Training Module APD Template County APD Process Training

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Training Module: APD Template County APD Process Training November 16, 2007 California Health and

Training Module: APD Template County APD Process Training November 16, 2007 California Health and Human Services Agency - Office of Systems Integration (OSI) 1

Agenda Date: 11/16/2007 Introduction Module Objectives APD Template Sections Common Issues and Findings How

Agenda Date: 11/16/2007 Introduction Module Objectives APD Template Sections Common Issues and Findings How to get started References Q&A 2

Introduction Goals for the APD template: • Provide better direction on APD requirements for

Introduction Goals for the APD template: • Provide better direction on APD requirements for compliance with state and federal regulations • Develop consistency in APDs across projects • Standardize and simplify state review • Maximize efficiencies for state and county resources Date: 11/16/2007 3

Module Objectives Overview of Standard APD template Purpose of template sections • Overview of

Module Objectives Overview of Standard APD template Purpose of template sections • Overview of detailed templates Date: 11/16/2007 4

APD Detailed Templates SAWS/Generic – Project benefits welfare-related programs – Project indirectly benefits multiple

APD Detailed Templates SAWS/Generic – Project benefits welfare-related programs – Project indirectly benefits multiple programs CWS/CMS – Project benefits CWS programs Dual – Project benefits both CWS and welfare-related programs. – APD requires approval of both project approval units Date: 11/16/2007 5

APD Template California Health and Human Services Agency Office of Systems Integration (OSI) Title:

APD Template California Health and Human Services Agency Office of Systems Integration (OSI) Title: Enter Title County Name: Enter the County Name APD Submission Date: Enter Date as Month Name, Day, 4 Digit Year APD Type: Enter the APD Type (CWS/CMS, Dual, SAWS/Generic) Tracking Number**: (**CWS/CMS or SAWS Project Office will assign tracking Number after first submission of APD) Date: 11/16/2007 6

1 Description of Request • Overview of request: – What? – How many? –

1 Description of Request • Overview of request: – What? – How many? – Timeframe? • Date of purchase/implementation • Period of time for services – Summary Table Date: 11/16/2007 7

2 Business Justification • Why is this acquisition necessary? – Separate training module Date:

2 Business Justification • Why is this acquisition necessary? – Separate training module Date: 11/16/2007 8

3 Impact on Operations and Programs Impact of not completing project or acquisition –

3 Impact on Operations and Programs Impact of not completing project or acquisition – Current operations – Administration of public assistance programs Date: 11/16/2007 9

4 Benefiting Programs • Programs that will benefit from use of goods or services

4 Benefiting Programs • Programs that will benefit from use of goods or services – Separate Training Module Date: 11/16/2007 10

5 Cost and Cost Allocation 5. 1 Acquisition Costs Description • Itemized detail of

5 Cost and Cost Allocation 5. 1 Acquisition Costs Description • Itemized detail of one-time and recurring costs 5. 2 Cost Allocation Methodology • Separate training module Date: 11/16/2007 11

6 Method of Procurement How will the equipment, software or services be purchased? –

6 Method of Procurement How will the equipment, software or services be purchased? – Separate training module Date: 11/16/2007 12

7 Cost-Benefit Analysis • Qualitative Benefits – Benefits are intangible – Costs difficult to

7 Cost-Benefit Analysis • Qualitative Benefits – Benefits are intangible – Costs difficult to accurately quantify • Quantitative Benefits – Examination of the benefits associated with the acquisition in relation to the cost – Comparison of the baseline cost with the cost of the proposed alternative – Payback period Date: 11/16/2007 13

8 County Contact Information • County APD Preparer (Required) • Additional County Contact (Optional)

8 County Contact Information • County APD Preparer (Required) • Additional County Contact (Optional) - Fiscal or Administrative Manager - IT Director or Manager - Department Director Date: 11/16/2007 14

Common Issues and Findings All sections completed Sufficient level of detail Consistency throughout sections

Common Issues and Findings All sections completed Sufficient level of detail Consistency throughout sections Date: 11/16/2007 15

How to get started Identify request Begin APD as early in the fiscal year

How to get started Identify request Begin APD as early in the fiscal year as possible Utilize checklists and detailed templates Request clarification and/or direction before, or any time during, development of APD For questions about which detailed template to use (e. g. generic, dual), contact SAWS Date: 11/16/2007 16

How to submit APDs SAWS/Generic – Project. Approvals@osi. ca. gov CWS/CMS and Dual –

How to submit APDs SAWS/Generic – Project. Approvals@osi. ca. gov CWS/CMS and Dual – CWS_APD@osi. ca. gov Date: 11/16/2007 17

References http: //bestpractices. osi. ca. gov/countyapd. aspx – – – – Date: 11/16/2007 APD

References http: //bestpractices. osi. ca. gov/countyapd. aspx – – – – Date: 11/16/2007 APD Template (Standard) APD Template (SAWS/Generic) APD Template (CWS/CMS) APD Template (Dual) Is an APD Necessary? Checklist OSI APD Review Checklist APD Content Development Aid 18

Thank You Date: 11/16/2007 19

Thank You Date: 11/16/2007 19