HomeMy WebLinkAboutAgenda - 09-05-2013 - 5iORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 5, 2013
Action Agenda
Item No. 5 -i
SUBJECT: Request to Extend Three Time - Limited Human Service Specialist Positions at
Department of Social Services (DSS)
DEPARTMENT: Social Services
ATTACHMENT(S):
PUBLIC HEARING: (Y /N) No
INFORMATION CONTACT:
Nancy Coston, 919 - 245 -2800
Lindsey Shewmaker, 919 - 245 -2817
1
PURPOSE: To request approval for the Department of Social Services (DSS) to extend three
existing time - limited positions through June 30, 2014 for continued use during the transition of
the legacy automation systems to the new NCFAST program.
BACKGROUND: North Carolina is implementing NCFAST in all 100 counties during 2013-
2014. NCFAST is a complex automation system that will be used in all programs at DSS,
beginning with public assistance programs. Orange County employees have been trained on
NCFAST for use in Food and Nutrition Services and no longer have access to the old system.
Staff is in the process of implementing NCFAST functionality 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.
These changes will continue through 2014 although the agency will begin the preparation and
enrollment process during 2013.
Counties using the new program have found productivity 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.
Although vacancies are being filled more quickly, staff resources are being reallocated within the
agency, and employees have been authorized to work overtime, there are still concerns about
completing work in a timely manner 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 requested to create three, one (1.0) FTE time - limited positions in
February of 2013 to be used through December 2013. In accordance with Article VI, Section
28 -79 of the Personnel Ordinance, the Board of County Commissioners approve adding
permanent positions to the position classification plan, which includes time - limited positions.
Given delays surrounding the implementation of NC FAST, DSS is requesting these positions
be extended through June 30, 2014. The funds were budgeted for an entire year in the FY
2013 -14 DSS budget, but formal approval of extending these positions through June 30, 2014 is
required by the Board of County Commissioners
FINANCIAL IMPACT: The funds to support the positions from January through June 2014 of
$73,306 were budgeted in the FY 2013 -14 DSS budget. If approved, federal funds would pay
50% of these costs. No additional County funds will be required.
RECOMMENDATION(S): The Manager recommends the Board approve the extension of the
three time - limited Human Service Specialists in Social Services through June 30, 2014.