HZA, in conjunction Baldacci Consulting Group, was awarded a contract in 2014 to review and recommend improvements for capturing Title IV-E federal funding for administrative and maintenance expenditures. Based on the merger of the Kansas Juvenile Justice Authority into the Kansas Department of Corrections (DOC), which created the Division of Juvenile Services, the cost allocation plan (CAP) which the Department files with the Department of Children and Families needed to be updated. HZA conducted a review of the CAP originally developed by the Juvenile Justice Authority, the Department’s financial infrastructure, and the random moment sampling process used to identify the percentage of time case managers are involved in Title IV-E administrative activities. HZA recommended ways to improve the efficiency of the process. Case type and activity definitions were updated to enable case managers to better select the appropriate codes; steps were taken to ensure responses are received timely, satisfying federal requirements; and an updated matrix was provided of case type and activity code combinations used to calculate Title IV-E allowable rates of reimbursement. The project team worked with DOC to draft a revised cost allocation plan to satisfy the requirements of the Department of Children and Families and thus the Federal Administration for Children and Families. Additionally, the team identified an opportunity to expand the RMTS to include intake and assessment staff, who carry out similar activities to those currently participating in the RMTS, as youth enter the juvenile justice system.
Applying the changes made to the cost allocation plan, HZA developed an automated application for the Department to use in calculating administrative claim values, including the amounts specific for posting to the federal claim and quarterly financial reports. The application apportions individual payments across 51 programs and segregates unallowable costs from the financial expenditures incurred. Costs are then distributed across nine claiming categories, e.g., adult services, grant awards, maintenance, food service, debt service and capital improvement. Calculations, incorporating data from the quarterly random moment surveys, were applied to calculate administrative claims for Title IV-E reimbursement, taking into account case management activities carried out for Title IV-E eligible youth as well as those which are candidates for Title IV-E and those related to determining eligibility.