11 CEC Users Group County Admin Reporting June

22 CEC County Reports The County reports in the CEC are for county use only. County reports are not available to state staff and are not considered official state documents. Clicking on the County Reports Button found on the View and Print Reports Menu displays the first county reports menu.

33 View/Print County Reports Menu DFA C 420 – t ot_prg_cost.dbf DFA – consolid_cost.dbf DFA 419A – dfa419.dbf DFA C-420YTD – tot_prg_cost_ytd.dbf DFA427.45YTD -consolid_cost_ytd.dbf DFA – consolid_cost.dbf DFA C7A – dfa7a_diff.dbf DFA55Comparison – dfa55_sm_diff.dbf C 55 T – Dfa_55_sm_tab.dbf County Report – DBF Data File Additional County Reports Menu Excel Spreadsheets Menu

44 Total Program Cost The DFA C-420 Total Program Cost (Welfare & Staff Development) County Report displays total Welfare and Staff Development costs by program within each function. This report combines costs and revenue from the DFA A-E - Staff Development and from the DFA 327.5’s - Welfare Program Funding.

55 Consolidated Cost The DFA Consolidated Cost Funding Summary displays total current quarter costs from the DFA 55 Caseworker cost, DFA 7A Support Staff cost, DFA Allocable Operating cost, DFA Adj cost, DFA EDP cost, DFA 325.1B Direct cost, DFA Cost Shifts & Adj, DFA Staff Development, DFA P1 Misc Adj, and DFA P2 Fiscal Incentives by program within each function. The total program costs by revenue sources are also displayed in this report.

66 DFA 419A Variance The DFA 419A Variance Claim Summary after Ledger System Processing compares current and prior quarter costs from the DFA CEC Expenditure Schedule. Variances with a 15% positive or negative difference in each line item of the DFA must be reported on the DFA419 with detailed explanations of each quarterly fluctuations that exceeds the 15% threshold.

77 Total Program Cost YTD The DFA C-420 YTD Total Program Cost (Welfare & Staff Development) displays the total welfare and staff development costs from the DFA and DFA for each quarter of the year to date expenditures. The report displays federal, state, health, and county funding shares sub-totaled by each program code within each function.

88 Consolidated Cost YTD The DFA YTD Consolidated Cost Funding Summary Year To Date displays YTD costs by program code within each function from the DFA 55 Caseworker cost, DFA 7A Support Staff cost, DFA Allocable Operating cost, DFA Adj cost, DFA EDP cost, DFA 325.1B Direct cost, DFA Cost Shifts & Adj, DFA Staff Development, DFA P1 Misc Adj, and DFA P2 Fiscal Incentives. The total program costs by funding source are also displayed in this report from the DFA and DFA

99 Consolidated Cost – No Zeros The DFA Consolidated Cost Funding Summary displays current quarter costs that have expenditures by program code within each function from the DFA 55 Caseworker cost, DFA 7A Support Staff cost, DFA Allocable Operating cost, DFA Adj cost, DFA EDP cost, DFA 325.1B Direct cost, DFA Cost Shifts & Adj, DFA Staff Development, DFA P1 Misc Adj, and DFA P2 Fiscal Incentives by program within each function. The total program costs by funding source are also displayed in this report from the DFA and DFA

10 DFA 7A Comparison The DFA 7A Comparison Report compares the current quarter support staff hours, direct costs, and salaries to the prior quarter by time study code within each function and include function and multi-function time study codes.

11 DFA 55 Comparison The DFA 55 Comparison Report compares the current quarter caseworker hours and salaries to the prior quarter by time study code within each function. The report displays hours and salaries for each caseworker cost pool within each time study code.

12 DFA 55 Comparison - Tab The C55 T DFA 55 Comparison Current Quarter/Prior Quarter Report summarizes caseworker hours and salaries by cost pool, calculates and compares the variance between current quarter total caseworker hours and total salaries to the prior quarter by time study code within each function.

13 View/Print Additional County Reports County Report – DBF Data File Single Funding Reports Menu Allocations by PC – prg_code.dbf DFA C 450 – admin_list.dbf SR 1 – funding2.dbf DFA 325.1B – assist_list.dbf CMSP Eligibility Expenditure Report DFA 453 (By Program) – fte_prg DFA 453 (By Allocation) – fte_prg DFC 325.1CC – dir_cost_diff.dbf Ledger Allocation Report – alloc.dbf

14 Allocation Program Codes The Allocations and Associated Program Codes Report displays each ledger allocation by number and shows all program codes tracked to each ledger. An updated version of this report is also available in the ProCodes Application as Program Codes by Allocation Report.

15 Admin/Non-Admin Expenditures The DFA C 450 Admin/Non-Admin Expenditures Report displays costs by Administrative or Non-Administrative for CalWORKs, Cal-Learn, and Welfare to Work programs by program code. The welfare (DFA 327.5) and Staff Development (DFA 327.4) costs are totaled by each program code funding source.

16 Sharing Ratios The SR1 Sharing Ratios report displays funding ratios for Federal, State, Health/Reimb and County by Program Code. This report is also available from the ProCodes Application as the Sharing Ratios Report.

17 Assistance/Non-Assistance Expenditures The DFA 325.1B Assistance/Non-Assistance Expenditures Report displays direct costs by Assistance and Non-Assistance for CalWORKs, Cal-Learn, Welfare to Work, and Child Care programs by program code.

18 CMSP (Code 217) Certify The County Medical Services Program Eligibility Expenditure Report provides total costs by quarter for Staff Development (DFA 327.4)and Welfare Program (DFA for program code 217. The CMSP Governing Board requires this report to be submitted each quarter for original and adjustment claims for CMSP counties.

19 FTE’s by Program Code The DFA 453 FTE’s by Program Code Report displays the total hours, total salaries, program ratio, and FTE’s by time study code in each function for Social Workers, Employment Services Workers, Eligibility Workers, and Fraud Workers. The report also totals all caseworker activities for all cost pools program time study code.

20 FTE’s by Allocation The DFA 453 FTE’s by Allocation and Program Code Report displays the total hours, total salaries, program ratio, and FTE’s for each Ledger Program Allocation by time study code in each function for Social Workers, Employment Services Workers, Eligibility Workers, and Fraud Workers. The report also totals all caseworker activities for all cost pools in each program time study code within the ledgers.

21 Direct Cost Comparison The DFC 325.1CC County Expense Claim Direct Cost Comparison Report compares current quarter direct costs (DFA 325.1B) to prior quarter direct costs by program ID# (PIN) within each function.

22 Allocation Report The CEC Ledger Tracking System Allocation Report displays the ledger allocation for each county by Allocation (Ledger) number. Each allocation also shows whether funds are tracked by federal, Fed/State, State, or County. Each allocation shows whether the ledger is tracked by state or federal fiscal year. Not all program allocations are displayed in each ledger due to legislation such as realignment 2011 statutes and IHSS MOE program requirements. The Ledger Allocations are available in County Fiscal Letters (CFL’s) which may include augmentation CFL’s.

23 Single Funding Reports County Report – DBF Data File Single Funding Reconciliation DFA C cross_walk.dbf DFA C cross_walk.dbf DFA C cross_walk.dbf DFA C cross_walk.dbf County Single Funding Reports Menu (Also found in the Ledger Tracking System Menu)

24 Single Funding Reports - Reconciliation The Single Funding Expenditure Reconciliation Report reconciles expenditures from Welfare Programs (DFA 327.5) and Staff Development (DFA 327.4) after ledger processing. This report is not available in audited claims.

25 Single Funding Reports – Detail Report The Single Funding DFA C 430 Detail Data by Program Code Report displays program costs for each allocations costs showing federal, state, DHS health, and county funding. The Federal CFDA number is also found on this report. This report may be used to track administrative revenues.

26 Single Funding Reports – Summary Report The Single Funding DFA C 431 Summary by Funding Source Report displays program funding for each allocation displaying federal, state, health, and county funding.

27 Single Funding Reports – Advanced Funding Report The Single Funding DFA C 433 Summary Detail Data by Program Code Advanced Funding Report displays program funding source by program code within each allocation. This report displays federal, state, health, and county funding from funding sources that are advanced to counties.

28 Single Funding Reports – Cash Claim Funding Report The Single Funding DFA C 434 Summary Detail Data by Program Code Cash Claim Funding Report displays program funding source by program code within each allocation. This report displays federal, state, health, and county funding from Cash Claim funding sources.

29 Single Funding Reports – County Fund Accounts The County Fund Accounts reports display detail data by Program Code for each program for Federal, State, and Reimbursed programs. Each funding source provides a detail, advance, and cash claim report. DFA C 430_R - cross_walk_reim.dbf DFA C 430_F - cross_walk_reim.dbf DFA C 430_S - cross_walk_state.dbf DFA C 430_RADV - cross_walk_reim.dbf DFA C 430_RCC - cross_walk_reim.dbf DFA C 430_SADV - cross_walk_state.dbf DFA C 430_SCC - cross_walk_state.dbf DFA C 430_FCC - cross_walk_reim.dbf DFA C 430_FADV - cross_walk_reim.dbf

30 Single Funding Reports – County Fund Accounts – Federal Detail The DFA C 430F County Funding – Summary Detail Data by Program Code shows all federal programs including advance and cash claim programs.

31 Single Funding Reports – County Fund Accounts – Federal Advance The DFA C 430FADV County Funding – Summary Detail Data by Program Code Advanced Funds Only shows all federal programs paid by advances.

32 Single Funding Reports – County Fund Accounts – Federal Cash The DFA C 430FCC County Funding – Summary Detail Data by Program Code Cash Claim Funds Only shows all federal programs paid by cash claims.

33 Single Funding Reports – County Fund Accounts – State Detail The DFA C 430S County Funding – Summary Detail Data by Program Code shows all state programs including advance and cash claim programs.

34 Single Funding Reports – County Fund Accounts – State Advance The DFA C 430SADV County Funding – Summary Detail Data by Program Code Advanced Funds Only shows all state programs paid by advances.

35 Single Funding Reports – County Fund Accounts – State Cash The DFA C 430SCC County Funding – Summary Detail Data by Program Code Cash Claim Funds Only shows all state programs paid by cash claims.

36 Single Funding Reports – County Fund Accounts – Reimbursement Detail The DFA C 430R County Funding – Summary Detail Data by Program Code shows all reimbursed programs including advance and cash claim programs.

37 Single Funding Reports – County Fund Accounts – Reimbursement Advance The DFA C 430RADV County Funding – Summary Detail Data by Program Code Advanced Funds Only shows all reimbursed programs paid by advances.

38 Single Funding Reports – County Fund Accounts – Reimbursement Cash The DFA C 430RCC County Funding – Summary Detail Data by Program Code Advanced Funds Only shows all reimbursed programs paid by cash claims.

39 County Reports – Excel Spreadsheets There are 16 Excel reports available in the CEC. When you click on an Excel report the CEC downloads the spreadsheet to the cec_options folder located on the C drive overwriting the previous Excel report if exists. All Excel reports must be moved and/or saved with a local naming convention to protect the report from being overwritten. Counties may wish to save the Excel reports in the native file format for the version of Excel being used as the CEC defaults to saving in Excel version 2.1 format. Counties can connect to the database tables directly within Excel to automate reporting. dfa427_45_excel.xls dfa427_45_YTD_excel.xls dfa327_4_excel.xls dfa327_5_excel.xls dfa55_excel.xls Fte_excel.xls tot_prg_excel.xls tot_prg_YTD_excel.xls Select Excel Menu #2 cross_walk_excel.xls Dfa327_6_excel.xls Dfa327_7_excel.xls Dfa325_1b_excel.xls alloc_excel.xls ledg_sum_excel.xls prg_code_excel.xls alloc_nm_excel.xls

40 Consolidated Cost to Excel – DFA 427_45_EXCEL.XLS The Consolidated Cost to Excel – DFA427_45_EXCEL.XLS Report includes fields from the database table excel_consolid.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

41 Consolidated Cost YTD to Excel – DFA 427_45_YTD_EXCEL.XLS The Consolidated Cost YTD to Excel – DFA427_45_YTD_EXCEL.XLS Report includes fields from the database table excel_consolid_ytd.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

42 DFA to Excel – DFA327_4_EXCEL.XLS The DFA to Excel – DFA327_4_EXCEL.XLS Report includes fields from the database table excel_staff.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

43 DFA to Excel – DFA327_5_EXCEL.XLS The DFA to Excel – DFA327_5_EXCEL.XLS Report includes fields from the database table excel_fiscal_inc.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

44 DFA 55 to Excel – DFA55_EXCEL.XLS The DFA 55 to Excel – DFA55_EXCEL.XLS Report includes fields from the database table excel_dfa55.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

45 FTE DFA 453 to Excel – FTE_EXCEL.XLS The FTE DFA 453 to Excel – FTE_EXCEL.XLS Report includes fields from the database table excel_fte.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

46 Total Program Cost to Excel – TOT_PRG_EXCEL.XLS The Total Program Cost to Excel – TOT_PRG_EXCEL.XLS Report includes fields from the database table excel_tot_prg.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

47 Total Program Cost YTD to Excel – TOT_PRG_YTD_EXCEL.XLS The Total Program Cost YTD to Excel – TOT_PRG_YTD_EXCEL.XLS Report includes fields from the database table excel_tot_prg_ytd.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

48 Single Funding Page (C 430) to Excel – CROSS_WALK_EXCEL.XLS The Single Funding Page (C 430) to Excel – CROSS_WALK_EXCEL.XLS Report includes fields from the database table excel_cross_walk.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

49 DFA to Excel (Adj. Claims ONLY) – DFA327_6_EXCEL.XLS The DFA to Excel (Adj. Claims ONLY) – DFA327_6_EXCEL.XLS Report includes fields from the database table excel_stf_dev_diff.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

50 DFA to Excel (Adj. Claims ONLY) – DFA327_7_EXCEL.XLS The DFA to Excel (Adj. Claims ONLY) – DFA327_7_EXCEL.XLS Report includes fields from the database table excel_welfare_diff.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

51 DFA 325.1B Direct Cost Detail to Excel – DFA325_1B_EXCEL.XLS The DFA 325.1B Direct Cost Detail to Excel – DFA325_1B_EXCEL.XLS Report includes fields from the database table excel_progidcd.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

52 Allocation Table to Excel – ALLOC_EXCEL.XLS The Allocation Table to Excel – ALLOC_EXCEL.XLS Report includes fields from the database table excel_alloc.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

53 Allocation Status Report to Excel – LEDG_SUM_EXCEL.XLS The Allocation Status Report to Excel – LEDG_SUM_EXCEL.XLS Report includes fields from the database table excel_ledg_sum.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

54 Program Code Table to Excel – PRG_CODE_EXCEL.XLS The Program Code Table to Excel – PRG_CODE_EXCEL.XLS Report includes fields from the database table excel_prg_code.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

55 Allocation Name & Number to Excel – ALLOC_NM_EXCEL.XLS The Allocation Name & Number to Excel – ALLOC_NM_EXCEL.XLS Report includes fields from the database table excel_alloc_nm.dbf. Counties may need to modify this report to suit their needs or can use the structured query language (SQL) to automate reporting.

56 CEC SQL Reporting Counties can utilize other commercial applications to directly access data in the CEC Visual Foxpro database tables using developer tools and/or commercial off the shelf applications which provide access to data for county admin reporting. Developer Tools  Visual Foxpro  Visual Studio  … Commercial Applications  MS Access  MS Excel  Crystal Reports  DBFView  …

57 CEC Reporting using MS Excel with Open Database Connectivity (ODBC) Microsoft Excel and other reporting tools can directly connect to the CEC Visual Foxpro tables using a number of methods including but not limited to Open Database Connectivity (ODBC) and OLE-DB. MS Excel uses Microsoft Query when using ODBC for accessing relational database tables. Microsoft Query uses the Structure Query Language (SQL) to access data in Relational Database Management Systems (RDBS). Microsoft OLE-DB also uses SQL for data retrieval but does not utilize MS Query and does not provide a graphical user interface for SQL development, but does provide access to other data sources not available in ODBC. The SQL to access CEC table data works in every county without modification due to the design of the CEC as a local application.

58 CEC Reporting using other relational database tools Programming development environments such as Visual Foxpro or MS Visual Studio can directly access Visual Foxpro tables using numerous programmatic methods dependent upon the development environment. Microsoft Office applications such as Access and Excel offer development environments using Visual Basic for Applications that expose object models to allow very rapid development environments for complex solutions. Microsoft Access can directly access CEC Visual Foxpro tables through same ODBC and OLE-DB interfaces that other reporting tools use. Microsoft Access can directly link or import Visual Foxpro tables creating a new database for front-end reporting.

59 County CEC Reporting Solutions using MS Excel. In Mendocino County we use Microsoft Excel as an automated report writer for the CEC (Visual Foxpro), C- IV assistance (Oracle), CEC time studies (MySQL) for all cost pools, and our local fiscal application (MUNIS- SQL Server). This example combines the DFA and from the original claim (Consolid_cost.dbf) with the DFA and from the adjustment claim into a single recordset.

60 County CEC Reporting Solutions using MS Excel. This Excel workbook report combines costs from consolid_costs.dbf and FTE’s and hours from fte_prg.dbf from multiple quarters in FY 2013/2014 into a single recordset that is summarized in these summary worksheets (The Admin and Costs)

61 County CEC Reporting Solutions using MS Excel. Microsoft Excel is extremely flexible as a relational database automated reporting tool. This Workbook has separate worksheets for each of the 16 Excel reports available in the CEC that directly query the CEC Visual Foxpro tables using Microsoft Query and ODBC.

62 Q&A