Entering APD’s into CEC Template Riverside County B. Cox December 10, 2013

Presentation Agenda  Developmental APD’s Types of Advance Planning Document’s (APD) APD Input Screens County Expense Claim (CEC) APD Reports  M & O APD’s  Other EDP Screens

What are APD’s used for?  An APD is a written plan of action that a county uses to request prior State and Federal written approval in the planning and acquisition of electronic data processing (EDP) equipment and services related to welfare programs Purchase of Goods/Services Internal Programming Time M&O Costs

Difference Between Developmental & M&O APD’s  To determine the difference between a Developmental & M&O APD, please refer to the following: Division 28 ACIN I Annual EDP Generic M&O Plan Other State EDP Letters or Materials  Specific questions should be directed to: OSI CDSS

Types of APD’s for Developmental or M&O Projects  SAWS (Non-Sacwis) Benefit any welfare program except CWS/CMS. All costs entered for APD’s benefiting multiple functions or programs will be allocated to programs within the CEC Template. Salary/benefit costs for APD’s benefiting a single program will need to be allocated outside the CEC Template.  CWS/CMS (Sacwis) Benefits only CWS/CMS. All costs for these types of APD’s must be allocated outside the CEC Template.

EDP Main Menu

For Developmental APD’s, which input screen do I use and why does it matter?  “SMD” Menu Option Single & Multi-function APD’s The CEC Template will draw down salary/benefits based on IT time study ratios developed within the CEC for APD’s submitted for internal programming. Costs for the purchase of goods/services, as well as allocated salaries and benefits, will then be allocated to the program within the CEC Template based on casework time study ratios  “MP” or “DD” Menu Options Single Program APD’s Salary/benefits related to reported time must be computed outside the CEC Template.  CWS/CMS APD’s Input into various menu options.

Single & Multi-function APD’s  Developmental Projects that benefit a single function, multiple functions, all functions, or multiple programs.  Examples of these APD’s include the following: APD (“TS02 Time Study Summary Reports”) benefits all welfare functions, therefore, is considered generic. APD (“IHSS Time Sheet Scanning Project”) specifically benefits PC 103 and PC 104.  These APD’s are input into “SMD” menu option of the EDP section.

SMD Input Screen (Example #1)

SMD Input Screen (Example #1 Continued)

SMD Input Screen (Example #2)

SMD Input Screen (Additional Info) This section totals all time study hours and OP / POS costs entered for all APD’s.

Single Program APD’s  Projects that benefit a single program.  An example of this type of APD is the following: (“Medi-Cal PII Security”) benefits only PC 215.  Two menu options for inputting Single Program APD’s: “MP” Multiple Dev. Projects / Single Prg Code “DD” Development Direct to Program

“MP” Multiple Dev. Projects / Single Program Code  This input section is usually only utilized when claiming multiple developmental APD’s that benefit the same single program.  Salary/benefits related to reported time must be computed outside the CEC Template.

“MP” Input Screen (Example #1)

“DD” Development Direct to Program  This input section is utilized when claiming developmental APD’s that benefit a single program.  This screen can not be used if claiming multiple APD’s within the quarter that benefit the same single program.  Salary/benefits related to reported time must be computed outside the CEC Template.

DD Input Screen (Example #1)

CWS/CMS Developmental APD’s  All costs for CWS/CMS developmental APD’s must be allocated outside the CEC Template.  Counties must allocate costs based on the ratios developed by using their most recent four quarter time studies.  Time study hours and/or project costs are entered into multiple input screens within the EDP menu.

CWS/CMS Cost Allocation Spreadsheet

Claiming CWS/CMS Developmental APD’s  The majority of the CWS/CMS APD costs can be entered by program into the “DD” (Development Direct to Program) input screen.  Enter all necessary APD information for each benefiting program code available within the “DD” input screen.  Exceptions include: PC 145, PC 536, and a few others.

CWS/CMS Developmental APD Input Example

Claiming CWS/CMS Developmental APD’s Exceptions  Program Code 145 Enter time study hours and/or project costs in the “SMD” (Single & Multi Function Development SAWS/Non-SACWIS M&O) input screen within the EDP menu.  Program Code 536 Enter time study hours and/or project costs in the “DtP” (M&O Direct to Program) input screen within the EDP menu.

CEC APD Reports

M & O APD’s

 All M&O APD’s are input to the following (related to SACWIS & CWS/CMS): “M&O” Screen – Function Level Costs “DtP” Screen – Program Level Costs  M&O APD Numbers are not entered in the CEC Template. Tracking numbers are provided for county use only.

Other EDP Screens

What is the purpose of the M&O Function Allocation Screen?  The purpose of the screen is to identify the benefiting programs for M&O function costs only.  Benefiting Programs can be identified as follows: Benefiting all programs within the function. Benefiting specific programs within the functions.

M&O Function Allocation Screen (Benefitting All Programs)  To ensure all programs within the functions are allocated costs, click the box to the right of “Benefitting All Programs in Function”

M&O Function Allocation Screen (Benefitting Specific Programs)  To ensure only specific programs within the functions are allocated costs, unclick the box to the right of “Benefitting All Programs in Function” and input the benefiting programs codes in the boxes provided.

Impact of Selecting Specific Programs  Only total functions costs from the DFA 325.1A will be allocated to the benefiting program.

Impact of Selecting Specific Programs

Selecting Specific Programs – No Impact on Developmental APD’s

Conclusion  Questions / Comments