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WELFARE CLIENT DATA SYSTEMS BOARD OF DIRECTORS MEETING AGENDA PACKAGE

Friday, May 10, 2019

12:00 P.M. – 2:00 P.M.

Library Galleria

East Room

828 I Street Sacramento, California 95814

AGENDA

1

Welfare Client Data Systems - Board of Directors’ Meeting

Date: Friday, May 10, 2019

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: Open Session: (888) 330-1716; Access Code: 42206816

Attendees: County Directors and/or Delegates CDSS Alameda, Lori Cox Todd Bland Alameda, Carlos Sanchez Raquel Givon Contra Costa, Kathy Gallagher Fresno, Delfino Neira CWDA Fresno, Angie Flores Christiana Smith Orange, Debra Baetz Placer, Mandy Sharp DHCS Sacramento, Ann Edwards Yingjia Huang San Diego, Rick Wanne Sandie Williams San Francisco, Trent Rhorer San Luis Obispo, Devin Drake DXC Technology San Luis Obispo, Amber Weyand Chris Van Vlack San Mateo, Deanna Abrahamian Dawn Wilder San Mateo, Nicole Pollack San Mateo, Todd Blair Infosys Santa Barbara, Daniel Nielson Ajeet Mohanty Santa Clara, Robert Menicocci Santa Clara, Umesh Pol (Co-Chair) OPAC Co-Chairs Santa Cruz, Ellen Timberlake Chris Cothard, San Luis Obispo Solano, Kelly Curtis Brian Clark, Orange County Sonoma, Karen Fies Tulare, Juliet Webb OSI Tulare, Francena Martinez Kristine Dudley Tulare, Danny Rockholt Ventura, Barry Zimmerman (Co-Chair) WCDS Staff Yolo, Nolan Sullivan Diane Alexander Henry Arcangel CalACES Lynn Bridwell John Boule Stacey Drohan Tom Hartman Holly Murphy Mike Sylvester Rodain Soto

AGENDA WCDS Board of Directors’ Meeting

May 10, 2019

2

12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Umesh Pol) 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Umesh Pol)

12:03 3. Meeting Minutes Approval (Umesh Pol)

3.1 Board of Directors’ Draft Meeting Minutes, 4/12/2019 – Attachment 3.1

12:05 4. Stakeholder Updates 4.1 CDSS (Todd Bland and Rocky Givon) 4.2 DHCS (Sandie Williams and Yingjia Huang) 4.3 OSI (Kris Dudley) 4.4 CWDA (Christiana Smith)

12:15 5. Approval / Decision / Action Item(s) 5.1 Conversion Wave Confirmation – Attachment 5 (Henry Arcangel) 5.2 Discontinuance of Fiscal Oversight Committee – Attachment 5 (Holly Murphy)

5.3 Approve Nominees and Close Nominations for Co-Chairs of Directors’ Subcommittee FY2019/2020 – Attachment 5 (Umesh Pol)

12:20 6. Discussion Item(s)

6.1 CalSAWS Staffing – Attachment 6 (Holly Murphy) 6.2 WCDS Counties, Boards of Supervisors, Approval Status Updates – JPA/MOU, CSAC Contract, DXC

Technology Extension – Attachment 6 (Holly Murphy) 6.3 CalSAWS Procurement Updates - Attachment 6 (Holly Murphy) 6.4 Regional Road Shows - Attachment 6 (Henry Arcangel) 6.5 Functional Design Sessions - Attachment 6 (Henry Arcangel) 6.6 Advocates Stakeholder Update – Attachment 6 (Lynn Bridwell)

12:40 7. CalWIN Reporting Executive Steering Committee Meeting Update – Attachment 7(Rodain Soto) 12:50 8. CalSAWS Communication Plan Overview – Attachment 8 (Holly Murphy and Lulu Fou) 1:10 9. Brown Act Training Session – Attachment 9 (CalSAWS Counsel) 1:55 10. Informational Item(s)

10.1 Financial Updates – Attachment 10.1 (Holly Murphy) 10.2 Data Management and Analytics – Attachment 10.2 (Rodain Soto) 10.3 Portfolio Updates – Attachments 10.3 (Lynn Bridwell)

10.4 WCDS Updates – 10.4 (Holly Murphy) 10.5 Infosys QA Updates – 10.4 (Ajeet Mohanty)

OPEN SESSION

AGENDA WCDS Board of Directors’ Meeting

May 10, 2019

3

2:00 11. Meeting Adjournment and Next Meetings (Umesh Pol) 11.1 Board & Other Meetings Schedule

• Board of Directors’ Meeting, 6/14/2019, Library Galleria, East Room • CalACES/CalSAWS General Membership Meeting, 6/28/2019, Library Galleria, Ballroom

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 2019 are as follows: January 11 Canceled, February 15, March 15, April 12, May 10, June 14, August 9, September 13 and November 15; 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. Open Session materials that are not posted are available for public inspection between 9:00 A.M. and 5:00 P.M., Monday through Friday, at 620 Roseville Parkway, Roseville, CA 95747. 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 620 Roseville Parkway, Roseville, CA 95747, 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) 846-7550 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 Co-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 Co-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.

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

MEETING MINUTES

1

Welfare Client Data Systems - Board of Directors’ Meeting

Date: Friday, April 12, 2019

Time: 12:00 PM to 2:00 PM

Location: Library Galleria, East Room, 828 I Street, Sacramento, California 95814

Dial-in: Open Session: (888) 330-1716; Access Code: 42206816

Attendees: County Directors and/or Delegates CDSS Alameda, Lori Cox Todd Bland X Alameda, Carlos Sanchez X Raquel Givon X Contra Costa, Kathy Gallagher X Fresno, Delfino Neira CWDA Fresno, Angie Flores T Christiana Smith X Orange, Debra Baetz T Placer, Mandy Sharp T DHCS Placer, Greg Geisler T Yingjia Huang T Sacramento, Ann Edwards X Sandie Williams T San Diego, Rick Wanne X San Francisco, Trent Rhorer DXC Technology San Francisco, Dan Kaplan T Chris Van Vlack X San Luis Obispo, Devin Drake T Dawn Wilder X San Luis Obispo, Amber Weyand San Mateo, Deanna Abrahamian T Infosys San Mateo, Nicole Pollack Ajeet Mohanty X San Mateo, Todd Blair T Santa Barbara, Daniel Nielson T OPAC Co-Chairs Santa Clara, Robert Menicocci Chris Cothard, San Luis Obispo T Santa Clara, Umesh Pol (Co-Chair) X Brian Clark, Orange County T Santa Cruz, Ellen Timberlake X Solano, Kelly Curtis X OSI Sonoma, Karen Fies X Kristine Dudley X Tulare, Juliet Webb X Tulare, Francena Martinez T WCDS Staff Tulare, Danny Rockholt T Diane Alexander X Ventura, Barry Zimmerman (Co-Chair) X Henry Arcangel X Yolo, Nolan Sullivan X Lynn Bridwell X Stacey Drohan X CalACES Holly Murphy X John Boule X Rodain Soto X Tom Hartman Jo Anne Osborn X Mike Sylvester Rachel Frey - Deloitte X

MEETING MINUTES WCDS Board of Directors’ Meeting

April 12, 2019

2

12:00 1. Call Meeting to Order by WCDS Co-Chair and Introductions (Barry Zimmerman)

The meeting was called to order at 12:00pm; introductions followed. 12:02 2. Agenda Review and Comments by WCDS Co-Chair (Barry Zimmerman)

None. 12:03 3. Meeting Minutes Approval (Barry Zimmerman)

3.1 Board of Directors’ Draft Meeting Minutes, 3/15/2019 – Attachment 3.1 Motion: Rick Wanne/San Diego motioned to approve the meeting minutes as presented within the agenda package. Kathy Gallagher/Contra Costa seconded. All in favor. Motion carried.

12:05 4. Stakeholder Updates 4.1 CDSS (Todd Bland and Rocky Givon) • Progress is being made with involving external stakeholders into the CalSAWS process. CDSS

received a letter from Advocates requesting more involvement. There is direct engagement with monthly meetings. CDSS appreciates the work county staff have put forward.

• WCDS noted that various documentation is being pulled together Consortia-wide to support Advocate Stakeholders in terms of what is happening on the M&O side (what are our changes and priorities). How to share information is being determined (SAWS tracker, creation of a centralized location, etc.).

4.2 DHCS (Sandie Williams and Yingjia Huang) • DHCS continues their engagement in the CalSAWS migration. 4.3 OSI (Kris Dudley) • OSI is actively engaged in the budget process, Project kick-off and deliverables. 4.4 CWDA (Christiana Smith) • The Data Management Board approved extending the State’s access to SAWS data to all Counties.

WCDS sent a CIT to update Counties. The Board is scheduled to meet monthly.

5. Approval / Decision / Action Item(s) - None 12:25 6. Discussion Item(s)

6.1 Strategic Engagement Tracking & Integration (Diane Alexander) • This topic relates to Item 9.2 Strategic Updates. • The focus of work in this area has changed, primarily to data management, not strategy; and now to

CalSAWS. • It is time to rethink this area since we are transitioning; new objectives are needed.

OPEN SESSION


April 12, 2019

3

• If work remains around data, that information can be shared via a report. Activities relating to transition would have a different structure.

6.2 CalSAWS Staffing – Attachment 6.2 (Diane Alexander) • The survey forms were distributed in March to CalACES and CalWIN staff for completion. • Staff responses are currently being reviewed by Section Directors. • Section Directors will contact staff to discuss and ultimately make recommendations to John Boule

and Diane Alexander who will work together to determine staffing, while keeping M&O support a priority.

• Staffing updates will be provided at next month’s Board meeting.

6.3 JPA/MOU Approval Status Update - Attachment 6.3 (Diane Alexander) • A handout was distributed providing the current BOS approval status for the JPA/MOU, and also the

CSAC Contract and DXC Extension. • CMS approval has been received. WCDS will send FNS and CMS Approval letters to Directors. • Real-time updates: Tulare’s BOS approved the JPA and MOU. Ventura rescheduled their BOS date

to approve the JPA/MOU to 4/30, along with the CSAC Contract and DXC Extension. 6.4 CSAC Contract Status Update - Attachment 6.4 (Diane Alexander) • Covered under 6.3. 6.5 DXC Agreement Extension Status Update - Attachment 6.5 (Diane Alexander) • Covered under 6.3. 6.6 CalSAWS Procurement Updates - Attachment 6.6 (Diane Alexander) • The QA Vendor Selection Report is under review and is targeted for release on 4/22. Negotiations

will follow. • Oral presentations for OCAT occurred this week. The OCAT RFP requires approval by the State

only. The process is on track. • Other RFPs:

o Consolidated Portal/Mobile App – April 2019 timeframe o CalWIN OCM, Training and Implementation Support – May 2019 timeframe o Contact Center (TBD) o FCED (TBD) o Planning Vendor for CalSAWS 58-County M&O Procurement – May 2020 o CalSAWS 58-County M&O Vendor

6.7 WCDS/CalSAWS Role Comparison - Attachment 6.7 (Diane Alexander) • See attached role comparison between WCDS, CalACES and CalSAWS. Not all instances can be

compared apples-to-apples. • Although the OPAC and PSC are shown comparatively in the attached org chart, they are different in

that the PSC members are at Deputy Director level and many OPAC members are at Program


April 12, 2019

4

Manager level. Their responsibilities and activities are similar, however OPAC is more focused in operations than PSC.

• The chart and role descriptions can aid Directors in appointing staff appropriately. • PSC will make more policy decisions. • PPOCs are more involved on the operational side. • RMs bridge PPOCs to the PSC. • Counties’ PPOC rep should have an understanding of their County’s organizational structure,

program processes and how to obtain information (knowledge tree). • The Regional Roadshows provide a high-level overview of the CalSAWS structure. • There should be a clearly defined list of items that Directors need to make decisions about for

staffing. • After the Roadshows complete, Regional Meetings and/or conference calls should be held for

Directors to meet as a group and make strategic decisions. The RM will do that. • It would be helpful to have a document per Region that outlines and details each position that

Directors need to fill. RMs could assemble that information. • It was requested that the start date and information relating to committee meetings and how they

will operate be shared across the regions for Counties’ preparation (Basically a drill down on, and flow of, change committees).

6.8 Regional Road Shows - Attachment 6.8 (Henry Arcangel) • All the CalSAWS roles described in Attachment 6.7 will be covered at the Road Shows. • Region 5 Road Show occurred on 4/10. Barry Zimmerman and Kris Dudley were present.

Communication protocols amongst the Consortia was discussed. • The Road Shows are educational at a high-level - Governance, Migration, Committees, Change

Process, County Purchase Orders, Acronyms and more are reviewed. • Another kick-off for the Committees will be scheduled. • Upcoming Road Show Schedule:

Region 1 - 4/29 in Fairfield Region 2 - 5/1 in Roseville Region 4 - 5/6 in Clovis

• RMs are leading the Road Shows. 6.9 Functional Design Sessions - Attachment 6.9 (Henry Arcangel) • The attached presentation, as reviewed with the PSC, was shared with OPAC at their last meeting. • Purpose of session is to further understand and confirm the requirements and capabilities with

vendors present; not to develop new requirements. • Vendors will develop estimates based on these sessions. • Functional designs (8) are especially important to CalWIN. • WCDS is prepping Counties for the sessions. • Counties will be provided the FD schedule approximately one-month in advance. • Sessions will occur for each region. • First focus is imaging.


April 12, 2019

5

• A CRFI and CIT will be distributed to Counties with all details. 6.10 Advocates Stakeholder Update - Attachment 6.10 (Diane Alexander) No further discussion.

1:00 7. CalWIN Reporting Executive Steering Committee Meeting Update (Rodain Soto) • The Committee had robust conversation around BI adoption. • Agreed to catalogue communications over the last year and share with OPAC. • Santa Barbara County will share its customizations at OPAC.

1:10 8. Fiscal Oversight Committee Update (Holly Murphy)

• The FOC held its quarterly meeting on 4/4. • Processes and controls established by the FOC are under practice. • Processes are being and will continue to be expanded to align with CalACES/JPA. • WCDS will be working with the CalSAWS Fiscal Agent once a JPA. • There will be annual audits each year. • The FOC seeks Directors’ guidance on the future of the FOC once the JPA is established – dissolve or

continue? Suggestion made to dissolve once we are a JPA, 7/1/19. Take a formal action at the next Board meeting.

• There should be some sort of comparable body to oversee activities (policies/procedures) once a JPA. Open session closed at 1:08pm. 1:20 9. Informational Item(s)

9.1 Financial Updates – Attachment 9.1 (Holly Murphy) • CSAC is all caught up with monthly statements. 9.2 Strategic Updates – Attachment 9.2 (Rodain Soto) 9.3 Portfolio Updates – Attachments 9.3 (Lynn Bridwell)

1:25 10. Open Session Adjournment by Co-Chair (Barry Zimmerman) CLOSED SESSION

1:25 11. Infosys QA Update (Ajeet Mohanty) – Refer to Attachment 14.1 Executive Summary. No verbal update

will be provided this month.

No action. 12. Approval / Decision / Action Item(s) - None

1:30 13. Discussion


April 12, 2019

6

13.1 County Only Discussion 13.1.1 CalSAWS Leadership Update (Barry Zimmerman, Ann Edwards)

13.1.2 WCDS Board of Directors, Future Direction (Barry Zimmerman) 13.1.3 County Planning for CalSAWS (All)

No action.

1:55 14. Informational Item(s) 14.1 WCDS Updates – Attachment 14.1 (Diane Alexander) 2:00 15. Closed Session Adjournment and Next Meetings (Barry Zimmerman)

15.1 Board & Other Meetings Schedule • Board of Directors Meeting, 5/10/2019, Library Galleria, East Room

The meeting adjourned at 1:28pm.

ACTION ITEMS

ID

Open Date Description of Action Item

Assigned to

Due

Closed Date

102 3/15/2019 WCDS to distribute San Diego’s CalSAWS video link to the Board. Emailed on 3/25/2019 - Close

Stacey Drohan 4/12/2019

103 3/15/2019 Provide background information, along with the clean contract for Counties. Done. Close.

Holly Murphy 4/12/2019

104 3/15/2019 Forward the Road Show invites to OSI. Done. Close. CalACES forwarded.

Henry Arcangel 4/12/2019

105 3/15/2019 WCDS to provide synopsis of contract tasks/reassignment/dates. Done. Close. Presented within 5/10 agenda pkg.

Holly Murphy / Diane Alexander

4/12/2019

106

CalWIN | Agenda 5.0 1

5. Approval / Decision / Action Item(s)


5.1 Conversion Waves Confirmation Request for

Board approval of the CalWIN wave assignments as recommended by the Operations & Policy Advisory Committee (OPAC).

PlacerYolo

65,563 cases

Santa ClaraTulare

310,577 cases

OrangeSanta BarbaraVentura

607,379 cases

San DiegoSan MateoSanta CruzSolano

587,090 cases

AlamedaContra CostaFresnoSonoma

623,814 cases

SacramentoSan FranciscoSan Luis Obispo

532,601 cases

Wave 1

Wave 2

Wave 3

Wave 4

Wave 5

Wave 6

Jan 28, 2022 Apr 29, 2022 Jul 29, 2022 Sep 23, 2022 Nov 18, 2022 Jan 27, 2023


5.2 Discontinuation of Fiscal Oversight Committee Over the past 13 months, additional fiscal controls

have been established to enhance project controls The policies and processes were documented in the

WCDS Financial Management Handbook. The CalWIN Project will fall under the jurisdiction of the

CalSAWS Joint Powers Authority (JPA) as of June 28, 2019,and will align its financial management policies and processes to the JPA’s.

The project requests Board approval to discontinue the Fiscal Oversight Committee effective June 28, 2019 with the effective date of the CalSAWS Joint Powers Authority (JPA).


5.3 Approve Nominees and Close Nominations -Co-Chairs for CalWIN Directors’ Subcommittee FY2019/2020

The following Directors have been nominated by Counties to serve as Co-Chair for the Directors’ Subcommittee, FY2019/2020. Elections will be conducted via e-vote upon approval of nominees.

• Umesh Pol, Santa Clara County (Large)• Rick Wanne, San Diego County (Large)


6.0 - Discussion Items


6.1 CalSAWS Staffing Update Recruitment for CalSAWS DD&I/M&O positions is underway The first stage included recruitment of current Consortium

Project Staff across all three projects (C-IV, LRS, and CalWIN) for lateral transfers

Acting Section Directors reviewed staff surveys, held individual conversations, and made recommendations to the SAWS Project Executive Directors

Notifications of staff selections were sent on May 1, 2019 Staff must accept their positions by May 6, 2019 A new organizational chart will be prepared and

distributed with the confirmed positions Recruitment for remaining open positions will begin

immediately following approval of lateral transfers Recruiting will be an ongoing process


C-IV M&O Team

John BouleExecutive Director

Chief Deputy Director

Karen RapponottiActing Policy, Design & Governance Director

Jo Anne OsbornActing App Development

& Test Director

Laura ChavezActing Technical & Operations Director

Holly MurphyActing PMO Director

June HutchisonActing Customer

Engagement Director

Jennifer SmithExecutive Assistant

Henry ArcangelActing Customer Engagement Mgr.

Regional Managers Region 1 – (2)Region 5 – (1)

Fiscal & Contract Manager

PMO Manager

Fiscal & Contract Analysts (10)

PMO Analysts(1 ~ Mar-19, 4 ~ Oct-21)

Cloud Manager

Cloud Analysts (4)

Information Security Officer

Security Tech Analysts (2)

Technical Operations Manager

Technical Analysts/Security Analysts (15)

Help Desk Manager

Help Desk Analysts (3)

Jon BurkettActing Project IT

Manager

System Admin/Tech Support (12)

Michele PetersonActing Policy/Design

Manager

Product Owners (15)

Lynn BridwellActing Policy/Design

Manager

Product Owners (14)

Anna ChiaActing Development

Manager

Business Analysts (16)

Sharon TeramuraActing Test Manager

Testers(6~Sept-19,6,Mar-20)

Cristina ContrerasActing Release

Manager

Release Coordinators (2)

Kronick ContractConsortium Legal

Counsel

Conversion Lead

Conversion Analysts(6~Mar-19,6~Dec-19 )

Diane AlexanderWCDS/CalWIN

Executive Director

Thomas HartmanActing Common Services Director

Procurement Manager

Procurement Analysts (2) Procurement Support

Judith RoldanActing Portal/Mobile

App Manager

FCED & OCAT Manager

Contact Center Manager

Rodain SotoActing CalWIN Trng, Change Mgt., Imp Support Manager

Thomas HartmanActing CalSAWS M&O Procurement Manager

Training Manager

Implementation Manager

Implementation Coordinators (17)

Version 2019.02.18

Change Management Lead (2)

Customer Engagement Mgr.

Regional Managers Greg Postulka (R1)Lenecia Miles (R2)

Jennifer Hobbs (R2)Kim Lamb (R3)

Nichole Nava (R3)Matt Vandereyck (R4)

Joe Mendoza (R4)Peggy Macias (R4)

Ricardo Miranda (R5)Martha Zepeda (R5)

JR Dessai (R5)Lorena Montes (R6)

Monica Gonzalez (R6)Angelo Salazar (R6)Ayana Alvarez (R6)

Trainers (5 ~ April-19, 6 ~ Nov-20 )

LRS M&O Team

CalWIN M&O Team

Thomas HartmanCalACES North/C-IV

Project Director

Hayward GeeCalACES South/LRS

Project Director (Retirement ~ March 2019)Acting Director TBD

6.1 CalSAWS Staffing UpdateProject Organization Chart


6.2 WCDS Counties – Approval Status UpdatesWCDS CalWIN County Contract Status

Listed in order of County's scheduled Board of Supervisors' meeting date.

County BOS DateBOS

ApprovedSignatures

Rec'dCounty BOS Date

BOSApproved

Signatures Rec'd

v ia email

SignaturesRec'd

OriginalCounty BOS Date

BOSApproved

Signatures Rec'd

v ia email

SignaturesRec'd

OriginalFresno 3/12 Y Y Contra Costa 4/9 Y Placer 4/22 Y Y

Contra Costa 3/19 Y Y Tulare 4/9 Y Y Y Orange 4/23 YAlameda 3/26 Y Y Yolo 4/9 Y Y San Luis Obispo 4/23 YSan Diego 3/26 Y Y San Luis Obispo 4/15* Y Y Santa Cruz 4/23 Y

Yolo 3/26 Y Y Placer 4/22 Y Y San Francisco 4/25** YSanta Barbara 4/2 Y Orange 4/23 Y Sonoma 4/30 Y

Tulare 4/9 Y Y Santa Clara 4/23 Y Ventura 4/30 YSan Francisco 4/16 Y Santa Cruz 4/23 Y Contra Costa 5/7

Placer 4/22 Y San Francisco 4/25** Y Santa Clara 5/7Orange 4/23 Y Sonoma 4/30 Y Solano 5/7Solano 4/23 Y Ventura 4/30 Y Santa Barbara 5/7 or 5/21

Sacramento 4/23 Y Fresno 5/7 Alameda 5/21San Luis Obispo 4/23 Y Solano 5/7 Yolo 5/21

Santa Clara 4/23 Y Santa Barbara 5/7 or 5/21 Sacramento 6/18Santa Cruz 4/23 Y Alameda 5/21 Fresno 6/18

Sonoma 4/30 Y Sacramento 5/21 San DiegoVentura 4/30 Y San Diego San Mateo

San Mateo 5/14 San Mateo Tulare

17 6 Total 11 2 3 Total 7 0 1

**Per SFO, the CSAC Contract and DXC Extension will be presented to their Human Services Commission on 4/25/2019; the documents do not require BOS approval.

JPA / MOUDue 5/15/2019

Total

*Date notes SLO's notification to WCDS of BOS approval (not BOS date)

CSAC ContractDue 5/31/2019

DXC Agreement ExtensionDue 6/28/2019


6.2 WCDS Counties – Approval Status Updates

Reassignment effective dates CANNOT be effective prior to June 28, 2019 (the JPA effective date)

Counties may go ahead and have BOS’ approval of the reassignment during the same meeting as other related action items, however the effective date should be September 1, 2019

We recommend holding off on reassignment of DFS contract

Reassignment Reminders


6.3 CalSAWS Procurement Updates

Key Milestones: changes made based on 5 actual proposals & slight extension to evaluation• QA RFP Release Date – Friday, Dec 14• Vendors Conference – Monday, Jan 7• Proposal Due Date – Friday, Feb 8• Proposal Evaluation – Monday, Feb 11 – Tuesday, Mar 26• Oral Presentations/Key Staff Interviews – Monday, Mar 18 –

Wednesday, Mar 20• Prepare Vendor Selection Report (includes Consortium, Legal and

OSI review) – Thursday, Apr 4 - Friday, Apr 19• Release Notice of Intent to Award – Monday, Apr 22• Negotiations & State, Federal & JPA Approvals – Wednesday, Apr 24

– Friday, June 28• QA Vendor Start Date – Monday, Jul 1

QA Procurement: Key Tasks and Timeframes



Key Milestones: changes made based on 5 actual proposals and Evaluation Team availability• OCAT RFP Release Date – Friday, Dec 14• Vendors Conference – Monday, Jan 7• Proposal Due Date – Friday, Feb 8• Proposal Evaluation – Monday, Feb 11 – Wednesday, Apr 17• Oral Presentations/Key Staff Interviews – Monday, Apr 8 –

Wednesday, Apr 10• Prepare Vendor Selection Report – Friday, Apr 19 – Tuesday, Apr 30• Vendor Selection Report Review & Approval – Wednesday, May 1 –

Friday, May 10• Release Notice of Intent to Award – Monday, May 13• Negotiations & State & JPA Approvals – Wednesday, May 15 – Friday,

Jun 28• OCAT Vendor Start Date – Monday, Jul 1

OCAT Procurement: Key Tasks and Timeframes



Key Milestones: • Prepare Portal/Mobile RFP: Wednesday, Apr 3 – Wednesday, Jun 19• Define Portal/Mobile System Requirements: Wednesday, Apr 3 – Tuesday, May

21• Consortium, State and Federal Review of RFP: Thursday, Jun 20 – Tuesday, Sep

3• RFP Release Date – Tuesday, Sep 4• Vendors Conference – Tuesday, Sep 17• Proposal Due Date – Monday, Nov 4 • Proposal Evaluation – Tuesday, Nov 5, 2019 – Friday, Jan 24, 2020• Oral Presentations/Key Staff Interviews – Tuesday, Jan 14 – Friday, Jan 17, 2020• Prepare Vendor Selection Report – Monday, Jan 27 – Tuesday, Feb 4, 2020• Vendor Selection Report Review & Approval – Wednesday, Feb 5 – Tuesday,

Feb 11, 2020• Release Notice of Intent to Award – Wednesday, Feb 12, 2020• Negotiations & State, Federal & JPA Approvals – Friday, Feb 14 – Thursday, Apr

9• Portal/Mobile Vendor Start Date – Monday, Apr 13

Portal/Mobile Procurement: Key Tasks and Timeframes



Key Milestones: • Prepare CalWIN RFP: Wednesday, May 22 – Tuesday, Aug 13• Define CalWIN Requirements: Wednesday, May 22 – Tuesday, Jul 16• Consortium, State and Federal Review of RFP: Wednesday, Aug 14 –

Wednesday, Oct 23• RFP Release Date – Thursday, Oct 24• Vendors Conference – Wednesday, Nov 6• Proposal Due Date – Monday, Dec 23• Proposal Evaluation – Tuesday, Dec 24, 2019 – Wednesday, Mar 11, 2020• Oral Presentations/Key Staff Interviews – Monday, Mar 2 – Thursday, Mar 5,

2020• Prepare Vendor Selection Report – Thursday, Mar 12 – Friday, Mar 20, 2020• Vendor Selection Report Review & Approval – Monday, Mar 23 – Friday, Mar

27, 2020• Release Notice of Intent to Award – Monday, Mar 30, 2020• Negotiations & State, Federal & JPA Approvals – Friday, Apr 3 – Thursday, Jun

18, 2020• CalWIN Vendor Start Date – Monday, Jun 22, 2020

CalWIN Training, Change Management & Implementation Support Procurement: Key Tasks and Timeframes


6.4 Regional Roadshow Update

The purpose and main objective of the CalSAWS Regional Roadshows is to provide all future CalSAWS Regions with the relevant information and resources to ease the transition to the new CalSAWS Governance Model. The Roadshows will empower all Regions by providing guidance to be utilized to establish key processes, understanding of governance changes, as well as, select regional representatives for the CalSAWS JPA, Project Steering Committee, and CalSAWS committees.

CalSAWS Regional Roadshows

Region Date/LocationRegion 1 April 29, 2019/Fairfield, CARegion 2 May 1, 2019/Roseville, CA CalWIN officeRegion 3 April 23, 2019/Shasta, CARegion 4 May 6, 2019/Fresno, CARegion 5 April 10, 2019/Santa Ana, CARegion 6 April 17, 2019/Los Angeles, CA


6.5 Functional Design SessionsBackground: As a result of the planning engagement and contract discussions there are some items that need further discussion with

the Counties in order to finalize the estimates. The requirements did not provide the level of detail required for the vendor to estimate the effort. “Functional Design Sessions” is the contractual name, not a definition of the activity. Functional Design Sessions are meant to further refine and clarify the scope of the requirements for the Design and

Development phase of the CalSAWS Migration Project Allows county engagement to provide more clarification around the existing requirements, county business

processes and scope Refines and clarifies required system actions in certain functional areas (see below) Provides context for the requirements to improve mutual understanding of the scope

Functional Design Sessions are not: Gathering new requirements Detailed/General system design Joint Application Design (JAD) sessions

Planned Functional Design Session Topics: The Task Management Session will review the LRS/C-IV solution The Imaging Session will review the process flows of documents into the system to determine the imaging solution for

CalSAWS The Non-State Forms Session will discuss consolidating non-state forms in the CalSAWS System The General Assistance/General Relief Session will discuss the requirements and the proposed solution to meet the

needs of the Counties The Application Programming Interface (API) Sessions will determine a data set for the counties to continue using their

existing Lobby Management service, Employment Services service, and a Master Data Management set for reporting purposes

The Ancillary Systems Conversion Session will focus on the plan, including identifying the source systems, for the conversion of data from CalWIN Ancillaries to the CalSAWS Core – mainly focused on Collections, Fraud and Case Review

Functional Design Session Outcomes Refine the Requirements in order for the vendor to estimate costs. Outcomes will be presented at Project Steering Committee (PSC) meetings. Outcomes will be reviewed and related amendments presented at CalSAWS Joint Powers Authority (JPA) Board

meetings.


6.5 Functional Design SessionsDraft Schedule

DRAFT R1 R2 R3 R4Month 8 9 10 11 12 13 14 15 16

Week Tentative Location AttendeesSection Director Sponsors

Wk 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28

Date 3/4

3/11

3/18

3/25

4/1

4/8

4/15

4/22

4/29

5/6

5/13

5/20

5/27

6/3

6/10

6/17

6/24

7/1

7/8

7/15

7/22

7/29

8/5

8/12

8/19

8/26

9/2

9/9

Distribute FDS Webinar Kickoff CIT xConduct Webinars (April 1 and 2) xCalSAWS Leadership Meeting 4/19/2019 x

LRS R3

Imaging CalACES North All All R6 R3 R2 R4 R5 R1 AllR3 - In Shasta, R6 - @ CalACES South

3 per county - wks 1-6

Task Management CalWIN AllKaren Rapponotti, June Hutchison

20 per region

GA/GR CalWIN AllJo Anne Osborn, June Hutchison

TBD

Non State Forms CalACES South AllKaren Rapponotti, June Hutchison

20 per region

Lobby Management API CalWIN WCDS Counties Laura Chavez DDID 2297 TBD

Employment Services API CalWIN WCDS CountiesJo Anne Osborn, Karen Rapponotti

DDID 2301 TBDMaster Data Management API CalWIN WCDS Counties Laura Chavez DDID 2298 TBD

Ancilliary Systems Conversion CalWIN WCDS CountiesJo Anne Osborn, Laura Chavez

DDID 2163, 2309, 2310, 2311 3 per county

DRAFT * Region = CalSAWS RegionPreparation for Functional Design SessionFunctional Design Session

NOTES: Send CRFI for participants. Note for imaging, will be sending separate CRFIs for weeks 1-6

Month 1 72 3 4 5 6

Under discussion: Can the API sessions be combined?


6.6 Advocates/Stakeholder Update

The following visual depicts process and opportunities for communication with and participation from the Stakeholders in Policy development and technology solutions.

Draft Framework


Legislation / Policy

ChangesState Letters

• All County Letters • All County W elfare

Director's Letters / Medi-Cal Eligibility Div ision Information Letters

• All County Information Not ices

• County Fiscal Letters

Final Published

Letters

StakeholderReview/Input Stakeholder

Review/Input v iaWARRA/SARRA andSAWS Tracker

For StakeholderInformation

StakeholdersPublic

Communicating and Representing

Public Interest

Lobby ManagementContact Center

Web PortalMobile App

ImagingIVR

Public Facing

Back Office FeaturesCase ManagementFinancial Mgmt.Interfaces

Non-Public Facing

2

1

3

CalSAWS Implements

Policy

Stakehol


6.6 Advocates/Stakeholder Update

Beginning with the May Project Steering Committee (PSC) the following lists will be included in the PSC packet posted on CalACES.org: SCR Planning Group (SPG) Approved System Change Requests

(SCRs) – This list includes all SCRs approved by SPG that have not been approved by the Change Control Board (CCB). There is one tab for critical and high and a second tab for medium and low.

CCB Approved SCRs – This list includes all SCRs approved by CCB for Releases 19.05 through 20.01. As releases are implemented they would fall off the list and when releases are added (20.03) they would appear on the list. This list can be used to see what is scheduled for future releases.

Also available on CalACES.org: Committee Meeting Agendas – Agendas will be posted and

discussed at the CalSAWS Stakeholder Monthly Check-in. Major Upcoming Release document – These documents will be

posted the Monday following release week and will include a copy of each SCR approved for the upcoming release.

NOTE: Updates to the website are in process including name change, structure, updating tabs, etc.

Draft Framework


Stakeholders review and provide input to legislation during public comment period.

Stakeholders review and provide input to State Letters via WARRA/SARRA process and SAWS Tracker reviews The SCR Planning

Group uses Final Letters to support planning

Stakeholders can participate

in regular JPA, PSC, and

Stakeholder, Meetings,

review procurement

materials, and review posted

system information

Stakeholder Engagement in CalSAWS Implementation of Approved Regulation and Enhancements

Wave 1 June 3, 2019Wave 2 July 22, 2019Wave 3 September 9, 2019Wave 4 November 4, 2019Wave 5 December 16, 2019

Go Live Dates

PPM 50537 - MR to BI Lift & Shift Progress Report

35 35 35 35

7

16

24

29

3 3 3

22

-5

0

5

10

15

20

25

30

35

40

4/4/2019 4/11/2019 4/18/2019 4/25/2019

Wave 1 (Live June 3rd) - 35 Reports Status: Green

Wave 1 Design Completed Wave 1 Development Completed

Wave 1 Testing Completed Linear (Wave 1 Testing Completed)

13

26

3235

0 0 0 00 0 0 00

5

10

15

20

25

30

35

40

4/4/2019 4/11/2019 4/18/2019 4/25/2019

Wave 2 (Live July 22) - 35 Reports Status: Green

Wave 2 Design Completed Wave 2 Development Completed Wave 2 Testing Completed

Agenda Item 7

CalSAWS | Communication Plan Overview 1

8. CalSAWS Communication Plan Overview


Communication Challenges & Complexity

① Awareness of communication risks

② How will the risks be addressed by the CalSAWS Communications Plan?

③ How will the Communication Approach be rolled out?

④ What are the biggest communication concerns from the CalSAWS Directors’ perspective?

Overview



Unless the CalSAWS Project scales up and enhances Project communications, stakeholder needs for timely, tailored and accurate information, as well as the needs of many diverse audience groups, may not be met.

① Develop the communication framework for all the stakeholders. Check on effectiveness of communication. Solicit feedback, learn, and adjust communication approach.

② Develop and communicate the timeline of what information will be available, when the information will be available, who will receive the information, and how will the information be disseminated (e.g., user involvement in design, conversion cut-over, etc.).

③ Develop and rollout the Communications Roadmap. Plan enhanced communication activities for complex topics aligning with major project milestones on an annual and quarterly horizon timeframe.

④ Create Public Information Office capabilities

Risk Risk Response


Communication Challenges & ComplexityCounty Executive Leadership Level Communication Framework

Engagement Pull from CalSAWS

CalSAWS Leadership Meetings

Board Meetings

PSC / OPAC Meetings

Regional Manager Liaisons

Weekly Status Meetings

Monthly Risk Management Group Meeting

Regional Meetings

JPA Meeting Packets; PSC Meeting Packets

System Change Request with Release Timeline**

CalSAWS External Website*http://www.calaces.org

SharePoint

Push to Organization

* In-Progress ** Push and Pull

Quarterly Newsletters*


Communication Challenges & ComplexityCounty Staff Level Communication Framework


Committee Meetings – prioritize SCRs, review/approval design &

release dates

Functional Design Sessions

General Design Sessions*

System Test (critical business changes)

Review Release Notes

DD&I UAT*

Validation of Converted Test Data *


JIRA SCRs (PPOC)


County Information Transmittal (CIT)

County Request for Information (CRFI)**

[email protected]**

Webinars / Webcasts**

Release Notes / Training Videos*

CalSAWS Inquiry*/**

Project.Calendar*Quarterly Newsletters*



Communication Challenges & ComplexityState Partners Level Communication Framework


Weekly DD&I Status Reports

Bi-Weekly M&O Status Reports

SharePoint


Committee Design Sessions

General Design Sessions

Deliverable Review

Weekly Status Meetings

Monthly Risk Management Group Meeting

Monthly PSC and JPA Board Meetings

ACL, SIRFRA, SCERFRA, SARRA

State Escalation Process

Quarterly Newsletters*

JPA Meeting Packets; PSC Meeting Packets

Deliverables**




Communication Challenges & ComplexityFederal Partners Level Communication Framework




Monthly Meetings with State Partners

Monthly CMS Medicaid IT Project Status Report*



Communication Challenges & ComplexityAdvocates Level Communication Framework


PRA Responses**

Committee Meeting Agendas and Meeting Minutes*


Major Upcoming Release Document*

Monthly Advocates Meetings

Monthly PSC Meetings

Monthly JPA Board Meetings

Quarterly Advocates Meetings

Release Notes*





① Communicate with a purpose• Responsibility / Action oriented• Timely• Reach intended audience

② Build credibility• Manage expectations• Consistent message• Listen and act on feedback

③ Effective communication• Engaging• Repetition• Multiple communication methods

Content Development Principles



① Communication Roadmap – A living document that will communicate major milestones, events and activities. Continuously reviewed and updated. Posted and distributed for easy access.

② Quarterly Review Cycle – Plan and execute communication for each communication tracks • Confirm Purpose and Goal• Confirm Target Audience• Confirm Project Executive Key Messages • Define Schedule, Stakeholder Interests, Impacts, Risks

③ Increased planning and execution effort in order to deliver effective communication that Impacts a large number of stakeholders, contain complex topics, and align with major Project milestones (e.g., Cloud Enablement, CalWIN Training, Cutover, etc.)

Communication Roadmap - Enhanced Communication


Communication Challenges & ComplexitySample Annual Horizon Planning

C-IV Conversion March April May June July August September OctoberPresent C-IV Conversion Approach and Solicit Feedback

PlanningStart

DesignStart

Present Conversion

Approach at PSC

MILESTONEDeliverable ScheduleDDEL (May 10)

Present Conversion

Approach at JPA

Deliverable ScheduleFDEL (Jun 6) Analysis Continues

C-IV Training March April May June July August September OctoberPresent C-IV Detailed Training Approach and Solicit Feedback

PlanningStart

Present C-IV Training

Approach at PSC

MILESTONEDeliverable ScheduleDDEL (Aug 12)

MILESTONEPresent

C-IV Training Approach

at JPA

Pre-Planning Discussions

Deliverable ScheduleFDEL (Sep 3)

LRS Cloud Enablement March April May June July August September October

PlanningStart

Send CIT to Counties

Conduct Touchpoint with Region 6

Communication Tracks

Conduct Touchpoint

with R6

Plan for CIT to Counties

Region 6 Participation• Overview• CalSAWS Leadership

MILESTONE

Present Final Region 6

Participation to CalSAWS

Leadership

MILESTONEPresent Reg 6 to PSCMILESTONEPresent Reg 6 to JPA As-Needed Comms



Q1 Q2Q4 Q3

Execute Q1 Communications

• Project Initiation

• SSI Cash Out

• Release Planning

Plan Q2 Communications

• Lead Up to Cloud

• Begin Design /

Development for

CalSAWS


Execute Q2 Communications

• Lead Up to Cloud

• Begin Design /

Development for CalSAWS


Plan Q3 Communications

• Cloud Go-Live


Sample Quarterly Horizon Planning Cycle



• Develop Communications Management Plan• Develop CalSAWS Inquiry Tool

• Develop Communication Frameworks and Communication Roadmap• Develop approach, staff/train and implement CalSAWS External Website • CMS Medicaid IT Project Status Report

• Rollout Enhanced Communication Roadmap (JPA Membership Meeting)• Rollout Communication Frameworks to Project and Stakeholders• Rollout CalSAWS Inquiry Tool and Process

• Enhanced Communication Quarterly Review Cycle Planning and Execution• Check on implementation of Communication Frameworks; survey and act on feedback

Communications Plan Roll-out Approach

WCDS/CALWINAn Overview of the Brown Act

May 10, 2019Presented by

Jeffrey A. Mitchell

Agenda Item 9

Purposes Of The Brown Act Three purposes of the Brown Act:

1. To ensure that the decision-making process of legislative bodies is conducted in public

Exceptions: no quorum or meeting in closed session2. To provide notice of the items to be discussed or the action to be taken by the legislative body by posting agendas in advance of the scheduled meeting 3. To guarantee the right of the public to address legislative bodies on matters within the jurisdiction of those bodies

Allow comments before deliberations - no requirement to answer questions

What Are “Legislative Bodies”? The CalSAWS Board of Directors Also covers committees created by “formal

action” of a legislative body CalSAWS: Project Steering Committee, System

Subcommittees (created by By-laws) Examples of what are not legislative bodies?

Advisory committee made up of less than a quorum of the legislative body with no continuing jurisdiction or fixed meeting schedule

Committees that are not formed by formal action of a legislative body, e.g.: Appointed by regional managers or individual directors Appointed by the chairs of the committee without approval by the full committee Appointed by JPA executive director

What Is A “Meeting?” Any congregation of a majority of the members of a

legislative body at the same time and place to hear, discuss or deliberate upon any item within its subject matter jurisdiction. (Gov. Code § 54952.2.)

http://www.collinswentworth.com.au/sitegraphics/images/business_meeting.jpg

“Meeting” Does Not Include: Individual contacts between legislative bodies and

any other person. (Gov. Code § 54952.2(c)(1).) Attendance by a quorum at: Conferences Public meetings of other legislative bodies

discussing some topic of local concern Social & Ceremonial events Committee meetings with non-committee

members present as observers Non-committee members may observe so long as they

do not participate in committee business in any fashion (i.e., verbal, written, other input)

Serial Meeting Is A “Meeting” A majority of the members of a legislative body shall

not, outside an authorized meeting, use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. (Gov. Code §54952.2.) (Gov. Code § 6252.7.)

Types Of Serial Meetings: Daisy chain

ABCD…. Hub and spoke

One person communicates the message to others.Cl

•B -- A -- Dl

E

Intermediaries Emails, text messages, Facetime, Whats App, Skype etc.

(See, Gov. Code § 54952.2(b))

Teleconferencing Teleconferencing is a meeting of individuals in different

locations connected by audio and/or video electronic means.

Votes during teleconferencing must be taken by roll call.

Agendas must be posted at all teleconference locations. (Gov. Code § 54953(b)(3).)

• Each teleconference location must be identified in the notice and agenda at the time of posting, and each teleconference location must be accessible to the public.

• The public must be allowed to address the legislative body at each teleconference location.

• Teleconferencing must be conducted “in a manner that protects the statutory and constitutional rights” of the public.

Agenda Requirements (Regular) An agenda must be posted at least 72 hours prior to

a regular meeting. Items may be added to the agenda for a regular

meeting as follows: When a majority determines that an “emergency”

exists. (Gov. Code § 54954.2(b)(1).)• By a 2/3 vote of the legislative body present at

the meeting (unanimous if less than 2/3 of members present), determination that

• there is a need to take immediate action • the need for action came to the attention of the agency

subsequent to the posting of the agenda. (Gov. Code §54954.2(b)(2).)

Agenda Requirements (special) A notice (agenda), including the time, place and

business to be transacted at the meeting, must be posted and distributed to each member of the legislative body and requesting members of the media 24 hours in advance of the meeting (Gov. Code § 54956) Items may not be added to the agenda Cannot make decisions on executive staff

compensation, including fringe benefits Not required to allow public comments on items

not on the agenda

Posting Agenda on Website Any public entity that maintains an agency Internet

website must post the agenda of a regularly scheduled meeting of the governing Board at least 72 hours in advance on its website

Similarly, the public entity must post the agenda for special meetings 24 hours in advance

Conduct of Meetings Public comment on items not on the agenda

Legislative body can not discuss, except limited question or direction to staff

Public comment on items on the agenda Can place reasonable time limits on public speakers Can ask speakers to identify, but can not require

Roll call vote not required, except when teleconferencing

Closed Sessions Closed session procedural requirements (Gov. Code §

54957.7):

• The item must be described in the agenda unless “added on” at a regular meeting

Prior to going into closed session, the legislative body must disclose in open session the items to be discussed in closed session and ask for public comment

There are a number of basis for closed session (i.e. personnel, labor and negotiation, pending litigation/significant exposure to litigation, real estate negotiations)

Action taken in closed session must be publicly “reported out” after the action is final. The vote of each member of the legislative body who attended the closed session also must be reported out.

Violations Brown Act contains cure and correct

provisions for violations Appropriate cure and correct action should

foreclose on possibility of future violations Curing violation may limit litigation risk

See TransparentGov Novato v. City of Novato (April 10, 2019, A152324) ___ Cal.App.5th ___

Brown Act violations also carry civil or potential criminal penalties

Thank You!

For more information about our Public Agency Law Practice please visit us at www.kmtg.com


May 2, 2019

WCDS CalWIN Monthly Financial Summary Report

Agenda Item 10.1


Allocation vs. ActualSummary ACTUALS PROJECTIONS

ESTIMATE AT COMPLETION

(EAC)

TOTAL ALLOCATION

BALANCE(-Under) / +Over

% of Allocation

Used% EAC

M&O $81,697,668 $14,709,225 $96,406,893 $96,825,778 ($418,885) 84% 100%CalHEERS Interface $7,472,779 $625,223 $8,098,003 $13,179,558 ($5,081,555) 57% 61%CalHEERS CSCN $1,391,180 $383,360 $1,774,540 $2,020,190 ($245,650) 69% 88%CalACES-CalSAWS $2,071,335 $618,228 $2,689,563 $2,789,052 ($99,489) 74% 96%PREMISE $5,813,715 $527,582 $6,341,297 $7,889,976 ($1,548,679) 74% 80%TOTAL $98,446,676 $16,863,618 $115,310,295 $122,704,554 ($7,394,259) 80% 94%

Actuals are based on invoices through May payment month and February claims submitted in March.CalHEERS funding is not expected to be fully ut ilized due to redefined qualificat ions for system changes.Projections for SB 1341 SAWS Generated MC Notices have been reduced, no changes identified this FY( ($1.4M).ICT is expected to be less than originally planned ($108K).

NOTES:

CalWIN Budget SummarySFY 2018-2019


CATEGORY ACTUALS APPROVED PROJECTS

POTENTIAL PROJECTS

ESTIMATE AT COMPLETION

(EAC)TOTAL BUDGET BALANCE

(-Under) / +Over

Change Budget $12,206,664 $1,304,693 $0 $13,511,357 $13,676,420 ($165,063)CalHEERS Interface Change Budget $3,083,607 $0 $231,362 $3,314,969 $8,283,518 ($4,968,549)CalHEEERS CSCN Change Budget $0 $0 $0 $0 $250,000 ($250,000)Premise $5,563,777 $0 $0 $5,563,777 $7,001,301 ($1,437,524)TOTAL $20,854,048 $1,304,693 $231,362 $22,390,103 $29,211,239 ($6,821,136)

Premise variances are due to:

Qualified CalHEERS changes are limited (qualified changes were redefined).

Additional premise funding was added as of January 2019 to cover changes for AB 1811.

SB 1341 projections were reduced.

NOTES:

CATEGORY ACTUALSAPPROVED PROJECTS/

INVOICE CREDITS

POTENTIAL PROJECTS/INVOICE

CREDITS

ESTIMATE AT COMPLETION (EAC)

TOTAL CREDITS BALANCE(-Under) / +Over

M&O Liquidated Damages $2,466,839 $0 $91,500 $2,558,339 $2,558,339 $0CalHEERS/Cov CA Liquidated Damages $431,000 $0 $0 $431,000 $431,000 $0CalHEERS $176,512 $0 $0 $176,512 $176,512 $0Modernization Hours $397,817 $0 $2,985,888 $3,383,705 $5,785,347 ($2,401,642)Business Intelligence (BI) $1,749,881 $372,537 $1,006,057 $3,128,475 $3,971,215 ($842,740)IDMS $0 $0 $0 $0 $1,500,000 ($1,500,000)County Direct $133,503 $0 $0 $133,503 $133,503 $0BRE (TBD) $0 $0 $0 $0 $0 $0TOTAL $5,355,552 $372,537 $4,083,445 $9,811,534 $14,555,915 ($4,744,381)

All Liquidated Damages are up to date and have been applied as credits to 42366 Content Management Solution or as credits to invoices, with one month pending resolution.

Modernization Hours include projections for 42764 Reevaluation Create a My BCW Account process and 50329 Separation of Income which is pending a solution.For all other service credits, additional planning is needed.

NOTES:

Change Budget

Credits & Hours


Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total[actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [actuals] [planned] [planned] [planned]

Beginning Balance $305,774 $2,876,275 $2,961,359 $2,587,092 $2,218,115 $2,222,798 $2,039,311 $1,652,881 $1,580,607 $1,456,940 $1,059,126 $660,812Payments $2,736,755 $735,884 $0 $0 $499,218 $274,569 $0 $298,537 $407,424 $0 $0 $0 $4,952,387Available Balance $3,042,529 $3,612,159 $2,961,359 $2,587,092 $2,717,333 $2,497,367 $2,039,311 $1,951,418 $1,988,031 $1,456,940 $1,059,126 $660,812 $40,744

ExpendituresSalaries $106,690 $320,426 $213,558 $207,933 $214,739 $234,574 $215,493 $215,130 $324,861 $234,263 $234,263 $234,263 $2,756,191Retirement ($9,047) $253,861 $98,067 $99,677 $201,568 $145,807 $105,071 $100,946 $151,762 $109,284 $109,284 $109,284 $1,475,564Insurance $42,654 $40,774 $39,022 $38,626 $42,082 $43,104 $41,693 $43,241 $44,759 $30,436 $30,436 $30,436 $467,263Travel $7,855 $7,498 $5,136 $4,780 $13,360 $3,066 $6,539 $6,890 $3,576 $18,983 $19,483 $19,683 $116,847Supplies/Serv ices $2,060 $300 $734 $846 $726 $485 $568 $810 $1,023 $635 $635 $635 $9,458CSAC Admin Fee $14,329 $20,582 $14,158 $14,013 $18,456 $17,033 $13,928 $0 $0 $0 $0 $0 $112,500Payroll Tax $1,414 $4,650 $3,091 $3,103 $3,108 $3,411 $3,138 $3,122 $4,707 $3,514 $3,514 $3,514 $40,285Misc. $300 $2,710 $500 $0 $496 $10,575 $0 $671 $403 $700 $700 $700 $17,756Reserve for July $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $221,555 $221,555

Total Expense $166,254 $650,800 $374,267 $368,978 $494,535 $458,056 $386,430 $370,811 $531,091 $397,814 $398,314 $620,069 $5,217,418

Ending Balance $2,876,275 $2,961,359 $2,587,092 $2,218,115 $2,222,798 $2,039,311 $1,652,881 $1,580,607 $1,456,940 $1,059,126 $660,812 $40,744

Notes:All CSAC statements through March 2019 have been received, along with an updated July 2018 statement with corrected retirement costs.Reconciliation of detailed expenses is in processProjections for April through June account for both M&O staff and CalSAWS staffReserve for July includes an estimate for two weeks, which will require a July invoice to the counties under the new contractRetirement, Insurance, and Payroll Tax are based on percentage of salary at current actualsTravel includes Regional Manager travel for county v isit and other misc. travel to meetings (Board of Directors, CWDA, etc) and/or conferences, as well as CalSAWS activ itiesMiscellaneous includes general liability insurance and other meeting expense and general use

CSAC

Data Management and Analytics Team Business Intelligence Metrics

May 10, 2019

Business Intelligence (BI)Monitor and Improve:• Data Quality • System Stability• Performance• Operational Response• County Support• User Security and Access• Content Delivery OptionsMay Activities• New Report Content

Solution Live• Communicate BI Progress

on Adoption Barriers• Confirm State Access to all

CalWIN Counties’ DataJune Activities• New Security Access

Profile live in Production• Stat 47 enhancement live

in Production (SQL)

1,5971,398

7951,094

1,767

2,625

1,565

3,752

2,1771,875

1,534

2,093

1,587

2,054

1,1801,423

1,900

1,2701,541

1,777

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

Coun

ts

Week of

CalWIN Business Intelligence Usage

Report CountPoly. (Report Count)

63 58 63

3545

6479

59

103

66 62 6171

62 69 64 5765 63 59

0

20

40

60

80

100

120

CalWIN Business Intelligence Usage

Number of Users Linear (Number of Users)

Agenda Item 10.2

Data Management and Analytics Team BI Portfolio

May 10, 2019

Mar‐19 Apr‐19 May‐19 Jun‐19 Jul‐19 Aug‐19 Sep‐19 Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20

CalWIN Release Delivery ImpactRev. 5/1/2019

*Forecasted total Effort Hours will increase asestimates are finalized and if additional content is added to the releases.

R57 –5/13/19(68,796 Effort Hours*)

31602 Migration of Historical CC to ECM47830 ARC Updates with ACL 17‐11247917 CalWIN 2D Bar Codes Added to Correspondence 48164 RMR 2.3 Permanent Solution 48465 SSI Cash‐Out AB181148554 NA 692 and Reinstatement of CAPI 48657 Updates to Verification Checklist (VCL)48665 Report Output Content Management Solution 48673 AB480 WTW Diaper Supplement48907 Transitional Nutrition Benefit Program AB181149020 Long Term Solution for MAGI NCO 49021 Updates to the CSC 68 49709 SSI Cash out eICT data element transfers49416 Medi‐Cal No Change Annual Redetermination NOAs PHASE

5/13/2019R57 IMP

3/11/2019 ‐ 5/3/2019R57 UAT

R58 –8/12/19(17,909 Effort hours*)

47507 Self Service Administrative Portal49029 WTW 24 MTC‐2 Parent Extender49130 Spousal Impoverishment Provisions ACWDL 17‐25 49167 CDSS CF 18 CalFresh Churn Report 49238 Re‐evaluate the Create a MyBCW Account Process In MyBCW 49386 AB557 HA Payments49417 Express Lane Eligibility 49712 Limit IHE and AE Over issuance to Three Years 50197 CD CCS Text Notifications to Specific Clients50629 Individual Level Eligibility Determinations (ACWDL 16‐16)

6/10/2019 ‐ 8/2/2019R58 UAT

8/12/2019R58 IMP

6/24/2019R57B IMP

R57B –6/24/19(7,459 Effort Hours* )

49880 Income Data Quality Enhancements Phase II (CalHEERS 106890) 49881 Non Compliance Reasons (CalHEERS 119408) 50288 Same Day Remediation BREFs C Part 1 (CalHEERS 109744)50142 TOD CalHEERS Release 19.651229 Change in I94 from Numeric to Alphanumeric (CalHEERS 139419)

11/11/2019R59 IMP

R59 –11/11/19(11,912 Effort hours*)

48760 CMS – Production of CMS Performance Indicators (PI)49715 ACL 18‐84 WTW Participation Requirements50565 Relative Placements Emergency Assistance50566 ACL 18‐43 TOA NOAs. 50780 Update MEDS Alerts from MEDS Home Extranet50727 Auto Case Matching for Referrals50780 Update MEDS Alerts from MEDS Home Extranet 51167 Auto Update Renewal date for e‐verified but CalWIN batch exception 51168 Pre‐ACA Aid Codes Updates 51192 Align Validation Messages within MyBCW, County Worker and CalWIN51378 eICT Phase III

9/9/2019 ‐ 11/1/2019R58 UAT

R58B –9/23/19(Effort Hours ‐ TBD* )

50744 Medi‐Cal Young Adult Expansion50944 CalHEERS 2020 Renewals (CH #136022)51176 New CA Subsidy to 600% (CH137942)50939 Tax Cuts and Job Act 2019 (CalHEERS 138728)

R60 –2/10/20(7,000 Effort Hours*)

48563 Applications or Renewals with No Potential MAGI (ACDWL 18‐16) 51002 Re‐Evaluate the Special Indicator and ENOA Process in MyBCW 50941 Medi‐Cal Non‐MAGI Denial & Disc NOA due to no linkage51361 Additional Immigration Statuses for Non‐MAGI Programs

9/23/2019R58B IMP

12/9/2019 ‐ 1/31/2020R60 UAT

2/10/2020R60B IMP

2/10/2020R60 IMP

R60B –2/10/20(Effort Hours ‐ TBD*)

51205 IAP Transition Enhancements (CalHEERS 124914)

Agenda Item 10.3

WCDS MONTHLY EXECUTIVE SUMMARY Confidential May 3, 2019

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The below is a compilation of updates as provided by WCDS and Infosys leadership relative to their role of responsibility.

EXECUTIVE UPDATE: Diane Alexander, WCDS Executive Director CalSAWS Update All Regional Road Shows have been held with the last one being Region 4 on Monday May 6th. They have been well attended and received. Follow-up meetings and calls will be scheduled as each region makes their selections for the JPA Board and PSC members. Functional Design Sessions are currently being scheduled and will be held over the next two to six months. The JPA Agreement and MOU Boards of Supervisors’ approval deadline is May 15, 2019. Please let Stacey Drohan at [email protected] know what date your county will be taking these documents to your BOS for approval, if not already done so, and once approval is obtained. The first stage of the CalSAWS staff recruitment has been completed and staff have been notified. Transition plans will be put into place for selected staff that need to be back-filled. The second stage of the CalSAWS staff recruitment will seek staff for back-fill purposes, as well as unfilled CalSAWS positions. Other Items We continue to work with CDSS and DHCS on establishing access for their designated users to the CalWIN BI solution in anticipation of the new expansion of SSI to CalFresh policy change and requirement to access those data elements in BI for reporting purposes. ClearBest, Inc. was selected as the CalSAWS QA vendor. Contract negotiations have begun. Once negotiations have completed, the QA contract will go through State and Federal review and approval with an anticipated start of July 1, 2019.

FINANCIAL UPDATE: Holly Murphy, WCDS Director of Finance

April/May Highlights

• The DXC contract extension is with counties for Boards of Supervisors’ for approval. Signed contracts are due June 28, 2019.

• CSAC monthly statements have been brought up to date by CSAC and include corrections to cost category assignments in prior months. Validation by PMO continues.

Agenda Item 10.4

mailto:[email protected]


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• The CSAC contract extension was finalized and distributed to counties on March 7, 2019 to obtain Boards of Supervisors’ approvals due by May 31, 2019.

• CalSAWS DD&I county allocations for SFY 2019/20 were distributed on April 17, 2019; the IAPDU is in development for expected submission on June 3, 2019.

• A target topic session was held on April 17, 2019 with the CalWIN Fiscal SMEs to review the quarterly county share process, tracking and reporting. The next CalWIN Fiscal SME conference call is planned for May 15, 2019 and monthly thereafter to focus on transition topics.

• The team has been focused on year-end projections and corresponding allocation adjustments: Revised CalWIN M&O county allocations were distributed on April 30, 2019, and revised county allocations for AB1811 SSI Cash-out Reversal Automation were distributed on April 24, 2019. Revised CalSAWS Planning allocations are in process.

STRATEGIC UPDATE: Rodain Soto, WCDS Strategic Deputy Director This past month, the CalWIN Reporting Executive Steering Committee discussed barriers to CalWIN Business Intelligence (BI) platform adoption. CalWIN addressed some of the communicated barriers previously and some items have ongoing efforts for improvements. The Steering Committee requested that WCDS gather and communicate progress and current status on eight perceived barriers. The following list captures the current identified barriers:

1. Data Integrity 2. Poor Report Performance 3. System Capacity for Additional Load/User 4. Data Availability Issues 5. 65000 row limit to queries and extracts 6. BI User Password Reset Process 7. Lack of Single Sign-On with CalWIN Application 8. Lack of User Expertise

WCDS shared the details of each item and mitigation steps (workarounds, short-term and/or long-term) with the Steering Committee. As the next step, this same information will be communicated at OPAC, shared with the BI SME group, and distributed by CIT to counties. The intent is to make sure all counties make adoption decisions based on current information. The Steering Committee will continue to provide oversight on progress and confirm recommendations to address these and any future barriers.


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OPERATIONS UPDATE: Henry Arcangel, WCDS CalSAWS Migration/Technical Operations Manager

CalWIN Cloud Governance Policy

As with many states, the State of California is actively pursuing a “Cloud First” direction in its efforts to move to Digital Government. The single California Statewide Automated Welfare System (CalSAWS) technology direction is to run on a FedRAMP secure cloud data center, located in an Amazon Web Services (AWS) region called US-West-2 (Portland, OR).

The CalSAWS migration activities will include planning, designing, moving and testing CalWIN data into a secure cloud data center. WCDS is moving forward to position its Counties to run on the CalSAWS.

Prior to any CalWIN cloud activity, WCDS has requested that DXC create and adopt a CalWIN Cloud Computing Services Policy to show that the CalWIN data is appropriately safeguarded when running services or storing data within a cloud environment. This policy will outline best practices and processes for using cloud computing services in support of the processing, storage and management of CalWIN data within a cloud computing environment. The policy will be reviewed by the WCDS Strategic Architecture Committee and recommended for approval by the WCDS Executive Director.

REGIONAL MANAGERS UPDATE: Henry Arcangel, WCDS CalSAWS Migration/Technical Operations Manager

Regional Managers continue to prepare to work in the new CalSAWS regions and immerse themselves into the governance processes while continuing to support the CalWIN counties. The activities for the current month include:

• Hosting and facilitating the Regional Roadshows • Continuing CalSAWS Committees Kick-off planning to occur after the roadshows are completed • Preparing to attend upcoming Functional Design Sessions • Continuing to prepare the WCDS Counties for the transition to the CalSAWS regions • Facilitating County Direct Guiding Principles Workgroup and managing the draft document for

finalization by 6/10/19 Please continue to reach out to your current Regional Manager for any questions, issues or concerns.


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PORTFOLIO AND PROGRAM: Lynn Bridwell, WCDS Applications Deputy Director CalFresh Expansion

The CalWIN changes for implementing the CalFresh Expansion will be live in Production May 13, 2019. A tremendous amount of effort has been performed to get all the components ready and tested. The past three weeks for UAT have been very busy for 7 of our CalWIN counties (Contra Costa, Fresno, Orange, San Francisco, Solano, Santa Cruz, and San Diego) have contributed to testing the three changes. In April, several Counties expressed concerns regarding the short time left to complete testing given the latest requirement changes made as a result of clarifications of policy from CDSS and constraints with testing environments. WCDS, Infosys and DXC rallied to provide more support and met with counties to determine specific needs to help them through the final two weeks of testing.

CalHEERS Release schedule

CalHEERS has nearly finalized their 2020 release schedule. The schedule will reflect the same timing as prior years with three of the releases that include changes which require a related SAWS change. In April there have been several changes moved from September 2019 release to sometime in 2020, once of which is the “Override and Eligibility Determination” designed to be a help for County users. This change is help facilitate County users be able to “override” incorrect results from CalHEERS. CWDA has been advocating this change on the Counties behalf for a few years. CalWIN continues to adjust and realign our respective changes to match/align with CalHEERS release content changes.

Cost Estimates

WCDS received 20+ requests for cost estimates. Nearly all were related to providing preliminary cost estimates to legislation being proposed. The cost estimates will need to be updated again to capture changes as a result of amendments. WCDS anticipates a new round of cost estimate requests once the May Revise is released.


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QUALITY ASSURANCE: Ajeet Mohanty, Infosys QA Project Director

SERVICE LEVEL AGREEMENT (SLA) ASSESSMENT UPDATES The SLA assessment results for April 2019 will be provided in next month’s report. The SLA assessment for March 2019 is mentioned below. For the March 2019 month, 2 SLAs were determined as not met.

• SLA 3.1.6 Deliverable(s) Produced in Change Request Delivered to UAT on Schedule: 10 projects entered UAT in Mar 2019; 3 out of 10 projects did not meet the SLA criteria. Infosys recommends exception for 2 of the 3 projects and does not recommend exception for the 3rd project PPM# 48673. For the third project, DXC requested for exception stating late-MOD as the reason. Post analysis of SDLC phases of this project, Infosys observed that neither STR was delivered nor MOD was created in the March SLA month. The new STR delivery date was not documented in PPM, and the initial MOD created in March was canceled in PPM. Infosys does not recommend exception for the third project.

• SLA 3.1.14 Backup Completion and Server Data Retention: Performed independent assessment for Backup completion based on the draft version of Backup job schedule for VM & FS (pending for Oracle8) shared by DXC. For SLA performance standard ‘100% of backup jobs (scheduled) should be run at least once in a month’. Infosys observed that some of the jobs present in the schedule (VM & FS) were not run for Mar 2019; hence SLA is evaluated as ‘Not Met’. DXC disagrees with Infosys assessment and believes that all the jobs were run, and that data extract provided to Infosys needs to be fixed.

* Beginning July’18, the SLAs 3.1.8, 3.1.9, and 3.1.10 (under Contact CalWIN), and SLA 3.7, and 3.8 (under Covered CalWIN) will have the same results as their respective SLAs 3.1.13, 3.1.16, and 3.1.17 under Core CalWIN. They will not be marked/counted as N/A. Thus, decrease in N/A count in the above graph.

ENTERPRISE RISK AND ISSUE MANAGEMENT UPDATES For the past month, high priority issues and risks were being continuously monitored and tracked. The strategy is to resolve and mitigate.

Risk/Issue Description Status Comments Risk # 50937

Delay in R57 UAT due to last minute requirement changes for multiple projects in the release

The measures put in place have proven effective in monitoring the requirement changes and stabilizing. The projects, with continuing requirements changes, are being tracked in Go-to-Green meeting where cross-organizational support is

This risk was identified during the initial stages of R57 UAT. Many last-minute changes were being done to baseline requirements belonging to multiple projects of R57. These requirement changes were causing rework in testing and creating gaps in communicating the final set of requirements for County UAT validation. There was a possibility of delay in R57 if the UAT validation does


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Risk/Issue Description Status Comments provided. The risk is under control and poses no concern to the success of the release.

not complete on time. Measures were put in place in daily and weekly reports to track any requirement changes.

Issue # 49860

Inability to bring up the requisite services within the 24- and 48-hour timeframe during the 2018 DR Drill This issue was created after the risk #40515 was realized.

DXC has published the plan to resolve all the items and gaps identified during 2018 Live DR Drill exercise. The remediation for the open DR issues is in progress as per the published plan. DXC is gearing up for the scheduled DR Exercise in May’19. DR Drill for May’19 is scheduled from 6th to 17th. This DR drill exercise will not involve County.

April update - the remediation for the open DR issues is in progress as planned. DXC is gearing up for the scheduled DR Exercise in May. DR Drill for May is scheduled from 6th to 17th.

In 2018, the DR drill occurred between 11/05 to 11/16 and was extended another week till 11/23. The contractual requirement of bringing up necessary services within 24 hours and 48 hours was not met. The DR drill was considered unsuccessful. Additionally, during the extended period till 11/23, some part of the system could be brought up and successfully validated by DXC. The top issues and learnings experienced during the DR Drill included issues around network connectivity in the initial days, Core CalWIN Database replication inconsistency, Oracle Service Bus server replication, and physical servers unable to boot from the Storage Area Network (SAN).

TECHNICAL AND SECURITY UPDATES The reporting month opened with a potential ransomware email that was sent on March 30th to a staff member. The staff member opened the email on April 1st and immediately notified the Security Team. The email turned out to be an extortion email where the staff member’s email was derived from a 2016 LinkedIn data breach. The staff member’s laptop was scanned and analyzed, and no additional malicious code was found. No other similar emails were found within the CalWIN ecosystem during the reporting period.

Security remediations continue to make progress as the total count of vulnerability decreased by 7%, and the number of systems with critical and high vulnerabilities continue to trend downward. Despite a 1% increase in total critical vulnerabilities, the total number of high and medium vulnerabilities decreased by 7% and 10% respectively. Overall Linux patching remains at about 46% due to the disaster recovery (DR) drill preparation.

The last set of security awareness posters and banner have been installed within the CalWIN workspace.


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IV&V AND USER ACCEPTANCE TESTING (UAT) UPDATES Release 57 (Go Live 05/13/19), Release 57B (Go Live 06/24/19):

• IV&V testing for R57 started as per planned schedule on 03/11/2019. Testing is 88% complete as of

4/26/2019, and it is progressing as per of planned schedule. Requirements Instability and Parallel Project Execution are significant challenges for this release.

• Release 57B scheduled Production Release date is 06/24/2019. IV&V test planning, test data identification and test scripting for R57B are complete. The test execution is planned to start the first week of May 2019.

• UAT execution and validation started as per plan on 03/11/2019. There is a total of 14 projects out of which participating Counties will validate 11 projects. Three projects cannot be tested in UAT environment and hence will be verified as over-the-shoulder testing and artifact review by IV&V team. Counties participating in UAT are – Fresno, San Francisco, San Diego, San Luis Obispo, Orange, Solano, Contra Costa, Sacramento, San Mateo, Santa Clara, Santa Cruz, Placer. Last five counties are involved outside their rotation-round for UAT as they were one of the PAT counties engaged in specific R57 projects. Placer volunteered to support validation of SSI Cash-out changes.

• Counties are experiencing challenges in UAT execution due to continuous change in requirements and system testing occurring in parallel to UAT testing. The requirement changes are being tracked and addressed as part of risk# 50937.

• Release 57 contains complex business scenario projects like SNB and TNB projects (SSI Cash Out changes). These projects are heavily dependent on accelerated environment for validation of recertification process and validation of multiple other scenarios post RRR/SAR7 process. For acceleration, all Counties are using one environment, and for SDG an additional environment was set-up. Additional test case-data was provided to Counties so that there is no shortage of test cases. Overall the UAT validation is progressing and expected to finish on time.

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