Deficit Reduction Project Human Services Department August 22, 2007
Presentation • Background • The Project • Architecture/ Security/ Backup & Recovery • Governance • Dependencies/ Consequences/ Risk Mitigation Strategy
BackgroundChild Support Enforcement HSD CSED provides case management, legal services, support order enforcement, collection and disbursement of child funds for their clients. The Child Support Enforcement Division (CSED) of the Human Services Department (HSD) accepts applications from the general public, clients of the Income Support Division (ISD) of HSD, and referrals from Children, Youth and Families Department (CYFD). After a support order is obtained, CSED further provides enforcement, collection and disbursement of child support payments from Non-custodial parents (NCPs) to Custodial Parents (CPs). During SFY ’07, CSED collections exceeded $95 million last year.
Federal Oversight of CSED The Administration of Children and Families (ACF) and more specifically, the federal Office of Child Support Enforcement provide oversight to all the state child support programs. HSD is responsible for sending three annual reports to ACF (OCSE-157, 396A, and 34A) and an Annual Planning Document (APD) HSD must also participate in an annual Data Reliability Audit by ACF HSD is also subject to a biannual IRS Security audit.
Information Technology for CSED HSD DoIT provides maintenance and application support for CSED via the Child Support Enforcement System (CSES) The system consists of two platforms: • MVS mainframe, DB2 databases, CICS on-line environment using COBOL generated by the CA Gen development tool • Intra and Inter net applications for CSED personnel, CPs, NCPs and employers who need to exchange information with the program and with CSES.
Deficit Reduction Act of 2005(DRA) • In February of 2006 the federal government passed the DRA of 2005. • In that federal bill there were various optional and required items affecting the state agencies providing human services that were due for implementation October 1 of 2007, 2008, and 2009. • Optional requirements for October 1, 2008 were then legislated in the New Mexico session spring 2007 under HB 342 Section 5 and funded by HB 2 Chapter 2, Section 5 Item #59.
Purpose of the DRA Project Purpose: Request for HSD funding for project related to federal Deficit Reduction Act of 2005 (DRA) mandated by State of New Mexico under HB 342 and funded by HB 2 Chapter 28, Section 5, Item #59. • HB 342 and HB 2 require changes to both CSES and the computer system that supports the Income Support Division of HSD, ISD2. • Changes to the ISD2 system are much less significant than those to CSES, therefore, further details on schedule and planning for the ISD2 changes will be available at a later date. • Revisions to the CSES system are extensive and require a immediate start date.
Project Impact Benefits • CSED clients currently on ISD Temporary Assistance for Needy Families (TANF) will receive approximately $4,000,000/year in additional funds that will not affect their TANF benefits. • Federal participation is available for the pass through at 66% and the project costs. • ISD2 will gain approximately $400,000/year due to discontinuance of $50 state-funded disregard. Costs • CSED will lose $1.3 Million/ year for the state share of assistance reimbursement. During SFY 2009 the loss will only be incurred for six months. • One-time cost of this project of $1,131,400.
Scope of CSES/ISD2 DRA Project • DRA of 2005 FFY ’08 and approved by HB 342 and funded by HB 2 • Increase the pass through from $50 to $100 for a case with one child and $200 for a case with two or more children for current TANF clients who also are Child Support Enforcement clients • This pass through is not to be counted as income for the TANF client
Compliance Schedule • Federal DRA specifies that the pass through can be implemented as early as September 30, 2008. • Due to other system requirements, CSES needs to finish the bulk of their system revisions by September 30, 2007 • Due to other program requirements, ISD2 changes need to be completed by November 5, 2008 • HB 342 requires that all changes be completed January 1, 2009
IT Project Deliverables • IV&V • Revision of the development environment and upgrade to the development software • System design • Coding • Unit and String testing • System testing • User Acceptance Testing (UAT) • Close Out Process
IT Budget • Total Cost of Changes: • $200,000 for Environment prep and IV&V • FPP = $132,000 • State share = $ 68,000 • $793,704 for CSES revisions • FPP = $523,844.64 • State share = $269,859.36 • $137,696 for ISD2 revisions (FFP currently unavailable)
Approvals Schedule • PCC August 22, 2007 for initial and implementation phases • Close out for project: November 5, 2008
Implementation Plan Project will utilize Standard Process for all Revisions: • Move code to the User Acceptance Testing (UAT) after System Test has been completed • Program (CSED/ISD) performs UAT and signs off on changes • Project Management holds a pre-release meeting with all involved parties • HSD DoIT QA provides draft pre and post migration checklists and CSED/ISD signs off • Team agrees to production migration • HSD DoIT Tech team migrates code in non-production hours • Any post-production tests are completed • CSED/ISD signs off on the completion of the changes
Architecture, Security, Backup and Disaster Recovery The following will not be altered as part of this project: • Architecture • Security • Backup and Recovery Strategy • Hosting Strategy
Security • CSED office operations and the entire electronic network that supports CSES are subject to a bi-annual IRS security audit. CSES is in good standing with the IRS auditors at this time. • DoIT maintains the security for the mainframe and all the transactions in and out of the mainframe • HSD Systems Operations Bureau (SOB) maintains security for all other components • Potential users of the CSES system must submit a security form, signed by their Bureau Chief, to gain access to the CSES system.
Backup/Disaster Recovery • DoIT is responsible for backup and recovery plans and processes for the CSES mainframe programs and data. Plan and processes are documented and maintained by DoIT. • HSD DoIT is responsible for backup and recovery plans and processes for servers located at San Miguel Plaza. Plan and processes are documented and maintained by HSD DoIT. • HSD DoIT Data Management Bureau is responsible for scheduling daily backup jobs for the production DB2 database. • A documented process exists for all source and object code configuration management for the mainframe CSES application. These procedures are audited by HSD DoIT QA.
Hosting Strategy • Department of Information Technology is currently responsible for hosting the CSES system on the MVS1 mainframe. • Code generation is supplied by CA Gen software • Database is DB2 • On-line screens use CICS
Project Dependencies • Department of Information Technology must upgrade Operating system of the MVS1 mainframe from version 1.4 to 1.7 as early as possible in Fall of 2007. • Experienced CA Gen coders/testers must be on-site by October 1, 2007 according to the present Rough Order of Magnitude (ROM) in order for the project to be finished on time.
Consequences • $340,000/month will not be distributed to HSD clients • CSES and ISD2 and consequently CSED and ISD will not be in compliance with state and federal statutes. • Increased maintenance fees for CA Gen if the new version is not installed before 12/31/07 • If CA Gen is not upgraded before the coding is complete for the CSES DRA revisions, all code will have to be completed retested under the new CA Gen version before release. • Funding for the CA Gen upgrade, the external resources, and the environment clean-up expire June 30,2008.
Risk Mitigation Strategy • Weekly and monthly status reports to ISD/HSD Senior Management • Communications between HSD DoIT, CSED and ISD to provide coordination • Communications between HSD DoIT and the Department of Information Technology regarding the planned mainframe upgrades the accompanying schedule for implementation • IV&V reporting direct to ISD/HSD management • Issue escalation mechanism to the Steering Committee
Multi-Division Coordination • For the pass through to be successful CSED and ISD will need to coordinate on a limited amount of joint testing. • All other changes the two divisions have to make are independent in design and implementation.