To: Board of Supervisors
Department or Agency Name(s): Human Services
Staff Name and Phone Number: Felisa Pinson, 565-2198; Kiergan Pegg, 565-5858
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
California Statewide Automated Welfare System Implementation Support & Preparation
End
Recommended Action:
Recommended action
A) Adopt a position resolution amending the allocation lists for the Human Services Department to add 1.0 Full-Time Equivalent Program Planning & Evaluation Analyst and 2.0 Full-Time Equivalent Senior Eligibility Specialists (all time-limited through June 30, 2024) to support local implementation of the California Statewide Automated Welfare System.
B) Adopt a budget resolution to modify the Human Services Department Fiscal Year 2022-2023 budget to increase appropriations in the amount of $107,900. (4/5th Vote Required)
(4/5th Vote Required)
end
Executive Summary:
The Human Services Department (HSD) is requesting to add 1.0 Full-Time Equivalent (FTE) Program Planning and Evaluation Analyst (PPEA) to our Human Resources Staff Development unit to provide the training and coordination required for implementation of the California Statewide Automated Welfare System (CalSAWS). HSD is also requesting to add 2.0 FTE Senior Eligibility Specialists to our Economic Assistance division to support the data elements for conversion to the CalSAWS system, to improve timeliness of service to clients, and to support a large increase in workload due to the ending of public health emergency benefits associated with the COVID-19 pandemic.
Discussion:
The California Work Opportunity and Responsibility to Kids Information Network (CalWIN) system is currently used by approximately 460 staff across all five divisions of HSD and used by over 150 external partners to determine eligibility and provide CalWORKs, CalFresh, Medi-Cal, Foster Care, Adoptions, Refugee Assistance, County Medical Services Program, and the General Assistance/General Relief program to over 150,000 residents of Sonoma County. In September 2023, HSD will undergo a state-mandated systems migration and upgrade, transitioning from CalWIN to CalSAWS. CalSAWS encompasses eligibility determination, benefits calculation, benefits issuance, collections, document imaging, task management, call center, appointments, and lobby management. CalSAWS is a dramatically different technology platform for the administration of public benefit programs and all counties in California are required to transition to the new system. The transition to CalSAWS will create a significant learning curve for our staff and requires the additional staffing to ensure a successful implementation for our county.
1.0 FTE Program Planning and Evaluation Analyst
Training HSD staff on the new CalSAWS system is a massive undertaking, and continued service delivery to our community depends on our ability to effectively train staff on the new system. Deloitte staff (the statewide contracted vendor leading the project) will work closely with HSD’s Staff Development team to train approximately 460 HSD employees and 150 community-based partners. 3.0 FTE existing PPEA’s in HSD are being temporarily re-assigned to the CalSAWS implementation team, however an additional 1.0 FTE PPEA is needed to provide the overall planning and coordination needed to organize all training activities. The additional position is imperative to successfully training almost 50% of HSD’s workforce in a relatively short period of time.
The additional PPEA will be involved in modification of the training curriculum to fit the specific business processes of Sonoma County; manage the matching of customized training to end-user roles; deliver in-person and virtual training sessions to prepare staff for the day-to-day work in the new system; and provide post-implementation support. Pre-implementation training will continue up until the go-live date of September 3, 2023; following that date the position will be needed to conduct additional training to address identified gaps. Additionally, the PPEA will train new employees and those staff who return from leaves that occurred during the implementation period. Finally, the position will assist with updating existing training curricula for induction training required for all new Eligibility Specialists, Employment & Training Specialists, and Employment & Training Counselors. After the time-limited position expires, this work will be absorbed as part of the new business processes CalSAWS brings.
2.0 FTE Senior Eligibility Specialists
Prior to migration from CalWIN to CalSAWS, it is imperative that open client cases be analyzed for possible data conversion issues and that those issues be resolved prior to data conversion to avoid jeopardizing benefits distribution to clients. Additional eligibility staffing is needed to effectively identify and remediate these cases in order to prepare for the transition to the new system. For example, over 10,000 non-citizen records need to be updated in order to mitigate barriers to accessing aid. If the HSD team is unable to do these updates prior to the conversion, our non-citizen population will face significant barriers to getting the medical coverage they need and are eligible for.
HSD is requesting 2.0 time-limited Senior Eligibility Specialists (SES) to process the large volume of work that needs to be completed prior to going live in the new system. The additional lead staff will not only process the more complex cases, but will also provide essential case review, consultation and training for the larger group of eligibility staff to support a successful migration to CalSAWS. Additionally, the SES positions will assist with the timely processing of cases to meet mandated performance standards set by the State, exacerbated by the Governor’s recent declaration ending the public health emergency effective February 2023. The Division expects a significant increase in client interactions as clients face discontinuance of special pandemic benefits for the first time in over two years. The addition of these staff will allow HSD to continue to serve clients and ensure their benefits are provided accurately and timely.
Strategic Plan:
N/A
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 22-23 Adopted |
FY 23-24 Projected |
FY 24-25 Projected |
|
Budgeted Expenses |
$171,600 |
$486,400 |
$0 |
|
Additional Appropriation Requested |
$107,900 |
$0 |
$0 |
|
Total Expenditures |
$279,500 |
$486,400 |
$0 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$279,500 |
$333,500 |
$0 |
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
$0 |
$152,900 |
$0 |
|
Contingencies |
|
|
|
|
Total Sources |
$279,500 |
$486,400 |
$0 |
Narrative Explanation of Fiscal Impacts:
The cost for 1.0 FTE Time-Limited Program Planning and Evaluation Analyst (PPEA) in Fiscal Year (FY) 2022-23 is $177,900 at the I-Step. The cost for 1.0 FTE PPEA in FY 2022-23 from Board date 12/6/22 through fiscal year end 6/30/23 is $107,900 at the I-Step. The cost for 1.0 FTE Time-Limited PPEA in FY 2023-24 is $185,000 at the I-Step. The increased cost for FY 2023-24 assumes a 4% Cost of Living Adjustment (COLA). The total cost of $292,900 for the 1.0 FTE PPEA will be funded with $140,000 from the 2022-2023 CalSAWS Planning and Preparation allocation and $152,900 from 1991 Realignment Fund Balance. The time-limited nature and scope of work of this position to perform CalSAWS implementation in Sonoma County aligns well with the intention of Realignment funds to cover HSD expenditures required for the administration of public assistance programs.
The cost for 2.0 FTE Time-Limited Senior Eligibility Specialists (SES) in FY 2022-23 is $289,800 at the I-Step. The cost for 2.0 FTE SES in FY 2022-23 from Board date 12/13/22 through fiscal year-end 6/30/23 is $171,600 at the I-Step. The cost for 2.0 FTE Time Limited SES in FY 2023-24 is $301,400 at the I-Step. The increased cost for FY 2023-24 includes a 4% Cost of Living Adjustment (COLA). No General Fund contribution is needed. Positions will be covered by the Public Health Emergency Medi-Cal funding redetermination allocation. HSD’s FY 22-23 adopted budget already includes appropriations for the Public Health Emergency Medi-Cal funding redetermination allocation expenditures, which will be redirected from services and supplies to cover salaries and benefits costs for these two positions.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
IMDT Expansion |
|
|
|
|
Program Planning & Evaluation Analyst |
$6,753 - $8,209 |
1.0 |
0.0 |
|
Senior Eligibility Specialist |
$5,151 - $6,261 |
2.0 |
0.0 |
Narrative Explanation of Staffing Impacts (If Required):
1.0 time-limited PPEA is proposed to be added to the Staff Development unit and 2.0 time-limited SES are proposed to be added to the Economic Assistance Division effective December 13, 2022, at which time the Human Services Department will begin to recruit to fill the positions.
Attachments:
1 - Position Resolution
2 - Budget Resolution
Related Items “On File” with the Clerk of the Board:
None