Saws consortium IV jpa meeting Minutes February 26, 2015
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SAWS Consortium IV JPA Meeting Minutes February 26, 2015 Location: C-IV Project – Sutter Room 11290 Pyrites Way, Suite 150 Rancho Cordova, CA 95670 Conference Call Number (1-866-398-9973 Access Code 472762#) Members present: Region 1 – Susan von Zabern, Riverside County DPSS Director and (via teleconference) Chairperson Region 2 – Linda Haugan, San Bernardino County Assistant Executive Officer, Human Services and Member Region 3 – Peggy Montgomery, Kings County HSA Director and Member Region 4 – Kathy Harwell, Stanislaus County Community Services Agency Director and Vice-Chairperson Region 5 – Ana Pagan, Merced County HSA Director and Member Region 6 – Lori Harrah, Sutter County Welfare and Social Services Director and Member Region 7 – Cathi Grams, Butte County Employment and Social Services Director and Member Facilitator: Thomas Hartman, C-IV Project Director Attendees: Nichole Nava, Peggy Macias, Danielle Benoit, Joe Mendoza, Liz Grisham, Dan Kohn, Martha Zepeda, Larry Risser, Kim Lamb, Kristine Dudley/OSI, Leslie Johnson, Sean Swift, Jennifer Dacre, Dan Dean, Holly Murphy, Scot Bailey, Jon Burkett, Lisa Salas, Jennifer Hobbs, Karen Rapponotti, Michele Peterson and Grace Navarro Attendees: Phebe Chu, Rich Wyde, Lori Christensen/CDSS, (via teleconference) Farzad Ghazizadeh/OSI, and Christiana Smith/CWDA
Consent Items
Action Items from previous meeting
No updates Action Items from this meeting
No updates
A Verbal update was given during this meeting. Motion to Approve the Minutes of the January 23, 2015 JPA Board and General Membership Meetings and Update of Action Items as written was made by Member Linda Haugan. Motion was seconded by Member Peggy Montgomery. Members Susan von Zabern, Kathy Harwell, Linda Haugan, Ana Pagan, Peggy Montgomery, Cathi Grams and Lori Harrah were in favor. Motion passed unanimously.
Motion to approve Accenture County Purchases and authorize the addition of funding to the FY 14/15 C-IV Project Budget as written was made by Member Lori Harrah. Motion was seconded by Vice-Chair Kathy Harwell. Members Susan von Zabern, Kathy Harwell, Linda Haugan, Ana Pagan, Peggy Montgomery, Cathi Grams and Lori Harrah were in favor. Motion passed unanimously.
As part of Change Order CO-068, CalHEERS, Accenture developed and implemented an interface between the C-IV System and the California Healthcare Eligibility, Enrollment and Retention System (“CalHEERS”). This interface was implemented in January 2014 in order for the C-IV System to support the enactment of the Patient Protection and Affordable Care Act of 2010 and enable the C-IV Counties to perform the related program activities. Subsequent to the implementation of that interface, the California Department of Health Care Services (“DHCS”) implemented additional changes to the Medi-Cal program, and, therefore, additional enhancements to the C-IV System related to the CalHEERS interface are required to enable the Counties to the perform the related program activities. This Change Order outlines the costs and timeline for Accenture to develop, test and implement enhancements related to the CalHEERS interface listed below in the table and future enhancements identified by the Consortium and agreed upon by Accenture. The columns in the table include:
Total Change Order Cost: 
All costs associated with this Change Order are covered through premise funds 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-078 – CalHEERS Enhancements SFY 2014/2015 as written was made by Member Linda Haugan. Motion was seconded by Member Peggy Montgomery. Members Susan von Zabern, Kathy Harwell, Linda Haugan, Ana Pagan, Peggy Montgomery, Cathi Grams and Lori Harrah were in favor. Motion passed unanimously.
The Contractor developed and implemented an interface between the C-IV System and the California Healthcare Eligibility, Enrollment and Retention System (“CalHEERS”) in Change Order CO-068, CalHEERS to support the enactment of the Patient Protection and Affordable Care Act of 2010 and enable the C-IV Counties to perform the related program activities. 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 and outlined in Change Order 068, Revision 5. Subsequent to the implementation of the CalHEERS interface, the California Department of Health Care Services implemented additional changes to the Medi-Cal program that require additional enhancements to the C-IV System related to the CalHEERS interface. These additional enhancements are further described in Change Order CO-078, CalHEERS Enhancements SFY 2014/15. 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-Seven (includes Change Order CO-78 - CalHEERS Enhancements SFY 2014/15) and Updates to Exhibit A as written was made by Chair von Zabern. Motion was seconded by Member Peggy Montgomery. Members Susan von Zabern, Kathy Harwell, Linda Haugan, Ana Pagan, Peggy Montgomery, Cathi Grams and Lori Harrah were in favor. Motion passed unanimously.
As part of Change Order CO-016, CalHEERS, First Data performed Quality Assurance (“QA”) Services associated with the development, testing, and implementation of an interface between the C-IV System and the California Healthcare Eligibility, Enrollment and Retention System (“CalHEERS”). This interface was implemented in January 2014 in order for the C-IV System to support the enactment of the Patient Protection and Affordable Care Act of 2010 and enable the C-IV Counties to perform the related program activities. Subsequent to the implementation of that interface, the California Department of Health Care Services (“DHCS”) implemented additional changes to the Medi-Cal program. As a result, additional enhancements to the C-IV System related to the CalHEERS interface are required to enable the Counties to perform the related program activities. This Change Order outlines the staffing requirements, costs, and timeline for First Data to perform QA Services associated with the development, testing, and implementation of the changes associated with implementing additional enhancements to the interface with the California Healthcare Eligibility, Enrollment and Retention (“CalHEERS”) System. This Change Order includes an additional 448 hours of QA Services for the First Data QA Team. These additional Services will consist of review and assessment associated with the System Change Requests (“SCRs”) in the table below. The columns in the table below include: • ID: Sequential number given to all SCRs. ID is used throughout the release management lifecycle; • Short Description: Short phrase to describe the SCR; and • First Data Hours: Number of hours estimated to perform QA Services
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-027 – CalHEERS Enhancements SFY 2014/2015 as written was made by Member Linda Haugan. Motion was seconded by Member Cathi Grams. Members Susan von Zabern, Kathy Harwell, Linda Haugan, Ana Pagan, Peggy Montgomery, Cathi Grams and Lori Harrah were in favor. Motion passed unanimously.
The Contractor performed Quality Assurance (“QA”) Services associated with the development, testing, and implementation of an interface between the C-IV System and the California Healthcare Eligibility, Enrollment and Retention System (“CalHEERS”) in Change Order CO-016. This interface was implemented in January 2014 in order for the C-IV System to support the enactment of the Patient Protection and Affordable Care Act of 2010 and enable the C-IV Counties to perform the related program activities. 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. Subsequent to the implementation of the interface, the California Department of Health Care Services (“DHCS”) implemented additional changes to the Medi-Cal program that require additional enhancements to the C-IV System related to the CalHEERS interface. These enhancements were not included in the scope of Change Order CO-016, Rev.4 CalHEERS. The Consortium has requested that Contractor provide corresponding QA Services as documented in Change Order CO-027 – CalHEERS Enhancements SFY 2014/15. 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-Seven (includes Change Order CO-027- CalHEERS Enhancements SFY 2014/2015) and Updates to Exhibit A as written was made by Vice-Chair Kathy Harwell. Motion was seconded by Chair von Zabern. Members Susan von Zabern, Kathy Harwell, Linda Haugan, Ana Pagan, Peggy Montgomery, Cathi Grams and Lori Harrah were in favor. Motion passed unanimously. Informational Items
Next Meeting JPA Regular Board Meeting March 26, 2015 – 10:00 a.m. – 12:00 p.m. (Conference Call) C-IV Project – Sutter Conference Room 11290 Pyrites Way, Suite 150 Rancho Cordova, CA 95670 Conference Call number: 1-866-398-9973 (Participant Code: 472762#) 
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