§
Click on the System User Counts button.
The
user will be presented with the SYSTEM_USER_COUNTS worksheet as shown below:
§
The above screenshot of the SYSTEM_USER_COUNTS worksheet has
been pre-populated with data. The ALL_SYSTEM_USAGE information has been copied
to this worksheet using the “Copy for System User Counts” button located on the
ALL_SYSTEM_USAGE worksheet.
§
This worksheet is used to capture the number of benefiting
program recipients or caseloads that will be using the system functionality in
order to determine the “fair share” contribution for small and large programs.
§
The usage=”X” markers in the benefiting program columns will
be replaced by the actual user counts, which are either the benefiting
programs’ number of recipients or the number of caseloads that will be benefit
from or impact the use of the system functionality. For example, if the Food
Stamps (FS) program has 500,000 recipients or caseloads then all of the
usage=”X” markers under the FS column will be replaced with the value of
500,000.
§
The SYSTEM_USER_COUNTS worksheet has menu buttons to provide
automated functionality to the user.
§
Assign the
Benefiting_Programs Worksheet User Counts: Users can use this button
to insert the user counts captured on the Benefiting_Programs worksheet
automatically.
§
The following screenshot shows the use of the “Assign
the BENEFITING_PROGRAMS Worksheet User Counts” button.
Assign
User Counts by Program: Users use this button to enter user counts manually,
if the user would like to capture the specific number of program participants
that would
actually
benefit from the system functionality. The
“Enter User Counts” window will appear after clicking on this button.
§
Users select the benefiting program in the drop-down box,
select the system functionality where usage =”X” for the program and enter a
user count to insert.
§
As an example, this option would be used if FS (e.g., Food
Stamps) had a total user count of 500,000 but only 225,000 of the program
participants would interact with the system functionality. So, instead of
entering the standard of 500,000 where usage =”X”, then specific numbers like
225,000 would be entered. The benefiting programs involved in the cost
allocation would need to determine actual users by system functionality.
§
PLEASE NOTE: The use of this button may be
rare because collection of such detail may not be cost effective. Having user
counts of actual benefit would be more accurate. However, capturing user counts
at this level of detail may have only a small impact on the cost allocation
“fair share” for small and large programs.
§
Calculate Shared Usage Level of Effort (LOE): Users
use this button to calculate the data used to determine the final cost
allocation “fair share” (i.e. percentages) for the benefiting programs. The user counts are used to calculate an
“adjusted” level of benefit for any “small” programs that are involved in the
system cost allocation. If a system only has large programs then the cost
allocation will be divided equally among all programs using the specific system
functionality. However, if the system has both small and large programs then
the small programs’ percentage of total user counts are used to help determine
the small program share and the large program share. Clicking this button
creates and inserts the data for the SHARED_USAGE_LOE worksheet.
An example of how the “Calculate
Shared Usage Level of Effort (LOE)” button uses the user counts to calculate
the data for the SHARED_USAGE_LOE worksheets is as follows:
§
Step 1: Assume that a system has 5
benefiting programs indicated on the Benefiting_Programs worksheet as follows:
2 Small and 3 Large programs
PROGRAM_ABBREV |
PROGRAM |
PROGRAM_SIZE |
USER_COUNTS |
FS |
Food Stamps |
Large |
500,000 |
TANF |
TANF |
Large |
465,000 |
MED |
MEDICAID |
Large |
500,000 |
PROGRAM 4 |
PROGRAM 6 |
Small |
750 |
PROGRAM 5 |
PROGRAM 7 |
Small |
900 |
§
Step 2: The following program usage
assignments are made on the ALL_SYSTEM_USAGE worksheet. Base values and weights
are assigned on the ALL_SYSTEM_USAGE worksheet as well. However, these values
will be shown later in this example.
Functional Module |
SubModule |
Detail |
Usage Type |
Num Small |
Num Large |
FS |
TANF |
MED |
Program 4 |
Program 5 |
Alerts |
Management |
AL1 |
Shared |
1 |
3 |
X |
X |
X |
X |
|
Alerts |
Management |
AL2 |
Shared |
2 |
2 |
X |
|
X |
X |
X |
Alerts |
Management |
AL3 |
Shared |
1 |
1 |
X |
|
|
|
X |
Alerts |
Management |
AL4 |
Shared |
2 |
2 |
X |
X |
|
X |
X |
Alerts |
Management |
AL5 |
Shared |
0 |
3 |
X |
X |
X |
|
|
§
Step 3: The ALL_SYSTEM_USAGE worksheet
information is copied to SYSTEM_USER_COUNTS worksheet and the user counts from
the benefiting_program worksheet are assigned in cells where usage=”X”
Functional Module |
SubModule |
Detail |
Num Small |
Num Large |
FS |
TANF |
MED |
Program4 |
Program5 |
Total |
Alerts |
Management |
AL1 |
1 |
3 |
500000 |
465000 |
500000 |
750 |
|
1465750 |
Alerts |
Management |
AL2 |
2 |
2 |
500000 |
|
500000 |
750 |
900 |
1001650 |
Alerts |
Management |
AL3 |
1 |
1 |
500000 |
|
|
|
900 |
500900 |
Alerts |
Management |
AL4 |
2 |
2 |
500000 |
465000 |
|
750 |
900 |
966650 |
Alerts |
Management |
AL5 |
0 |
3 |
500000 |
465000 |
500000 |
|
|
1465000 |
§
Step 4: A user count percentage for all
small programs is calculated by dividing the small program user counts by the
total user counts.
Functional Module |
SubModule |
Detail |
Num Small |
Num Large |
FS |
TANF |
MED |
Program4 |
Program5 |
Total |
Alerts |
Management |
AL1 |
1 |
3 |
|
|
|
0.0005 |
|
|
Alerts |
Management |
AL2 |
2 |
2 |
|
|
|
0.0007 |
0.0009 |
|
Alerts |
Management |
AL3 |
1 |
1 |
|
|
|
|
0.0018 |
|
Alerts |
Management |
AL4 |
2 |
2 |
|
|
|
0.0008 |
0.0009 |
|
Alerts |
Management |
AL5 |
0 |
3 |
|
|
|
|
|
|
§
Step 5: The percentage for the large programs is
calculated by equally dividing the remainder of the total share after deducting
the total of the small programs share.
o
Using row 2 as
an example, 1 (i.e.,100% of the Total) - [.0007+.0009] (i.e., the total share
of small programs) = .9984
o
Each of the
large programs’ share is .9984 divided by the number of large programs. In row
2, Num Large = 2. Therefore .9984/2 = .4992 and is the share designated for
each of the large programs in row 2.
Functional Module |
SubModule |
Detail |
Num Small |
Num Large |
FS |
TANF |
MED |
Program4 |
Program5 |
Total |
Alerts |
Management |
AL1 |
1 |
3 |
.3332 |
. 3332 |
. 3332 |
0.0005 |
|
1 |
Alerts |
Management |
AL2 |
2 |
2 |
.4992 |
|
.4992 |
0.0007 |
0.0009 |
1 |
Alerts |
Management |
AL3 |
1 |
1 |
.9982 |
|
|
|
0.0018 |
1 |
Alerts |
Management |
AL4 |
2 |
2 |
.4991 |
.4991 |
|
0.0008 |
0.0009 |
1 |
Alerts |
Management |
AL5 |
0 |
3 |
.3333 |
.3333 |
.3333 |
|
|
1 |
Functional Module |
SubModule |
Detail |
Base
Value |
Weight |
FS |
TANF |
MED |
Program4 |
Program5 |
Total |
Alerts |
Management |
AL1 |
20 |
|
.3332 |
. 3332 |
. 3332 |
0.0005 |
|
1 |
Alerts |
Management |
AL2 |
25 |
|
.4992 |
|
.4992 |
0.0007 |
0.0009 |
1 |
Alerts |
Management |
AL3 |
10 |
|
.9982 |
|
|
|
0.0018 |
1 |
Alerts |
Management |
AL4 |
5 |
|
.4991 |
.4991 |
|
0.0008 |
0.0009 |
1 |
Alerts |
Management |
AL5 |
5 |
|
.3333 |
.3333 |
.3333 |
|
|
1 |
Functional Module |
SubModule |
Detail |
Base
Value |
Weight |
FS |
TANF |
MED |
Program4 |
Program5 |
Total |
Alerts |
Management |
AL1 |
20 |
|
6.664 |
6.664 |
6.664 |
0.01 |
|
20 |
Alerts |
Management |
AL2 |
25 |
|
12.48 |
|
12.48 |
0.0175 |
0.0225 |
25 |
Alerts |
Management |
AL3 |
10 |
|
9.982 |
|
|
|
0.018 |
10 |
Alerts |
Management |
AL4 |
5 |
|
2.4955 |
2.4955 |
|
0.004 |
0.0045 |
5 |
Alerts |
Management |
AL5 |
5 |
|
1.6665 |
1.6665 |
1.6665 |
|
|
5 |