Washington Health Benefit Exchange Operations Committee. April 26, 2016 Carole Holland, CFO
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1 Washington Health Benefit Exchange Operations Committee April 26, 2016 Carole Holland, CFO
2 FINANCE ISSUES STATUS UPDATE Reduce financial system issues ITEM UPDATE NEXT STEPS Improve accuracy of financial information Implementing new financial system PMO managing the overall project IT providing support for conversion, system definition, security, etc. Both IT and Finance will upload data in templates for build phase IT also providing staff for User Acceptance Testing Continued adjustments for fiscal period and fund source Recast January through June 2015 expenditures in preparation for grant closure Continue implementation Post go live tasks Close Level 1B and Level 2 grants Performance audit SAO report will be released by July 2016 HBE will be provided with draft report to develop official response 2
3 FINANCE ISSUES STATUS UPDATE (CONT.) ITEM UPDATE NEXT STEPS Revenue cycle, cash flow and operating cash reserves Staffing Provided carriers with proposed carrier assessment rates for feedback and questions Maintain current carrier assessment rates DSHS provided introductory Lean training to Finance staff HCA/HBE working out details of documentation for 17T payments Continue to invoice Medicaid weekly HCA/HBE/OFM initiated discussion of APD process for 2016 Monthly meetings convened by OFM with HCA/HBE/OIC and legislative fiscal staff to monitor QHP enrollments and 17T revenues 3
4 Washington Health Benefit Exchange Budget Update April 26, 2016
5 CONTRACTS UPDATE Contract # HBE 217 Company Type start end The Resource Group Financial 3/11/16 12/31/1 7 Contract Owner Carole Holland HBE 218 ehealth IT 4/1/16 3/31/17 Vincent Barrailler HBE 069 Optistor IT 5/22/16 5/31/16 Vincent Barrailler HBE 171 TEK Systems IT 1/1/15 12/31/1 6 Vincent Barrailler HBE 216 CHPD/NASHP Exec 3/1/16 2/28/17 Pam MacEwa n HBE 098 Mary Reis Financial 4/1/16 9/30/16 Carole Holland Description Financial System Replacement HPF provider file directory Consulting Services Optional use contract for technical staffing State based marketplace policy support Engagement extension Addition al value Total contract value Changes Through March 2016 $337,915 New contract, including two technical amendments 1,200,00 New contract replacing previous contract HBE ,000 Terminated contract $0 $4,000,000 Two work orders for IT infrastructure support $22,300 New agreement replacing previous contract HBE 182 $0 $592,444 Extended engagement but no additional contract value
6 MARCH STAFFING February 2016 March 2016 Departm ent FT E (bodies) Contractor TOTAL FT E (bodies) Contractor TOTAL Regular Employees Ex ecutiv e/pmo Policy Legal Communications Finance & Administration Operations IT SUBT OT AL Temporary & Project Employees Finance 1 4 Invoices Eligibility 3 Outreach Enrollment Reconciliation Level 2 Triage Carrier Support 9 Post Validation/Data Analyst 3 SUBT OT AL 16 4 T OT AL *Finance temporary staff include three positions for financial system implementation.
7 Revenues Budget Status Based on most recent (Wakely April 2016 Forecast), the projected SFY T revenue will be $2.4 million less than the original budget projection This is a conservative estimate revenue estimate Appropriated Operational Expenses Includes charges that were originally funded with grant dollars that were found to be not allowable 2015 accruals which are included in the 2016 expenditures Medicaid and State matching funds for federal grants were only partially identified in the 2016 budget 7
8 Budget Status Appropriated Administrative Expenses FTEs remain under in part due to holding vacancies as long as feasible and the use of contractors to maximize grant revenues General and administration under expenditures partially due to closure of 521 building, elimination of security guards, reduction in rented parking spaces and fiscal conservatism of HBE staff and managers Appropriated Professional Service Expenses Reduction in use of contractors Temporary contracted staff offset by vacancy savings Expenditures include costs of software licenses for new financial system 8
9 BUDGET STATUS WITH APPROPRIATED REVENUE Fund Source FY 16 Supp. Budget Actual YTD through March Projected FY 16 Year End Variance GF S $5,942 $6,585 $8,615 ($2,673) GF Svariance moves to HBE account HBE Account $26,699 $20,879 $23,547 $3,151 $479 Medicaid $24,099 $16,487 $25,270 ($1,171) ($1,171) Total $56,740 $43,952 $57,433 ($693) *Budget in Thousands 9
10 BUDGET STATUS WITH ACTUAL REVENUE Fund Source FY 16 Supp. Budget Actual YTD through March Projected FY 16 Year End Variance GF Svariance moves to HBE account GF S $5,942 $6,585 $8,615 ($2,673) HBE Account $24,515 $20,879 $23, ($1,705) Medicaid $24,099 $16,487 $25,270 ($1,171) ($1,171) Total $54,556 $43,952 $57,433 ($2,876) *Budget in Thousands 10
11 YEAR END BUDGET ADJUSTMENTS Medicaid HBE Account Year end balance by fund before adjustments ($1,171) ($1,705) FY 15 Accrual $4,456 $791 Grant Expenditures Medicaid & HBE match ($2,537) ($306) Potential FY 15 GF S Veto Offset $1,547 Total Year End Balance $748 ($1,220) Total with Veto Offset $748 $327 *Budget in Thousands Actual Revenue 11
12 Temporary Budget Reduction Strategies Reduce call center coverage Reduce marketing and outreach costs Keep staff vacancies open as long as feasible Recover IT costs from ESA for charges for services not requested by HBE Recover costs for IT changes requested by HCA Review/recover printing and postage charges (e.g. specialized mailings)
13 Washington Health Benefit Exchange Budget Process April 26, 2016
14 Biennial process April/May Proposed Budget Process Meet with ELT to identify core processes and current funding for each Develop criteria for prioritizing asks Draft concept papers for budget requests, including estimated costs/savings Bring concept papers to Board for consideration in late May June July Board votes on strategic funding priorities Revenue forecast update Close state fiscal year 2016 Draft decision packages, including costing out new items identified in Board strategic planning August Obtain Board approval September Submit budgets to OFM
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