HomeMy WebLinkAbout20170321RESOLUTION
RE: APPROVE 2017 ANNUAL PROGRAM PLAN FOR CHILD SUPPORT SERVICES (CBS)
AND AUTHORIZE DIRECTOR OF THE DEPARTMENT OF HUMAN SERVICES TO
SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with 2017 Annual Program Plan for Child
Support Services (CSS) from the County of Weld, State of Colorado, by and through the Board
of County Commissioners of Weld County, on behalf of the Department of Human Services, to
the Colorado Office of Economic Security, Division of Child Support Services, commencing
January 1, 2017, and ending December 31, 2017, with further terms and conditions being as
stated in said plan, and
WHEREAS, after review, the Board deems it advisable to approve said plan, a copy of
which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the 2017 Annual Program Plan for Child Support Services (CSS) from the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Department of Human Services, to the Colorado Office of Economic
Security, Division of Child Support Services, be and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Director of the Department of Human
Services be, and hereby is, authorized to sign said plan.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 30th day of January, A.D., 2017, nunc pro tunc January 1, 2017.
ATTEST: ditii44) G1 `;vi
Weld County Clerk to the Board
BY
puty Clerk to the Board
APPRO D AS TO
ounty Attorney
Date of signature: O'/0(DIC
CC: NSOCCr/SB/JCo)
O/or9'r(-i
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORAD
Julie A C d, Chair
Steve Moreno, Pro-Tem
Sean P. Conway
arbara Kirkmey
2017-0321
HR0088
Co nfrosJ t -as4
MEMORANDUM
DATE: December 21, 2016
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Gricgo, Director, Human Services
RE:
Department of Human Services' Child Support
Services 2017 Annual Program Plan and Child Support
Restricted Area Access Guidelines
Please review and indicate if you would like a work session prior to placing these items on the
Board's agenda.
Request Board Approval of the Departments' Child Support Services 2017 Annual Program
Plan and authorize Director Signature and Child Support Restricted Area Access Guidelines.
Utilizing the approved Department Child Support 2017 Budget of $3,445,000 and the approved 31
employee positions, the Department's Child Support Division has prepared their 2017 Annual
Program Plan (Attached). The Plan will continue to mandate Temporary Aid to Needy Families
(TANF) and Child Care applicants/recipients to participate with Child Support in order to receive
assistance. The Child Support Division was unable to meet certain state performance goals during
2016, therefore; steps have been developed to meet the goals and C-Stat measure in 2017 and
included in the plan.
This year the State has required the completion of a civil court background check in addition to
current background checks when hiring Child Support staff. The County Attorney's office was
consulted and is in agreement with the completing the background check because it is a State
requirement. Iluman Resources has agreed to administer the background checks once an appropriate
vendor has been identified to begin the process.
State policy requires a Restricted Area Access for Child Support in order to comply with Internal
Revenue Services (IRS) regulations and a documented process. The Plan includes guidelines
(Attached) that were developed with the assistance of Toby Taylor, Buildings & Grounds Director.
I do not recommend a Work Session. I recommend authorization for the Department Head to sign
and submit this Plan to the State Department of Human Services, Division of Child Support
Services and to adopt the Guidelines for Child Support Restricted Area Access.
Approve Request
BOCC Agenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeyer
Mike Freeman
Julie Cozad
2017-0321
Pass -Around Memorandum; December 21, 2016, Contract ID TBD Page 1
COLORADO
Office of Economic Security
[)vision of Child Support Services
2017 ANNUAL PROGRAM PLAN
I certify that this Plan is an accurate assessment of the Child Support Services (CSS) program for Weld County.
I further certify that:
• The attached county CSS program budget represents only expenditures for performing IV -D activities.
• Staff listed in Section V are actually performing IV -D functions pursuant to the percentage of time shown.
• A background check, pursuant to Colorado Department of Human Services (CDHS) Volume 6, 6.210.6 (Access to
Information) as revised, will be performed on all staff prior to requesting credentials for accessing electronic or manual
information maintained by CDHS, Division of CSS. The county director, or their designee, will weigh the outcome of
the background check against county -established favorability standards and determine that the individual is suitable to
access the information.
• The County has established written processes to ensure that Automated Child Support Enforcement System (ACSES)
access provided to employees corresponds to each worker's job assignment. Access to child support information
(electronic or manual) is determined by an official "need -to -know" policy. That is, a person's access is limited to only
the level necessary to perform the authorized purposes of the child support services program.
• Separation (or segregation) of duties is intended to reduce error and fraud by ensuring that at least two individuals are
responsible for the separate parts of any vulnerable or mission critical tasks of the program. To the extent possible, the
State office recommends that the separation of duties, and accompanying ACSES security access, be considered and
implemented in the following circumstances:
o Enforcement and financial management responsibilities should not be performed by the same person; and
o The responsibility to negotiate obligor child support balances and ledger balance adjustments should not
be performed by the same person.
• All staff performing W -D functions, including CSS contractors and contract IV -D attorneys, are included in Section V.
County Director (Print Name)
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Date /I
1� laq /ao i (.0
r Signature Date
Nancy A. Lawson
IV -D Administrator (Print Name)
CSS-14 (Rev 10/28/2016)
Page 1 of 9
COLORADO
Office of Economic Security
2017 ANNUAL PROGRAM PLAN
Section I — Expenditures
Counties must attach a copy of their program's approved budget. The attached budget must be detailed enough
to identify personnel and contractual expenditures.
Section II —County CSS Program Information
1. Genetic Testing
Pursuant to Volume 6, 6.605(c), counties are required to competitively procure, according to county procedures,
services from accredited genetic testing laboratories. Identify whether your county changed its accredited
genetic testing laboratory in 2016. Identify whether there were changes to the dollar amount per genetic test in
2016.
No changes in 2016; charges remain at $38 per person with LabCorp.
2. Foster Care — County Designation
Counties are required to select one of three options for processing foster care fees in cases relating to child
support obligations. Check the option that your county is currently using. The options are:
El 1. The Foster Care Assessor within Child Welfare establishes and enforces the foster care fee. The case is
not referred to the CSS Unit for any purpose.
❑ 2. The Foster Care Assessor within Child Welfare establishes the foster care fee. The case is referred to the
CSS Unit for monitoring and enforcement.
® 3. The CSS Unit's Foster Care Fee Assessor establishes and enforces the fee.
3. Child Care Assistance Referrals
Does your county mandate cooperation of child care recipients with the county CSS unit?
® Yes ❑ No
If no, does your county anticipate making this mandate effective sometime during the Plan year (2017)?
CSS-14 (Rev 10/28/2016) Page 2 of 9
COLORADO
Office of Economic Security
2017 ANNUAL PROGRAM PLAN
4. Changes to Child Support Debt and Retroactive Support Policies
Did your county change its policies on the establishment of child support debt or retroactive support in 2016?
El Yes ZNo
If yes, describe the changes.
Section III — Safeguarding of Child Support Information
The Colorado CSS program receives federal tax and Federal Parent Locator Service (FPLS) information for use
in the establishment and enforcement of child support orders, and the collection of amounts due.
The Internal Revenue Service (IRS) requires that staff with access to federal tax information (FTI) maintain
their access authorization through initial and annual training certification. The purpose is to ensure that staff
understands the child support agency's security policy and procedures for safeguarding the data.
The Federal Office of Child Support Enforcement has a similar mandate that requires providing security and
privacy awareness training to those staff having access to FPLS and other child support program information
The IV -D Administrator must attest that all child support staff and contractors that have access to FTI have been
provided information safeguard training offered by the State office, and have been given the opportunity to
review and ask questions with respect to the various policies and procedures issued by the state program.
IRS Safeguard Awareness Training Program
Please describe your county's training program.
All new employees are provided personal training as part of their initial training prior to accessing
the ACSES system. They typically receive this training within the first week of employment from
their Manager. Veteran staff train utilizing the on-line training provided by the State by viewing the
IRS Safeguard video and state IRS Training Slides. Managers are available to respond to any staff
inquiries on the materials.
As the IV -D Administrator, I certify that the following policies and procedures have been reviewed with staff
and implemented in this county: (Initial next to each procedure.)
Procedure 1.0 Use of Personally -Owned Devices.
CSS-14 (Rev 10/28/2016) Page 3 of 9
CDHS
S
COLORADO
Office of Economic Security
2017 ANNUAL PROGRAM PLAN
Procedure 2.0 Data Breach Incident Reporting
Procedure 3.0 Transmitting FTI by Facsimile Device
Procedure 4.0 Transmitting FTI by Electronic Mail
Procedure 5.0 Visitor Access Log - Authorized Access List
Procedure 6.0 Personal Identifying Information and Federal Parent Locator Service Data Protection
As the IV -D Administrator, I further certify that: (Initial next to each statement.)
All CSS staff, including CSS contractors and contract IV -D attorneys, received child support
information (i.e. FTI and FPLS) safeguard awareness training and have completed Certifications of
Understanding during calendar year 2016.
All CSS staff accessing child support information, in either electronic or paper format, has a need -to -
know and are engaged in the authorized purposes of child support enforcement (i.e. the
establishment and enforcement of an order for child support, and the collection of amounts due).
All CSS staff, including CSS contractors and contract IV -D attorneys, hired during calendar year
2016 received child support information (i.e. FTI and FPLS) safeguard awareness training prior to
being granted access to ACSES and child support information.
All CSS staff, including CSS contractors and contract IV -D attorneys, understand the civil and
criminal penalties associated with the unlawful disclosure and/or inspection of FTI as described in
IRS Publication 1075 and Sections 7213, 7213A, and 7431 of the Internal Revenue Code.
All CSS staff, including CSS contractors and contract IV -D attorneys, understand the civil and
criminal penalties associated with the misuse of Federal Parent Locator Service and child support
program information as described in, but not limited to, the Social Security Act, the Privacy Act of
1974, the Federal Information Security Management Act of 2002, 42 USC 654(26) and 654a (d)(1)-
(5).
With respect to initial and annual IRS safeguard awareness training certification, the documentation
(of training) is maintained on file for each individual CSS staff member, including CSS contractors
and contract IV -D attorneys.
If the IV -D Administrator is unable to certify any statement in Section III, please explain below:
Section IV - Compliance & Performance Improvement Plan (CPIP)
CSS-14 (Rev 10/28/2016) Page 4 of 9
COLORADO
Office of Economic Security
.,[)i. <<,.ILu0O_U,:.oCS
2017 ANNUAL PROGRAM PLAN
All counties are required to submit a Compliance & Performance Improvement Plan (CPIP) with their Annual
Program Plan. The CPIP is not intended to replace established protocols for requesting state assistance. The
questions below must be completed for each of the following IV -D Task Force Performance Indicators as
of September 30, 2016 (MMR data for September).
▪ Paternity Establishment Percentage
• Percent of Current Support Paid
• Percent of Cases with Orders
• Percent of Arrears Cases with a Payment (Federal
measurement)
• Percent of Arrears Cases with a Monthly Arrears
Payment (C-Stat measurement)
Please identify the efforts your county will make in 2017 to meet or exceed the performance goals. Your plan
should take a S.M.A.R.T (Specific, Measurable, Achievable, Realistic, and Time -bound) goal approach
including specific action items, completion dates and anticipated performance growth in the following
categories as well as any additional strategies you identify.
If the space provided for answers is insufficient, please feel free to add additional sheets with the question
numbers clearly indicated.
1. Did your county meet or exceed the 2016 state performance goal that 90% of all cases have paternity
established?
® Yes ['No
If yes, proceed to question #2.
If no, detail the measures that your county will take to ensure that 90% of all cases have paternity
established in 2017 including incremental percentage goals. (Ex. Hospital outreach, accurate coding)
2. Did your county meet or exceed the 2016 state performance goal that 80% of all open cases have an
order?
Z Yes ❑No
If yes, proceed to question #3.
If no, detail the steps that your county will take to ensure that 80% of all open cases will have an order
in 2017 including incremental percentage goals. (Ex.: Expediting DOC cases, timely order entry)
CSS-14 (Rev 10/28/2016) Page 5 of 9
COLORADO
Office of Economic Security
2017 ANNUAL PROGRAM PLAN
3. Did your county meet or exceed the 2016 state performance goal that 66% of current support due was
paid?
❑ Yes ZNo
If yes, proceed to question #4.
If no, detail the steps that your county will take to improve your overall percent of current support paid
in 2017, including your incremental percentage goals. (Ex.: Working Flash Card timely, addressing
NCP barriers with resources, committing resources to ensure modifications occur timely)
Our goal is to meet or exceed the state projected rate on a monthly basis. In order to accomplish this, we
will:
a) Set individual monthly performance goals which are reflective of both the county and the state
goal.
b) Conduct monthly reviews with staff manning enforcement caseloads on progress towards
meeting goals and provide coaching opportunities where improvement is needed.
c) Ensure early intervention attempts, including securing MAD agreements on cases owing arrears,
on all new enforcement cases entering caseload within 10 days of case assignment.
d) Assign all contempt actions to one experienced staff member to act as a focal point in developing
best practices with our court and assisting obligors in removing barriers.
e) Implement an ongoing case review process on all non-paying enforcement cases where
enforcement technicians will review 20 cases per month.
f) Ensure all Category 2 cases are reviewed and worked on a monthly basis.
g) Ensure that all new orders established have a ledger initiated within 7 calendar days of the order
date and have an order to withhold sent to any confirmed employer within 2 days of ledger
initiation.
4. Did your county meet or exceed the 2016 state performance goal that 71.4% of cases with arrears due
had at least one arrears payment (Federal Measurement)?
CSS-14 (Res 10/28/2016) Page 6 of 9
COLORADO
Office of Economic Security
2017 ANNUAL PROGRAM PLAN
Yes ZNo
If yes, proceed to question #5.
If no, detail the steps that your county will take to improve your performance on the federal arrears
measurement, including incremental percentage goals. (Ex.: Working dashboard for arrears cases,
addressing NCP barriers with resources)
Our goal is to meet or exceed the state projected rate on a monthly basis. In order to accomplish this, we
will:
a) Set individual monthly performance goals which are reflective of both the county and the state
goal.
b) Conduct monthly reviews with staff manning enforcement caseloads on progress towards
meeting goals and provide coaching opportunities where improvement is needed.
c) Ensure early intervention attempts, including securing MAD agreements on cases owing arrears,
on all new enforcement cases entering caseload within 10 days of case assignment.
d) Assign all contempt actions to one experienced staff member to act as a focal point in developing
best practices with our court and assisting obligors in removing barriers.
e) Implement an ongoing case review process on all non-paying enforcement cases where
enforcement technicians will review 20 cases per month.
f) Ensure all Category 2 cases are reviewed and worked on a monthly basis.
g) Ensure that all new orders established have a ledger initiated within 7 calendar days of the order
date and have an order to withhold sent to any confirmed employer within 2 days of ledger
initiation.
5. Did your county meet or exceed the C-Stat 2016 goal that 44.8% of cases with arrears have a monthly
payment toward arrears?
❑ Yes No
If yes, proceed to question #6.
If no, detail the steps that your county will take to improve performance on the C-Stat Arrears Measure
in 2017, including incremental percentage goals. (Ex. Working MAD management report, EI alerts, and
utilizing CSe-Tools to catch cases that have not paid on arrears in the month)
CSS-14 (Rev 10/28/2016) Page 7 of 9
COLORADO
Office of Economic Security
rz,
2017 ANNUAL PROGRAM PLAN
Our goal is to meet or exceed the state projected rate on a monthly basis. In order to accomplish this, we
will:
a) Set individual monthly performance goals which are reflective of both the county and the state
goal.
b) Conduct monthly reviews with staff manning enforcement caseloads on progress towards
meeting goals and provide coaching opportunities where improvement is needed.
c) Ensure early intervention attempts, including securing MAD agreements on cases owing arrears,
on all new enforcement cases entering caseload within 10 days of case assignment.
d) Assign all contempt actions to one experienced staff member to act as a focal point in developing
best practices with our court and assisting obligors in removing barriers.
e) Implement an ongoing case review process on all non-paying enforcement cases where
enforcement technicians will review 20 cases per month.
f) Ensure all Category 2 cases are reviewed and worked on a monthly basis.
g) Ensure that all new orders established have a ledger initiated within 7 calendar days of the order
date and have an order to withhold sent to any confirmed employer within 2 days of ledger
initiation.
6. What additional collaborations with outside agencies will you build to assist your customers in 2017?
We will meet quarterly with our Magistrate and court staff to assist in expediting workflow, discuss
efficiencies, and develop new practices which benefit our customers. We will again participate in the
Community Project Connect to be held in October, 2017 where multiple community agencies join in
providing services to the needy. We will collaborate with the Workforce Center on referrals and share
job opening and hiring events with our customers. We will increase our collaboration with our local
child welfare area in order to better serve children in foster care and kinship placement as well as our
partners in probation and parole. We plan on participating in the annual Weld County Legal Fair. We
will continue to refer parties to the district Court Information Center, ask -an -attorney clinic, Colorado
Legal Services and Weld County Legal Services for legal and other assistance. We will continue to refer
parties for mediation of parenting plans with the Office of Dispute Resolution.
7. What referral resources will be utilized for obligors that face employment barriers to paying their child
support?
We will promote hiring event activities and job openings on data shared from our local Employment
Services. We will routinely refer obligors with other barriers to local community resources, including
United Way, and to the Department Outreach staff as identified by their needs.
CSS-I4 (Rev I0/28/2016) Page 8 of 9
COLORADO
Office of Economic Security
2017 ANNUAL PROGRAM PLAN
8. If your county has five or fewer child support employees, do you have an agreement with another county
for coverage should an emergency or hardship occur rendering your employees unable to fulfill day to
day child support service operations? If so, provide the coverage county and plan. If not, please explore
your options and provide a county coverage plan.
Weld County has more than five child support employees.
9. What specific assistance can the State office provide to assist your county in attaining its goals in 2017?
Weld County is requesting classroom training at the county or regional level in the following areas:
a) Bookkeeper Financial Training.
b) Technician Financial Training.
c) Supervisor/Manager Training on how to achieve Program Performance Goals and utilize reports,
CSe-tools, and other aids.
d) Paternity training regarding multiple presumed and alleged fathers.
Section V — Personnel — Please see attachment
CSS-14 (Rev 10/28/2016) Page 9 of 9
Child Support Guidelines
Guidelines for Restricted Area Access
Precaution must be taken to prevent unauthorized access to restricted areas that contain federal tax
information (FTI), child support personally identifiable information (CS PII), and Federal Parent
Locator Service (FPLS) information.
Authorized Access Lists
• To ease the entry to the child support restricted area by Department of Human Services
non -child support employees, County building and maintenance staff, Area Agency on
Aging Division board and committee members, Department Security Guards, and the like
who have a frequent and continuing need for visiting, but who are not assigned to the area,
Authorized Access Lists will be maintained.
• Caution must still be taken to ensure that inadvertent or incidental viewing of confidential
information is prevented from occurring by those not authorized to view it.
• The Authorized Access List (AAL) for human services department employees wilt be taken
from the DHS Communication Tool, Employee Details located on the intranet.
• The Authorized Access List (AAL) for county building and maintenance employees will be
secured from the Director of Weld County Department of Building & Grounds on an
annual basis.
• The Authorized Access List (AAL) for Area Agency on Agency Division board and
committee members will be secured from the Department Area on Aging Division Head on
an annual basis.
• The Authorized Access List (AAL) for Department Security Guards will be secured from
the Organizational Integrity Division Head on an annual basis.
Visitor Log
A visitor is defined as a person not employed by Child Support Services or on an Authorized Access
List (AAL) entering the Child Support designated work area where FTI, CS PII, or FPLS information
exists.
I. A restricted area visitor log will be maintained at the entrance point to the restricted
child support area.
2. All visitors entering the restricted area will be accompanied by a Department
employee who will ensure appropriate log in of a visitor.
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3. The log will capture the following information with respect to the visitor:
a. Name of the visitor
b. The organization the visitor represents
c. The signature of the visitor
d. The form of identification presented by the visitor (e.g. driver's license,
government ID) in instances where they do not have personal knowledge of
the visitor. A staff member must validate the visitor's identity by examining
the form of ID and recording on the log the type or ID validated.
e. Date of visit
f. Time of visit and departure time
g. Purpose of the visit
h. Name and organization/department of person visited (e.g. John Jones,
establishment technician)
4. The log will be closed out at month's end and reviewed by child support management
to ensure completeness and compliance to this policy. The visitor access log will be
maintained for a minimum of five (5) years. It may be retained in an electronic
format.
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