County APD Process Reengineering Project Status Report September

County APD Process Reengineering Project Status Report – September 14, 2007 PROJECT DIRECTOR: PROJECT MANGER: Crystal Cooper Jamie Barrett Key activities and occurrences this period: PROJECT STATUS: Yellow ISSUES MANAGEMENT ACTIVITY 1. Developed TO BE process flows, which are being finalized 2. Developed templates, checklists to help ensure consistent and complete APDs 3. Developed recommendations for process streamlining 4. Identified numerous issues requiring future action OUTSTANDING ISSUES: 1. 2. 3. 4. WORKPLAN STATUS UPDATE Training Issue: Assessing gap, dependant on Finalized TO-BE processes Outstanding Templates: Will be completed as part of Finalized Processes Annual M&O Process: SAWS and Fiscal working on a recommendation Clarification of process for other agencies (e. g. Mental Health) Deliverable Due Actual Project Kickoff 06/07/2007 Process Workflow 06/25/2007 06/22/2007 Roles and Responsibilities 07/10/2007 07/06/2007 Templates 07/24/2007 OSI APD Pre-Review Checklist Benefiting Programs 09/14/2007 Communication Process 08/07/2007 FAQ 10/03/2007 Draft Process 09/14/2007 Timeline and Metrics 09/14/2007 SLA 10/03/2007 Regulation Definition 09/19/2007 Finalized Processes 10/03/2007 Transition Plan 10/18/2007 Communication Plan 10/29/2007 Web Deployment 11/13/2007 Training 11/16/2007 08/24/2007 Status

County APD Facts • Welfare-related and Non-SACWIS federal thresholds are greater than $1 M for sole source and greater than $5 M for projects with competitive acquisition; CWS/CMS federal threshold for SACWIS is greater than or equal to $100, 000 • FNS and CMS impose thresholds for each project; ACF believes the threshold applies per project per county • Annual Welfare related APD requests are approximately 500; CWS/CMS are 150 (99 are under the Federal Threshold – 66%) • Division 28 requires all EDP expenditures to be prior approved • Division 28 requires all procurement documents to be prior approved

Process Improvement: Recommendations 1. Adopt a common APD template • 2. Template to be used for all County Requests for project approval Delegation of authority a) OSI-CWS/CMS for review and approval of IT types of APDs (non-program related) less than $100, 000 – IT Types of APD requests include – – Technology (proprietary software and hardware) refresh Additional equipment for new staff Replacement or repair of equipment IT Types of APD requests under $100, 000 comprise 41% of all requests or about 62 a year. b) OSI-SAWS currently has CDSS delegation of welfare related requests that coincide with federal thresholds; SAWS escalates to CDSS on an exception basis 3. County Self-Certification of procurement documents

Next Steps • Examine the Cost Allocation Process • Finalize Self-Certification checklists • Finalize TO BE APD Process