WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS … BOD Agenda Pkg 2014-0509 OPEN.pdfMay 09, 2014...

WELFARE CLIENT DATA SYSTEMS

BOARD OF DIRECTORS

MEETING AGENDA PACKAGE

Friday, May 9, 2014

12:00 PM – 2:00 PM

Library Galleria

East Room

828 I Street

Sacramento, California 95814

AGENDA

Welfare Client Data Systems Board of Directors’ Meeting

Date: Friday, May 9, 2014

Time: 12:00 P.M. to 2:00 P.M.

Location: Library Galleria, 828 I Street, East Room, Sacramento

Attendees: County Directors and/or Delegates Policy Board Chairs Alameda, Lori Cox Orange, Brigette McLellan Alameda, Don Edwards Tulare, Francena Martinez Contra Costa, Kathy Gallagher (Vice) Fresno, Sanja Bugay WCDS Staff Fresno, Judy Lemos WCDS, Lynn Bridwell Orange, Mike Ryan WCDS, Stacey Drohan Placer, Cheryl Davis WCDS, Steve Maciel Sacramento, Mary Behnoud (Interim Rep) WCDS, Jo Anne Osborn San Diego, Rick Wanne WCDS, Hali Reyes San Francisco, Trent Rhorer San Luis Obispo, Lee Collins First Data Staff San Luis Obispo, Roberta Mangini Diane Alexander San Mateo, Iliana Rodriguez Karen Tinucci Santa Barbara, Daniel Nielson Santa Clara, Umesh Pol Santa Clara, Bruce Wagstaff Santa Cruz, Cecilia Espinola Solano, Ann Edwards Sonoma, Jerry Dunn (Chair) Tulare, Danny Rockholt Tulare, Juliet Webb Ventura, Barry Zimmerman Yolo, Nancy O’Hara

OPEN SESSION 12:00 1. Call to Order by WCDS Chair and Introductions (Jerry Dunn) 12:03 2. Agenda Review and Comments by WCDS Chair (Jerry Dunn) 3. Approval Item(s)

12:05 3.1 Approve the Board of Directors’ Draft Meeting Minutes of April 11, 2014 – Attachment (Jerry Dunn)

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AGENDA WCDS Board of Directors’ Meeting

May 9, 2014

12:06 3.2 Approve WCDS Board of Directors’ Bylaws – Revised to align with the new governance model – Attachments (Jerry Dunn / Hali Reyes)

12:15 3.3 WCDS Customer Service Center Network, Rotation / Coverage Recommendations for After/Extended Hours and Holidays – Attachments (Hali Reyes)

4. Action Item(s) 12:40 4.1 Chairmanship for FY2014-2015 – Nominations / Elections - Attachment (Jerry Dunn)

12:45 4.2 Appoint Directors (2) to the Operations & Policy Advisory Committee - Attachment (Jerry Dunn and Hali Reyes)

5. Discussion Items: 12:50 5.1 CalWIN Budget Review – Attachments (Steve Maciel)

01:10 5.2 Strategic Planning Meeting (6/11/14) Agenda Recommendations (Hali Reyes)

01:20 6. Open Session Adjournment by Chair (Jerry Dunn)

CLOSED SESSION - Scheduled attendees

7. Discussion Items: 01:25 7.1 Procurement Update (Hali Reyes)

01:35 7.2 Contract Transition Update – Attachments (Hali Reyes)

01:45 7.3 WCDS Staffing Assessment Update (Hali Reyes)

02:00 8. Closed Session Adjournment and Next Meetings (Jerry Dunn)

8.1 Board & Other Meetings Schedule • WCDS Directors’ Strategic Planning Meeting, June 11, 2014 from 9:00 AM to 4:00

PM, The Citizen Hotel, Sacramento • WCDS Board of Directors Meeting – June 13, 2014 CANCELED • APHSA National Policy Forum, June 16-18, 2014, Capital Hilton, Washington DC • APHSA / ISM Annual Conference, September 21-24, 2014, Hyatt Regency, Atlanta,

GA

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AGENDA WCDS Board of Directors’ Meeting

May 9, 2014

PUBLIC NOTICE This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2014 are as follows: January 17, February 14, March 14, April 11, May 9, June 13 (Canceled), August 15, September 12 and November 14; there are no meetings for the months July, October and December. Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all materials are posted online. Materials that are not posted are available for public inspection between 8:00 A.M. and 5:00 P.M., Monday through Friday, at 950 Iron Point Road, Folsom, CA 95630. Supplemental Materials: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in WCDS offices at 950 Iron Point Road, Folsom, CA, during normal business hours. Disabled Accommodation: If you have a disability which requires an accommodation, an alternative format, or requires another person to assist you while attending this meeting, please contact Stacey Drohan at (916) 608-3367 as soon as possible to ensure arrangements for accommodation. Approval of Consent Items: Consent Items include routine financial and administrative actions and are usually approved by a single majority vote. There will be no discussion on these items prior to voting on the motion unless Board Members or the public request specific items be discussed and/or removed from Consent. Public Comment: For any member of the audience desiring to address the Board on a matter on the agenda, please walk to the podium and after receiving recognition from the Chair, please state your name and make your comments. Closed session items may be added prior to the Board adjourning to closed session. In order that all interested parties have an opportunity to speak, please be brief and limit your comments to the subject under discussion. Each person is usually granted 3 minutes to speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to address the Board, under the Brown Act, Board members may not deliberate or take action on items not on the agenda, and generally may only listen.

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http://www.calwin.org/bod.asp

MEETING MINUTES (DRAFT)

1

Welfare Client Data Systems Consortium

Board of Directors Meeting

Date: Friday, April 11, 2014

Time: 12:00 p.m. 11:30 A.M. to 2:00 A.M.

Location: Library Galleria, 828 I Street, East Room, Sacramento

Attendees: WCDS Board of Directors, Policy Board Chairs, WCDS and First Data Staff

County Alameda, Don Edwards for Lori Cox X Contra Costa, Kathy Gallagher / Vice-Chair

X

Fresno, Deborah Martinez for Judy Lemos X Orange, Mike Ryan X Placer, Cheryl Davis X Sacramento, Mary Behnoud for Paul Lake X San Diego, Rick Wanne San Francisco, Trent Rhorer San Luis Obispo, Roberta Mangini for Leland Collins

T

San Mateo, Iliana Rodriguez X Santa Barbara, Daniel Nielson T Santa Clara, Umesh Pol X Santa Clara, Bruce Wagstaff X Santa Cruz, Cecilia Espinola X Solano, Ann Edwards X Sonoma, Jerry Dunn / Chair X Tulare, Danny Rockholt for Juliet Webb T

Ventura, Barry Zimmerman X Yolo, Nancy O’Hara T First Data Diane Alexander X Karen Tinucci X WCDS Lynn Bridwell X Stacey Drohan X Steve Maciel X Jo Anne Osborn X Hali Reyes X WCDS Policy Board Francena Martinez, Tulare/PB Chair Brigette McLellan, Orange/PB Vice-Chair Mike Roth, Consultant X

OPEN SESSION - WCDS Board of Directors, WCDS Policy Board Chairs, WCDS and First Data

Management, WCDS Scribe

1. Call to Order by WCDS Chair and Introductions (Jerry Dunn)

The meeting was called to order by the Chair at 11:35 A.M.; introductions followed.

2. Agenda Review and Comments by WCDS Chair (Jerry Dunn)

The agenda has been revised and reformatted to better align with Brown Act guidelines.

3. Approval / Consent Items – Attachments for each (Jerry Dunn)

3.1 Approve Draft WCDS Board of Directors’ Meeting Minutes, 3/14/14 (Jerry Dunn)

3.2 Receive Monthly WCDS Financial Report (Steve Maciel)

3.3 Receive Monthly WCDS Upcoming Releases / Priorities Report (Hali Reyes)

3.4 Receive Monthly WCDS Separate Services Report (Hali Reyes)

Agenda Item 3.1


Board of Directors – Meeting Minutes (DRAFT)

Friday, April 11, 2014

12:00 P.M. 11:30 A.M. to 2:00 P.M.

2

3.5 Receive Monthly WCDS Policy Board Meeting Debrief / Motions Made and Action Items

(Francena Martinez)

3.6 SPECIAL ITEM: Approve New WCDS Governance Structure as updated (lower level of

organizational chart more clearly defined per discussion at the 3/14/14 meeting) (Jerry Dunn and

Bruce Wagstaff)

Item 3.6 was pulled from Consent for discussion. A subset of the Board revised the governance

structure/org chart according to suggestions made in March 2014. The new chart was reviewed at

the meeting. Key highlights of the new model: 1) The Board has a greater role, 2) The model will

begin no later than June 2014 and 3) Details to support the framework will be determined in the

coming month.

Motion: Ann Edwards/SOL motioned to approve the draft March 14, 2014 meeting minutes as written

and the receipt of Consent Items 3.2 to 3.6. Mike Ryan/ORG seconded. All in favor. Motion carried.

Action Item: WCDS to add CalWIN Budget to the May or June agenda for Discussion.

4. Action Item:

4.1 Ratify the removal of the SMART Subsystem from Joint Maintenance (Hali Reyes)

Directors agreed to remove the SMART Subsystem from Joint Maintenance.

5. Discussion Items:

5.1 WCDS Board of Directors

5.1.1 Meetings - Agenda Topics/Structure, Duration, Frequency, Attendees – Attachment

(Jerry Dunn and Hali Reyes)

Recommendations for Board meetings moving forward were provided in way of agenda

format, etc. (see attachment). Note: Adjusting the meeting duration and any other

changes needed to enhance meeting practices will be revisited in six months.

Starting this month, the Board’s agenda packages will be posted to

http://www.calwin.org/bod.asp.

The new Executive Summary/Informational Report will be sent to Directors two weeks

prior to Board meetings and will include items such as the Financial Report. Updates,

such as CalHEERS and Call Center reports, will be provided real-time. Reports will be

posted to www.CalWIN.org and/or Sharepoint with a notification sent to Directors once

available for County access.


http://www.calwin.org/




12:00 P.M. 11:30 A.M. to 2:00 P.M.

3

The Board agreed to hold a Strategic Planning Meeting (SPM) in May with the purpose

to set a 3-year vision. The meeting will include Directors, WCDS Management and First

Data reps and be facilitated by Kouji Nakata. The regularly scheduled Board meeting

will be canceled. A follow-up SPM will be held in the Fall with OPAC members. Action

Item: WCDS to propose dates to the Board for the Strategic Planning Meeting in May 2014

and coordinate the details.

Motion: Iliana Rodriguez/SMT motioned to approve Decision Document #11, with

adjustments made as discussed at the meeting. Kathy Gallagher/Contra Costa seconded.

All in favor. Motion carried.

5.1.2 Chairmanship for FY2014-2015 – Attachment (Jerry Dunn and Kathy Gallagher)

The current Vice-Chair is unable to serve as Chair for FY2014-2015. It was suggested

that the Board be Co-Chaired, as opposed to appointing a Chair and Vice-Chair, going

forward. Cheryl Davis/Placer and Barry Zimmerman/Ventura expressed interest in Co-

Chairing for FY2014-2015. Other nominations are welcomed. Elections will be held in

May.

Action Item: WCDS to update the BOD Bylaws to align with the new governance structure

and bring to the BOD for review/approval.

5.2 Contract Transition Update (Hali Reyes)

Dan Kalamaras/Sacramento will be working at WCDS offices as Transition Manager, along with

Henry Arcangel/WCDS. Transition work includes development of processes that will support

the new contract.

HP has employed an Account Executive to manage transition activities.

Transition planning updates will be provided in the monthly Executive Summary/Informational

Report, with related action items brought to BOD meetings.

5.3 CalHEERS Update (Hali Reyes)

Key topics of discussion with CalHEERS are performance and performance measures. There

will be a CalHEERS performance summit to strategize improvements. Technical staff will be in

attendance from the various agencies/Consortia. The appropriate WCDS and HP staff will

participate, including the Executive Director, to represent from technical, policy and customer

perspectives. Daily performance measure reports will be provided to Directors.

5.4 WCDS Customer Service Center Network

5.4.1 Network Coverage Recommendations - Post March 2014 coverage (Hali Reyes)

Analytic tools are being researched to collect data to develop call volume projections.




12:00 P.M. 11:30 A.M. to 2:00 P.M.

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Coverage recommendations are needed for 1) extended hours and 2) regular hours,

with extended hours being the immediate priority. Not all Counties need to be open

during extended hours if call volumes are low.

Action Item: WCDS to forward coverage recommendations, including a rotation schedule,

for extended hours and holidays to Directors electronically.

5.4.2 Extending Operational Hours (Don Edwards)

CalWIN is available for Counties’ use until 8:00 PM nightly. Alameda requests that

CalWIN be available until 9:00 PM to give their staff more time to process MAGI cases.

Action Item: WCDS to coordinate extending CalWIN’s availability until 9:00 PM with HP

for Alameda County.

5.5 Completed WCDS Separate Services – Attachment (Hali Reyes)

Action Item: Jo Anne Osborn to analyze the list of completed Separate Services to determine

which could be leveraged by other Counties and report back to the Board in June 2014.

Action Item: Directors to evaluate their current list of open Separate Services (see supporting

document 3.4) and bring those to pursue to the Strategic Planning Meeting for the Board’s

consideration and planning as a Consortium.

6. Open Session Adjournment by Chair (Jerry Dunn)

Open Session adjourned at 12:55pm.

CLOSED SESSION – WCDS Board of Directors, WCDS Policy Board Chairs, WCDS and First Data

Management and WCDS Scribe

Closed Session commenced at 12:57 P.M.

7. Discussion Items:

7.1 Procurement Update - Attachment (Jerry Dunn and Hali Reyes)

No contract has been signed to date. No action was taken.

7.2 Quality Assurance Vendor’s Monthly Report Out – Attachment (Karen Tinucci)

Refer to report. Feedback is welcomed on the new section titled Thought Leadership.

Transition activities include revamping the change lifecycle process going forward.

First Data is looking at ways WCDS can execute its workflow more effectively and efficiently,

such as modifying processes in addition to ensuring proper staffing.




12:00 P.M. 11:30 A.M. to 2:00 P.M.

5

No action was taken.

7.3 WCDS Personnel Update (Hali Reyes)

WCDS will present staff reorganization / augmentation updates at the Strategic Planning

Meeting in May.

No action was taken.

8. Closed Session Adjournment and Next Meetings (Jerry Dunn)

8.1 Board & Other Meetings Schedule

Board Meeting – May 9, 2014 from 12:00 PM to 2:00 PM

APHSA National Policy Forum, June 16-18, 2014, Capital Hilton, Washington DC

APHSA / ISM Annual Conference, September 21-24, 2014, Hyatt Regency, Atlanta, GA

The meeting was adjourned at 2:00 PM.

ACTION ITEMS

Agenda

Item

Number

Open

Date

Description of Action Item

Assigned to

Due

Closed

Date

5 2/14/14 WCDS / HP to update the CalWIN Mobile App

instructional video according to Directors’

comments and issue to Counties by May 2014

for CalFresh Awareness month.

3/6/14: CR6632 opened to re-record.

4/11/14: In progress; WCDS working with

HP to determine if changes can be made in

time for May awareness month.

WCDS (Greg

Postulka)

4/30/14

12 3/14/14 For Directors’ review, WCDS to provide the list

of completed Separate Services that are

available through CalWIN for Counties’ use.

4/11/14: List presented to the BOD on 4/11.

WCDS to filter through SSs to determine which

could be leveraged by other Counties. To close.

Stacey Drohan 4/11/14

13 3/14/14 Counties to reassess their respective open

Separate Services (at home) and determine

which to close and which need to be pursued;

Counties to bring their list to the Policy Board

for vetting with the final, trimmed-down SS list

to be provided to Directors.

4/11/14: Directors to bring their list of SSs to

Counties 5/2014




12:00 P.M. 11:30 A.M. to 2:00 P.M.

6

Agenda

Item

Number

Open

Date


Assigned to

Due

Closed

Date

pursue to the Strategic Planning Meeting in May

2014. To close.

14 3/14/14 Rick Wanne/SDG to vet the composition

structure of Project Teams and determine under

what conditions County staff/SMEs would be

needed and engaged. Daniel Nielsen/SBA and

Bruce Wagstaff/SCL volunteered to assist.

4/11/14: Presented at the 4/11/14 meeting

and approved. To close.

Rick Wanne,

Daniel Nielsen,

Bruce Wagstaff

Hali Reyes

4/11/14

15 3/14/14 WCDS to compare actuals with projections

(CSCN – call volumes) and provide to Directors.

4/11/14: Stacey Drohan following up on

the status.

Henry Arcangel Ongoing

16 4/11/14 WCDS to add CalWIN Budget to the May or June

agenda for Discussion.

5/1/14 Update: Agendized for 5/9/14. To

close.

Steve Maciel /

Stacey Drohan

6/15/14

17 4/11/14 WCDS to propose dates to the Board for the

Strategic Planning Meeting in May 2014 and

coordinate the details.

4/17/14: In progress. May have to look

into June dates.

5/1/14: SPM scheduled for 6/11/14. To

close.

Stacey Drohan ASAP

18 4/11/14 WCDS to update the BOD Bylaws to align with

the new governance structure and bring to the

BOD for review/approval.

5/1/14 Update: Agendized for 5/9/14. To

close.

Board Chair /

WCDS

Management

Next BOD

meeting

19 4/11/14 WCDS to forward coverage recommendations,

including a rotation schedule, for extended

hours and holidays to Directors electronically.

5/1/14: In progress.

Hali Reyes ASAP

20 4/11/14 WCDS to coordinate extending CalWIN’s

availability until 9:00 PM with HP for Alameda

County.

5/1/14: Alameda to open an SR. To close.

Jo Anne Osborn ASAP

21 4/11/14 Analyze the list of completed Separate Services

to determine which could be leveraged by other

Counties and report back to the Board in June

Jo Anne Osborn June 2014




12:00 P.M. 11:30 A.M. to 2:00 P.M.

7

Agenda

Item

Number

Open

Date


Assigned to

Due

Closed

Date

2014.

22 4/11/14 Evaluate their current list of open Separate

Services (see supporting document 3.4) and

bring those to pursue to the Strategic Planning

Meeting for the Board’s consideration and

planning as a Consortium.

5/1/14 Update: SPM scheduled for

6/11/14.

Directors May June

2014

Public Notice

This is a regularly scheduled meeting of the WCDS Board of Directors that generally occurs monthly

from 12:00 P.M. to 2:00 P.M. at the address noted above. The meeting dates for 2014 are as follows:

January 17, February 14, March 14, April 11, May 9, June 13, August 15, September 12 and November

14; there are no meetings for the months July, October and December.

Agendas and Materials: Agendas and most supporting materials are available on the CalWIN website at

http://www.calwin.org/bod.asp. Due to legal, copyright, privacy or policy considerations, not all

materials are posted online. Materials that are not posted are available for public inspection between

8:00 A.M. and 5:00 P.M., Monday through Friday, at 950 Iron Point Road, Folsom, CA 95630.

Supplemental Materials: Materials related to an item on this agenda submitted to the Board after

distribution of the agenda packet are available for public inspection in WCDS offices at 950 Iron Point

Road, Folsom, CA, during normal business hours.

Disabled Accommodation: If you have a disability which requires an accommodation, an alternative

format, or requires another person to assist you while attending this meeting, please contact Stacey

Drohan at (916) 608-3367 as soon as possible to ensure arrangements for accommodation.

Approval of Consent Items: Consent Items include routine financial and administrative actions and are

usually approved by a single majority vote. There will be no discussion on these items prior to voting

on the motion unless Board Members or the public request specific items be discussed and/or removed

from Consent.

Public Comment: For any member of the audience desiring to address the Board on a matter on the

agenda, please walk to the podium and after receiving recognition from the Chair, please state your

name and make your comments. Closed session items may be added prior to the Board adjourning to





12:00 P.M. 11:30 A.M. to 2:00 P.M.

8

closed session. In order that all interested parties have an opportunity to speak, please be brief and

limit your comments to the subject under discussion. Each person is usually granted 3 minutes to

speak; time limitations are at the discretion of the Chair. While members of the public are welcomed to

address the Board, under the Brown Act, Board members may not deliberate or take action on items

not on the agenda, and generally may only listen.

WCDS Board of Directors

Approval Item Meeting Date: Friday, May 9, 2014 Subject: Approve the WCDS Board of Directors’ Bylaws as Revised Presenter: Jerry Dunn/Sonoma-Board Chair and Hali Reyes

Approval Needed

Approve the WCDS Board of Directors’ Bylaws as revised.

Supportive Information

The Board’s Bylaws were last revised in March 2009. With the new governance model beginning June 2014 and the Board’s Chairmanship moving to a Co-Chair role (as opposed to Chair and Vice-Chair), the Bylaws require revisions to be made current. Attached are the Board’s Bylaws to include suggested revisions in tracked changes for the Board’s approval.

Results or Decisions Made

TBD

Agenda Item 3.2.1

BYLAWS

OF THE

WELFARE CLIENT DATA SYSTEMS

BOARD OF DIRECTORS

Adopted : June 13, 2008 Revised: November 14, 2008

Revised: March 4, 2009 Revised: May 9, 2014

Agenda Item 3.2.2

Bylaws of the WCDS Board of Directors Page 1 of 7

BYLAWS

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS

I. RECITALS

A. Whereas eighteen (18) counties (the Counties of Alameda, Contra Costa,

Fresno, Orange, Placer, Sacramento, San Diego, San Francisco, San Luis Obispo, San Mateo, Santa Barbara, Santa Clara, Santa Cruz, Solano, Sonoma, Tulare, Ventura, and Yolo) [hereinafter referred to collectively as "Counties" and individually as "County"] comprise the Welfare Client Data Systems (WCDS) Consortium; and

B. Whereas the WCDS Consortium joins Counties that have replaced the

computer system known as WCDS used for automating income assistance, CalFresh (food stamps), and certain other public assistance-related programs with a new computer system known as the CalWORKs Information Network [hereinafter referred to as "CalWIN"]; and

C. Whereas it is necessary for the Welfare Directors from all Counties to

convene periodically to establish and oversee the execution of policy for the Welfare Client Data Systems; and

D. Whereas the creation of bylaws will formalize the County Welfare

Directors’ responsibilities and authority with respect to establishing and overseeing policy for the Welfare Client Data Systems;

Now, therefore, the following bylaws are created by and for the Welfare Client Data Systems’ Board of Directors:

II. NAME

The name of this body shall be the Welfare Client Data Systems (WCDS) Board of Directors [hereinafter referred to as the “WCDS Board”].

III. PURPOSE The purpose of the WCDS Board is to establish and oversee the execution of policy for the Welfare Client Data Systems on behalf of the WCDS Consortium and for the benefit of the Counties through policy


decision-making aimed at successful implementation and administration of the Welfare Client Data SystemsCalWIN and products.

IV. WCDS BOARD MEMBERSHIP, CHAIR, AND VOTING

A. Membership of WCDS Board

WCDS Board membership shall be limited to the Welfare Director of the County participating in the WCDS Consortium, or the designee of a Director as stated in writing by that Director to the WCDS Board Chair. The WCDS Policy Board Chair and Vice-Chair shall be non-voting members of the WCDS Board.

B. Election and Term of WCDS Board Chair and Vice-Chair

The WCDS Board shall be Co-Chaired. Chairs will be the prior year’s Vice-Chair and will shall be elected by the WCDS Board annually in May for a twelve (12)-month term beginning on July 1. serve for a period of twelve months, beginning July 1. The Vice-Chair shall be elected by the WCDS Board annually in May for a twelve (12)-month term beginning on July 1.

C. Voting of WCDS Board

Policy and all other matters, except those that are within the sole purview of the WCDS Board Chairs as described herein, shall be established by a simple majority vote of WCDS Board members present at noticed meetings.

A simple majority is defined as more than one-half of the WCDS Board members present at a WCDS Board meeting or voting through a written ballot submitted to the WCDS Board Chair prior to or at a WCDS Board meeting. Electronic voting may be conducted through email, where the WCDS Executive Director submits requests for votes via email. All email vote responses received by WCDS Board members or official designees will be logged and counted on an electronic voting summary document. The voting summary and voting outcome will be noted in the following Board of Director’s’ Agenda Package.

V. WCDS Policy BoardOperations & Policy Advisory Committee


A. WCDS Policy Board Operations & Policy Advisory Committee Composition

The WCDS Board shall form an WCDS Policy Board Operations & Policy Advisory Committee (OPAC) comprised of one member from each County as , appointed by the Director. Two Directors shall also serve on OPAC for a term of twelve months, beginning July 1. Director representatives shall be on a volunteer basis.

B. WCDS Policy Board Operations & Policy Advisory Committee Functions

The WCDS Board may task the WCDS Policy Board OPAC with supportive responsibilities, including but not limited to: providing advice to the Board regarding technical matters; conducting research regarding the implications of policy decisions; and performing analysis and drafting reports for review by the WCDS Board. The WCDS Policy Board OPAC shall conduct business in accordance with the WCDS Policy Board OPAC bylaws as approved by the WCDS Board.

C. WCDS Board Referral of Policy Issues to WCDS Policy BoardOperations

& Policy Adisory Committee

The WCDS Board may, but shall not be required to, solicit the advice and recommendation of the WCDS Policy Board OPAC regarding policy matters. Should the WCDS Board refer policy issues to the WCDS Policy BoardOPAC, the WCDS Board shall nonetheless retain final voting authority regarding policy issues.

D. WCDS Board Review of Policy Issues Raised by WCDS Policy

BoardOPAC

Should the WCDS Policy Board OPAC raise policy issues for review by the WCDS Board, the WCDS Board shall determine whether to consider the issues and shall communicate its decisions to the WCDS Policy Board.OPAC.

E. Communication Between WCDS Board and Policy BoardOPAC

Policy decisions made by the WCDS Board shall be communicated to OPAC by the Director Representatives of OPAC or in writing by the WCDS Board Chair to the WCDS Policy Board Chair or by approved minutes. Further, the WCDS Board Chair shall ensure that all communication between the WCDS Board and the WCDS Policy Board Chair regarding policy issues is in writing.


The Policy Board Chair and Vice Chair are OPAC Chairs shall invited to attend all regularly scheduled WCDS Board of Director’s’ meetings as invited. The WCDS Board Chairs will have the right to invite the Policy Board Chair and Vice OPAC Chairs to special meetings of the Board, such as the Strategic Planning Meeting.

VI. WCDS EXECUTIVE COMMITTEE

The WCDS Board Chair shall form a WCDS Executive Committee to address specific needs. The WCDS Executive Committee shall include the following six (6) members who collectively represent a balance of small, medium and large counties: Past and present Chairs, Vice-Chair, and an At-Large rrepresentative from small, medium and large counties. The WCDS Board shall ratify all preliminary decisions made by the WCDS Executive Committee.

VII. WCDS EXECUTIVE DIRECTOR

A. WCDS Executive Director Position

In accordance with the Counties’ Agreement Relating to Welfare Client Data Systems Management with the California State Association of Counties then current contract, the WCDS Board shall oversee a WCDS Executive Director who will perform the project and contract administration duties outlined in that agreement. The WCDS Executive Director shall report to, and shall be directed and evaluated by, the WCDS Board.

B. WCDS Executive Director Budget

The WCDS Board shall annually adopt, no later than June 1 of each calendar year for the following fiscal year beginning July 1, an operating budget for the WCDS Executive Director and related support costs, which shall be part of the annual WCDS Consortium budget.

VIII. WCDS BOARD MEETINGS

A. Meeting Frequency

The WCDS Board shall convene generally once a monthat least once per quarter at the call of the WCDS Board Chair on a date and location designated by the WCDS Board Chair.


B. Rules of Order

WCDS Board meetings shall be governed by Robert’s Rules of Order in all cases where applicable and to the extent to which they are not inconsistent with these bylaws.

IX. NOTICE TO WCDS BOARD CHAIR OF COUNTY TERMINATION OR

ADDITION

Any County that is a signatory to the Counties’ Information Technology Agreement for the CalWORKs Information Network with the Electronic Data Systems Corporation HP Enterprise Services, Inc. dated May 21, 1999 [hereinafter referred to as the “Agreement”] and that wishes to terminate its participation prior to the Agreement’s end date must provide advance notification in the form of a written statement of intent to terminate participation to the WCDS Board Chair. The period of advance notification will be from the date of notification through the end of the current and the next full fiscal year. This will vary from thirteen (13) to twenty-three (23) months advance notice. The exiting County will remain financially liable for its share of the Agreement even if it chooses to stop participation prior to the end of the advance notification period. Any County desiring to become part of the WCDS Consortium shall submit a written request directly to the WCDS Executive Director. The parties agree that new Counties may participate subject to the SAWS Consortia Entry and Exit Guidelines documented in the “Statewide Automated Welfare System Project, February 1, 1996, Report to the Legislature” and as outlined in the Agreement and WCDS Operations Manual.

X. EFFECT

These bylaws shall become effective upon adoption by a simple majority vote of the WCDS Board.

ADOPTED BY THE WCDS BOARD OF DIRECTORS ON June 13, 2008 March 13, 2009 (Revised) May 9, 2014 (Revised).


SAWS CONSORTIA ENTRY AND EXIT GUIDELINES

Time Period

Entry Guidelines

Exit Guidelines Initial Contract - Development, Implementation, Maintenance and Operations

Prior to RFP Release

No restrictions - subject to consortia procedures

No restrictions - subject to consortia procedures

Between RFP Release and Vendor Selection

Not available - vendors must bid on stable environment

Not available

Between Vendor Selection and Contract Approval

Available - subject to consortium procedures, negotiations with vendor regarding increased cost, and reallocation of all counties’ costs. RFP must have specified possible increase in consortium size.

Not available or available subject to possible penalties defined in consortium agreements. Contract language to specify methodology for adjusting vendor charges and reallocation of remaining counties’ costs. RFP must have specified possible decrease in consortium size.

Contract Approval to Contract End Date

Available - subject to consortium procedures, and contract language specifying methodology for adjusting vendor charges and for reallocating all counties’ costs. Entering county to negotiate for conversion and other unique needs separately.

Not available or available subject to possible penalties defined in consortium agreements. Contract language to specify methodology for adjusting vendor charges and reallocation of remaining counties’ costs.

Continuing Maintenance and Operations Contracts

Prior to Release of RFP

Available - subject to consortium procedures. Entering county to negotiate separately for conversion and other unique needs.

Available - subject to consortium procedures

Remainder of Contract Term

Available - subject to consortium procedures, and contract language specifying methodology for adjusting vendor charges and for re-allocating all counties’ costs. Entering county to negotiate for conversion and other unique needs separately.

Not available or available subject to possible penalties defined in consortium agreements. Contract language to specify methodology for adjusting vendor charges and re-allocation of remaining counties’ costs.



Approval Item Meeting Date: Friday, May 9, 2014 Subject: Customer Service Center Network – WCDS County Rotation Schedule

Recommendation Options Presenter: Hali Reyes, WCDS

Approval Needed

At the April 11, 2014 meeting, the Board requested that WCDS submit rotation coverage recommendations for after/extended hours and holidays.


Attached are three recommendation options for a County rotation schedule varying from conservative to moderate to progressive. Please refer to item 3.3.2.


TBD

Agenda Item 3.3.1

1

Contact CalWIN

County Rotation Schedule Recommendation Options

May 1, 2014

Background: WCDS to forward staffing coverage recommendations, including a rotation schedule, for extended hours

and holidays to Directors. This document provides recommendation options for a county rotation

schedule.

Assumptions:

Extended hours are defined as Monday through Friday after 5:00 PM and all day Saturday (8:00 AM – 5:00 PM).

The rotation schedule is from May through December 2014 (8 months).

The average call handle time is 32 minutes, call answer time is 30 seconds, and service level is 100%. We acknowledge that the MOU service level is 80%.

An increase in Covered California’s warm transfer projections for the month of May 2014 by 288%. The State’s 30-60-90 projections that were sent to consortia in February 2014 were consistently under estimated by an average of 288% for March and April.

Method:

Divide CalWIN counties into four regions. Each region could include 4 to 6 counties and should be equitable across all counties.

Assign each county to one of the four regions by their previous call volumes, CalHEERS’ Call Center APD staffing and previous caseload volumes.

Alameda, Orange, San Diego and Sacramento counties are consistently the top call volume receivers; therefore, these counties would not be assigned together.

Recommendations:

WCDS’ recommendation is to rotate the four regions’ schedule to support extended hours using any

of the three options provided below.

The rotation schedule would allow one or more region(s) every month to stop taking calls at 5:00

PM, Monday - Friday and all day Saturday.

Three schedule options are provided for Directors’ consideration.

o Option 1 - Conservative: Three (3) regions would provide coverage during the extended

hours, including Saturdays. The fourth region would stop taking calls at 5:00 PM, Monday -

Friday and all day Saturday. This would provide each county to be unavailable for two (2)

months in the next eight (8) months.

o Option 2 – Moderate: Two (2) regions would provide coverage during the extended hours,

including Saturdays. The other two (2) regions could stop taking calls at 5:00 PM, Monday -

Friday and all day Saturday. This provides each county to be unavailable for four (4) months

in the next eight (8) months.

Agenda Item 3.3.2

2

o Option 3 - Progressive: Only one (1) region would provide coverage during the extended

hours, including Saturdays. The other three (3) regions would stop taking calls at 5:00 PM,

Monday - Friday and all day Saturday. This provides each county to be unavailable for five

(5) months in the next eight (8) months. However, this option includes an inherent risk. To

mitigate this risk, the counties must be able to provide resources at a moment’s notice.

The following figures show the regions and recommended schedule.

County Regions

Region 1 Region 2 Region 3 Region 4

Placer (Small) Sacramento (Large)

San Francisco (Large) Santa Clara (Large) Santa Cruz (Small)

Alameda (Large) Fresno (Large)

San Mateo (Medium) Solano (Medium)

Yolo (Small)

Contra Costa (Large) Orange (Large)

San Luis Obispo (Small) Sonoma (Medium)

San Diego (Large) Santa Barbara (Medium)

Tulare (Large) Ventura (Medium)

Rotation Schedule Options

Option 1 - Conservative: Each County would get two (2) months off in the next eight (8) months

2014 Region 1 Region 2 Region 3 Region 4

May Off

June Off

July Off

August Off

September Off

October Off

November Off

December Off

Option 2 - Moderate: Each County would get four (4) months off in the next eight (8) months


May Off Off

June Off Off

July Off Off

August Off Off

September Off Off

October Off Off

November Off Off

December Off Off

3

Option 3 - Progressive: Each County would get five (5) months off in the next eight (8) months


May Off Off Off

June Off Off Off

July Off Off Off

August Off Off Off

September Off Off Off

October Off Off Off

November Off Off

December

Method Variables

County March Call Volumes

Funded Staffing Levels 2013-14

February Business Case Counts

Region

Placer 1.12% 7 39014 R01

Sacramento 9.58% 18 350360 R01

San Francisco 4.40% 10 141302 R01

Santa Clara 9.12% 19 312759 R01

Santa Cruz 1.54% 6 51574 R01

Contra Costa 7.27% 11 168135 R02

Orange 15.45% 31 600223 R02

San Luis Obispo 0.87% 7 39881 R02

Sonoma 1.68% 8 79176 R02

Alameda 11.23% 16 275169 R03

Fresno 7.41% 20 336805 R03

San Mateo 2.94% 8 102159 R03

Solano 2.02% 8 79507 R03

Yolo 0.73% 7 36239 R03

San Diego 16.51% 25 534843 R04

Santa Barbara 1.71% 8 95033 R04

Tulare 1.84% 14 195167 R04

Ventura 4.02% 12 166086 R04


Action Item Meeting Date: Friday, May 9, 2014 Subject: WCDS Board of Directors’ FY2014-2015 Chairmanship Elections Presenter: Jerry Dunn/Sonoma-Board Chair

Action Needed

Conduct elections for the FY2014-2015 Chairmanship.


Per the Board’s bylaws, the WCDS Board shall conduct Chair elections annually in May. Historically, the Board has been led by a Chair and Vice-Chair. At the April 11, 2014 meeting, the Board agreed to a Co-Chairmanship moving forward. Elections for FY2014-2015 Chairmanship will be held at the May 9th meeting. To date, volunteers to serve for the coming fiscal year include Cheryl Davis/Placer (small) and Barry Zimmerman/Ventura (medium). Please inform the current Chair, Jerry Dunn, of any additional volunteers and/or nominations.


TBD

Agenda Item 4.1

WCDS Board of Directors Action Item

Meeting Date: Friday, May 9, 2014 Subject: Appoint two Board Members to OPAC Presenter: Jerry Dunn/Sonoma-Board Chair and Hali Reyes/WCDS

Action Needed

• Determine which two Board members will be assigned to attend the WCDS Operations & Policy Advisory Committee (OPAC).


With the transition to the new governance structure, two Board members are anticipated to participate in the monthly OPAC meetings. The purpose of the participation is to provide Board guidance and communication with OPAC.

Recommendations

• Board members may volunteer or be appointed by the Board Chair. • The duration of participation is 12-months and based on the State fiscal year. • Volunteers or appointment will occur at the same time as Board of Directors Co-Chair

nomination. • Attendance by teleconference is acceptable. • If unable to attend, the Board member will seek a proxy member to participate on their

behalf.

Agenda Item 4.2

WCDS Board of Directors Discussion Item

Meeting Date: Friday, May 9, 2014 Subject: CalWIN Budget Review Presenter: Steve Maciel/WCDS

Discussion Item

At the April 11, 2014 Board meeting, it was requested that WCDS provide an overview of the CalWIN budget at an upcoming meeting. Steve Maciel/WCDS-Director of Finance will walk-through the attached document titled CalWIN Fiscal Overview (Attachment 5.1.2) at the May meeting.


See Attachment 5.1.2.

Follow-up

TBD

Agenda Item 5.1.1

1

Agenda Item 5.1.2

County Administrative Budget • Eligibility workers, call

centers, supervisors, administration

• Facilities/utilities • Normal office and

overhead expenses • Postage costs for client

correspondence • Workstations

County Social Services Department Operations Funding Sources

CalWIN Budget

County CalWIN Expenses • Help Desk, CalWIN Mgr. • Hardware/Software/LAN • Print Costs of CC • CalWIN Travel

HP CalWIN Contract Expense

• Facilities & Operations • Change Budget • Central Help Desk • Hardware/Software/WAN

First Data Contract Expense

• Quality Assurance • IV&V • Staffing Augmentation

(special projects)

CSAC Contract Expense • Project-site Staff • Meeting/Travel/Training • Admin Fee (to CSAC) • Legal (proposed)

2

CalWIN Budget Basics

• Funded through the State (CDSS and DHCS via Office of Systems Integration)

• Currently approximately $89 million annually:

$50M - HP system management and ongoing change

$34M - County CalWIN Staff, Tech, CC Printing

$3M - First Data for QA/IV&V/Staff Augmentation

$2M - CSAC for WCDS Project Staff and Expense All the above expenses are run through the counties’ CalWIN

allocations, even if not a “county” expense Includes core funding only – Premise funding separate

3


• Applicable CalWIN expenses are paid by the counties and claimed back against CalWIN budget allocation (less an advance counties receive prior to month-end)

• Allocation distributed to counties based on formulas agreed upon

by all counties ~ 15 years ago • HP Invoices are issued to the Counties monthly only after WCDS

validates all charges

4

Allocation

County Payment

Claim/ Reimbursement

County receives CalWIN “spending authority” for the fiscal year

County pays monthly CalWIN Expenses

State reimburses County for CalWIN expenses


• CalWIN Budget is amended annually through the State IAPDU1 process (2 fiscal years in advance)

• Special Circumstances The First Data QA Contract is hosted by Santa Clara, who pays

the full Federal/State share; 5% county share paid collectively by the 18 counties in June each year

Premise funding new State funding that is sometimes added to the CalWIN budget for certain major new State or Federal mandates (i.e. CalHEERS, SAR, AB12)

Some counties have contributed funds from Admin budget savings to Consortium Strategic Initiatives priorities set in Strategic Planning (see list on p. 6 of the CalWIN Financial Report)

1IAPDU = Interim Advanced Planning Document Update

5

FY13/14 BUDGET Category Explanation

County Support Staff $15,578,298 County funding for CalWIN Manager, Help Desk Staff, System Admin, and TrainingConsortium Management $2,254,927 Project-site staff and office expense. Paid through CSAC Contract approved by Board annuallyCounty Support Staff Travel $267,000 County funding for CalWIN travel

Contractor Services

Application Maintenance $8,420,933HP budget for annual CalWIN system changes, enhancements ("Change Budget"); changes to be selected/prioritized by Board under new governance model

Quality Assurance $3,169,764First Data contract expense for QA/IV&V efforts and staff augmentation for special projects; contract carried by Santa Clara

Legal Costs $245,000Consortium legal funds; internal counsel through Santa Clara; external counsel paid through San Mateo; propose moving to CSAC due to inconsistent availability of County Counsel

Production and Operations

FM&O (Per Case Costs) $36,642,190HP budget for facilities, maintenance, and operations. Covers data center, operations oversight, security, etc. Essentially all HP activity except application change.

Oracle Upgrade $459,924 HP cost to support Oracle including upgrade pathServer Monitoring $616,929 HP cost to monitor county servers & system uptimePrint Costs $7,117,858 County cost for client correspondence printing; most counties use DFS as the print vendor

Hardware MaintenanceVendor-provided $21,870 HP budget - minor maintenance activity

County-provided $6,451,262County budget to maintain all CalWIN-related systems within the counties: workstations, servers, printers, etc.

Tech Refresh - Amortization $82,710 County budget - covers amortization of CalWIN servers purchased 4-5 years agoSoftware Maintenance

Vendor-provided $59,004 HP budget - mostly Business Objects licenses for project staffCounty-provided $103,306 County budget - Business Objects, CalWIN Help Desk Software, other County CalWIN software

NetworkWide Area Network $2,507,708 HP budget - covers data lines from HP Data Center in Rancho Cordova to each county's POP

Local Area Network $4,588,272County budget - covers any network costs from county POP site to individual workers' desktop in all county locations

$88,586,955

Consortium/County Personnel

Budget Line Item

Total

CalWIN FY13/14 Budget Detail

6

For more detail, see your Monthly CalWIN Financial Report Change Budget (billing through Mar. 2014 - 10 mos*) Other Funding (billing through Mar. 2014)

% of Budget Sep Services Premise1 Current Month Results $745,113 9% 1 Current Month Results $9,285 $2,129,2682 Year to Date Total $5,627,532 67% 2 Year to Date Total $366,328 $19,797,9303 Funds Remaining $2,793,401 33% 3 Funds Remaining N/A $29,260,7884 FY Budget $8,420,933 4 FY Budget N/A $49,058,718*Billing cycle for change begins with June invoicesNotes: Notes:

CSAC Operations (through Feb. 2014 - 8 months) Project Financial Risk Discussion Top Ten Financial Issues TrackerCurrent Prior Month

1 Current Month Results $137,228 6% Risk Item: Replacement M&O Contract M&O Procurement/Negotiations 1 22 Year to Date Total $1,480,204 66% CalHEERS Interface 2 33 Funds Remaining $774,723 34% CalHEERS Scope Increases 3 14 FY Budget $2,254,927 Change Portfolio/Resources 4 4

Risk Item: FY13/14 Premise Funding Activity Premise Funding Activity 5 5Notes: Change Budget Underspending 6 6

CalHEERS Call Center Network 7 7Print Costs 8 9

Risk Item: CalHEERS Scope Changes M&O Vendor Transition Costs 9 N/AOutcome: Project IAPDU 10 8

Risk Item: Change Budget UnderspendingOutcome:

$2.1M in premise fund activity continues trend of high activity in this area. This amount is made up mostly of CalHEERS Interface ($1.4M), WINS ($370K), and Call Center ($155K)

Negotiations continue with Deloitte on new M&O contract; BOD Chair involved

Outcome:

Relatively small amount invoiced this month; will have to average $1.4M per month for last two months for complete utilization of change budget dollars.

Action: See chart on page 4 for the projected summary of annual change budget spending.

Action: Closely monitor premise change and ensure adequate resources are available to cover expected workload.

Action: See Financial Report for discussion of relevant issues.

Dropped: Separate Service Capabilities

Account is within expected spending levels. With 67% of the year complete, 66% of the annual funds have been spent.

Action: Continue to monitor/track budget expenses.

Outcome: Extremely high amount of Premise activity requires careful planning

Continued CalHEERS scope change creates cost vulnerability; requests for extra funding will be made as necessary

HP to increase change budget spending

$0$200,000$400,000$600,000$800,000

$1,000,000$1,200,000$1,400,000$1,600,000$1,800,000

Comm

ittee S

uppo

rt

Relea

se 32

Relea

se 33

Relea

se 34

Relea

se 35

Relea

se 36

Othe

r Rele

ases

State

Man

dates

Orac

le

Ongo

ing C

ost C

Rs

Stra

tegic

Initia

tives

Docu

menta

tion

Misc

ellan

eous

Budget

Actuals

$0

$3,000

$6,000

$9,000

$12,000

$15,000

$18,000

$21,000

$24,000

05 13 06 13 07 13 08 13 09 13 10 13 11 13 01 14 02 14 03 14

Support

Scribe

9%

12%

29%

6%7%17%

8%

12%

Change Budget Composition

Release 34 Release 35Release 36 Release 37Other Releases State MandatesOngoing Cost CRs Other

Goal

HP Committee Support Expense TrendFY13/14 Change Budget ActivityTOTAL

BUDGETACTUAL CLAIMED

REMAINING BALANCE

% of Budget Used

PROJECTED EXPENDITURE

County Support Staff1 $15,578,298 $10,193,168 $5,385,130 65% $9,087,341Consortium Project Team $0 $0 $0 N/A $0Consortium Management $2,254,927 $1,607,680 $647,247 71% $1,315,374

Contractor ServicesApplication Maintenance2 $8,420,933 $3,605,697 $4,815,236 43% $4,912,211Quality Assurance3 $3,169,764 $1,204,325 $1,965,439 38% $1,849,029Legal Costs $245,000 $108,151 $136,849 44% $142,917

TravelCounty Support Staff $267,000 $78,131 $188,869 29% $155,750Consortium Project Team $0 $0 $0 N/A $0

Production and OperationsFM&O (Per Case Costs) $36,642,190 $21,317,311 $15,324,879 58% $21,374,611Oracle Upgrade $459,924 $229,619 $230,305 50% $268,289Server Monitoring $616,929 $361,689 $255,240 59% $359,875Print Costs $7,117,858 $3,960,656 $3,157,202 56% $4,152,084

Hardware MaintenanceVendor-provided $21,870 $21,866 $4 100% $12,758County-provided4 $6,451,262 $3,070,560 $3,380,702 48% $3,763,236Tech Refresh - Amortization $82,710 $82,669 $41 100% $48,248

Software MaintenanceVendor-provided $59,004 $59,002 $2 100% $34,419County-provided $103,306 $127,307 -$24,001 123% $60,262

NetworkWide Area Network $2,507,708 $1,450,177 $1,057,531 58% $1,462,830Local Area Network $4,588,272 $3,032,199 $1,556,073 66% $2,676,492

$88,586,955 $50,510,207 $38,076,748 57% $51,675,724

Maintenance and Operation TotalsConsortium/County Personnel

Budget vs. ActualCalWIN Activities

ENANCE AND OPERATION TOTALS7

Questions?

8

WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS … BOD Agenda Pkg 2014-0509 OPEN.pdfMay 09, 2014...

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