1. CalACES
JPA Board of Directors Meeting
April 26, 2018

2. Public opportunity to speak on items not on the Agenda
Call Meeting to Order
Public opportunity to speak on items not on the Agenda

3. Action Items

4. Approve CalACES RGS Amendment 20
Board Action Items
Approve the Minutes of the March 23, 2018, CalACES JPA Board of Directors Meeting and update of Action Items
Approve the Minutes of the April 10, 2018, Special CalACES JPA Board of Directors Meeting
(A) Approve First Data C-IV Change Order CO-049 – CalSAWS Migration Planning
(B) Approve First Data C-IV Contract Amendment No. 60 (references Change Order CO-049 – CalSAWS Migration Planning and updates to Exhibit A)
Approve CalACES RGS Amendment 20

5. Seeking Approval of the Board for the CalACES Logo
Board Action Items
Approve Memorandum of Understanding between the California Automated Consortium Eligibility System (“CalACES”) Joint Powers Authority and Welfare Client Data Systems (“WCDS”) Consortium
Approve Hannibal’s Catering & Event Contract for the June 22, 2018 Member Representative Meeting (Exhibit A Included)
Approve McClellan Conference Center Contract for Requirements Gathering Sessions May 14, 2018 – June 21, 2018
Approve Sight & Sound Audio Visual Contract for Requirements Gathering Sessions May 14, 2018 – June 21, 2018
Seeking Approval of the Board for the CalACES Logo

6. Seeking Approval of the Board for the CalACES Logo

7. CalSAWS Leadership Team Update

8. CalACES Extended Planning

9. CalACES-CalSAWS Progress CalACES-CalSAWS Planning Timeline
Agenda
CalACES-CalSAWS Progress
CalACES-CalSAWS Planning Timeline
CalSAWS User Labs Update
Requirements Gathering Status

10. CalACES-CalSAWS Progress
The PAPDU has been updated to support a larger overall effort and additional concurrent activities in support of CalSAWS
CalWIN and CalACES have planned contract amendments/change orders to accommodate additional services by the 3rd Party Independent Contractor
Approval of the additional change order for CalACES is planned for the April 26, JPA meeting
Review and approval of the CalWIN change order is planned for April 13, 2018 #
Key Task
Contract 1.
Conduct CalACES Alternatives Analysis and Cost Benefit Analysis
CalACES – First Data (Current) 2.
CalWIN/CalSAWS
Requirements Analysis
CalACES – First Data 3.
Business Process Gap Analysis
CalWIN – Infosys 4.
CalWIN Ancillary Systems Analysis 5.
CalWIN/CalSAWS Data Conversion Strategy 6.
CalWIN Initial Data Mapping
CalWIN - Infosys

11. CalACES-CalSAWS Planning Project Progress
Task
Description
Status
Conduct CalACES Alternatives Analysis and Cost Benefit Analysis
Analyze options for CalACES hosting strategy
Analyze options for CalACES datacenter consolidation
Analyze options for CalACES database consolidation
Analyze options for SAWS Shared Services e.g. Single SAWS Consolidated Portal
Hosting strategy identified as government cloud
Additional analysis in progress 1
CalWIN/CalSAWS
Requirements Analysis
Plan Requirements Assessment
Conduct CalSAWS User Labs
Facilitate Requirements Sessions
Assess Impact of Alternatives Analysis and Update Requirements (Existing & New)
User labs in progress
Requirements sessions being planned 2
CalWIN/CalSAWS
Business Process Gap Analysis
Document As-Is and To-Be Business Processes
Compare CalWIN Functionality to CalACES/CalSAWS Functionality
Document Gaps in Business Processes and Identify Requirements to Address Gaps
Determine Impact of New Requirements
Update Existing Requirements
Kick off meeting planned
Information gathering in process 3

12. CalACES-CalSAWS Planning Project Progress
Task
Description
Status
CalWIN Ancillary Systems Analysis
Complete Inventory Request
Complete Targeted Demonstrations
Identify Essential Functionality & Gaps
Update Requirements
Kick off meeting planned
Information gathering in process 4
CalWIN/CalSAWS Data Conversion Strategy
Gather CalWIN Database Information
Analyze Preliminary Data Mapping
Document Conversion Strategy Options
Kick off meeting planned 5
CalWIN Initial Data Mapping
Compare Database Table & Elements between CalWIN & CalACES
Identify Required Core Tables & Elements
Document Initial Data Mapping
Kick off meeting planned 6

13. CalACES-CalSAWS Planning Timeline1 2 3 4 5 6

14. CalSAWS User Lab Updates Week 3 – (As of Wednesday EOB)
Week 3 – Welfare to Work, Child Care and Resource Databank
South Location
North Location
12 Participants
21 Participants
Counties Represented – Orange, San Luis Obispo, Ventura, Tulare, San Diego, Fresno, Santa Barbara
Counties Represented – Yolo, Santa Cruz, Santa Clara, Placer, San Mateo, Sonoma, Sacramento, San Francisco, Solano, Alameda, Contra Costa
CDSS/DHCS Staff

15. CalSAWS User Lab Updates Week 3 – (As of Wednesday EOB)
Week 3 – Welfare to Work, Child Care and Resource Databank
Explanation
Positive Comments
Easy to navigate and descriptive with buttons
Ability to create a need, service arrangement; flow is much better
Liked Time on Aid functionality
Able to find way around
Able to create a plan and attach an activity
Scheduling functionality
System tracks the 20 day Non-Compliance Time frame
EDBC hyperlinks
System generates an Appointment alert/banner to worker when in the context of a case
Like the child care functionality in C-IV
Like that functionality is based on security rights
Some counties like the LRS Child care functionality because they contract out
Like the mileage tiers and over and under thresholds
Transportation mileage calculation
Creation of the WTW plan which connects/brings in the activity
Like the design and flow

16. CalSAWS User Lab Updates Week 3 – (As of Wednesday EOB)
Week 3 – Welfare to Work, Child Care and Resource Databank
Explanation
Change Management Concerns
A good cause determination appointment will not happen if a worker is not available based on worker schedule
Need to confirm if LRS has any negative impacts when two instances are opened (ctrl+N)
Concerned about the Conversion of providers to the RDB
Overall conversion of data fields that don’t exist in LRS but are in CalWIN
Concerned about how to easily train/present the new system to the users at the time of their migration (change management/training)
There is not a steady flow of sequence of actions (For example:  Sanctions), nothing that guides through the whole process.  The information in Online Help/Job Aid was buried deep down and not in the correct order of events.  Some participants indicated that the WBT was helpful

17. CalSAWS User Lab Updates Week 3 – (As of Wednesday EOB)
Sample Comment Form:
Name:
County:
Date:
Please provide details on CalWIN functionality not available in CalACES that has a significant negative impact to your county business process
Topic Area / Page Name: Reviewed with SME: ☐
Describe CalWIN Functionality:
Describe LRS Functionality:
Describe the gap:
CalACES Functionality (To be completed by CalACES SME):
Please provide details if reviewing existing CalACES Requirements
DDID #:
CalWIN Project Review: Initial Indicator*: ☐ A ☐ C ☐ M ☐ N
User Lab: Recommended Indicator: ☐ A ☐ C ☐ M ☐ N
Comments:
Administrative Use Only
Categorization:
☐ Design Difference Identified ☐ Existing CalACES Requirement ☐ Suggested Enhancements
☐ SME Review Complete
☐ Scribe Review Complete Comment Tracking No: Date Entered:

18. CalSAWS User Labs Comment Form and Parking Lot Form Tracking
CalSAWS User Lab Overview
CalSAWS User Labs Comment Form and Parking Lot Form Tracking
Comment Forms capture feedback from the User Lab participants on a variety of topics.
Parking Lot forms are used to document questions and items requested for demonstration.
All comment forms and parking lot forms will be documented in a tracking spreadsheet
Staff will document all potential gaps and the gaps will be reviewed in Phase 3, Requirements Gathering Sessions

19. CalSAWS User Labs Comment Form and Parking Lot Form Tracking
Combined
Phase 3
Total
Week 1
Week 2
Design Difference Identified
Yes 80 52 28
Existing CalACES Requirement 31 23 8 No 44 33 11
Suggested Enhancement
TBD 58 38 20
Duplicate
196 91
105
N/A 13 12 1
Parking Lot Questions - Resolved 74 39 35
Parking Lot Questions - Pending 36 4 32
532
292
240
Each comment was categorized into one of four categories:
Existing Requirements:
Yes – Multiple comments/opinions on an existing CalACES requirement received. Must move to Phase 3 for resolution.
No – Acceptable as is comments received on requirements that were identified as “Needs County Review”. May not move on to Phase 3. CalWIN/CalACES final review needed.
Design Difference Identified: A gap has been identified as a difference between LRS and CalWIN that affects efficiency or functionality
Suggested Enhancement: CalWIN Participants have identified a suggested enhancement* to the system *Note: Identified as an enhancement by Migration Planning Team and must be reviewed by CalWIN Project
N/A: These have been identified as Not Applicable due to being retracted by the User or an environment issue and it is not really a gap.
Note: There are 196 duplicates.

20. Topics: Week 4 – Manage Personnel
Week 4 Expectations
Topics: Week 4 – Manage Personnel
Monday – Case Assignment and Transfer
Tuesday – Security (Administration, Roles, Profiles, Groups, Assignment)
Wednesday – Flags, Admin Tools
Thursday – Special Investigation Units, QC, Error Prone
South Location
North Location
14 Participants
20 Participants
Counties Represented – Orange, San Luis Obispo, Ventura, Tulare, San Diego, Fresno, Santa Barbara
Counties Represented – Yolo, Santa Cruz, Santa Clara, San Mateo, Sonoma, Sacramento, San Francisco, Solano, Alameda, Contra Costa
WCDS Staff
WCDS, CDSS Staff

21. Number of sessions to be determined Participants
Requirements Gathering Sessions
When:
May 14 – June 22 (6 weeks)
Location: Sacramento area
Sessions scheduled by specific topic area
Each topic expected to be no more than 1 week
Number of sessions to be determined
Participants
Attendance 40 CalACES (5 per Region) and 40 CalWIN (2 per county) plus Project and State Staff (RPMs)
County Staff should be able to make decisions for the counties they represent and ideally will have participated in the user lab sessions
Recruiting Process: CalWIN-CalACES CRFI
Travel costs will be covered (but not staff time)
Output
Updated statement of requirements to be presented to the stakeholders

22. M&O Application & Policy Update

23. Policy Implementation
4/19/2018

24. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
Short Term – Interim Funding for Emergency Caregivers with Placement of Children and NMD prior to RFA Approval
ACL 18-33
CFL 17/18-59
4/1/18
SCR
Design
Release
18.05
SCR
Release
The Senate and Assembly Budget Committees enacted policy (AB 110 & SB 120) that will provide relative caregivers and non-related extended family members payment beginning at the time of placement instead of at the time of home approval. This policy authorizes benefits through 6/30/18. Assembly Bill 2183 ,if chaptered, will authorize benefits effective 1/1/19 and forward.
CWDA is working with the Legislature and Administration on the Budget year solution (long term solution) during state budget discussions. There are very active conversation going on about this policy and we’ll provide updates as best as we can.
C-IV/LRS Update:
The project drafted a design document that covers system change for C-IV and LRS. The draft design was presented to the Foster Care committee on 3/27/18 and the committee agreed with the short tem approach.
The final ACL was published on 3/30/18 and the design was updated to reflect changes to the final policy. The final design was sent to the committee on 4/9/18 and due to the short implementation window expedited approval was given to allow development work to begin.
-Continued on next slide-

25. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
Short Term – Interim Funding for Emergency Caregivers with Placement of Children and NMD prior to RFA Approval
ACL 18-33
CFL 17/18-59
4/1/18
SCR
Design
Release
18.05
SCR
Release
In order to implement the short term system changes as quickly as possible, the following will have limited automation:
Notices of Action (NOAs) – NOAs will not be automated but they will be available in the template repository.
Claiming/Reporting - Emergency Assistance (EA) issuances for this policy are required to be claimed differently than the existing EA issuances; this process significantly increases the claiming and reporting effort. In an effort to not delay the short term changes, counties will be required to manually track and report these issuances by using a new pay code (Emergency Placement Prior to Home Approval).
Tracking the 60 day EA period – The worker will manually set a task to track this period.
At the time Phase I is implemented, a CIT will be drafted to communicate the information above to the counties.
C-IV System Updates:
An Emergency Approval License Status is being added.
The Emergency Assistance (EA) 5K aid code determination is being updated to allow EA funds to be paid to relative and non relative extended family members (NREFMs) prior to the approval of the caretaker’s home.
Two Notices of Action (NOAs) are being added to the template repository.
An Emergency Placement Prior to Home Approval pay code is being added. This pay code applies to FC and ARC.
-Continued on next slide-

26. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
Short Term – Interim Funding for Emergency Caregivers with Placement of Children and NMD prior to RFA Approval
ACL 18-33
CFL 17/18-59
4/1/18
SCR
Design
Release
18.05
SCR
Release
LRS System Update:
A new License Status (Emergency Approval) will be added to allow staff to differentiate between approved licenses and licenses with emergency approval.
The new status will be used in the Foster Care EDBC logic to determine if the Child Placement is approved.
The system will either:
Deny the case with a reason of ‘Home/Facility Not Eligible’ for a pending program or
Pay the facility using County funds under aid code 45 for an Active program.
Note: ARC placements are not eligible for Emergency Assistance (EA) funding (5K), and the system will determine an ARC aid code if the license is approved.
The ‘Child Placement Detail’ page will be updated to prevent users from saving the page when the Home Approval or License is in an ‘Emergency Approval’ status if they select an ineligible Level of Care.
Pay code column has been added to the DCFS child welfare trust Abatement report and General ledger report.

27. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
Implementation of Assistance with Diaper Cost Supportive Services
ACL 18-38
4/1/18
SCR
Analysis
Release
TBD
SCR 59192
The passage of AB 480 requires County Welfare Departments (CWD) to provide thirty dollars ($30) per month to CalWORKs Welfare to Work (WTW) recipients to assist with diaper costs for each child who is under 36 months of age.
Individuals must meet the following qualifying criteria to receive the diaper supportive service: 1) Have a qualifying child under 36 months of age; and 2) be a participant in the WTW program.
C-IV/LRS Update:
Identified the potential caseload - approximately 22k cases across the 40 counties.
A manual process would constitute an unreasonable workload on the counties; the project has started documenting the requirements and design to automate the diaper benefit issuance.
The project has some policy questions that need to be address prior to finalizing the requirements and design. A Consortium Request for Policy Clarification (CRPC) with policy questions was sent to CDSS on 4/10/18.

28. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
Changes to CalFresh Reporting Requirements
ACL 18-18
5/8/2017
SCR
Analysis
Release
TBD
SCR 54311
The Food and Nutrition Service (FNS) recently issued a final rule implementing provisions of the Food, Conservation and Energy Act of The new regulations were effective May 8, 2017.
Below is a list of the policy changes:
Threshold for reporting changes in unearned income at the periodic report go from $50 to $100.
Households are required to make mandatory mid-period reports within 10 days of the date the change becomes known to the household.
New SAR 7 Reminder Notice (CF30) - The CWD shall provide the household with a reminder notice advising the household that it has 10 days from the date the CWD mails the reminder notice to file a complete SAR 7 form. If a household fails to file a complete SAR 7 form between the 1st and 5th of the submit month, the CWD shall send the CF 30 on the 6th day of the submit month.
-Continued on next slide-

29. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
Changes to CalFresh Reporting Requirements
ACL 18-18
5/8/2017
SCR
Analysis
Release
TBD
SCR 54311
On the 4/11/18 CDSS/SAWS Policy call, CDSS reported the following:
They are meeting with FNS on 4/12/18 to discuss question and concerns about this policy.
They are going to explore the option of applying for a waiver, similar to Washington State.
Some counties are being cited CAPER errors for this policy. QC is not looking at the timeframe in which the NOA was mailed; they are just looking to see that the CF 30 was mailed.
C-IV/LRS Update:
The project teams are working on documenting system changes. During this effort, several policy questions were identified, and a Consortium Request for Policy Clarification (CRPC) was sent to CDSS on 4/2/18. Until automation can occur the counties will manually send the CF 30.

30. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
CalFresh Able-Bodied Adults without Dependents (ABAWDs)
ACIN I-11-16
ACIN I-88-16
ACL 18-08
ABAWD Handbook
1/1/2017 Fixed Clock
9/1/2018
Waiver Expires
SCR 7215
Phase II
Analysis
Release Tentative 18.09
SCR 50776
Release
TBD
Due to the California’s high unemployment rate, it’s anticipated that in 2018 only three counties (Santa Clara, San Mateo, and San Francisco) will be subjected to the ABAWD policy. Therefore, in September CDSS submitted another ABAWD waiver to exempt the remaining 55 counties through A response from FNS is pending.
At Self Sufficiency in March, CDSS reported that they are still waiting to hear from FNS on the waiver approval. However, based on the unemployment numbers, they feel confident that the waiver will be approved.
The ABAWD Handbook was published on 1/26/18.  The ABAWD handbook is a living document and will be updated by CDSS as policy is decided upon.
The critical items on which the State needs to provide direction are: NOAs/Forms, Exemptions including geographically waived areas, and the MEDS interface.
-Continued on next slide-

31. Policy Implementation
Item
Policy Effective Date
C-IV Status
LRS Status
Description – C-IV/LRS Implementation Effort
CalFresh Able-Bodied Adults without Dependents (ABAWDs)
ACIN I-11-16
ACIN I-88-16
1/1/2017 Fixed Clock
9/1/2018
Waiver Expires
SCR 7215
Phase II
Analysis
Release
Tentative 18.09
SCR 50776
TBD
In February CDSS kicked off the SAWS ABAWD Automation meetings. These meetings will address SAWS questions associated to automating the ABAWD policy.
C-IV/LRS Implementation:
The project is working on documenting system changes and participating in the SAWS ABAWD Automation meeting with CDSS.
Considering the CalACES counties will continue to be on an ABAWD waiver until 9/1/2019, all the recent policy changes, and those that are in progress, the CalACES Project believes we need to move the ABAWD Phase II implementation to January 21, The project has reached out to CDSS for input on this change and we are waiting for their feedback.

32. Review Draft Agenda June 22, 2018 Member Representative Meeting
Please turn to the following handout: 15-1 JPA Member Representatives Meeting Agenda _DRAFT v2

33. Public Comment

34. Adjourn Meeting