Agenda - 09-05-2013 - 5i - Laserfiche WebLink

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ORANGE 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