Entering APD’s into CEC
Template
Riverside County
B. Cox
December 10, 2013
Presentation Agenda

Developmental APD’s

Types of Advance Planning Document’s (APD)

APD Input Screens

County Expense Claim (CEC) APD Reports

M & O APD’s

Other EDP Screens
What are APD’s used for?

An APD is a written plan of action that a
county uses to request prior State and
Federal written approval in the planning
and acquisition of electronic data
processing (EDP) equipment and services
related to welfare programs

Purchase of Goods/Services

Internal Programming Time

M&O Costs
Difference Between Developmental
& M&O APD’s

To determine the difference between a
Developmental & M&O APD, please refer
to the following:




Division 28
ACIN I-86-10 Annual EDP Generic M&O Plan
Other State EDP Letters or Materials
Specific questions should be directed to:


OSI
CDSS
Types of APD’s for Developmental
or M&O Projects

SAWS (Non-Sacwis)




Benefit any welfare program except CWS/CMS.
All costs entered for APD’s benefiting multiple functions
or programs will be allocated to programs within the
CEC Template.
Salary/benefit costs for APD’s benefiting a single
program will need to be allocated outside the CEC
Template.
CWS/CMS (Sacwis)


Benefits only CWS/CMS.
All costs for these types of APD’s must be allocated
outside the CEC Template.
EDP Main Menu
For Developmental APD’s, which input
screen do I use and why does it matter?

“SMD” Menu Option




“MP” or “DD” Menu Options



Single & Multi-function APD’s
The CEC Template will draw down salary/benefits based on IT
time study ratios developed within the CEC for APD’s
submitted for internal programming.
Costs for the purchase of goods/services, as well as allocated
salaries and benefits, will then be allocated to the program
within the CEC Template based on casework time study ratios
Single Program APD’s
Salary/benefits related to reported time must be computed
outside the CEC Template.
CWS/CMS APD’s

Input into various menu options.
Single & Multi-function APD’s

Developmental Projects that benefit a single
function, multiple functions, all functions, or
multiple programs.

Examples of these APD’s include the following:



APD 33-07-5191 (“TS02 Time Study Summary Reports”)
benefits all welfare functions, therefore, is considered
generic.
APD 33-05-4293 (“IHSS Time Sheet Scanning Project”)
specifically benefits PC 103 and PC 104.
These APD’s are input into “SMD” menu option of
the EDP section.
SMD Input Screen (Example #1)
SMD Input Screen (Example #1 Continued)
M & O Category
010 Social Services
020 CalWORKs
030 Other Public Welfare
040 Child Care
060 Generic
Total of All APD Time Study Hours
GRAND TOTAL
Quarterly Time
Study Hours
174.10
1,829.10
499.60
133.70
31,188.10
348.20
34,172.80
Total CWD Personal Services (Salaries & Benefits)
Quarterly Time
CWD Personal
Study Hours
Services Allocation
Ratio
0.005095
0.053525
0.014620
0.003912
0.912659
0.010189
1.000000
$
$
$
$
$
$
$
11,810
124,077
33,890
9,070
2,115,653
23,620
2,294,501
$
2,318,121
SMD Input Screen (Example #1 Continued)
APD
33085558000
33085604000
33085743000
33085846000
33075191000
GRAND TOTAL
Quarterly Time
Study Hours
32.00
118.70
3.00
96.00
98.50
348.20
Quarterly Time
Study Hours
Ratio
0.091901
0.340896
0.008616
0.275704
0.282883
1.000000
Total CWD Personal Services (Allocated to APD's)
CWD Personal
Services Allocation
$
$
$
$
$
$
2,171
8,052
204
6,512
6,682
23,620
$
23,620
SMD Input Screen (Example #2)
SMD Input Screen (Additional Info)
This section
totals all time
study hours
and OP / POS
costs entered
for all APD’s.
Single Program APD’s

Projects that benefit a single program.

An example of this type of APD is the following:


33-09-5887 (“Medi-Cal PII Security”) benefits only PC
215.
Two menu options for inputting Single Program
APD’s:


“MP” Multiple Dev. Projects / Single Prg Code
“DD” Development Direct to Program
“MP” Multiple Dev. Projects / Single
Program Code

This input section is usually only utilized when
claiming multiple developmental APD’s that
benefit the same single program.

Salary/benefits related to reported time must be
computed outside the CEC Template.
“MP” Input Screen (Example #1)
“DD” Development Direct to Program

This input section is utilized when claiming
developmental APD’s that benefit a single
program.

This screen can not be used if claiming multiple
APD’s within the quarter that benefit the same
single program.

Salary/benefits related to reported time must be
computed outside the CEC Template.
DD Input Screen (Example #1)
CWS/CMS Developmental APD’s

All costs for CWS/CMS developmental APD’s must
be allocated outside the CEC Template.

Counties must allocate costs based on the ratios
developed by using their most recent four quarter
time studies.

Time study hours and/or project costs are
entered into multiple input screens within the
EDP menu.
CWS/CMS Cost Allocation Spreadsheet
APD Amount:
Prog Code *(1)
APD Number:
33-08-981-00-00
SACWIS (CWS/CMS)
Program Description
135
SSI-SSP/OHC
144
CWS Health Related
150
EPSDT
165
SB 163 Wraparound Services
168
FPP-Health Related (C 6/00)
175
FPP-Services/NonFederal (C 6/00)
182
ILP-Case Management (C 6/00)
184
ILP-Services (C 6/00)
513
EA-ER
536
SACWIS
544
CWS MPI (AB 908) (C 6/00)
556
CWS-MPS (AB 908)
588
STOP - Assessment/Case Plan
Prog Code
Funding
Funding
Ratios
Source Share Source Share Title IV-E Federal
Prescribed/Oth of SACWIS
of SACWIS
Costs (%)
er
Costs (%)
Costs (%)
Cost of SACWIS:
0.01%
6.43%
0.00%
0.03%
0.00%
0.04%
0.30%
0.53%
15.26%
77.28%
0.00%
0.00%
0.12%
0.01%
6.43%
0.00%
0.03%
0.00%
0.04%
0.30%
0.53%
15.26%
77.28%
0.00%
0.00%
0.12%
0.01%
5.59%
0.00%
0.03%
0.00%
0.03%
0.26%
0.46%
13.26%
67.16%
0.00%
0.00%
0.10%
100.00%
100.00%
86.9%
Title IV-E Federal
Costs ($)
0%
0%
0%
0%
0%
0%
0%
0%
0%
50%
0%
0%
0%
Other Federal
Share of Costs ($)
9,428.72
-
$
784.51
73.20
129.33
3,165.11
-
9,428.72
$
Other Federal
State & County
State/ County
Total SACWIS
Total SACWIS
Share of
Share of Costs
Share of Costs ($)
(CWS/CMS) Costs
and Non-SACWIS
Costs (%)
(%)
Costs ($)
0%
50%
50%
0%
50%
0%
100%
100%
85%
0%
50%
50%
0%
4,152.15
2.44
784.51
7.32
9.76
558.55
9,428.72
29.28
100.00%
50.00%
50.00%
100.00%
50.00%
100.00%
0.00%
0.00%
15.00%
50.00%
50.00%
50.00%
100.00%
$ 10,820.58
2.44
1,569.01
7.32
9.76
73.20
129.33
3,723.66
18,857.44
29.28
$ 24,401.45
Non-SACWS (Non-CWS/CMS)
Prog Code *(1)
007
117
143
145
147
148
177
359
504
577
675
Program Description
Funding
Funding
Prog Code
Source Share Source Share
Ratios
Title IV-E Federal
of Non
of Non
Prescribed/Oth
Costs (%)
SACWIS
SACWIS
er
Costs (%)
Costs (%)
Relative/Non-Relative Home Approvals
Adoptions-Case Management (C 6/00)
CWS Elig Determination
CWS-Training (C 6/00)
CWS - ER
CWS Case Management
FPP-Case Mgt Preventive Svcs (C 6/00)
CWS/Live Scan/Background Checks
AB 2129 Foster Parent Training
Mo Visits/Group Homes/CWD
PSSF-Adoption Promotion & Support
Cost of Non-SACWIS:
Total Cost of APD:
5.86%
3.81%
1.36%
10.78%
27.14%
49.16%
0.00%
0.00%
0.14%
1.55%
0.20%
100.00%
200.00%
5.86%
3.81%
1.36%
10.78%
27.14%
49.16%
0.00%
0.00%
0.14%
1.55%
0.20%
100.00%
200.00%
0.77%
0.50%
0.18%
1.41%
3.56%
6.44%
0.00%
0.00%
0.02%
0.20%
0.03%
13.1%
Title IV-E Federal
Costs ($)
50%
50%
50%
75%
50%
50%
50%
50%
0%
50%
0%
87.40
59.32
24.94
241.08
404.83
733.15
0.03
0.06
23.09
-
$
$
1,573.88
11,002.60
Title IV-E Discount
(%)
Other Federal
Share of Costs ($)
18.91%
15.44%
18.91%
18.91%
18.91%
18.91%
18.91%
18.91%
18.91%
7.29
$
$
7.29
4,159.44
Other Federal
State & County
State/ County
Total Non-SACWIS
Share of
Share of Costs
Share of Costs ($)
Costs
Costs (%)
(%)
0%
0%
0%
0%
0%
0%
0%
0%
75%
0%
100%
128.16
80.98
24.94
155.32
593.63
1,075.07
0.04
0.08
5.22
33.86
-
$ 2,097.30
$ 12,917.87
50%
50%
50%
25%
50%
50%
50%
50%
25%
50%
0%
215.56
140.30
49.88
396.39
998.46
1,808.22
0.06
0.14
5.22
56.95
7.29
$ 3,678.47
$ 28,079.92
$28,079.92
Claiming CWS/CMS Developmental
APD’s

The majority of the CWS/CMS APD costs can be
entered by program into the “DD” (Development
Direct to Program) input screen.

Enter all necessary APD information for each
benefiting program code available within the
“DD” input screen.

Exceptions include: PC 145, PC 536, and a few
others.
CWS/CMS Developmental APD
Input Example
Claiming CWS/CMS Developmental
APD’s Exceptions

Program Code 145


Enter time study hours and/or project costs in
the “SMD” (Single & Multi Function
Development SAWS/Non-SACWIS M&O) input
screen within the EDP menu.
Program Code 536

Enter time study hours and/or project costs in
the “DtP” (M&O Direct to Program) input
screen within the EDP menu.
CEC APD Reports
CEC APD Reports
CEC APD Reports
CEC APD Reports
M & O APD’s
M & O APD’s

All M&O APD’s are input to the following
(related to SACWIS & CWS/CMS):



“M&O” Screen – Function Level Costs
“DtP” Screen – Program Level Costs
M&O APD Numbers are not entered in the
CEC Template.

Tracking numbers are provided for county use
only.
Other EDP Screens
What is the purpose of the M&O
Function Allocation Screen?

The purpose of the screen is to identify
the benefiting programs for M&O function
costs only.

Benefiting Programs can be identified as
follows:


Benefiting all programs within the function.
Benefiting specific programs within the
functions.
M&O Function Allocation Screen
(Benefitting All Programs)

To ensure all programs within the
functions are allocated costs, click the box
to the right of “Benefitting All Programs in
Function”
M&O Function Allocation Screen
(Benefitting Specific Programs)

To ensure only specific programs within the
functions are allocated costs, unclick the box to
the right of “Benefitting All Programs in Function”
and input the benefiting programs codes in the
boxes provided.
Impact of Selecting Specific
Programs

Only total functions costs from the DFA
325.1A will be allocated to the benefiting
program.
Impact of Selecting Specific
Programs
Selecting Specific Programs – No
Impact on Developmental APD’s
Conclusion

Questions / Comments