LRS Technical Presentation PowerPoint - Department of Public ...

DPSS/DCFS 

Technical Presentation 

LEADER 

GEARS 

GROW 

DCFS Systems 

December 18, 2007

Los Angeles Eligibility, 

Automated 

Determination, 

Evaluation and 

Reporting 

Systemystem 

2

LEADER Background 

• LEADER Countywide implementation was 

successfully completed in April 2001. 

• LEADER is one of the largest welfare systems in 

the nation and automates administration of the 

CalWORKs, RCA, CAPI, Food Stamp, Medi-Cal, 

MSP, and General Relief programs. 

• LEADER is used by more than 16,000 staff at 

approximately 134 sites in ten COUNTY 

departments. 

• LEADER laptops are used by 400 mobile staff at 

over 200 outreach Medi-Cal sites. 

3

LEADER Background (cont.) 

• LEADER automates over 5,000 welfare rules. 

• LEADER interfaces with 25 external systems. 

• LEADER has approximately 1 million active cases 

on its database. 

• LEADER modifications have resulted in the addition 

of several County, State, and Federal program 

changes, including 1931(b) Medi-Cal, Direct 

Deposit, EBT, WDTIP, and Quarterly Reporting. 

4

System Description 

• LEADER has approximately 850 screens. 

• LEADER determines eligibility for all programs at 

the same time. 

• LEADER processes an average of 5 million 

transactions per day. 

• LEADER processes over 13,000 program and over 

9 million lines of codes with a 5.8-terabyte database 

(estimated to grow 10 gigabytes per week). 

• LEADER maintained system availability of 99.8% 

thus far in 2007. 

• LEADER has online help available on all screens. 

5

System Description (cont.) 

• LEADER issues $76M CalWORKs benefits monthly on 

about 140,000 cases. 

• LEADER issues $70M Food Stamp benefits monthly on 

about 28,000 cases. 

• LEADER issues $61M General Assistance benefits monthly 

on about 61,000 cases. 

• LEADER issues $3M CAPI benefits monthly on about 3,900 

cases, and issues $280K Refugee benefits monthly on 700 

cases. 

• LEADER supports over 670,000 Medi-Cal Assistance Only 

cases. 

-- from the Sept . 2007 Statistical Report 

6

LEADER Subsystems 

Log District Traffic 

Application Registration 

Assign Cases 

Application Evaluation 

Data Collection 

Interfaces 

State Hearings 

GR Hearings 

SSIAP 

Fraud 

IHSS Registry 

Benefit Issuance 

Benefit Recovery 

Client Correspondence 

Periodic Reporting 

Schedule Appointments 

Redeterminations 

Online LEADER Handbook 

Inquiry 

EDBC/SFU 

Authorization & Wrap-Up 

Security 

Manage Personnel 

Reference Tables 

Future Action Controls 

Management Reports 

Simulation 

7

LEADER 

Terms and Conditions

LEADER Release Information 

9

LEADER Release Details 

10

Welcome To LEADER 

11

GoTo Navigator 

12

Log District Traffic 

This subsystem is the first 

contact the participant has with 

LEADER. It is a reception log 

that allows staff to log in each 

visitor to the office. It: 

• Records contacts in the 

District Traffic Log, and 

gathers the reason for the 

contact. 

• Notifies other staff about 

people waiting to see them. 

• Gathers information about all 

of the District contacts. 

13

Application Registration 

This screen allows the user 

to gather information for the 

initial application and allows 

staff to print the application 

so the participant can sign 

it. 

The user enters the 

application information only 

once for all programs, and 

LEADER prints the 

appropriate form. 

14

Assign Cases 

This subsystem manages the 

distribution of casework 

among workers according to 

County-specified rules. The 

Assign Cases subsystem 

allows staff to: 

• Assign cases to files. 

• View or print case listings 

for a file. 

• Transfer cases between 

files and offices. 

• Request a paper case. 

• Track the storage of 

paper cases. 

15

Application Evaluation 

This subsystem allows staff to 

start processing a request for 

assistance. It is the screening 

area of the system. It helps staff 

determine if an emergency 

situation exists so an expedited 

interview can be scheduled. 

This is used to obtain: 

• Information about all 

persons in the household. 

• Relationships of the 

household members. 

• Nonfinancial, Resource and 

Income/Expense data for all 

persons in the household. 

16

Data Collection 

This is the area of LEADER that 

collects all of the participant’s 

information for the case record. It 

is an electronic Statement of 

Facts. 

Data entered in the Application 

Registration or Application 

Evaluation process is 

automatically carried forward to 

Data Collection. 

Data Collection is also the place 

that Workers make changes to 

either an Approved or Intake case 

before asking the system to make 

an eligibility determination. 

17

EDBC/SFU 

The Standard Filing Unit 

(SFU)/Eligibility Determination 

Benefit Calculation (EDBC) 

subsystem is where LEADER 

determines who can be or cannot be 

in the eligible household and the 

programs and benefits the 

participants are eligible for. Based 

on information entered into the Data 

Collection subsystem, this process: 

• Evaluates All Eligibility Factors. 

• Determines Individual Aid Codes. 

• Evaluates Income and Expenses. 

• Determines Eligibility to Programs. 

• Determines the Amount of the 

Benefits. 

18

Authorization & Wrap Up 

In summary, LEADER, 

• Collects “raw” data during an 

interactive interview, 

• Compares data to regulations 

programmed into the system, 

and 

• Displays the results for the 

worker to validate. 

Authorization & Wrap Up is 

where the user views the results of 

the EDBC/SFU run and validates the 

eligibility determination and benefit 

calculation. The Worker or 

Supervisor authorizes the result. 

19

Benefit Issuance 

This is the place where users 

can view the details about the 

benefits generated by 

LEADER and authorized in 

Authorization & Wrap Up. 

Benefits may be issued in the 

District Office or in the Mail. 

They are available via: 

• EBT 

• Direct Deposit 

• Warrant 

20

Benefit Recovery 

This area allows authorized staff to 

collect and maintain information on 

overpayments. This subsystem: 

• Computes discrepancies. 

• Calculates repayment amounts 

and tracks claim balances. 

• Tracks persons responsible for 

repayment. 

• Issues receipts for collections 

received in person or in the mail. 

• Generates appropriate notices of 

action and repayment 

agreements to participants. 

21

Client Correspondence 

This is the area of LEADER where 

NOAs (Notices of Actions), and forms 

are generated. It also allows the user 

to make referrals to other district 

offices or other departments and 

external agencies on behalf of the 

participant. This system allows staff to: 

• View pending correspondence. 

• View all correspondence 

generated for a case. 

• Suppress or release a NOA or 

form. 

• Print or reprint correspondence 

when needed. 

22

Periodic Reporting 

This subsystems generates all of 

the required periodic reports. It 

works with the current bar-coding 

system to allow staff to log the 

return of periodic reports. It: 

• Generates Periodic Report 

Forms. 

• Records receipt of Periodic 

Reports. 

• Generates Notices when 

Periodic Reports are not 

received timely and complete. 

• Tells EDBC to terminate cases 

when Periodic Reports are not 

received in time. 

23

Schedule Appointments 

This subsystem automates 

the process of scheduling 

intake and approved 

appointments. 

Staff use this to: 

• Record Duty and Intake 

schedules. 

• Schedule appointments. 

• See the history of a 

participant’s appointments. 

24

Redeterminations 

This subsystem 

automates the process of 

client recertification or 

redetermination of 

eligibility for all the aid 

programs. 

25

Inquiry 

This provides staff with online 

access to current and historic 

application, case, individual, 

and transaction information. A 

user is able to inquire on: 

• Individuals on aid. 

• Individual applications for 

aid. 

• Case information. 

• Assistance groups by case. 

• Family relationships in a 

case. 

• Who made specific updates 

on cases. 

26

Interfaces 

This allows LEADER to 

exchange information with 

other systems and agencies, 

both internal and external to 

DPSS. LEADER’s interfaces 

include: 

• MEDS for Medi-Cal eligibility 

• WDTIP for CalWORKs Time 

Clock information 

• GEARS for Welfare to Work 

services 

• EBT for issuance 

• SFIS for Finger Imaging 

• ARS for child support 

information 

27

State Hearings 

Provides automated 

support for recording, 

tracking, and reporting 

activities associated 

with a participant's 

request for a State 

Hearing. 

28

GR Hearings 

This area allows the Hearing Officer 

to inquire into, add, change, or 

delete GR Hearing information. This 

process also maintains the results of 

the hearing and allows Hearing 

Officers to update hearing decisions 

for all cases assigned to their 

district, and to update eligibility 

information. This subsystem: 

• Displays Hearing information by 

date or by case. 

• Allows staff to reschedule the 

Hearing. 

• Allows staff to record the 

decision. 

29

SSIAP 

The process provides 

support to the SSI 

Advocacy Program. It 

allows the LEADER user 

to document the progress 

of a GR participant’s 

efforts to become eligible 

for SSI/SSP. 

30

Fraud 

This subsystem processes, 

collects, and maintains 

information necessary for Fraud 

Investigations. It also allows the 

initiation of a new filing or 

referral for investigation, as well 

as inquiry, and update 

capabilities of the filing or 

investigation. It is used to: 

• Make Fraud/Early Fraud 

Referrals. 

• Screen and Assign Fraud 

Cases. 

• Track Investigations & 

Prosecution Activity 

31

IHSS Registry 

This subsystem allows 

staff to: 

• Collect information 

about IHSS Providers. 

• Search IHSS Provider 

information for client 

referrals. 

• Displays a list of 

providers that meet the 

client’s needs. 

32

Security 

This subsystem 

ensures that only 

authorized individuals 

have access to 

LEADER data. It 

controls who has 

access to LEADER 

and what areas staff 

may view and/or 

update in LEADER. 

33

Manage Personnel 

This area allows authorized 

staff to establish the 

administrative structure for 

a District and maintain 

information on personnel at 

the main and branch 

office(s) of a district. 

It is also the area of 

LEADER that manages who 

is given access to particular 

cases. 

34

Reference Tables 

This subsystem maintains 

and provides authorized 

staff access reference table 

information. 

Reference tables provide a 

central location for storing 

information (e.g., codes and 

their descriptions) that is 

used by the system to make 

its determinations. 

35

Future Action Controls 

This process provides 

LEADER with the ability to 

control for case actions. It 

functions as a calendar tool 

to remind the user of case 

actions that must be 

completed before the next 

monthly benefits are issued. 

It tracks both LEADER 

determined reminders as 

well as Worker generated 

reminders. 

36

Management Reporting 

This process produces 

the management 

reports necessary to 

comply with Federal 

and State regulations 

and with County 

policies. 

37

This area provides Workers 

a place to enter a “what if” 

situation that participants 

sometimes want to know. It 

allows the Worker to make 

changes without actually 

changing the case record. 

The process provides the 

Worker with a decision 

making mechanism to 

explore various alternatives 

for the participant and 

determines the impact on 

eligibility and/or benefit level. 

Simulation 

38

Online LEADER Handbook 

39

Questions? 

Reference Materials : 

• LEADER Replacement System (LRS) 

Request for Proposal 

(released on November 30, 2007) 

• Diligence Library 

http://dpss.lacounty.gov/dpss/LRS_RFP/ 

diligence_library.cfm 

Please submit your questions on the 

provided form at the end of the 

presentation or email to 

LRSRFP@dpss.lacounty.gov 

40

GAIN Employment 

Activity Reporting 

System 

(GEARS) 

Demonstration

GEARS 

• Primary function – case maintenance 

system for GAIN Program 

• Housed in 120 locations 

• Operated by 3,500 Users 

• Stores approximately 55,000 active cases 

• Contains approximately 180 screens 

• Total Data size of 425 GB decompressed 

42

GEARS 

• Systems tracks GAIN Participant’s: 

– Employment 

– Education 

– Vocational activities 

– Training activities 

– Supportive Services 

43

GEARS (3270) 

In 1988, the GEARS System was developed 

and designed 

• Using an IBM mainframe processing 

architecture 

• ADABAS database management system 

• CICS user interface 

• Natural application language 

44

Current GEARS (Web) 

• Initiated in 2002 

• Focus of the GEARS Web was to: 

– Eliminate errors 

– Eliminate codes 

– Enhance the language and organization 

– Create a more user friendly system 

45

Current GEARS (Web) 

• Transforms 3270 Terminal Emulation 

screens 

• Browser based format 

• Screen scraping technology 

• One-to-one screen to page conversion 

• No change to architecture or security 

46

Figure 1: 3270 Logon Screen Part 1 

Figure 2: 3270 Logon Screen Part 2 

47

Figure 3: Web Logon Screen 

48

Figure 4: Web Main Menu (Home Page) 

49

Figure 5: 3270 Main Menu 

50

Figure 6: Web Con-nect Calendar 

51

Figure 7: Web Case Maintenance Menu 

52

Figure 8: Web Appraise Participant Sub-Menu 

53

Figure 9: 3270 IPCA 

54

Figure 10: Web IPCA 

55

Figure 11: Web IPRC 

56

Figure 12: Web ICAS 

57

Figure 13: Web MGRG 

58

Figure 14: Web MGRG Update Mode 

59

Figure 15: Web MGRG Page with Error Message 

60

Figure 16: Web MGRG Page with Directed Error Message Field 

61

Figure 17: Web ICMS 

62

Figure 18: Web MCOM 

63

Figure 19: Web MNOF Add Mode 

64

Behind the Scenes 

• Monitoring of interfaces 

• Report library 

• Report re-spool 

• Ad Hoc report creator 

• Database corrections 

65

Figure 20: TSO 

66

Figure 21: Super Natural Report Library 

67

Figure 22: Super Natural Report Creator 

68

Figure 23: Super Natural Criteria Selection 

69

Questions? 












70

GROW 

General Relief Opportunities for Work 

71

GROW 

GROW program is similar to GAIN but only serves 

General Relief (GR) participants 

GR is a county-funded program that provides 

financial assistance to indigent participants who are 

ineligible for federal or state programs 

GROW is a different system from GEARS. 

72

GROW 

Primary function – case maintenance system for 

GROW Program 

Stores approximately 30,000 active cases 

Operated by 600 users 

Housed in 61 different locations 

Contains approximately 185 screens 

Data stored is approximately 3.4 Gigabytes 

73

GROW 

System tracks GROW participant’s: 

‣ Employment 

‣ Education 

‣ Component/Training activities 

‣ Issuance of Supportive Services 

‣ Sanction information of GROW participants 

74

GROW SYSTEM 

System was implemented in February 1999 

In-house system - Maintained by County Staff & Contractors 

GROW resides on a different platform & does not reside within 

the GEARS system 

‣ Using UNISYS mainframe – located & maintained by ISD 

‣ Using Business Information Server (BIS/MAPPER): 

Database 

Scripting Language 

Graphical User Interface 

75

GROW 

GROW system has approximately 15 different user 

modules. Each user group can only access to their 

own module 

‣ Employment Specialist – input Evaluation screening for GR 

pending cases & schedule Orientation appointments 

‣ Orientation Staff – take attendance & assign participants who 

complete Orientation to Case Managers 

‣ Case Manager – track & assign participants’ activities 

To access GROW system, user-ID is required 

76

This This is is a log-on log-on screen. System 

will will prompt user user to to the the module 

based based User-ID, profile profile & office office 

location 

77

EMPLOYMENT SPECIALIST 

Print Print Daily Daily GROW GROW Reports Reports 

View View // Reschedule 

View/Update 

Add Add a new OAP Evaluation 

new 

OAP case 

appointments 

case record 

added record 

to to GROW added to 

GROW system to GROW GROW system 

Case Case & CIN CIN are are from from 

LEADER system 

78

Client’s Client’s information information will will be be populated populated if if known known to to system. system. 

All All questions questions must must be be answered answered before before user user can can proceed proceed to to the the 

next next screen screen 

CASE CREATE 

•Homeless Information button will be activated 

if question “1” is not in “Home/Apartment” 

79

EMPLOYMENT SPECIALIST – SCHEDULE ORIENTATION 

Select Select a date date & time time to to 

schedule schedule OAP OAP appt. appt. 

80

ORIENTATION PROVIDER 

Print Print Daily Daily Attendance Attendance Listing Listing 

Take Take Daily Daily OAP OAP 

Attendance Attendance & Assign Assign 

case(s) case(s) to to Case Case Manager Manager 

Schedule/Reschedule 

OAP OAP appointment 

appointment 

81

Cases Cases assigned assigned to to 

GCM GCM 

ATTENDANCE 

LISTING 

Attendees Attendees must must be be 

selected selected 

Take Take attendance attendance 

Click Click the the “Assign “Assign Case Case 

Manager” Manager” to to assign assign client client 

to to a case case manager, manager, 

complete complete attendance attendance & 

create create Appraisal Appraisal info. info. 

Print/Reprint Print/Reprint referral referral 

form form 

82

GROW CASE MANAGER MODULE 

Print Print daily daily 

appointments appointments & 

reports reports 

View 

View View / 

View & Update / Schedule Schedule / 

Update Appraisal / Reschedule 

Reschedule 

/ Appraisal 

on on a / Cancel newly Cancel an 

newly assigned an appointment 

appointment 

assigned 

View View all all cases cases assigned assigned 

cases cases 

to to GROW GROW Case Case Manager Manager 

View View View all all Hearing Hearing appointments 

View all appointments 

scheduled 

all Notices Notices of 

scheduled for of 

Action Case Case Manager 

Action (NOA) (NOA) for for a case case Manager 

Alert Alert message message 

83

LISTING OF NEWLY ASSIGNED CASES 

Select Select an an appraisal appraisal 

to to be be updated updated 

84

Only Only activated activated if if information information is is 

received received from from LEADER LEADER & loaded loaded 

into into the the GROW GROW system system 

APPRAISAL SCREEN 

Appraisal Appraisal information information is is 

populated populated from from the the 

Evaluation Evaluation Screens Screens 

85

Select Select an an open open appointment 

appointment 

time time & click click on on the the “New “New Appt” Appt” 

CALENDAR 

To To reschedule reschedule a current current 

appt. appt. for for a case case 

Cancel Cancel a scheduled scheduled 

appointment appointment for for a case case 

Allow Allow user user to to select select a case case to to 

schedule/reschedule/cancel 

appointment 

appointment 

Display Display previous, previous, current current & 

next next month month workday workday list list 

86

Display Display total total cases cases assigned assigned 

Select Select a case case 

to to view view a list list 

of of activities activities // 

components 

components 

CURRENT 

CASELOAD 

87

LIST OF COMPONENT ASSIGNED 

To To assign assign View 

a 

component 

View // update update detailed detailed 

component information information of of a 

Display Display selected hearing 

selected hearing information 

component 

information 

component 

& allow allow user user to to resolve resolve 

noncompliance 

noncompliance 

View View /Authorized /Authorized Work- Work- 

Related Related Expenses Expenses 

View View & Reprint Reprint NOA NOA 

generated generated by by batch batch for for 

a specific specific case case 

88

ASSIGN ACTIVITY/COMPONENT 

To To display display a 

list list of of available available 

components 

components 

Allow Allow Input Input /Select /Select 

start start & end end date, date, time, time, 

location, location, etc.. etc.. 

Select Select an an 

activity activity from from 

the the list list 

89

GROW SUPERVISOR MODULE 

To To access access all all 

Case Case Managers’ Managers’ 

caseloads caseloads 

Print Print daily daily & 

monthly monthly reports reports 

Change Change max. max. 

caseload caseload for for each each 

case case manager. manager. 

To To Block Block appointment appointment for for 

a selected selected case case manager manager 

Transfer Transfer case case (s) (s) from from 

one one case case manager manager to to 

another another 

Add Add Working Working 

component component on on an an 

inactive inactive case case 

Approve/Reject 

Approve/Reject 

payments payments authorized authorized 

by by Case Case manager manager 

90

TRANSFER CASES 

Allow Allow user user to to 

transfer transfer 

multiple multiple cases cases 

List List of of Case Case 

managers managers that that 

selected selected cases cases will will 

be be transferred transferred to to 

Listing Listing of of cases cases 

available available for for 

transferred transferred 

91

VOCATIONAL ASSESSOR MODULE 

Print Print Listing Listing of of 

Scheduled Scheduled 

Assessments 

Assessments 

Input Input Employment Employment Plan Plan 

View View // update update completed completed 

Assessment Assessment information 

information 

92

Employment 

Employment 

Goals Goals 

Occupational Occupational Employment 

Employment 

Statistics Statistics (OES) (OES) code code can can 

be be input input or or selected selected from from 

the the list list below below 

93

Services Services 

Input Input data data in in the the 

required required fields fields 

94

Free Free form form input input 

Access Access Comments Comments 

screen screen 

95

GROW CASE INQUIRY WEB 

‣ Implemented in 2002 

‣ Department wide access for CASE INQUIRY 

purposes ONLY 

‣ Can be accessed from a Web Browser 

‣ Resides on Window Server 2003 

‣ Using BIS 

‣ HTML 

Internet Commerce Enabler 

Scripting Language 

Database 

‣ JavaScript 

96

GROW GROW Web Web Inquiry Inquiry 

Homepage. Homepage. A User-ID User-ID is is 

required required to to access access 

GROW GROW case case inquiry inquiry 

97

Screen Screen can can be be 

accessed accessed from from 

GROW GROW system system or or 

a Web Web Browser Browser 

User User can can inquire inquire 

case case history history by by 

Case Case Number, Number, 

CIN CIN or or SSN SSN 

98

User User can can view view case, case, 

component, component, hearing, hearing, 

orientation orientation information, 

information, 

etc.. etc.. 

99

GROW UTILITIES 

‣Ability to to access all all modules 

‣Ability to to add/update/delete information to to database 

‣Ability to to access database to to generate reports 

100

GROW INTERFACES 

GROW sends to to LEADER: 

‣Orientation/Time Limits information 

‣GROW noncompliance information 

‣GROW payments information 

GROW receives from LEADER and update system: 

‣GR case information 

‣GR sanction information 

‣Ancillaries payments 

101

GROW BATCH PROCESSES 

‣Automatically generate noncompliance records for 

cases failed any GROW activity 

‣Automatically generate GROW case manager 

appointment for cases not in any activity 

102

Questions? 












103

Department of 

Children and Family 

Services 

DCFS Systems

DCFS 

FACTS 

• One of the largest child welfare agencies worldwide 

• L.A. County has 10% of the nation’s and 40% of 

California’s child welfare cases 

• 50,000 plus children on foster care payrolls 

• Twenty-two (22) regional and multiple satellite offices 

• 7,300 personnel - this includes approximately 600 

eligibility-related staff 

• Command Post provides 24/7, 365 emergency child and 

family services 

105

Major Programs 

• Foster Care Programs 

– DCFS Out-of-Home Placement 

– Probate Court Non-Related Legal Guardianship 

– Probation Department 

– Department of Mental Health 

• Kinship Guardianship Assistance 

Payment Program (Kin-GAP) 

• Adoptions Assistance Program (AAP) 

106

Major DCFS Systems 

• Manual Eligibility Determination 

• Automated Systems 

– Automated Provider Payment System (APPS) 

– Integrated Financial Systems (IFS) 

• Overpayment 

• Child Welfare Trust 

• Child Support 

– Adoption Assistance Payments System (AAPS) 

– Welfare Case Management Information System (WCMIS) 

– Work Order Tracking System (EW Works) 

• Over two hundred (200) unique eligibility reports 

• Seven (7) automated interfaces 

107

The Seven DCFS Automated Interfaces 

• CWS/CMS - Statewide Child Welfare Services/Case 

Management System 

• MEDS - Medi-Cal Eligibility Determination System 

• Child Support Division 

• L.A. County DataMart 

• Financial Holding Institution(s) 

• L.A. County Treasurer Tax Collector (TTC) 

• Electronic Countywide Accounting and Procurement 

System (eCAPS) 

108

Manual Eligibility Determination 

“ED” 

Initial Eligibility Determination Tasks 

• Receive initial placement authorization and payment 

instruction from the Children’s Social Worker (CSW) and 

Non-CWD referrals 

• Assign Eligibility Worker (EW) 

• Complete Presumptive Eligibility 

• Determine Initial Eligibility based on 1996 regulations 

• Explore income to offset foster care placement costs 

• Identify funding sources i.e., federal, State, County 

• Review and update systems, i.e., CWS/CMS, MEDS, 

LEADER 

• Issue client correspondence including Notices of Action 

• Calculate Special Payments, if appropriate 

109

Manual Eligibility Determination (Cont’d) 

Ongoing Eligibility Tasks 

• Periodic redetermination, reassessment, recertification 

• Ongoing Case Maintenance Activities 

• Monthly Foster Care Placement Verification (vouchers) 

• Interdepartmental/agency written/verbal communication 

• Client correspondence and Notices of Action preparation 

• Emergency Benefit Issuance 

• Manual Reporting 

• CalWorks referrals for non-federally eligible relative children 

• Program Transfers; i.e., ICT, FC to AAP 

• Processing Foster Care/AAP Hotline Work Orders 

• Maintain controls for documentation, appointments, follow up 

• Produce Twenty-two (22) Manual Reports 

110

DCFS Manual Inquiry Sources 

• Vital Statistics (from local to world wide) 

• Social Security Administration 

• Veterans Administration 

• Income Eligibility Verification System (IEVS) 

• LexisNexis 

• LEADER 

• WCMIS/Single Index 

111

Automated Provider Payment System 

FACTS 

(APPS) 

• Approximately 600 users - mostly eligibility staff 

• Approximately 17 read-only screens and 4 limited data entry 

screens developed in Visual Basic 6.0 (VB) using RPCs to 

communicate with mainframe host 

• Over 615,000 lines of code within 687 programs 

• Windows NT – Microsoft SQL Server, ODBC, UniAccess 

• Host programs developed and programmed in COBOL 

• RDMS 2200 database runs on Unisys Enterprise servers 

• 22 Gig online storage 

112


FACTS (Continued) 

• Over 180 reference tables 

• Receipt of between 3,000 and 10,000 records daily from 

CWS/CMS 

• Submission of between 500 and 1,000 payment 

authorizations daily to eCAPS 

• Approximately 4,025 application software modifications 

and/or enhancements hours per year 

• Records for approximately 264,000 children including 

active and historical cases. No archived records 

• Produces one hundred fifty (150) reports 

113


PROCESSES 

Receives one-way interface from CWS/CMS with: 

– Placement home information 

– Child demographics 

– Placement vendor data 

– Payment rate authorization, allowances and income 

– Aid type (funding source) data 

• Maintains placement vendor database 

• Performs Budget Computation “BC” functions 

• Automates placement verification for release of monthly 

automatic benefit issuance and post back of authorized 

issuance 

114


PROCESSES (Continued) 

• Maintains an historical and ongoing payment history by 

child by accrual 

• Provides federal, State and local claiming data with 

retroactive aid code adjustments 

• Interfaces with: 

– Treasurer Tax Collector (TTC) 

– Medi-Cal Eligibility Determination System (MEDS) 

– Integrated Financial Systems (IFS) 

– Countywide eCAPS system 

115

APPS Search 

116

APPS Vendor Inquiry / Update 

117

APPS Placement Information 

118

APPS Budget Information 

119

APPS Budget Computation 

120

APPS Voucher Update 

121

APPS Payment Inquiry 

122

Integrated Financial Systems 

(IFS) 

FACTS 

A three (3) module browser-based system: 

OVERPAYMENT 

CHILD WELFARE TRUST 

CHILD SUPPORT 

• Pre-populated with CWS/CMS and APPS data 

• 3 Gig online storage 

• Produces 35 Reports 

123

FACTS and PROCESSES 

IFS Overpayment 

• Receives and processes daily interface foster care 

vendor overpayments detected by APPS 

• Generates repayment invoices for valid and collectible 

overpayments 

• Tracks repayments received from foster care providers 

• Sends file back to APPS for repayments and 

abatements 

• 20 screens; 16 tables 

• 15,107 active accounts and 168,385 inactive accounts 

• 18 reports 

124

IFS Overpayment - 

Vendor Search 

125

IFS Overpayment - Search Results 

126

IFS Overpayment – 

Vendor Detail Information 

127

IFS Overpayment - Search Results 

128

IFS Child Welfare Trust 


• Generates SSI/SSA Application 

• Receives daily download file from financial institution 

for SSI/SSA income of foster children 

• Process refunds to the SSA office 

• Tracks and offsets Social Security income 



• Twelve (12) reports 

129

IFS – Child Welfare Trust Menu 

130

IFS Child Welfare Trust – Referral 

131

IFS Child Welfare Trust – Referral 

132

IFS Child Welfare Trust – 

Placement Termination 

133


Work Status Summary 

134


Lump Sum 

135


Lump Sum Distribution 

136


Lump Sum Transaction Confirmation 

137


Unmatched Record 

138


Record Match Confirmation 

139

IFS Child Welfare Trust - Ledger 

140

IFS Child Support 


• Generates Child Support referrals to the child support 

agency 

• Tracks and maintains child support collected on behalf of 

children in placement 

• Child support income is used to offset foster care 

placement costs 



• Five (5) reports 

141

IFS Child Support - Menu 

142

IFS Child Support – 

Referral Search Results 

143


Referral Screen Custodial Information 

144

IFS Child Support - 

Referral Screen / Non Custodial Info 

145


Unmatched Records 

146


Unmatched Record Detail Screen 

147


Unmatched Records Screen 

148


Record Match Confirmation Screen 

149


Child Case Information Ledger 

150


Child Case Comments 

151

Adoption Assistance Payments System 

FACTS 

(AAPS) 

• Developed in Clipper 5 

• Approximately thirty-one (31) screens including reports 

• Approximately fifty-nine (59) program files 

• Thirty-two (32) tables used with eleven (11) reference tables 

• Resides on a HP ML570 server with a Netware 6.5 operating system 

• Records for approximately 24,000 active and 1 million archived 

records 

• Approximately ninety (90) users 

• Primary electronic source of Adoptions Assistance Program data 

• Last DCFS standalone payment system 

• Scheduled for integration into CWS/CMS and APPS 

152

Adoption Assistance Payments System 

PROCESSES 

• Manual AAP Agreement data entry 

• Tracks AAP-2 payment authorizations for adoptive and prospective 

adoptive children 

• Operator generates AAP main and supplemental payroll to APPS for 

eCAPS transaction input file 

• Receives eCAPS direct deposit and warrant payments via APPS 

• Controls for two (2) year recertification update 

• Produces seven (7) reports 

153

AAPS Logon 

154

AAPS Main Menu 

155

AAPS Case File 

F C-00001 123456 Doe 

John Doe, Mary 

156

AAPS Payment Authorization 

157

AAPS Funding Change 

158

AAPS Payment History 

159

Welfare Case Management 

Information System 


(WCMIS) 

WCMIS is a COUNTY system that serves as a client record index of all 

families and persons known to receive services from DCFS. WCMIS 

assigns a unique case number/person ID used as the primary identifier 

of families and individuals for all DCFS Systems and interfaces. 

– Programs developed in COBOL 

– Approximately eight (8) screens 

– Approximately thirty (30) tables 

– Resides on an RDMS 2200 database running on Unisys enterprise servers 

– Transactions are received through TCP-IP 

– Over 500,000 current records 

– 29 Gig online storage 

160

Work Order Tracking System 

(EW Works) 


• Tracks all public contacts for foster care financial, Medi-Cal and 

other related issues originating with the Foster Care/AAP Hotline via 

office visit, telephone call, fax, e-mail and regular mail 

• Monitors timely compliance standards to ensure the safety and well 

being of children 


• 3,366 active work orders and 301,157 inactive work orders 

• 500 megabytes of storage 

• Produces eleven (11) reports 

161

EW Works - Menu 

162

EW Works – Search Results 

Displays all the search results for the criteria from the Search Screen 

163

EW Works - Work Order 

Initiate a new work order or edit an existing work order 

164

EW Works – Comment Screen 

View and add new comments to a work order 

Once saved, the information cannot be changed 

165

EW Works – Caseload 

View pending work orders assigned to a file number 

166

EW Works – Assignment Screen 

167

EW Works – Assignment Request 

Allows a user to generate an assigned, 

completed, or pending work order report 

168

EW Works – Assignment Report 

169

EW Works – Weekly/Monthly 

Medi-Cal Worker Production Report 

Worker Name 

170

EW Works – Pending Workload Report 

171

EW Works - Alert Screen 

172

Questions? 












173

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