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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
TB #5: CCWIS Cost Allocation - Part II March 2019
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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
TB #5: CCWIS Cost Allocation - Part II March 2019
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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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TB #5: CCWIS Cost Allocation - Part II March 2019
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Separate Juvenile Justice & Adult Protective Services & Recalculate Cost Allocation
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 3 03/100 = 3%
Foster & Adoptive Recruitment CCWIS 12 12/100 = 12%
Licensing & Placement Non-CCWIS 3 03/100 = 3%
Adoptions CCWIS 12 12/100 = 12%
Reporting CCWIS 19 19/100 = 19%
NYTD Survey Tool Non-CCWIS 3 03/100 = 3%
Title IV-E Eligibility CCWIS 12 12/100 = 12%
Court Data Exchange CCWIS 12 12/100 = 12%
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…)
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 3 03/100 = 3%
Foster & Adoptive Recruitment CCWIS 12 12/100 = 12%
Licensing & Placement Non-CCWIS 3 03/100 = 3%
Adoptions CCWIS 12 12/100 = 12%
Reporting CCWIS 19 19/100 = 19%
NYTD Survey Tool Non-CCWIS 3 03/100 = 3%
Title IV-E Eligibility CCWIS 12 12/100 = 12%
Court Data Exchange CCWIS 12 12/100 = 12%
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
*Assumes a 60% title IV-E participation rate for this agency.
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*Assumes a 60% title IV-E participation rate for this agency.
Development Budget: Allocated Costs
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: Title IV-E Eligible Costs
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
*Assumes a 60% title IV-E participation rate for this agency.
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Development Budget: Title IV-E FFP
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%*
*Assumes a 60% title IV-E participation rate for this agency.
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
Questions?
TB #5: CCWIS Cost Allocation - Part II March 2019
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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
TB #5: CCWIS Cost Allocation - Part II March 2019
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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
TB #5: CCWIS Cost Allocation - Part II March 2019
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Form CB-496: Lines 12a & 12b Snapshot
CCWIS Operational Information Technology Costs
TB #5: CCWIS Cost Allocation - Part II March 2019
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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) 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.]:[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)
TB #5: CCWIS Cost Allocation - Part II March 2019
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Form CB-496: Line 13b
• Line 13b: CCWIS Project Developmental Costs Using Non-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 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
• 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 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
• 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 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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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) 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
Dropdow nDropdow nDropdow n
14a CCWIS Project Developmental Costs UsingCCWIS Cost Allocation – No APD Required
14b CCWIS Project Developmental Costs UsingNon-CCWIS Cost Allocation – No APD Required
[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.]: $ $ $ $ $ $[Project Number (e.g., 01, 02, 03, etc.]: $ $ $ $ $ $
$ $ $ $ $ $
-$ -$ -$ -$ -$
-$ -$ -$ -$
$ $ $ $ $ $
-$ -$
-$
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
CCWIS Developmental 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) 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
Dropdow nDropdow nDropdow n
14a CCWIS Project Developmental Costs UsingCCWIS Cost Allocation – No APD Required
14b CCWIS Project Developmental Costs UsingNon-CCWIS Cost Allocation – No APD Required
[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.]: $ $ $ $ $ $[Project Number (e.g., 01, 02, 03, etc.]: $ $ $ $ $ $
$ $ $ $ $ $
-$ -$ -$ -$ -$
-$ -$ -$ -$
$ $ $ $ $ $
-$ -$
-$
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
TB #5: CCWIS Cost Allocation - Part II March 2019
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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
CCWIS Developmental 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) Total
Form CB-496: Planning APD and Development Costs Highlighted
CCWIS Developmental 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) 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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• 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…)
Questions?
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