Subcontracting: What is it, what are the options, how do you manage? LGA Consortium Conference 2017

Presented by Argentina Ramirez, MPA - Alameda County Nancy Leidelmeijer, NLeader Group Arquimides Caldera, City of Fremont Argentina: Currently the Alameda County TCM/MAA Coordinator (1 ½ years) Formerly Quality Assurance Manager for TCM/MAA at Brighter Beginnings (6 years) Nancy: Former Santa Barbara County LGA Coordinator and Accountant– 23 years Currently, MAA/TCM consultant Quimi: blah blah blah

AGENDA Objectives Overview Questions & Answers The topics for today’s discussion

Objectives Subcontracting and its benefits Subcontractors best practices to ensure compliance with State and Federal requirements LGA oversight for compliance Partnership with the LGA

Benefits of Subcontracting Expanding services and programs to the community Additional federal dollars for the county Additional dollars for the LGA (participation fees) Collaboration to ensure widest array of services available

Participation Factors Does subcontractor perform eligible MAA and TCM activities? Does subcontractor have sufficient CPE eligible funding? Does subcontractor have the budget to implement MAA/TCM and ensure its own oversight? Does subcontractor have sufficient administrative infrastructure for program and fiscal operations?

Overview Collaboration and Partnership is key to a successful program! Establish relationship with LGA Coordinator Ask other participating agencies to share their best practices Join MAA/TCM Workgroups Attend the Annual LGA Conferences for program updates

Subcontracting in Alameda County Alameda County has been participating in MAA/TCM since 2001 Alameda County has historically subcontracted the MAA/TCM program to better serve the community and allow non-profits to obtain federal funds through the County. Subcontractors, for example—consultants, have to be listed on CUFG—new change from DHCS.

Subcontracting in Alameda County In FY1617 Alameda County has grown its programs and currently has: 51 MAA Claiming Units (added 6 claiming units) 12 TCM Claiming Units (doubled) 2 SMAA Claiming Units Subcontractors, for example—consultants, have to be listed on CUFG—new change from DHCS.

Local Government Agency (LGA) Responsibilities Minimum LGA oversight responsibilities for TCM: Conduct annual time survey training Annual TCM documentation compliance training TCM Encounter Documentation compliance: Conduct TCM encounter documentation reviews Provide written recommendation for improvement

Local Government Agency (LGA) Responsibilities Minimum LGA oversight responsibilities for TCM: Prepare TCM cost report Certify the accuracy of the data on invoice and/or cost report Verify that CBOs have sufficient CPE eligible funding (per funding contract) TCM invoice submission

Local Government Agency (LGA) Responsibilities Best practices for LGA oversight related to MAA: Annual time survey training Claiming Plan training Preparing audit binder training Review Amended Claiming Plan Grids, duty statements, activity sheets Review MAA invoice submission

Local Government Agency (LGA) Responsibilities - Other Check-in meetings to keep agencies apprised of program changes Correspondence as needed to ensure ongoing compliance Audit support Ensure contract/MOU contains LGA/Subcontractor responsibilities language

Subcontractor Agency Responsibilities Similar responsibilities as LGA Coordinator: Assign agency coordinator/lead contact Internal oversight Submit invoices/supporting documentation by deadline Develop, maintain, and update audit file: Financial records Time surveys Policies and procedures Implement changes as recommended and required Pay participation fee to LGA for oversight

Subcontractor Best Practices Establish policies and procedures related to: Continual process improvement Time survey practices Encounter documentation review Attend all LGA meetings and conferences What is a Duty Statement and it’s purpose

Subcontractor Best Practices Conduct internal time survey training Conduct quarterly claiming plan review to ensure it’s current Conduct quarterly/semi-annual TCM encounter documentation review What is a Duty Statement and it’s purpose

Human Services Department Subcontracting City of Fremont Human Services Department History: TCM since FY 2002/03 2 Claiming Units MAA since 2006/07 4 Claiming Units Our mission To support a vibrant community through services that empower individuals, strengthen families, encourage self-sufficiency, enhance neighborhoods, and foster a high quality of life. It takes resources to make that happen. We share Alameda County’s entrepreneurial spirit and focus on expanding services and programs to the community through additional federal dollars. The City of Fremont has participated in TCM from nearly the outset of the program’s existence in Alameda County (02/03) The County eventually also helped us create claiming units for MAA as well (06/07). Their willingness to support us in participating in these programs is invaluable .

City of Fremont Key Benefits Selling both programs to Internal stakeholders Build relationship with LGA Coordinator Review of Cost Reports and Invoices Support through the program and financial audit process The Key Benefits for us, has been: Helping us sell the benefits of participating in these programs to stakeholders (City Manager, etc.) Helping us sell Keeping up-to-date on program changes Review of Cost Reports and Invoices Support through the program and financial audit process

City of Fremont Contractor infrastructure: Commitment from management for infrastructure to include: Agency lead/coordinator Fiscal buy-in for financial reporting Cooperation of participants The Key Benefits for us, has been: Helping us sell the benefits of participating in these programs to stakeholders (City Manager, etc.) Helping us sell Keeping up-to-date on program changes Review of Cost Reports and Invoices Support through the program and financial audit process

City of Fremont Compliance and quality assurance: Internal documentation reviews (peer reviews) Training – for time survey, documentation, general program knowledge Regular meetings for updates, process improvements, claiming unit updates The Key Benefits for us, has been: Helping us sell the benefits of participating in these programs to stakeholders (City Manager, etc.) Helping us sell Keeping up-to-date on program changes Review of Cost Reports and Invoices Support through the program and financial audit process

Thank You for your attendance! Questions? Thank You for your attendance!