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Saws consortium IV jpa board and General Membership Meeting Minutes January 23, 2015


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SAWS Consortium IV

JPA Board and General Membership Meeting Minutes
January 23, 2015

9:00 a.m.
Location: C-IV Project

Sutter Room and Webcast/Conference Call

11290 Pyrites Way, Suite 150

Rancho Cordova, CA 95670

Board Members via Webcast/Conference Call:
Susan von Zabern, Riverside County DPSS Director and Chairperson – Region 1

Linda Haugan, San Bernardino County Assistant Executive Officer, Human Services and Member– Region 2

Peggy Montgomery, Kings County HSA Director and Member – Region 3

Kathy Harwell, Stanislaus County Community Services Agency Director and Vice Chairperson– Region 4

Ana Pagan, Merced County HSA Director and Member – Region 5

Cathi Grams, Butte County Employment and Social Services Director and Member – Region 7


Board Member Not Present:
Lori Harrah, Sutter County Welfare and Social Services Director and Member – Region 6
Facilitator: Thomas Hartman, C-IV Project Director
General Member Attendees:



  • Directors from the following Counties:

        • Calaveras – Mary Sawicki

        • Kern – Dena Murphy

        • Lake – Carol Huchingson

        • Lassen – Eric Nielson

        • Madera – Kelly Woodard

        • Marin – Heather Ravani

        • Mariposa – Chevon Kothari

        • Mendocino – Bryan Lowery

        • Modoc – Kelly Crosby (Interim)

        • San Joaquin – Michael Miller

        • Shasta – Melissa Janulewicz

        • Tehama – Christine Applegate (Interim)

        • Tuolumne – Ann Connolly

        • Yuba – Jennifer Vasquez

  • State Stakeholder Representatives



  • C-IV Project Staff: Dan Dean, Holly Murphy, Karen Rapponotti, Lisa Salas, Rosalie Ngo, Jennifer Dacre, Martha Zepeda, Joe Mendoza, Shenifer Malloy, Jamala Rule, Danielle Benoit, Scot Bailey, Michele Peterson, Jon Burkett, Larry Risser, Kim Lamb, Liz Grisham, Jennifer Hobbs, Leslie Johnson, Sean Swift, and Grace Navarro



  1. Chairperson von Zabern convened both the JPA Board of Directors and JPA General Membership Meetings at 9:01 a.m.




  1. Public opportunity to speak on any Item NOT on the agenda.




  • No public comments.




  1. Confirmation of Quorum, Webinar/Conference Call Logistics/Protocols and Agenda Review




  • C-IV Project Director, Thomas Hartman, read the roster of the County Directors at the beginning of the meeting – quorum of the Board of Directors was confirmed. Quorum was not attained for the General Membership. General Membership quorum was confirmed with 17 Directors at 9:19 a.m.




  • Tom Hartman reviewed the Agenda. He also announced that Action Items 6, 8, 11 and 13 were taken off calendar as CalHEERS Enhancement Federal funding had not been received. No actions were taken by the Board Members.


JPA Board Action Items

  1. Approve the Minutes of the December 11, 2014 JPA Board Regular Meeting

  • Action Item 1 – no updates

  • Action Item 2 – Open

    • Updates were given during the meeting

  • Action Item 3 – Open

    • Updates were given during the meeting


Motion to Approve the December 11, 2014 JPA Board Regular Meeting Minutes as written was made by Member Peggy Montgomery

Motion was seconded by Member Kathy Harwell.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.


  1. Approve Accenture Change Order CO-068 – CalHEERS Revision 5

As mandated by the Patient Protection and Affordable Care Act of 2010 (“Affordable Care Act”), the California Health Benefit Exchange (the “Exchange”) developed and implemented a new web portal and eligibility and enrollment system to simplify and streamline the delivery of health coverage to individuals, families and employers in the state of California. The California Healthcare Eligibility, Enrollment and Retention System (“CalHEERS”) is the Exchange’s system for supporting the implementation and ongoing business of the Affordable Care Act.


One of the functional requirements for CalHEERS, as described in the CalHEERS-SAWS-MEDS Interface Business Services Definition, dated October 29, 2012, was that it interface with each SAWS system to provide data for potential Non-MAGI Medi-Cal cases or applicants potentially eligible for other programs such as California Work Opportunity and Responsibility to Kids (“CalWORKs”) and CalFresh. As a result, enhancements to the C-IV System were required to support the enactment of Affordable Care Act via an interface to CalHEERS and enable the C-IV Counties to perform the related program activities.
The Change Order outlined the costs and timeline for Accenture to perform development, testing, and implementation of the above-mentioned changes related to the CalHEERS interface and the Affordable Care Act.

This Revision 5 to the Change Order consists of additional application maintenance hours for State Fiscal Year 2014/15 for Level 3 Ticket Support, Business Analyst Support and System Test Support that are required to support the CalHEERS interface.


The total costs associated with this Change Order are covered through separate funding or accounted for within the C-IV M&O IAPDU and are summarized in the table provided below.
Total Change Order Cost:


All costs associated with this Change Order are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.
Motion to Approve Accenture Change Order CO-068 –CalHEERS Revision 5 as written was made by Member Cathi Grams.

Motion was seconded by Member Linda Haugan.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.
**Action Item 6 was taken off-calendar by Thomas Hartman. No action by the Board Members was taken.**


  1. Approve Accenture Change Order CO-080 – Threshold Languages II

This Change Order outlines the staffing requirements, costs, and timeline for Accenture to perform design, development, testing and implementation of the changes associated to the Threshold Language requirements as regulated by Title 9, California Code of Regulations, Section 1810.410 and Cultural Competence Plan Requirements contained in Information Notice No. 10-02 and 10-17. “Threshold Languages” are those languages that have been identified as the primary language on the Medi-Cal Eligibility Data System (“MEDS”) for 3,000 beneficiaries or five percent (5%) of the Medi-Cal beneficiary population, whichever is lower, in an identified geographic area. California Threshold Languages have been identified as Arabic, Armenian, Cambodian, Cantonese, Farsi, Hmong, Korean, Lao, Russian, Tagalog/Filipino, and Vietnamese. In order for additional forms in the System and the C4Yourself® self-service portal to support the identified Threshold Languages and the Counties to perform the related program activities, enhancements to the System, as listed further below, are required. These enhancements were not included in the scope of Change Order CO-076.



Threshold Languages for Forms

#

Task

Description

1

Design

  • Overall general and technical design, including development of System Change Requests (“SCRs”) and review and approval of SCRs via Change Control Board process;

2

Translation Work

  • Translation of up to twenty (20) forms in the System into Threshold Languages provided that such translations are not available from either the State or Los Angeles County;

3

Development - Forms

  • Update up to twenty (20) forms in the System with language translations and any required re-formatting;

  • Perform unit testing, assembly testing and resolve defects;

  • Work will be conducted by the Global Delivery Network (“GDN”). The Services described in this item 3 and item 12 below are the only Services under this Change Order to be performed by the GDN, unless otherwise mutually agreed in writing;

4

Development - Batch

  • Update batch processes to check for the existence of newly translated forms in recipient’s preferred correspondence language;

  • Perform unit testing and resolve defects;

5

System Test

  • Develop system test documentation, execute system testing and resolve defects;

6

Outreach

  • Produce C-IV Information Transmittal (“CIT”) that provides an update on the translated forms and availability date(s);

7

Training

  • Update the forms inventory to flag the existence of multiple translations. In addition, update the training environment with translated forms;

8

Production Support

  • Provide a resource, one-time, for one week to respond to questions from the Counties following implementation of the forms;

9

Management

  • Manage enhancement process from concept/design through implementation;





Languages for C4Yourself®

#

Task

Description

10

Design

  • Overall general and technical design, including development of SCRs and review and approval of SCRs via Change Control Board process;

11

Translation Work

  • Translate C4Yourself® pages into nine (9) languages;

12

Development - Batch

  • Update C4Yourself® pages to support the implementation of additional languages. The final list of SCRs will be approved by the Change Control Board;

  • Perform unit testing, assembly testing and resolve defects;

  • Work will be conducted by the Global Delivery Network (“GDN”). The Services described in item 3 above and this item 12 are the only Services under this Change Order to be performed by the GDN, unless otherwise mutually agreed in writing;

13

Development - Batch

  • Update C4Yourself® pages with language translations;

  • Update C4Yourself® help pages to dynamically display content based on the user's preferred correspondence language;

  • Update C4Yourself® to allow users to opt into electronic and text notifications with language translations;

14

System Test

  • Develop system test documentation, execute system testing and resolve defects;

15

Training

  • Update external user guide for C4Yourself®;

  • Update online help to reflect updates for C4Yourself®;

16

Management

  • Manage enhancement process from concept/design through implementation;

17

Project Management Support

  • Create and manage Change Order work plan, track invoices against approved Change Order budget, staff administration.



Total Change Order Cost:


All costs associated with this Change Order are covered through premise funding and are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.
Motion to Approve Accenture Change Order CO-080 – Threshold Languages II as written was made by Chairperson von Zabern.

Motion was seconded by Member Peggy Montgomery.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.
**Action Item 8 was taken off-calendar by Thomas Hartman. No action by the Board Members was taken.**


  1. Approve Accenture Contract Amendment No. Seventy-Six (includes Change Order CO-068 – CalHEERS Revision 5 and Change Order CO-080 – Threshold Languages II), and Updates to Exhibit A


The Contractor developed and implemented the CalHEERS interface in Change Order CO-068, CalHEERS to support the enactment of the Affordable Care Act and enable the C-IV Counties to perform the related program activities. One of the functional requirements for CalHEERS was that it interface with each SAWS consortium’s system to provide data for potential Non-MAGI Medi-Cal cases or applicants potentially eligible for other programs such as California Work Opportunity and Responsibility to Kids (“CalWORKs”) and CalFresh. The Consortium has requested revisions to the additional Maintenance and Operation Support Services provided by Contractor. These revisions are described in Change Order CO-068 - CalHEERS, Revision 5.

The Consortium has also requested that the Contractor enhance the System as described in Change Order CO-080 – Threshold Languages II and as reflected in the Attachments to this Amendment.
All costs associated with this Amendment are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.
Motion to Approve Accenture Contract Amendment No. Seventy-Six (includes Change Order CO-068 – CalHEERS Revision 5 and Change Order CO-080 – Threshold Languages II), and Updates to Exhibit A

as written was made by Vice Chair Kathy Harwell.

Motion was seconded by Chairperson von Zabern.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.


  1. Approve First Data Change Order CO-016 – Revision 5 CalHEERS

This Change Order outlines the staffing requirements, costs, and timeline for First Data to perform Quality Assurance (“QA”) Services associated with the development, testing, and implementation of the changes associated with implementing an interface with the CalHEERS, as well as ongoing application maintenance during Maintenance and Operations (“M&O”).


Revision 1. Adjustments are needed to the Payment Milestones associated with the Services of the First Data QA Team due to a delay in the CalHEERS project schedule, which resulted in a shift in go-live from October 2013 to December 2013. Furthermore, additional hours have been included to provide onsite User Acceptance Test (“UAT”) support to the CalHEERS project.
Revision 2. Adjustments are needed to the Payment Milestones associated with the Services of the First Data QA Team to align with Accenture’s Development and Implementation (“D&I”) Milestones, which have been adjusted based on changes in the CalHEERS project schedule. Additional hours have also been included to provide ongoing QA and Project Management Support Services during M&O.
Revision 3. Due to the delayed implementation of CalHEERS Interface, additional D&I hours are needed to extend UAT support to the CalHEERS project.
Revision 4. Due to the volume of post-implementation releases of the CalHEERS Interface, additional M&O hours are needed to extend UAT support to the CalHEERS project.
As certain aspects of CalHEERS have been deployed, this Revision to the Change Order consists of the following changes:
Revision 5. The new interface has introduced complex functionality to C-IV and, as clarification of policy occurs, staff are required to develop and implement additional changes, resulting in Application Maintenance and Quality Assurance hours that are expected to exceed previous estimates. Additional M&O QA Services are needed, to actively monitor the SIRs and SCRs related to the CalHEERS Interface through the end of SFY 2014/15.
The total costs associated with this Change Order are covered through separate funding or accounted for within the C-IV M&O IAPDU and are summarized in the table provided below.
Total Change Order Cost:

C-IV QA

Combined Total Cost

Hours

Cost

QA Services D&I Phase

8,546

$1,172,084

QA Services M&O Phase

13,769

$1,672,629

Total

22,315

$2,844,713

All costs associated with this Change Order are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.


Motion to Approve First Data Change Order CO-016 – Revision 5 CalHEERS as written was made by Member Linda Haugan.

Motion was seconded by Member Cathi Grams.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.
**Action Item 11 was taken off-calendar by Thomas Hartman. No action by the Board Members was taken.**


  1. Approve First Data Change Order CO-028 – Threshold Languages II

As regulated by Title 9, California Code of Regulations, Section 1810.410 and Cultural Competence Plan Requirements contained in Information Notice No. 10-02 and 10-17, California counties are required to comply with Threshold Language requirements. “Threshold Languages” are those languages that have been identified as the primary language on the Medi-Cal Eligibility Data System (“MEDS”) for 3,000 beneficiaries or five percent (5%) of the Medi-Cal beneficiary population, whichever is lower, in an identified geographic area. California Threshold Languages have been identified as Arabic, Armenian, Cambodian, Cantonese, Farsi, Hmong, Korean, Lao, Russian, Tagalog/Filipino, and Vietnamese. The Contractor performed Quality Assurance (“QA”) Services associated with the development, testing, and implementation of 25 forms into 11 different languages, for a total of 275 templates in CO-024 Threshold Languages. Additional forms must be translated into the 11 different languages that would be available for all 39 C-IV Counties. Furthermore, enhancements to the C-IV System are also required to incorporate Threshold Languages within C4Yourself® (“C4Y”) a web based application. These enhancements were not included in the scope of Change Order CO-024 Threshold Languages. In order for additional forms in the C-IV System and C4Y to support the identified Threshold Languages and the Counties to perform the related program activities, enhancements to the C-IV System are required.


This Change Order outlines the staffing requirements, costs, and timeline for First Data to perform Quality Assurance (“QA”) Services associated with the development, testing, and implementation of the changes related to Threshold Languages for Forms and C4Y. This Change Order includes an additional 1,355.5 hours of Services for the First Data QA Team.
Total Change Order Cost:

C-IV M&O QA

SFY 2014/15

SFY 2015/16

TOTAL

Hours

Cost

Hours

Cost

Hours

Cost

Business Analyst / Tester - Threshold Languages for Forms

70.00

$9,360.00

691.50

$92,457.00

761.50

$101,817.00

Business Analyst / Tester - Threshold Languages for C4Y

140.00

$18,720.00

454.00

$60,660.00

594.00

$79,380.00

Total

210.00

$28,080.00

1,145.50

$153,117.00

1,355.50

$181,197.00

All of the above costs are covered through premise funding and are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.


Motion to Approve First Data Change Order CO-028 – Threshold Languages II as written was made by Member Linda Haugan.

Motion was seconded by Member Cathi Grams.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.
**Action Item 13 was taken off-calendar by Thomas Hartman. No action by the Board Members was taken.**


  1. Approve First Data Contract Amendment No. Thirty-Six (includes Change Order CO-016 Rev. 5 CalHEERS and Change Order CO-028 – Threshold Languages II) and Updates to Exhibit A

The following item is being requested to be amended into the First Data Agreement via Contract Amendment No. Thirty-Six:


The new interface has introduced complex functionality to C-IV and, as clarification of policy occurs, staff are required to develop and implement additional changes, resulting in Application Maintenance and Quality Assurance hours that are expected to exceed previous estimates. Additional M&O QA Services are needed, to actively monitor the System Investigation Requests (“SIRs”) and System Change Requests (“SCRs”) related to the CalHEERS Interface. The Consortium has requested that Contractor provide corresponding QA Services as documented in Change Order CO-016, Rev.5 CalHEERS. Consequently, there is an increase in costs associated with the increase in QA Services to be performed by Contractor.
Enhancements to the C-IV System are also required to incorporate additional Threshold Languages within C4Yourself® (C4Y) a web based application. These enhancements were not included in the scope of Change Order CO-024 Threshold Languages. Therefore, the C-IV System must be updated to accommodate this change. The Consortium has requested that Contractor provide corresponding QA Services as documented in Change Order CO-028 Threshold Languages II. As a result, there is an increase in costs associated with the increase in QA Services to be performed by Contractor.
The Change Orders CO-016 Rev.5 – CalHEERS and CO-028 – Threshold Languages II are incorporated in the Attachments to this Amendment No. Thirty-Six.
All costs associated with this Amendment are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.
Motion to Approve First Data Contract Amendment No. Thirty-Six (includes Change Order CO-016 Rev. 5 CalHEERS and Change Order CO-028 – Threshold Languages II) and Updates to Exhibit A as written was made by Chairperson von Zabern.

Motion was seconded by Member Peggy Montgomery.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.


  1. Approve Amendment 9 to the Amended and Restated Agreement for Management and Administrative Services with Regional Government Services (RGS)

Regional Government Services (RGS) is a Joint Powers Authority that provides staffing services to C-IV. The services to be performed by RGS under this Agreement shall include the addition of two (2) Business Analysts. The Agreement is amended by adding to Exhibit A, Table 1, “Rates for Personnel and Travel Reimbursement Policies”. Except as amended, all other terms and conditions of the Agreement shall remain as stated therein.


All costs associated with this Amendment are covered through C-IV M&O funding and are already accounted for in the FY 14/15 C-IV Project Budget approved on August 28, 2014.
Motion to Approve Amendment 9 to the Amended and Restated Agreement for Management and Administrative Services with Regional Government Services (RGS) as written was made by Chairperson von Zabern.

Motion was seconded by Member Cathi Grams.

Susan von Zabern, Linda Haugan, Kathy Harwell, Peggy Montgomery and Cathi Grams were in favor.

Members Lori Harrah and Ana Pagan were absent.

Motion passed unanimously.
** Note: JPA Board Member Ana Pagan joined the Meeting at 9:19 a.m.**
General Membership Action Item


  1. Approve Administrative Budget for Unfunded Costs for SFY 2015/16




  • Holly Murphy reviewed each line item of the proposed administrative budget for SFY 15/16.

Motion to approve the Administrative Budget for Unfunded Costs for SFY 2015/16 was made by Member Cathi Grams.

Motion was seconded by Member Peggy Montgomery.

Members in favor were: Butte: Cathi Grams, Calaveras – Mary Sawicki, Kern – Dena Murphy, Kings – Peggy Montgomery, Lake – Carol Huchingson, Lassen – Eric Nielson, Madera – Kelly Woodard, Marin – Heather Ravani, Mariposa – Chevon Kothari , Merced – Ana Pagan, Mendocino – Bryan Lowery, Modoc – Kelly Crosby (Interim), Riverside – Susan v on Zabern, San Bernardino – Linda Haugan, San Joaquin – Michael Miller, Shasta – Melissa Janulewicz, Stanislaus – Kathy Harwell, Tehama – Christine Applegate (Interim), Tuolumne – Ann Connolly, and

Yuba – Jennifer Vasquez

Motion passed unanimously.
General Membership Informational Items


  1. Governor’s Budget & C-IV Budget Status




  • Holly Murphy provided an update on the Governor’s proposed budget and C-IV Budget Status. Update was positive and C-IV remains fully funded.




  1. Retreat Debrief and Action Items




  • 2014 Retreat Feedback – Overall feedback on the Retreat was positive. Selection of the venue and meal planning was received favorably. A suggestion for the 2015 Retreat is to secure the use of an outside facilitator/moderator. Another suggestion was to provide more structure in the way that priorities are set.




  • Recap of 2015/2016 Strategic Priorities – Lisa Salas recapped an excel matrix of JPA priorities with corresponding funding sources and timelines. The highest priority was given to MAGI in SAWS functionality. At the present time there are no updates – pending further clarification of scope and policy to be issued. Policy implementation continues with highest priority items being reviewed with JPA and PSC members on a monthly basis. Electronic signature will be added as a capability for eNotifications.



  • GA/GR Update – Sean Swift presented the status of GA/GR action items. He also summarized a GA/GR ‘Lite’ Option that creates auxiliary issuance functionality. He also reviewed considerations, possible future expansions, funding and timelines. He addressed tabulation results from a CRFI (C-IV Request for Information) listing 27 Counties opting in and 12 Counties choosing to opt out.

  • Stage 2 for GA/GR next steps is to solicit feedback from a G/A/GR Financial commitment survey that will be issued at the end of January 2015.

  • Stage 2 Opt in means a County is:

  • Obligating their County to provide one time funding to pay for GA/GR automation in SFY 15/16 and ongoing M&O, annual funding commencing in SFY 16/17; and

  • Obligating their County to, when notified that the initiative has been approved, submit an APD to OSI for approval and upon APD approval to sign a county purchase.



  • Ad-hoc Reporting Update – Karen Rapponotti reviewed and summarized recent activities related to a request from several counties to look into hiring a Consortium resource to assist with Ad-hoc Reporting.

      • After discussion with the PSC and JPA Boards and a follow-up look at the Project budget, it was determined that the Project can support a resource for approximately the next 12 – 18 months without affecting the Admin Budget

      • Recruitment for a BA yielded a resource to come on board soon

      • Counties will develop a plan for prioritizing requests. A Workgroup will be created to assist with this objective.




  • Enhance Processing of County Forms – Scot Bailey briefed the JPA General Membership by reviewing current steps to enhance processing of county forms (introduced as ‘barcoding’):

    • Barcoding allows for document identification and/or automated receipt.

      • In C-IV barcodes, provide the information for both the document type and the case to which they are associated.

      • 93% of the top 35 C-IV Forms (82% of the total forms by volume) are already barcoding—the real problem to address is automating the receipt/identification of county forms.

    • Many of these forms are not specific to the participant (they can be provided to the participant without using C-IV). It is desirable to keep the distribution process lightweight.

      • Barcoding these forms with something specific to the participant would make distribution more complex

    • Starting with two high-volume county forms that every county has:

      • Travel Claims

      • Attendance

    • Investigating OCR (optical character recognition)

      • Type of form, Case #, Validation of fields, Data for use in C-IV

    • Piloting with San Bernardino:

      • Testing products for handwriting recognition

      • Creating County purchase for funding

      • Additional scale and capabilities for future phases




  • Task Management – Scot Bailey continued with an update regarding the status of Task Management. Highlights included:

    • C-IV Task Management was designed for case load based work (which is no longer predominant).

    • Concepts like Master Assignment Queues (MAQs) have helped for non-caseload based work (called “task based”).

    • Planning to leverage most important features from the LRS solution.

      • Not using all the software LRS is using for the most complicated capabilities. No supervisor approvals or complex orchestrations (tasks with multiple workers performing subtasks).

      • Update worker and supervisor task management (re-assignment and marking “complete”).

      • Improve reporting.

    • Funding with Pre-Migration Enhancements budget.




  1. Technical Update

  • An update and statistics for Open Enrollment presentation was given by Jon Burkett:

    • Covered California has scheduled to be open all Sundays in January and all through February through the end of Open Enrollment.

    • Contact Center coverage has determined to remain closed on all Sundays in January due to extremely low call volumes. All referrals would be redirected to contact their county offices on the next business day.

    • One outstanding issue involves if coverage will be needed on President’s Day, February 16. No clarification has been received yet from CWDA regarding this Holiday.

    • A 2014 Monthly RCC Statistics slide highlighted November and December statistics. Call volumes remain much lower than last year.

    • A 2014 Annual RCC Statistics slide indicated that SLA percentages have remained in the 90th percentile amongst all the Counties throughout the 2014 year.




  1. Application M&O Update

  • Scot Bailey reported on the system outage incident that occurred on January 22, 2015 at 8:21 a.m. The C-IV system was not available. This was caused by a hardware problem on the primary DNS server. The affected hardware was replaced and the problem has not reoccurred. An investigation is underway as to why it did not automatically cutover to the secondary DNS in a timely manner.

  • Michele Peterson continued with updates on various policy implementation topics:

  • CF 200% MCE: Proceeding with SCR 46637 which is targeted for the 15.02 (2/23/15) release. Recent CDSS information received on January 15, 2015 at Self-Sufficiency indicated that SAWS will need to make changes as to how the Income Reporting Threshold (IRT) is used for the 130-200% cases. C-IV is presently awaiting a decision from CDSS on which direction the Project should take.

  • WINS: Two steps are underway to assist the evaluation of potential WINS eligibility:

    • The issuance date for the WINS benefit will be moved to the third week of the month to allow counties the opportunity to evaluate

/verify the WINS samples case. This effort is targeted for a March release for the April sample.

    • The Project is currently researching the ability for counties to have Employment/Paid Hours evaluated prior to executing the Proxy calculation. While the target date is not yet set, the Project has this policy change as its highest priority.

    • During a recent conversation with CDSS regarding increasing the WINS populations that are meeting WPR, current first quarter percentages are: LEADER = 71 %; CalWin = 74.5 %; C-IV = 80.6 %, State Overall for WINS caseloads is 75%. A new State number has been set to 85%.

    • Chairperson Susan von Zabern congratulated the C-IV Teams for their great work in putting together successful solutions with regard to hierarchical, proxy calculations.

  • SSA COLA - DHCS is working with CalHEERS to identify a process for what to do with MAGI versus Non-MAGI cases. The project is waiting for DHCS to publish their ACWDL before moving forward with the COLA change.

  • CW/CF Drug Felons

    • SCR 54832 is targeted for a 14.12 priority (2/14/15) release.

    • CIT 0003-15 was published on January 14 that explains a list of cases with active drug felon non-compliance and customers can be notified of potential eligibility.

  • Long–term WTW Sanctions – Move to Aid Codes K1 or 3F

    • Draft ACL received on 1/12/15. The project is in the process of accessing the case load size and system impacts.

  • 24 Month Time Clock – Phase III

    • C-IV has suspended the design efforts for the WTW 24 Month Time Clock due to other policy priorities. At this time, a date has not been set to resume the design discussion with the county SMEs.

    • The English and Spanish WTW 43 was added to the Template Repository in R14.12.

  • eICT Updates

    • Over the last year the project has been working with CalWIN and LEADER to identify additional data elements to include in the ICT interface. The new data elements primarily consist of eligibility and data collection elements for CalFresh and CalHEERS.

  • Michele Peterson continued with a Policy Watch Items slide that included several names of Initiatives and their current status.

  • An eNotifications update was summarized by Lisa Salas. Highlights included capability deployed with Release 14.12, when opted in, outreach start dates and opt in statistics in a C4 – Accounts and eNotifications Snapshot handout.

  • Texting

    • Classified as a courtesy functionality, this will begin as a pilot with Kern, Lake, Merced and Shasta Counties participating with an end of February Release.

    • This does not replace correspondence mandated by policy.

  • A CalHEERS Interface update was presented by Lisa Salas from an Unsolicited Referral Backlog Snapshot handout. She covered the implementation of code changes to support the Short-Term Negative Action process as well as the testing of eHIT 3.0 Interface Changes with CalHEERS.




  1. Recruitment Update – was given in the Ad-hoc Support presentation by Karen Rapponotti. C-IV is fully-staffed at this point in time with no additional recruitments planned.




  1. LRS/C-IV Update – Tom Hartman began his presentation by addressing the planned, combined Joint Powers Authority structure for the upcoming migration of C-IV and LRS. Several subjects were presented with their corresponding recommendations covering such items as the number of members of the Board of Directors, the revised regional structure, the quorum requirements and voting structure.

A question was raised by Phebe Chu, Consortium Legal Counsel, regarding the Board of Directors voting structure and quorum requirements. Chairperson von Zabern clarified her understanding of the issue and it was agreed to incorporate the clearer definition in the new agreement and bylaws.




  1. Adjourn meetings.

  • JPA Chairperson von Zabern adjourned the JPA Regular Board and the General Membership meetings at 11:00 a.m.




Action Items from previous meeting

Assigned to

Due Date

Status

  1. Provide as needed summary updates on critical policy efforts that are in different states of development at C-IV to ensure that County Executive Management is aware of the upcoming changes and if necessary allow them to exercise their influence with the Project and/or with oversight partners.

Thomas Hartman

As needed




  1. C-IV to share active C4Y counts and counts showing those who have opted in to receive eNotifications to their C4Y accounts.

Lisa Salas

JPA

2/26/15


Open

  1. 2015 Priorities spreadsheet list was reviewed with PSC Committee members on December 4 and will be discussed in today’s meeting.

Thomas Hartman

JPA

2/26/15


Open

Action Items from this meeting

Assigned to

Due Date

Status

.












Next JPA Regular meeting

Thursday, February 26, 2015 10:00 a.m.–12:00 p.m. (Conference call)

C-IV Project – Sutter Room

11290 Pyrites Way, Suite 150

Rancho Cordova, CA 95670

Conference Call number 1- 866-398-9973 (Access Code # 472762)

JPA General Membership Meeting Minutes (01/23/2015)



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