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HomeMy WebLinkAboutMINUTES - 02252014 - D.5RECOMMENDATION(S): 1. WAIVE the 180-day "sit out period" for Daniel Chan, Senior Social Service Systems Information Analyst, Employment and Human Services Department; 2. FIND that the appointment of Daniel Chan is necessary to fill a critically needed position; and 3. APPROVE AND AUTHORIZE the hiring of county retiree Daniel Chan, as a temporary County employee for the period of Feb. 26, 2014 through Feb. 25, 2015, as recommended by the Employment and Human Services Department Director. FISCAL IMPACT: If the request is granted, there will continue to be salary and employment tax payment for the hours provided of approximately $43,435. These costs will be offset by savings due to the vacancy of the permanent position. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 02/25/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYES 4 NOES ____ ABSENT ____ ABSTAIN ____ RECUSE ____ Contact: Kelli Zenn 925 313-1526 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: February 25, 2014 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D.5 To:Board of Supervisors From:Kathy Gallagher, Employment & Human Services Director Date:February 25, 2014 Contra Costa County Subject:Temporary Hire of County Retiree-Waiver of 180 day "sit out" period BACKGROUND: Daniel Chan, retired as a Senior SS Information Systems Specialist on Jan. 31, 2014. For over ten years his assignment has been to support systems that administer the complex Medi-Cal programs. In this position he has demonstrated expertise consistently in the systems necessary for the current implementation of the Health Care Reform Affordable Care Act (ACA) and Medi-Cal program expansion. Mr. Chan is critical for the smooth transition and continuity of systems support for the Department as he provides training to new and old systems staff about multiple systems that support ACA and Medi-Cal. In addition, at this important juncture in health care reform he supports the administration and implementation of the following high profile public benefits programs: Department Medi-Cal Technical Systems Expert: Mr. Chan is relied upon by the Department as the subject matter expert for the three State-mandated systems; Medi-Cal Eligibility Data System (MEDS), CalWORKS, CalHEERS, that support the functionality to determine and report ACA enrollment and Medi-Cal eligibility status. He has the ability to interpret and implement policy regulations and translate them into systems specifications; supports Medi-Cal policy staff; instructs and supports operational staff to use systems to accomplish intended business outcomes. Medi-Cal Program Expansion and Affordable Care Act (ACA): Mr. Chan has been in the forefront of collaborating, researching, and performing work to implement Health Care Reform and Medi-Cal program expansion. He is consulted by State, other counties’ and Consortium staff because of his well-earned reputation for in-depth business and technical knowledge and analytical ability. CalWORKS Information Network (CalWIN) and California Healthcare Eligibility, Enrollment and Retention system (CalHEERS) Interface: Mr. Chan is an important leader and contributor within the Consortium of counties and represents Contra Costa County to change CalWIN and develop interface specifications between CalWIN and CalHEERS to complete ACA implementation. There is no other current Senior SS Systems Information Systems Analyst in the Department that is able to provide the knowledge and experience to ensure continuity of and reduced risk to the Department’s efforts to effectively implement Health Care Reform and address its impacts. The Senior Social Service Information Systems Analyst classification and the Social Service Information Systems Analyst classification are flexibly staffed classes. During the last two years the Department has filled a number of positions at the Senior Level. However, although these candidates have extensive systems experience for the most part they have lacked public social service program knowledge and experience. The Department has decided to request that the entry level Social Service Information Systems Analyst exam be given. This will also give an opportunity to EHSD line employees with public social services program experience an opportunity to compete. An important part of the Department’s succession planning has been the mentor program which has encouraged employees to seek further education in areas they are interested in to further their careers at EHSD. Mr. Chan is an import element to this approach. He will be available to maintain the current operations and mentor the successful candidate. CONSEQUENCE OF NEGATIVE ACTION: Failure to receive Board approval may result in delays and ineffective implementation of Health Care Reform system changes. CHILDREN'S IMPACT STATEMENT: Not applicable ATTACHMENTS waive180daytempperiodchan fiscalfundingretireeChan Request The Employment and Human Services Department (EHSD) requests that the six-month wait period, required for retirees before they can return to work, be waived for Daniel Chan. Mr. Chan, a Senior Social Services Information Systems Analyst, is singularly qualified to provide crucial support to the Department at a pivotal time in the Health Care Reform Affordable Care Act (ACA) implementation. The Department recognizes the need to be judicious in requesting such exceptions but in the case of Mr. Chan an exception is warranted to meet current non-deferrable County obligations with the most appropriate and effective systems specialist who can help meet them. Background ACA implementation, through major federal and State regulation changes, includes unprecedented government-sponsored enrollment of customers for private health care coverage and the expansion of Medi-Cal benefits to include recipients not previously covered. The new regulations, in the process of being implemented, include mandated implementation time frames for enrollment and delivery of service and benefits. They also include cross-program impacts to be addressed. Implementation and ongoing administrative and operational support for these programs are dependent upon business-specific systems and their interfaces. There are three large-scale State-mandated systems required to receive, process, and transfer data among each other. Their data and functionality support the determination, monitoring, and reporting of ACA enrollment and Medi-Cal eligibility status according to policy regulations: o CalWORKS Information Network (CalWIN): a Consortium system for eighteen counties, the Welfare Client Data System (WCDS) that manages the administration of benefit programs that include Medi-Cal, CalWORKS, CalFresh, Foster Care, General Assistance, and Child Care. o Medi-Cal Eligibility Data System (MEDS): a State system that administers the issuance of Medi-Cal benefits statewide for all 58 California counties. o California Healthcare Eligibility, Enrollment and Retention System (CalHEERS), also called CoveredCA.com: a new State system that manages the enrollment and tracking of ACA applicants and recipients for all 58 California counties. These systems and their interfaces must be developed and/or changed to implement new and expanded Medi-Cal programs while maintaining continuity of business for all programs for which the Department is responsible. Systems staff must create these technical solutions by collaborating with staff from multiple functions in the County, the Consortium, State, and contractors, taking into consideration accuracy of policy interpretation, staff’s operational needs, technical constraints, and system governance rules. Justification Mr. Chan has been a systems analyst for over ten years assigned to support systems that administer the Medi-Cal program. He has demonstrated expertise consistently in the systems necessary for the implementation of ACA and Medi-Cal program expansion and has been in the forefront of collaborating, researching, and performing work to implement Health Care Reform. He is consulted by State, other counties’, and Consortium staff because of his well- earned reputation for in-depth business and technical knowledge and analytical ability. He has been and is an important leader and contributor within the Consortium of counties to change CalWIN and develop interface specifications between CalWIN and CalHEERS to complete ACA implementation. Within EHSD, he is much respected and relied upon for his ability and initiative to interpret and implement policy regulations and translate them into systems specifications; support Medi-Cal policy staff; instruct and support operational staff to use systems to accomplish intended business outcomes; advocate for systems changes that will facilitate policy compliance and mitigate staff workload; develop business processes and integrate them with systems use to compensate for missing or incorrect systems functionality; address the most technical of details within the context of meeting customer service and staff support objectives; mentor other systems analysts; manage implementation of systems changes; and communicate to and propose solutions for management about anticipated impacts of policy and system changes. Mr. Chan’s pertinent knowledge and experience, personal attributes, and quality of work are key factors in requesting his retention to ensure continuity of, and reduce risk to, the Department’s efforts to effectively and timely implement Health Care Reform and address its impacts. Transition In anticipation of the significant systems requirements, impact, complexity, and workload of Health Care Reform and to reduce dependency on one person, EHSD has already made progress in transitioning systems staff to share existing and new workload. To ensure a smooth transition and continuity of systems support for the Department, Mr. Chan, will continue to provide training to systems staff about multiple systems that support ACA and Medi-Cal, systems and operational support requirements, and the need to match systems functions and data with business requirements. The Department will facilitate and monitor progress of the transition. February 3, 2014 To:Anne Crisp, EHSD Personnel From: Candace Flint, EHSD Fiscal Analyst Subject: Cost Analysis; Senior SS Information System Analyst, (Temporary, Half-Time, 5th Step) Salary and retiree benefits (FICA, State Unemployment, etc.) for this Board Order is $43,435. Funding breakdown is 45% Fed/45% State and 10% County. Because the returning retiree will be behind a vacant Position Number, budgeted funding is available.