Location: C-IV Project – Sutter Room
11290 Pyrites Way, Suite 150
Rancho Cordova, CA 95670
Members present via teleconference:
Region 1 - Susan von Zabern, Riverside County DPSS Director and Vice Chair
Region 3 – Dena Murphy, Kern County DHS Director
Region 5 – Scott Pettygrove, Merced County Human Services Agency Director and Chair
Region 6 – Mike Dent, Nevada County Dept. of Social Services Director
Region 7 – Eric Nielson, Lassen County Community Social Services Director
Members not present:
Region 2 – CaSonya Thomas, San Bernardino County HSA Assistant Executive Officer
Region 4 – Kathy Harwell, Stanislaus County Community Services Agency Director
Facilitator:
Tom Hartman, C-IV Project Director
1. Chair Scott Pettygrove convened the meeting at 10:03 a.m.
2. Public opportunity to speak on any Item NOT on the agenda
- None.
JPA Board Action Items
3. Approve the Minutes of the January 27, 2017, JPA Board and General Membership Meeting and Update of Action Items
Summary: The Consortium is seeking Board approval of the January 27, 2017, JPA Board and General Membership Meeting Minutes.
Action Items from previous meeting:
Action Item 1- As needed
Action Item 2- Closed
Motion to Approve was made by Member Mike Dent.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
4. Approve Accenture Change Order CO-086 – Task Management, Revision 2
Summary:
This Revision 2 to the Change Order CO-086 outlines the charges and timelines for Accenture to develop, test, and implement enhancements related to enabling task re-assignment capabilities, manual and automated.
This Revision 2 increases the Total Change Order costs by $453,171
All costs associated with this Change Order are covered through C-IV M&O funding and are already accounted for in the FY 2016/17 C-IV Project Budget approved July 28, 2016.
Motion to Approve was made by Vice Chair Susan von Zabern.
Motion was seconded by Member Mike Dent.
All present board members were in favor of the motion.
Motion passed unanimously.
5. Approve Accenture Change Order CO-093 – Elimination of MFG and authorize the addition of funding to the FY 16/17 C-IV Project Budget
This Change Order outlines the charges and timeline for Accenture to design, develop, test, and implement enhancements that would support the enactment of AB 1603 and the repeal of the CalWORKs MFG rule.
All costs associated with this Change Order are covered through premise funds.
Motion to Approve was made by Member Dena Murphy.
Motion was seconded by Vice Chair Susan von Zabern.
All present board members were in favor of the motion.
Motion passed unanimously.
6. Approve Accenture Change Order CO-094 – No Change SAR 7
Summary: This Change Order outlines the charges and timeline for Accenture to design, develop, test and implement that enhancement to enable the System to run EDBCs for SAR 7 forms marked with a status of “no change” by users.
All costs associated with this Change Order are covered through C-IV M&O funding and are already accounted for in the FY 2016/17 C-IV Project Budget approved July 28, 2016.
Motion to Approve was made by Member Mike Dent.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
7. Approve Accenture Change Order CO-095 – EBT Account Creation
Summary: This Change Order outlines the charges and timeline for Accenture to design, develop, test and implement those enhancements related to EBT account creation.
All costs associated with this Change Order are covered through C-IV M&O funding and are already accounted for in the FY 2016/17 C-IV Project Budget approved July 28, 2016.
Motion to Approve was made by Vice Chair Susan von Zabern.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
8. Approve Accenture County Purchases and authorize the addition of funding to the FY 16/17 C-IV Project Budget
Motion to Approve was made by Member Mike Dent.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
9. Approve Accenture Contract Amendment No. Ninety and Updates to Exhibit A
Summary:
• Change Order CO-086 – Task Management, Revision 2 increases the Total Contract Value by $453,171. This Revision 2 outlines the charges and timelines for Accenture to develop, test, and implement enhancements related to enabling task re-assignment capabilities, manual and automated.
• Change Order CO-093 – Elimination of MFG increases the Total Contract Value by $189,900. This Change Order outlines the charges and timeline for Accenture to design, develop, test, and implement enhancements that would support the enactment of AB 1603 and the repeal of the CalWORKs MFG rule.
• Change Order CO-094 – No Change SAR 7 increases the Total Contract Value by $172,314. This Change Order outlines the charges and timeline for Accenture to design, develop, test and implement an enhancement to enable the System to run EDBCs for SAR 7 forms marked with a status of “no change” by users.
• Change Order CO-095 – EBT Account Creation increases the Total Contract Value by $206,838. This Change Order outlines the charges and timeline for Accenture to design, develop, test and implement those enhancements related to EBT account creation.
• The Extension Cost Schedules have been adjusted to shift funds from M&O central print to M&O application maintenance. Additionally, the Extension Cost Schedules have been adjusted to reconcile the total charges for certain County Purchases that include production operations charges that are now funded by the Consortium. The adjustments are implemented and reflected in the Cost Pricing Schedules to this Amendment.
• Using the County purchase process, the counties of El Dorado, Imperial, Madera, Monterey, Riverside, San Benito and San Bernardino have purchased various Services, Equipment and Software items. Each of these purchases was funded and approved by the individual County. These County Purchases increase the Total Contract Value by $832,786.
Amendment No. Ninety increases the Total Contract Value by: $1,544,352
Motion to Approve was made by Vice Chair Susan von Zabern.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
10. Approve First Data Change Order CO-033 – Task Management, Revision 2
Summary:
Revision 2 to the Change Order CO-086 outlines adjustments needed to the costs associated with the Services of the First Data QA Team due to the addition of the following tasks:
· System test of the system enhancements related to enabling task re-assignment capabilities, manual and automated;
· Confirm the requirements, develop the design and test of system enhancements related to adding new pages related to work lists; and
· Confirm the requirements; develop the design and test of system enhancements related to new reports in the C-IV System.
This Change Order includes an additional 1,597 hours of Services for the First Data QA Team.
All costs associated with this Change Order are covered through C-IV M&O funding and are already accounted for in the FY 2016/17 C-IV Budget approved July 28, 2016.
Motion to Approve was made by Member Dena Murphy.
Motion was seconded by Member Mike Dent.
All present board members were in favor of the motion.
Motion passed unanimously.
11. Approve First Data Change Order CO-038 – Elimination of MFG and authorize the addition of funding to the FY 16/17 C-IV Project Budget
Summary: This Change Order outlines the staffing requirements, costs and timelines for First Data to perform Quality Assurance (“QA”) Services related to development, testing and implementation of the enhancements that support the enactment of AB 1603 and the repeal of the CalWORKs MFG rule. This Change Order includes an additional 90.5 hours of Services for the First Data QA Team.
All costs associated with this Change Order are covered through premise funds.
Motion to Approve was made by Vice Chair Susan von Zabern.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
12. Approve First Data Change Order CO-039 – EBT Account Creation
Summary:
This Change Order outlines the staffing requirements, costs and timelines associated with Quality Assurance (“QA”) Services related to development, testing and implementation of the enhancements related to EBT account creation. This Change Order includes an additional 46 hours of Services for the First Data QA Team.
All costs associated with this Change Order are covered through C-IV M&O funding and are already accounted for in the FY 2016/17 C-IV Project Budget approved July 28, 2016.
Motion to Approve was made by Member Dena Murphy.
Motion was seconded by Member Mike Dent.
All present board members were in favor of the motion.
Motion passed unanimously.
13. Approve First Data Change Order CO-040 – No Change SAR 7
Summary:
This Change Order outlines the staffing requirements, costs and timelines associated with Quality Assurance (“QA”) Services related to development, testing and implementation of the enhancements to enable the System to run EDBCs for SAR 7 forms marked with a status of “no change” by users. This Change Order includes an additional 51 hours of Services for the First Data QA Team.
All costs associated with this Change Order are covered through C-IV M&O funding and are already accounted for in the FY 2016/17 C-IV Project Budget approved July 28, 2016.
Motion to Approve was made by Member Mike Dent.
Motion was seconded by Vice Chair Susan von Zabern.
All present board members were in favor of the motion.
Motion passed unanimously.
14. Approve First Data Amendment No. Fifty-One and Updates to Exhibit A
Summary: The following items are being requested to be amended into the First Data Agreement via Contract Amendment No. Fifty-One:
• Change Order CO-033 – Task Management, Revision 2 increases the total contract value by $80,226. This Change Order outlines the staffing requirements, costs, and timeline for First Data to perform Quality Assurance (“QA”) Services associated with confirm the requirements and develop the designs for updating existing task-related pages.
• Change Order CO-038 – Elimination of MFG increases the total contract value by $12,100. This Change Order outlines the staffing requirements, costs and timelines for First Data to perform Quality Assurance (“QA”) Services related to development, testing and implementation of the enhancements that support the enactment of AB 1603 and the repeal of the CalWORKs MFG rule.
• Change Order CO-039 – EBT Account Creation increases the total contract value by $6,137. This Change Order outlines the staffing requirements, costs and timelines associated with Quality Assurance (“QA”) Services related to development, testing and implementation of the enhancements related to EBT account creation.
• Change Order CO-040 - No Change SAR 7 increases the total contract value by $6,779. This Change Order outlines the staffing requirements, costs and timelines associated with Quality Assurance (“QA”) Services related to development, testing and implementation of the enhancements to enable the System to run EDBCs for SAR 7 forms marked with a status of “no change” by users.
Total Cost:
Amendment No. Forty-Nine increases the Total Contract Value by: $105,242
Motion to Approve was made by Member Dena Murphy.
Motion was seconded by Vice Chair Susan von Zabern.
All present board members were in favor of the motion.
Motion passed unanimously.
15. Approve RGS Contract Amendment No. Sixteen
Summary: Regional Government Services (RGS) is a Joint Powers Authority that provides staffing services to C-IV. The services to performed by RGS under this Agreement are amended to include the annual salary and benefit increases.
The Agreement is amended by:
• Replacing Exhibit, A: Table 1, Rates for Personnel and Travel Reimbursement Policies, in its entirety, and;
• Replacing Exhibit, A: Table 2, Staff Salary Rate Schedule, in its entirety, and;
• Replacing Exhibit B: Job Descriptions in its entirety
All costs associated with this Amendment are already accounted for in the FY 16/17 C-IV Project Budget approved as of July 28, 2016.
Motion to Approve was made by Vice Chair Susan von Zabern.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
16. Approve March 2017 – May 2017 JPA Board Meeting Schedule
Summary: The Consortium is seeking Board approval of the March 2017 – May 2017 Joint Powers of Authority (JPA) meeting schedule.
All JPA Meeting Dates from March 2017 through May 2017 were approved.
Motion to Approve was made by Member Mike Dent.
Motion was seconded by Member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
Informational Items
17. LRS/C-IV Migration Update
Summary: Susan von Zabern, Tom Hartman and June Hutchison provided an update regarding recent activities and discussions:
Reviewed slide deck 17-1 2-17 JPA Migration.pptx
LRS/C-IV Executive Leadership Committee/ Migration Activities
· The Foster Care Summit held on February 7, 2017 at LRS Project had good participation; we reviewed the Foster Care functionality implemented in the LRS System, talked about Foster Care rate changes and Foster Care Eligibility Determination. The Feedback received from the group was that they appreciated the face-to-face meeting, sharing information, and having a dialogue about Foster Care.
· The Governor’s Proposed 17/18 Budget reduced the Migration funding by $18.3 million and overall by $30.8 million. The budget assumed reductions through the FastTrack approach, a rate reduction with Accenture, and consortium staff and travel reductions. We are still working through various scenarios, but one consequence is that the Migration project will begin six months later (January 2018). Additionally, the Single Portal APD (to replace each systems application similar to C4Yourself) was not approved in the Governor’s Proposed Budget and there is no funding specifically for this included in the Migration D&I Budget. We are looking at what needs to be done at a minimum to make C4Yourself work with LRS at migration.
· The JPA Governance documents were not submitted to the General Membership for approval due to:
o Lack of agreement on governance