General Administration and Program Support Overview
This presentation provides an overview of the General Administration and Program Support within the CHFS organizational structure. It covers offices such as Legal Services, Public Affairs, Ombudsman, Administrative Services, Data Analytics, Finance, Human Resource Management, and more. Details about the FY 2023 budget allocation and the roles of each office are highlighted.
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Presentation Transcript
General Administration and Program Support Presented for the CHFS Organizational Structure, Operations, and Administration Task Force September 21, 2022 Eric Friedlander, Secretary
General Administration and Program Support General Administration and Program Support These offices are housed within the Administrative Support program and support the operations of the direct service program departments within the Cabinet: Office of the Secretary Office of Legal Services Office of Public Affairs Office of the Ombudsman and Administrative Review Office of Administrative Services Office of Application Technology Services Office of Data Analytics Office of Finance and Budget Office of Legislative and Regulatory Affairs Office of Human Resource Management Office of Inspector General 2
General Administration and Program Support General Administration and Program Support FY 2023 Budget FY 2023 Budget - - $152,567,100 Fund $152,567,100 Program General 7% Restricted 48% Inspector General 45% Federal 45% Object Type Personnel 78% Grants, Loans, Benefits 0% Administrative Support 55% Operating 22% 3
Office of Legal Services Office of Legal Services Pursuant to KRS 194A.030(1)(b) the Office of Legal Services provides complex legal services to all units of the Cabinet for Health and Family Services. The General Counsel oversees all of the office activities. There are two operating units in OLS, Central Office and Regional. The attorneys and support staff in the Central Office, located in Frankfort, are responsible for drafting and/or reviewing legal documents, CHFS contracts, legislation, regulations, open records requests, procurement issues, personnel matters, EEO investigations, and proposed disciplinary actions. They also provide daily legal advice concerning the operation of all programs within the Cabinet, review and draft legal opinions. These attorneys represent the Cabinet, its departments, its officials, and its employees in both federal and state courts as well as in administrative actions. The attorneys in the Office of Legal Services Regional Offices support the work of the Department for Community Based Services in termination of parental rights cases, custody cases where the Cabinet is a named party and in CAPTA administrative hearings. They also advise regional Cabinet staff on legal issues which relate to child and adult protection services. 4
Office of Public Affairs Office of Public Affairs Responsible for education, awareness of programs that effectively describe and promote agencies and functions of the cabinet, oversees and coordinates media queries; writes, designs, produces press releases, consumer info, media management Some numbers, year-to-date: 302 social posts 285 media inquiries 25 videos 18 podcasts 16 employee newsletters; Creative services agreements with Bandy-Carroll-Hellige, Doe-Anderson, Red7e 5
Office of Ombudsman and Administrative Review Office of Ombudsman and Administrative Review Division of Administrative Hearings Division of Program Performance Health Services Branch Division of Citizen Services & Policy Integrity SNAP Quality Control Review Branch (DCBS) Families and Children Services Branch Public Assistance Quality Control Review Branch (DCBS) Complaint Review Branch CONTRACTS: Quality Advancement Branch Personal Service Contract Attorneys Program Enhancement Branch (DCBS) NO CONTRACTS DMS Contract NO CONTRACTS HBE Appeal Contract Executive Office: Constituent Services, Institutional Review Board Administration, Small Business Ombudsman 6
CHFS Office of Administrative Services CHFS Office of Administrative Services Serves as CHFS s administrative backbone Composed of three divisions: Facilities Management; General Accounting; and Procurement & Grant Oversight Services Essential Support Services Provided by OAS Divisions Facilities Management General Accounting Procurement & Grant Oversight Completes financial reporting for more than 340 federal grants totaling $13.4 billion. Oversees the $11.9 billion Medicaid grant. Processes $2.5 million in cash receipts each year. Processes more than 10,000 travel vouchers each year for CHFS employees in all 120 counties. Processes approximately 30,000 purchase transactions per year. Guides approximately 40 requests for proposal processes each year from solicitation development to contract execution. Guides approximately 250 Memoranda of Understanding each year. Manages and maintains approximately 192 leased & owned properties in all 120 counties. Liaises with the Finance Cabinet on facility leases, upgrades, and emergency leases/repairs in the event of a natural disaster. 7
Office of Application Technology Services Office of Application Technology Services The Office of Application Technology Services (OATS), oversees IT investments in and performance of IT systems across CHFS. OATS develops, implements and maintains IT systems, oversees vendor solutions, as well as establishes IT policies, IT standards and guidelines along with IT security for IT assets for the agencies within CHFS. OATS is organized into five divisions and three supporting teams. TheDivision of Eligibility Systems (DES) supports IT services and solutions for the Cabinet s Integrated Eligibility and Enrollment Solution (IEES) including associated employment and training (E&T) programs, Department for Community Based Services (DCBS) related to the Kentucky Integrated Child Care System (KICCS), and various additional mainframe systems. TheDivision of Application Development and Support (DADS) supports IT development and testing services for the Department of Medicaid Services (DMS). Solutions include the Medicaid Partner Portal Application (MPPA), Critical Incident Reporting Systems (CIRS) and testing services for other solutions. TheDivision of Social Services Systems (DSSS) supports IT services and solutions for Child Support Enforcement (CSE), Office of Inspector General (OIG), DCBS Child Welfare solution, Office for Children with Special Health Care Needs (OCSHCN), and Department for Aging and Independent Living (DAIL). TheDivision of Health Services Systems (DHSS) supports IT services and solutions for the Department for Public Health (DPH). Solutions include various Vital Statistics systems, Disease Surveillance (NEDSS) and the Kentucky Health Information Exchange (KHIE). TheDivision of Strategic Services (DSS) supports IT services, solutions and tools that are utilized across the Cabinet such as the Cabinet s single sign-on solution (KOG), the Master Client Index (MCI) as well as many other solutions. DSS houses internal application helpdesk support. The division serves as a liaison to the Commonwealth Office of Technology (COT) as it relates to daily operations of the Cabinet. The Security and Compliance Team provides a myriad of services designed to ensure the confidentiality, integrity, and availability of the data entrusted to and utilized by the Commonwealth. Services include but are not limited to: vulnerability scanning, penetration testing, threat hunting, security architecture, adherence to auditing activity, ensuring compliance documentation and information technology security policies are in place and adhered to, oversight of HIPAA Risk Assessment Program. The Project Management Office (PMO) Team provides centralized supportive services to IT project managers across OATS. The OATS Financial Group (OFG) provides centralized support and services for enhanced technology funding from federal partners for various programs as well as standardized administrative guidance across OATS. 8
Office of Data Analytics Office of Data Analytics Research and Analytics: data analytics, research, and evaluation to advise policy and data-driven decisions Data Governance: policies and procedures pertaining to internal and external data sharing, privacy, and security State University Partnership Program: partnering with universities to advance research topics pertinent to Cabinet programs and priorities Kynect Resources: resource engine and referral tool to assist citizens in connecting to needed services Kentucky Hospital Association: covers the collection and administration of hospital discharge data University of Kentucky: provides data research and analytics services to the Cabinet 9
Office of Finance and Budget Office of Finance and Budget The Office of Finance and Budget is responsible for the implementation and oversight of the Cabinet s $19B annual budget. Coordinates activities related to budgetary and programmatic issues across departmental lines within the Cabinet as well as agencies outside of the Cabinet. Reviews state and federal legislation for fiscal impacts upon Cabinet programs. 10
Office of Legislative and Regulatory Affairs Office of Legislative and Regulatory Affairs The Office of Legislative and Regulatory Affairs (OLRA) was formed as a way for the Cabinet for Health and Family Services (CHFS) to focus more directly on the business of legislative and policy matters, and regulatory amendments. OLRA reviews legislation and files administrative regulations that impact all departments and offices within CHFS. During the 2022 Regular Session: Reviewed 1,165 pieces of unique legislation to assess for cabinet impact Produced bill reviews on approximately 235 of those bills This does not include amendments that were filed to bills In calendar year 2021: 88 administrative regulations All 88 administrative regulations completed the process and are effective In calendar year 2022 year-to-date: 62 administrative regulations 8 have become effective, and 54 are currently in process 11
Office of Human Resource Management Office of Human Resource Management The Office of Human Resource Management is comprised of the Division of Human Resource Administration and the Division of Employee Management with a staff of 64 employees. OHRM is committed to building and sustaining a positive work environment for all Cabinet employees. Employee Management reviews and implements requests for major disciplinary actions, pre- termination hearings, grievances and Equal Employment Opportunity complaints, including sexual harassment and Americans with Disabilities Act complaints. It is also responsible for the Cabinet s Limited English Proficiency Program. Human Resource Administration is responsible for personnel, payroll, and benefits for all of the Cabinet's employees. Included in its scope of responsibility include but are not limited to leave time, health insurance, worker's compensation, retirement, background checks, performance evaluations, and tax withholding. The division provides technical assistance and advice to management and employees regarding personnel policies, procedures, and regulations. Reviews and processes personnel actions such as hiring, promotions, and terminations. 12
Office of Inspector General Office of Inspector General License and survey Healthcare and Childcare facilities. Conduct independent audits, investigations, inspections, and other reviews of Departmental programs, operations, program participants, and funding. Identify and prevent fraud, waste, abuse, and criminal activity involving Department funds, programs, and operations. Maintains and oversees the Kentucky All Schedule Prescription Electronic Reporting system. Operate the Kentucky Applicant Registry and Employment Screening fingerprinting and background check system. Provide an annual State Health Plan and process Certificate of Need applications for new healthcare facilities. 13
Questions? Questions? 14
