1. JPA Board of Directors
April 18, 2019

2. Call Meeting to Order – JPA Chair, Antonia Jimenez Agenda Review
Public opportunity to speak on items not on the Agenda – JPA Chair, Antonia Jimenez

3. Action Items

4. 3) Approve the Minutes of the February 28, 2019, CalACES
JPA Board Action Items
3) Approve the Minutes of the February 28, 2019, CalACES
JPA Board of Directors Meeting and update of Action Items.
4) Approve Asante Catering Company contract for food and beverage service at the June 28, 2019 JPA Board and Member Representatives Meeting, not to exceed $8,945.35, and authorize the Executive Director to sign after legal review.

5. Informational Items

6. CalSAWS Project DD&I Status Deliverable Summary
Conversion Overview/Update

7. Application Development
DD&I Status
Application Development
Sent out CIT for Functional Analysis Sessions on March 19, Conducted Webinar for Functional Analysis Sessions on April 1 and April 2, 2019
Continued planning for Functional Analysis Sessions
Continued planning for General Designs and Release packaging
Conversion
Continued developing Master Conversion Plan
Continued elaboration of the Accenture / DXC approach to the CalWIN Data Conversion
Technical Architecture and Cloud Bridge
Completed preparation activities for the purchasing of Exchange hardware and submitted for procurement
Continued planning and deployment of development environments in the AWS Cloud
Continued planning deployment of development workstations for the South
Completed the domain change from CalACES.org to CalSAWS.org

8. Project Management Office (PMO)
DD&I Status
Project Management Office (PMO)
Completed two PMO planning Deliverables: Project Control Document (PCD) and CalSAWS Migration Work Plan
Next step is to develop the rollout plan of the project management processes and Communications Plan to the team as well as relevant stakeholders
Commenced gathering CalSAWS DD&I project risks. Next step is to develop mitigation steps to manage those risks.
Developed Integrated Organization Chart at the Leadership and Management level
Completed the Pyrites Suite 130 Construction Plan. Submitted for Building Permit Approval and General Contractor solicitations
Executed the lease extension for Pyrites Suite 150/175 through October 2020 with three optional one-year extensions; Next is the execution of the lease for Pyrites Suite 130 (new expanded space) and Pyrites Suite 100 (temporary space May – September)

9. Deliverable Management
DD&I Status
Deliverable Management

10. Conversion Overview KEY MILESTONES Data Mapping Complete
Build Complete
System Test Complete
Mock Conversions
Cutover(s)

11. CalSAWS Staffing Update

12. Activities since last JPA:
CalSAWS Staffing Update
Activities since last JPA:
Met with CalACES South Staff, March 19, 2019
Sent and received Staff Survey Forms
The Acting Section Directors have reviewed and held individual conversations.
Acting Section Directors finalized position selections and made recommendations to SAWS Project Executive Directors.
Next Steps:
After final approval, a new organizational chart will be distributed with filled positions identified for CalSAWS DD&I/M&O.
Recruitment for remaining open positions will begin immediately following approval of lateral transfers.

13. CalSAWS Governance Status

14. CalSAWS Governance Update
Key Dates:
Executed JPA and MOU documents must be received by Consortium May 15, 2019.
Progress to date (as of 4/11/19):
SAVE THE DATE June 28, Joint Board and Member Representative meeting (including WCDS Counties)

15. Status of Procurements
OCAT QA
Portal/Mobile

16. OCAT RFP Release Date – Friday, Dec 14
OCAT Procurement: Key Tasks and Timeframes
Key Milestones
OCAT RFP Release Date – Friday, Dec 14
Vendors Conference – Monday, Jan 7
Proposal Due Date – Friday, Feb 8
Proposal Evaluation – Monday, Feb 11 – Thursday, Apr 18
Oral Presentations/Key Staff Interviews – Monday, Apr 8 – Wednesday, Apr 10
Prepare Vendor Selection Report – Friday, Apr 19 – Friday, May 3
Vendor Selection Report Review & Approval – Monday, May 6 – 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

17. QA RFP Release Date – Friday, Dec 14
QA Procurement: Key Tasks and Timeframes
Key Milestones
QA RFP Release Date – Friday, Dec 14
Vendors Conference – Monday, Jan 7
Proposal Due Date – Friday, Feb 8
Proposal Evaluation – Monday, Feb 11 – Wednesday, Mar 20
Oral Presentations/Key Staff Interviews – Monday, Mar 18 – Wednesday, Mar 20
Prepare Vendor Selection Report – Thursday, Apr 4– Friday, Apr 12
Vendor Selection Report Review & Approval – Monday, Apr 15 – 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

18. Portal/Mobile
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

19. CalWIN Training, Change Management & Implementation Support
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
CalWIN Vendor Start Date – Monday, Jun 22

20. Communication Overview of CalSAWS Communication Plan/Approach
CalSAWS DD&I Kick-off Roadshows
Committee Kick-off Roadshows

21. CalSAWS Communications Management Plan

22. CalSAWS Communications Approach - Risks

23. CalSAWS Executive Level Communication Framework

24. CalSAWS County Staff Level Communication Framework

25. CalSAWS State Level Communication Framework

26. CalSAWS Federal Level Communication Framework

27. CalSAWS Advocates Level Communication Framework
Advocates Level Communication Framework is in progress to be developed/evolved with input from the advocates. As the Stakeholder Engagement in CalSAWS Implementation of Approved Regulation and Enhancements Framework is developed and feedback received, we will enhanced the Advocates Level Communication Framework
DRAFT

28. Communicate with a purpose
CalSAWS Communication Approach Overview
Communicate with a purpose
Responsibility / Action oriented
Timely
Reach intended audience
Build credibility
Manage expectations
Consistent message
Listen and act on feedback
Effective communication
Engaging
Repetition
Multiple communication methods

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

30. CalSAWS Enhanced Communications

31. CalSAWS Enhanced Communications

32. CalSAWS Communications Roll-Out Approach

33. CalSAWS Communications Continuing Challenges

34. CalSAWS Roadshows are in progress: 2 of 6 Regions are complete
Great Participation so far
Feedback requested from Regions 5 and 6?
Region
Date/Location
Region 1
April 29, 2019/Fairfield, CA
Region 2
May 1, 2019/Roseville, CA CalWIN office
Region 3
April 23, 2019/Shasta, CA
Region 4
May 6, 2019/Fresno, CA
Region 5
April 10, 2019/Santa Ana, CA
Region 6
April 17, 2019/Los Angeles, CA

35. There will be committee kick-off webinars in the May/June timeframe.
The agenda will include:
Brief overview of CalSAWS committees
Overview of the Software Development Lifecycle
Participation needs
Committee member responsibilities
Regional Voting

36. Functional Design Sessions Update

37. Functional Design Sessions
Functional Design Sessions are meant to further refine the scope of requirements for the Design and Development phase of the CalSAWS Migration Project.
Clarifies system actions needed
Allows county involvement and input
Provides context to the requirements
Supports the county business processes
There will be eight (8) topic areas that will have functional design sessions:
Task Management
Imaging
Non-State Forms
General Assistance/General Relief
Lobby Management Application Programming Interface (API)*
Employment Services Application Programming Interface (API)*
Master Data Management Application Programming Interface (API)*
Ancillary Systems Conversion
*TBD – Sessions is to be determined

38. Counties will be required to submit their attendees for each session.
Functional Design Timeline & Locations
The Functional Design Sessions will be conducted during the first six months of the CalSAWS Design, Development and Implementation (DD&I) Project.
All timelines and locations for each session will be released individually via a County Request For Information (CRFI) process.
Counties will be required to submit their attendees for each session.

39. Targeted Participants and Dates
Participation in the Functional Design Sessions
Targeted Participants and Dates
Orientation Sessions were conducted via webinar:
04/01/ Counties Attended
04/02/2019 – 20 Counties, CDSS, OSI, & CWDA Attended
10 Counties Did Not Attend Either Session
*Imaging will have Regional Sessions – One Week Session for each Region where Counties will have 3 Participants per County. There will be a one week session after the regional meetings where all the counties collaborate to finalize the imaging requirements.
**The Ancillary Systems Conversion session is specific for CalWIN, however CalACES Counties may attend (as space allows).
Functional Design Session
Attendance
Target Dates
Task Management
20 per Region
6/24/19 – 8/2/19
Non-State Forms
6/24/19 – 8/23/19
Imaging*
TBD
5/6/19 – 6/28/19
GA/GR
5/28/19 – 6/21/19
APIs (3 Topics)
7/22/19 – 8/30/19
Ancillary Systems Conversion**
3 Per County
6/10/19 – 8/23/19

40. M&O Application & Policy Update

41. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
Funding for Emergency Caregivers with Placement of Children and Non-Minor Dependents prior to Resource Family Approval
ACL 18-75
Draft ACWDL
Aid Code 5L
7/1/2018
SCR
Implemented
Release 18.11
SCR
Release 19.01
SCR
New
Release TBD
SCR
SCR
SCR
Per ACL 18-33, all counties were required to provide the Short-Term, Interim payment (AB 110) to caregivers who had taken placement of a child prior to completing the Resource Family Approval (RFA) process between 3/30/2018 and 06/30/2018.
Effective July 1, 2018, all counties must provide a payment equivalent to the basic level rate for a resource family to the Emergency Caregiver (EC) of a child. However, unlike the Short-Term, Interim funding, the EC funding will be exclusively funded through the Emergency Assistance (EA) Program, aid code 5K. For more information refer to ACL
Under the current program, relative caregivers and NREFMs are eligible for payment for up to six months during the approval process in , and in are eligible for up to three months of payments, funded primarily under the Emergency Assistance TANF program.
Aid code 5L will be used to identify the emergency caregiver placements that are not eligible to federal foster care funding and they are not eligible to emergency assistance funding. Aid code 5L is available in MEDS.
On 3/19/19, SAWS received a draft copy of the ACWDL for aid code 5L.
CDSS is working on drafting a CFL for aid code 5L, the release date for the CFL is TBD.

42. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
CalWORKs Implementation of SB 726
ACL 19-19
7/1/2019
CIV
Design
Release 19.07
CIV
New
Release TBD CA CA
Effective July 1, 2019, the CalWORKs overpayment threshold will be increased from $35 to $250. All other policy aspects of the CalWORKs overpayment threshold remain the same and CWDs are reminded that the overpayment threshold policy applies only to closed cases. When the case is active, CWDs must pursue collection regardless of the amount in accordance with MPP  
Effective July 1, 2019, CWDs shall not demand collection of any non-fraudulent overpayments totaling less than $250 from the responsible individual(s) if they are no longer aided in California under the CalWORKs program.
Effective July 1, 2019, CWDs shall deem a non-fraudulent CalWORKs overpayment uncollectible and discharge the overpayment if the individual(s) responsible for the overpayment has not received aid in California under the CalWORKs program for 36 consecutive months or longer.
CalACES Update:
This policy will be implemented in multiple phases:
Phase I
Add a new Recovery Account Investigations value in the system.
Update the Uncollectible Recovery Account Batch to update the non-fraudulent recovery accounts for CalWORKs or RCA program with an Outstanding balance less than $250 as ‘Suspended’.
Update the Overpayment Adjustment Logic in LRS to start suggesting Benefit Reductions for those non-fraudulent Recovery Accounts that have an outstanding balance less than $250 and the recovery account Status is ‘Suspended’ with the status reason of ‘Policy Threshold Limit’.

43. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
CalWORKs Outcomes and Accountability Review
Cal-OAR
7/1/2019
SCR
New
Release TBD
SCR
The CalWORKs Outcomes and Accountability Review (Cal-OAR) is a process for reviewing the CalWORKS program statewide while taking into account county diversity. Its goal is to promote program accountability, continual quality improvement, and meaningful tracking of program participation and outcomes.
Cal-OAR’s three main components to be developed by July 2019:
Process and Outcome Performance indicators
CalWORKs county self-assessment process
CalWORKs county system improvement plan, including a peer review component.
The three elements produced by the Cal-OAR work group will improve county access to meaningful, real-time data and will encourage cross-county examination. This will help counties improve their program management decisions and provide a mechanism for elevating county best practices.
CDSS prioritized the requested Cal-OAR data elements into three phases to make the automation work manageable:
Phase 1 - Priority variables that already exist in SAWS
Phase 2 - Non-priority variables that already exist in SAWS, which includes Home Visiting indicators that are not in SAWS.
Phase 3 - Variables that require SAWS to add new data elements.
The final Cal-OAR ACL is scheduled for publication in mid April 2019.

44. -Continued on next slide-
M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
CalFresh Ending Cash Out for SSI/SSP Recipients Policy
ACL 18-90
ACL 18-91
ACL 18-92
6/1/2019
SCR
Test
Release 19.05
SCR
(eICT)
Design
Release 19.07
SCR
Threshold Language NOAs/Forms
Release 19.09
SCR
SCR
SCR
CDSS published ACLs 18-90, 18-91, and on July 31, 2018.
On August 13, 2018, CDSS kicked off the Reversing SSI Cash-Out Automation meetings. This group includes CDSS, CWDA, SAWS and the counties. The purpose of these meetings are to discuss questions related to the policy, implementation strategy, and automation timeline. These meetings are held bi-weekly through October at the CalACES North location.
CalACES Update:
System changes for this effort will include:
Update eligibility rules to determine SSI individuals eligible to CalFresh if they meet CalFresh eligibility requirements
Add eligibility rules to determine the Supplemental Nutrition Benefit (SNB) and the Transitional Nutrition Benefit (TNB)
Add the appropriate Notices of Action
The Project met with the CW/CF Committee several times to review and discuss the SCR design before giving final SCR approval on 11/30/2018.
eICT Updates and the NOAs associated to ICTs are scheduled for implementation in July 2019.
MEDS TNB aid code OH is currently in testing.
The EBT benefit types for SNB and TNB was tested and completed.
-Continued on next slide-

45. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
CalFresh Ending Cash Out for SSI/SSP Recipients Policy
ACL 18-90
ACL 18-91
ACL 18-92
6/1/2019
SCR
Test
Release 19.05
SCR
(eICT)
Design
Release 19.07
SCR
Threshold Language NOAs/Forms
Release 19.09
SCR
SCR
SCR
CalACES Outreach:
On 4/15/19 the draft job aids for CIV and LRS will be distributed via CIT
On 4/17/19 & 4/18/19 at CalACES North and South, the Project will provide an onsite demonstration of the new functionality. Attendees will also have access to a demonstration environment which will allow them the opportunity to click the system to explore the changes associated to SCRs CA /CIV

46. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
CalFresh Able-Bodied Adults without Dependents (ABAWDs)
ACIN I-11-16
ACIN I-88-16
ACL 18-08
ABAWD Handbook
1/1/2017 Fixed Clock
8/31/2019
Waiver Expires
SCR 7215
Phase II
Design
Release
19.09
SCR 57971
Release 19.09
ABAWD implementation began in September 2018 for San Francisco, San Mateo, and Santa Clara. The remaining counties are on waiver until 8/31/ In September, CDSS submitted another ABAWD waiver request to FNS for the time period 9/1/2018-8/31/2019. If the waiver is approved, three additional counties (Alameda, Contra Costa, and Marin) will be required to implement the ABAWD policy effective September 2019.
The ABAWD Handbook was published on 1/26/2018.  The ABAWD handbook is a living document and the DRAFT version 2.0 was sent to stakeholders for review on 1/25/2019.
The critical items on which the State needs to provide direction are: Exemptions including geographically waived areas, and the MEDS interface changes.
CalACES Update:
The project has resumed working on the ABAWD design. The design period is Jan-April. A design kick off meeting with the CW/CF committee was held on 1/14/2019 and bi-weekly design touch point meetings with the committee have been scheduled.
Phase II changes include the following:
Updates to ABAWD exemption logic
Updates to Count persons as ABAWD in a partial month
Provide a manual way for case workers to indicate whether the ABAWD work requirement was met
Add a task and batch EDBC closure for ABAWD that does not meet work requirement and has no other exemption, good cause, etc.
Provide a way to track whether an ABAWD regained eligibility by meeting the work requirement
Add new ABAWD MEDS codes, calendar, and transactions
Updates to Time Limit data collection pages
New NOAs and forms
Update the Stat 47 report

47. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
CalWORKs/
CalFresh implementation of AB 2030
ACL 19-13
1/1/2019
SCR
New
Release TBD
SCR 206090
AB 2030 requires CDSS to include, in any amendments or revisions to the standard initial application and semiannual report form adopted on or after January 1, 2019, questions that enable applicants and recipients to disclose disabilities, any need for accommodations due to disabilities, and any experiences of domestic violence/abuse.
Additionally, AB 2030 requires any single state automated welfare system to include a notification to the caseworker that an applicant or recipient has disclosed a disability or experience of domestic violence, or has indicated a need for an accommodation due to disability. This notification must be immediately visible to the caseworker upon opening the applicant’s or recipient’s file in the system. This will be addressed in CalSAWS.
CDSS Update – 4/2/19:
The direction for the consolidated application becoming two separate forms (SAWS 1 and SAWS 2) has changed. The new direction is to use a single streamlined application, SAWS 2 PLUS. The updated version of the SAWS 2 PLUS will include the requirements and questions mandated by AB When the SAWS 2 PLUS changes are complete CDSS will send the updated form and ACL to stakeholders for review and comment. The tentative publication is Spring of 2020.
The revised SAR 7 does not have an estimated publication date.  

48. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
Notice of Action Requirements at Annual Renewal or Change in Circumstance
Final ACWDL received on 01/10/2019
ACWDL 19-03
7/1/2019
SCR
Committee Review
Release
19.09
SCR
Release 19.09
In accordance with Federal Regulations, counties are required to send a Notice of Action to MAGI beneficiaries who have no change in their eligibility or level of benefits at annual renewal or when an eligibility determination at change in circumstance results in resetting the annual renewal date.
CalACES Update:
The design team along with consortium staff and QA are working on documenting the design for this SCR.
System changes will include:
Update requirements for Notices of Action (NOAs) for customers who:
Have no change in their Medi-Cal eligibility or level of benefits at annual renewal, or
When an eligibility determination at change of circumstances results in resetting the annual renewal date.
Add specific case information required for each individual to NOAs:
MAGI – HH Size, HH Income, Tax Filing Status, Marital Status, Pregnant (Yes only), Have a Child Responsible For (Yes only), Citizenship/Immigration Status, MAGI Income Limit
Non-MAGI – HH Size, HH Income, Marital Status, Countable Property, Blind or Disabled (Yes or No), Pregnant (Yes only), Have a Child Responsible For (Yes only), Citizenship/Immigration Status
New 10-Day reporting requirement snippet.

49. M&O Application & Policy Update
Item
Policy Effective Date
C-IV Status
LRS Status
Description – CalACES Implementation Effort
Full-Scope Medi-Cal Expansion for Young Adults
TBD
SCR
Analysis
Release TBD
SCR
Building upon SB 75 the Governors budget proposes to expand full-scope Medi-Cal coverage to eligible young adults aged 19 through 25 regardless of immigration status, starting no sooner than July 1, However, DHCS proposed a January 1, 2020 effective date.
CalHEERS eHIT changes for this policy are scheduled for implementation on September 23, 2019 (19.9 release).
Pre-JAD was held on March 6, JADs are currently not scheduled.
DHCS is setting up a workgroup to discuss the implementation of this policy. The workgroup will include SAWS and Counties participants and will start sometime in April.
CalACES Updates:
Notice of action changes
Aid code rule changes to account of the increase age limit
Updates to existing batch changes

50. Public Comment

51. Adjourn Meeting