HomeMy WebLinkAboutAgenda - 02-05-2013 - 5g
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date:
February 5,2013
Action Agenda
Item No.
5-g
SUBJECT:
Request for Three Time-Limited Staff Positions at DSS
DEPARTMENT:PUBLIC HEARING: (Y/N)
Social ServicesNo
ATTACHMENT(S):INFORMATION CONTACT:
Nancy Coston, 919-245-2800
Lindsey Shewmaker, 919-245-2817
PURPOSE:
To consider approval for Social Services (DSS) to create threenewtime-limited
positions to be used during the transition of the current legacy automation systems to the new
NCFAST program.
BACKGROUND:
NorthCarolina is implementing NCFAST in all 100 counties during 2012-
2013. NCFAST is a complex automation system that will be used in all programs at DSS,
beginning with public assistance programs. Orange County employees have beentrained on
NCFAST for use in Food and Nutrition Services and no longer have access to the old system.
In the spring, Orange County will begin using NCFAST for other public assistance programs
such as Medicaid, Health Choice and Work First. Immediately after this change, DSS is
expected to help with the implementation of the new Affordable Care Act requirements.
Although some of those changes are not effective until January 2014, the agency will begin the
preparation and enrollment process during 2013.
For the past few months, counties usingthe new program have foundproductivity drops
significantly (up to 50%) while employees learn the new procedures. Given the volume of cases
and the need for benefits to be issued timely, there are concerns that the current staff will not be
able to manage this successfully.
During the past six months, DSS has been studying the skills needed to perform these duties
after the implementation of NCFAST and the concepts related to work support strategies. DSS
and Human Resources have worked together to develop new classifications to reflect the
changes in these jobsbefore vacant positions were filled. This delay has impacted the agency
by delaying the hiring for some vacant positions.
Although vacancies are now being filled, staff resourcesare beingreallocated withinthe agency,
and employees have been authorized to work overtime, there are still concerns about
completing work in a timelymanner during NCFAST implementation. Since each month
additional cases are impacted by the transition, it is imperative that the agency stay current
before new programs are added.
For these reasons, DSS is requesting tocreate three additionaltime-limitedpositions to be used
through December2013.In accordance with Article VI, Section 28-79 of the Personnel
Ordinance, the Board of County Commissioners approvesadding permanent positions to the
position classification plan, which includes time-limited positions.
FINANCIAL IMPACT:
There are sufficientfunds budgeted forsalaries in this year’s budget to
support the positions through June 30, 2013 without additional County dollars. The total costs
nextyear for threepositions through December is estimated at $74,856 withfederal funds
paying 50% of these costs. The cost to continue the positions from July through December
2013 will be reflected in the 2013-2014 DSS budget proposal.
RECOMMENDATION(S):
The Manager recommendsthe Board approve the creation of three
newtime-limited Human Service Specialists inSocial Servicesto be usedthrough December
31,2013, and to allow Social Services to utilize existing salary funds to pay for these positions
during the current fiscal year.