SAWS Consortium IV JPA Meeting Minutes
September 24, 2015
Location:
C-IV Project – Sutter Room
11290 Pyrites Way, Suite 150
Rancho Cordova, CA 95670
Members present via teleconference:
Region 1 - Susan von Zabern, Riverside County DPSS Director
Region 2 – Linda Haugan, San Bernardino County HSA Assistant Executive Officer
Region 3 – Dena Murphy, Kern County DHS Director
Region 4 – Kathy Harwell, Stanislaus County Community Services Agency Director and
Chairperson
Region 6 – Bryan Lowery, Mendocino County Health and Human Services Agency Assistant
Director
Region 7 – Cathi Grams, Butte County Director and Public Guardian/Public Administrator
Facilitator:
Tom Hartman, C-IV Project Director
Additional Attendees:
Karen Rapponotti, Raychelle Menefee, Dan Dean, Jenny Rutheiser, Rosalie Ngo, Dan Kohn, Kim
Lamb, Martha Zepeda, Michele Peterson, Jennifer Hobbs, June Hutchison, Farzad Ghazizadeh,
Scot Bailey, Larry Risser, Danielle Benoit, Liz Grisham and Nichole Nava
Additional Attendees via teleconference:
Peggy Macias, Scott Pettygrove, Mary Ellen Arana, Phebe Chu, Christiana Smith and Lori Johnson
1. Chairperson Kathy Harwell convened the meeting at 10:05 a.m.
2. Public opportunity to speak on any Item NOT on the agenda
a. None.
JPA Board Action Items
3. Approve the Minutes of the August 27, 2015, JPA Regular Board and Update of Action Items
Summary: The Consortium is seeking Board approval of the August 27, 2015 JPA Board Meeting
Minutes. Prior to approval, Tom Hartman will review the status of any outstanding Action Items
from the Minutes.
Action Items from previous meeting
• Action Item 1- as needed
No updates
Motion to Approve was made by Vice Chairperson Cathi Grams.
Motion was seconded by Member Linda Haugan.
All present board members were in favor of the motion.
Motion passed unanimously.
4. Approve Accenture Change Order CO-081 – ARC, Revision 1
Summary: As regulated by Senate Bill 855, the California Department of Social Services must
implement the Approved Relative Caregiver (ARC) funding option program that increases payments
to children placed in foster care with relative caregivers when the children are not eligible for
federal foster care benefits, which are higher than the CalWORKs benefits these children typically
receive. This county-optional program provides funding for participating counties to make per-child,
per-month payments to approved relative caregivers on behalf of eligible children in an amount
equal to the basic foster care rate paid to Aid to Families with Dependent Children-Foster Care
providers.
On April 23, 2015, the JPA Board approved Change Order CO-081 – ARC which included prices and
timelines for Accenture to confirm the requirements and develop the design for the enhancements
that would enable the System to issue the ARC benefit.
This Revision 1 to the Change Order increases the total Change Order charges by $896,751 to
include the charges and timeline for Accenture to develop, test and implement the enhancements
that would enable issuance of the ARC benefit via a manual Eligibility Determination and Benefit
Calculation (EDBC).
Total Change Order Cost:
The following table shows the total Change Order cost, including this Revision 1. All costs associated
with this Change Order are covered through C-IV M&O funding and are already accounted for in the
FY 15/16 C-IV Project Budget approved as of July 23, 2015.
Total Charges
Total Charges
Total Change Order Charges
Services Charges
One-Time Services Charges
Recurring Services Charges
Hardware and Software Charges
Hardware Charges (Purchased)
Hardware Support Charges
Software Charges
Software Support Charges
Production Operations Charges
One-Time Charges
Recurring Charges
Facilities Charges
Total Charges
SFY 2014/15
$
189,056
$
189,056
$
$
$
$
$
$
$
$
$
$
$
189,056
SFY 2015/16
$
1,045,295
$
1,045,295
$
$
$
$
$
$
$
$
$
$
$
1,045,295
(Original
Approved)
(Revision 1)
$
$
$
$
$
$
$
$
$
$
$
$
$
1,234,351
1,234,351
1,234,351
$
$
$
$
$
$
$
$
$
$
$
$
$
337,600
337,600
337,600
$
$
$
$
$
$
$
$
$
$
$
$
$
Motion to Approve was made by Member Susan Von Zabern.
Motion was seconded by Vice Chairperson Cathi Grams.
All present board members were in favor of the motion.
Motion passed unanimously.
5. Approve Accenture Change Order CO-084 – SB 1341 – pending funding approval
Variance
896,751
896,751
896,751
As of 9/17/15, funding for SB 1341 is included in the State budget, however Federal approval is
pending. This Change Order is provided in anticipation of receiving Federal approval in October.
Summary: As regulated by Senate Bill 1341, each of the three California Statewide Automated
Welfare Systems must create, generate and send Notices of Action (NOAs) for the Medi-Cal
program. The implementation of SB 1341 will be a multi-year effort with a two-phase approach.
Phase I includes moving the generation of the Modified Adjusted Gross Income (MAGI) Medi-Cal
notice from the California Healthcare Eligibility, Enrollment and Retention System (CalHEERS) to the
SAWS. Phase II will include notice generation functionality to support mixed household notices. This
Change Order includes the charges and timeline for Accenture to design, develop, test and
implement the enhancements that would enable the C-IV System to create and send MAGI Medi-Cal
notices in the English and Spanish languages.
Total Change Order Cost:
The following table shows the total Change Order cost. All costs associated with this Change Order
are covered through premise funding and are already accounted for in the FY 15/16 C-IV Project
Budget approved as of July 23, 2015.
Total Change Order Charges
Services
SFY 2015/16
SFY 2016/17
SFY 2017/18
SFY 2018/19
SFY 2019/20
(6/2019 10/2019)
Change Order
Total
$
2,159,796
$
-
$
-
$
-
$
-
$
2,159,796
One-Time Services Charges
$
1,734,420
$
-
$
-
$
-
$
-
$
1,734,420
Recurring Services Charges (M&O)
$
425,376
$
-
$
-
$
-
$
-
$
425,376
Production Operations
$
-
$
-
$
-
$
-
$
-
$
-
Technical Infrastructure
$
-
$
-
$
-
$
-
$
-
$
-
WAN Administration
$
-
$
-
$
-
$
-
$
-
$
-
Operation Support Charges / Supplies
$
-
$
-
$
-
$
-
$
-
$
-
Central Print
$
-
$
-
$
-
$
-
$
-
$
-
$
49,610
$
-
$
-
$
-
$
-
$
49,610
Facilities
One-Time Facilities Charges
$
-
$
-
$
-
$
-
$
-
$
-
Recurring Facilities Charges
$
49,610
$
-
$
-
$
-
$
-
$
49,610
Hardw are & Softw are
$
74,240
$
-
$
-
$
-
$
-
$
74,240
Hardw are Purchased
$
32,745
$
-
$
-
$
-
$
-
$
32,745
Hardw are Maintenance
$
1,341
$
-
$
-
$
-
$
-
$
1,341
Softw are
$
32,002
$
-
$
-
$
-
$
-
$
32,002
Softw are Maintenance
$
8,152
$
-
$
-
$
-
$
-
$
8,152
$
2,283,646
$
-
$
-
$
-
$
-
$
2,283,646
Total Charges
Motion to Approve was made by Member Susan Von Zabern.
Motion was seconded by Chairperson Kathy Harwell.
All present board members were in favor of the motion.
Motion passed unanimously.
6. Approve Accenture Change Order CO-085 – Side by Side Comparison Support
Summary: As part of the Consortium’s planning activities for the future migration of the C-IV System
to the LEADER Replacement System (LRS), the Consortium will be conducting “Side-by-Side
Comparison” sessions to compare the C-IV System and the LRS. The objective of these sessions is to
identify and document differences between the two systems to assist with the development of
requirements for the future migration. The Side-by-Side Comparison sessions will consist of
facilitated demonstrations of functional scenarios within the C-IV System and the LRS.
This Change Order outlines the charges associated with Services for supporting the Consortium’s
Side-by Side Comparison sessions. Accenture resources will support the execution of the following
tasks:
 Supporting Consortium staff with the facilitation of the weekly Side-by-Side Comparison
sessions, including demonstrations and reviews of key functional areas within the C-IV
System and LRS, and documentation of the comparison results;
 Research key functional areas within the C-IV System and the LRS, including
coordinating the clarification of questions regarding the LRS with Consortium staff and
LRS project staff;
 Resolution of action items that result from the Side-by-Side Comparison sessions.
Total Change Order Cost:
The following table shows the total Change Order cost. All costs associated with this Change Order
are covered through C-IV M&O funding and are already accounted for in the FY 15/16 C-IV Project
Budget approved as of July 23, 2015.
Total Change Order Charges
Services Charges
One-Time Services Charges
Recurring Services Charges
Hardware and Software Charges
Hardware Charges (Purchased)
Hardware Support Charges
Software Charges
Software Support Charges
Production Operations Charges
One-Time Charges
Recurring Charges
Facilities Charges
Total Charges
SFY 2015/16
$
295,822
$
295,822
$
$
$
$
$
$
$
$
$
$
$
295,822
Total
$
$
$
$
$
$
$
$
$
$
$
$
$
Charges
295,822
295,822
295,822
Motion to Approve was made by Vice Chairperson Cathi Grams.
Motion was seconded by Member Linda Haugan.
All present board members were in favor of the motion.
Motion passed unanimously.
7. Approve Accenture Contract Amendment – Eighty-One and Updates to Exhibit A
Summary: The following items are being requested to be amended into the Accenture Agreement
via Contract Amendment No. Eighty-One:

Change Order CO-081 – ARC, Revision 1 increases the Total Contract Value by $896,751 and
includes enhancements that would enable the issuance of ARC benefits via manual EDBC.


Change Order CO-084 – SB 1341 increases the Total Contract Value by $2,283,646 to enable
the C-IV System to create and send MAGI Medi-Cal notices in the English and Spanish
languages.
Change Order CO-085 Side by Side Comparison increases the Total Contract Value by
$295,822 to help support Consortium staff with their execution of tasks related to the Side
by Side Comparison sessions.
Total Cost:
Amendment No. Eighty-One increases the Total Contract Value by: $3,476,219
Motion to Approve was made by Member Susan Von Zabern.
Motion was seconded by member Dena Murphy.
All present board members were in favor of the motion.
Motion passed unanimously.
8. Approve First Data Change Order CO-029 ARC, Revision 1
Summary: As regulated by Senate Bill 855, the California Department of Social Services must
implement the Approved Relative Caregiver (ARC) funding option program that increases payments
to children placed in foster care with relative caregivers when the children are not eligible for
federal foster care benefits, which are higher than the CalWORKs benefits these children typically
receive. This county-optional program provides funding for participating counties to make per-child,
per-month payments to approved relative caregivers on behalf of eligible children in an amount
equal to the basic foster care rate paid to Aid to Families with Dependent Children-Foster Care
providers.
On April 23, 2015, the JPA Board approved Change Order CO-029 – ARC which included prices and
timelines for First Data to perform Quality Assurance (QA) Services associated with confirming the
requirements and developing the design of the system enhancements that would enable the System
to issue the ARC benefit.
This Revision to the Change Order includes the following changes:
 Adding prices and timelines associated with QA services related to development, testing and
implementation of the enhancements to enable issuance of the ARC benefit via a manual
Eligibility Determination and Benefit Calculation (EDBC).
 This Change Order includes an additional 554 hours of Services for the First Data QA Team.
Total Change Order Cost:
The following table shows the total Change Order cost, including this Revision 1. All costs associated
with this Change Order are covered through C-IV M&O funding and are already accounted for in the
FY 15/16 C-IV Project Budget approved as of July 23, 2015.
Motion to Approve was made by Vice Chairperson Cathi Grams.
Motion was seconded by Chairperson Kathy Harwell.
All present board members were in favor of the motion.
Motion passed unanimously.
9. Approve First Data Change Order CO-032 - SB 1341 – pending funding approval
As of 9/17/15, funding for SB 1341 is included in the California State budget, however Federal
approval is pending. This Change Order is provided in anticipation of receiving Federal approval in
October.
Summary: As regulated by Senate Bill1341, each of the three California Statewide Automated
Welfare Systems must create, generate and send Notices of Action (NOAs) for the Medi-Cal
program. The implementation of SB 1341 will be a multi-year effort within a two-phase approach.
Phase I includes moving the generation of the Modified Adjusted Gross Income (MAGI) Medi-Cal
notice from the California Healthcare Eligibility, Enrollment and Retention System (CalHEERS) to the
SAWS. Phase II will include notice generation functionality to support mixed household notices.
This Change Order outlines the staffing requirements, costs, and timeline for First Data to perform
Quality Assurance (QA) Services associated with the design, development, testing and
implementation of enhancements related to Phase I that would enable the C-IV System to create
and send MAGI Medi-Cal notices. This Change Order includes an additional 2,016 hours of Services
for the First Data QA Team.
Total Change Order Cost:
All costs associated with this Change Order are covered through premise funding and are already
accounted for in the FY 15/16 C-IV Project Budget approved as of July 23, 2015.
Combined Total Cost
C-IV QA
Hours
Cost
QA Services D&I Phase I
1,344
$179,704
QA Services M&O Phase I
672
$89,852
Total
2,016
$269,556
C-IV M&O QA
Hourly
Rate
SFY 2014/15
SFY 2015/16
Total Cost
Hours
Cost
Hours
Cost
Hours
Cost
Business
Analyst/ Tester
$133.71
62
$8,290
492
$65,785
554
$74,075
Total
$133.71
62
$8,290
492
$65,785
554
$74,075
Motion to Approve was made by Member Susan Von Zabern.
Motion was seconded by Member Bryan Lowery.
All present board members were in favor of the motion.
Motion passed unanimously.
10. Approve First Data Contract Amendment No. Forty-Two and Updates to Exhibit A
Summary: The following items are being requested to be amended into the First Data Agreement
via Contract Amendment No. Forty-Two:


Change Order CO-029 ARC, Revision 1 increases the Total Change Order Contract Value by
$40,915 and outlines the staffing requirements, costs, and timeline for First Data to perform
Quality Assurance (QA) Services associated with development, testing and implementation of
the enhancements to enable issuance of the ARC benefit via a manual Eligibility Determination
and Benefit Calculation (EDBC).
Change Order CO-032 SB 1341 increases the Total Contract Value by $269,556 and outlines the
staffing requirements, costs, and timeline for First Data to perform Quality Assurance (QA)
Services associated with the design, development, testing and implementation of enhancements
related to Phase I that would enable the C-IV System to create and send MAGI Medi-Cal notices.
Total Cost:
Amendment No. Forty-Two increases the Total Contract Value by: $310,471
Motion to Approve was made by Member Susan Von Zabern.
Motion was seconded by Vice Chairperson Cathi Grams.
All present board members were in favor of the motion.
Motion passed unanimously.
11. Approve RGS Contract Amendment No. 12
Summary: Regional Government Services (RGS) is a Joint Power Authority that provides staffing
services to C-IV. The services to be performed by RGS under this Agreement are amended to include
the addition of the Facilitator for the Strategic Planning Conference.
The Agreement is amended by:
 Replacing Exhibit A: Table 1, Rates for Personnel and Travel Reimbursement Policies, in its
entirety.
 Replacing Exhibit B: Job Descriptions, in its entirety.
Exhibit A: Table 1, Rates for Personnel and Travel Reimbursement Policies was amended to reflect:
 Only the current rates and positions contracted through RGS,
 The additional services of the new Facilitator, effective 10/1/2015 – 11/15/2015, and
 Further clarification of the Travel Rate and Business Travel Reimbursement policies for the C-IV
Project Director.
Exhibit B: Job Descriptions was amended to reflect:
 Removal of the Migration Planning Fiscal Analyst position, and
 Addition of the Facilitator position.
Except as amended, all other terms and conditions of the Agreement remain unchanged. All costs
associated with this Amendment are already accounted for in the FY 15/16 C-IV Project Budget
approved as of July 23, 2015.
Motion to Approve was made by Member Susan Von Zabern.
Motion was seconded by Member Bryan Lowery.
All present board members were in favor of the motion.
Motion passed unanimously.
Informational Items
12. LRS/C-IV Project Update
Summary: Kathy Harwell, Tom Hartman and Karen Rapponotti provided an update regarding recent
activities and discussions of:
LRS/C-IV Executive Leadership Committee
The last LRS/C-IV Executive Leadership Committee meeting was canceled. LA has been very busy
with their LRS roll out and pilot. There are a number of governance issues that are still outstanding.
The C-IV Executive Leadership is meeting with Sheryl Spiller tomorrow for lunch to try and get some
philosophical and directional agreements with LA and see where to go from there. LA has requested
that the October 5th LRS/C-IV Executive Leadership meeting be canceled. There has not been a lot of
time for LA to focus on the outstanding items on their plate due to the other activities in LA.
LRS Project Update
LRS Project is expected to “Go Live” on Tuesday, September 29th. LA is working this week to get
everyone in place for the onsite support. There was an issue identified regarding linked cases; 50%of
the cases in one of the pilot offices are linked cases and they didn’t want to original bring the cases
in. A decision was made to go live with all the linked cases. LA was concerned if they removed all the
cases it would not be a big enough case load for Pilot to be successful. The fall out is it affects thirtyfour additional offices and they are identifying staff to train in the next two weeks for
implementation and adjusting the support model in those offices. C-IV has staff working onsite for
support as well as some who will be working in the command center back at the LRS Project. Pilot
will last about six months.
13. Migration Planning Update
Summary: June Hutchison provided an update regarding recent activities and discussions of:
Side by Side Planning/Update
Reviewed slide deck 13-1 Sept JPA Migration Planning Update v1.ppt. A visual of the most current
schedule was displayed. There are two sessions per week for nine weeks (18 sessions in total) with
some down time in between. The first sessions will start October 5th. On October 1st, there is a
session scheduled with the state sponsors to provide them with an overview of the migration and
the side by side process. LA County is also participating in the SBS. C-IV has received most county
participants and is finalizing the attendees for weeks 6-9. C-IV has been conducting pre side by side
sessions for weeks now. After an upcoming meeting on November 3rd for C4Y and YBN, C-IV should
have more information on how we plan to move forward with the on-line application system. There
is a plan to premier the executive video tomorrow which will be shown during all side by side
orientation sessions.
14. Oracle Database 12c Upgrade
Summary: Scot Bailey presented a presentation regarding the Oracle Database
Reviewed slide deck 14-1 oracle v2a.pptx. In order to maintain support with our third party
software, C-IV has to periodically upgrade its software. Some upgrades are quick and some are very
long. The database upgrade process was started about a year ago; this is due to a lot of other
software product dependencies. Oracle upgrades have to be done on periodic basis. Upgrades are
always done on off releases (midway between one) because if there is a problem, C-IV can isolate
and troubleshoot the problem faster. Right now, the Oracle upgrade is scheduled for the same day
as open enrollment and C-IV wanted to talk about whether it makes since to keep it on this day. C-IV
staff wanted to find a time that makes since to implement the upgrade. Scot suggested the middle
of the month because the beginning of the month is a very busy time for customer interactions.
RPMs suggested moving the upgrade to November 9th and that prior weekend would be downtime
for the C-IV system. PSC agreed that November 9th is the day that works best. A question was asked
about the Discoverer tool however, the Discoverer has no relation to the upgrade of this database.
JPA agreed that November 9th is the day that works best.
15. M&O Application Update
Summary: Michele Peterson provided an update on recent M&O Project activities and the status.
Reviewed slide deck 15-1 JPA Policy Implementation Slides 092415.pptx
Policy Changes - Implementation

Approved Relative Caretaker Funding Option (ARC)
The ARC Workgroup met on September 9th and approved C-IV phase one design which will add
the ARC aid codes to the C-IV System. Users will be able to use Manual EDBC to issue the
payment and the payment will go onto the customer’s EBT card. The ARC aid codes will be
available in MEDS on Friday, September 25th, and available for the October benefit month.
Implementation of phase one is January 2016. C-IV met at the CalWIN Project with staff from
LEADER, CWDA, Los Angeles, Riverside, Stanislaus, San Mateo and more. We met to talk through
some of the challenges we face automating the policy as written. The group came up with a list
of items that will be prioritized and provide some recommendations back to CDSS.

WINS Q & A – SCR 56475
C-IV finished accessing the Q&A that was published in April. C-IV has identified four items that
have some system impact. The WINS workgroup has prioritized these items and selected
number three, which is to modify the self-employment calculation, as their top priority. This SCR
will be prioritized for 2016. C-IV is aware that the TANF Reauthorization is proposing to
eliminate WINS or may just extend it.

CalFresh COLA – SCR 57334
C-IV implemented the new SUA, LUA and TUA values to the C-IV System on September 3rd. C-IV
will be running a batch process on October 10th to update all CalFresh programs with the new
values. The system downtime letter has been sent out to all the counties for this downtime. C-IV
recently received draft letter for the CalWORKs IRT and received confirmation from CDSS that
those numbers are solid and aren’t anticipated to change. C-IV will include CalWORKs IRT
update in the October 10th run of CalFresh.

24 Month Time Clock
CDSS has extended their delivery date for responses to C-IV questions until October.

SB 1341 MAGI NOAs in SAWS – SCR 57310
C-IV is working on moving the CalHEERS notices into SAWS. The phase C-IV is going to be
implementing will not include notices for mixed families or the APTC members and will only
being implementing those notices in English and Spanish at this time.
Policy Changes – Legislative Watch
Slide deck 15-2 JPA Policy Watch Slides 092415.pptx was not reviewed.
There are no current updates at this time.
16. Earned Income Tax Credit Outreach
Summary: Tom Hartman provided recent activities regarding EITC
C-IV and the other consortia have worked with CWDA to identify a report that will assist counties
with identify customers who might benefit from an EITC Outreach effort. The project is confirming
the requirements with CWDA and establishing a target date for the completion of the report.
17. 2015 Annual Strategic Planning Conference
Summary: Tom Hartman gave an update on the 2015 Conference Planning.
Tom reviewed document 17-1 JPA Retreat Meeting Agenda Draft 11042015.doc
We are confirmed that Dorothy Avila cannot attend and will have Karen Rapponotti report on what
is going on in LA with LRS pilot. There was a further discussion about the agenda topics, including a
request to remove the breakout sessions, which will be followed up separately. The other item we
need input on is what we would like to hear from OSI. Another discussion is around the current
training approach with LRS and any ideas to enhance training for new hires and ongoing training
associated with releases.
Open Agenda Items:
Tom Hartman stated C-IV finished most recent site visit to Region 1 and it went pretty well. The
Region 2 site visit is set-up for next Tuesday, September 29th. The feds and the state have approved
disaster benefits for Lake County. Scott Pettygrove is concerned with losing Discover. Scot Bailey
explained the AdHoc network meeting minutes were misleading. Oracle Discoverer is not being
decommissioned until spring of 2016. Although there is a Java upgrade prior to spring 2016 that
causes a conflict with Discoverer, mitigations are being taken to prevent it from affecting Discover
users. Scot Bailey said he would send a clarification CRFI/CIT about Discoverer access. The group
also agreed to discuss the long term Ad-hoc strategy at the Director’s Retreat in November.
18. Adjourn Meeting
• Chairperson Kathy Harwell adjourned the meeting at 11:10 a.m.
Action Items from previous meeting
1. Provide as needed summary updates on
critical policy efforts that are in different
states of development at C-IV to ensure that
County Executive Management is aware of
the upcoming changes and if necessary allow
them to exercise their influence with the
Project and/or with oversight partners.
Action Items from this meeting
None.
Next Meeting
JPA/PSC Annual Conference Meeting
November 5-6, 2015
Embassy Suites- Napa
1075 California Blvd.
Napa, CA 94559
In-Person Attendance Only
Assigned to
Tom
Hartman
Due Date
As needed
Status
Assigned to
Due Date
Status