FY14 Budget and Caseload
Update
Fiscal Committee
October 2, 2013
FY14 August Caseload Review

Income Eligible: The FY14 Spending Plan has been approved and EEC will begin
to implement the process to backfill attrition. The objective is to offer services
using vouchers for approximately 3200 children. The allocation to each CCRR
has been proportionally distributed by region in relation to the number of children
on the waitlist by region. It is expected that each CCRR will manage and seek to
fill continuously its allotted vouchers throughout the fiscal year beginning
October 1, 2013. CCRRs are required to track and report all placements in each
week.
The following assumptions have been built into the forecast:
 The forecast will continue to include the potential transfer for the projected
$2.4M DTA deficiency.
 Open access to roughly 900 children in October for the Income Eligible
account (3000-4060) and 2300 children for the Waitlist Remediation account
(3000-4070).
 Backfill attrition related to the 3200 children and the 625 sibling and military
vouchers made available in FY2013.
 $700,000 from the Waitlist Remediation account will be used for additional
administrative costs incurred by the CCRRs.
The voucher allotment and distribution of the $700k by CCRR is located on
page 9 of presentation.
2
FY14 August Caseload Review
3

DTA-Related Caseload: The FY14 Spending Plan was prepared prior to the
receipt of actual FY14 spending reports; we projected at the time a deficiency in
DTA of $2.4M. Last month we reported that preliminary numbers from July
suggested that the deficiency had grown to $4.5M. After two months of actuals
the DTA forecasted deficit of $2.4M has realigned with the deficiency projected in
the FY14 Spending Plan. The forecast is based on FY13 caseload trends.
Throughout the year the forecast may fluctuate. DTA caseload is related to
families receiving other TANF funding.

Supportive Caseload: Children receiving services through the Supportive
caseload account are facilitated by a direct service contract with providers.
With only two months of actuals, EEC continues to forecast to the appropriation.
We recently lifted local expansion limits so that more children can be served in
areas where there is the capacity and the need. If the increased expansion slots
do not meet the service need EEC will look to other avenues to ensure families in
need will be served.
FY14 Caseload Overview Summary
As of August 2013
FY14
Caseload
Spending August
Income
Eligible
Contract/Flex
Voucher
Grants
FY14 Budget
$ 127,752,807
$
86,068,659
$
9,019,276
$ 222,840,742
$ 122,249,794
$
86,578,848
$
9,019,276
$ 217,847,918
$
$
$
$
$ 128,063,499
$ 130,468,528
$ (2,405,029)
$
76,323,780
$
67,665
$
600,000
$ 76,991,445
Total $ 427,895,686
$
76,325,377
$
65,115
$
600,000
$ 76,990,492
$ 425,306,938
$
(1,597)
$
2,550
$
$
953
$ 2,588,748
DTA
Voucher
Supportive
Contract/Flex
Voucher
Grants
4
Variance
Forecast vs.
Budget
YTD Actuals/
Forecast
5,503,013
(510,189)
4,992,824
FY 2013 Income Eligible
(3000-4060)
Income Eligible SFY14 Forecast as of August Actuals
M o nt h
P rio r M o nt h
C a s e lo a d
F o re c a s t
C urre nt
M o nt h
C a s e lo a d
F o re c a s t ***
V a ria nc e
Jun-12
32,173
32,173
N/A
Jun-13
30,749
30,749
N/A
Jul-13
29,862
30,480
(10)
$
19,010,720
$
18,555,309
$
455,410
Aug-13
30,185
30,494
192
$
18,254,516
$
17,160,058
$
1,549,868
Se p-13
29,077
29,411
(339)
$
16,166,863
$
16,273,583
$
1,443,148
Oct-13
29,417
29,705
(596)
$
18,314,593
$
18,380,621
$
1,377,121
Nov-13
29,293
29,602
(574)
$
16,694,348
$
16,731,391
$
1,340,078
De c-13
29,284
29,569
(409)
$
17,478,747
$
17,548,108
$
1,270,717
Jan-14
29,592
29,908
25
$
18,279,278
$
18,319,170
$
1,230,825
Fe b-14
29,602
29,882
(23)
$
16,101,087
$
16,076,558
$
1,255,354
M ar-14
29,524
29,806
33
$
16,769,609
$
16,829,886
$
1,195,077
Apr-14
29,881
30,163
74
$
17,545,754
$
17,597,774
$
1,143,057
M ay-14
29,914
30,195
74
$
17,550,086
$
17,510,449
$
1,182,695
Jun-14
30,064
30,314
74
$
17,070,966
$
17,845,735
$
407,925
GRANTS
$
9,019,276
$
9,019,276
TOTAL
$
218,255,843
$
217,847,918
P rio r M o nt h
F o re c a s t
P ro je c t io n
2 0 14
A c t ua l**/ F o re c a s t
E xpe ndit ure s
FY14 Appropriation
222,840,742
Surplus /De ficie ncy
4,992,824
M th to M th
F o re c a s t
C ha nge
- B l ue : FY 14 A ct ual / F o r ecast E xp end i t ur es
* A ct ual caseload count is t he count of services rendered f or t he report ing mont h and is as of t he dat e t he f orecast was prepared.
- Please not e a child could receive mult iple services.
- Caseload dat a is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
** A ct ual dollars represent expendit ures billed and paid as of t he dat e t he f orecast was prepared and may include lat e billing.
- Expendit ures is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
- A ddit ional savings may be realised by parent f ees.
5
FY 2013 Waitlist Remediation
(3000-4070)
SFY14 Forecast Waitlist Remediation
M o nt h
P rio r M o nt h
C a s e lo a d
F o re c a s t
C urre nt
M o nt h
C a s e lo a d
F o re c a s t ***
V a ria nc e
Jul-13
N/A
N/A
N/A
Aug-13
N/A
N/A
N/A
Se p-13
N/A
N/A
N/A
Oct-13
2,367
2,367
0
$
1,725,990
$
1,725,990
$
-
Nov-13
2,367
2,367
0
$
1,572,540
$
1,572,540
$
-
De c-13
2,367
2,367
0
$
1,641,195
$
1,641,195
$
-
Jan-14
2,367
2,367
0
$
1,733,406
$
1,733,406
$
-
Fe b-14
2,367
2,367
0
$
1,521,232
$
1,521,232
$
-
M ar-14
2,367
2,367
0
$
1,597,021
$
1,597,021
$
-
Apr-14
2,367
2,367
0
$
1,558,175
$
1,558,175
$
-
M ay-14
2,367
2,367
0
$
1,518,668
$
1,518,668
$
-
Jun-14
2,367
2,367
0
$
1,431,219
$
1,431,219
$
-
$
700,000
$
700,000
$
14,999,446
$
14,999,446
CCCRR Adm in.
TOTAL
P rio r M o nt h
F o re c a s t
P ro je c t io n
2 0 14
A c t ua l**/ F o re c a s t
E xpe ndit ure s
FY14 Appropriation
15,000,000
Surplus /De ficie ncy
554
M th to M th
F o re c a s t
C ha nge
- B l ue : FY 14 A ct ual / F o r ecast E xp end i t ur es
* A ct ual caseload count is t he count of services rendered f or t he report ing mont h and is as of t he dat e t he f orecast was prepared.
- Please not e a child could receive mult iple services.
- Caseload dat a is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
** A ct ual dollars represent expendit ures billed and paid as of t he dat e t he f orecast was prepared and may include lat e billing.
- Expendit ures is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
- A ddit ional savings may be realised by parent f ees.
6
FY 2014 DTA
(3000-4050)
DTA SFY14 Forecast as of August Actuals
M o nt h
P rio r M o nt h
C a s e lo a d
F o re c a s t
C urre nt
M o nt h
C a s e lo a d
F o re c a s t ***
V a ria nc e
Jun-12
16,913
16,913
N/A
Jun-13
16,422
16,422
N/A
Jul-13
15,922
16,227
305
$
11,211,788
$
11,376,108
$
(297,531)
Aug-13
16,327
16,268
(59)
$
11,386,916
$
10,593,842
$
(491,005)
Sep-13
16,170
16,044
(126)
$
10,404,521
$
10,232,660
$
Oct-13
16,662
16,535
(127)
$
10,756,059
$
10,451,118
$
(549,832)
Nov-13
16,796
16,659
(137)
$
11,337,980
$
11,332,804
$
(937,450)
Dec-13
16,622
16,471
(151)
$
11,291,525
$
11,113,173
$
(1,331,258)
P rio r M o nt h
F o re c a s t
P ro je c t io n
2 0 14
A c t ua l**/ F o re c a s t
E xpe ndit ure s
43,175
Jan-14
16,712
16,648
(63)
$
10,774,606
$
10,614,789
$
(1,522,677)
Feb-14
16,665
16,539
(127)
$
10,851,841
$
10,583,946
$
(1,492,789)
Mar-14
16,883
16,731
(152)
$
11,357,943
$
11,250,500
$
(1,806,770)
Apr-14
17,106
17,026
(80)
$
10,935,148
$
10,802,649
$
(2,115,569)
May-14
16,991
16,881
(110)
$
11,826,664
$
11,561,150
$
(2,169,902)
Jun-14
16,173
16,082
(91)
$
10,431,147
$
10,555,789
$
(2,563,527)
TOTAL
$
132,566,140
$
130,468,528
FY14 Appropriation
$
128,063,499
Surplus/Deficiency
$
(2,405,029)
- B l ue : FY14 A ct ual / F o r ecast Exp end i t ur es
* Act ual caseload count is t he count of services rendered f or t he report ing mont h and is as of t he dat e t he f orecast was prepared.
- Please not e a child could receive mult iple services.
- Caseload dat a is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
** Act ual dollars represent expendit ures billed and paid as of t he dat e t he f orecast was prepared and may include lat e billing.
- Expendit ures is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
7
M th to M th
F o re c a s t C ha nge
FY 2013 Supportive
(3000-3050)
Supportive SFY14 Forecast as of August Actuals
M o nt h
P rio r
M o nt h
C a s e lo a d
F o re c a s t
C urre nt
M o nt h
C a s e lo a d
F o re c a s t ***
V a ria nc e
P rio r M o nt h
F o re c a s t
P ro je c t io n
2 0 14
A c t ua l**/ F o re c a s t
E xpe ndit ure s
M th to M th
F o re c a s t
C ha nge
Jun-12
5,979
5,979
N/A
Jun-13
5,651
5,651
N/A
Jul-13
5,605
5,777
172
$
6,763,066
$
6,308,364
$
454,702
Aug-13
5,604
5,793
189
$
6,486,889
$
6,176,418
$
765,173
Sep-13
5,942
6,019
77
$
5,911,445
$
5,952,045
$
724,573
Oct-13
5,762
5,850
88
$
6,376,317
$
6,459,243
$
641,647
Nov-13
6,077
6,120
43
$
6,219,884
$
6,308,714
$
552,817
Dec-13
6,017
5,875
(142)
$
6,499,438
$
6,422,154
$
630,101
Jan-14
6,034
6,169
135
$
6,750,637
$
6,962,076
$
418,662
Feb-14
6,049
5,935
(114)
$
5,928,003
$
5,864,403
$
482,262
Mar-14
6,044
6,228
184
$
6,259,448
$
6,502,507
$
239,203
Apr-14
5,984
5,934
(50)
$
6,460,894
$
6,443,346
$
256,751
May-14
6,006
6,253
247
$
6,428,953
$
6,721,137
$
(35,433)
Jun-14
6,109
6,057
(52)
$
6,306,471
$
6,270,085
$
GRANTS
$
600,000
$
600,000
$ 76,991,445
$
76,990,492
FY14 Appropriation
$
76,991,445
Surplus/Deficiency
$
953
TOTAL
- B l ue : FY14 A ct ual / F o r ecast Exp end i t ur es
* Act ual caseload count is t he count of services rendered f or t he report ing mont h and is as of t he dat e t he f orecast was prepared.
- Please not e a child could receive mult iple services.
8
- Caseload dat a is updat ed each report ing mont h f or prior period adjust ment s and lat e billing.
953
FY14 Waitlist Remediation
Waitlist Remediation
CCRR City
Springfield
Boston
Fitchburg
Quincy
Lawrence
New Bedford
Hyannis
CCRR
3000-4070 3000-4060 Grand Total
New England Farm Workers Council
336
123
459
Action for Boston Community Development, Inc./ABCD
517
188
705
Children's Aid & Family Service, Inc.
319
117
436
Quincy Community Action Programs, Inc./QCAP
131
48
179
Community Day Care Center of Lawrence, Inc.
691
253
944
People Acting in Community Endeavors, Inc./PACE
275
101
376
Community Action Committee of Cape cod & Islands, Inc.
98
36
134
Grand Total
2,367
866
3,233
* Allocation based on children on waitlist for (all priorties) and the communites in which the families reside and the CCRRs serve.
CCRR City
Springfield
Boston
Fitchburg
Quincy
Lawrence
New Bedford
Hyannis
CCRR
Alllocation
New England Farm Workers Council
$ 100,000
Action for Boston Community Development, Inc./ABCD$ 175,000
Children's Aid & Family Service, Inc.
$ 100,000
Quincy Community Action Programs, Inc./QCAP
$ 50,000
Community Day Care Center of Lawrence, Inc.
$ 125,000
People Acting in Community Endeavors, Inc./PACE $ 100,000
Community Action Committee of Cape cod & Islands, $Inc.50,000
Grand Total
$ 700,000
Allocation Basis:
* Based on baseline for staff $50K annual
** National on average casleoad staff capacity 450
*** Reviewed data provided by each CCRR for caseload capacity
9
Staff
2.00
3.50
2.00
1.00
2.50
2.00
1.00
14.00
FY13/14 Caseload By Account
10
IE
July
FY2013
31,358
31,522
FY2014
30,480
30,494
DTA
July
FY2013
16,301
16,382
FY2014
16,227
16,268
SUPP
July
August
August
August
FY2013
5,959
5,904
FY2014
5,777
5,793
September October
30,609
29,883
September October
16,348
16,825
November December
29,853
29,865
November December
16,987
16,844
January
30,029
January
16,746
February
30,111
February
16,831
April
May
June
30,135
30,346
30,428
30,749
March
April
May
June
17,099
17,177
17,138
16,422
Average
30,407
Average
16,758
16,247
September October
5,752
5,591
November December
5,537
5,552
January
5,658
February
5,707
March
5,674
April
5,634
May
5,592
June
5,651
Average
5,684
5,785
Total
July
FY2013
53,618
53,808
52,709
52,299
52,377
52,261
52,433
52,649
FY2014
52,484
52,555
-
-
-
-
-
-
August
March
September October
November December
January
February
March
April
May
June
Average
52,908
53,157
53,158
52,822
52,850
-
-
-
-
8,753
FY13/14 IE Contract Slots - Regular and Flex
Report Date
9/26/2013
8/31/2013
7/31/2013
5/27/2013
4/29/2013
3/28/2013
2/28/2013
1/31/2013
1/1/2013
11/28/2012
10/30/2012
9/28/2012
Regular Filled
Regular Open Flex Filled Flex Open Flex - Over 5% Flex - Under 5%
12,438.0
12,190.0
13,052.0
13,395.0
13,567.0
13,587.0
13,195.5
13,123.0
12,783.5
12,881.5
12,751.5
12,434.0
2,361.0
2,610.0
1,748.0
1,404.0
1,267.0
1,256.0
1,292.5
1,365.0
1,706.5
1,608.5
1,738.5
2,057.0
Data Report created on September 26, 2013
Data Report created on September 26, 2013
Total Awarded Slots is 14,799 and Allowable Flex Slots is 851.
320 of the 355 additional contract slots awarded have been filled.
25 Vendors representing 28 contracts are Over 5% Flex
**No. of children filling slots may be greater than slots awarded.
Total awarded slots for Homeless is 693 and Teen 519.
- Homeless: filled 557, open 136
- Teen: filled 340.5, open 178.5
11
171.0
106.0
145.0
201.5
209.5
210.0
213.5
428.0
400.0
426.5
427.0
427.0
680.5
745.0
706.5
649.5
647.5
647.0
643.5
429.0
457.0
421.5
430.5
430.5
(71.5)
(41.5)
(71.5)
(96.5)
(100.0)
(99.5)
(98.5)
(289.0)
(273.0)
(289.0)
(303.5)
(309.0)
752.0
786.5
778.0
746.0
747.5
746.5
742.0
718.0
730.0
719.5
725.0
739.5
Archived and Reactivated Children on Waitlist
21
29
11
18
175
239
112
165
50
93
1,109
1,496
400
49
800
60
Archived Families System
37
1,200
1,194
Archived Children System
64
1,600
1,619
Number of Archived and
Reactivated Children on Waitlist
(October 2012 thru September 2013)
-
Archived Children User
Archived Families User
9/1/2013-9/27/2013
8/1/2013-8/31/2013
7/29/2013-7/31/2013
(excludes 7/25/13)
Reactivated Children
Reactivated Families
Archived Month
9/1/2013-9/27/2013
8/1/2013-8/31/2013
7/29/2013-7/31/2013 (excludes 7/25/13)
Total
12
Archived Children Archived Families Archived Children Archived Families
Reactivated Children Reactivated Families
System
System
User
User
1,619
64
1,194
37
60
49
1,496
1,109
93
50
165
112
239
175
18
11
29
21
3,354
1,348
1,305
98
254
182
Data Report created on September 27, 2013
** Note: User is defined as EEC, CCR&R or Contract Provider
July excludes 7/25/2013; significant auto-archiving occurred, archived children system: 12,789 and archived
children user: 9896
Caseload Waitlist 10/2012 - 9/2013
Priority
Child of Foster Care
Child of Homeless family
Child of Military Personnel
Child of Teen Parent
Child with Special Needs
Continuity of Care: Prior Year Summer Only
Continuity of Care: Aging Out
Continuity of Care: Approved Break in Service
Continuity of Care: ARRA
Continuity of Care: Geographic Relocation
Continuity of Care: Homeless Contract
Continuity of Care: Supportive Referral
Continuity of Care: Teen Parent Contract
General Priority
Grandparent/Guardian Families
No Priority - Other Family Member
Parent with Special Needs
Sibling: Contract
Sibling: Voucher
Summer only care
N/A
Grand Total
10/31/12 11/30/12 12/31/12 01/31/13 02/28/13 3/28/13 4/30/13 5/28/13 6/30/13 7/31/2013 8/30/13 9/26/13
Total
Total
Total
Total
Total
Total
Total
Total
Total
Total
Total
Total
269
276
282
288
290
285
289
299
305
169
180
194
482
520
536
558
566
576
591
609
641
454
458
487
95
101
105
116
116
123
117
90
91
68
44
43
461
477
481
489
513
507
523
525
556
365
389
423
2,056
2,117
2,198
2,234
2,291
2,355
2,442
2,524
2,615
1,776
1,893
1,922
123
120
135
149
161
164
167
173
177
139
151
163
404
409
411
402
398
399
404
414
416
205
248
274
450
442
451
470
473
482
490
523
585
484
493
530
148
146
149
148
146
141
142
143
141
51
54
60
171
182
186
198
201
207
221
222
224
145
154
161
20
25
27
29
32
31
30
37
35
29
30
29
255
269
279
288
296
308
324
352
371
256
265
284
32
32
32
28
27
28
28
29
30
16
18
22
38,268
39,470
40,431
41,722
42,588
43,315
44,861
45,970
47,737
32,881
34,266
35,725
561
541
547
565
566
576
584
609
632
349
344
350
538
282
295
314
327
338
363
393
422
357
381
411
268
805
806
805
807
807
823
840
837
436
424
426
795
654
672
714
729
771
788
804
850
737
753
792
630
788
804
833
845
870
815
792
797
544
566
542
745
899
893
919
923
958
1,024
1,074
1,233
853
856
863
888
556
541
523
518
509
501
500
495
4
6
16
46,771
48,555
49,720
51,269
52,295
53,241
55,026
Data Report created on September 26, 2013
** Excludes Unborn children, Children 13 or older, “0” zip codes and towns out of state
.
13
56,422
58,695
40,318
41,973
43,717