DENVER HUMAN SERVICES BUDGET REVIEW SEPTEMBER 24, BUDGET

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1 DENVER HUMAN SERVICES BUDGET REVIEW SEPTEMBER 24, BUDGET

2 Denver Human Services Priorities for 2014 Citywide Vision: We will deliver a world-class city where everyone matters Mission: Partnering with our community to protect those in harm s way and help all people in need. I. Assistance II. Protection & Prevention Strategy 1: Cutting Edge Practice Strategy 2: Responsive Customer Service Strategy 3: Collaborative Community Partnership Strategy 4: Responsible Financial Management Strategy 5: Superior Workforce Development I.1.A. Redesign Process to Create Efficiency I.2.A. Increase Access to Updated Info. I.3.A. Strengthen Partnerships to Enhance Policy and Service I&II.4.A. Maintain Balanced Budget and Adequate Fund Balance I&II.5.A. Build Models for Succession I.1.B. Upgrade Technology I.1.C. Improve Accountability II.1.A. Focus on Safety as First Priority II.1.B. Work Toward Permanency from First Contact II.1.C. Advance Well- Being Efforts I.2.B. Improve Experience I.2.C. Empower Self Service II.2.A. Establish a Customer Service Philosophy II.2.B. Implement Policies to Support Customers I.3.B. Increase Client Access to Outside Service I.3.C. Improve Public Outreach II.3.A. Collaborate with Partners on Behalf of Clients II.3.B. Emphasize Community Based Prevention I&II.4.B. Increase Revenues & Allocations I&II.4.C. Implement Cost Saving Measures I&II.4.D. Reduce High Cost Services I&II.5.B. Focus on Hiring Skills I&II.5.C. Improve Internal Communication I&II.5.D. Develop Management Philosophy I&II.5.E. Promote Training Opportunities II.1.D. Increase Safety Net for Elder Victims II.3.C. Increase Awareness and Education I&II.5.F. Foster Inclusivity - 2 -

3 Denver Human Services Mission Level Metrics Priority Metrics Projected Estimated I. Assistance: Timeliness (Benefit Applications) I. Assistance: Outreach (Eligible Clients for Food) I. Assistance: Outreach (Eligible Clients for Medical) I. Assistance: Outreach (Eligible Clients for Cash) I. Assistance: Efficiency ($ Spent to administer Benefits) II. Protection & Prevention: Prevention (No Re-Abuse of Children) II. Protection & Prevention: Family Preservation (Children Stay at Home) II. Protection & Prevention: Responsiveness (Alleged Child Victims Seen Timely) II. Protection & Prevention: Responsiveness (Alleged Adult Victims Seen Timely) II. Protection & Prevention: Well Being (Child Contacts Made Regularly) 64.8% 80.6% 89.8% 91.0% 95.0% 67.6% 77.5% 86.1% 89.0% 90.0% 63.8% 68.8% 74.9% 76.8% 77.5% 9.4% 9.8% 10.8% 12.1% 12.8% 19.6% 19.8% 21.9% 20.4% 19.5% 96.2% 97.2% 95.3% 97.9% 98.0% 72.7% 70.8% 72.7% 75.2% 79.3% 70.8% 79.0% 87.3% 89.9% 92.0% 73.4% 81.6% 88.1% 94.9% 97.0% 74.7% 86.5% 88.1% 89.4% 91.6% *Data projected using January to June 2012 data **Data projected based on goal and anticipated volume - 3 -

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5 2014 Denver Human Services Budget Structure Revenues: State & Federal Transfer $ Mill Levy Grants General Fund Other Expenditures: Administration Required County Match Pass Through $ Local Programs Revenues: State & Federal Direct to DHS $ (Not reflected in City Budget Book) Expenditures: Entitlement Programs Client Benefits Provider Services City Book: $161.6 Million State Book: $218.6 Million Relies on both City and State Budgets to create full DHS Budget Encompasses 3 Fiscal Calendars City State Federal DHS Budget: Grand Total $380.2 Million - 5 -

6 Denver Human Services Revenue Overview Sources Actual Actual Appropriated Proposed Variance State & Federal Transferred to City $84,814 $77,531 $91,064 $92,213 $1,149 Property Taxes: DHS Mill Levy $39,074 $40,921 $44,325 $49,043 $4,718 DD Mill Levy (Pass Through) $10,965 $10,271 $10,990 $10,603 ($387) Other Misc. Revenue $427 $537 $584 $584 $0 Grants/Donation $10,622 $8,624 $9,573 $9,073 ($500) General Fund $154 $1,075 $75 $75 $0 CITY ONLY TOTAL $146,056 $138,959 $156,611 $161,591 $4,980 State & Federal Direct to DHS $218,562 $223,365 $209,828 $218,591 $8,763 GRAND TOTAL $364,618 $362,324 $366,439 $380,182 $13,743 Summary of 2014 Revenue Sources City: Net Increase of almost $5 million, primarily due to increased mill levy dollars. State: We are projecting an increase in client benefit dollars from the federal level

7 Denver Human Services Expenditure Overview Uses Summary of 2014 Expenditure Proposal City: Net increase of $4.9 million: additional FTEs in various program areas to cover service expansions primarily due to increased caseloads for expanded Medicaid eligibility is the biggest driver of the increase, along with personnel costs of 3%. State: Increased client benefit dollars will be distributed to eligible clients Actual 2012 Actual 2013 Appropriated 2014 Base Proposed Expansion Budget Variance Personnel $55,445 $58,676 $65,276 $67,375 $1,623 $68,998 $3,722 Services & Supplies $27,533 $25,154 $40,276 $37,589 $1,561 $39,075 ($1,201) Capital Equipment $59 $61 $15 $0 $0 - ($15) Internal Service Charges $29,137 $25,909 $28,693 $29,133 $3 $29,136 $443 Denver Options (Pass Through) $10,965 $10,329 $10,990 $10,603 $0 $10,603 ($0) Grant Expenditures $10,842 $8,220 $9,573 $8,879 $0 $9,073 ($500) Contingency $12,007 $10,611 $1,788 $0 $0 $4,706 $2,918 CITY ONLY TOTAL $145,988 $138,959 $156,611 $153,578 $3,188 $161,591 $4,980 Client Benefits/ Provider Services $218,562 $223,365 $209,828 $218,591 $8,763 GRAND TOTAL $364,550 $362,324 $366,439 $153,578 $3,188 $380,182 $13,743 * Pass-Through contract is based on prior year s projection. The difference between projection and actual is added to the following year s contract

8 $40,000 $35, Assistance Budget TANF Allocation 4,500 4, 's $30,000 $25,000 $20,000 $15,000 $10,000 $5,000 $0 SFY11-12 Actual SFY12-13 Revised SFY13-14 Projected SFY14-15 Projected *Mitigation $2,402 $1,037 $3,301 $3,634 State Budget $14,958 $15,753 $12,628 $12,142 City Budget $20,603 $18,030 $19,466 $18,348 Caseload 3,879 3,706 3,516 3,482 3,500 3,000 2,500 2,000 1,500 1, KEY EXPANSIONS/CHALLENGES: Expansion: 4 FTE - $204k to reduce the use of overtime and remain timely in processing applications Allocation formula changes $8.5million reduction over 5 years (Year 5) Workforce Development Services provided by OED contract have been reduced w/ decrease in allocation One time spending to mitigate OED program reductions: $2.6 million ($1.3 mill in SFY13-14 and SFY14-15) Metric(s) Affected: Timeliness and Efficiency * TANF Reserve Fund Balance - 8 -

9 2014 Assistance Budget COUNTY ADMIN Allocation 000's $30,000 $25,000 $20,000 $15,000 $10,000 $5,000 $0 SFY11-12 Actual SFY12-13 Revised SFY13-14 Projected SFY14-15 Projected *Mitigation $9,628 $10,711 $11,533 $13,315 State Budget $0 $0 $0 $0 City Budget $13,780 $13,267 $14,507 $14,250 Caseload 131, , , , , , , ,000 80,000 60,000 40,000 20,000 0 * Surplus Distribution KEY EXPANSIONS/CHALLENGES: Expansion: 7.5 FTE - $490k to cover recent caseload increases, and $1.4 million to cover anticipated caseload due to ACA/Expanded Medicaid Eligibility ($700k in SFY and 14-15) Note: Entitlement $ are guaranteed if caseloads increase, County Admin $ do not increase correspondingly Strategic Plan Metric(s) Affected: Efficiency and Outreach - 9 -

10 2014 Assistance Budget CHILD CARE Allocation 000's $18,000 $16,000 $14,000 $12,000 $10,000 $8,000 $6,000 $4,000 $2,000 $0 SFY11-12 Actual SFY12-13 Revised SFY13-14 Projected SFY14-15 Projected *Mitigation $265 $0 $1,106 $2,350 State Budget $9,350 $9,489 $9,392 $8,988 City Budget $2,771 $3,069 $4,408 $4,012 Caseload 2,825 2,371 2,582 2,531 3,000 2,500 2,000 1,500 1, * TANF Reserve Fund Balance, Surplus Distribution, Purchased Child Care Funds, General Fund KEY EXPANSIONS: Expansion: 2 FTE to accommodate increased enrollment due to raising eligibility from165% of FPL to 225% (anticipating 270 addition children annually) Expansion: Restored previous 10% provider reduction increasing average monthly payment per child SFY City Budget includes $1 million from approved in 2013 from our Undesignated Fund Balance, SFY includes $500k from the UFB. Strategic Plan Metric(s) Affected: Efficiency

11 2014 Assistance Budget CHILD SUPPORT Budget/Expenses $9,000 30,000 $8,000 $7,000 25,000 $6,000 20, 's $5,000 $4,000 15,000 $3,000 10,000 $2,000 $1,000 5,000 $ Actual 2012 Actual 2013 Revised 2014 Projected City Budget $6,954 $7,506 $7,714 $7,948 Caseload 26,080 26,724 27,821 28,180 0 KEY EXPANSIONS/CHALLENGES: Expansion:1 FTE A fatherhood advocate will help estranged fathers navigate the system, with the goal of increasing compliance and family stability for children Note: Federally funded program through intergovernmental transfer, requires county match from mill levy Strategic Plan Metric(s) Affected: Efficiency

12 2014 Protection & Prevention Budget Child Welfare: Block Grant & Core $70,000 1, 's $60,000 $50,000 $40,000 $30,000 $20,000 $10,000 1, $0 SFY11-12 Actual SFY12-13 Revised SFY13-14 Projected SFY14-15 Projected *Mitigation $0 $0 $0 $52 State Budget $26,832 $22,774 $22,774 $22,670 City Budget $34,397 $35,798 $36,872 $37,978 Caseload 1, * Managed Care Incentives, Surplus Distribution, TANF Transfer or Mill Levy KEY EXPANSIONS/CHALLENGES: Expansion: 1 FTE at the Family Crisis Center for prevention programming for youth (Core Services) Program changes have decreased caseloads and spending. Tactics include: focusing on supporting families in staying together, placing children with kin, reuniting families, only opening cases when situation warrants, and keeping kids in family settings. Current focus is on providing comprehensive services earlier in the life of each case Strategic Plan Metric(s) Affected: Prevention, Family Preservation, Responsiveness, Well-Being

13 2014 Protection & Prevention Budget DENVER'S ROAD HOME Budget $9,000 $8,000 $7,000 $6, 's $5,000 $4,000 $3,000 $2,000 $1,000 $ Actual 2012 Actual 2013 Revised 2014 Proposed *Mitigation $500 $1,000 Private Donations $1,747 $1,047 $610 $500 City Budget $5,496 $5,954 $6,075 $6,352 * Undesignated Fund Balance Transfer KEY EXPANSIONS/CHALLENGES: Expansion: DHS will support Denver s Road Home with an additional $1.4 million in 2014 to cover service provider contracts (Note: the 2014 budget is reduced by personnel $ transferred to Assistance and $1 million to establish the 24-hour Rest & Resource Center still being held in reserve.) Additional emergency shelter needed in 2013 will require additional $ to cover all contracts, in the form of a proposed 2013 supplemental from the DHS Undesignated Fund Balance Metric(s) Affected: DRH is currently in the process of overhauling the metrics as part of a new Strategic Plan

14 2014 Protection & Prevention Budget ADULT PROTECTION KEY EXPANSIONS/CHALLENGES: Expansion: 2 FTEs to support additional caseload due to new legislations requiring mandated reporting for elderly abuse, neglect and exploitation Metric(s) Affected: Timeliness, Responsiveness 2014 Support Services Budget PERFORMANCE IMPROVEMENT & ACCOUNTABILITY KEY EXPANSIONS/CHALLENGES: Expansion: 13 FTEs to support data management, quality improvement in Family & Adult Assistance and Child Welfare and technical support for the state s computer system Metric(s) Affected: Efficiency BUSINESS MANAGEMENT KEY EXPANSIONS/CHALLENGES: Expansion: 1 FTE to support increased contract needs for Child Welfare Metric(s) Affected: Efficiency FINANCIAL SERVICES KEY EXPANSIONS/CHALLENGES: Expansion: 2 FTE to support additional payments and collections for Child Care Assistance and Child Support Metric(s) Affected: Efficiency

15 Fund Balances CITY BUDGET: Undesignated Fund Balance = $33,441K 2012 Year-End Fund Balance (CAFR) + $1,787K Expected addition due to savings through Operating Costs reductions, Child Welfare cost reductions, and additional revenues from the DHS Mill Levy and Surplus Distribution from the State = $35,228K 2013 PROJECTED Year-End Fund Balance (CAFR) ($1,000K) 2014 Continued Reserve for Establishment of DRH Rest & Resource Center ($2,000K) 2014 Designated for Tabor Reserve Requirement ($1,991K) 2014Designated for Additional Property Tax Revenue for Developmental Disabilities Requirement ($14,781K) 2014 Designated for 10% Operating Reserve Requirement (Contingency) ($3,865K) ($500K) ($2,600K) ($708K) ($1,400K) 2014 Designated for Child Welfare Restricted Funds (Parent Fee Incentives, Managed Care Incentives) 2014 Reserve for Child Care Program Support 2014 One-Time Spending Proposed for OED for Colorado Works program 2014 Reserve Proposed to mitigate anticipated FFY2014 sequestration impacts 2014 Reserve Proposed for administrative costs related to Affordable Care Act - $28,845K Designated Dollars In Fund Balance = $6,383K Undesignated Fund Balance STATE BUDGET: TANF Reserve Balance SFY Actual SFY Actual SFY Estimated SFY Projected $9,688K $7,287K $6,250K $5,949K

16 2013 Innovation & Peak Academy Overview Service Area Rapid Improvement Events Child Welfare 10 Family & Adult Assistance 8 Child Support 2 Child Care 1 Staff Development # FTE Trained % of FTE in Dept Green Belts % Black Belts 45 5% Service Level Improvements Results Baseline Current Target Time from document receipt to ready to work (Assistance) 4-6 days 85 min 60 min Same Day Interviews (Assistance) 0% 94% 80% Hotline Screening Decisions (Protection & Prevention) 0% 20% 25% Referrals processed by RED Team (Protection & Prevention) 40% 96% 80% Monthly contacts with child (Protection & Prevention) 74.4% 90.48% 95% Order Modification Time (Assistance) 180 Days 53 days 90 days Children placed with Kin (Protection & Prevention) 54% 74% 90% Order Initiation Time (Assistance) 14 days 3 days 3 days

17 2013 Innovation & Peak Academy Overview Innovations Description Improvements from Innovation Family & Adult Flow Cells Reduce the time from document drop off to begin processing Flow Cells Child Welfare Hotline Increase capability to screen out at Hotline in order to increase timeliness of response Child Welfare RED Team Replace two redundant processes with one Standard work Enhanced Interview Tool & Search Procedure; Standard work Same Day Interviews Provide same day interviews for Family & Adult applicants Client flow process; Standard work Child Welfare Monthly Contacts Child Support Order Modification Increase the frequency and quality of contacts with children & parents Reduce the time it takes to complete Documentation standard template & guide; Required timeframe for entry FAQ for modifications; Standard checklist; Close collaboration with CAO CMC Standard Work Develop standard work for core eligibility tasks Standard work; Standard monitoring Child Welfare Intake to Ongoing Decrease handoff time; Ensure family always has a point of contact Standard checklist; Revised policy & procedure Family Crisis Center Order In Decrease process time; Reduce safety incidents Standard room scheduling; Safety tracking Family & Adult Pending Time Reduce the time an application or redetermination is pending Verification Checklist; Contact Scripts; Case comment standard Child Welfare After Hours Kin Search Increase out of home placements with kin Enhanced search tools; Enhanced placement support Child Care Intake Process Decrease the time it takes to determine eligibility Standard Work; Efficient case tracking Child Support Intake to Enforcement Decrease time to initiate a case; Decrease rework Standard checklist Total: 13 total

18 Denver Human Services Accomplishments Assistance & Support Services Flow Cells LEAN Project: Reduced the time it takes for us to prepare incoming documents for processing from 5 days down to less than 90 minutes. Protection & Prevention Foster Care Certification LEAN Rapid Improvement Event: Reduced the time it takes for a foster family to become certified from an average of 248 days to a current 96 days / LEAN Implementation 17 RIEs held in RIEs held in