HomeMy WebLinkAboutMINUTES - 04191994 - 2.2 Board of Supervisors •
FROM: Perfecto Villarreal
Director, Social Service Department
DATE: April 19, 1994
SUBJECT: General Assistance Caseload Management system
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS
Authorize the Director, Social Service Department, to develop and implement an automated
General Assistance Caseload Management System.
FISCAL IMPACT
$1.6 million, to be funded from the FY93-94 Social Service Department budget. Funding is
to be encumbered under project status.
BACKGROUND/REASONS FOR RECOMMENDATION/DISCUSSION
See attached executive summary.
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RECOMMENDATION OF COUNTY.ADMINISTRATOR
RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON
APPROVED AS RECOMMEADED OTHER
VOTE OF SUPERVISORS
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AYES: NOES:
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I HEREBY CERTIFY THAT THIS IS A
Contact: J. Mansapit, 313-1601 TRUE AND CORRECT COPY OF AN
Orig: Social Service ACTION TAKEN AND ENTERED ON THE
cc: County Counsel MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN.
ATTESTED:
PHIL BATCHELOR, CLERK OF
THE BOARD OF SUPERVISORS
AND COUNTY ADMINISTRATOR
BY Z;7- DEPUTY
1
t
Proposal for General Assistance Caseload Management System
EXECUTIVE SUMMARY
Proposal Statement:
Authorize the Social Service Department Director to develop, implement and maintain an
automated GA caseload management system.
Cost:
The estimated cost for the proposal development and implementation is approximately $1.6
million for both phases 1 and 2. Funding for the proposal will be obtained from the FY93-94
Social Service Department budget. The payback period is estimated to be 9 months.
Background:
Administration of the General Assistance program is done manually. The Case Data System
produces checks and notices, but provides little or no caseload management support for
General Assistance. There is no single link between General Assistance, Work Programs,
GAADDS, and SSI Advocacy.There is only minimal linkage between General Assistance and
Work Programs. GA/Work Programs/GAADDS/Advocacy staff must complete and duplicate
forms. Paper documents and folders are maintained by each. Communication between each
component is manual, resulting in delays in information and decisions due to parallel activities
and documents reaching the appropriate staff member. Because of these delays, payments
may continue to be made to ineligible individuals. Staff time is consumed with forms
completion and manual tracking and response, leaving little or no time to actually assist
recipients to achieve the goal of self-sufficiency. The hearing process is administratively
cumbersome and labor- intensive. The eligibility determination process is all done manually
with little or no automated help to EW staff who must hand budget all calculations necessary
to determine client eligibility.
Summary of Project:
Phase 1 will automate business functionality processes in four primary GA program areas:
1. Work Programs
■ Automate referral process for Employable applicants
■ Allocate and Track Workfare Assignments and Participation
■ Track Job Search Participation
■ Track Vocational Training Participation
■ Track Job Club Participation
■ Automate FSET (Food Stamp Employment and Training)
2. GAADDS Program
■ Automate screening referral process for all GA applicants
■ Track program component assignments and participation, including drug testing and
12-step requirements
■ Automate conciliation process
General Assistance Caseload Management System Page 1
3. SSI Advocacy Program
• Automate referral process for Interim Assistance recipients
• Track SSI Application and Appeal Process
4. GA Hearing Process
• Automate actions on program noncompliance
• Automate Client notification of noncompliance
• Automate scheduling of GA appeals
• Provide updated information to prepare for GA Hearings in a single source,
real-time on-line system
Phase 2 will completely automate business functionality processes in the remaining GA
program areas:
1. Eligibility determination and grant computation
0 Provide for an interactive interview for every General Assistance applicant with
the Eligibility Worker at the workstation.
E Forms will appear as screens; the applicant's answers to questions will be
recorded onto the screen
0 Evaluate client-specific answers against the Contra Costa GA regulations;
determine eligibility and grant amount.
0 Produce completed simplified forms in duplicate for the client's signature.
E Interface with CDS to maintain the client index, and generate checks.
0 Automate all Notices of Action
0 Automate Reports: Workload management, case activity
Project Benefits:
• Program and Administrative Savings
■ Reduced payments to ineligible clients
■ Improved accuracy in application of program requirements and
sanctions
■ Reduction of aid-paid-pending
• Automated Information System
■ Improved access to client information
■ Improved program information to permit better strategic planning
■ Single source data base
■ Reduction of forms and paper
• Automated Tracking System
■ Automation of time consuming manual tasks
■ More efficient use of staff time
■ Automated scheduling of client appointments and hearings
■ Improved management reporting system
General Assistance Caseload Management System Page 2