JPA Member Representatives and JPA Board of Directors

JPA Member Representatives and JPA Board of Directors Meetings January 25, 2019 1

Cal. ACES JPA AGENDA 1) Call Meeting to Order – JPA Chair, Antonia Jimenez 2) Public opportunity to speak on items not on the Agenda – JPA Chair, Antonia Jimenez 3) Confirmation of Quorum, Webinar/Conference Call Logistics/Protocols and Agenda Review – JPA Board Secretary, John Boule 2

Cal. ACES JPA Board Action Items 3

Cal. ACES JPA Board Action Items 4) Approve the Minutes of the December 13, 2018, JPA Board Meeting and update of Action Items. 5) a. Approve First Data C-IV Change Order CO-055 SSI Cash Out. b. Approve First Data C-IV Contract Amendment No. Sixty-Four (references Change Order CO-055 and updates to Exhibit A). 6) a. Approve Accenture C-IV Change Order CO-0109 - AB 1811 - SSI Cash Out. b. Approve Accenture C-IV Contract Amendment No. One Hundred One (references Change Order CO-0109 and updates to Exhibit A). 4

Cal. ACES JPA Board Action Items 7) Approve Accenture LRS Contract Amendment No. 12 (SSI Cash Out). 8) Approve Cal. ACES RGS Amendment 24. 5

Cal. ACES JPA Cal. SAWS Governance Status/Next Steps Activities Completed • As-needed conference calls of Attorney Working Group • Presentation of revised governance documents at California Health and Welfare Attorney Committee meeting (November 15, 2018) • Webinars/teleconferences for Directors, Staff and County Counsels (November-December 2018) • Three sessions, CDSS, DHCS, OSI, CWDA and 57 counties attended • Comments from Counties received by December 21, 2018 to allow for final review by Attorney Working Group • 90 Comments from 28 Counties • Final revisions to governance documents, in consultation with the Leadership Team (December 2018) • Revised Comments/Response document shared with the Counties (January 9, 2019) • Revised governance documents go to Cal. ACES Member Representatives and Board (January 25, 2019) 6

Cal. ACES JPA Cal. SAWS Governance Status/Next Steps (Assuming Approval the JPA Board and Concurrence of the Member Representatives) • Final JPA and MOU distributed to Counties for action by Boards of Supervisors (by January 31, 2019) • County approval process completed, executed JPA and MOU documents received by Consortium (May 15, 2019) • Joint Board and Member Representative meeting (WCDS Counties included at meetings) • Current Member Representatives “concur” in new JPA and Bylaws • Current Board approves new JPA, Bylaws, MOU • Board elections by newly constituted Regions, to take effect June 28, 2019 • Effective Date for revised JPA, Bylaws, MOU (June 28, 2019) 7

Cal. ACES JPA Board & Member Representatives Actions 9) a. JPA Board: Approve the proposed Cal. SAWS Consortium Second Amended and Restated Joint Powers Agreement, authorize submission to all 58 Counties, and request adoption to be effective June 28, 2019. b. JPA Board: Approve the proposed Memorandum of Understanding between the Cal. SAWS Consortium and the Member Counties, authorize submission to all 58 Counties, and request adoption to be effective June 28, 2019. 8

Cal. ACES JPA Member Representatives Action Items 9

Cal. ACES JPA Member Representatives Action Items 10) a. Member Representatives: Concur in the proposed Cal. SAWS Consortium Second Amended and Restated Joint Powers Agreement, to be effective June 28, 2019. b. Member Representatives: Concur in the proposed Memorandum of Understanding between the Cal. SAWS Consortium and the Member Counties, to be effective June 28, 2019. 11) Approve Administrative Budget for Unfunded Costs for FY 2019/20. • Review Administrative Budget Line Items. 10

Cal. ACES JPA FY 2019/20 Cal. ACES JPA Administrative Budget FY 2019/20 Projections Cal. ACES JPA Administrative Budget 1. Insurance Services 2. External Financial Audit Services 3. SOC 1 External Examination Services 4. San Bernardino ATC Accounting Services 5. Enterprise Financial System 6. Consortium Conferences & Fees TOTAL $72, 600 $26, 265 $76, 300 $553, 117 $5, 000 $10, 000 $743, 282 1. 2. 3. 4. Insurance Services estimate based on FY 2018/19 budget plus 10% Financial Statement & Single Audit Services, actual amount based on contract SOC 1 Services, actual amount based on contract San Bernardino Auditor Controller-Tax Collector (ATC) projection based on standard hourly rate and estimated hours, increased 10% from FY 18/19 5. Project access to the San Bernardino financial systems 6. Consortium Conferences & Fees, estimated at $10, 000 11

Cal. ACES JPA FY 2019/20 Cal. ACES JPA Administrative Budget – Estimated County Share 12 * SFY 17/18 Persons Count Pending State Publication

Cal. ACES JPA Member Representatives Action Items 11) Approve Administrative Budget for Unfunded Costs for FY 2019/20. • Review Administrative Budget Line Items. 13

Cal. ACES JPA Member Representatives Informational Items 14

Cal. ACES JPA Cal. ACES Budget Status • Governor’s Budget 15

M&O Fully Funded FY 2020 -21 FY 2019 -20 Cal. ACES JPA 2019 -20 Governor’s Budget M&O Fully Funded Premise Items Funded: • Child Support • Homeless Assistance Program • Diaper Assistance • Cal. OAR Modifications* • Medi-Cal Automation • ABAWD • Continuum of Care Reform Premise funding shifts from FY • IPED 2019 -20 to be determined • Cal. Fresh Safe Drinking Water Pilot • Cal. WORKS Overpayments Cal. SAWS (SB 726)* Cash-out * Research • in. SSI progress: Ø Cal. WORKS Overpayments (SB 726) – funding less than expected (note: estimate revised in SCIRFRA 18 -37) • Home Visiting Initiative Ø SAWS 2 Plus – less than expected (CDSS researching) • SAWS 2 Plus* Ø Cal. OAR Modifications funding – total provided; identifying costs by consortia (CWDA gathering information) 16 Cal. SAWS

Cal. ACES JPA Cal. SAWS Project Approval Status 17

Cal. ACES JPA Cal. SAWS Project Approval Status IAPD was officially submitted to federal sponsors November 15, 2018. • • • Eighteen comments received from FNS and CMS Responses provided December 20 th and 21 st, with additional updates on January 4 th, 9 th and the 11 th Most recent comments from CMS related to additional information on Proof of Concept, system shutdown costs, hourly rates, and milestones for ancillary development § § Cal. WIN Counties were provided an overview and county share of cost estimates on November 15 th Cal. ACES Counties were provided an overview and county share of cost estimates on November 28 th 18

Cal. ACES JPA Cal. SAWS Staffing/Recruitment Process 19

Cal. ACES JPA Cal. SAWS Staffing Update and Recruitment Process Staff Needs Activities To Date § § § § Customer Engagement Fiscal/Contract Conversion Training, Implementation, Change Management Policy, Design, & Governance Technical & Operations Peak Staffing during Migration reaches approximately 200 temporary and permanent positions (Projected M&O staffing level is approximately 138) § Met with project staff to discuss staffing strategy and general timelines in our regular staff meetings (October – December) Coordinating with L. A. County Human Resources in a classification review of all Cal. SAWS project positions Met with Regional Government Services (RGS) to discuss impacts to existing RGS staff Met with CSAC to discuss impacts to existing CSAC staff and contract extension Met with San Bernardino County to discuss impacts to existing staff § § 20

Cal. ACES JPA DRAFT Cal. SAWS Org Chart 21

Cal. ACES JPA Cal. SAWS Leadership Team Update 22

Cal. ACES JPA Cloud Proof of Concept Findings/Status/Next Steps 23

Cal. ACES JPA Cloud Proof of Concept Summary of Test Results Test Execution Phase 1 Phase 2 Type LRS 40 County 58 County Phase 3 Outcomes Online User All Online User tests met or exceeded current system performance and SLA’s for both LRS and Cal. ACES Transactions volumes with “Screen to Screen” tests meeting the SLAs > 99. 9% of the time while EDBC tests met SLA’s Performance > 95% of time. At Cal. SAWS volumes Online tests continued to exceed 99. 9 while EDBC Prime tests were slightly below the SLA (92% vs 95% of expected times). Nightly Batch processes at LRS volumes met or exceeded on-premise performance, however some tests (MEDS/CSSAS/Reports) performed very poorly during phase 2 causing the runs to exceed the batch windows. Scaling for The system exhibited smooth scaling characteristics of the online transactions. Not executed during Load Test phase 3 as this represented the maximum expected system scale (4 x current load) Longevity Test Peak load was executed against the system for 8 hours with no measurable stability issues at either LRS or Cal. ACES volumes. At Cal. SAWS volumes peak load was executed against the system for 3 hours at which point the system began to exhibit instability. Disaster Recovery Disaster recovery testing was successful and completed within a window of < 1 hour. This timeframe meets the current system expectations. These tests were not executed during subsequent phases as there is no material difference in results based upon load. 24

Cal. ACES JPA Cloud Proof of Concept Status What is the Status of Cloud Proof of Concept? • Completed Proof of Concept testing with positive results • LRS can move to the cloud without significant changes • Technology changes are fully in alignment between system integration and third party consultants • Changes have been identified and agreed to move the additional counties to the cloud • Estimates of work effort and costs are being developed • Creating a methodical process to safely move LRS/Cal. SAWS to the cloud. 25

Cal. ACES JPA Cloud Proof of Concept Next Steps • Create a Cal. SAWS roadmap based on findings found during the Po. C, which includes a proposed timeline and estimated costs • Develop a change order for the Migration project based on the roadmap • Consortium will contract with 3 rd parties for required infrastructure • Consortium will agree on scope of work with Accenture for changes required to enable LRS/Cal. SAWS in to the cloud 26

Cal. ACES JPA QA and OCAT Procurements Update 27

Cal. ACES JPA OCAT Procurement Summary Ø Goal is to re-platform the existing OCAT functionality Ø Integrate the re-platformed OCAT with the SAWS Ø Eliminate duplicate data entry and data redundancy Ø Currently OCAT workgroup is reviewing and finalizing responses to 54 RFP questions Ø Procurement conducted by the San Bernardino Purchasing Department using the e. Pro system Ø Evaluation • OCAT Proposal Evaluation Guide Drafted • Will leverage QA Proposal Evaluation Training Materials to create OCAT Proposal Evaluation Training Materials • Evaluation Training planned for Thursday, February 7, 2019 in Sacramento but alternate dates will be discussed with the Evaluation Team • Evaluation Team identified and consists of staff from CDSS, CWDA, Cal. ACES and Cal. WIN projects and counties 28

Cal. ACES JPA OCAT Procurement: Key Tasks and Timeframes Ø Key Milestones (No Changes) Ø Evaluation timelines based on receiving 4 proposals • OCAT RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 • Proposal Evaluation – Monday, Feb 11 – Thursday, Mar 28 • Orals/Key Staff Interviews – Tuesday, Feb 19 – Friday, Feb 22 • Prepare Vendor Selection Report – Friday, Mar 29 – Monday, Apr 8 • Vendor Selection Report Review & Approval – Tuesday, Apr 9 – Thursday, Apr 18 • Release Notice of Intent to Award – Friday, April 19 • Negotiations & State & JPA Approvals – Monday, Apr 22 – Tuesday, Jun 4 • OCAT Vendor Start Date – Monday, Jun 10 29

Cal. ACES JPA QA Procurement Summary Ø Acquire QA vendor for Cal. SAWS DD&I and M&O Ø Approved by Federal partners Ø Published 5 RFP Amendments as of January 17, 2019 and responded to all 65 questions Ø Amendment 3 issued on January 9 and extended the proposal due date by 2 weeks, from January 25 to February 8 Ø Using OSI facilities and Share. Point site to manage procurement process and documentation Ø Evaluation • QA Proposal Evaluation Guide Drafted • QA Proposal Evaluation Training materials in process • Evaluation Training will be conducted on January 31 or February 6 in Sacramento (will work with team to confirm availability) • Evaluation Team partially identified and consists of staff from Cal. ACES and Cal. WIN projects and counties 30

Cal. ACES JPA QA Procurement Key Tasks and Timeframes Ø Key Milestones Ø Evaluation timelines based on receiving 4 proposals • QA RFP Release Date – Friday, Dec 14 • Vendors Conference – Monday, Jan 7 • Proposal Due Date – Friday, Feb 8 (extended by 2 weeks; all subsequent tasks also extended) • Proposal Evaluation – Monday, Feb 11 – Wednesday, Mar 20 • Orals/Key Staff Interviews – Wednesday, Mar 13 – Friday, Mar 15 • Prepare Vendor Selection Report – Thursday, Mar 21 – Tuesday, Apr 2 • Vendor Selection Report Review & Approval – Tuesday, Apr 2 – Friday, Apr 5 • Release Notice of Intent to Award – Monday, Apr 8 • Negotiations & State, Federal & JPA Approvals – Tuesday, Apr 9 – Thursday, June 13 • QA Vendor Start Date – Monday, June 17 31

Cal. ACES JPA Other Cal. SAWS Potential Procurements ØCal. WIN OCM, Training and Implementation Support ØContact Center ØConsolidated Portal/Mobile App ØFCED ØProcurement for Vendor for Cal. SAWS 58 -County M&O Procurement ØCal. SAWS 58 -County M&O Vendor 32

Cal. ACES JPA M&O Application Update • Policy 33

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Funding for Emergency Caregivers with Placement of Children and Non -Minor Dependents prior to Resource Family Approval 7/1/2018 SCR 102237 SCR 204665 Per ACL 18 -33, all counties were required to provide the Short-Term, Interim payment (AB 110) to caregivers who had taken placement of a child prior to completing the Resource Family Approval (RFA) process between 3/30/18 and 06/30/2018. Implemented Release 18. 11 Effective July 1, 2018, all counties must provide a payment equivalent to the basic level rate for a resource family to the Emergency Caregiver (EC) of a child. However, unlike the Short-Term, Interim funding, the EC funding will be exclusively funded through the Emergency Assistance (EA) Program, aid code 5 K. SCR 101497 SCR 203634 Aid code 5 L will be used to identify the emergency caregiver placements that are not eligible to federal foster care funding and they are not eligible to emergency assistance funding. MEDS is working on implementing this aid code, the tentative availability date is 2/25/2019. System Test Release 19. 01 SCR 102912 SCR 205913 New TBD ACL 18 -75 Cal. ACES Update: • A Good Cause section is being added to the Foster Care License/Home Approval page • New automated tasks to track Good Cause are being added • Emergency Assistance (EA) fields are being added to the Foster Care Placement Authority Probation Court Order • Two Pay Codes added in the Phase II SCR are being automated • A new approval and discontinuance notice is being added to the template repository. 34

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Cal. Fresh Ending Cash Out for SSI/SSP Recipients Policy 5/20/2019 SCR 101471 SCR 203103 CDSS published ACLs 18 -90, 18 -91, and 18 -92 on July 31, 2018. Build Release 19. 05 On August 13, 2018, CDSS kicked off the Reversing SSI Cash-Out Automation meetings. This group includes CDSS, CWDA, SAWS and the counties. The purpose of these meetings are to discuss questions related to the policy, implementation strategy, and automation timeline. These meetings are held bi-weekly through October at the Cal. ACES North location. ACL 18 -90 ACL 18 -91 ACL 18 -92 SCR 102555 (e. ICT) SCR 205294 e. ICT) 19. 07 Cal. ACES Update: System changes for this effort will include: • Update eligibility rules to determine SSI individuals eligible to Cal. Fresh if they meet Cal. Fresh eligibility requirements • Add eligibility rules to determine the Supplemental Nutrition Benefit and the Transitional Nutrition Benefit • Add the appropriate Notices of Action The Project met with the CW/CF Committee several times to review and discuss the SCR design before giving final SCR approval on 11/30/18. e. ICT Updates are scheduled for implementation in July 2019. MEDS will have the TNB aid code OH and will be available for testing no later than 2/25/19. The EBT benefit types for SNB and TNB will be available for testing no later than 2/25/19. 35

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Cal. Fresh Able. Bodied Adults without Dependents (ABAWDs) 1/1/2017 Fixed Clock SCR 7215 Phase II SCR 57971 Phase II 8/31/2019 Waiver Expires Design ABAWD implementation began in September 2018 for San Francisco, San Mateo, and Santa Clara. The remaining counties are on waiver until 8/31/19. In September, CDSS submitted another ABAWD waiver request to FNS for the time period 9/1/19 -8/31/20. If the waiver is approved, three additional counties (Alameda, Contra Costa, and Marin) will be required to implement the ABAWD policy effective September 2019. Release 19. 09 ACIN I-11 -16 The ABAWD Handbook was published on 1/26/18. The ABAWD handbook is a living document and version 2. 0 is expected to out to stakeholders for review in the next week. ACIN I-88 -16 ACL 18 -08 ABAWD Handbook The critical items on which the State needs to provide direction are: Exemptions including geographically waived areas, and the MEDS interface changes. Cal. ACES Update: The project has resumed working on the ABAWD design. The design period is Jan-April. A design kick off call with the CW/CF committee was held on 1/14/19 and bi-weekly design touch point meeting with the committee have been scheduled. The design team, consortium staff, and QA staff continue to participate in the SAWS ABAWD Automation meeting with CDSS. The next SAWS automation meeting is on 1/31/2019. 36

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Cal. WORKs Increase to the Maximum Aid Payment Levels 4/1/2019 SCR 102238 SCR 204642 AB 1811 authorized a ten percent increase to the Cal. WORKs Maximum Aid Payment (MAP) levels effective 04/01/2019. This policy also requires the CWDs to send the TEMP 2250 to all CW recipients informing them of the MAP increase no later than 02/15/2019. Build 19. 01 SCR 102190 SCR 204567 Design 19. 02 SCR 102239 SCR 204727 Design 19. 02 ACL 18 -124 Automation Updates: • TEMP 2250 Informing Notice will be mailed to all active Cal. WORKs(CW) participants to inform the changes to the Maximum Aid Payment(MAP) levels on 02/07/19. The counties are responsible for sending the TEMP 2250 manually for CW cases active after 02/07/2019. • C 4 Youself - In the Announcement section a message about the 10% grant increase with a link to the TEMP 2250 will display from 03/01/2019 – 04/30/2019. • Your Benefits Now - The TEMP 2250 form will be added to the list of viewable documents under the Electronic Notices page. • The updated CW MAP values will be available in the systems on 02/14/2019. • Run batch EDBC for CW and Cal. Fresh (CF) for the April benefit month. Tentative run date is 3/9/2019. List associated to the batch process will be available on the Cal. ACES web portal on 3/11/2019. • Batch Memorandum call is scheduled for 02/27/19. 37

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Cal. WORKs Outcomes and Accountability Review Cal-OAR 7/1/2019 SCR 102191 SCR 204569 TBD The Cal. WORKs Outcomes and Accountability Review (Cal-OAR) is a process for reviewing the Cal. WORKS program statewide while taking into accounty diversity. Its goal is to promote program accountability, continual quality improvement, and meaningful tracking of program participation and outcomes. Development of the review process is led by a statewide legislatively-mandated work group of stakeholders from state agencies, counties, advocacy groups, research teams, the legislature, and Cal. WORKs recipient populations. Cal-OAR workgroup is to establish a local accountability system that facilitates continuous improvement of county Cal. WORKs programs by collecting and disseminating data and best practices. Cal-OAR three main components to be developed by July 2019: • Process and Outcome Performance indicators • Cal. WORKs county self-assessment process • Cal. WORKs county system improvement plan, including a peer review component. The three elements produced by the Cal-OAR work group will improve county access to meaningful, real-time data and will encourage cross-county examination. This will help counties improve their program management decisions and provide a mechanism for elevating county best practices. -Continued on next slide- 38

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Cal. WORKs Outcomes and Accountability Review Cal-OAR 7/1/2019 SCR 102191 SCR 204569 TBD Cal. ACES Update: Cal. ACES is participating in the Cal-OAR Data Collection & Automation subcommittee. This workgroup is charged with developing the set of measures to evaluate program performance. These measures will be reported to CDSS on a monthly basis, which will result in a new state report. This effort will also include revision to the WTW 25 report. In December, the project re estimated this effort based on updates to the Cal-OAR indicators. 39

Cal. ACES JPA Policy Implementation Item Policy Effective Date C-IV Status LRS Status Description – Cal. ACES Implementation Effort Cal. HEERS Verify Lawful Presence 100608 201310 Test The Department of Homeland Security (DHS) is upgrading the DHS Verify Lawful Presence (VLP) interface. Centers for Medicare and Medicaid Services (CMS), Cal. HEERS (CH) and Cal. ACES must also be updated to continue to communicate to DHS for VLP. CH Change Request (CR) will update CH to use the updated CMS VLP interface. CH CR 92295 February 2019 19. 02 Cal. ACES Update: System changes for this effort will include: • Updates to CH e. Hit interface for VLP • Creates a new CH VLP interface between CH and Cal. ACES for VLP • Provides a way to communicate when CH receives a VLP interface error code or when CH does not make a VLP call. When a case is pure MAGI, the VLP interface will reduce worker double data entry and the system will notify the workers from within CIV/LRS by auto-creating tasks when CH receives citizenship information from DHS. The CH JADs for this effort are complete and the MC committee approved the SCR on 10/31/18. C-IV: The DRAFT job aid will be sent via CIT to the counties no later than January 18, 2019. C-IV Functional Presentation (CFP) is being developed. LRS: The DRAFT job aid will be sent via CIT to the counties no later than January 18, 2019. 40

Cal. ACES JPA Public Comment 41

Cal. ACES JPA Adjourn Meeting 42