Entering APD’s into CEC Template

Riverside CountyB. Cox

December 10, 2013

Presentation Agenda Developmental APD’s

Types of Advance Planning Document’s (APD)

APD Input Screens

County Expense Claim (CEC) APD Reports

M & O APD’s

Other EDP Screens

What are APD’s used for? An APD is a written plan of action that a

county uses to request prior State and Federal written approval in the planning and acquisition of electronic data processing (EDP) equipment and services related to welfare programs

Purchase of Goods/Services

Internal Programming Time

M&O Costs

Difference Between Developmental & M&O APD’s To determine the difference between a

Developmental & M&O APD, please refer to the following:

Division 28 ACIN I-86-10 Annual EDP Generic M&O Plan Other State EDP Letters or Materials

Specific questions should be directed to:

OSI CDSS

Types of APD’s for Developmental or M&O Projects SAWS (Non-Sacwis)

Benefit any welfare program except CWS/CMS. All costs entered for APD’s benefiting multiple functions

or programs will be allocated to programs within the CEC Template.

Salary/benefit costs for APD’s benefiting a single program will need to be allocated outside the CEC Template.

CWS/CMS (Sacwis) Benefits only CWS/CMS. All costs for these types of APD’s must be allocated

outside the CEC Template.

EDP Main Menu

For Developmental APD’s, which input screen do I use and why does it matter? “SMD” Menu Option

Single & Multi-function APD’s The CEC Template will draw down salary/benefits based on IT

time study ratios developed within the CEC for APD’s submitted for internal programming.

Costs for the purchase of goods/services, as well as allocated salaries and benefits, will then be allocated to the program within the CEC Template based on casework time study ratios

“MP” or “DD” Menu Options Single Program APD’s Salary/benefits related to reported time must be computed

outside the CEC Template.

CWS/CMS APD’s Input into various menu options.

Single & Multi-function APD’s Developmental Projects that benefit a single

function, multiple functions, all functions, or multiple programs.

Examples of these APD’s include the following: APD 33-07-5191 (“TS02 Time Study Summary Reports”)

benefits all welfare functions, therefore, is considered generic.

APD 33-05-4293 (“IHSS Time Sheet Scanning Project”) specifically benefits PC 103 and PC 104.

These APD’s are input into “SMD” menu option of the EDP section.

SMD Input Screen (Example #1)

SMD Input Screen (Example #1 Continued)

M & O CategoryQuarterly Time

Study Hours

Quarterly Time Study Hours

Ratio

CWD Personal Services Allocation

010 Social Services 174.10 0.005095 11,810$ 020 CalWORKs 1,829.10 0.053525 124,077$ 030 Other Public Welfare 499.60 0.014620 33,890$ 040 Child Care 133.70 0.003912 9,070$ 060 Generic 31,188.10 0.912659 2,115,653$ Total of All APD Time Study Hours 348.20 0.010189 23,620$ GRAND TOTAL 34,172.80 1.000000 2,294,501$

Total CWD Personal Services (Salaries & Benefits) 2,318,121$

SMD Input Screen (Example #1 Continued)

APDQuarterly Time

Study Hours

Quarterly Time Study Hours

Ratio

CWD Personal Services Allocation

33085558000 32.00 0.091901 2,171$ 33085604000 118.70 0.340896 8,052$ 33085743000 3.00 0.008616 204$ 33085846000 96.00 0.275704 6,512$ 33075191000 98.50 0.282883 6,682$ GRAND TOTAL 348.20 1.000000 23,620$

Total CWD Personal Services (Allocated to APD's) 23,620$

SMD Input Screen (Example #2)

SMD Input Screen (Additional Info)

This section totals all time

study hours and OP / POS costs entered for all

APD’s.

Single Program APD’s Projects that benefit a single program.

An example of this type of APD is the following: 33-09-5887 (“Medi-Cal PII Security”) benefits only PC

215.

Two menu options for inputting Single Program APD’s: “MP” Multiple Dev. Projects / Single Prg Code “DD” Development Direct to Program

“MP” Multiple Dev. Projects / Single Program Code This input section is usually only utilized when

claiming multiple developmental APD’s that benefit the same single program.

Salary/benefits related to reported time must be computed outside the CEC Template.

“MP” Input Screen (Example #1)

“DD” Development Direct to Program This input section is utilized when claiming

developmental APD’s that benefit a single program.

This screen can not be used if claiming multiple APD’s within the quarter that benefit the same single program.

Salary/benefits related to reported time must be computed outside the CEC Template.

DD Input Screen (Example #1)

CWS/CMS Developmental APD’s All costs for CWS/CMS developmental APD’s must

be allocated outside the CEC Template.

Counties must allocate costs based on the ratios developed by using their most recent four quarter time studies.

Time study hours and/or project costs are entered into multiple input screens within the EDP menu.

CWS/CMS Cost Allocation Spreadsheet

APD Amount: APD Number: 33-08-981-00-00SACWIS (CWS/CMS)

Prog Code *(1) Program Description

Prog Code Ratios

Prescribed/Other

Funding Source Share

of SACWIS Costs (%)

Funding Source Share

of SACWIS Costs (%)

Title IV-E Federal Costs (%)

Title IV-E Federal Costs ($)

Other Federal Share of Costs ($)

Other Federal Share of

Costs (%)

State/ County Share of Costs ($)

State & County Share of Costs

(%)

Total SACWIS (CWS/CMS) Costs

Total SACWIS and Non-SACWIS

Costs ($)

135 SSI-SSP/OHC 0.01% 0.01% 0.01% 0% - - 0% 2.44 100.00% 2.44 144 CWS Health Related 6.43% 6.43% 5.59% 0% - 784.51 50% 784.51 50.00% 1,569.01 150 EPSDT 0.00% 0.00% 0.00% 0% - - 50% - 50.00% - 165 SB 163 Wraparound Services 0.03% 0.03% 0.03% 0% - - 0% 7.32 100.00% 7.32 168 FPP-Health Related (C 6/00) 0.00% 0.00% 0.00% 0% - - 50% - 50.00% - 175 FPP-Services/NonFederal (C 6/00) 0.04% 0.04% 0.03% 0% - - 0% 9.76 100.00% 9.76 182 ILP-Case Management (C 6/00) 0.30% 0.30% 0.26% 0% - 73.20 100% - 0.00% 73.20 184 ILP-Services (C 6/00) 0.53% 0.53% 0.46% 0% - 129.33 100% - 0.00% 129.33 513 EA-ER 15.26% 15.26% 13.26% 0% - 3,165.11 85% 558.55 15.00% 3,723.66 536 SACWIS 77.28% 77.28% 67.16% 50% 9,428.72 - 0% 9,428.72 50.00% 18,857.44 544 CWS MPI (AB 908) (C 6/00) 0.00% 0.00% 0.00% 0% - - 50% - 50.00% - 556 CWS-MPS (AB 908) 0.00% 0.00% 0.00% 0% - - 50% - 50.00% - 588 STOP - Assessment/Case Plan 0.12% 0.12% 0.10% 0% - - 0% 29.28 100.00% 29.28

Cost of SACWIS: 100.00% 100.00% 86.9% 9,428.72$ 4,152.15$ 10,820.58$ 24,401.45$ Non-SACWS (Non-CWS/CMS)

Prog Code *(1) Program Description

Prog Code Ratios

Prescribed/Other

Funding Source Share

of Non SACWIS

Costs (%)

Funding Source Share

of Non SACWIS

Costs (%)

Title IV-E Federal Costs (%)

Title IV-E Federal Costs ($)

Title IV-E Discount (%)

Other Federal Share of Costs ($)

Other Federal Share of

Costs (%)

State/ County Share of Costs ($)

State & County Share of Costs

(%)

Total Non-SACWIS Costs

007 Relative/Non-Relative Home Approvals 5.86% 5.86% 0.77% 50% 87.40 18.91% 0% 128.16 50% 215.56 117 Adoptions-Case Management (C 6/00) 3.81% 3.81% 0.50% 50% 59.32 15.44% 0% 80.98 50% 140.30 143 CWS Elig Determination 1.36% 1.36% 0.18% 50% 24.94 0% 24.94 50% 49.88 145 CWS-Training (C 6/00) 10.78% 10.78% 1.41% 75% 241.08 18.91% 0% 155.32 25% 396.39 147 CWS - ER 27.14% 27.14% 3.56% 50% 404.83 18.91% 0% 593.63 50% 998.46 148 CWS Case Management 49.16% 49.16% 6.44% 50% 733.15 18.91% 0% 1,075.07 50% 1,808.22 177 FPP-Case Mgt Preventive Svcs (C 6/00) 0.00% 0.00% 0.00% 50% 0.03 18.91% 0% 0.04 50% 0.06 359 CWS/Live Scan/Background Checks 0.00% 0.00% 0.00% 50% 0.06 18.91% 0% 0.08 50% 0.14 504 AB 2129 Foster Parent Training 0.14% 0.14% 0.02% 0% - 18.91% 75% 5.22 25% 5.22 577 Mo Visits/Group Homes/CWD 1.55% 1.55% 0.20% 50% 23.09 18.91% 0% 33.86 50% 56.95 675 PSSF-Adoption Promotion & Support 0.20% 0.20% 0.03% 0% - 7.29 100% - 0% 7.29

Cost of Non-SACWIS: 100.00% 100.00% 13.1% 1,573.88$ 7.29$ 2,097.30$ 3,678.47$

Total Cost of APD: 200.00% 200.00% 11,002.60$ 4,159.44$ 12,917.87$ 28,079.92$ $28,079.92

Claiming CWS/CMS Developmental APD’s The majority of the CWS/CMS APD costs can be

entered by program into the “DD” (Development Direct to Program) input screen.

Enter all necessary APD information for each benefiting program code available within the “DD” input screen.

Exceptions include: PC 145, PC 536, and a few others.

CWS/CMS Developmental APD Input Example

Claiming CWS/CMS Developmental APD’s Exceptions Program Code 145

Enter time study hours and/or project costs in the “SMD” (Single & Multi Function Development SAWS/Non-SACWIS M&O) input screen within the EDP menu.

Program Code 536 Enter time study hours and/or project costs in

the “DtP” (M&O Direct to Program) input screen within the EDP menu.

CEC APD Reports

CEC APD Reports

CEC APD Reports

CEC APD Reports

M & O APD’s

M & O APD’s All M&O APD’s are input to the following

(related to SACWIS & CWS/CMS):

“M&O” Screen – Function Level Costs “DtP” Screen – Program Level Costs

M&O APD Numbers are not entered in the CEC Template.

Tracking numbers are provided for county use only.

Other EDP Screens

What is the purpose of the M&O Function Allocation Screen? The purpose of the screen is to identify the

benefiting programs for M&O function costs only.

Benefiting Programs can be identified as follows: Benefiting all programs within the function. Benefiting specific programs within the

functions.

M&O Function Allocation Screen(Benefitting All Programs) To ensure all programs within the

functions are allocated costs, click the box to the right of “Benefitting All Programs in Function”

M&O Function Allocation Screen(Benefitting Specific Programs) To ensure only specific programs within the

functions are allocated costs, unclick the box to the right of “Benefitting All Programs in Function” and input the benefiting programs codes in the boxes provided.

Impact of Selecting Specific Programs Only total functions costs from the DFA

325.1A will be allocated to the benefiting program.

Impact of Selecting Specific Programs

Selecting Specific Programs – No Impact on Developmental APD’s

Conclusion Questions / Comments