence

scheduled for HP Exstream development in R35 and R36 will need to be built on the

existing Legacy system and converted later.

In addition, no production use correspondence will be built using HP Exstream until

R37. As such, any requirements which are related to using an HP Exstream

correspondence cannot be UAT tested until new correspondence is developed in

R37. Although these requirements were coded and system tested as part of R34, they

will not be considered delivered until production use correspondence is implemented

R37 following successful UAT testing.

This Change Request has been open to track requirements developed under CR6033

but slated for delivery in R37. No additional documentation will be developed for this

CR. Existing PAC, FBR, DTD, System Test Scripts and Artifacts will remain as

approved and will not be modified as part of this CR.

6469 AT-IEVES Files with

Bad Data

Per Interfaces Program Committee discussion on 07/02/13, requested HP to provide a

fix to allow the Applicant IEVS information to accurately populate the appropriate data

elements.

Applicant IEVS OP Indicator Info for Alameda Case # 4112764 and Sonoma Case

#B461643 includes numbers and NNNNNNs (data not on paper abstracts) at bottom of

View IEVS applicant Prior Aid Data. Also SSN # is for different client, different case

appears to be picked up in OP indicator Screen. See attachments for both Alameda and

Sonoma Cases. (created from Incident 421415)

Fast Track

6470 Issuances exceeding

$9,999

The Foster Care program has minors and/or non-dependent minors placed in Group

Homes with their non-dependent infant(s) and the monthly issuance can exceed the

$9,999 limit under various circumstances (the level of care and/or number of infants,

are the variables).

The Group Home rate for minors/non-dependent minors in Group Home level 14, who

do not have an infant, will exceed the $9,999 limit in 7/2015 due to annual California

Necessities index (CNI) increases (presuming the CNI at 2.65%).

May Move to

R38 or later

TBD

RELEASE 37 SCOPE

March 2014 4

Agenda Item 3.3.1

Change


Reason for High

Prioritization

The Group Home rate for minors/non-dependent minors in Group Home level 12, who

do not have an infant, will exceed the $9,999 limit in 7/2019 due to annual California

Necessities index (CNI) increases (presuming the CNI at 2.65%).

The Foster Care program needs CalWIN functionality modified to allow issuances

exceeding the $9,999 limit when the combined monthly payment amount exceeds

$9,999 on a single case. The combined issuance per month total must include the

combination of the Group Home rate, infant supplements (if applicable) and special

needs payments such as clothing (if applicable).

6490 SAWS 2 Plus- Phase 2 Background: CalFresh, Medi-Cal and CalWORKs require multiple forms to be

completed as part of the application process. The multiple forms could add

complications and be a hindrance to promoting the desired increase in applicants.

Different applications are currently used for CalFresh, CalWORKs and Medi-Cal. In an

effort to simplify the application process, applications for the programs have been

combined. The new combined application has been called the SAWS 2 Plus. A

CalFresh only application will continue to exist and includes questions from the

redesigned multiple program application which are relevant to CalFresh. The SAWS 1

has also been redesigned.

Current Functionality: Changes to CalWIN data collection and the printing of the

questions on the CalWIN Statement of Facts which are based on the SAWS 2 Plus is

being completed under CR6409 which is scheduled for targeted for release by January

1, 2014. CR6409 will also make the changes needed to print the updated SAWS 1.

CR6478 has also been opened which is responsible for making similar changes to My

Benefits CalWIN and the corresponding PDF which is printed.

Required Functionality: Additional changes which are based on the SAWS 2 Plus,

which cannot be accomplished under CR6409 and CR6478 will be completed in this

CR. The targeted due date for completion and implementation of this CR is May 2013

(R37). Changes which are required in this CR will be:

-Potential changes to EDBC as a result of new questions on the SAWS 2 Plus

-Completion of changes and Summary View and Floating Windows due to SAWS 2

Plus

-Modify the flow, question order, etc. so that it more closely matches the SAWS 2 Plus.

New or Modified

Requirement

RELEASE 37 SCOPE

March 2014 5

Agenda Item 3.3.1

Change


Reason for High

Prioritization

6527 AT-AB12 MEDS

updates

Background: AB12 implementation had 3 CR's move to production in R32/R33. The 3

CR's were written while working directly with CDSS on regulations and draft

requirements. Policy clarification and final ACL's were later issued changing some

requirements to the original CR's:

CR5511 - ADD: ACL 11-15 AB12 New KinGAP Program Requirements

CR5510 - AB12 - extend transitional foster care services to eligible youth between 18

and 21 years of age

CR5899 –AB12 EFC/NMD CalWORKs Ext Benefits Non-Minor Dependents

The following requirements are needed for the MEDS changes:

1. Non-Minor Dependent (NMD) MEDS aid codes are 43 or 49. Policy clarification

received and system change needed for the infant/children of the NMD to be

determined as MEDS aid codes 40/42.

2. When discontinuing aid code 43/49, child should be determined for aid code 4M

with the exception of deceased, receiving cash-based Medi-Cal or residing out of state.

3. KinGAP youth eligible for extended benefits beyond 18 are determined as Aid Code

4S and 4W. System change needed for the infant/children of the KinGAP youth to be

determined as MEDS aid codes 4T or 4F.

Fast Track

6582 My BCW SASW1 and

SAWS2 plus final

changes

CR6478 - added the questions and data elements required to meet the 'good enough'

version for the new SAWS1 and SAWS2 plus. This CR is to complete the process with

the ultimate goal to meet the SAWS1 and SAWS2 format in PDF as close as possible

from an internet presentation perspective. The goal is not to completely redesign

MyBenefits CalWIN/Apply for Benefits but to make changes to pages and some

functionality to allow the PDF version to be close to the SAWS1 and SAWS 2 plus

format.

New or Modified

Requirement

6643 AT- New or Modified

Requirements from 6033

In developing the requirements for CR6033, some critical functionality for CC was

overlooked. Although some of this functionality is standard process for printing of

notices, forms and OCCs, it requires specialized coding and testing scenarios. The

following requirements were included in CR6033 but required modification:

CR6033.R001- HP Exstream will print NOAs, Forms, OCCs, Address Labels and

New or Modified

Requirement

RELEASE 37 SCOPE

March 2014 6

Agenda Item 3.3.1

Change


Reason for High

Prioritization

Address Slip pages correspondences that are manually triggered in CalWIN.

This requirement will be modified under this CR to include the storage of the slip page

in ECM along with the correspondence PDF so that reprinted documents will have a

slip page available.

CR6033.R033 - Access will be denied to create a new correspondence in CalWIN with

a correspondence number and name that already exists (i.e. is active and not end-dated)

in HP Exstream or is already existing in the legacy system.

This requirement will be modified to give a warning message if a user attempts to

create or update a correspondence with an existing document number (Master Id).

New requirements include: HP Exstream must include the NA Back 9 on all NOAs and

for any forms which require it per regulations (WTW OP Forms and some WTW

forms)

Some variables are populated from values contained on a Reference Table. Translated

correspondences which use these variables must also use the translated values from the

RT. (Note: the VCL will be converted under CR6337. RT values which populate on

the VCL will be addressed under that CR)

The correspondence generated language must be stored and displayed in CC Print

History.

CC functionality currently generates a copy of all CC to active Authorized

Representatives on the case. HP Exstream correspondences will also need to generate a

copy to the AR.

Reprint functionality of an HP Exstream correspondence will need to allow the user to

generate a single copy only for cases which have multiple recipients (IE Authorized

Rep, Multiple Liable Individuals)

Correspondence stored in the ECM prior to R37 will require a conversion process to

update the “main” recipient detail in the database to support the new multiple

RELEASE 37 SCOPE

March 2014 7

Agenda Item 3.3.1

Change


Reason for High

Prioritization

addressing functionality

This CR will track the development, testing, and delivery of these additional

requirements. These requirements are critical to the success of HP Exstream

correspondences and must be in place for R37.

6688 AT-Modified MC RRR

Process for Healthcare

Reform

Moved to R37B New or Modified

Requirement

6698 Application changes to

RUM Reporting

Modify the header request to pass additional information that RUM can use to

categorize transaction information. This change will allow RUM to generate reports in

accordance with the Service Objectives specified in CR3469

Does not meet

Requirements

6716 AT- ECM Phase II Due to resource constraints, the full ECM solution could not be delivered in the R35B

package. Instead, a modified solution was implemented in R35B, which included only

Medi-Cal approval, change and discontinuance NOAs being stored in ECM.

With R37, all correspondence generated out of CalWIN must be stored in ECM. This

CR will track the delivery of the full solution.

Vendor Request

6485 Release Level Support This is to support release level activities. Vendor Request

6486 UAT Level Support This is to support UAT activities. Vendor Request

RELEASE 37B SCOPE

Agenda Item 3.3.2

Change Request Title Description

Reason for High Prioritization

4727 ACL 08-03 CAPI Conditional Benefits After Naturalization

Once the county has been informed of a CAPI recipient’s naturalization status, the county shall have the newly naturalized citizen complete form SOC 830, continue CAPI benefits for the recipient, and refer the recipient to SSA to apply for SSI benefits. By completing and signing form SOC 830, the recipient acknowledges that he or she would like to receive conditional CAPI, understands the terms and conditions for receiving the conditional CAPI benefits, and acknowledges that he or she is obligated to repay any overpayments should he or she fail to comply with the eligibility conditions set forth in the General Policy above. Counties must also obtain a new SSP 14 form in conjunction with the new referral to SSA so that any retroactive payments made by SSA will be subject to Interim Assistance Reimbursement (IAR). The county must continue to monitor the newly naturalized citizen for eligibility until the SSI application process is completed. Client Correspondence recommends the SOC 830 be shelf stock. The SSP 14 is not in CalWIN and shelf stock will need to be used.

May Move to R38 TBD

5900 AB12 AAP Payments to Age 21

On September 30, 2010, AB 12 was signed into law implementing new federal legislation laws including California to extend AAP benefits beyond the age of 18. Requirements for eligibility: Youth receiving Kin-GAP or AAP benefits may be eligible for extended benefits if they meet one of the five eligibility criteria stated in W&IC section 11403(b). The extension of Kin-GAP and AAP benefits is effective: January 1, 2012 up to age 19, January 1, 2013 up to age 20. Extension of Kin-GAP benefits up to age 21 is effective January 1, 2014, contingent upon legislature appropriation; and Extension of AAP benefits up to age 21 contingent upon federal funding (W&IC section 16123). To be eligible for extended Kin-GAP benefits, the relative guardian(s) must remain legally and financially responsible for the support of the non-minor former dependent. The relative guardian is responsible for requesting the benefit extension beyond the age of 18, and providing documentation to the responsible public agency supporting that the youth meets one of the five participation criteria.

May Move to R38 TBD

March 2014 1

RELEASE 37B SCOPE

Agenda Item 3.3.2



The AAP Agreement (AD 4320) will be amended to add a provision regarding the eligibility for extended benefits for youth whose initial agreement was signed on or after their 16th birthday, if they meet one of the five participation criteria.

6366 eNOAs CDSS has applied to FNS and CMS for a waiver of the regulations which require CWDs to provide clients with hard copy, written formatted Notices of Action. Clients who elect to receive electronic notifications will get a notification that a correspondence is available for viewing in their secure account. This waiver has been approved by FNS for the duration of two years, beginning November 1, 2012. The duration of the two year waiver is non-negotiable, regardless of when counties are ready to implement. In addition, FNS has outlined specific criteria that CDSS must report on during implementation of this waiver. Currently, CalWIN only produces client correspondence in a printable format. System changes will be required to allow clients to opt in, at the case level, for electronic notifications. Clients who opt in on this feature must have a My Benefits CalWIN Portal account to receive notifications in a secure manner. Clients must also have the option to receive their notifications both electronically and in hard copy. Two new correspondences will be added to the system to support these options for the clients. The first correspondence is a form that the client completes to request electronic notification as their correspondence delivery method. This correspondence should be built into My Benefits CalWIN. The second correspondence must be generated when the client opts in to e-notifications. Per the FNS waiver approval, this correspondence must be sent to the client both electronically and in hard copy, written format to notify the client that they will be getting their correspondence in electronic format. The waiver approval stipulates that if the county receives a delivery failure notification from the clients email account, the system must immediately default back to hard copy notifications and the undelivered notice must be mailed to the client. In addition, clients must be allowed to opt in or out at their convenience. This will require real time updates to the clients notification preferences within the system.

6581 Saws+ App-Summary and Floating Views

CR6478 - Modifies MyBenefits CalWIN Apply for Benefits pages implementing the additional questions included in the new SAWS 1 and 2 Plus for each MyBenefits

March 2014 2

RELEASE 37B SCOPE

Agenda Item 3.3.2



supported program; CalWORKs, CalFresh and IAP and produces a PDF showing the additional questions as added to the Apply for Benefits functionality. This CR is to add the data gathered in MyBCW AFB to CalWIN Floating and Summary Windows/views, make appropriate changes to OSB to support the Expedited CalFresh and Immediate Need indicators in External Referral. Also to make changes to external referral pages as needed to support the new SAWS1 and SAWS2 application form requirements by program.

6688 AT-Modified MC RRR Process for Healthcare Reform

The current MC RRR process generates the MC 210 RV Informing Notice, the MC 210 RV Form and the MC 210 RV PS for all households except those in Long Term Care. The forms are triggered in batch mode or online based on county business processes and their entries in the County Process Control Table for the RDPRTMODE. Counties who set these forms to batch print are routing the separate PCL files for the RRR forms to a print vendor or mail room to have the packets assembled and mailed. Counties who set these forms to on-line print are having the assigned worker or a team of workers assemble the packets for mailing. All other additional forms or brochures, including the voter registration cards, are being included in this step. Per instructions from DHCS, the MC 210 RV and MC 210 PS forms are no longer necessary for calendar year 2014 renewals. A new form, called the Request For Tax Household Information (RFTHI) has been developed and will replace the MC 210 RV and MC 210 PS. Under Addendum M003 for CR5481, a modified version of the RFTHI was created and designed to trigger with the MC RRR forms. This modified version was only three pages long, and included a dynamically generated copy of page 2 for each eligible individual in the household, or parent of an eligible member. The existing RFTHI form developed under Addendum M003 will be replaced with the new RFTHI forms. These new forms include: 1 Coverletter 1 Instruction Page 1 RFTHI Form for the Head of Household

New or Modified Requirement

March 2014 3

RELEASE 37B SCOPE

Agenda Item 3.3.2



1 RFTHI Appendix – to be sent for each eligible individual The Cover letter, Instruction Page and RFTHI Form can all be created as one document, as only one copy will be triggered of each of these correspondences at RRR. This form should trigger for the head of household and auto-populate the all variables on the cover letter and instruction page. Only the header information will auto-populate on the top of the first page of the form. This includes the Case Number, the Individual’s Name (HOH), the Individual’s Date of Birth, and the case physical and mailing address. The SSN should never auto-populate. The RFTHI Appendix will need to be generated for each individual in the household who is eligible for aid. This will require multiple copies of this form to be generated as part of the RRR packet. The triggering condition will need to be developed at the individual level so that Individual’s Name and Date of birth can be auto-populate in the form header on page one. The case number variable will also need to auto-populate on this form. The cover letter, instruction page and RFTHI forms all have numerous due dates displayed throughout. The Misc_end_date variable currently assigned to the MC 210 RV Informing notice should be used to populate the due date in all of these. The only exception is the top of the instruction page which will also display a variable for the “Renewal Date”. This variable can be populated from the RRR_Due_Date currently found on the MC 210 RV Form.

6485 Release Level Support This is to support release level activities. Vendor Request 6486 UAT Level Support This is to support UAT activities. Vendor Request

March 2014 4

RELEASE 38 SCOPE

Agenda Item 3.3.3

Change Request

Title Description Reason for

High Prioritization

5211 PIN-Program Identifier Number Update

The programmer identifier code is used for claiming purposes. In an effort for counties to properly indicate how funds have been issued it is essential to have all identifier code in CalWIN. This CR will update the PINs issued by various CFL's. This change will convert the PIN Reference Table (RT) to a Database Management Table (DT) for maintaining PINs as identified in CFLs. The change will align with updating RT as current as possible (664 rows) thru CR6628, and contents will then transfer to the DT as outlined here. A process is needed as to how PIN updates will occur to mirror the RT process and align with M&O.

New or Clarified Regulation

5785 BCW Plus: Summary and floating views on existing cases

Add Summary view and Floating windows for existing cases to display the data entered through the Medi-Cal Redetermination (MC210RV) (CR5706); the TMC status report (MC176 TMC) (CR5756); the CalWORKs (CR5767)/CalFresh QR7 and the CalFresh Recertification.


6111 Immediate on-line purge of CalWIN simulation

The simulation environment allows users to test data entry before doing actual work in a case. Currently, only one copy of a case can be moved into simulation per day. Once in simulation the copy remains for three calendar days before being automatically purged. To modify the purge date, counties can submit a Service Request to process cases in the purge service queue prior to the nightly batch. Proposed Functionality: Modify functionality in simulation to allow on-line purge and the ability to re-enter a case into simulation with the current production data on the same day. Cases that are complicated, or where the system functionality is not completely understood, could be run with different sets of production data on the same day.

County Request

6396 WTW 24 Mo Timeclock

This CR is to complete the automation of the WTW 24 Month timeclock as legislated in SB1041 law. This is a continuance of CR6173 which added logic and functionality to create and automatically calculate the WTW 24 Month Timeclock. CDSS continues to write policy ACL’s and ACIN’s related to SB1041 and specifically to the regulations governing the WTW 24 Month timeclock. CDSS expects to continue to provide policy clarification through the summer of 2013. Further, this CR is to include the automation of the SB1041 Employment Services Client correspondence. As CalWIN is implementing new Client correspondence functionality which impacts the automation of the client correspondence changes required by SB1041. Therefore the automation of the new and changed notice of action and forms were removed from CR6173 and placed in this CR.


March 2014 1

RELEASE 38 SCOPE

Agenda Item 3.3.3

Change Request


High Prioritization

The Requirements for this Change request include: 1. Fully automate Work Participation Rate (WPR) for the automated WTW 24 month timeclock, specifically the ‘Meeting WPR’ timeclock Exception. 2. This CR is to fully automate all SB1041 WTW 24 Month timeclock Client Correspondence including the new WTW2. 3. Add functionality to include remaining WTW 24 month timeclock exceptions, exemptions and extenders necessary to complete the full automation of the WTW 24 Month Timeclock as required by SB1041 legislation.

6445 eICT Interface-Data file update

The eICT data file needs to be modified and have new data elements added. This effort must be coordinated with SAWS partners and with CalHEERS project implementation. The changes to the Interface will be multi-faceted to include the following: 1. CalHEERS - Streamline Application elements 2. CalHEERS Call Center - data elements 3. SB1041 Data elements 4. CalFresh Data elements 5. Other


6466 AT-Incorrect Deductions for CalFresh Excluded Members

CalWIN is incorrectly pro-rating shelter expenses for CFHH with disqualified felons and work requirement disqualified individuals. Current Regulation and or Functionality: CalWIN currently does not allow disqualified felons or work requirement disqualified individuals share of deductions to be included in the deduction amount allowed to the household. County Request.

County Request

6495 AB12 additional requirements

Background: AB12 implementation had 3 CR's move to production in R32/R33. The 3 CR's were written while working directly with CDSS on regulations and draft requirements. Policy clarifications and final ACL's were later issued changing some requirements to the original CR's: CR5511 - ADD: ACL 11-15 AB12 New KinGAP Program Requirements CR5510 - AB12 - extend transitional foster care services to eligible youth between 18 and 21 years of age CR5899 –AB12 EFC/NMD CalWORKs Ext Benefits Non-Minor Dependents The following requirements are needed for CR6495: 1. Remove THPP as a Placement Type. 2. Remove THP+ as a Placement Type.

New or clarified regulation

March 2014 2

RELEASE 38 SCOPE

Agenda Item 3.3.3

Change Request


High Prioritization

3. Add new provider category for SILP. 4. Add a State field for KinGAP. Disable the Host County if other than California is entered. The Negotiated Rate field will be mandatory when other than California is selected. Daily and Monthly rate will work same as Foster Care. 5. Add new Foster Care Business provider category for THP+FC and add THP+FC as its own Program Identifier found on the Foster Care Provider Details screen (example 0268.18.01. The 18 identifies this as a THP+FC). Level of Care: *Staffed Site *Remote Site *Host Family Model 6. Collect Foster Care Detail window: Enrolled in THPP? [Y/N]. The field should be disabled for THP+FC cases and should default to No. Conversion SQL will be required to change existing cases. 7. As part of CR5510, new SILP, Probate and Juvenile Guardianship placement types were added. SILP, Probate and Juvenile Guardianship placements need to match the logic for Foster Family Home (FFH). There is a cost associated with this SR fix due to not previously requesting the functionality as part of CR5510.

6526 Conversion of CR6174 Correspondence from Legacy to HP Exstream

Original delivery timelines for HP Exstream required the tool to be stood up in R34 and available for production use correspondence in R35. CR6174 was scheduled for R35 and was to include the first production use CC in HP Exstream. The correspondences to be built included the AR 2 Form, the ARCO to SAR Informing Notice and the SAR to ARCO Informing Notice. Due to delays in the delivery of CR6033, HP Exstream tool was not available in a timely manner for these correspondences to be built for System Test and UAT. As such, it was agreed that these correspondences would be built in Legacy and converted to HP Exstream at a later time, for no cost. This CR is being open to track the conversion of the CR6174 Correspondence from Legacy to HP Exstream.

Vendor Request

6531 Additional Scope for HP Exstream

When developing the initial requirements for the HP Exstream project, the following items were overlooked: 1. Body Text Variable Functions for NOAs (as developed for CR4577)


March 2014 3

RELEASE 38 SCOPE

Agenda Item 3.3.3

Change Request


High Prioritization

2. Continuation Sheet Functionality (as implemented in CR 6030) 3. Address label functionality Before the existing Legacy CC can be converted over to HP Exstream, the tool must be able to support these functionality items. This CR has been opened to track the development of these requirements in the HP Exstream tool. It is recommended that this CR be implemented before conversion efforts for CR6244 begin.

6549 Transitional CalFresh Eligibility Exclusions

problem in detail CDSS has issued a draft ACL which establishes new circumstances which would cause a CalFresh household, which is discontinuing from CalWORKs, to not be granted Transitional CalFresh. The policy will be effective immediately with the release of the ACL. FNS QC has informed the California Department of Social Services that effective with the October 1, 2014 sample, discontinuing a household from CalFresh to enroll the household in Transitional CalFresh in violation of the policy guidance in this letter (e.g., for failure to submit a periodic report) will result in a case and procedural error Current Regulation and or Functionality: Describe, in detail the current regulation, policies and/or procedure process. The Food and Nutrition Service recently brought to CDSS’ attention that current Transitional CalFresh policy is no longer in full compliance with federal regulations as a result of recent rule changes. There are additional circumstances which will cause a household to lose eligibility to TCF. CalWIN currently follows CDSS’ previous direction which does not include all of the circumstances outlined in the ACL. Proposed Regulation and/or Functionality: Describe, in detail the regulation and/or procedural changes. The types of households leaving CalWORKs which may not receive transitional benefits are as follows: • The household is leaving CalWORKs due to a CalWORKs sanction. • All household members are ineligible to receive CalFresh because they are: • Disqualified for intentional program violation • Ineligible for failure to comply with a work requirement • Receiving Supplemental Security Income • Ineligible students


March 2014 4

RELEASE 38 SCOPE

Agenda Item 3.3.3

Change Request


High Prioritization

• Ineligible noncitizens • Disqualified for failing to provide information necessary for making a determination of eligibility or for completing any subsequent review of its eligibility (e.g., periodic report) • Disqualified for knowingly transferring resources for the purpose of qualifying or attempting to qualify for the program • Disqualified for receipt of multiple CalFresh or Supplemental Nutrition Assistance Program (SNAP) benefits • Disqualified for being a fleeing felon • Able-bodied adults without dependents who fail to comply with the requirements As a reminder, the county may not terminate a household’s CalFresh benefits solely because it has terminated the household’s CalWORKs benefits without a separate determination that the household fails to satisfy the eligibility requirements for participation in CalFresh. Objective of the Request: (Indicate the expected outcome as a result of the change; include current functionality that will be affected by this change. Ensure CalWIN is in compliance with the clarified TCF requirements.

Release Non-Application 6158

AT ACW Disaster Recovery

Develop Disaster Recovery solution for ACCESS CalWIN; update DR documentation to reflect new processes; configure hardware/software for DR

Release Non-Application

6294 Disaster Recovery for MyBenefits and Mobile

Provide Disaster Recovery for MyBenefits CalWIN and CalWIN Mobile App including IAM and other ancillary systems necessary to continue service in both self-service applications.

Release Non-Application

6515 Release Level Support

This is to support release level activities. Vendor Request

6516 UAT Level Support

This is to support UAT activities. Vendor Request

March 2014 5

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

4317 ACL 06-60 Noncitizen Victims of Trafficking, Domestic Violence, etc.

Background: ACL 06-60 (SB1569) requires the implementation of a state only program to provide assistance to trafficking victims prior to federal certification. Programs impacted are RCA, CFAP, CalWORKs, CAPI, Medi-Cal, RMA, Employment Social Services and Healthy Families. Related CRs include CR 3234 dealing with Derivative T-Visa reference table values and CR 1839 (ACWDL 01-49 Medi-Cal Victims of Trafficking) for which there is a BENDS. ACL 07-45E was published to advise the counties that the exemption from needing a social security number/application applied to victims of domestic abuse as well as to victims of trafficking and other serious crimes. These individuals may qualify for State-funded CalWORKs and Food Stamps. Needed Functionality: See attached Word document. Food Stamps/FSET: Individuals are not subject to Food Stamp work registration requirements, FSET, or ABAWD work requirements. Exemption logic is needed. The counties should, however, be able to register individuals in the FSET program on a non-mandatory basis if/when FSET services may become available to this population. CC – Until specific NOAs are developed, generic NOAs with an explanation of the action are to be used. Management Reporting – Fiscal Claiming instructions will be issued via CFL and data reporting requirements under a future ACL. Meanwhile cases should be flagged so they can be identified for claiming when instructions are issued. Interfaces – New aid codes will be established at a future time. Employment Services -- a TCVAP-ES program will be required to provide services for this specific population. The activities and services available to these registrants will be established through the normal program setup actions from within CalWIN, once the program is in place. The BENDS will need to include the ES portion of this CR. Potentially Impacted Subsystems; EDBC, MR, CC, Interfaces, Employment Services.


5073 CAPI Deemed

Background: CAPI follows the Social Security regulations for SSI where resources are concerned. Some resources

County Request

March 2014 1

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

Resources and Income

are excluded (POMS SI 01110.210), and other resources of certain persons are to be considered available to CAPI individual (POMS SI 01110.530). SR138431 & SR142817 indicate that resources are not being correctly deemed in the CAPI household. Current Functionality: There is no logic to deem parental resources to a CAPI child. Required Functionality: CalWIN must deem parental, spousal and sponsor resources as appropriate based on regulation standards. In parent-to-child deeming, the resources of the child include the value of the countable resources of the parent(s) or spouse of a parent, to the extent that the resources of the parent(s) or spouse of a parent exceed the resource limit of: 1) an individual, if one parent lives in the household; or 2) a couple, if two parents (or one parent and the spouse of that parent) live in the household. The value of parental resources is subject to deeming whether or not those resources are available to the child. If there is more than one CAPI eligible child under age 18 in the household, equally divide the value of the deemed resources among those children (POMS SI 01330.200). The same principals also apply in spousal and sponsor resource deeming situations. There is one difference in sponsor resource deeming situations. Sponsor deeming of income and resources will apply regardless of whether the CAPI individual and the sponsor live in the same household. (POMS SI 01110.530, 01330.120, 01330.220,01330.420, 01330.550, 01330.500).

5613 ACL-12-66 Hartley vs. Lightborne Lawsuit Settlement

Current Functionality: For CalWORKs, CalWIN will default all adults in the home as an active liable individual for the claim, unless the adult is an excluded member of the AU. This includes Non-need Caretaker relatives, and individuals not aided in the AU (IE sanctioned or timed out adults). Children are never identified as active liable individuals for the CalWORKs program. For Kin-GAP, CalWIN will default the legal guardian as the active liable individual. Children are never identified as active liable individuals for the Kin-GAP program.


March 2014 2

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

These liable individual default values were coded as part of CR2956. If any of the active liable individuals move to a new CalWORKs case and two or more adults remain active liable individuals on aid in different cases, CalWIN will recoup the overpayment from both adults, from both cases, at the same time. The status of the liable individual is never automatically changed by the system once it has been set by the user. Updates to an individual’s liability status can be changed manually by the user when appropriate. Desired Functionality : Liable Individual Defaults: When an overpayment is identified in CalWIN, the user will continue to review the Liable Individual tab (implemented with CR3450) of the Display Claim Detail window prior to authorizing the case. Default liable individual values for the CalWORKs and Kin-GAP programs will be updated as follows: CalWORKs Program: If the case payee is an aided member of the AU they would default to ‘active’ during the claim creation. The remaining members of the AU would default to ‘inactive/closed.’ Only the aided caretaker relative is liable at time of creation. If the case payee is not CalWORKs aided, their status would default to ‘inactive/closed’ during claim creation. Status reason would be “unaided Caretaker Relative.” Any remaining aided adults would default to ‘active’. Children should never be identified as ‘active’ Liable Individuals. The user will retain the ability to update the defaulted values during the claim creation. If the case payee is not aided, and there are no other aided adults, then the caretaker relative can be made active under a new status type. This new status type will be used to mark unaided liable individuals for case recoupment. This status should not allow companion case recoupment and should not interface to the collections systems. OI/OP NOAs should generate to these individuals, the same as they do for active liable individuals.

March 2014 3

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

Recoupment Process: CalWORKs Only after all efforts have taken place to find the caretaker relative and the field in CalWIN indicates this, or if the payee is unaided at the time the claim was established, shall more than one liable individual be chosen. Individuals who were children at the time the OP occurred should never be selected. Only other aided adults in the household should be selectable as active liable individuals. Recoupment can take place in multiple cases at the same time at this point. The OP recover/recoupment process would continue following 44-352.3. These changes will only apply to the CalWORKs program. Per AB 12, KinGAP OP regulations now follow those of FC and AAP. Changes to the KinGAP recovery process will need to be completed under a separate CR.

6035 CBO Assistor CBO ‘Assistor’ functionality is to provide the ability for a Community Based Organization (CBO) through a secured log on, assist in the completion of applications, periodic reports and Annual Renewals in MyBenefits CalWIN environment. Further to provide the CBO ability to stop and restart processes; receive high level 'real time' summarized application dispositions. MyBenefits CalWIN with this added functionality continue to preserve PII data and assist in the maintenance of client confidential information. The following are the initial high level requirements to be used in conjunction with the attached CIV power-point presentation. - Allow CBO’s to create secured accounts in Portal/BCW o Setup by Organization o Setup specific Application assistors within the organization o Security to include all new Portal level of security. o Additional security fields – Agency address and phone numbers o Security questions to be agency related: tax id and funding source questions. - Allow CBO assistors to create and assist with Applications - Allow CBO assistors to create and assist with On-Line Periodic reports for all programs available in BCW - Allow CBO assistors to create and assist with On-Line Renewal process for all programs available in BCW - Allow CBO assistors/organization to view the disposition of the applications completed by CBO in


March 2014 4

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

summary not at specific application; - Coordinate the developed reports to be accessible by CBO organization. - Create a BCW/Portal Data Base of Forms to be available to assistors to print and allow them to assist in completion of the forms with the recipients. -Ability to view the number of programs and applications a CBO/Assistor has assisted with including the current disposition of the program (approved, Denied, or Pending0 for a date range enterer. -Ability to view the number of applications submitted by a CBO/Assistor by program, month, and by overall applications (all programs) -Ability to display all stated but not submitted application ID's (or other non PII search field) by CBO/Assistor to allow the CBO to continue the process with the applicant -Ability to continue applications started but not submitted (applications/Reports/Renewals) -Ability for CBO to delete applications started buy not submitted

6415 TLICP Cases with CEC Regulations

Based on Clarification from DHCS on how to handle TLICP cases with CEC and 5C/5D aid codes, CalWIN needs to make changes to apply these regulations. Required Functionality: 1) Can an individual who is in aid code H2 whose income increases to over 150% FPL can be moved to an H3? A) An individual aided as H2 has CEC until the next RV if the income increases to over 150 percent. 2) Can an individual who is in aid code H4 whose income increased to over 150% FPL can be moved to H5? A) An individual aided as H4 has CEC until the next RV if the income increases to over 150 percent. 3) Does an individual who is in aid code H3 or H5who’s income increased to over 250% FPL be moved to CEC? Which aid code (7J or do they remain in their current TLICP aid code (H3/H5)? A) An individual remains in H3/H5 when the family income increases to over 250 percent because at this time there is no aid code established to continue eligibility as is (CEC) to collect premiums. 4) If child is aided in 1 parents case under CEC then moves to another parent’s case now H3/H5 which aid do we give the child? A) The child continues under CEC until the prior case’s RV. At the end of that period, the county sends the ten-day notice informing the family of the child’s new eligibility as (H3/H5) for the appropriate date. 5) On Transition case with 5C or 5D aid code if data changes happen prior to ARE date and moving to premium aid code what is the expectation on this scenario.

County Request

March 2014 5

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

A) 5C child transitions and prior to AER has a Medi-Cal RV. The county determines the case to have family income over 150 percent FPL. The child with 5C receives 7J under the CEC program (primary screen) until the AER date. 5C remains on the special program (secondary screen) until the AER date. MEDS sends the county an alert for the upcoming redetermination. The county worker reviews the case and sets the premium aid code to take effect after AER. 5C terminates on secondary screen. 5D child transitions and prior to AER has a Medi-Cal RV. The county determines the case to have family income over 150 percent FPL. The child with 5D receives the new Medi-Cal premium aid code on the primary screen and 5D terminates on the secondary screen. Premium aid code provisions are better than or equal to the premium provisions for aid code 5D.

6501 Call Center Screen Pops

The California Healthcare Eligibility, Enrollment, and Retention System (CalHEERS) project, which must meet the January 2014 deadline as set forth in the Affordable Care Act, is establishing a Centralized Multi-Site Service Center (State Service Center) as an access channel for all applicants. The State Service Center will transfer consumers who are potentially MAGI Medi-Cal and non-MAGI Medi-Cal eligible to their County/Consortium as quickly and seamlessly as possible, after the minimal amount of inquiry and/or data collection. The CalHEERS Call Center Network project objective is to expand CalWIN capabilities to build a foundation for managing calls transferred from the State Service Center to a new CalWIN call routing system - Contact CalWIN and CalWIN counties. Due to the fast pace and hard dates for this project, the implementation will use the Fast Track Hybrid process. A phased release approach will be used. This change is to implement Iteration 2: Screen Pops for counties to view call tracking id and be able to transfer a call to another county.

Fast Track

6580 CalHEERS RRR Date Modification

Per the AB/SB 11 call on September 23, 2013, CWDA confirmed they are expecting the SAWS systems to have the flexibility for workers to reset renewal dates when making changes to cases starting 1/1/14. This will change the coding that was implemented with CR4901 with establishing the Medi-Cal RRR Due Date.


6644 ICT of Transitional

The purpose of this ACL 13-78 was to provide counties with additional clarification on the ICT process for CalFresh. In addition, the letter transmits the CF 215, CalFresh ICT Form, which is to be

Targeting R39

March 2014 6

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

CalFresh Background

included in all CalFresh ICTs. As described in ACL 11-22. New or Clarified Regulation

6655 Changes in Immunization and School Attendance Functionality

The California Department of Social Services revised the immunization and school attendance Notices M40-105C and the M40-105E which added language to specify the reasons for good cause and to explain what is needed for aid to be restored when a penalty has been imposed. Other changes to the existing NOA’s are listed below: M40-105C - The Immunization NOA added language to: • Specify which child is not current in their shot records or lacks proof of up-to-date immunizations • List possible good cause reasons • Explain why a penalty would apply • Tell clients how and when cash aid would be restored to the assistant unit M40-105E - The School Attendance NOA added language to: • Specify which child is not attending regularly or lacks proof of regular attendance • Specify the date the attendance rules were provided • List exemptions for children between the ages of six and 18 years of age • List possible good cause reasons for not attending school • Explain the penalty that would apply if a child in the home is not regularly attending school; and • Tell clients how they can correct a penalty and when cash aid would be restored CalWIN does not function in a way to allow for auto population of these new requirements. Manual variables are currently required prior to mailing the correspondence. If the variables are not completed, these NOAs will remain in the print queue and will not be sent in the daily batch CC print file CalWIN allows the user to make entries on the Collect Individual Immunization Detail window that is not age appropriate which will not only prevent accurate information from auto populating on a notice of action, but prevents CalWIN from taking appropriate action when the child is not immunized according to regulations.


March 2014 7

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

CalWIN does not function in a way to allow for auto population of these new requirements. 6660 AB191-

Medical Recipients CE to CalFresh

AB 191 requires the California Department of Social Services (CDSS), to the extent permitted by federal law, to design and implement a program of categorical eligibility (CE) for CalFresh, for any household that includes a member who receives, or is eligible to receive, assistance under the Medi-Cal program. AB 191 also requires the use of the maximum federal gross income limit (200 percent of the Federal Poverty Level [FPL]) allowable for conferring CE via a non-cash Temporary Assistance for Needy Families (TANF) funded service (see ACL No. 12-62). Therefore, those CalFresh applicant and recipient households with income at or below 200 percent of the FPL with a household member who receives (or is eligible to receive) Medi-Cal would also be categorically eligible for CalFresh providing the household meets all other CalFresh eligibility requirements other than the CalFresh resource limits. The implementation of AB 191 was communicated via ACL 13-108, which was issued on December 31, 2013. The effective date of the statute is January 1, 2014. CDSS has stated that if CWDs are not able to implement the provisions of the statute as of that date, impacted households must be tracked and provided benefits retroactive to January 1, 2014. In addition, households recertifying during this time shall not have their CE removed if their gross income is between 130 percent and at or below 200 percent and are receiving, or eligible to receive, Medi-Cal. The ACL states it applies to CF households that include ”a member who receives, or is eligible to receive” Medi-Cal. CDSS had been asked for clarification to ensure the individual must be receiving MC and a MC determination does not need to be made for everyone applying for CF (even if they are not applying for MC). CDSS confirmed they do need to actually be receiving Medi-Cal. Current Regulation and or Functionality: Categorical Eligibility currently applies to PACF households. Additionally, certain NACF households are granted Modified Categorical Eligibility (MCE). For MCE to exist a HH needs to be under 130% of the FPL level for non-elderly/disabled HH’s and 200% for elderly/disabled HH’s. Receipt of Medi-Cal currently has no impact on CalFresh eligibility. Proposed Regulation and/or Functionality: When a CF application is received, CalWIN will need to determine if a CalFresh household contains a member who is receiving Medi-Cal. If the HH contains a MC recipient, CalWIN must determine if the CalFresh households countable gross income is at or below 200% of the FPL. If these occur, CE will be granted and the HH will be eligible to the amount


March 2014 8

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

indicated on the table of benefit issuance. Prior to automation, a list will need to be provided monthly containing cases which have discontinued from CF, contain a MC recipient, and have income below 200% of the FPL. This will allow Counties to take manual action to provide benefits.

6746

SB1041-Post WTW 24 Mo Timeclock

SB1041 legislation for the WTW 24 month Timeclock includes Extender and post 24 month timeclock requirements. Starting January 1, 2015 is the first opportunity for a WTW participant to have completed their 24 months of the WTW 24 month timeclock (if they have months remaining on their CalWORKs 48 month timeclock) and must either be meeting the post 24 month timeclock work participation requirements, have been granted a WTW 24 month timeclock or no longer be eligible to CalWORKs. CalWIN currently will not stop the WTW 24 month clock at the end of the 24 months and does not have the required Post WTW 24 month Timeclock Functionality. CR6173 implemented the WTW 24 Month Timeclock. Per SB1041 the participant is only eligible to participant in WTW for 24 months. Beginning with month 25 the participant is only CalWORKs eligible if ‘Post 24 months Meeting work participation Requirements’ unless the participant is granted an extension by the County. Currently the WTW 24 month timeclock will continue to tick beyond the 24 month timeclock period. CalWIN does not currently retain the functionality to ‘extend’ the participants timeclock, calculate the Post WTW 24 month timeclock work participation requirements and will need to communicate the extender information to the TRAC system. ACL 14-09 lays the foundation for the SB1041 WTW 24 month timeclock extenders. CalWIN must have this functionality coded and implemented by December 31, 2014 as the first time a participant’s WTW 24 month timeclock could end is December, 2014. WCDS anticipates at least one additional ACL to further define CDSS policy instructions to meet the SB1041 legislation. WTW 24 month time period will end appropriately. Counties will be able to set the extenders. CalWIN will add the WDTIP/TRAC transactions for the timeclock extenders to the TRAC file; daily and monthly. CalWIN will automatically calculate the Post 24 month Meeting WPR criteria and end WTW registration; discontinuing CalWORKs when not meeting Post WTW 24 Month timeclock eligibility criteria. Add Post 24 month timeclock notices and statistical reporting as required by the forth coming ACL’s.


Release Non Application 6557 Expansion of Expansion of ECM storage space required for CalHEERS: Initial design of the Enterprise Content Release Non-

March 2014 9

RELEASE 39 SCOPE

Agenda Item 3.3.4

Change Request


High Prioritization

ECM storage Management system only included 10-15 terabytes of storage space, with the expectation to expand as required. With implementation of CalHEERS, the monthly CC generated is expected to increase from 3 million pieces per month to 5 million. Due to this drastic increase, storage space in the ECM will become critical fast. This CR has been opened to expand out the storage capacity of the Enterprise Content Management system to accommodate the amount of correspondence that will require storage with CalHEERS.

Application Vendor Request

6620 Contact CalWIN High Availability DR

Improve reliability and stability of Contact CalWIN both at the Project and County levels Release Non Application Fast Track

6638 Single sign-on cross-county login

This CR is the second phase of CR6535, cross-county login, to implement a long-term solution for county users to log in to other counties' databases. This CR should include a single sign-on solution, enhanced ability to define which county a user is in and other enhancements to simplify cross-county login.

Release Non Application County Request

6776 Release Level Support

This is to support release level activities. Vendor Request

6777 UAT Level Support

This is to support UAT activities. Vendor Request

March 2014 10

RELEASE 40 SCOPE

Agenda Item 3.3.5

Change Request Title Description Reason for High Prioritization

6815 Release Level Support This is to support release level activities. Vendor Request 6816 UAT Level Support This is to support UAT activities. Vendor Request

March 2014 1

Agenda Item 3.4 Separate Services Change Requests (as of 04/01/2014)

Release County ID Title Status

Estimated Project

Cost CR Open

Date

NEW San

Francisco 6453 SS - SFO - QTP for County

Training Case Creation Development 03/06/2014

NEW San Diego 6779 SS SDG Health Care App IN

AuthMed (SR459844) Separate Service

in progress 03/17/2014

NEW Alameda 6811 SS ALA CIS Replication

Training (SR465676) Analysis and

Design 03/27/2014

NEW San Diego 6812

SS SDG Infomatica Virtual Server Configuration Support (SR464870)

Analysis and Design 03/27/2014

Release County ID Title Status

Estimated Project

Cost CR Open

Date

TBD Sacramento 6108

SS SAC - ACCESS Language Aware Transfers

(SR401949)

Separate Service pending County

approval 05/11/2012

TBD Santa

Barbara 6182 SS SBR Auto Generate

OCC (SR409970) Ballpark in Progress 07/20/2012

TBD Alameda 6230

SS - ALA - EX/CF Unattended App Processing

(SR413927) Ballpark pending County approval 09/25/2012

37B San

Francisco 6267 SS - SFO - Retain 2-Party-Payee Setup (SR411519) Development $37,450 10/29/2012

TBD Orange 6295 SS -ORG Change 1/13 RRR

from Online to Batch

Separate Service pending County

approval 11/29/2012

TBD Sacramento 6349

SS - SAC MyBenefits CalWIN SS function

(SR423136) Withdrawn 02/05/2013

TBD Sacramento 6350 SS - SAC ACCESS CalWIN

Survey tool (SR423139) Withdrawn 02/05/2013

TBD San Mateo 6417 SS SMT Health Care Interface (OneEApp) Development $28,000 05/10/2013

TBD San

Francisco 6418 SS SFO Health Care Interface (OneEApp) Development $24,000 05/10/2013

TBD Alameda 6427 SS ALA Health Care Interface (OneEApp) Development $28,000 05/28/2013

TBD Contra Costa 6449 SS CCS Health Care Interface (#437175)

Separate Service in process 06/18/2013

TBD Placer 6499

SS PLA Kiosk Implementation Support

(SR442345) Development $9,878 08/02/2013

37 Alameda 6503 SS - ALA - Change GA to Semi-Annual Reporting Development $98,753 08/07/2013

Item 3.4 Separate Service Change Requests 2014-Apr.doc Pg 1

Agenda Item 3.4 Separate Services Change Requests (as of 04/01/2014)

TBD Fresno 6639

SS FRS Request to Delete Pending Applications

(449885) Separate Service

in Progress 11/20/2013

TBD Santa Clara 6642

SS SCL - Change from GA Loan to GA Grant

(SR448005) Ballpark pending County approval 11/22/2013

TBD San Diego 6661

SS SDG Update Periodic Report (receive date) for

CERMS (453492) Separate Service


TBD San

Francisco 6662 SS SFO CAAP COLA

(SR453622)

Separate Service Pending County

approval 12/13/2013

TBD Placer 6665 SS PLA Manage County

Medical Program In CalWIN Ballpark in Progress 12/18/2013

TBD Solano 6682 SS SOL GA COLA MAP

Increase (SR454398)


approval 01/06/2014

TBD San Diego 6682 SS SDG GA COLA MAP Increases (SR454460)


approval 01/06/2014

TBD Ventura 6692

SS VEN Add a batch AU exception to MC programs

(SR455662) Separate Service


TBD Orange 6697 SS ORG GA COLA MAP

Increase (SR454375)


approval 01/14/2014

TBD Contra Costa 6711 SS CCS CIS Training

(457811)


approval 01/28/2014

TBD Sacramento 6712 SS SAC Change GA Grant

Calculation (SR458140) Separate Service


TBD San Diego 6713 SS SDG GR Program

Changes Separate Service


TBD Fresno 6735 SS FRS HP to Host ODS

CIS Access (458753) Analysis &

Design 02/19/2014

TBD San Luis Obispo 6736

SS SLO Enable On Demand Recording on Interactive Call Center Application

Separate Service in Progress 02/19/2014

Monthly Contra Costa 6745 SS Contra Costa Avaya

Upgrade Separate Service


Item 3.4 Separate Service Change Requests 2014-Apr.doc Pg 2

Following are highlights from the Policy Board’s March 27, 2014 meeting for distribution to the WCDS Board of Directors, Committees and Workgroups.

CalHEERS Update WCDS presented the CalWIN Production and Test Progress Report – CalHEERS Project covering major events, response times, upcoming changes, production incidences, error reporting, and high priority Service Requests. This is a weekly report, updated every Tuesday afternoon, and is located on the CalWIN Web under the Status and Schedule folder within the CalHEERS Dashboard. The Counties are encouraged to review these reports for the latest information in regards to the CalHEERS Project. WCDS is participating in the weekly Program Policy Committee which consists of representatives from all Consortia, Partners and Agencies in California. The purpose of the Program Policy Committee is to discuss how CalHEERS decisions affect all involved parties.

County Call Center Network Update The County Call Center Network continues to meet their Service Level Agreement (SLA) by answering 99.7% of the calls within 13 seconds. This is well within the “80/30” SLA requirements (80% of the calls being answered within 30 seconds). As of March 26, 2014 the County Call Center Network had already received over 17,000 calls which is over 46% of all calls coming from the State Service Center.

In February 2014, the Board of Directors requested Contact CalWIN to provide an analytics tool to capture historical and real time data. WCDS and HP are in the process of developing a short-term, mid-term and long-term solution and will be sending out a Project Staffing Request (PSR) to the Counties for input in the forming of this tool.

CR6366 eNOAs Design Direction WCDS presented an update on the eNOAs process with a high level overview on how clients can receive their correspondence electronically. At this time the electronic notifications are only available for the CalWORKs, CalFresh and Medi-Cal programs. To receive electronic notifications clients must sign up for a My Benefits CalWIN portal account, connect that account to their case number and opt-in for electronic notifications. New applicants will be prompted for electronic notifications when applying through the portal. The clients can either sign up for electronic correspondence only or a combination of electronic correspondence along with a hard copy to be mailed to them. Outline forms will not be available for electronic delivery due to the client needing to complete the form and return it to the counties. This process is due for delivery in Release 37B scheduled for June, 2014.

HP Project Update HP presented FastPass, a new multi-service segment strategy to increase speed and through-put. WCDS, First Data and the Policy Board provided feedback on the presentation. More detailed information will be provided at a later date.

Policy Board Debrief – March 27, 2014

Agenda Item 3.5.1

Policy Board Debrief – March 27, 2014

Portfolio Management Board The Policy Board is comprised of the following County representatives:

County Policy Board Alameda Andrea Ford (interim) Contra Costa Eileen Villanueva Fresno Sanja K. Bugay (Kovacevic) Orange Brigette McLellan (Vice-Chair) Placer Susan Kimbley Sacramento Mary Sabillo San Diego Katherine Trinh San Francisco Steve Arcelona San Luis Obispo Ed Clerkin San Mateo Clarisa Simon Santa Barbara Ken Jensen, Psy.D. Santa Clara Victoria Tran Santa Cruz Emily Balli Solano Donna Greco Sonoma Kishore Jayaswal Tulare Francena Martinez (Chair) Ventura Melissa Livingston Yolo Nancy O’Hara

Page 2 of 2

Agenda Item 3.5.2

Policy Board Meeting Motions and Action Items - Draft

March 27, 2014

MOTIONS

ID Motion 1. Steve Arcelona/SFO motioned to approve the Meeting Minutes for February 27,

2014 as written. Ed Clerkin/SLO seconded. All in favor. Motion approved. (Agenda Item 3.1 – Consent Items – Closed Session)

2. Brigette McLellan/ORG acknowledged receipt of Consent Items 3.2 and 3.3. No official motion was made. (Agenda Item 3.2 & 3.3 – Consent Items – Closed Session)

3. Brigette McLellan/ORG acknowledged receipt of Consent Items 8.2 and 8.3. No official motion was made. (Agenda Item 8.2 & 8.3 – Consent Items – Open Session)

ACTION ITEMS

ID Open Date Description Assigned To Target

Date 359 3/27/14 WCDS to put together a meeting to collect

concerns in regards to CalHEERS, CalWIN, CWDA and DHCS. SFO, CCC, SAC, SCL, TUL, SMT have volunteered.

Lynn Bridwell/Hali Reyes

4/24/14

1

Welfare Client Data Systems Consortium

New Governance Committee Structure

Effective no later than June 2014

Revised 4/1/14

WCDS

Board of Directors

Operations & Policy Advisory Committee (OPAC)

· Makes recommendations that guide and direct WCDS oversight of

day-to-day product management and oversight of project teams

· Comprised of IT or Operational County staff (one rep from each

County) and two Directors; First Data, HP and WCDS reps shall

participate in meetings (and OPAC activities as needed)

· Co-Chaired by County reps based on nomination/election process

· Subset of OPAC to serve as the Steering Committee to handle

urgent matters between meetings to include OPAC Co-Chairs and

one rep each from large, medium and small counties

· Meet one-day a month in Folsom, with two meetings a year held in

Southern California

· BOD to annually review their County’s OPAC representative

selection

WCDS

Executive Director

HP Enterprise

Services, Inc.

First Data

Corporation

CSAC Staff

County SME Resources

The Folsom site would

engage County SMEs into

Project Teams as needed to

process change. The SME

selection process is yet to

be defined.

· Benefits Issuance/

Benefits Recovery

· CalFresh

· CalWORKs

· County Information

Server

· Client Correspondence

· Employment Services

· Fiscal/Stat Reporting

· Foster Care

· Interfaces

· Management Reporting

· Medi-Cal/CMSP

· Technical

PROJECT TEAMS

· Folsom Site Staff - WCDS, First Data and HP· County SMEs to be engaged as appropriate,

dependent on the needs of the change. See box(right) for list of SME resources. Refer to detailedorg chart for more information.

PENDING APPROVAL

Agenda Item 3.6.1

Welfare Client Data Systems Consortium

New Governance Committee Structure

Effective no later than June 2014

Revised 4/1/14

WCDS

Board of Directors

Operations & Policy Advisory Committee (OPAC)

· Makes recommendations that guide and direct WCDS oversight of

day-to-day product management and oversight of project teams

· Comprised of IT or Operational County staff (one rep from each

County) and two Directors; First Data, HP and WCDS reps shall

participate in meetings (and OPAC activities as needed)

· Co-Chaired by County reps based on nomination/election process

· Subset of OPAC to serve as the Steering Committee to handle

urgent matters between meetings to include OPAC Co-Chairs and

one rep each from large, medium and small counties

· Meet one-day a month in Folsom, with two meetings a year held in

Southern California

· BOD to annually review their County’s OPAC representative

selection

WCDS

Executive Director

HP Enterprise

Services, Inc.

First Data

Corporation

CSAC Staff

County SME Resources

The Folsom site would

engage County SMEs as

needed to process change;

refer to the Project Team

Examples to the left. The

SME selection process is

yet to be defined.

· Benefits Issuance/

Benefits Recovery

· CalFresh

· CalWORKs

· County Information

Server

· Client Correspondence

· Employment Services

· Fiscal/Stat Reporting

· Foster Care

· Interfaces

· Management Reporting

· Medi-Cal/CMSP

· Technical

Example 3

PROJECT TEAM

· WCDS· First Data· HP· Assigned County

SMEs; a small/select number ofCounty reps (forchanges requiringsome Countyparticipation)

Example 4

PROJECT TEAM

· WCDS· First Data· HP· Assigned County

SMEs; one rep fromeach county (forchanges requiringparticipation fromall counties)

Example 2

PROJECT TEAM

· WCDS· First Data· HP· Consult County

SMEs as needed

Example 1

PROJECT TEAM

· WCDS· First Data· HP(For changes that do not require County participation)

Project Teams drive change.

The composition of Project

Teams could vary, dependent

on the needs of the change.

Examples are provided below.

Pending Approval(Detailed Version)

Agenda Item 3.6.2

WCDS Board of Directors Decision/Discussion Document #11 - Updated

Meeting Date: Friday, April 11, 2014 Subject: Meeting Structure and Material Presenter: Jerry Dunn and Hali Reyes

Decision(s) Needed

1. Review and approve recommendation of meeting material, agenda structure meeting duration. 2. Review and approve the recommendation for the distribution of informational materials. 3. Review and approve the recommendation for strategic planning.

Supportive Information

With the governance framework underway, the Board meetings will be restructured to support the changes. In the past, the Board packet of material had been focused primarily on informational-only items. Now that the Board is assuming a greater responsibility for actionable items, the Board material must provide the structure that supports quickly moving through recommendations and decisions. New tools, processes and documentation will be developed to manage and track these decisions.

Options and/or Recommendations

1. Recommendation: a. To remove all information only items from the Board of Directors Meeting material. b. Revise the agenda to move all items to open session, unless they are matters of

personnel or procurement which will be discussed in closed session. c. Assign a separate closed session telephone number. d. Taylor the meeting duration to accommodate transition to the new governance. e. Post the agenda and open session supporting documents to the CalWIN website. f. Revisit the meeting content and duration after 6-months.

2. Recommendation: a. To e-mail informational material monthly with an Executive Summary cover sheet to the

Board. b. Provide a contact member for each item to answer additional questions. c. Board members may request additions to the next Board agenda for discussion. d. Provide the same information on the CalWIN Website.

3. Recommendation: a. Conduct an initial strategic planning session at an extended May meeting. b. Commission Kouji Nakata’s services to facilitate the Strategic Planning Session. c. Plan a second session for later this calendar year with OPAC and HP to review the

strategic plan and develop the plan to operationalize the strategic items.

Agenda Item 5.1.1

WCDS Board of Directors

Board Document #12 Meeting Date: Friday, April 11, 2014 Subject: Board of Directors’ Chairmanship Presenter: Jerry Dunn

Decision(s) Needed

Determine Chairmanship for FY2014-2015. (Open Nominations process)


With the new fiscal year approaching, WCDS’ Chairmanship needs to be determined. Below is an excerpt from the Board’s bylaws relating to the election process:

B. Election and Term of WCDS Board Chair and Vice-Chair The WCDS Board Chair will be the prior year’s Vice-Chair and will serve for a period of twelve months, beginning July 1. The Vice-Chair shall be elected by the WCDS Board annually in May for a twelve (12)-month term beginning on July 1.

Results or Decisions Made

TBD

Agenda Item 5.1.2

WCDS Board of Directors

Board Document #13 Meeting Date: Friday, April 11, 2014 Subject: Completed Separate Services Presenter: Jerry Dunn

Decision(s) Needed

None


As requested at the March 14, 2014 Board meeting, attached is a list of Separate Services that have been completed and put into CalWIN production for Counties’ use. The list includes completed Separate Services dating back to 2004. This is being provided to Directors for informational purposes.

Results or Decisions Made

None

Agenda Item 5.5.1

WCDS Separate Services put into production since 2004 Agenda Item 5.5.2

ID Owner CR# Title CR Open Date

1 Alameda 2633 SS ALA VRU Access to CalWIN 6/7/2004

2 Alameda 4863 SS AT Alameda - Mass Mailing of GA Aid Continuation Notice (SR166207) 6/25/2008

3 Alameda 5056 SS Alameda - ES Program Clean-up (SR107933) 2/3/2009

4 Alameda 5059 SS Alameda - TRAIN access for testing and development of VRU system 2/3/2009

5 Alameda 5226 AT SS Alameda Mass Mailing - CC MC RRR (SR222893) 8/25/2009

6 Alameda 5244 AT SS Alameda - Mass mailing 'HVAP Notice' (SR227140) 9/29/2009

7 Alameda 5245 AT SS Alameda - GA COLA (SR227531) 9/29/2009

8 Alameda 5270 SS Alameda - 40-94 Mass Mailing (SR233095) 11/19/2009

9 Alameda 5285 SS Alameda - Mass Mailing of 90-1: Invitation to GA Employment Services (SR236438)

12/28/2009

10 Alameda 5324 SS Alameda - Mass Mailing GA Time Limits Notification (SR242140) 2/24/2010

11 Alameda 5374 SS Alameda - General Assistance (GA) Program Re-design (SR251486) 5/24/2010

12 Alameda 5520 SS Alameda - Mass Mailing EBT Notice (TEMP 2245) (SR268866) 11/22/2010

13 Alameda 5696 SS Alameda - SSN Matching for Health Care Coverage Initiative (SR286732) 5/18/2011

14 Alameda 5972 SS ALA Split case load by program (SR298669) 12/27/2011

15 Alameda 6400 SS ALA Kiosk Implementation Support (SR432165) 4/22/2013

16 Contra Costa 4804 SS Contra Costa - Inactivate Providers Request (SR139724) 4/24/2008

17 Contra Costa 5036 SS - Contra Costa Child Support Seed File (SR197052) 1/16/2009

18 Contra Costa 5141 SS - Contra Costa Process Addendum Grant History File (SR197296) 5/5/2009

19 Contra Costa 5238 AT SS Contra Costa - CC Clean-up (SR221907) 9/9/2009

20 Contra Costa 5243 SS CCS Decommission (SR226968) 9/23/2009

21 Contra Costa 5313 SS - Contra Costa Create Conversion Month Aug-05 CalWORKs Time Clocks (SR85417)

2/12/2010

2-Apr-14



2-Apr-14

22 Contra Costa 5759 SS Contra Costa - SSN Matching for Health Care Coverage Initiative (SR290129) 6/29/2011

23 Contra Costa 6114 SS CCS - SQL to add two Area Codes (SR406849) 5/21/2012

24 Fresno 4943 AT - SS Fresno County EBT Cash Project 10/17/2008

25 Fresno 5068 SS Fresno - SQL for Wraparound Cases (SR190775) 2/12/2009

26 Fresno 5212 SS FRS Server Decom (SR218756) 8/6/2009

27 Fresno 5276 SS - FRS Server Decommission (SR232848) 12/1/2009

28 Fresno 5357 AT SS Fresno - One-time payment via NSDI for clothing & classroom supplies (SR248423)

4/26/2010

29 Fresno 5694 SS - FRS GA Grant Reduction (SR287069) 5/18/2011

30 Fresno 5709 SS - FRS Server Decommission (SR287713) 5/26/2011

31 Fresno 5823 SS FRS Server Decommission (SR293654) 8/24/2011

32 Orange 4980 SS ORG Server Move & Decoms 12/2/2008

33 Orange 5169 SS Orange County Server Move (SR215265) 6/10/2009

34 Orange 5290 SS - ORG Server Decommission (SR237539) 1/12/2010

35 Orange 5380 SS - ORG Server Decommission (SR250832) 5/26/2010

36 Orange 5458 SS Orange - Court Order SQL (SR259458) 8/19/2010

37 Orange 5773 SS ORG Health Care Application Interface ACD (SR290637) 7/18/2011

38 Orange 6165 SS ORG Change GR Program Reporting from Monthly to Quarterly (SR408617) 6/18/2012

39 Placer 4861 SS Placer - EBT Cash and New Bank Testing Support 6/20/2008

40 Placer 4893 SS AT Placer - CalWIN Print Queue Clean-up (SR167935) 8/1/2008

41 Placer 5265 SS PLA SMART CRNA Technical Assistance Request (SR232275) 11/12/2009



2-Apr-14

42 Placer 5282 SS - PLA Server Move (SR234225) 12/17/2009

43 Placer 5342 SS - PLA Server Move (SR243366) 3/16/2010

44 Placer 5366 SS Placer - XML Interface for New Document Imaging Solution (SR250225) 5/13/2010

45 Placer 5839 SS - PLA Data Center Move (SR294835) 9/1/2011

46 Placer 6084 SS PLA - Move CalWIN Servers (SR403852) 4/19/2012

47 Sacramento 4959 SS SAC Server Move 11/3/2008

48 Sacramento 4991 SS - Sacramento - Business Objects Enterprise Licenses 12/5/2008

49 Sacramento 5051 SS Sacramento - MEDS Alerts Purge (SR243983) 1/29/2009

50 Sacramento 5079 SS - Sacramento SQL for Caseload Assignment (SR186318) 2/27/2009

51 Sacramento 5122 SS SAC Server Move 4/9/2009

52 Sacramento 5179 SS Sacramento GA Grant Reduction (SR216378) 6/19/2009

53 Sacramento 5209 SS SAC Server Decom (SR220493) 7/31/2009

54 Sacramento 5258 SS - SAC Server Decommission (SR229807) 10/28/2009





59 Sacramento 5419 SS Sacramento - Release QR7 Holds on Selected Caseloads (SR254036) 6/22/2010

60 Sacramento 5448 AT SS SAC - QMB/SLMB/QI-1 RRR extension (SR258402) 8/5/2010

61 Sacramento 5548 SS Sacramento - delete confidential data inadvertently entered through Benefits CW (SR272835)

1/4/2011

62 Sacramento 5581 SS Sacramento - Assistance to implement collections system interface (SR274970)

1/19/2011



2-Apr-14

63 Sacramento 5633 SS Sacramento - Add Russian to ACCESS CalWIN (SR280614) 3/15/2011

64 Sacramento 5657 SS-SAC GA Grant reduction (SR284582) 4/22/2011


66 Sacramento 6103 SS SAC - Addt'l load of LIHP cases for conversion (SR406067) 5/4/2012

67 Sacramento 6318 SS SAC 834 Termination Transactions (SR421407) 1/8/2013

68 Sacramento 6342 SS SAC Redundant Gateway 1/31/2013

69 Sacramento 6544 SS - SAC - QTP for County Training Case Creation 9/6/2013

70 San Diego 4951 SS - San Diego XML Interface - Imaging (SR163028) 10/28/2008

71 San Diego 5133 SS San Diego - Client Inquiry VRU 4/25/2009

72 San Diego 5152 SS SDG Server Move (SR212534) 5/20/2009

73 San Diego 5194 SS San Diego - SQL to close AAP (SR164788) 7/13/2009

74 San Diego 5213 AT - SS San Diego CC Clean-up in CalWIN (SR209095) 8/7/2009

75 San Diego 5287 AT SS San Diego - Shutting down Child Care Separate Service (SR236965) Option 3

1/4/2010

76 San Diego 5377 SS San Diego - IVR Enhancement: Auto-fill Balderas Case Comments 5/26/2010

77 San Diego 5378 SS San Diego - IVR Enhancement: Phone Number Change 5/26/2010

78 San Diego 5385 SS - SDG Server Decommission (SR250853) 5/28/2010

79 San Diego 5386 SS - SDG Server Decommission (SR250860) 5/28/2010

80 San Diego 5428 AT SS San Diego - QMB/SLMB/QI-1 RRR extension (SR255500) 7/7/2010

81 San Diego 5431 SS SDG - Modification of MRA130E Extract and Corresponding Management Reports

7/12/2010

82 San Diego 5531 SS - SDG Unable to run EDBC on old cases. 12/10/2010



2-Apr-14

83 San Diego 5549 SS - SDG send MEDS Alert Dat files 1/5/2011

84 San Diego 5744 SS - SDG - Server Decommission (SR288531) 6/15/2011

85 San Diego 5754 SS San Diego SSN Matching for Health Care Coverage Initiative (SR289651) 6/23/2011

86 San Diego 5883 SS - SDG - Save Telephonic Signatures in BCW (SR295367) 9/28/2011

87 San Diego 5931 SS - SDG - Delete CC from Print Queue (SR298386) 11/8/2011

88 San Diego 5989 SS - SDG - Cancel Pending Applications (SR300845) 1/9/2012

89 San Diego 6181 SS SDG CIS FTP Line Capacity Upgrade (410219) 7/20/2012

90 San Diego 6188 SS - SDG Activate the Restaurant Meals Program (RMP) in CALWIN (SR410439) 7/26/2012

91 San Diego 6340 SS SDG CIS Training (SR424276) 1/30/2013

92 San Diego 6389 AT SS SDG Document Imaging Service 3/27/2013

93 San Diego 6475 AT SS SDG Activate and Deactivate Cases for RMP (SR438006) 7/10/2013

94 San Francisco 5097 SS San Francisco - Alerts Purge in CalWIN (SR202118) 3/16/2009

95 San Francisco 5114 SS San Francisco - CIS Training 3/31/2009

96 San Francisco 5250 SS San Francisco - Furnish a Select CC Data set for Records In CalWIN Print Queue (SR228440)

10/9/2009

97 San Francisco 5453 SS- SFO Server Decommission (SR254945) 8/10/2010

98 San Francisco 5462 SS San Francisco - SSN Matching for Health Care Coverage Initiative 8/24/2010

99 San Francisco 5468 SS San Francisco - AIMS Interface 9/1/2010

100 San Francisco 6028 SS - SFO - Delete Old CC From Print Queue (SR301237) 2/23/2012

101 San Francisco 6152 SS SFO Alerts Purge for CalWORKs Program (SR407606) 6/11/2012



2-Apr-14

102 San Luis Obispo 6438 SS SLO Call Center Network (CaaS Small Center) 6/10/2013

103 San Mateo 5178 SS SMT Decommission and Move Server (SR214752) 6/18/2009

104 San Mateo 5319 SS - SMT Server Decommission (SR241480) 2/22/2010

105 San Mateo 5740 SS - SMT - SSN Matching for Health Care Coverage Initiative (SR288682) 6/10/2011

106 San Mateo 5742 SS - SMT Server Decommission (SR288102) 6/14/2011

107 San Mateo 5956 SS - SMT - CC Print Queue Clean Up (SR299705) 12/7/2011

108 Santa Barbara 4912 SS AT Santa Barbara - CalWIN Print Queue & Alerts Clean-up 8/28/2008

109 Santa Barbara 5391 SS - SBR Server Decommission (SR251758) 6/7/2010

110 Santa Clara 4786 SS Santa Clara - UAT Testing for new Bank 4/8/2008

111 Santa Clara 5539 SS Santa Clara - Point current ACCESS IVR gateway to Cisco (SR272170) 12/17/2010

112 Santa Clara 5647 SS Santa Clara - Migration to Cisco Phase 2 (SR282642) 4/7/2011

113 Santa Clara 5970 SS - SCL - Server Moves (SR300497) 12/20/2011

114 Santa Clara 6545 SS - SCL - QTP for County Training Case Creation 9/6/2013

115 Santa Cruz 5686 SS - SCZ GA Grant Reduction (SR286510) 5/11/2011

116 Santa Cruz 5775 SS - SCZ - Change Foster Care Issuance Date (SR289683) 7/19/2011

117 Santa Cruz 6420 SS SCZ Health Care Interface (OneEApp) 5/15/2013

118 Sonoma 4894 SS AT Sonoma - Update providers roll-up warrant field (SR161445) 8/5/2008

119 Sonoma 4955 SS - Sonoma CAPI program added in error (SR183280) 10/30/2008

120 Sonoma 5338 Release Level Support - 23B - Fixed Cost 3/15/2010



2-Apr-14

121 Tulare 5160 SS Tulare County Server Move (SR209012) 5/27/2009

122 Tulare 5166 SS Tulare County Server Move (SR209014) 6/4/2009

123 Tulare 5981 SS - TUL Perform Supervisory Review SQL request (SR300324) 12/29/2011

124 Tulare 5982 SS - TUL Standardize Transaction Sampling Profiles (SR300347) 12/29/2011

125 Tulare 5983 SS - TUL Perform Supervisory Authorization Status field SQL request (SR300330) 12/29/2011

126 Tulare 6247 SS TUL 834 Enrollment File FTP to TUL server 10/11/2012

127 Ventura 5251 SS VEN Decommission (SR227662) 10/14/2009

128 Yolo 5656 SS Yolo - Add Russian to Benefits CalWIN (SR285239) 4/22/2011

129 Yolo 5924 SS - YOL - New CMSP participant (SR298117) 11/3/2011

WELFARE CLIENT DATA SYSTEMS BOARD OF ... Agenda Package 2014-0411 POST.pdfMEETING AGENDA (Revised)...

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Transcript of WELFARE CLIENT DATA SYSTEMS BOARD OF ... Agenda Package 2014-0411 POST.pdfMEETING AGENDA (Revised)...