Cal SAWS Project Steering Committee Meeting August 15

Cal. SAWS | Project Steering Committee Meeting August 15, 2019 Cal. SAWS | Project Steering Committee Meeting 1

Agenda 1. Call Meeting to Order 2. Agenda Review 3. Public Opportunity to speak on items NOT on the Agenda. Public comments are limited to no more than three minutes per speaker, except that a speaker using a translator shall be allowed up to six minutes. NOTE: The public may also speak on any item ON the Agenda by waiting until that item is read then requesting recognition from the Co. Chair to speak. Cal. SAWS | Project Steering Committee Meeting 2

Action Items Cal. SAWS | Project Steering Committee Meeting 3

Action Items 4. Approval of the Minutes and review of the Action Items of the July 18, 2019 PSC Meeting. Cal. SAWS | Project Steering Committee Meeting 4

Proposed Data Retention Policy Seeking, from the Cal. SAWS Project Steering Committee (PSC) members, the Approval of the Cal. SAWS Conversion Data Retention Requirements, listed below. If Approved, Legacy systems (C-IV and Cal. WIN) will adhere to these requirements when extracting systems data for the Conversion team purposes of migrating systems data to Cal. SAWS | Project Steering Committee Meeting 5

Proposed Data Retention Policy Federal and State Regulatory Compliance Check/Traceability The proposed Data Retention requirements have been referenced to and compliant with the Federal and State Regulations documented below) as of July 2019: q ü ü ü ü ü Federal law (45 CFR 164. 528)* Federal law (45 CFR 74. 20) Welfare and Institutions (W&I) Code, Section 10851 (a) CDSS Manual of Policies and Procedures, Operations Section 23 -353. 6 All County Welfare Directors Letter No. 07 -13 All County Welfare Directors Letter No. 00 -31 All County Letter (ACL) No. 11 -08 All County Letter (ACL) No. 11 -15 All County Letter (ACL) No. 06 -33 (ACL NO. 05 -15) All County Letter (ACL) No. 03 -01 MEDI-CAL ELIGIBILITY PROCEDURES MANUAL * Federal law (45 CFR 164. 528) Requires DHCS to retain data for at least six years to cover requests from an individual for an accounting of disclosures of protected health information made by a covered entity. Cal. SAWS | Project Steering Committee Meeting 6

Proposed Data Retention Policy Notes q The * (above) denotes that this retention may require the conversion/creation of a Shell Case, which would include Case Summary information such as: § High-level information about persons associated to the case, including Name, DOB, SSN, and CIN. § Case Name § Serial Number § Time Limit Data q Analysis on both the legacy database sizes, after applying relative retention guidelines (as outlined in the Cal. SAWS Conversion Data Retention Requirements above), resulted in retaining approximately 2/3 of the legacy case data in both the Cal. WIN and C-IV systems. q A stand-alone document (Cal. SAWS Data Retention Requirements FINAL v 5. 0) has been provided as an attachment document the requirements, notes, as well as a Federal and State Regulatory Compliance Check. Cal. SAWS | Project Steering Committee Meeting 7

Action Items 5. Approval of the Cal. SAWS Data Retention Policy. Cal. SAWS | Project Steering Committee Meeting 8

Informational Items Cal. SAWS | Project Steering Committee Meeting 9

Discuss Draft Cal. SAWS Charter Cal. SAWS | Project Steering Committee Meeting 10

Functional Design Sessions • • Cal. SAWS | Project Steering Committee Meeting Imaging solution proposal and recommendation review and next steps; GA/GR solution status and next steps; Task management solution and next steps; Non-State forms status 5 mins 11

Background for the Imaging Functional Design Overview § The Imaging Functional Design Sessions were executed to further define the scope of requirements for the Design and Development phase of the Cal. SAWS Migration Project. § Objectives of Imaging Functional Design: v v Identify a Centralized Imaging System for 58 Counties integrated into the core application Strive toward standardization Obtain feedback on the business process flows Provide the best solution based on the feedback coming out of the functional designs § Key accomplishments are: v Provided a forum for the counties to assist in the development of the solution v v v v Prior to sessions beginning, the team visited 5 Cal. WIN Counties and Los Angeles County. 4 -Day Session for each Cal. SAWS Region open to all counties. Total of 117 county experts from 42 different counties participated in sessions. Clarified system actions needed Discovered critical business processes Confirmed design objectives for application development Established context and validated requirements Cal. SAWS | Project Steering Committee Meeting 12

Functionality Matrix: Both solutions meet the core functionality Core Functionality Requirements – Capture Functionality Hyland Kofax Ability to add notes during capture Yes Ability to append Documents Yes Ability to change the "Applicable Date" field at the time of capture Yes Ability to do OCR/ICR for clasification and extraction Yes Ability to generate reports (e. g. OCR/ICR Fail rate, Docs that get incorrectly labeled, Audit) Yes Ability to have a custom batch number Yes Ability to import images/documents from multiple sources (e. g. lobby kiosk, mobile app. . . etc) Yes Ability to interact with the Cal. SAWS application in realtime Yes Ability to lasso or draw a box over text on a document to update data Yes Ability to prompt designated staff to select case member, multiple persons, or no person option for all person level document types Yes Ability to read barcode Yes Ability to store documents at a case or person level Yes Ability to train system to recognize cover sheets and 'append documents to the cover sheet case' Yes Ability to use separators (Envelopes, Barcoded Docs, Generic Separators, Cover Sheets) between documents Yes Ability to Virtual Print Yes No* Ability to scan into another county's queue Yes Yes Ability to create QA/QC queues (e. g. 'created by worker' or 'office') which can be configured differently for each county * Kofax has stated this will be in production prior to Cal. SAWS go live Cal. SAWS | Project Steering Committee Meeting 13

Functionality Matrix: Both solutions meet the core functionality Core Functionality Requirements – Repository Functionality Hyland Documentum Ability to add annotations Yes Ability to audit users Yes Ability to Copy-Split Yes Ability to edit metadata (reindex) Yes Ability to export documents Yes Ability to generate reports (e. g. OCR/ICR Fail rate, Docs that get incorrectly labeled, Audit) Yes Ability to have granular security rights (e. g. confidentiality, SIU, employee relative, person, case etc. ) Yes Ability to link a single image/document to multiple counties with different metadata (e. g. e. ICT) Yes Ability to print with or without annotations Yes Ability to search - Metadata (Form Name, Form Number, Case Name, Case Number, Received Date, Applicable Date, Document Type) - File Properties (Capture Date, User Scanner, Scan Source) Yes Ability to sort documents by notes field Yes Ability to Virtual Print Yes When returning search results, default view should return newest documents first. Yes Cal. SAWS | Project Steering Committee Meeting 14

Software Comparison Core Capabilities Capture (Named Users) Capture (Concurrent Users) Repository (Named Users) Repository (Concurrent Users) Intelligent Capture Run Backlog Through Intelligent Capture (3. 8 Billion Pages) Reporting/Analytics (Named Users) Mobile SDK (Cal. SAWS Mobile App Integration) Mobile App (Case Worker/In-home visits) Audit Enterprise File Sync and Share (EFSS) Training** Media Services/Video Streaming Process (Workflow) Case Content Composer Draft Solution 1 Hyland 65 K Unlimited Pending Final Submission Solution 2 Kofax Documentum 4, 020 Unlimited* 440 Million/Yr Unlimited* - Additional Cost ($1, 441, 067/440 Million Pages) - 40 Unlimited* Additional cost ✔ ✔ - - 65 K Modules ✔ ✔ ✔ Categories (Non imaging) ✔ ✔ ✔ * Licenses are unlimited for a three year term. At the end of the term the vendor will conduct a true-up to finalize the license counts. ** Kofax has 2 weeks of allotted training for project staff, no training materials included for county staff. Cal. SAWS | Project Steering Committee Meeting 15

Key Component Cost Comparison (Five Year Summary) Draft Solution 1 Solution 2 Hyland Kofax/Documentum Hyland Accenture Hyland GCS Professional on AWS Services AWS/ Infra Component Pending Final Submission Kofax/ Accenture Documentum/O Documentum Professional racle Professional Services Software Services AWS/ Infra Server Build Included - - $458, 316 $25, 298, 607 Conversion - $984, 584 $1, 960, 632 - - $3, 382, 560 $1, 960, 632 - OCR Build & Configuration - $2, 953, 753 $1, 325, 184 - - $1, 497, 792 $1, 784, 196 - $35, 459, 184 - - - $43, 646, 301 - - - Included - - - $870, 877 Software Repository Storage Other* Grand Total $16, 156, 075 $18, 670, 972 $58, 839, 412 $97, 570, 253 *Other includes: Additional Services (e. g. App. Dev), WAN, Additional HW/SW, and Ongoing Maintenance. See next slide. Note: The AWS infrastructure costs are estimated with on-demand pricing. Cal. SAWS | Project Steering Committee Meeting 16

Key Component Cost Comparison (Five Year Summary) Draft Solution 1 Solution 2 Hyland Kofax/Documentum Other Hyland Accenture GCS on Professional AWS Services AWS/ Infra Pending Final Submission Kofax/ Accenture Documentum/ Documentum Professional Oracle Professional Services Software Services AWS/ Infra Additional Services (e. g. App. Dev) - - $7, 598, 559 - - - $7, 702, 980 - Ongoing Maintenance - - $6, 609, 216 - - - $8, 694, 432 - WAN Additional HW/SW Grand Total Cal. SAWS | Project Steering Committee Meeting $1, 504, 356 $443, 944 $769, 204 $16, 156, 075 $18, 670, 972 17

Service Level Agreements Draft Performance SLAs The SLA’s in the table below are the responsibility of Hyland Pending Final Submission The SLA’s in the table below are the responsibility of Accenture (Kofax & Documentum)* Monthly Uptime: (Percentage) 99. 90% Monthly Uptime: (Percentage) 98% Document View: (Percentage) 90% < = 2 seconds per page Intelligent Capture Document Processing: (Pages per Hour) 30, 000 Pages Processed Assumptions: 1. SLA’s do not account for failures due to faults (such as availability, performance or security) with the Amazon Web Services (“AWS”) or Telecommunication providers (including Cloud Exchange providers). 2. SLAs will be negotiated as part of the contract change order/amendment. The estimates may change as a result of the final agreed upon SLAs. * Accenture SLA’s are dependent upon completion of a full set of performance testing using the server specifications provided by the vendors. The estimates may change as a result of the performance testing. Cal. SAWS | Project Steering Committee Meeting 18

Cost Summary and Differential Draft Pending Final Submission AWS-Hyland vs. Kofax Cost Summary $120, 000 $97, 570, 253 $100, 000 $80, 000 $58, 839, 412 $60, 000 $40, 000 $28, 193, 324 $19, 766, 862 $20, 000 $15, 890, 645 $15, 487, 862 $6, 441, 660 $17, 450, 912 $13, 920, 247 $9, 451, 144 $16, 671, 294 $13, 135, 715 $0 SFY 2019/20 SFY 2020/21 SFY 2021/22 Kofax Cal. SAWS | Project Steering Committee Meeting SFY 2022/23 SFY 2023/24 Total AWS_Hyland 19

Overview Comparison Vendor Categories Hyland Draft Pending Final Submission Kofax Documentum Overall Project Risk Mitigation Cost – Upfront Legend: Poor (1) Cost – Ongoing Functional Viability Analytics & Reporting Good (2) ● ● Better(3) Training Resources Future Enhancements Best (4) Cost – Additional Capabilities Experience with Government Vendor Single Point of Contact Time to Implement Changes Leveraging Existing Investments Cal. SAWS | Project Steering Committee Meeting 20

Consortium Recommendation § Based on the information provided, including: § County Input § Available Capabilities § Risk § Cost § Timeline Recommendation for the Cal. SAWS 58 County Imaging Solution is Hyland hosted in AWS Cloud. Cal. SAWS | Project Steering Committee Meeting 21

Cal. SAWS Imaging Solution Draft Estimated Timeline Pending Final Submission Cal. WIN - Wave 3 Jul 2022 Cal. WIN - Wave 1 Cal. WIN - Wave 4 Jan 2022 Sep 2022 C-IV Sep 2021 Cal. WIN - Wave 2 Cal. WIN - Wave 5 Apr 2022 Nov 2022 LRS Nov 2021 Plan Finalized Today 2019 June Jan 2023 December June December UAT Functional Design June December 2023 Jul 2021 - Jan 2023 Support Oct 2019 - Jan 2020 Design June Apr 2021 - Mar 2022 Support/Test Jun 2019 - Jul 2019 Document Migration Plan Cal. WIN - Wave 6 Jan 2020 Feb 2023 - Oct 2023 Feb 2020 - May 2020 Build/Test C-IV Export & Import LRS Export & Import Cal. WIN Export & Import Cal. SAWS | Project Steering Committee Meeting Jun 2020 - Aug 2021 Jan 2020 - Sep 2021 Mar 2020 - Nov 2021 Apr 2020 - Jan 2023 22

Functional Design Sessions GA/GR Functional Design Sessions Completed: • June 24 -27 in-person session • July 22 -24 in-person session • August 15 webinar Next Steps: • Finalize Requirements • Complete Scope of Work/Estimate GA GR Session Review and Analysis of feedback 2019 Jun July Confirm Requirements with Group Aug Complete Scope of Work / Estimate Sept Today Cal. SAWS | Project Steering Committee Meeting 23

Functional Design Sessions Task Management Functional Design Sessions Completed: • June 26 th Webinar with Imaging In-person Group • July 8 – July 18 In-person sessions Next Steps: • Analyze Feedback • Finalize Requirements • Confirm Requirements with Task Management Group through Webinar, August 20, 2019 • Complete Scope of Work/Estimate 2019 Task Management / Imaging Webinar Jun July Task Management Sessions Session Analysis Confirm Requirements with Group Aug Complete Scope of Work / Estimate Sept Today Cal. SAWS | Project Steering Committee Meeting 24

Functional Design Sessions Non-State Forms Non State Forms Functional Design Sessions Completed: • July 8 – current. Weekly In-person sessions based on functional area. Scheduled to end August 22. • The Foster Care committee will meet the last week of August to finalize a few forms. • Requirements for each form are approved by visual majority • Any outliers will be referred to committees for discussion/approval • Great participation from counties! Next Steps: • Complete Scope of Work/Estimate Complete Scope of Work / Estimate Non State Form Sessions 2019 Jun July Aug Sept Today Cal. SAWS | Project Steering Committee Meeting 25

Procurement Update • • • Cal. SAWS | Project Steering Committee Meeting Overview of Portal/Mobile RFP strategy, scope, and timeline; Cal. WIN OCM & Training RFP strategy, scope, and timeline Print Solution RFP scope and timeline 26

Cal. SAWS Statewide Portal/Mobile Application Strategy, Scope and Timeline § Strategy • Conduct an open procurement to acquire vendor service to develop and implement a statewide portal for all 58 counties. • Cutover to the new portal is a critical step for the overall SAWS migration. § Scope • Leverage existing SAWS Portal/Mobile and Cal. HEERS applications to develop an updated Portal/Mobile architecture and application. • California recently passed legislation that requires advocate, stakeholder and client involvement in certain public facing elements of Cal. SAWS, which includes the portal and mobile applications. • The Cal. SAWS consortia must engage stakeholders to discuss current and planned functionality changes, system demonstrations of public portals and mobile applications, and advocates’ identification of areas of concern, especially with the design of public-facing elements and other areas that directly impact clients. • Stakeholder and state review of the draft RFP and requirements in July resulted in over 450 comments for consideration in finalizing the RFP for state and federal agency review and approval. Cal. SAWS | Project Steering Committee Meeting 27

Cal. SAWS Statewide Portal/Mobile Application Strategy, Scope, and Timeline § Timeline Procurement Event Date State and Stakeholder RFP Review July 10 – 23, 2019 Update RFP Based on Reviews July 24 – Aug. 4, 2019 State RFP Review August 5 – 13, 2019 Update RFP Based on Reviews August 14 – 15, 2019 *Federal RFP Review and Approval August 16 – Sept. 26, 2019 **Release of RFP October 1, 2019 **Vendor Proposal Due Date November 27, 2019 **Start Date of Statewide Portal/Mobile App Vendor July 1, 2020 Portal/Mobile App Cutover September 2021 *Additional review time may be needed prior to sending to Federal partners. **These dates are tentative and dependent upon RFP being finalized. Cal. SAWS | Project Steering Committee Meeting 28

Cal. WIN OCM and Training RFP Strategy, Scope and Timeline § Strategy • Conduct an open procurement to acquire vendor service to develop Training, OCM and Implementation Support for the 18 Cal. WIN counties. • Cal. WIN to Cal. SAWS migration is expected in 6 waves and must address multiple combinations of ancillary systems and business processes. § Scope • Leverage existing Cal. SAWS materials and lessons learned to support Cal. WIN Counties migration to Cal. SAWS System. • Provide a Master Plan to deliver Training, OCM and Implementation efforts that includes individualized County Plans that address business process considerations. • Support county assessment of “As Is” Cal. WIN model and develop the plan to attain “To Be” model in Cal. SAWS. • Include Cal. WIN County and State Stakeholder participation in RFP Requirements. Cal. SAWS | Project Steering Committee Meeting 29

Cal. WIN OCM and Training RFP Strategy, Scope and Timeline § Timeline PROCUREMENT EVENT County, Consortium and State Requirements Review DATE August 7 – 15, 2019 Update Requirements Based on Feedback August 16 – 17, 2019 Final Review and Approval of Requirements August 20 – 22, 2019 County and Consortium RFP Review August 27 – September 3, 2019 State RFP Review and Approval September 9 – September 20, 2019 Federal RFP Review and Approval September 25 – October 24, 2019 Tentative Release of RFP October 25 , 2019 Tentative Proposal Due Date December 20, 2019 Tentative Start Date of Cal. WIN Vendor July 6 , 2020 Cal. SAWS | Project Steering Committee Meeting 30

Cal. SAWS Print Solution Draft Timeline Prepare RFP and Requirements September 17 – October 14, 2019 Consortium Review of RFP November 5 – 12, 2019 State Review of RFP November 13 – December 2, 2019 Federal Review of RFP December 3 – January 22, 2020 JPA BOD Review of RFP January 23 – 29, 2020 RFP Release January 30, 2020 Proposals Due March 10, 2020 Release Notice of Intent to Award Mary 7, 2020 Contract Negotiations May 11 – 19, 2020 State & Federal Review & Approval May 22 – July 17, 2020 JPA BOD Review and Approval July 20 – 27, 2020 Vendor Start Date July 29, 2020 Cal. SAWS | Project Steering Committee Meeting 31

Cal. SAWS Communication/Website Launch Cal. SAWS | Project Steering Committee Meeting 32

Cal. SAWS Website Launch Cal. SAWS | Project Steering Committee Meeting 33

Cal. SAWS DD&I QA Update Cal. SAWS | Project Steering Committee Meeting 34

Deliverables QA Deliverable Completion Status DEL # 1 2 3. 1 4. 1 DELIVERABLE NAME QA Management Plan QA Monthly Status Report (Monthly) – July 2019 QA Work Plan (Monthly update) – July 2019 Deliverable Review and Assessment Plan 6 QA Testing Plan QA Test Monthly Report (Monthly) – July 2019 11 Assessment of DD&I Vendor Cal. SAWS Migration Project Control Document Initial 12. 1 Assessment of DD&I Vendor Cal. SAWS Migration Work Plan Update (monthly) - July 2019 12. 2 Assessment of DD&I Vendor Cal. SAWS Migration Work Plan Update (monthly) - August 2019 13 Assessment of DD&I vendor Cal. SAWS GSD 15 Assessment of DD&I Vendor Application Development Preparation and Installation Plan 16 17 20 QA Work Plan (Initial) 5 7. 1 STATUS Assessment of DD&I Vendor Cal. SAWS Master Test Plan Assessment of DD&I Vendor Cal. SAWS Business Architecture Design Assessment of DD&I Vendor C-IV Master Training Plan Cal. SAWS | Project Steering Committee Meeting DDED 7/5/19 FDEL 8/2/19 8/14/19 Approved Submitted On Track 7/5/19 7/17/19 7/15/19 7/26/19 Submitted Approved Submitted Approved 7/22/19 8/1/19 8/7/19 8/14/19 Submitted On Track 7/5/19 7/29/19 Submitted 7/22/19 DDEL Submitted FDED 7/17/19 8/1/19 8/7/19 Approved Submitted On Track 8/8/19 8/20/19 8/30/19 On Track 7/30/19 7/31/19 8/7/19 8/14/19 Submitted Approved On Track 8/5/19 8/13/19 8/20/19 8/30/19 On Track 7/30/19 8/7/19 8/14/19 8/21/19 Submitted On Track NA NA 8/14/19 8/21/19 On Track 7/5/19 7/30/19 8/7/19 8/19/19 Submitted Approved On Track 7/30/19 8/6/19 8/20/19 8/30/19 Submitted On Track 7/5/19 7/24/19 8/13/19 Submitted Approved Submitted On Track 8/15/19 8/27/19 10/3/19 On Track 10/23/19 On Track 35

QA Deliverable Assessment Key Findings – Assessment of Cal. SAWS Business Architecture Cal. SAWS | Project Steering Committee Meeting 36

QA Deliverable Assessment Key Findings – Assessment of Cal. ACES Master Conversion Plan Cal. SAWS | Project Steering Committee Meeting 37

QA Deliverable Assessment Key Findings – Assessment of Cal. SAWS General Design (ACN Del #9) Cal. SAWS | Project Steering Committee Meeting 38

QA Deliverable Assessment Key Findings – Assessment of Cal. SAWS Migration Work Plan Update Cal. SAWS | Project Steering Committee Meeting 39

Debrief FCED Strategy Cal. SAWS | Project Steering Committee Meeting 40

Testing Plan and Green-light Process for move to the Cloud Cal. SAWS | Project Steering Committee Meeting 41

Cal. SAWS LRS to AWS Phase 1 Schedule Greenlight Meeting Project Start Oct 9 Oct 15 Mar 4 Mar LRS Go. Live Apr May Jun Jul Aug Sep Oct 2019 Today Phase 1: Moving LRS to AWS Cloud Technical Build Exchange / Security Technical Services / Upgrade Non-production Environment Delivery (Dev, AT, Conversion, YBN) Non-production Environment Delivery (Batch, Conversion, Perf) LA County Connectivity Production Environment Delivery Testing Integration Test Interface Partner Testing System Test Performance Test County Validation Security and Operations Testing Phase 2: Architectural Scaling Cal. SAWS | Project Steering Committee Meeting 42

Cal. SAWS LRS to AWS Phase 1 Go-Live Greenlight Activities Go-Live Planning o o o LRS to AWS Go-Live to o adhere to processes for a Major Release LRS to AWS Deployment Schedule with major milestones and dates to be developed Summary of Go-Live Readiness components: § System test execution § Regression test execution § Performance test execution § Interface partner test execution and partner system confirmation § Security test execution § Operational readiness test execution & fallback procedures § County validations § Deployment checklist and schedule Greenlight Meeting QA to facilitate Greenlight o Meeting* with the following inputs: § Approval Group: Regional Managers § Read-out of outstanding defects & mitigation o steps § Pass rates per SCR § Regression test results § System Test results § Performance test results § Interface partner test results and partner system confirmation § Security test results § Operational readiness test results and fallback procedures § County validation results § Deployment checklist readiness results Post Implementation Support Cutover to AWS Cutover activities per Deployment Schedule including: § Cutover communications § Fallback procedures and timings Rapid Response Team o o Daily post Go-Live executive calls Performance monitoring Security and Systems Operations Monitoring Continued operations of onpremise services for 30 days post go-live *Note: Investigating additional stakeholder participation (e. g. , LA County) Cal. SAWS | Project Steering Committee Meeting 43

Discuss the timeliness of COLA runs and how county specific requests are handled, examples are: • • Cal. SAWS | Project Steering Committee Meeting Requests for DCRs for caseload move Back to School Clothing Allowance 44

Cal. SAWS Staffing Status Cal. SAWS | Project Steering Committee Meeting 45

Cal. SAWS Staffing Status Activities Completed or In Process § § § Two high priority technical management positions have been selected and were included in the July 19 th RGS amendment Section Directors identified remaining selections Executive Directors reviewed and approved selections Project Directors to confirm Director approval for county employees by August 9 th Offer letters will be distributed to selected candidates by August 12 th Candidates will respond to accept or reject by August 15 th PMO/Admin Team will coordinate with county fiscal managers on confirmed candidates to verify salary/benefit levels by end of August, and will submit allocation updates accordingly Back-up candidates will be notified, if needed, by August 17 th Selected candidates to begin transition following position acceptance, according to individual and county situations PMO will prepare draft Regional Government Services (RGS) amendment for candidates selected from the public (salaries to align to LA County ranges) JPA Board to review and vote on RGS amendments during the August Board Meeting, with potential additional amendments to follow Cal. SAWS | Project Steering Committee Meeting 46

Overview of Federal Report Cal. SAWS | Project Steering Committee Meeting 47

Federal Report – August 2019 Cal. SAWS | Project Steering Committee Meeting 48

State Partner Update on Cal. SAWS Activities • OSI • CDSS • DHCS Cal. SAWS | Project Steering Committee Meeting 49

M&O Application and Operations Update Cal. SAWS | Project Steering Committee Meeting 50

Policy Update Cal. WORKs Maximum Aid Payment (MAP) Increase Policy Effective Date & State Letter Reference C-IV/LRS Status Cal. WIN Status Implementation Details 10/1/2019 SCRs CIV 103092; CA 206231 Design Release 19. 07 priority on 8/15/19 PPM #51852 - Design COLA run 9/2/19 The MAP increase applies to all Cal. WORKs cases, regardless of whether the Assistance Unit (AU) lives in Region One or Region Two and regardless of the AU’s Exempt or Non-Exempt status. The CWDs are to treat the grant increase as a mandatory county-initiated mid-period action for Semi Annual Reporting (SAR) and Annual Reporting/Child Only (AR/CO) cases. PPM #52240 - Design September prior to 9/15/19 exact date TBD Cal. WORKs and Cal. Fresh recipients must be notified of changes to their Cal. WORKs grant and the associated impact of the household’s Cal. Fresh benefits no later than September 15, 2019. Cal. SAWS Updates: • Send the mail mass mailer to all active CW recipients on 8/14/19 • Update the CW MAP values and add the new MAP increase Notice of Action fragment will be implemented on 8/15/19. • Run batch EDBC on the impacted CW and CF cases on 9/14/19. CIV System downtime is required. System downtime notification is in progress. ACL 19 -73 SCRs CIV 103090; CA 206229 Design Release 19. 07 priority on 9/14/19 SCRs CIV 104521; CA 209326 Design Release TBD Cal. SAWS | Project Steering Committee Meeting Batch EDBC memorandum call with the counites is scheduled for 8/28/19. The batch EDBC memorandum provides details on the batch EDBC process, timeline, and county action for cases not processed by batch EDBC. Cal. SAWS County Business Impact: Manually process the cases not processed in the batch EDBC -Continued on Next Slide- 51

Policy Update Cal. WORKs Maximum Aid Payment (MAP) Increase Policy Effective Date & State Letter Reference C-IV/LRS Status Cal. WIN Status Implementation Details 10/1/2019 SCRs CIV 103092; CA 206231 Design Release 19. 07 priority on 8/15/19 PPM #51852 Design COLA run 9/2/19 Cal. WIN Update: • Send the mail mass mailer to all active CW recipients prior to 9/15/19, exact date TBD. • Update the CW MAP values and add the new MAP increase Notice of Action text. • Run batch EDBC on the impacted CW and CF cases on 9/2/19. Counties will be informed of TEMP 2250 mass mailing via county information transmittal. Counties will be informed of the MAP increase update the week prior to 9/2/19 via county Information transmittal that includes instructions to review list of cases that were not authorized in batch. Conference call with counties pre- and post-batch run ACL 19 -73 SCRs CIV 103090; CA 206229 Design Release 19. 07 priority on 9/14/19 PPM #52240 - Design September prior to 9/15/19 exact date TBD Cal. WIN County Business Process Impact: Manually process the cases not processed in the batch EDBC SCRs CIV 104521; CA 209326 Design Release TBD Cal. SAWS | Project Steering Committee Meeting 52

Policy Update Home Visiting Initiative (HVI) Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 1/1/2019 SCRs CIV 104230; CA 208720 Implemented Release 19. 07 Priority 7/25/19 PPM #51880 Implemented 7/11/19 Home Visiting Initiative (HVI) is to support positive health, development and wellbeing outcomes for pregnant and parenting women, families, and infants born into poverty. The long-term goals for program participants include expanding their future educational, economic, and financial opportunities, stabilizing families and improving the likelihood of exiting poverty. ACWDL – 4/25/19 ACWDL – 7/31/18 PPM #51694 R 61 (5/20) ACL 19 -42 SCRs CIV 104042; CA 208265 New Release TBD SCRs CIV 103989; CA 208155 New Release TBD Cal. SAWS Update: To support HVI data that is needed for Cal-OAR Phase I, the following cases flags will be added to the systems: • HVI Offered • HVI Received Until system changes are implemented these case flags will be associated to the applicable HVI cases. Additional SCRs for automation to track HIV services and activities are awaiting for design to begin. Cal. SAWS County Business Impact: Train staff to use the HVI case flags - HVI Offered and HVI Received correctly. For more information on the HVI case flags, refer to CIT 0057 -19. -Continued on Next Slide- Cal. SAWS | Project Steering Committee Meeting 53

Policy Update Home Visiting Initiative (HVI) Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 1/1/2019 SCRs CIV 104230; CA 208720 Implemented Release 19. 07 Priority 7/25/19 PPM #51880 Implemented 7/11/19 Cal. WIN Update: The following case special indicators were added to the system and allow counties to track HVI at the case level: • HVI Offered • HVI Received HVI data at the individual level will be implemented R 61 (5/20). ACWDL – 4/25/19 ACWDL – 7/31/18 PPM #51694 R 61 (5/20) ACL 19 -42 SCRs CIV 104042; CA 208265 New Release TBD Cal. WIN County Business Impact: Instructions for using the HVI case special indicators issued via conference calls with county Cal. WORKs SMEs and CIT. SCRs CIV 103989; CA 208155 New Release TBD Cal. SAWS | Project Steering Committee Meeting 54

Policy Update Cal. WORKs Stage One Child Care Continuous Eligibility Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 10/1/2019 SCRs CIV 104597; CA 209488 Design Release 20. 01 PPM # Pending Release TBD SB 80 increases access to child care services for Cal. WORKs participants by authorizing Cal. WORKs Stage One Child Care immediately and continuously for 12 months or until the participants are transferred to Stage Two. Draft ACL received on 7/17/19 SCR CA 209408 New Release TBD Effective October 1, 2019, CWDs shall authorize Cal. WORKs Stage One Child Care services immediately for 12 months or until participants are transferred to Stage Two. The participant will receive a Stage One Child Care authorization the day the participant is deemed eligible for Cal. WORKs. Beginning no later than January 1, 2021, CWDs shall provide limited, read-only, online access through SAWS database to local contractors providing Cal. WORKs child care services. Access shall include a single summary page that contains current individual family data needed to enroll a family in Cal. WORKs child care services or transfer a family between stages. Cal. SAWS Update: SCRs CIV-104597 and CA-209488 are SPG approved and just started. Until the updated CCP 7 form is implemented, counties can use the version on the CDSS website. Cal. SAWS County Business Impact: Manually complete and send the updated CCP 7 form. -Continued on Next Slide- Cal. SAWS | Project Steering Committee Meeting 55

Policy Update Cal. WORKs Stage One Child Care Continuous Eligibility Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 10/1/2019 SCRs CIV 104597; CA 209488 Design Release 20. 01 PPM # Pending Release TBD Cal. WIN Update: Stage 1 is administered using Cal. WIN by 9 of the 18 counties. The system does not place a limit in the number of Stage 1 months that can be administered to a post-aid case. Counties are able to continue Stage 1 child care for the 12 months outlined by SB 80 ensuring there is no break in child care when transitioning to Stage 2. Draft ACL received on 7/17/19 SCR CA 209408 New Release TBD CCP 7 will be updated when final draft is posted-TBD. Upon release of final ACL project will be opened to address read-only access for a summary page for child care contractors. Reporting component: A workgroup consisting of representatives from CDSS, CWDA, and Parent Voices, in consultation with CWDs and SAWS, will design the report. Cal. WIN County Business Impact Counties will continue to follow established business processes. Cal. SAWS | Project Steering Committee Meeting 56

Policy Update Cal. Fresh SSI/SSP Expansion Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 6/1/2019 SCR CA 201416 Design Release 19. 09 PPM #52401 Initiated TBD Cal. SAWS Update: • Modify the Cal. Fresh (CF) EDBC for households with 3 or more people and a net income high enough that CF allotment is zero in a non-prorated (full) month to deny/discontinuance the CF program for the reason of Over Income $0 Allotment. • Update the notice of action (NOA) language to $0 Allotment. ACL 18 -90 ACL 18 -91 ACL 18 -92 SCRs CIV 102560; CA 205319 (Threshold Language NOAs/Forms) Build Release 19. 09 Cal. SAWS County Business Impact: Override the CF EDBC, reject the system generated NOA and manually create and send the appropriate NOA. Cal. WIN Update: • Modify Cal. WIN to add SSI individual in the future month if it will result in an increase in Cal. Fresh benefits. • Pending review add change to modify Cal. WIN Nutritional Benefit Override functionality to not have any restrictions. Cal. WIN County Business Impact Issue Cal. Fresh supplement via Non-System Determined Issuance (NSDI) for the future month. Cal. SAWS | Project Steering Committee Meeting 57

Policy Update Automate Disaster Cal. Fresh Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details ACL 18 -17 SCR CA 200879 Design Release 20. 05 N/A The Disaster Cal. Fresh (DCF) program is not automated in the LRS/Cal. SAWS. Counties use manual EDBC to issue DCF benefits and they manually track the number of DCF applicants and households who have applied and been denied or approved. ACL 18 -125 MPP 63 -900 Cal. SAWS Update: Disaster Cal. Fresh functionality will be add to LRS/Cal. SAWS. The Disaster Cal. Fresh changes will include: • Data collection pages to support automating Disaster Cal. Fresh • Functionality to support impacted counties remotely with ongoing caseload management tasks The CW/CF committee will assist with this effort by providing input on the SCR design, which includes reviewing and approving the final design. Cal. SAWS County Business Impact: Unknown pending design completion for SCR CA-200879 Cal. SAWS | Project Steering Committee Meeting 58

Policy Update Increase Threshold for Cal. Fresh Overissuances Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 6/1/2019 SCRs CIV 104217; CA 208685 Design Release 19. 11 PPM #52160 Interim Design Oct Monthly (10/19) Effective June 1, 2019, the Cal. Fresh claims establishment threshold will be $400 for closed Cal. Fresh cases with an overissuance (OI) caused by an Administrative Error (AE) or Inadvertent Household Error (IHE). The new threshold does not apply to OIs arising from an IPV or from QC reviews. As a reminder, per current claims reporting policy, a claim that is not established (i. e. under $400) must not be reported on the FNS 209 form. ACL 19 -50 PPM #51484 Design R 60 (2/20) Cal. SAWS Updates: • Update the Recovery Account Detail page • Update the Recovery Account batch job • Update the FNS 209 Report • Provide the counties a list of Cal. Fresh recovery accounts established on or after June 1 st, 2019 with status code ‘Active’, ‘Pending Agreement’, or ‘Suspended’ - but should have been terminated based on the new threshold policy. Cal. SAWS County Business Impact: Refer to CIT 0045 -19, which was published on 6/14/19 for the interim process. -Continued on Next Slide- Cal. SAWS | Project Steering Committee Meeting 59

Policy Update Increase Threshold for Cal. Fresh Overissuances Policy Effective Date & State Policy Reference C-IV/LRS Status Cal. WIN Status Implementation Details 6/1/2019 SCRs CIV 104217; CA 208685 Design Release 19. 11 PPM #52160 Interim Design Oct Monthly (10/19) Cal. WIN Update: Until automation can be implemented BENDS (workaround) instructions issued 6/19. PPM #51484 Design R 60 (2/20) Full automation change: • Modify Cal. WIN to not establish a Cal. Fresh over-issuance for claims $400 or under if the Cal. Fresh is discontinuing. • Modify Cal. WIN to open claims $400 or under if the Cal. Fresh is rescinded/restored. ACL 19 -50 Interim solution to run SQL to suspend Cal. Fresh over-issuance for claims $400 or under if the Cal. Fresh is discontinuing. Cal. WIN County Business Impact Users need to suspend/terminate Cal. Fresh claims $400 or under if the Cal. Fresh is discontinuing. Counties to follow BENDS (workaround) instructions. Cal. SAWS | Project Steering Committee Meeting 60

Cal. SAWS Regional Updates Cal. SAWS | Project Steering Committee Meeting 61

JPA Board Agenda Review Cal. SAWS | Project Steering Committee Meeting 62

Adjourn Meeting Cal. SAWS | Project Steering Committee Meeting 63