Many states operate large and complex administrative data systems that include information from multiple human services programs. Federal dollars to support planning; design, development, and implementation; and maintenance and operations of such systems must be allocated across programs. The vehicle for states to request federal funding is the Advance Planning Document (APD). In the APD, states outline their project details, applicable procurements, and requested funds.

The State Systems Coordinator for HHS oversees the coordination of multi-program requests when such systems are funded by two or more of the following operating divisions within HHS:

HHS works closely with the U.S. Department of Agriculture (USDA)’s Food and Nutrition Service

(FNS)’s Supplemental Nutrition Assistance Program (SNAP). However, USDA receives a separate submission from the state and issues its own response.

Send electronic submissions for technology projects that benefit multiple programs (meaning two or more of Children’s Bureau, Office of Child Support Services, and/or Centers for Medicare and Medicaid Services) within HHS.  If Food and Nutrition Services is involved in the request, then you must create a separate cover letter requesting FNS’s review and you must submit it directly to FNS.

Submission steps:

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.

Metadata-only record linking to the original dataset. Open original dataset below.