Open Session - calwin.org · WELFARE CLIENT DATA SYSTEMS . BOARD OF DIRECTORS M EETING AGENDA PACKAGE . Friday, November 9, 2018. 12:00 P.M. – 2:00 P.M. Library Galleria. East Room

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, November 9, 2018

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street Sacramento, California 95814

Open Session

AGENDA

1

Welfare Client Data Systems - Board of Directors’ Meeting

Date: Friday, November 9, 2018

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: Open Session: (888) 330-1716; Access Code: 42206816

Attendees: County Directors and/or Delegates CWDA – Christiana Smith Alameda, Lori Cox Alameda, Carlos Sanchez DHCS Contra Costa, Kathy Gallagher Yingjia Huang Fresno, Delfino Neira Sandy Williams Fresno, Angie Flores Orange, Debra Baetz DXC Technology Placer, Mandy Sharp Mike Cox Sacramento, Ann Edwards Chris Van Vlack San Diego, Rick Wanne San Francisco, Trent Rhorer Infosys San Luis Obispo, Devin Drake Ajeet Mohanty San Luis Obispo, Amber Weyand San Mateo, Deanna Abrahamian OPAC Co-Chairs San Mateo, Nicole Pollack Chris Cothard, San Luis Obispo San Mateo, Mike Wentworth Brian Clark, Orange County Santa Barbara, Daniel Nielson Santa Clara, Robert Menicocci OSI Santa Clara, Umesh Pol (Co-Chair) Kristine Dudley Santa Cruz, Ellen Timberlake Solano, Angela Shing WCDS Staff Sonoma, Karen Fies Diane Alexander Tulare, Juliet Webb Henry Arcangel Tulare, Francena Martinez Lynn Bridwell Tulare, Danny Rockholt Stacey Drohan Ventura, Barry Zimmerman (Co-Chair) Holly Murphy Yolo, Nolan Sullivan Jo Anne Osborn Rodain Soto CalACES

John Boule

Tom Hartman Hayward Gee

CDSS Todd Bland Raquel Givon

AGENDA WCDS Board of Directors’ Meeting

November 9, 2018

2

OPEN SESSION 12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman) 12:03 3. Meeting Minutes Approval (Barry Zimmerman)

3.1 Board of Directors’ Draft Meeting Minutes, 9/14/2018 – Attachment 3.1

12:05 4. OSI Updates (Kris Dudley) 12:15 5. CWDA Updates (Christiana Smith)

6. Approval / Decision / Action Item(s) - None

12:25 7. Discussion Item(s) 7.1 CalACES JPA Strategic Conference (All) 7.1.1 CalSAWS JPA Agreement and Bylaws – Attachment 7.1.1 7.1.2 DRAFT CalSAWS Roadmap – Attachment 7.1.2

7.2 State Auditor Medi-Cal Audit Report (Diane Alexander) 12:35 8. CalWIN Reporting Executive Steering Committee Meeting Update (Rodain Soto) 12:45 9. DXC Technology Updates (Chris Van Vlack) 12:50 10. Informational Item(s)

10.1 CalSAWS Stakeholder Engagement Meeting November 2, 2018 (Diane Alexander) 10.2 Accenture/DXC Data Conversion Discussions (Diane Alexander, Chris Van Vlack) 10.3 Strategic Updates – Attachment 10.3 (Rodain Soto) 10.4 Portfolio Updates – Attachments 10.4 (Lynn Bridwell) 10.5 Financial Updates – Attachment 10.5 (Holly Murphy)

1:05 11. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION

12. Infosys QA Update (Ajeet Mohanty) – Refer to Attachment 15.1 Executive Summary. No verbal update

will be provided this month. 1:05 13. Discussion

13.1 DXC Contract Extension – Attachment 13.1 (Diane Alexander, Chris Van Vlack)


November 9, 2018

3

13.2 CSAC Contract Extension (Diane Alexander, Holly Murphy) 13.3 CalSAWS Planning

13.3.1 CalSAWS Leadership Update (Barry Zimmerman, Ann Edwards) 13.3.2 CalSAWS Staff Acquisition – Attachment 13.3.2 (Diane Alexander) 13.3.3 Webinar/Ancillary Systems – Attachment 13.3.3 (Henry Arcangel) 13.3.4 CalSAWS IAPD and County Share of Cost – Attachment 13.3.4 (Holly Murphy)

13.4 CalWIN Strategic Planning Meeting – Attachment 13.4 (Diane Alexander) 14. Approval / Decision / Action Item(s) - None 1:45 15. Informational Item(s) 15.1 WCDS Updates – Attachment 15.1 (Diane Alexander) 2:00 16. Closed Session Adjournment and Next Meetings (Barry Zimmerman)

16.1 Board & Other Meetings Schedule • Board of Directors Meeting, 1/11/2019, Library Galleria, East Room • WCDS Strategic Planning Meeting, 1/25/2019, San Diego

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 2018 are as follows: January 12, February 9, March 9, April 13, May 11, June 15, August 10, September 14 and November 9; 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. Open Session materials that are not posted are available for public inspection between 9:00 A.M. and 5:00 P.M., Monday through Friday, at 620 Roseville Parkway, Roseville, CA 95747. 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 620 Roseville Parkway, Roseville, CA 95747, 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) 846-7550 as soon as possible to ensure arrangements for accommodation. 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.

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


November 9, 2018

4

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 Co-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 Co-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.

MEETING MINUTES

1

Welfare Client Data Systems - Board of Directors’ Meeting

Date: Friday, September 14, 2018

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: Open Session: (888) 330-1716; Access Code: 42206816

Attendees: County Directors and/or Delegates CWDA – Christiana Smith X Alameda, Lori Cox Alameda, Carlos Sanchez DHCS Contra Costa, Kathy Gallagher X Yingjia Huang Fresno, Delfino Neira X Sandy Williams Fresno, Angie Flores X Orange, Debra Baetz X DXC Technology Placer, Mandy Sharp X Mike Cox X Sacramento, Ann Edwards X Chris Van Vlack X San Diego, Rick Wanne X San Francisco, Trent Rhorer Infosys San Luis Obispo, Devin Drake X Ajeet Mohanty San Luis Obispo, Amber Weyand San Mateo, Deanna Abrahamian OPAC Co-Chairs San Mateo, Nicole Pollack Chris Cothard, San Luis Obispo T San Mateo, Mike Wentworth X Mary Sabillo, Sacramento X Santa Barbara, Daniel Nielson T Santa Clara, Robert Menicocci OSI Santa Clara, Umesh Pol (Co-Chair) X Kristine Dudley X Santa Cruz, Ellen Timberlake X Solano, Angela Shing T WCDS Staff Sonoma, Karen Fies X Diane Alexander X Tulare, Juliet Webb T Henry Arcangel X Tulare, Francena Martinez Lynn Bridwell X Tulare, Danny Rockholt T Stacey Drohan X Ventura, Barry Zimmerman (Co-Chair) X Holly Murphy X Yolo, Nolan Sullivan X Jo Anne Osborn X Rodain Soto X CalACES – John Boule C-IV – Tom Hartman LRS – Hayward Gee CDSS Todd Bland X Raquel Givon X

Agenda Item 3.1

MEETING MINUTES WCDS Board of Directors’ Meeting

September 14, 2018

2

OPEN SESSION 12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Umesh Pol) The meeting was called to order at 12:05pm; introductions followed. 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Umesh Pol) No revisions / additions / changes to the agenda. 12:03 3. Meeting Minutes Approval (Umesh Pol)

3.1 Board of Directors’ Draft Meeting Minutes, 8/10/2018 – Attachment 3.1 Motion: Delfino Neira/FRS motioned to approve the Board of Directors’ meeting minutes of 8/10/2018 as written. Mike Wentworth/SMT seconded. All in favor. Motion carried.

12:05 4. OSI Updates (Kris Dudley) CalSAWS Planning – The IAPD budget request will be provided to OSI next Friday 9/21, with submission to feds on 11/1. SAWS Executive Steering Committee Meeting – External vendors/partners are wanting to know more about CalSAWS planning efforts and McKinsey’s deliverables. OSI is consulting with attorneys to determine parameters and strategy for sharing sensitive information. SAWS Governance Principles, Data Management and Data Access for State Partners – The Technical Workgroup and Data Management Board were formed to support this work. The Technical Workgroup met to discuss log-ins, etc. The first meeting for the Data Management Board is being scheduled. County Level APDs – CDSS seeks more insight into the County APD process. It’s a topic at Fiscal Committee meetings. OSI and CDSS are working together to align processes, templates, etc. Per CWDA, there is agreement to have standard/official communication protocols. Stakeholder Engagement Meeting 9/12/18 and Process – The meeting went well. Ann Edwards attended. The meeting establishes stakeholder engagement processes for CalSAWS and will be held quarterly; this first meeting brought advocates up to speed since the first of the year and vision for CalSAWS. Advocates focused on client-facing functionality; they have interest in other processes as well. There will be opportunity and process for participating in policy changes, etc. Need to determine how vendors will/can participate in meetings going forward. Need ground rules. CDSS will manage vendor input / feedback. At CalACES Retreat in November, there will be a forum to meet with Advocates. The third meeting will be held in January 2019.

12:15 5. CWDA Updates (Christiana Smith)

Automation Updates: CARES will have its initial functionally launch soon. The timeline for individual counties was shared at yesterday’s IT meeting. ACMS (Appeals Case Management System) is launching.


September 14, 2018

3

Handout distributed titled “Key Upcoming SAWS Initiatives, Policy Changes, & Related Projects.” Items are added / revised as events evolve.

12:25 6. Approval / Decision / Action Item(s) - None

7. Discussion Item(s) 7.1 WCDS Strategic Planning Meeting (Umesh Pol)

• Poll Date(s) - Late January 2019 • Region / Location • Confirm Attendees

At a previous meeting, Directors agreed to hold the meeting in late January 2019. WCDS can poll Directors for a preferred date.

Potential topics at the meeting include:

• How do we move forward with CalSAWS • How do we maintain our current system • Organizational operations / transitioning • JPA

Potential attendees, in addition to Directors and key WCDS Staff, include CalACES, OPAC Reps, CWDA, State partners, General Counsel(s). Action Item: Counties with the ability to host the 2019 Strategic Planning Meeting will contact Stacey Drohan/WCDS by Friday, 9/21. San Diego volunteered to host, recommends one full meeting day (as opposed to two days), and to include OPAC representatives. Orange volunteered to host as well. Easy airport access is requested/needed.

12:35 8. CalWIN Reporting Executive Steering Committee Meeting Update – Attachment 8 (Rodain Soto)

Slide 1 - Business Intelligence Monitoring and Metrics Update: The Committee has been working on identifying areas to increase maturity and stability in the system. Progress has been made in some areas; a couple areas experienced recent hiccups. RCAs are being reviewed and tracked on a continuing basis. Slide 2 - CalWIN Management Reporting to Business Intelligence Transition Timeline: Chart reviewed. This provides a baseline analysis to guide us to where we want to go.

12:45 9. DXC Technology Updates (Chris Van Vlack) Oracle Upgrade to 12c Project: Nine counties were upgraded over the Labor Day weekend. Some slow transactions were experienced and mitigated by the next day. Six counties were updated this past weekend; the three remaining counties will be upgraded this coming weekend.


September 14, 2018

4

Client Correspondence: There was a Client Correspondence issue over the last couple of weeks. • Issue – An issue occurred on 8/24 when a standard CC maintenance SQL implemented did not

complete successfully resulting is select CC generating missing / blank data. • Resolution – On 8/28, DXC reran the SQL successfully. To correct the incomplete CC sent on 8/27

and 8/28, DXC ran a different SQL on 9/5 and resent correct versions. Counties initially did not have access to the incorrect CC sent; to address that issue, DXC added case comments (per Counties’ vote). If a county needs a specific correspondence, Counties can submit a SR for DXC to retrieve the information from ECM and attach to the SR. Numerous bridge calls were held with counties on this matter.

• Next steps – DXC to complete a RCA.

12:50 10. Informational Item(s)

10.1 CalSAWS Stakeholder Engagement Meeting September 12, 2018 (Diane Alexander) No added discussion.

10.2 Accenture/DXC Data Conversion Discussions (Diane Alexander) The IAPD is due 9/21, to include DD&I costs for Accenture’s work to code the 960 requirements into the CalSAWS system. The conversion component will be done by both Accenture and DXC; they are discussing the conversion approach strategy and developing a side-by-side comparison outlining each firm’s responsibilities. Discussions are going well. Cost estimates may be a little behind. Dawn Wilder has joined DXC to assist. John Boule and Diane Alexander will be meeting with Accenture and DXC within the next couple of weeks. 10.3 Strategic Updates – Attachment 10.3 (Rodain Soto) See attached documents. Of note, two major DHCS Reporting projects for BI (Renewals Master Report and CMS Performance Indicators) are scheduled for delivery in May 2019 (R57).

10.4 Portfolio Updates – Attachment 10.4 (Lynn Bridwell) See attached documents.

• Counties are in UAT this week. • Guiding principles are being applied when looking at “Proposals in flight” in preparation for

migration. • There is a trend on County Directs, with focus on GA/GR (routine updates, notices, etc.; not a lot

of expansion).

Comment: Developing criteria for determining shared services (built one-time and plug-in) projects vs. regular release projects (built three times for each Consortium) should be discussed at the WCDS SPM. 10.5 Financial Updates – Attachment 10.5 (Holly Murphy) See attached for FY2018-19 Budget Summary, CSAC Status, Change Budget & Credit Status.


September 14, 2018

5

10.6 CalACES 2018 Conference October 31 – November 2 (Diane Alexander) Registration is due by 9/21; many WCDS Directors have already registered. Deputy Directors are invited as well.

1:05 11. Open Session Adjournment by Co-Chair (Umesh Pol) CLOSED SESSION

12. Infosys QA Update (Ajeet Mohanty) – Refer to Attachment 15.1 Executive Summary. No verbal update

will be provided this month.

No action. 1:05 13. Discussion

13.1 CalSAWS Planning 13.1.1 CalSAWS Leadership Update (Barry Zimmerman and Ann Edwards) No action. 13.1.2 CalWIN and CalSAWS Deliverables Update (Diane Alexander) Action Item: Diane Alexander to:

• Discuss webinars / white papers at the CalSAWS Leadership meeting on 9/21 • Circle with John Boule about the white papers and their status / who is doing them • Get guidance from CalSAWS Leadership on 9/21 when white papers are shared with full

Board (with context and sequencing) and understand next steps.

13.2 Shared Services MOU Update (Diane Alexander) No action.

13.3 DXC Contract Extension (Umesh Pol)

14. Approval / Decision / Action Item(s) - None 1:45 15. Informational Item(s) 15.1 WCDS Updates – Attachment 15.1 (Diane Alexander) 2:00 16. Closed Session Adjournment and Next Meetings (Umesh Pol)

16.1 Board & Other Meetings Schedule • Board of Directors Meeting, 11/9/2018, Library Galleria, East Room • Board of Directors Meeting, 1/11/2019, Library Galleria, East Room


September 14, 2018

6

The meeting was adjourned at 2:05pm.

ACTION ITEMS

ID

Open Date Description of Action Item

Assigned to

Due

Closed Date

86 7/13/2018

Add Business Change Evaluation to the next CalSAWS Leadership meeting (Friday 7/20).

Barry Zimmerman/VEN

7/20/2018 9/14/2018

89 7/13/2018

Add analysis of business process - change, cost impacts, staffing, etc. - to the CalSAWS Leadership agenda. (Ties in with Action Item 86)

Barry Zimmerman/VEN

7/20/2018 9/14/2018

90 7/13/2018

Coordinate the CalWIN retreat for late January 2019.

WCDS Staff August 2018 9/14/2018 In process

93 8/10/2018 Conduct e-vote with Directors to re-approve a line item adjustment of $1.6M from County Support Staff to Consortium Project Staff to align to the June 2014 IAPDU (per notification from OSI), with responses due in one week. • Email sent 8/17/18; all 18 counties voted

to approve.

Stacey Drohan 8/17/2018 9/14/2018

94 9/14/2018 Action Item: Diane Alexander to: • Discuss webinars / white papers at the

CalSAWS Leadership meeting on 9/21 • Circle with John Boule about the white papers

and their status / who is doing them • Get guidance from CalSAWS Leadership on

9/21 when white papers are shared with full Board (with context and sequencing) and understand next steps.

Diane Alexander ASAP

CalSAWS

Draft governance documents were disseminated to conference attendees on October 31

Next Steps: • Draft communication to send to County Welfare Directors and

designated counsel with question/comment process, response timeframes and webinar schedule

• Jeff Mitchell and John Boule presenting JPA Governance information to California Health and Welfare Attorney’s Conference in Sacramento on November 15. Rick Heyer, Sacramento County Counsel, coordinated the effort.

• Conduct webinars: late November – December

• CalACES General Membership Meeting and WCDS Annual Retreat in January to authorize distribution and approval of final JPA documents to County BOS and Counsels

• BOS Approvals: late January – May 2019

CalSAWS Governance Documents: Update Agenda Item 7.1.1

DRAFT CalSAWS Roadmap

1

Agenda Item 7.1.2

Strategic Engagement, Tracking, & Integration Strategic Goals Overall

November 09, 2018

Strategic Goal Highlights:• Foster Care Fiscal report (CA237 FC) delivered through BI platform.• BI Publisher Role (PPM 48119) delivered and ready for county usage. This

provides a Super User “lite” security role.• Business Intelligence MR Retirement PAT communicated initial list of retirement

candidates (209 reports) and counties confirmed retirement for the reports.• Standard Definition Project is delayed by upgrade and once validated will be

shared with counties, CalACES and State Stakeholders.• WCDS and County staff attended CalACES Strategic Planning Conference. • WCDS leadership working with CalACES leadership to provide recommended

interim project and change governance to CalSAWS executives.

Strategic Planning and Process:• WCDS/HPE Strategic Goal teams are assessing 2019/20 direction and roadmap • SG teams prioritizing potential Quick Wins and Long Term projects

• SG1 – Standard Definitions, MR Crosswalks to BI and MR retirement• SG2 – Usability Enhancement and CalACES convergence opportunity• SG3 – Standing up repository for Business/Data Definitions

• Data Governance and Information Quality Conference ideas and improvements incorporated into WCDS Data Governance Policies

• Three year Strategic and Technology plan updated• Strategic Initiative report being updated to include measures, targets and metrics

to better convey progress and success criteria• WCDS planning and participation for CalSAWS migration

Overall health of each Strategic Goal

SG1 –

SG2 –

SG3 –

Currently only reporting on health of process and execution. Effectiveness and outcome of effort to be included in the future

= On track= Off track= At risk

Agenda Item 10.3

Strategic Engagement, Tracking, & Integration Business Intelligence Tracking

November 09, 2018

Business Intelligence (BI)Monitor and Improve:• Data Quality • System Stability• Performance• Operational Response• County Support• User Security and Access• Content Delivery OptionsOctober Activities• Demo Central Data

Definitions Repository• Confirm initial MR

Retirement Candidates• Update BI Roadmap with

Steering CommitteeNovember Activities• Data Glossary Roll out to

Stakeholders• Communicate next MR

Retirement candidates

1,722

978782

1,1971,244

1,908

1,0301,3041,421

514

1,8161,597

923 903767

1,6401,6371,709

1,147

1,904

4,2894,496

1,9732,005

1,4611,442

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500

5,000

5/7/2018 6/7/2018 7/7/2018 8/7/2018 9/7/2018 10/7/2018

Coun

ts

Week of

CalWIN Business Intelligence UsageReport Count

64

4736

47 46

75

4940

53

3240

4742 44

39

6655 58

48

73

94 90

6470

54 54

0102030405060708090

100

5/7/2018 6/7/2018 7/7/2018 8/7/2018 9/7/2018 10/7/2018

CalWIN Business Intelligence Usage

Number of Users Linear (Number of Users)

Oct‐18 Nov‐18 Dec‐18 Jan‐19 Feb‐19 Mar‐19 Apr‐19 May‐19 Jun‐19 Jul‐19 Aug‐19

CalWIN Release Delivery ImpactRev. 10/29/2018

*Forecasted total Effort Hours will increase asestimates are finalized and if additional content is added to the releases.

11/12/2018R55 IMP

9/10/2018 ‐ 11/2/2018R55 UAT

R55 – 11/12/18(26,294 Effort Hours*)

42811 CF 30‐60 Day Denial 45024 Enhance Notification Solution To Display Messages in MyBCW/Mobile45026 Authorized Representative by Program 46114 CW Child Support Penalty at Intake 46337 ESAP RRR Process Modification 47375 Medi‐Cal Hierarchy (ACWDL 17‐03) 47449 Populate MC 0216 when no record exists in CalWIN47514 Increase NSDI Limit for WRAP and AAP 31602 Migr of Hist CC to ECM48761 Solution for MAN540/MAN541 Issue49144 MyBCW Voter Registration and Manifest Renewal Mapping46396 CD ORG GR Employable 90 Day Grant Limit46787 CD ORG GR Approval NOA – CalWIN 1 at RRR

R56 & R56B – 2/11/19(39,982 Effort Hours*)

Release 56 Projects / Proposals45761 Adding Missing Var ind to CC 47296 HealthCare NOA Print Detail Output 47327 AB 236 Family Reunification Homeless Assistance 47448 Removing Mandatory Desgn 47510 Retention of Batch Print output CC print content reports47511 E‐NOA Confirmation Notice 47519 Fully Automating the NA791 Notice 47736 Statewide Fingerprint Imaging System (SFIS) Disabled47761 CW Homeless Denial NOA Additional Reason47870 Modify the eICT Document Upload process47876 Add status to the Search IEVS Applicant47877 Attach Program Name to Case Updates 47878 Last Payment Date of Ext FC Received48561 SB380 CW Voluntary Exclusion

12/10/2018 ‐ 2/1/2019R56 UAT

R57 –5/13/19(32,340 Effort Hours*)

47830 ARC Updates with ACL 17‐11247917 CalWIN 2D Bar Codes Added to Correspondence 48164 RMR 2.3 Permanent Solution 48465 SSI Cash‐Out AB181148554 NA 692 and Reinstatement of CAPI 48657 Updates to Verification Checklist (VCL)48665 Report Output Content Management Solution 48673 AB480 WTW Diaper Supplement48760 CMS – Production of CMS Performance Indicators 48907 Transitional Nutrition Benefit Program AB181149020 Long Term Solution for MAGI NCO 49021 Updates to the CSC 68 49236 STAT 47 Report Delivery through SQL

5/13/2019R57 IMP

3/11/2019 ‐ 5/3/2019R57 UAT

Release 56B Projects / Proposals48210 Immigration Phase III (CalHEERS 109927)48211 VLP Interface Update to v37 (CalHEERS 92295) 48212 SSA/DDSD Disability Indicator (CHCR 92298)

2/11/2019R56B IMP

R58 –8/12/19(12,953 Effort hours*)

41492 Individual Level Eligibility Determinations (ACWDL 16‐16) 49029 WTW 24 MTC‐2 Parent Extender49130 Spousal Impoverishment Provisions ACWDL 17‐25 49167 CDSS CF 18 CalFresh Churn Report 49238 Re‐evaluate the Create a MyBCW Account Process In MyBCW 49386 AB557 HA Payments49417 Express Lane Eligibility

6/10/2019 ‐ 8/2/2019R58 UAT

8/12/2019R58 IMP2/11/2019

R56 IMP

Release 56 Projects / Proposals48562 ACL 17‐87 Immunization Penalties47507 Self Service Admin Portal48908 ABAWD Part IE49028 Business Intelligence Attribute & Dimension Alignment47536 CD SAC MyBCW Link 47802 CW Homeless Denial NOA Additional Reason 47972 CD ALA VRU OSB Configuration Support 48223 CD SAC Appt Sched & Case

Agenda Item 10.4Doc 1 of 3

(As of 10/26/18)

Portfolio Costs For Upcoming Releases (Releases 55, 56, 56B, 57 and 58)

Agenda Item 10.4Doc 2 of 3

What are the projected costs for upcoming releases?Which programs are being served?

11/5/20182

Answers the questions:

11/5/2018 3

This presentation focuses on estimated costs and effort levels, for delivering upcoming releases, and identifies the program categories that are benefitting from the system enhancements.

Program Categories• Food Assistance• Cash Assistance• Medical Assistance• Correspondence• Self Service• Reporting / Data• Multiple Programs

Upcoming CalWIN Releases

11/5/2018 4

Release Metrics

Implementation Date

Nov 2018(Release 55)

Feb 2019(Releases

56 and 56B)

May 2019(Release 57)

Aug 2019(Release 58)

Current # Projects 13 25 13 6

Estimated Effort Hours 26,294 39,932 36,281 10,165

Total Estimated Effort Cost $3.7M $5.7 $5.2M $1.5M

11/5/2018 5

Release 55 is a quarterly major release, currently in the User Acceptance Phase.

Release 55 will implement November 12, 2018.

- 5,000

10,000 15,000 20,000 25,000 30,000

R55 Effort by Functional Area

11/5/2018 6

Release 56 is a quarterly major release, currently in the Coding and Testing Phases. Release 56 will implement February 11, 2019.

- 5,000

10,000 15,000 20,000 25,000 30,000 35,000


11/5/2018 7

Release 56B is a coordinated release with CalHEERS and the other SAWS. It is currently in the Coding and Testing Phases. Release 56B will implement February 11, 2019.

-

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

9,000

R56B Total Medical Assistance

R56B Effort by Functional Area

11/5/2018 8

Release 57 is a quarterly major release, currently in the Design Phase. Release 57 will implement May 13, 2019.

- 5,000

10,000 15,000 20,000 25,000 30,000 35,000 40,000


11/5/2018 9

Release 58 is a quarterly major release, currently in the Requirements Phase. Release 58 will implement August 12, 2019.

-

2,000

4,000

6,000

8,000

10,000

12,000

R58 Total MedicalAssistance

SelfService

Reporting /Data

CashAssistance


PROPOSALS IN FLIGHT

REGULATORY/LEGAL TYPES (TO SUPPORT REGU LATORY COMPL IANC E, INCL UDING NEW OR CHANGED R EGULATIONS)

TITLE DESCRIPTION (high level) PRIMARY PROGRAMS OR AREA

NOTE: 10 REGULATORY/LEGAL

PROPOSALS FROM THE LAST REPORT HAVE BEEN ASSIGNED

TO A RELEASE FOR IMPLEMENTATION

48899 LIMIT IHE AND AE OVERISSUANCE TO THREE YEARS

Settlement of the lawsuit of Brown and Espinosa-Tapia v. Lightbourne, counties may only collect on inadvertent household and administrative error overissuances issued up to three years prior to the date of discovery, the same time frame that determines when an overissuance claim may be established.

CalFresh

Effective upon release of ACL

47596 CF REDESIGNED REGULAR AND LARGE PRINT OVER ISSUANCE NOTICES

CDSS has redesigned the following seven NOAs regarding CalFresh Program OIs: *CF 377.7B *CF 377.7D3 *DFA 377.7F *CF 377.7F *CF 377.7B1 *CF 377.7D2 *CF 377.7F1

CalFresh

48674 ACL 18-84 WTW PARTICIPATION REQUIREMENTS

AB 910 changes the WTW participation requirements for CalWORKs 2-parents households.

CalWORKs

Effective 7/1/2018 (ACL issued 7/5/18)

49588 CAL-OAR REPORTING CalWORKs Outcomes and Accountability Review (Cal-OAR) developed set of measures to be

CalWORKs

Agenda Item 10.4 Doc 3 of 3

2

provided to CDSS. New reports and data elements are required for CalWIN

48502 ACL 18-43 TOA NOAS Revised time on aid NOAs M40-107(C), M40-107(D) AND M40-107(G)

CalWORKs/Notice CalWIN

48563 APPLICATIONS OR RENEWALS WITH NO POTENTIAL MAGI (ACWDL 18-16)

ACWDL 18-16 has new guidance on when to call the BRE for select individuals. CalWIN will need to be updated to align with policy.

Medi-Cal/ACA

47575 MEDI-CAL NO CHANGE ANNUAL REDETERMINATION NOAS

DHCS has issued a draft ACWDL for No Change Medi-Cal renewals. Per Federal Regulations, the NOA will need to identify new/updated information from different sources within CalWIN (ie: individual income, pregnancy status, non-citizen status, etc.). The NOAs need to apply to both MAGI and non-MAGI.

Medi-Cal/ACA

47445 INTERIM SOLUTION FOR TMC/FMC

CalWIN will need to have an interim solution for TMC functionality until CalHEERS implements TMC/FMC changes. This will include a BENDS as well as looking at minor programming changes

Medi-Cal/ACA

49530 NPP FILE UPDATES

Counties receive Non-Payment of Premium (NPP) files from Maximus via CalWIN for review and follow up, if required. Modify process for only active cases displayed or select most recent and display other case numbers associated to the child.

Medi-Cal/ACA

49109 DYNAMIC MEDI-CAL RENEWAL FORM PLANNING

On September 12, 2018, DHCS informed SAWS and counties of their plan to develop a dynamic prepopulated redetermination form to be used for all Medi-Cal programs. This proposal is needed to discuss/plan, in detail, system functionality and the viability of SAWS programming a dynamic, prepopulated redetermination form.

Medi-Cal/ACA

3

48475 EICT PHASE III

Update the ICT interface by adding functionalities that will comply with State regulations as well as improve county workload.

Interfaces-eICT

49495 ASSET VERIFICATION REPORT

DHCS intends to integrate Asset Verification reports with SAWS effective February 2019. DHCS currently is require by federal law to have an electronic asset verification program in place to report undetected assets for the ABD (Aged, Blind, and Disabled) population receiving Medi-Cal.

Interfaces/Medi-Cal

49441 RELATIVE PLACEMENTS EA FIX

Emergency Assistance (EA) Relative cases with ACL 18-75. Since CalWIN currently only allows only 30 days of EA for Relative Placements.

Foster Care

Note: BENDS has been distributed to counties in August 2018 until automation implemented.

ENHANCEMENTS (NON- REGULATORY IN NATUR E, U SAB IL ITY , NEW FEATURES /FUNCTIONS)

TITLE DESCRIPTION (high level) PRIMARY PROGRAMS OR AREAS

49385 UPDATE THE OUTDATED MYBCW VIDEOS The MyBCW videos created with project 33460 need to be updated with the new responsive design screens/navigation.

Self-Service tools

48207 RE-EVALUATE THE CAPACITY FOR THE CALWIN TEXT & EMAIL NOTIFICATION SOLUTION

Counties have begun to leverage the texting and email solution for large campaigns (i.e. Disaster CalFresh, Phishing campaigns, etc.) The original solution was not scoped to handle large campaigns (large campaigns can take days to finish processing)

Self-Service tools/communications

44707 RE-EVALUATE THE CREATE A MYBCW ACCOUNT PROCESS IN MYBCW

Allow MyBCW customers without a social security number the ability to create a MyBCW account. Find a way other than requesting a social security number to be able to create an account

Self-Service tools/communications

45118 AUTO CASE MATCHING FOR REFERRALS Provide a way to easily display potential cases already in CalWIN. Flag the

CalHEERS/Multiple programs/Usability

4

referrals on the main window so they would identifiable.

47794 CD YOL BI MR CIS REPORTING OPTIONS

Yolo County would like to take advantage of the CalWIN Business Intelligence (BI) application for reporting/dashboards going forward. In addition, the goal would be to use the BI application as the sole source of reporting in lieu of the MR reports and CIS.

BI/Data

49295 CD SDG IFD NON-DISCREPANT DISPOSITION SQL 7

San Diego County EW’s manually update the CalWIN IEVs IFD Response Document page and enter a case comment for non-discrepant findings.

Multiple programs

47162 CD ORG AUTOMATE RMP SPECIFIC CORRESPONDENCE

Automate Restaurant Meal Program (RMP) Forms 09-96 and 09-97. Current forms 09-96 and 09-97 RMP are being created manually, there is a risk our users may miss sending them at CF approval and discontinuance time.

CalFresh

47139 CD CCS TEXT NOTIFICATIONS TO SPECIFIC CLIENTS

Contra Costa County request notification text is sent to E-NOA opted-in clients when E-NOAs are generated and e-mailed to clients. Send ONE text DAILY per opted-in client regardless of how many E-NOAs are generated and e-mailed for that client that day. Send texts to active CW, FC, and MC E-NOA opted-in clients.

Self Service/communications

STRATEGIC (AT D IRECT ION OF THE BOARD, TYP IC ALLY BROADENS REACH TO NEW MARKETS OR COMPET IT IV E LANDSCAPE)

5

48419 BUSINESS INTELLIGENCE USER ADOPTION WORKGROUP BI User Adoption Workgroup

47529 MANAGEMENT REPORTING EXTRACT AND REPORT RETIREMENT Retirement of MR extracts and reports.

October 16, 2018

WCDS CalWIN Financial Summary Report

Agenda Item 10.5

2

FY 2018-19 Budget Summary

Allocation vs. ActualSummary ACTUALS PROJECTIONS

ESTIMATE AT COMPLETION

(EAC)

TOTAL ALLOCATION

BALANCE(-Under) / +Over

% of Allocation Used % EAC

M&O $26,801,584 $69,727,949 $96,529,533 $96,825,778 ($296,245) 28% 100%CalHEERS Interface $1,895,881 $5,917,730 $7,813,611 $13,179,558 ($5,365,947) 14% 59%CalHEERS CSCN $468,041 $1,445,316 $1,913,357 $2,020,190 ($106,833) 23% 95%CalACES-CalSAWS $1,331,851 $854,061 $2,185,912 $2,623,556 ($437,644) 51% 83%PREMISE $258,707 $3,175,531 $3,434,238 $4,460,458 ($1,026,220) 6% 77%TOTAL $30,756,064 $81,120,587 $111,876,651 $119,109,540 ($7,232,889) 26% 94%

Actuals are based on invoices through October payment month and August claims submitted in September.CalSAWS budget was updated based on approved PAPDU with additional funding through December.CalHEERS funding is not expected to be fully utilized due to redefined qualifications for system changes.Premise variances are due to: ICT is expected to be less than originally planned ($131.5K). FNS has granted CA a waiver for 2 years, therefore funding for CalFresh Periodic Reports (SAR 7) will need to shift to SFY 19/20 ($516K). Funding for CalFresh Overissuances SB 278 will need to be moved to SFY 19/20 since no ACL has been issued yet ($378.7K).

NOTES:

3

CSAC Status

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total[actuals] [estimate] [estimate] [estimate] [estimate] [estimate] [estimate] [estimate] [estimate] [estimate] [estimate] [estimate]

Beginning Balance $455,217 $2,926,620 $3,047,053 $3,923,657 $3,490,507 $3,488,710 $3,040,608 $2,584,055 $2,140,502 $1,693,949 $1,250,396 $810,510Payments $2,734,153 $513,836 $1,273,006 $0 $431,377 $0 $0 $0 $0 $0 $0 $0 $4,952,372Available Balance $3,189,370 $3,440,456 $4,320,059 $3,923,657 $3,921,884 $3,488,710 $3,040,608 $2,584,055 $2,140,502 $1,693,949 $1,250,396 $810,510 $370,553

ExpendituresSalaries $215,828 $234,385 $234,385 $254,839 $254,839 $261,173 $261,173 $261,173 $261,173 $261,173 $261,173 $261,173 $3,022,487Retirement ($7,023) $103,364 $103,364 $112,384 $112,384 $115,177 $115,177 $115,177 $115,177 $115,177 $115,177 $115,177 $1,230,714Insurance $40,914 $30,452 $30,452 $33,109 $33,109 $33,932 $33,932 $33,932 $33,932 $33,932 $33,932 $33,932 $405,560Travel $8,155 $8,000 $8,000 $8,000 $15,000 $8,000 $18,000 $15,000 $15,000 $15,000 $15,000 $15,000 $148,155Supplies/Services $2,050 $1,860 $4,860 $8,835 $1,860 $13,410 $11,860 $1,860 $4,860 $1,860 $1,860 $4,935 $60,110CSAC Admin Fee $0 $10,409 $10,409 $10,742 $10,742 $11,076 $11,076 $11,076 $11,076 $11,076 $7,409 $4,409 $109,500Payroll Tax $2,827 $3,516 $3,516 $3,823 $3,823 $3,918 $3,918 $3,918 $3,918 $3,918 $3,918 $3,918 $44,927Misc. $0 $1,417 $1,417 $1,417 $1,417 $1,417 $1,417 $1,417 $1,417 $1,417 $1,417 $1,413 $15,583

Total Expense $262,751 $393,402 $396,402 $433,149 $433,174 $448,103 $456,553 $443,553 $446,553 $443,553 $439,886 $439,957 $5,037,036

Ending Balance $2,926,620 $3,047,053 $3,923,657 $3,490,507 $3,488,710 $3,040,608 $2,584,055 $2,140,502 $1,693,949 $1,250,396 $810,510 $370,553

Notes:Projections refined as of 10/10/18. Includes both M&O and CalSAWS PlanningReports from CSAC for July have been received (and a credit was applied to the retirement category), but August and September reports are stil l pendingMet with CSAC on 10/2/18 to discuss issue with delayed and incomplete reports, with a follow up email on 10/10/18Not all payments made by counties in prior fiscal year were received by CSAC in prior year, and are therefore included in JulyRetirement, Insurance, and Payroll Tax are based on percentage of salary at current actuals

4

Change Budget & Credit StatusChange Budget

CATEGORY ACTUALS APPROVED PROJECTS

POTENTIAL PROJECTS

ESTIMATE AT COMPLETION

(EAC)TOTAL BUDGET BALANCE

(-Under) / +Over

Change Budget $5,679,781 $7,996,379 $0 $13,676,160 $13,676,160 $0CalHEERS Interface Change Budget $373,670 $1,439,561 $1,381,292 $3,194,523 $8,283,479 ($5,088,956)CalHEEERS CSCN Change Budget $0 $0 $250,000 $250,000 $250,000 $0Premise $179,086 $0 $2,366,477 $2,545,563 $3,571,783 ($1,026,220)TOTAL $6,232,537 $9,435,940 $3,997,769 $19,666,246 $25,781,422 ($6,115,176)

Premise variances are due to: Qualified CalHEERS changes are limited (qualified changes were redefined). FNS has granted CA a waiver for 2 years, therefore funding for CalFresh Periodic Reports (SAR 7) will need to shift to SFY 19/20 ($516K). Funding for CalFresh Overissuances SB 278 will need to be moved to SFY 19/20 since no ACL has been issued yet ($379K).

NOTES:

CATEGORY ACTUALS APPROVED PROJECTS/INVOICE CREDITS

POTENTIAL PROJECTS/INVOICE

CREDITS

ESTIMATE AT COMPLETION (EAC)

TOTAL CREDITS BALANCE(-Under) / +Over

M&O Liquidated Damages $505,280 $1,820,559 $0 $2,325,839 $2,325,839 $0CalHEERS/Cov CA Liquidated Damages $215,500 $215,500 $0 $431,000 $431,000 $0CalHEERS $0 $0 $0 $0 $176,512 ($176,512)Modernization $63,689 $0 $0 $63,689 $4,574,437 ($4,510,748)Business Intelligence (BI) $74,471 $759,504 $1,311,448 $2,145,423 $3,971,215 ($1,825,792)IDMS $0 $0 $0 $0 $1,500,000 ($1,500,000)County Direct $0 $100,864 $0 $100,864 $133,503 ($32,639)BRE (TBD) $0 $0 $0 $0 $0 $0TOTAL $858,940 $2,896,427 $1,311,448 $5,066,815 $13,112,505 ($8,045,690)

Liquidated Damages will be applied as credits to 42366 Content Management Solution estimated at $810K.The remaining Liquidated Damages will be applied as credits to monthly Application Maintenance invoices beginning with the September invoice.For all other credits, additional planning is needed.

NOTES:

Credits