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Multi-Program Advance Planning Documents (APD)

Many states operate large and complex administrative data systems that support multiple health and human services programs. These systems often include programs administered by multiple Operating Divisions (Multi-OPDIV) within the Department of Health and Human Services (HHS). Federal dollars are available to support planning, design, development, and implementation, and the maintenance and operations of such systems.

States requesting federal funding for multi-OPDIV systems that support two or more programs administered by HHS must submit an Advance Planning Document (APD) to the HHS Multi-OPDIV Coordinator (MOC). The HHS MOC oversees the coordination of Multi-OPDIV requests when such systems are funded by the Centers for Medicare & Medicaid Services (CMS) and at least one of the following HHS OPDIVs:

HHS also works closely with the U.S. Department of Agriculture (USDA)’s Food and Nutrition Service’s (FNS) Supplemental Nutrition Assistance Program (SNAP). However, USDA receives a separate submission from the state and issues its own response.

APD Submission Instructions

The instructions below apply to APD submissions for technology projects that benefit two or more programs administered by CMCS, Children’s Bureau, or Office of Child Support Services. States should continue to follow FNS’s APD submission requirements for projects that request SNAP funding. 

  1. To understand program-specific requirements 1, HHS recommends that states discuss the content of the submission with their assigned federal analysts for each benefitting program before submitting an APD.
  2. The submission must include the following information:

    1. The APD or procurement document and a cover letter that is signed by an authorized representative and addressed to:

      Edward Dolly
      Deputy Director, Data and Systems Group
      Center for Medicaid & CHIP Services (CMCS), Centers for Medicare and Medicaid Services (CMS)
      7500 Security Boulevard
      Baltimore, MD 21244

    2. The type of request, such as an APD or procurement.
    3. Which benefiting programs from HHS are included in the request and the percentage allocated to each program.
    4. A high-level overview of the funding request or procurement document.
  3. Submit the cover letter and APD to the HHS Multi-OPDIV mailbox: HHSMultiOPDIVS@cms.hhs.gov 
    1. Please copy your state’s assigned federal analyst for each benefiting program for the project.
    2. Also include state staff who wish to receive updates about the submission.

Cost Allocation

HHS has made available to states the Cost Allocation Methodology (CAM) Toolkit (CAM). The CAM is a simple, consistent, and objective cost allocation methodology states can use to calculate funding contribution amounts across multiple funding agencies from system planning to decommissioning, and in line with the advance planning document process.  We encourage states to use this toolkit to simplify the process.

Contact

States may contact the HHS Multi-OPDIV Coordinator at HHSMultiOPDIVS@cms.hhs.gov if they have questions about Multi-OPDIV submissions. Please cc: the assigned federal analysts from each benefitting program for the project(s) in question.

  1   Specific APD Requirements can be found at 45 CFR 95.611(Medicaid) and   https://www.federalregister.gov/documents/2010/10/28/2010-26727/state-systems-advance-planning-document-apd-process (Child Support and Child Welfare)