SAWS Consortium IV
Project Steering Committee (PSC) Meeting Minutes
September 15, 2016
Location: National University – Rooms 102-118-123-
10901 Gold Center Drive, Suite 100
Rancho Cordova, CA 95670
Members Present:
Region 1 - Rocio Aguiniga
Region 2 – Nancy Swanson
Region 4 – Brian Taing
Region 5 - Mary Ellen Arana
Region 8 – Amy Alvarado
Luther Evans Jr.
Winna Crichlow
Members Not Present:
Region 6 – Bekkie Emery
Region 7 – Debbie Walsh
Region 8 - Corey Hanemoto
Facilitator:
Tom Hartman, C-IV Project Director
Additional Attendees:
Raychelle Menefee, June Hutchison, Karen Rapponotti, Lisa Salas, Rosalie Ngo, Dorothy Avila, Peggy Macias, Sharon Caldwell, Martha Zepeda, Dan Kohn, Holly Murphy, Joe Mendoza, Jenny Rutheiser, Larry Risser, Liz Grisham, Jon Burkett, Scot Bailey and Jennifer Hobbs.
Additional Attendees via teleconference:
Farzad Ghazizadeh, Danielle Benoit and Region 3 - Cindy Uetz, 100 East California Ave., Bakersfield, CA 93307
1. Facilitator Tom Hartman convened the meeting at 9:05 a.m.
2. Agenda Review
3. Public opportunity to speaks on items not on the Agenda.
PSC Board Action Items
4. Approve the Minutes of the August 18, 2016, Project Steering Committee Meeting and Update of Action Items
Summary: The Consortium is seeking Committee approval of the August 18, 2016 Project Steering Committee Meeting Minutes. Prior to approval, Tom Hartman will review the status of any outstanding Action Items from the Minutes.
Action Items from previous meeting:
Action Item 1- as needed
Motion to Approve was made by Member Brian Taing
Motion was seconded by Member Rocio Aguiniga
All present committee members were in favor of the motion.
Motion passed unanimously.
Informational Items
5. LRS Update
Summary: Dorothy Avila and the LA PSC Members provided an update regarding recent activities of the LRS Project.
LRS is currently focused on DCFS-foster care through user acceptance testing. DCFS is preparing for training and rolling on to the LRS System. They were supposed to implement this month but may wait until October; the decision will be made later this month.
6. LRS/C-IV Migration Update
Summary: Tom Hartman provided an update regarding recent activities and discussions of recent LRS/C-IV Executive Leadership Committee activities and discussions.
There was a State briefing last Thursday and they are excited about the joint change control board process being put into place. They felt this was an important accomplishment and will help minimize conversion as we go forward. At the leadership meeting on Monday, San Bernardino County Counsel Phebe Chu and Los Angeles County Counsel Truc Moore, reviewed the MOU in detail, including three items that were outstanding and the leadership team with through all of them. The By-Laws and JPA agreement are ready to move forward. The APD has been approved by state and the CAP has been approved with $240,000 roughly as the total county share. The information request is out to Accenture and C-IV answered their first set of questions. Mike Sylvester, Hayward Gee and Tom answered most of the questions and Accenture will get back to them by September 30th. The Fiscal/Legal portion is still a work in progress. San Bernardino wants to continue to act as the Fiscal Agent but has staffing concerns. We are in the process of drafting a letter from Sheryl Spiller and Susan von Zabern to San Bernardino Auditor/Controller outlining the timing and transition requirements.
7. Migration Planning Update
Summary: June Hutchison provided an update on recent migration planning activities and their status.
Reviewed slide deck 7-1 Migration PSC Update September 2016 v2.pptx
C-IV/LA sent a revised APD to the state making a couple of the following changes: removed procurement information due to no relevance with the budget year 17/18, clarified Development and Implementation alternate situations, clarified version of system used for side by side and removed duplicates in APD. Kristine Dudley stated that it was in its final review by stakeholders. The CAP review is on the list to do whenever stakeholders are ready. There is another Legislative briefing due late October for Mike Sylvester and Tom Hartman.
We have completed the statement of requirements and now working on completing the statement of work, which is now being called information request. The first version of the information request was sent on August 31st, formal questions and comments were received and responded to on September 8th. Based on comments and suggestions, we will produce a final version soon. Looking ahead to negotiations, we expect they will be held through the holidays.
Regarding the JPA Agreement and who will carry on the duties of Fiscal/Legal Agent, there are three options on the table. Option 1 – keep everything with San Bernardino. Option 2- transfer to LA county 7/2017. Option 3- LA county may provide staff to assist San Bernardino until the fiscal agent changes to LA county effective 7/2020. We will be sending a letter to San Bernardino asking if his department is willing to do option 3. Option 2 is the fallback option. The issue is how can we do this smoothly, seamlessly and with little risk. Tom stated that LA has not agreed to Option 1.
8. PSC Draft Charter
Summary: Karen Rapponotti helped facilitate discussion regarding reviewing the newly drafted PSC Charter.
Reviewed 8-1 Draft CalACES – PSC Charter9-7-2016.doc
Reviewed the draft charter and got feedback. In the coming months we will finalize the draft and seek committee approval. We want to make sure we get the purpose and functions correct. A review and discussion commenced pointing out various items.
9. M&O Application Update
Summary: Michele Peterson, Lisa Salas, and Sean Swift provided an update on recent M&O Project activities and their status.
Reviewed slide deck 9-1 PSC Policy Update 091516.pptx
The 16.09 release has about fifty enhancements. With every release there is a release webcast, where all thirty-nine counties and LRS can dial-in and ask for any release demonstrations that they would like to see.
CalWORKs MAP Increase- Values were added to the C-IV System in August. This past weekend, C-IV ran a batch EDBC that picked up a little over half million CalWORKs. There were over 600,000 notices generated and the five lists were in the system for workers to review on Monday/Tuesday. LRS is currently running the COLA now and the values will be in the LRS system Saturday.
Child Care RMR- Regional Market Rates will have new values added in the next week or so. for about 15 counties that administer child care. LA County will not be making this change because they contract child care.
CalFresh ABAWDS- CDSS meeting today.
WtW 25 Report- CWDA has a meeting with the state to see what information is really needed for this report.
AB 403- SAWS is meeting with CDSS to work on clarifying this policy, including what is to be implemented and what families are affected. The design for this policy within LA and C-IV may be out of alignment for a while.
June said we are looking at possible dates for the Foster Care side by side and the soonest would be the week of January 23rd. The details of this side by side are being ironed out and we’ll be sending out a request asking for volunteers from all 8 Regions. We will continue to utilize our initial guiding principles, including “use LRS as is when possible”.
Elimination of MFG- Coming in release16.09. As of September 9th, there are approximately 160,000 programs in which an MFG child resides.
ARC- Received draft ACL yesterday and we’ll be looking for any new changes. So far, there are two significant changes, one being a move from EBT to warrants, like foster care. Secondly, moving to retrospective budgeting payment instead of prospective budgeting.
Lisa Salas and Liz Grisham went through the different handouts that are given out for PSC for the policy topic.
10. 2016 Conference
Summary: The 2016 Conference topic has been added to the agenda to solicit ideas/comments in preparation of the upcoming meeting:
Registration Open
We had an overwhelming number of people who registered for the retreat (over 100). C-IV will be closing the registration tomorrow.
11. Proposed C-IV JPA Board Agenda
The board agenda was reviewed by Tom Hartman.
12. Regional Updates/Sharing
Region 1: Riverside is cross training Medi-Cal workers into CalFresh. Proposal of a tech refresh happening in Imperial County. Riverside is preparing for a new site in Palm Springs.
Region 2: None
Region 3: None
Region 4: Marin currently has a class going on. They are also having discussions about starting a contact center. Napa moved into their new facility. San Joaquin has a consecutive eligibility classes going to help fill vacancies. Stanislaus is also looking for eligibility recruitments.
Region 5: All counties looking to recruit, hire and train. Challenging in staff development. Calaveras’ Kathy Houle retiring at the end of December.
Region 6: El Dorado has a new director, Patricia Charles-Heather. Humboldt has a class of 16 new EWs. Mendocino had started a new class too. Colusa is partnering with Family Resource Center to put a kiosk at their Williams Family Resource Center.
Region 7: None
Region 8: Post implementation support is being led by OCM(?). Getting to know staff, what their issues are and providing them with help/solutions. There is targeted videos that they are presenting to staff at meetings. Looking to start pilot evaluation in two offices next month.
Sharing
For the Joint Change Control Board, we are working on processes together. There are items that are C-IV focused, LRS focused and then some joint items. C-IV and LA’s current focus is on items that create gaps. We are currently working on processes to help refine that effort and setting up a small group from Accenture staff (LA & C-IV). Dorothy added, we are working toward having one SCR that reflects both changes and will just call out the differences between systems.
13. Adjourn Meeting
• Tom Hartman adjourned the meeting at 12:13 p.m.
Action Items from previous meeting / Assigned to / Due Date / Status1. 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. / Tom Hartman / As needed
Action Items from this meeting / Assigned to / Due Date / Status
1. PSC Charter / Karen Rapponotti / Next PSC Mtg. / Open
Next Meeting
Project Steering Committee Meeting
December 01, 2016
Rancho Cordova City Hall- American River North
2729 Prospect Park Drive
Rancho Cordova, CA 95670