ccwis cost allocation part two presentation · 2019-07-17 · • title iv-e agencies submit the...

CCWIS Technical Bulletin #5: CCWIS Cost Allocation

Part II

March 12, 2019

Download from the right-side control panel (under Handouts):• CCWIS Technical Bulletin #5; and• This slide deck

Presenters

• Lori Partin, Program Analyst, Division of State Systems

• David Baker, Contract Support for the Division of State Systems

• Bill Meltzer, Senior Child Welfare Program Specialist, Division of Program Implementation

• Terry Watt, Director, Division of State Systems

• Janice Davis Caldwell, Director, Family Protection & Resilience Grants

• Cora Coleman, Senior Negotiator, Grants Finance & Administration Services

• Janet Turner, National Specialist for State & Local Governments, Grants Finance and Administration

TB #5: CCWIS Cost Allocation - Part II March 2019

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Webinar Scope: Allocating CCWIS Project Costs

• In this webinar series, “cost allocation plan (CAP)” applies to four different plans:– State Development CAP: CAM (Cost Allocation Methodology)– State Operational CAP: PACAP (Public Assistance Cost Allocation Plan)– Tribal Development CAP: Development CAM– Tribal Operational CAP: Title IV-E CAM

• Title IV-E agencies submit the development CAPs for CCWIS Projects with their APD

• Title IV-E agencies submit the CCWIS PACAP/title IV-E CAM as part of the agency-wide PACAP/Title IV-E CAM

• The webinar focuses on the special cost allocation rules only applicable to CCWIS projects

• Title IV-E agencies may have multiple CCWIS Projects


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Agenda – Part II

• Using the CCWIS Automated Function Checklist to develop a CCWIS cost allocation plan (CAP)

• Applying the CAP to project costs to determine cost allocation for the CCWIS Project

• Submitting costs with the Form CB-496 (using Part I slides)

• CCWIS cost allocation exceptions

• When & where to submit CAPs

• Take Aways, Resources, & QuestionsTB #5: CCWIS Cost Allocation - Part II

March 20194


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Automated Function Checklist Example:Duplication & Consistent Use Columns

Non-CCWIS Cost Allocation


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Multiple Program System Stand-Alone System

Child Welfare35%

State Programs40%

Child Support15%

Other Federal10%

Child Welfare 100%

Child Welfare Components: 7 CCWIS & 3 non-CCWIS Automated Functions


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CCWIS Automated Functions

From Checklist on Slide 5:1. Intake & Screening2. Investigation &

Assessment3. Foster/Adoptive

Recruitment4. Adoptions5. Reporting6. Title IV-E Eligibility7. Court Data Exchange

Non-CCWIS Automated Functions

From Checklist on Slide 5:1. Case Management2. Licensing & Placement3. NYTD Survey Tool

Determine the Cost Allocation Base

• The development cost allocation base quantifies the development ‘level-of-effort’ with a measure such as:– Number of screens– Development hours– Story points

• The operational cost allocation base quantifies system usage with a measure such as:– System time supporting workers of different programs– System time supporting clients of different programs


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Determine the Cost Allocation Base (continued…)

• The development cost allocation base quantifies the development ‘level-of-effort’ with a measure such as:– Number of screens– Development hours– Story points

• The operational cost allocation base quantifies system usage with a measure such as:– System time supporting workers of different programs– System time supporting clients of different programs


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Apply the Cost Allocation Base to the 10 Automated Functions (Total Screens in CCWIS = 100)

Function Name CCWIS/Non-CCWIS Screen Count Cost Allocated %

Intake & Screening CCWIS 10 10/100 = 10%

Investigations & Assessment CCWIS 12 12/100 = 12%

Case Management Non-CCWIS 4 4/100 = 4%

Foster & Adoptive Recruitment CCWIS 12 12/100 = 12%

Licensing & Placement Non-CCWIS 3 3/100 = 3%

Adoptions CCWIS 12 12/100 = 12%

Reporting CCWIS 20 20/100 = 20%

NYTD Survey Tool Non-CCWIS 3 3/100 = 3%

Title IV-E Eligibility CCWIS 12 12/100 = 12%

Court Data Exchange CCWIS 12 12/100 = 12%

TOTAL SYSTEM 100 100/100 = 100%

Child Welfare Components: Automated functions Weighted by Cost Allocation Base


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90% CCWIS Automated Functions

From Slide 10:10% Intake & Screening12% Investigation & Assessment12% Foster/Adoptive Recruitment12% Adoptions20% Reporting12% Title IV-E Eligibility12% Court Data Exchange

10% Non-CCWIS Automated Functions

From Slide 10:4% Case Management3% Licensing & Placement3% NYTD Survey Tool

CCWIS & Non-CCWIS Cost Allocation Approach: CCWIS Projects

Allocate CCWIS development costs using CCWIS cost allocation to the title IV-E foster care program that:• Support title IV-E eligible cases & services for all title IV-E programs• Support non-title IV-E child welfare cases & services• Support the title IV-B program• Support title IV-E eligible cases & services, Juvenile Justice, and/or Adult

Protective ServicesAllocate CCWIS operational costs using CCWIS cost allocation to the title IV-E foster care program that:• Support title IV-E eligible cases & services for all title IV-E programs• Support non-title IV-E eligible cases receiving otherwise title IV-E eligible

services (e.g., foster care case management) • Support activities funded under title IV-B programs for purposes of

facilitating the delivery of title IV-B in-home services Allocate Non-CCWIS development & operational costs using Non-CCWIS cost allocation to a title IV-E program costs that: • Support title IV-E eligible cases & services for that program


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Separate Juvenile Justice & Adult Protective Services & Recalculate Cost Allocation












Juvenile Justice & APS Not Applicable 2 02/100 = 2%

TOTAL SYSTEM 100 100/100 = 100%


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Separate Juvenile Justice & Adult Protective Services & Recalculate Cost Allocation (continued…)












Juvenile Justice & APS Not Applicable 2 02/100 = 2%

TOTAL SYSTEM 100 100/100 = 100%

Child Welfare Components: Functions that do not qualify for Title IV-E Highlighted (Development)


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89% CCWIS Automated Functions

From Slide 14:10% Intake & Screening12% Investigation & Assessment12% Foster/Adoptive Recruitment12% Adoptions19% Reporting12% Title IV-E Eligibility12% Court Data Exchange

9% Non-CCWIS Automated Functions

From Slide 14:3% Case Management3% Licensing & Placement3% NYTD Survey Tool

2% Juvenile Justice & Adult Protective Service

From Slide 14:1% Case Management1% Reporting

*Assumes a 60% title IV-E participation rate for this agency.


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Development Budget

CCWIS Project Development Total Costs: $10 M.

CALCULATION CCWIS Non-CCWIS JJ & APS

Allocated% 89% 9% 2%

Allocated Costs (Allocated% X 10M) = $8.9 Million $900,000 $200,000

Allocable% to IV-E 100% 60%* 0%

IV-E eligible costs (Allocable% X Costs) = $8.9 Million $540,000 N/A

IV-E% reimbursement 50% 50% N/A

IV-E FFP (IV-E% X IV-E eligible costs) = $4.45 Million $270,000 N/A



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Development Budget: Allocated Costs










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Development Budget: Title IV-E Eligible Costs











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Development Budget: Title IV-E FFP





Allocable% to IV-E 100% 60%*


0%




Questions?


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Form CB-496: Part 1 Changes

Foster Care

In-Placement Administrative Costs• Broken out on Lines 5 – 7 based on the specified activities performed a total

calculated on Line 8

• Line 5: Costs for Case Planning and Management• No changes from prior version of Form CB-496

• Line 6: Costs for Eligibility Determination• No changes from prior version of Form CB-496

• Line 7: Costs for Provider and Agency Management• Consolidates reporting in prior version Form CB-496 Part 1 on Lines 7 & 8• Excludes agency management for non-CCWIS project costs (now reported

on Lines 11a -11b)

• Line 8: Total In-Placement Foster Care Administrative Costs• System calculated sum of Lines 5 – 7


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Form CB-496: Overview of New Information System Cost Reporting Lines

Information Technology costs broken out on Lines 11a – 14b based on:• Project type (CCWIS or Non-CCWS)• Project status (Operational or

Developmental)• CCWIS project cost allocation approach

(CCWIS vs. non-CCWIS)• Project number (CCWIS projects with an

advanced planning document)


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Form CB-496: Lines 11a & 11b

• Line 11a: Non-CCWIS Project Operational Costs• Costs allocated to title IV-E foster care for the operation

and maintenance of an automated child welfare information system classified as a non-CCWIS

• On prior Form CB-496 version reported as part of Part 1, Line 8

• Line 11b: Non-CCWIS Project Developmental Costs• Costs allocated to title IV-E foster care for the planning,

design, development, implementation or development enhancement of an automated child welfare information system classified as non-CCWIS

• On prior Form CB-496 version reported as part of Part 1, Line 8


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Form CB-496: Lines 11a & 11b Snapshot

Non-CCWIS Information Technology Costs


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SECTION A: FOSTER CARE PROGRAM

(B) Fed Share Current Quarter Claims

(D) Fed Share(A) Total50% FFP rate for all cost categories,

except where noted (C) Total (F) Fed Share Next Quarter Estimates Prior Quarter Adjustment Claims

(E) Total11a Non-CCWIS

Project Operational Costs11b Non-CCWIS

Project Developmental Costs $ $ $ $ $ $

$ $ $ $ $ $

Form CB-496: Lines 12a & 12b

• Line 12a: CCWIS Project Operational Costs Using CCWIS Cost Allocation

• Costs allocated to any title IV-E program for the operation and maintenance of an automated child welfare information system classified as a CCWIS where the involved automated function(s) is eligible for CCWIS cost allocation approach (see CCWIS TB #5)

• Costs reported on sub-lines by project number (dropdown menu)• On prior Form CB-496 version reported on Part 1, Line 11

• Line 12b: CCWIS Project Operational Costs Using Non-CCWIS Cost Allocation

• Costs allocated to any title IV-E program for the operation and maintenance of an automated child welfare information system classified as a CCWIS where the involved automated function(s) is noteligible for CCWIS cost allocation approach (see CCWIS TB #5)

• Costs reported on sub-lines by project number (dropdown menu)• On prior Form CB-496 version reported on Part 1, Line 11


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Form CB-496: Lines 12a & 12b Snapshot

CCWIS Operational Information Technology Costs


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(E) Total12a CCWIS Project Operational Costs Using

CCWIS Cost Allocation NumberDropdow nDropdow nDropdow n

12b CCWIS Project Operational Costs UsingNon-CCWIS Cost Allocation Number

Dropdow nDropdow nDropdow n

[Project Number (e.g., 01, 02, 03, etc.]: $ $ $ $ $ $[Project Number (e.g., 01, 02, 03, etc.]: $ $ $ $ $ $

[Project Number (e.g., 01, 02, 03, etc.]: $ $ $ $ $ $


$ $ $[Project Number (e.g., 01, 02, 03, etc.]:[Project Number (e.g., 01, 02, 03, etc.]: $ $ $ $ $ $

$ $ $-$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$

Form CB-496: Line 13a

• Line 13a: CCWIS Project Developmental Costs Using CCWIS Cost Allocation – APD Required

• Costs allocated to any title IV-E program for the planning, design, development, implementation or development enhancement of an automated child welfare information system that is:

• Classified as a CCWIS• Project is subject to an advanced planning document

(APD); and• The involved automated function(s) is eligible for a CCWIS

cost allocation approach (see CCWIS TB #5: CCWIS Cost Allocation)

• Costs reported on sub-lines by project number (dropdown menu)

• On prior Form CB-496 version reported as part of Part 1, on either Line 12 or Line 13 (based on project number)


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Form CB-496: Line 13b

• Line 13b: CCWIS Project Developmental Costs Using Non-CCWIS Cost Allocation – APD Required


• Classified as a CCWIS• Project is subject to an APD; and• The involved automated function(s) is not eligible for a

CCWIS cost allocation approach (see CCWIS TB #5)• Costs reported on sub-lines by project number (dropdown

menu)• On prior Form CB-496 version reported as part of Part 1, on

either Line 12 or Line 13 (based on project number)


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Form CB-496: Line 14a

• Line 14a: CCWIS Project Developmental Costs Using CCWIS Cost Allocation – No APD Required


• Classified as a CCWIS• Project is not subject to an APD; and• The involved automated function(s) is eligible for a CCWIS

cost allocation approach (see CCWIS TB #5)

• On prior Form CB-496 version reported as part of Part 1, on Line 14


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Form CB-496: Line 14b

• Line 14b: CCWIS Project Developmental Costs Using Non-CCWIS Cost Allocation – No APD Required


• Classified as a CCWIS• Project is not subject to an APD; and• The involved automated function(s) is not eligible for a

CCWIS cost allocation approach (see CCWIS TB #5)

• On prior Form CB-496 version reported as part of Part 1, on Line 14


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Form CB-496: Lines 13a – 14b Snapshot

CCWIS Developmental Information Technology Costs


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(E) Total13a CCWIS Project Developmental Costs

CCWIS Cost Allocation – APD Required NumberDropdow nDropdow nDropdow n

13b CCWIS Project Developmental Costs UsingNon-CCWIS Cost Allocation – APD Required Number


14a CCWIS Project Developmental Costs UsingCCWIS Cost Allocation – No APD Required

14b CCWIS Project Developmental Costs UsingNon-CCWIS Cost Allocation – No APD Required





$ $ $ $ $ $

-$ -$ -$ -$ -$

-$ -$ -$ -$

$ $ $ $ $ $

-$ -$

-$

Form CB-496: New Funding Codes

Prior Quarter Expenditure Adjustments:

Foster Care - New Funding Activity Codes (cont’d)FNO – Non-CCWIS Operational Costs (Part 1. Line 11a)FND – Non-CCWIS Developmental Costs (Part 1. Line 11b)COC – CCWIS Operational Costs Using CCWIS Cost Allocation by Project No. (Part 1. Line 12a)CON – CCWIS Operational Costs Using Non-CCWIS Cost Allocation by Project No. (Part 1. Line 12b)CDC – CCWIS Developmental Costs Using CCWIS Cost Allocation by Project No. (Part 1. Line 13a)CDN – CCWIS Developmental Costs Using Non-CCWIS Cost Allocation by Project No. (Part 1. Line 13b)CNC – CCWIS Developmental Costs Using CCWIS Cost Allocation No APD (Part 1. Line 14a)CNN – CCWIS Developmental Costs Using Non-CCWIS Cost Allocation No APD (Part 1. Line 14b)


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Reporting Pre-CCWIS Project Costs

Use the old CB-496 when reporting prior quarter adjustments for pre-CCWIS projects for periods before FY 2019

Prior quarter adjustment funding category codes: • Non-S/TACWIS costs reported on previous version of

Form CB-496 as:– FAA - Now reported as either “FNO” (operational costs) or

“FND” (developmental costs)

• S/TACWIS costs reported on previous version of Form CB-496 as:

– FSO – Now reported as “COC” using project number “01” or “02”– FS1 – Now reported as “CDC” using project number “01” – FS2 - Now reported as “CDC” using project number “02” – FSN - Now reported as “CNC” (no project number needed.


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Applying Cost Allocation to the CCWIS Project

• Apply the approved CCWIS CAM to all CCWIS project costs*submitted on the quarterly CB-496

• Example: An agency with a CCWIS development cost allocation of 89% CCWIS; 9% non-CCWIS; 2% JJ & APDs, only works on CCWIS automated functions in a quarter. The project costs are allocated:

» 89% to CCWIS» 9% to non-CCWIS» 2% to juvenile justice & adult

protective services

*Even if only non-CCWIS automated functions were developed that quarter.


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Report on Form CB-496

Form CB-496: Lines 13a – 14b Reporting Example



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(E) Total13a CCWIS Project Developmental Costs

CCWIS Cost Allocation – APD Required NumberDropdow nDropdow nDropdow n

13b CCWIS Project Developmental Costs UsingNon-CCWIS Cost Allocation – APD Required Number


14a CCWIS Project Developmental Costs UsingCCWIS Cost Allocation – No APD Required

14b CCWIS Project Developmental Costs UsingNon-CCWIS Cost Allocation – No APD Required





$ $ $ $ $ $

-$ -$ -$ -$ -$

-$ -$ -$ -$

$ $ $ $ $ $

-$ -$

-$

89% CCWIS Costs

9% non-CCWIS Costs

suApplying Cost Allocation to the CCWIS Project: Planning Costs Exception

If your agency has a Planning APD for a new CCWIS project, the planning costs for the child welfare share may be 100% claimed using CCWIS cost allocation. These planning costs include:• planning costs for a stand-alone CCWIS• CCWIS share of planning costs of an

enterprise/multiple program system Planning APD• planning costs even if the agency decides not to

build a CCWIS


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suApplying Cost Allocation to the CCWIS Project: Planning Costs Exception – Example

• $1,000,000 in CCWIS Project 1 development costs (current quarter)

– 89% ($890,000) to CCWIS– 9% ($90,000 * 60% IV-E participation rate = $54,000) to

non-CCWIS– 2% ($20,000) to non-title IV-E

• $100,000 in CCWIS Project 1 Planning APD costs (prior quarter adjustment)

– 100% ($100,000) to CCWIS


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suApplying Cost Allocation to the CCWIS Project: Planning Costs Exception – Costs Reported on the CB-496

• $1,000,000 in CCWIS Project 1 development costs (current quarter)

– 89% ($890,000) to CCWIS– 9% ($90,000 * 60% IV-E participation rate = $54,000) to

non-CCWIS– 2% ($20,000) to non-title IV-E

• $100,000 in CCWIS Project 1 Planning APD costs (prior quarter adjustment)

– 100% ($100,000) to CCWIS


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Report on CB-496

Form CB-496: Planning APD and Development Costs Reported



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(E) Total

Form CB-496: Planning APD and Development Costs Highlighted



40





(E) Total

89% CCWIS Costs

9% non-CCWIS Costs

100% Planning APD Costs

suApplying Cost Allocation to the CCWIS Project: Development of New Components Exception

New IV-E modules for a completed system may be claimed according to their applicable classification (either 100% CCWIS or 100% non-CCWIS):• CCWIS cost may be available to develop a:

– CCWIS data quality plan– Mandatory data exchanges (e.g., court, education and MMIS)– Federal reports required by new statute or regulation

• Non-CCWIS cost may be available to develop a– New optional data exchanges & automated functions to

support new programs.


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Questions?


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When to Submit Cost Allocation Plans

Submit a new or amended CAP when:• Starting a new project• Transitioning a project to CCWIS• Revising a current project’s scope (e.g., adding

or removing automated functions)• Adding or removing programs from a system• See 45 CFR 95.509 for a complete list of events

requiring CAP amendments

*See the table in the Technical Bulletin, Section 7, pp. 30 – 32 for further details.*


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Automated Function Checklist Example: Update Flag Column

Where to Submit Cost Allocation Plans

Different cost allocation plans (CAPs) have different names & are submitted to different agencies:


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Type of IV-E Agency Development Operational***State title IV-E agency CAM*

- submit to ACF via the APD

PACAP**submit to:- Cost Allocation Services- Regional Office Fiscal Staff

Tribal title IV-E agency Development CAM- submit to ACF via the APD

Title IV-E CAM- submit to ACF Regional Office?

* CAM = Cost Allocation Methodology** PACAP = Public Assistance Cost Allocation Plan*** Operational CCWIS CAPs are included with the approved PACAP or Title IV-E CAM

Take Aways

• Complete the automated function checklist prior to developing your CCWIS cost allocation plans for development & operational costs.

• Review and, if necessary, revise your cost allocation plans when your project scope changes (such as a change to the automated function checklist).

• Report system costs allocated to title IV-E programs quarterly on the CB-496

• The CCWIS cost allocation plans apply to all development & operational costs for the CCWIS project


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Cost Allocation Resources

• Technical Bulletin #5: CCWIS Cost Allocation– https://www.acf.hhs.gov/cb/resource/ccwis-tb5

• Automated Function Checklist guidance:– IM 16-04 (under threshold projects):

https://www.acf.hhs.gov/cb/resource/im1604– IM 16-07 (above threshold projects):

https://www.acf.hhs.gov/cb/resource/im1607– Technical Bulletin:

https://www.acf.hhs.gov/cb/resource/ccwis-tb1

• Form CB-496 Program Instruction: PI-18-12 – https://www.acf.hhs.gov/cb/resource/pi1812


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https://www.acf.hhs.gov/cb/resource/im1604

https://www.acf.hhs.gov/cb/resource/im1607


https://www.acf.hhs.gov/cb/resource/pi1812

• Cost Allocation Methodologies (CAM) Toolkit – https://www.acf.hhs.gov/css/resource/cost-allocation-

methodologies-cam-toolkit

• SACWIS cost allocation program instruction ACYF-CB-PI-01-05:– https://www.acf.hhs.gov/cb/resource/pi0105

• APD 101 Presentation:– https://www.acf.hhs.gov/cb/resource/apd101

• Questions?– Contact your Federal Analyst at:

https://www.acf.hhs.gov/cb/resource/state-tribe-assignments– [email protected]


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Cost Allocation Resources (continued…)

https://www.acf.hhs.gov/css/resource/cost-allocation-methodologies-cam-toolkit

https://www.acf.hhs.gov/cb/resource/pi0105

https://www.acf.hhs.gov/cb/resource/apd101

https://www.acf.hhs.gov/cb/resource/state-tribe-assignments

mailto:[email protected]

Questions?


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ccwis cost allocation part two presentation · 2019-07-17 · • title iv-e agencies submit the...

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