1. Training Module: APD Template County APD Process Training November 16, 2007 California Health and Human Services Agency - Office of Systems Integration (OSI)

2. Date: 11/16/2007 2 Agenda  Introduction  Module Objectives  APD Template Sections  Common Issues and Findings  How to get started  References  Q&A

3. Date: 11/16/2007 3 Introduction Goals for the APD template: Provide better direction on APD requirements for compliance with state and federal regulations Develop consistency in APDs across projects Standardize and simplify state review Maximize efficiencies for state and county resources

4. Date: 11/16/2007 4 Module Objectives  Overview of Standard APD template  Purpose of template sections Overview of detailed templates

5. Date: 11/16/2007 5 APD Detailed Templates  SAWS/Generic –Project benefits welfare-related programs –Project indirectly benefits multiple programs  CWS/CMS –Project benefits CWS programs  Dual –Project benefits both CWS and welfare- related programs. –APD requires approval of both project approval units

6. Date: 11/16/2007 6 APD Template California Health and Human Services Agency Office of Systems Integration (OSI) Title: Enter Title County Name: Enter the County Name APD Submission Date: Enter Date as Month Name, Day, 4- Digit Year APD Type: Enter the APD Type (CWS/CMS, Dual, SAWS/Generic) Tracking Number**: (**CWS/CMS or SAWS Project Office will assign tracking Number after first submission of APD)

7. Date: 11/16/2007 7 1 Description of Request Overview of request: –What? –How many? –Timeframe? Date of purchase/implementation Period of time for services –Summary Table

8. Date: 11/16/2007 8 2 Business Justification Why is this acquisition necessary? –Separate training module

9. Date: 11/16/2007 9 3 Impact on Operations and Programs  Impact of not completing project or acquisition –Current operations –Administration of public assistance programs

10. Date: 11/16/2007 10 4 Benefiting Programs Programs that will benefit from use of goods or services – Separate Training Module

11. Date: 11/16/2007 11 5 Cost and Cost Allocation 5.1 Acquisition Costs Description Itemized detail of one-time and recurring costs 5.2 Cost Allocation Methodology Separate training module

12. Date: 11/16/2007 12 6 Method of Procurement  How will the equipment, software or services be purchased? –Separate training module

13. Date: 11/16/2007 13 Qualitative Benefits –Benefits are intangible –Costs difficult to accurately quantify Quantitative Benefits –Examination of the benefits associated with the acquisition in relation to the cost –Comparison of the baseline cost with the cost of the proposed alternative –Payback period 7 Cost-Benefit Analysis

14. Date: 11/16/2007 14 County APD Preparer (Required) Additional County Contact (Optional) - Fiscal or Administrative Manager - IT Director or Manager - Department Director 8 County Contact Information

15. Date: 11/16/2007 15 Common Issues and Findings  All sections completed  Sufficient level of detail  Consistency throughout sections

16. Date: 11/16/2007 16 How to get started  Identify request  Begin APD as early in the fiscal year as possible  Utilize checklists and detailed templates  Request clarification and/or direction before, or any time during, development of APD  For questions about which detailed template to use (e.g. generic, dual), contact SAWS

17. Date: 11/16/2007 17 How to submit APDs  SAWS/Generic –Project.Approvals@osi.ca.govProject.Approvals@osi.ca.gov  CWS/CMS and Dual –CWS_APD@osi.ca.govCWS_APD@osi.ca.gov

18. Date: 11/16/2007 18 References  http://bestpractices.osi.ca.gov/countyapd/countyapd.aspx http://bestpractices.osi.ca.gov/countyapd/countyapd.aspx –APD Template (Standard) –APD Template (SAWS/Generic) –APD Template (CWS/CMS) –APD Template (Dual) –Is an APD Necessary? Checklist –OSI APD Review Checklist –APD Content Development Aid

19. Date: 11/16/2007 19 Thank You