#### ![](media/image1.wmf){width="0.5625in" height="0.6527777777777778in"}  {#section .unnumbered}

#### CAM-TOOL USER GUIDE - TABLE OF CONTENTS 

#### ![](media/image4.png){width="1.3333333333333333in" height="1.0833333333333333in"}

[CAM-TOOL INTRODUCTION 3](#cam-tool-introduction)

[Starting the CAM-TOOL 3](#starting-the-cam-tool)

[An Overview of the CAM-TOOL 4](#an-overview-of-the-cam-tool)

[The CAM-TOOL Worksheet Format 6](#the-cam-tool-worksheet-format)

[The SYSTEM_INFORMATION Worksheet 7](#the-system_information-worksheet)

[The BENEFITING_PROGRAMS Worksheet
8](#the-benefiting_programs-worksheet)

[The ALLOCATION_STRUCTURE Worksheet
10](#the-allocation_structure-worksheet)

[The FUNCTIONAL_MODULES Worksheet 12](#the-functional_modules-worksheet)

[The SUB_MODULES Worksheet 13](#the-sub_modules-worksheet)

[The DETAILS Worksheet 15](#the-details-worksheet)

[The WEIGHTING_SYSTEM Worksheet 16](#the-weighting_system-worksheet)

[The ALL_SYSTEM_USAGE Worksheet 17](#the-all_system_usage-worksheet)

[The SYSTEM_USER_COUNTS Worksheet 22](#the-system_user_counts-worksheet)

[The SHARED_USAGE_LOE Worksheet 27](#the-shared_usage_loe-worksheet)

[The COST_ALLOCATION_PLAN Worksheet
29](#the-cost_allocation_plan-worksheet)

[The PROGRAM_SUMMARY Worksheet 32](#the-program_summary-worksheet)

[The FORMAT_ALL_SYSTEM_USAGE Worksheet
32](#the-format_all_system_usage-worksheet)

[The FORMAT_SHARED_USAGE Worksheet
34](#the-format_shared_usage-worksheet)

[The Help Menu Worksheet 36](#the-help-menu-worksheet)

[CAM-TOOL Worksheet Required Fields
37](#cam-tool-worksheet-required-fields)

[Glossary of Terms 38](#glossary-of-terms)

#   {#section-2 .unnumbered}

# CAM-TOOL INTRODUCTION

The CAM-TOOL is designed as a companion to the Cost Allocation
Methodologies Handbook, which are both components of the CAM TOOLKIT.
The CAM-TOOL can help assist States in creating a cost allocation plan
for software development costs following the systematic cost allocation
process indicated in the CAM Handbook. Use of the CAM-TOOL is most
appropriate when there is a need to provide cost allocation
justification that quantifies detailed benefit for multiple programs
(e.g., during *[planning]{.underline}* for the Implementation Advance
Planning Document (IAPD) submission for a system used by multiple
operating divisions). In contrast, the Preliminary Advance Planning
Document (PAPD) submission allows for any reasonable cost allocation
methodology (i.e., usually equal shares) among the benefiting programs.

The CAM-TOOL is a Microsoft Excel workbook with added macros (i.e.,
programming functionality) to provide easier navigation and to help
automate tasks associated with cost allocation.

## System Requirements

-   The CAM-TOOL was created using Microsoft Excel 2000.

-   The CAM-TOOL includes macro functionality. Therefore, macro
    functionality needs to be enabled on the user's computer. Please
    contact your technical support division for assistance with enabling
    macro functionality.

## User Requirements: 

-   Knowledge of the process of system cost allocation. Please refer the
    CAM Handbook for complete details.

-   Intermediate-level proficiency in Microsoft Excel.

# Starting the CAM-TOOL

![](media/image5.png){width="1.0in" height="0.8305555555555556in"}

Double-click on the CAM-TOOL icon and Microsoft Excel will launch.

**The user will be presented with the following dialog box:**

![](media/image6.png){width="3.7493055555555554in"
height="1.8138888888888889in"}

# 

-   **Please click on the "Enable Macros" button**

    -   If this dialog box or a similar dialog box asking to "enable
        macros" does not appear, then contact your technical support
        division about Excel macro capabilities.

# An Overview of the CAM-TOOL

## Splash Screen Worksheet and Navigation

## After clicking on the "Enable Macros" button, the user will be presented with the CAM-TOOL Splash Screen as shown below:

## 

## ![](media/image7.png){width="5.99375in" height="4.495833333333334in"} 

## 

## Users will see the standard Microsoft Excel menus and the names of the worksheets at the top and bottom of the screen in the CAM-TOOL. 

## The splash screen includes the CAM-TOOL image icon highlighted in black in the above image and CAM-TOOL copyright and acknowledgement information in the bottom-half of the screen.

## 

## The splash screen contains a navigation menu that indicates all of the standard worksheets provided in the CAM-TOOL. The navigation menu contains three sections: 

1.  **(Buttons 1 -- 7):** The top seven command buttons direct the user
    to the worksheets that capture data about the system under cost
    allocation. These worksheets contain data concerning system
    background information, the benefiting programs, and the methodology
    of allocation, which includes the ALLOCATION_STRUCTURE,
    FUNCTIONAL_MODULES, SUB_MODULES, Details, and the Weighting System
    worksheets.

2.  **(Buttons 8 -- 11):** The middle four buttons direct the user to
    the worksheets that track system functionality usage by benefiting
    program. These sheets help determine and calculate the "fair share"
    of cost allocation for the benefiting programs.

3.  **(Buttons 12 -- 15):** The bottom 4 buttons direct the user to the
    optional CAM-TOOL worksheets which include creating a summary by
    benefiting program, formatting data from the ALL_SYSTEM_USAGE and
    SHARED_USAGE_LOE worksheets, and accessing all files in the help
    menu.

-   Users can use the navigation menu pictured below or click on the
    Excel worksheet tab names at the bottom of the screen to navigate to
    the following worksheets.

![](media/image8.png){width="1.4972222222222222in" height="5.425in"}

**1. SYSTEM_INFORMATION:** any relevant information supplied about the
system undergoing cost allocation

**2. BENEFITING_PROGRAMS:** a listing of programs that will benefit from
the system development and program related information

**3. ALLOCATION_STRUCTURE:** information on the methodology of
allocation, which includes definitions of the levels of allocation
(i.e., functional module, submodule, and detail) and the selected
allocation base(s).

**4. FUNCTIONAL_MODULES:** all high-level system development categories

**5. SUB_MODULES:** all secondary-level system development categories

**6. DETAILS:** all third-level system development categories

**7. WEIGHTING_SYSTEM:** an explanation of how complexity of the system
development effort will be measured, if the selected allocation base
does not measure level of effort

**8. ALL_SYSTEM_USAGE:** the usage (i.e., benefit) of the system by each
benefiting program

**9. SYSTEM_USER_COUNTS:** a copy of the ALL_SYSTEM_USAGE worksheet with
the user counts (i.e., recipients or caseloads) assigned for each
benefiting program

**10. SHARED_USAGE_LOE:** the calculated level of effort values for
shared system usage used to calculate the cost allocation plan

**11. COST_ALLOCATION_PLAN:** the final cost allocation percentages
based on the results in the SHARED_USAGE_LOE worksheet

**12. PROGRAM_SUMMARY:** a summary of the system functionality usage by
benefiting program

**13. FORMAT_ALL_SYSTEM_USAGE:** is a copy of the ALL_SYSTEM_USAGE
worksheet for formatting

**14. FORMAT_SHARED_USAGE:** is a copy of the SHARED_USAGE_LOE worksheet
for formatting

**15. HELP:** provides a listing of the CAM-TOOL help files related to
all of the worksheets

#  The CAM-TOOL Worksheet Format

-   Each worksheet contains the navigation menu.

-   A "?" (i.e., question mark) appears in cell B1 on each worksheet.
    Click on the "?" to access the help for the current worksheet.

-   Worksheet information begins in cell "C3".

-   Row 1 and 2 will contain worksheet header information and possible
    command buttons to access the CAM-TOOL automated functions.

## The following screenshot is an example of the SYSTEM_INFORMATION worksheet:

![](media/image9.png){width="5.749305555555556in"
height="4.167361111111111in"}

-   User will see the standard navigation bar that is available on all
    standard worksheets in the CAM-TOOL.

-   User will also notice a "?" -- question mark in a yellow box at the
    top of the screen. Click on the question mark box to access the help
    information specific to the current worksheet.

-   **IMPORTANT NOTE:** PLEASE DO **[NOT]{.underline}** CHANGE ANY
    COLUMN NAMES OR COLUMN ORDERING IN THE CAM-TOOL, except on the
    FORMAT_ALL_SYSTEM_USAGE and FORMAT_SHARED_USAGE worksheets. The
    CAM-TOOL uses the column names and the ordering of the columns to
    calculate and conduct automated tasks.

# The SYSTEM_INFORMATION Worksheet

-   Click on the System Information button.

## The user will be presented with the SYSTEM_INFORMATION worksheet as shown below:

![](media/image10.png){width="6.25in" height="4.383333333333334in"}

-   **Please enter any relevant or helpful information about the
    project/system that would be helpful in the cost allocation
    process.**

-   This worksheet captures the system name, a description of the
    project/system, the system type (e.g., new development, system
    upgrade, web front-end, other), the target date of completion,
    current phase (e.g., requirements, design, development, etc.), and
    project leads.

    -   Both the system type and current phase capture cells are
        drop-down boxes for user selection.

        i.  If the system type or current phase options do not match
            your system, please select "Other" and provide an
            explanation.

-   Please enter any necessary contact information that would be helpful
    in the cost allocation process.

-   Add any other additional information that would be helpful in terms
    of the project/system.

# The BENEFITING_PROGRAMS Worksheet

-   **Click on the Benefiting Programs button.**

The user will be presented with the BENEFITING_PROGRAMS worksheet as
shown below:

![](media/image11.png){width="6.25in" height="4.455555555555556in"}

-   **Please enter information for all benefiting programs.**

-   This worksheet captures a program abbreviation, the full program
    name, the program size (e.g., Large or Small), the user counts
    (i.e., the number of recipients or the number of cases of a
    benefiting program), an indicator for federal funding (e.g., "yes"
    or "no-state only"), and the Federal match rate of the program, if
    applicable.

    -   Both the PROGRAM_SIZE (e.g. Large or Small) and the
        FEDERALLY_FUNDED? capture cells are drop-down boxes for user
        selection.

    -   USER_COUNTS should indicate number of recipients ***or*** number
        of cases.

    -   A small program can be defined in one of two ways, whichever is
        smaller:

1.  A program with 1,000 (one-thousand) or fewer cases or recipients.

2.  A program that is 10% or less of the total cases or recipients of
    all benefiting programs.

    -   Users should use the user count numbers to determine whether a
        program is large or small.

-   The PROGRAM_SIZE designation is critical in the cost allocation
    process. Any cost allocation for small programs needs to be
    calculated before determining cost allocation for the larger
    programs. The user count numbers are used to calculate an "adjusted"
    cost allocation share (e.g., percentage of allocation) for small
    programs.

-   Please ensure that all benefiting programs have the correct program
    size designation.

-   **IMPORTANT NOTE:** The CAM-TOOL uses column "E" -- the PROGRAM_SIZE
    indicator to determine the data that is calculated for the
    SHARED_USAGE_LOE Worksheet.

    -   Therefore, column "E" must remain as the PROGRAM_SIZE indicator.

    -   The CAM-TOOL will not be able to calculate the benefiting
        program shares that are located on the SHARED_USAGE_LOE
        worksheet, if columns are inserted into this worksheet that
        change the position of the PROGRAM_SIZE indicator.

    -   Users may insert rows anywhere below the menu and header rows
        that include the name of the worksheet and the names of each of
        the columns.

*Please proceed to the next page.*

# The ALLOCATION_STRUCTURE Worksheet

-   **Click on the Allocation Structure button.**

The user will be presented with the ALLOCATION_STRUCTURE worksheet as
shown below:

![](media/image12.png){width="6.25in" height="4.367361111111111in"}

-   The ALLOCATION_STRUCTURE worksheet captures the descriptions of the
    allocation methodology, which includes the three levels of detail
    supported by the CAM-TOOL (i.e., functional modules, submodules, and
    details), as well as the selection of the allocation base (e.g.,
    development hours, lines of code, etc.)

-   Users of the CAM-TOOL should provide a description of how the three
    available levels of detail are used in their cost allocation
    process, as show above in cells E3 through E5.

-   The three allocation levels are similar to a work-breakdown
    structure for the system development. The three allocation levels
    can represent distinct levels and units of work during the system
    development.

> **An example of the three allocation levels in use is as follows:**

-   **Level 1 -- Functional_Module**: The system may have a functional
    module called "Alerts". This Alerts functional module relates to the
    development (e.g., programming, testing, etc.) needed to generate
    system notifications to users about due dates or past due work.

-   **Level 2 -- SubModule:** Within the Alerts functional module are
    two submodules called "Management" and "Staff" to differentiate the
    system notifications that will be developed for managerial purposes
    versus staff work.

-   **Level 3 -- Detail:** Finally under the "Management" and "Staff"
    alert submodules are the names of specific alerts that are designed
    for management or for the staff using the system.

The following example of system functionality mapped to the allocation
hierarchy would appear on the DETAILS worksheet:

  ----------------------- ---------------- ------------ ---------------------------
  **FUNCTIONAL_MODULE**   **SUB_MODULE**   **DETAIL**   **DESCRIPTION**

  Alerts                  Management       AL1          Management Alert 1

  Alerts                  Management       AL2          Management Alert 2

  Alerts                  Management       AL3          Management Alert 3
  ----------------------- ---------------- ------------ ---------------------------

-   It will be necessary for the project to categorize or map its system
    functionality into distinct levels of work and units of work in
    order to use the CAM-TOOL. The CAM-TOOL supports up to 3 levels of
    work. For example, all functional modules do not have to have
    submodules or details and all submodules do not have to have
    details. The CAM-TOOL will work with a combination of the three
    different levels.

-   The project should estimate or track software development level of
    effort (e.g., programming time, testing time, etc.) associated to
    the system functionality related to the allocation hierarchy. For
    example, if there is "Detail" level system functionality, then it is
    optimal to track the work expended on details like a specific
    report. However, if the system has only been divided into distinct
    submodules, then one can only capture level of effort at the
    submodule level.

```{=html}
<!-- -->
```
-   Any cost allocation methodology will use the estimated or tracked
    level of effort expended on system functionality to determine the
    "fair share" of costs for each of the benefiting programs.

-   The selected ***allocation base(s)*** represents the work and/or
    level of effort that will be estimated or tracked for the system
    functionality related to the allocation hierarchy to allow for
    proper cost allocation.

    -   Allocation Base Examples:

+----------------------------+-----------------------------------------+
| > **Allocation Base**      | ####### Description                     |
+============================+=========================================+
| > SOFTWARE DEVELOPMENT     | > Estimated or actual development hours |
| > HOURS                    | > expended on specific system           |
|                            | > functionality                         |
+----------------------------+-----------------------------------------+
| > STORAGE/DATABASE SIZE    | > Estimated or actual storage size or   |
|                            | > database size related to specific     |
|                            | > system functionality                  |
+----------------------------+-----------------------------------------+
| > LINES OF CODE (LOC)      | > Estimated or actual lines of code     |
|                            | > related to specific system            |
|                            | > functionality                         |
+----------------------------+-----------------------------------------+
| > FUNCTION POINTS          | > Estimated or actual function points   |
|                            | > related to specific system            |
|                            | > functionality                         |
+----------------------------+-----------------------------------------+
| > SCREENS                  | > Estimated or actual screens related   |
|                            | > to specific system functionality      |
+----------------------------+-----------------------------------------+

-   It is optimal to capture estimated or actual development hours,
    which indicates both work and level of effort (i.e., benefit) of
    specific system functionality.

-   If it is not possible to capture hours, then other allocation base
    options like lines of code (LOC) can be used in the cost allocation
    methodology. However, allocation base options like LOC measure size
    and do not indicate level of effort.

    -   For example some very complex functionality of the system may
        only have 30 lines of code, but may have taken a lot of time to
        develop and test versus some simple functionality with 100 lines
        of code.

    -   If the project selects an allocation base like LOC, that does
        not measure level of effort, then it will be necessary to create
        a weighting system to designate some level of effort for the
        system functionality related to the allocation hierarchy. The
        weighting system should be described on the WEIGHTING_SYSTEM
        worksheet. However, the actual weight values for the system
        functionality are entered on the ALL_SYSTEM_USAGE worksheet.

-   Users need to enter the selected allocation base(s) and the
    description of the base(s) starting in Cell D10 of the
    ALLOCATION_STRUCTURE worksheet.

# The FUNCTIONAL_MODULES Worksheet

-   **Click on the Functional Modules button.**

The user will be presented with the FUNCTIONAL_MODULES worksheet as
shown below:

![](media/image13.png){width="6.378472222222222in"
height="4.519444444444445in"}

**Please enter information for all functional modules.**

-   This worksheet captures a functional module name, a description, and
    optional fields for the budgeted costs and actual costs for the
    functional module.

-   Functional modules are typically high-level system development
    organizational categories.

-   These functional modules may be further segregated into sub-modules
    (e.g., management or staff alerts for the Alerts functional module)
    that are captured on the SUB_MODULES worksheet.

-   ![](media/image14.png){width="1.2416666666666667in"
    height="0.36666666666666664in"}The FUNCTIONAL_MODULE worksheet has
    one menu item "Copy to the SubModules Worksheet". This button copies
    the functional module names to the submodule worksheet to document
    the relationship of the submodules to the functional modules in the
    system allocation hierarchy.

# The SUB_MODULES Worksheet

-   **Click on the SubModules button.**

The user will be presented with the SUB_MODULES worksheet as shown
below:

![](media/image15.png){width="6.25in" height="4.479861111111111in"}

-   **Please enter information for all submodules.**

-   This worksheet captures the related functional module, submodule
    name, a description, allocation_type, and the optional fields for
    the budgeted or actual costs for the sub-module.

-   Sub-modules can be used to provide a second-level aggregation for
    the allocation.

-   Sub-modules (e.g., management or staff for the Alerts functional
    module) are captured on the SUB_MODULES worksheet as shown on the
    screenshot.

-   **IMPORTANT NOTE:** The CAM-TOOL uses column "F" -- the
    ALLOCATION_TYPE indicator to determine the information that should
    be inserted into the SHARED_USAGE_LOE Worksheet.

    -   Therefore, column "F" must remain as the ALLOCATION_TYPE
        indicator.

    -   To provide a complete view of the system functionality, the
        CAM-TOOL captures information about system functionality used by
        only one benefiting program and captures information on system
        functionality used by two or more benefiting programs on the
        ALL_SYSTEM_USAGE worksheet.

    -   However, the actual cost allocation percentages calculated by
        the CAM-TOOL only include system functionality shared by two or
        more benefiting programs. The cost allocation percentages are
        calculated using data on the SHARED_USAGE_LOE worksheet.

    -   The CAM-TOOL automatically extracts submodules that are direct
        charges to one benefiting program from the data that is inserted
        on to the SHARED_USAGE_LOE worksheet based on the designation in
        the ALLOCATION_TYPE field on the SUBMODULES worksheet.

-   Users may insert rows anywhere below the header rows that include
    the worksheet name and the names of each of the columns

-   ![](media/image16.png){width="1.6159722222222221in"
    height="0.4534722222222222in"}The SUB_MODULE worksheet has one menu
    item "Copy to the Details Worksheet." This button copies the
    functional module and submodule names to the DETAILS worksheet to
    document the relationship of the details to the functional modules
    and the submodules in the system allocation hierarchy.

# The DETAILS Worksheet 

-   **Click on the Details button.**

The user will be presented with the DETAILS worksheet as shown below:

![](media/image17.png){width="6.25in" height="4.559722222222222in"}

-   **Please enter information for all Details.**

-   This worksheet captures the related functional module, submodule
    name, a description, and the optional fields for the budgeted or
    actual costs for the sub-module.

-   Details can be used to provide a third-level aggregation for the
    system allocation.

-   Details (i.e., the names of specific alerts contained within the
    Management (Alerts) submodule, such as "AL1" in the above
    screenshot) are captured on this worksheet.

-   ![](media/image18.png){width="2.0in"
    height="0.3486111111111111in"}The DETAILS worksheet has one menu
    item "Copy to the ALL_SYSTEM_USAGE Worksheet". This button copies
    the functional module, submodule, and details names to the
    ALL_SYSTEM_USAGE worksheet for weight, base value, and program usage
    assignment.

####  

# The WEIGHTING_SYSTEM Worksheet 

-   **Click on the Weighting System button.**

The user will be presented with the WEIGHTING_SYSTEM worksheet as shown
below:

![](media/image19.png){width="6.25in" height="4.479861111111111in"}

-   **Please enter the detail about the design and intention of the
    weighting system used for the system functionality, if the
    allocation base does not include level of effort.**

    -   The actual weights associated with the system functionality will
        be assigned on the ALL_SYSTEM_USAGE worksheet.

    -   It is imperative that level of effort is measured or estimated
        in order to create cost allocation percentages that represent an
        equitable or "fair share" of benefit to the benefiting programs.
        Tracking an allocation base like lines of code (LOC) is a size
        measure and does not indicate level of effort. Therefore, in
        cases that the allocation base does not measure level of effort,
        a way to estimate level of effort (i.e., a weighting system) is
        necessary.

    -   The example in the screenshot indicates that there was no need
        to use a weighting system because the selected allocation base,
        software development hours, already captures level of effort.

# The ALL_SYSTEM_USAGE Worksheet

-   **Click on the ALL_SYSTEM_USAGE button.**

> The user will be presented with the ALL_SYSTEM_USAGE worksheet as
> shown below:

![](media/image20.png){width="6.25in" height="4.4875in"}

-   The above screenshot of the ALL_SYSTEM_USAGE worksheet has been
    pre-populated with data. The allocation hierarchy information has
    been copied to this worksheet using the "Copy to the
    ALL_SYSTEM_USAGE Worksheet" button located on the DETAILS worksheet.

-   This worksheet captures:

    -   The functional module, sub-module, and detail from the DETAILS
        worksheet.

    -   The usage_type (e.g., direct or shared) - indicates whether the
        system functionality is shared by 2 or more programs (usage_type
        = shared) or is only used by one program (i.e., usage_type
        =Direct). The gray highlighting in this column indicates that
        this designation is determined by the CAM-TOOL based on program
        usage assignment, which is indicated by "X" in the program
        columns as shown in the screenshot.

    -   The weight_type and weight -- indicates the weight value and the
        type of weight associated to the specific system functionality.
        The weight type is the descriptive label of the weight entered
        into the weight column. These columns are used when the
        allocation base does not measure level of effort. The complete
        description of the weighting system should be indicated on the
        WEIGHTING_SYSTEM worksheet.

    -   The num_small and num_large columns contain totals of the number
        of small programs and the number of large programs using the
        system functionality. This calculation is based on the
        PROGRAM_SIZE designation on the BENEFITING_PROGRAMS worksheet.
        The gray highlighting in these two columns indicate that these
        totals are calculated by the CAM-TOOL.

    -   The remainder of the columns (e.g., FS, TANF) capture the
        benefiting program usage of the system functionality. Benefiting
        program usage is indicated by a capital "X". Marking a cell with
        a "X" under a benefiting program column indicates that the
        program will use or benefit from the development of the system
        functionality located on that row. The CAM-TOOL will
        automatically insert the abbreviations of the benefiting
        programs that are located on the BENEFITING_PROGRAM worksheet
        into the ALL_SYSTEM_USAGE worksheet header when information from
        the DETAIL tab is copied to this worksheet.

![](media/image21.png){width="6.495833333333334in"
height="4.871527777777778in"}

-   This worksheet is intended to capture **all** usage (i.e., benefit)
    from the system functionality. This worksheet captures small and
    large program system usage as well as shared system usage and usage
    of submodule modules or detail functionality that only benefit one
    program. The worksheet provides the "complete" view of system
    functionality usage.

-   The CAM-TOOL will automatically filter out the direct submodules
    usage (i.e., any submodules only used by one program) based on the
    ALLOCATION_TYPE indicator the on Sub_Modules worksheets to create
    the SHARED_USAGE_LOE worksheet data.

-   **IMPORTANT NOTE:** The CAM-TOOL uses the information on this
    worksheet to create the data for the SYSTEM_USER_COUNTS worksheet
    and the SHARED_USAGE_LOE worksheets. Therefore, all columns must
    remain in their current position.

```{=html}
<!-- -->
```
-   **ALL_SYSTEM_USAGE MENU FEATURES**

    -   The ALL_SYSTEM_USAGE worksheet has menu buttons to provide
        automated functionality to the user.

![](media/image22.png){width="2.0in" height="0.5298611111111111in"}

-   ![](media/image23.png){width="4.00984251968504in"
    height="4.747244094488189in"}**Enter Weights or Base Values**:
    Allows the user to enter multiple weight, weight type, and base
    value assignments for system functionality. The "Enter Weights or
    Base Values" window containing all of the system functionality on
    the ALL_SYSTEM_USAGE worksheet will appear after clicking on this
    button.

-   The user can select to enter weights and types or base values and
    then select the system functionality components to insert weights
    and type or base values into the worksheet.

-   In this screenshot, the user has selected to add base values. All
    "Management" alerts have been selected and a value of 15 has been
    entered. If the allocation base is hours, for example, then "15"
    means fifteen hours of development.

-   The user clicks on the "Insert Data" button to insert the
    information on to the ALL_SYSTEM_USAGE worksheet for the selected
    system functionality.

-   Entering weight types is optional when entering weight values.

-   However, if the user has selected to insert base values, then the
    weight type field is disabled.

-   The user has the option to "Select All" and "Clear Selections" in
    the list box of items. In addition, the user may delete values
    entered.

-   The total items selected in the list box are indicated at the top of
    the "Enter Weights or Base Values" window.

![](media/image22.png){width="2.0in" height="0.5298611111111111in"}

-   **Enter Usage ="X"**: Allows the user to enter multiple benefiting
    program usage assignments.

![](media/image24.png){width="3.625in" height="4.848611111111111in"}

-   The "Enter Usage By Program" window will appear after clicking on
    this button.

-   The user selects to enter usage="X" for the benefiting programs
    selected in the benefiting program drop-down box and selects system
    functionality that the program will use.

-   In this screenshot, the user has selected the benefiting program
    "FS" for Food Stamps, and has selected 15 items in the list box to
    assign usage = "X".

-   The user clicks the "Update Usage = "X" to add Xs to the worksheet.

-   To correct or update usage assignments the user can click on the
    'Show Selected Program Usage = "X"' button. The 'Show Selected
    Program Usage = "X"' button will highlight the system functionality
    items that currently have usage="X" on the worksheet for the
    benefiting program selected in the drop-down box. The user can
    update system functionality selections in the list box and click on
    "Update Usage = "X" button. The cells under the drop-down box
    program that are related to the system functionality selected in the
    list box will be updated with an "X".

-   When the user changes the selected benefiting program (e.g., FS) in
    the drop-down box, the CAM-TOOL will ask if the user wants the list
    box to display the system functionality items that currently have
    usage="X" for the selected program.

-   The user has the option to "Select All" and "Clear Selections" in
    the list box of items.

```{=html}
<!-- -->
```
-   The total items selected in the list box are indicated at the top of
    the window.

-   ![](media/image22.png){width="2.0in"
    height="0.5298611111111111in"}**Tally Usage by Program Size**:
    Allows the user to calculate the number of small and the number of
    large programs using the system functionality based on the usage
    ="X" assignment in the benefiting program columns.

```{=html}
<!-- -->
```
-   This screenshot shows the CAM-TOOL calculations of the number of
    small and large programs that use the different system functionality
    in the worksheet rows.

-   These calculations are based on the number of usage="X" assignments
    in the benefiting program columns and the PROGRAM_SIZE indicator
    (e.g., Large or Small) on the Benefiting_Program worksheet as
    highlighted in the screenshots on the right.

![](media/image26.png){width="2.255511811023622in"
height="1.1279527559055118in"}

-   The CAM-TOOL will **automatically** initiate the "Tally Usage By
    Program Size" button when the "Copy for System User Counts" button
    is clicked. Therefore, the user does not have to use this button,
    unless they would like to have an interim calculation of the usage
    by program size.

```{=html}
<!-- -->
```
-   ![](media/image27.png){width="1.9965277777777777in"
    height="0.53125in"}**Copy for System User Counts**: Copies the
    information on this worksheet to the SYSTEM_USER_COUNTS worksheet
    for assignment of user counts to help calculate the "fair share" for
    all benefiting programs based on the benefiting program usage
    assignments.

-   ![](media/image28.png){width="2.125in" height="0.55in"}***Create
    Program Base Summary (ALL):*** is an optional button indicated by
    the italics of the button. This button will create a summary of
    usage by benefiting program on the PROGRAM_SUMMARY worksheet. For
    example, if a benefiting program only uses 45 of 100 system
    functionality components, then the 45 components will be listed for
    that benefiting program on the PROGRAM_SUMMARY worksheet. Read the
    section on the PROGRAM_SUMMARY worksheet for more details.

![](media/image28.png){width="2.125in" height="0.55in"}

-   ***Format ALL_SYSTEM_USAGE (Copy):*** is an optional button that
    allows the user to copy the information on this worksheet to the
    worksheet Format_ALL_SYSTEM_USAGE for any desired formatting
    purposes or other analysis. Read the section on the
    FORMAT_ALL_SYSTEM_USAGE worksheet for more details.

# The SYSTEM_USER_COUNTS Worksheet

-   **Click on the System User Counts button.**

The user will be presented with the SYSTEM_USER_COUNTS worksheet as
shown below:

![](media/image29.png){width="6.25in" height="4.4875in"}

# 

-   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.

```{=html}
<!-- -->
```
-   **SYSTEM_USER_COUNTS MENU FEATURES**

```{=html}
<!-- -->
```
-   The SYSTEM_USER_COUNTS worksheet has menu buttons to provide
    automated functionality to the user.

-   ![](media/image30.png){width="2.1256944444444446in"
    height="0.46458333333333335in"}**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.

```{=html}
<!-- -->
```
-   Each cell with usage="X" has been assigned the user counts for the
    benefiting programs that are located on the BENEFITING_PROGRAMS
    worksheet.

> ![](media/image31.png){width="6.122222222222222in" height="4.4875in"}
>
> ![](media/image32.png){width="1.875in"
> height="0.49583333333333335in"}**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.

![](media/image32.png){width="1.875in" height="0.49583333333333335in"}

-   **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 4              Small              750

  PROGRAM 5            PROGRAM 5              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.

<table>
<colgroup>
<col style="width: 10%" />
<col style="width: 12%" />
<col style="width: 6%" />
<col style="width: 8%" />
<col style="width: 6%" />
<col style="width: 6%" />
<col style="width: 4%" />
<col style="width: 7%" />
<col style="width: 7%" />
<col style="width: 13%" />
<col style="width: 17%" />
</colgroup>
<tbody>
<tr class="odd">
<td><strong>Functional Module</strong></td>
<td><strong>SubModule</strong></td>
<td><strong>Detail</strong></td>
<td><p><strong>Usage</strong></p>
<p><strong>Type</strong></p></td>
<td><p><strong>Num</strong></p>
<p><strong>Small</strong></p></td>
<td><p><strong>Num</strong></p>
<p><strong>Large</strong></p></td>
<td><strong>FS</strong></td>
<td><strong>TANF</strong></td>
<td><strong>MED</strong></td>
<td><strong>Program 4</strong></td>
<td><strong>Program 5</strong></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL1</td>
<td>Shared</td>
<td>1</td>
<td>3</td>
<td>X</td>
<td>X</td>
<td>X</td>
<td>X</td>
<td></td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL2</td>
<td>Shared</td>
<td>2</td>
<td>2</td>
<td>X</td>
<td></td>
<td>X</td>
<td>X</td>
<td>X</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL3</td>
<td>Shared</td>
<td>1</td>
<td>1</td>
<td>X</td>
<td></td>
<td></td>
<td></td>
<td>X</td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL4</td>
<td>Shared</td>
<td>2</td>
<td>2</td>
<td>X</td>
<td>X</td>
<td></td>
<td>X</td>
<td>X</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL5</td>
<td>Shared</td>
<td>0</td>
<td>3</td>
<td>X</td>
<td>X</td>
<td>X</td>
<td></td>
<td></td>
</tr>
</tbody>
</table>

-   **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"

<table style="width:100%;">
<colgroup>
<col style="width: 11%" />
<col style="width: 12%" />
<col style="width: 6%" />
<col style="width: 7%" />
<col style="width: 7%" />
<col style="width: 8%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 8%" />
</colgroup>
<tbody>
<tr class="odd">
<td><strong>Functional Module</strong></td>
<td><strong>SubModule</strong></td>
<td><strong>Detail</strong></td>
<td><p><strong>Num</strong></p>
<p><strong>Small</strong></p></td>
<td><p><strong>Num</strong></p>
<p><strong>Large</strong></p></td>
<td><strong>FS</strong></td>
<td><strong>TANF</strong></td>
<td><strong>MED</strong></td>
<td><strong>Program4</strong></td>
<td><strong>Program5</strong></td>
<td><strong>Total</strong></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL1</td>
<td>1</td>
<td>3</td>
<td>500000</td>
<td>465000</td>
<td>500000</td>
<td>750</td>
<td></td>
<td>1465750</td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL2</td>
<td>2</td>
<td>2</td>
<td>500000</td>
<td></td>
<td>500000</td>
<td>750</td>
<td>900</td>
<td>1001650</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL3</td>
<td>1</td>
<td>1</td>
<td>500000</td>
<td></td>
<td></td>
<td></td>
<td>900</td>
<td>500900</td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL4</td>
<td>2</td>
<td>2</td>
<td>500000</td>
<td>465000</td>
<td></td>
<td>750</td>
<td>900</td>
<td>966650</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL5</td>
<td>0</td>
<td>3</td>
<td>500000</td>
<td>465000</td>
<td>500000</td>
<td></td>
<td></td>
<td>1465000</td>
</tr>
</tbody>
</table>

-   **Step 4:** A user count percentage for all small programs is
    calculated by dividing the small program user counts by the total
    user counts.

    -   For example in row 1, Program 4 user counts = 750. The
        percentage associated with Program 4's user counts is
        750/1465750 = 0.0005

<table>
<colgroup>
<col style="width: 12%" />
<col style="width: 15%" />
<col style="width: 7%" />
<col style="width: 7%" />
<col style="width: 7%" />
<col style="width: 4%" />
<col style="width: 6%" />
<col style="width: 5%" />
<col style="width: 11%" />
<col style="width: 11%" />
<col style="width: 10%" />
</colgroup>
<tbody>
<tr class="odd">
<td><strong>Functional Module</strong></td>
<td><strong>SubModule</strong></td>
<td><strong>Detail</strong></td>
<td><p><strong>Num</strong></p>
<p><strong>Small</strong></p></td>
<td><p><strong>Num</strong></p>
<p><strong>Large</strong></p></td>
<td><strong>FS</strong></td>
<td><strong>TANF</strong></td>
<td><strong>MED</strong></td>
<td><strong>Program4</strong></td>
<td><strong>Program5</strong></td>
<td><strong>Total</strong></td>
</tr>
<tr class="even">
<td><strong>Alerts</strong></td>
<td><strong>Management</strong></td>
<td><strong>AL1</strong></td>
<td><strong>1</strong></td>
<td><strong>3</strong></td>
<td></td>
<td></td>
<td></td>
<td><strong>0.0005</strong></td>
<td></td>
<td></td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL2</td>
<td>2</td>
<td>2</td>
<td></td>
<td></td>
<td></td>
<td>0.0007</td>
<td>0.0009</td>
<td></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL3</td>
<td>1</td>
<td>1</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td>0.0018</td>
<td></td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL4</td>
<td>2</td>
<td>2</td>
<td></td>
<td></td>
<td></td>
<td>0.0008</td>
<td>0.0009</td>
<td></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL5</td>
<td>0</td>
<td>3</td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
</tbody>
</table>

-   **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.

    -   Using row 2 as an example, 1 (i.e.,100% of the Total) -
        \[.0007+.0009\] (i.e., the total share of small programs) =
        .9984

    -   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.

<table style="width:100%;">
<colgroup>
<col style="width: 12%" />
<col style="width: 15%" />
<col style="width: 8%" />
<col style="width: 7%" />
<col style="width: 8%" />
<col style="width: 6%" />
<col style="width: 6%" />
<col style="width: 6%" />
<col style="width: 9%" />
<col style="width: 12%" />
<col style="width: 4%" />
</colgroup>
<tbody>
<tr class="odd">
<td><strong>Functional Module</strong></td>
<td><strong>SubModule</strong></td>
<td><strong>Detail</strong></td>
<td><p><strong>Num</strong></p>
<p><strong>Small</strong></p></td>
<td><p><strong>Num</strong></p>
<p><strong>Large</strong></p></td>
<td><strong>FS</strong></td>
<td><strong>TANF</strong></td>
<td><strong>MED</strong></td>
<td><strong>Program4</strong></td>
<td><strong>Program5</strong></td>
<td><strong>Total</strong></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL1</td>
<td>1</td>
<td>3</td>
<td>.3332</td>
<td>. 3332</td>
<td>. 3332</td>
<td>0.0005</td>
<td></td>
<td>1</td>
</tr>
<tr class="odd">
<td><strong>Alerts</strong></td>
<td><strong>Management</strong></td>
<td><strong>AL2</strong></td>
<td><strong>2</strong></td>
<td><strong>2</strong></td>
<td><strong>.4992</strong></td>
<td></td>
<td><strong>.4992</strong></td>
<td><strong>0.0007</strong></td>
<td><strong>0.0009</strong></td>
<td><strong>1</strong></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL3</td>
<td>1</td>
<td>1</td>
<td>.9982</td>
<td></td>
<td></td>
<td></td>
<td>0.0018</td>
<td>1</td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL4</td>
<td>2</td>
<td>2</td>
<td>.4991</td>
<td>.4991</td>
<td></td>
<td>0.0008</td>
<td>0.0009</td>
<td>1</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL5</td>
<td>0</td>
<td>3</td>
<td>.3333</td>
<td>.3333</td>
<td>.3333</td>
<td></td>
<td></td>
<td>1</td>
</tr>
</tbody>
</table>

-   **Step 6:** Assume the allocation base selected for this cost
    allocation is software development hours. There is no need to create
    a weighting system. The "Num Small" and "Num Large" columns have
    been replaced by the "Base Value" and "Weight" columns. The weights
    column has been left blank because it does not apply.

  -------------- ---------------- ------------ --------- ------------ ----------- ---------- ----------- -------------- -------------- -----------
  **Functional   **SubModule**    **Detail**   **Base    **Weight**   **FS**      **TANF**   **MED**     **Program4**   **Program5**   **Total**
  Module**                                     Value**                                                                                 

  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
  -------------- ---------------- ------------ --------- ------------ ----------- ---------- ----------- -------------- -------------- -----------

-   **Step 7:** The CAM-TOOL multiplies the base values of the system
    functionality by the benefiting program's percent share in decimal
    format. If a weighting system is used, then the CAM-TOOL will
    multiply (base value X weight X program percent share in decimal
    format) to calculate the final values for the benefiting program
    cells.

    -   For example in row 2, **25** \[the base value\] X **.4992**
        \[Food Stamp's program percent share in decimal format, as shown
        previously\] = **12.48**

  -------------- ---------------- ------------ --------- ------------ ----------- ---------- ----------- -------------- -------------- -----------
  **Functional   **SubModule**    **Detail**   **Base    **Weight**   **FS**      **TANF**   **MED**     **Program4**   **Program5**   **Total**
  Module**                                     Value**                                                                                 

  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
  -------------- ---------------- ------------ --------- ------------ ----------- ---------- ----------- -------------- -------------- -----------

-   **Step 8:** Finally, the calculated data in the table above is
    inserted into the SHARED_USAGE_LOE worksheet automatically and is
    used to calculate the final benefiting program's "fair share"
    contribution to the software development.

-   ![](media/image32.png){width="1.875in"
    height="0.49583333333333335in"}**Sum Program Usage Counts:** is an
    optional button as indicated by the italics. Users can use this
    button to calculate the total user counts by row on the
    System_Usage_Counts worksheet. However, the total user counts by row
    are calculated automatically when the buttons "Assign the
    Benefiting_Program Worksheet Program User Counts" and "Calculate
    Shared Usage Level of Effort (LOE) are used. This button is intended
    to allow the user to total users by row when the "Assign User Counts
    By Program" button is used to add user counts manually. Therefore,
    this button may be rarely used.

# The SHARED_USAGE_LOE Worksheet

-   **Click on the SHARED_USAGE_LOE button.**

The user will be presented with the SHARED_USAGE_LOE worksheet as shown
below:

![](media/image34.png){width="6.495833333333334in"
height="4.871527777777778in"}

-   The above screenshot of the SHARED_USAGE_LOE worksheet has been
    pre-populated with data by clicking on the "Calculate Shared Usage
    Level of Effort (LOE)" button on the SYSTEM_USER_COUNTS worksheet.
    The process of creating the level of effort values for this
    worksheet is explained in the description of the "Calculate Shared
    Usage Level of Effort (LOE)" button in the SYSTEM_USER_COUNTS
    worksheet section.

-   At this point in the cost allocation process, the final shared usage
    level of effort values have been calculated. These numbers are used
    to create the cost allocation plan for all of the benefiting
    programs.

```{=html}
<!-- -->
```
-   **SHARED_USAGE_LOE MENU FEATURES**

    -   The SHARED_USAGE_LOE worksheet has menu buttons to provide
        automated functionality to the user.

![](media/image35.png){width="1.86875in" height="0.4895833333333333in"}

-   **Create Cost Allocation Plan Summary**: Users use this button to
    generate a cost allocation summary for all of the system
    functionality and benefiting programs. This summary is inserted into
    the COST_ALLOCATION_PLAN worksheet. The CAM-TOOL will add up all of
    the shared usage level of effort values for each of the benefiting
    programs to determine the final percent share in decimal format as
    shown below.

<table style="width:100%;">
<colgroup>
<col style="width: 11%" />
<col style="width: 13%" />
<col style="width: 7%" />
<col style="width: 7%" />
<col style="width: 7%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 7%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 7%" />
</colgroup>
<tbody>
<tr class="odd">
<td><strong>Functional Module</strong></td>
<td><strong>SubModule</strong></td>
<td><strong>Detail</strong></td>
<td><strong>Base Value</strong></td>
<td><strong>Weight</strong></td>
<td><strong>FS</strong></td>
<td><strong>TANF</strong></td>
<td><strong>MED</strong></td>
<td><strong>Program4</strong></td>
<td><strong>Program5</strong></td>
<td><strong>Total</strong></td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL1</td>
<td>20</td>
<td></td>
<td>6.664</td>
<td>6.664</td>
<td>6.664</td>
<td>0.01</td>
<td></td>
<td>20</td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL2</td>
<td>25</td>
<td></td>
<td>12.48</td>
<td></td>
<td>12.48</td>
<td>0.0175</td>
<td>0.0225</td>
<td>25</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL3</td>
<td>10</td>
<td></td>
<td>9.982</td>
<td></td>
<td></td>
<td></td>
<td>0.018</td>
<td>10</td>
</tr>
<tr class="odd">
<td>Alerts</td>
<td>Management</td>
<td>AL4</td>
<td>5</td>
<td></td>
<td>2.4955</td>
<td>2.4955</td>
<td></td>
<td>0.004</td>
<td>0.0045</td>
<td>5</td>
</tr>
<tr class="even">
<td>Alerts</td>
<td>Management</td>
<td>AL5</td>
<td>5</td>
<td></td>
<td>1.6665</td>
<td>1.6665</td>
<td>1.6665</td>
<td></td>
<td></td>
<td>5</td>
</tr>
<tr class="odd">
<td colspan="5"><p id="totals" class="heading">TOTALS:</p></td>
<td>33.288</td>
<td>10.826</td>
<td>20.8105</td>
<td>0.0315</td>
<td>0.045</td>
<td>65</td>
</tr>
<tr class="even">
<td colspan="5"><p id="percent-share-in-decimal-format"
class="heading">Percent Share in decimal format:</p></td>
<td>0.5121</td>
<td>0.1666</td>
<td>0.3202</td>
<td>0.0005</td>
<td>0.0007</td>
<td>1.0000</td>
</tr>
</tbody>
</table>

-   The totals and percent share in decimal format are calculated, but
    are not shown on the SHARED_USAGE_LOE worksheet. The percent share
    in decimal format is inserted on to the COST_ALLOCATION_PLAN
    worksheet. Please refer to the COST_ALLOCATION_PLAN section for a
    screenshot of the percent share values.

-   ![](media/image35.png){width="1.8680555555555556in"
    height="0.4895833333333333in"}**Create Cost Allocation Plan
    Section:** Users use this button to generate a cost allocation
    summary for a specific section of the system functionality. The
    "Create Cost Allocation Section" window will appear after clicking
    on this button.

-   Users select specific system functionality to create a cost
    allocation summary. In the example in the screenshot, all Management
    alerts have been selected. A summary of the cost allocation for the
    management alerts will be inserted on to the COST_ALLOCATION_PLAN
    worksheet.

-   After clicking the "Create Cost Allocation Section" button , users
    will be asked to provide a name for the cost allocation summary that
    will be inserted with the cost allocation summary on to the
    COST_ALLOCATION_PLAN worksheet.

```{=html}
<!-- -->
```
-   ![](media/image35.png){width="1.8791666666666667in"
    height="0.4895833333333333in"}***Create Program Base Summary
    (Shared):*** is an optional button indicated by the italics of the
    button. This button will create a summary of usage by benefiting
    program on the PROGRAM_SUMMARY worksheet. For example, if a
    benefiting program only uses 45 of 100 system functionality
    components, then the 45 components will be listed for that
    benefiting program on the PROGRAM_SUMMARY worksheet.

![](media/image35.png){width="1.8791666666666667in"
height="0.4895833333333333in"}

-   ***Format Shared Usage LOE (Copy):*** is an optional button that
    allows the user to copy the information on this worksheet to the
    worksheet FORMAT_SHARED_USAGE_LOE for any desired formatting
    purposes or other analysis.

#### 

# The COST_ALLOCATION_PLAN Worksheet

-   **Click on the Cost Allocation Plan button.**

#### The user will be presented with the COST_ALLOCATION_PLAN worksheet as shown below:

![](media/image39.png){width="6.25in" height="4.551388888888889in"}

#### 

#### The Summary of the Estimated Project Budget table is created by clicking on the "Create Cost Allocation Plan Summary" or the "Create Cost Allocation Plan Section" buttons on the SHARED_USAGE_LOE worksheet.

-   This summary table contains each of the benefiting programs, their
    final percentage share in decimal format, and the columns to
    calculate the dollar amounts for their contribution.

-   Users must enter the "Budget Amount" and the appropriate match rates
    and the worksheet will calculate the Share Amount(\$), Federal
    Share(\$) FFP, and the State Share(\$) as shown below.

  --------------- --------------- -------------- ------- -------------- ----------------
  **SUMMARY OF                    ** **                  **Enter Budget **\$
  THE ESTIMATED                                          Amount:**      5,000,000.00**
  PROJECT                                                               
  BUDGET**                                                              

  Federal/State   Program Share   Share Amount   Match   Federal Share  State Share (\$)
  Program         of Cost (%)     (\$)           Rate    (\$) FFP       

  FS              0.71536         \$             0.5     \$             \$ 1,788,400.00
                                  3,576,800.00           1,788,400.00   

  TANF            0.28432         \$             0       \$ -           \$ 1,421,600.00
                                  1,421,600.00                          

  STATE PROGRAM 3 0.00032         \$ 1,600.00    0       \$ -           \$ 1,600.00

  TOTALS          1               \$             0       \$ -           \$ 5,000,000.00
                                  5,000,000.00                          
  --------------- --------------- -------------- ------- -------------- ----------------

#### Users can transfer the summary information shown above directly into their required exhibit (table) in their Cost Allocation Plan.

***Go to Child Welfare CAP Worksheet:*** is an optional button that goes
to a worksheet where the user can enter the cost allocation breakdown
for child welfare funding streams, if child welfare is one of the
benefiting programs.

-   The Child Welfare CAP worksheet is an optional supplemental
    worksheet to the COST_ALLOCATION_PLAN Worksheet. The cost allocation
    summary table located on the COST_ALLOCATION_PLAN worksheet only
    provides high-level cost allocation for child welfare related
    functionality in a shared system used by multiple operating
    divisions. States must further allocate the child welfare costs
    indicated in the cost allocation plan summary table based on
    existing guidance.

#  

## The CHILD_WELFARE_CAP Worksheet 

*(An Optional Supplemental to the COST_ALLOCATION_PLAN worksheet)*

-   **Click on the Go to Child Welfare CAP Worksheet button located on
    the COST_ALLOCATION_PLAN worksheet.**

The user will be presented with the CHILD_WELFARE_CAP worksheet as shown
below:

![](media/image40.png){width="6.25in" height="4.427083333333333in"}

-   The cost allocation summary table located on the
    COST_ALLOCATION_PLAN worksheet only provides high-level cost
    allocation for child welfare related functionality in a shared
    system used by multiple operating divisions. States
    **[must]{.underline}** further allocate the child welfare costs
    indicated in the cost allocation plan summary table based on
    existing guidance.

-   States may use this worksheet to document the itemized allocation of
    child welfare costs.

# The PROGRAM_SUMMARY Worksheet

-   **Click on the Program Summary Button.**

The user will be presented with the PROGRAM_SUMMARY worksheet as shown
below:

![](media/image41.png){width="6.495833333333334in"
height="4.871527777777778in"}

#### 

#### The above screenshot of the PROGRAM_SUMMARY worksheet has been pre-populated with data by clicking on the "*Create Program Base Summary (ALL)"* and *"Create Program Base Summary (Shared")* buttons on the ALL_SYSTEM_USAGE and SHARED_USAGE_LOE worksheets respectively.

-   A summary of usage for each program is generated on this worksheet.
    In the above screenshot any system functionality on the
    ALL_SYSTEM_USAGE worksheet with usage="X" has been summarized for
    the Food Stamps (FS) program. There are 74 system items that benefit
    the Food Stamps program in this cost allocation example.

#### 

# The FORMAT_ALL_SYSTEM_USAGE Worksheet

-   **Click on the Format All System Usage button.**

The user will be presented with the FORMAT_ALL_SYSTEM_USAGE worksheet as
shown below:

![](media/image42.png){width="6.378472222222222in" height="4.54375in"}

-   The above screenshot of the FORMAT_ALL_SYSTEM_USAGE worksheet has
    been pre-populated with data by clicking on the "*Format
    ALL_SYSTEM_USAGE")* button on the ALL_SYSTEM_USAGE worksheet.

-   Use this worksheet to manipulate and format information from the
    ALL_SYSTEM_USAGE worksheet. The CAM-TOOL uses the ALL_SYSTEM_USAGE
    worksheet for calculations, so this sheet has been provided for any
    customized analysis that users would like to perform on the data
    (e.g., adding extra columns, adding row spaces, etc.)

```{=html}
<!-- -->
```
-   **FORMAT_ALL_SYSTEM_USAGE MENU FEATURES**

    -   The Format_ALL_SYSTEM_USAGE worksheet has menu buttons to
        provide automated functionality to the user.

![](media/image43.png){width="1.7486111111111111in" height="0.46875in"}

-   **Count Usage = "X" (Subtotals):** allows the user to create
    subtotals for the benefiting program columns by counting the cells
    marked with a "X" that the user has selected.

![](media/image43.png){width="1.875in" height="0.46875in"}

-   **Count Usage = "X" (Totals)**: allows the user to create a total
    based on selected cells by counting the cells marked with a "X" that
    the user has selected.

![](media/image43.png){width="1.8777777777777778in" height="0.46875in"}

-   **Copy Worksheet for Backup:** copies the information in the
    Format_ALL_SYSTEM_USAGE worksheet to a backup worksheet.

# The FORMAT_SHARED_USAGE Worksheet

-   **Click on the Format Shared Usage** **button.**

The user will be presented with the FORMAT_SHARED_USAGE worksheet as
shown below:

![](media/image44.png){width="6.25in" height="4.375694444444444in"}

-   The above screenshot of the FORMAT_SHARED_USAGE worksheet has been
    pre-populated with data by clicking on the "*Format Shared Usage"*
    button on the SHARED_USAGE_LOE worksheet.

-   Use this worksheet to manipulate and format information from the
    SHARED_USAGE_LOE worksheet. The CAM-TOOL uses the SHARED_USAGE_LOE
    worksheet for calculations, so this sheet has been provided for any
    customized analysis that users would like to perform on the data
    (e.g., adding extra columns, adding row spaces, etc.)

```{=html}
<!-- -->
```
-   **FORMAT_SHARED_USAGE MENU FEATURES**

    -   The Format_ALL_SYSTEM_USAGE worksheet has menu buttons to
        provide automated functionality to the user.

![](media/image45.png){width="2.125in" height="0.5694444444444444in"}

-   **Sum Program Values (Subtotals):** allows the user to create
    subtotals for the benefiting program columns by adding all the cells
    that the user has selected.

![](media/image46.png){width="2.1305555555555555in"
height="0.5520833333333334in"}

-   **Sum Program Values (Totals):** allows the user to create a total
    based on selected cells by adding all the cells that the user has
    selected.

-   ![](media/image46.png){width="2.011111111111111in"
    height="0.5520833333333334in"}**Copy Worksheet for Backup:** copies
    the information in the Format_Shared_Usage worksheet to a backup
    worksheet

# The Help Menu Worksheet

-   **Click on the Help Menu button.**

The user will be presented with the HELP_MENU worksheet as shown below:

#### ![](media/image47.png){width="6.25in" height="4.407638888888889in"}

-   Click on the worksheet name to access the help file. Again, each
    worksheet has a "?" (i.e., question mark) in cell "B1" that allows
    the users to access these files. These files are the pages of the
    user manual that relate the specific worksheet.

# CAM-TOOL Worksheet Required Fields 

# 

The following table lists the CAM-TOOL Worksheet Required Fields. These
fields are needed for the automated calculations completed by the tool.
All of the required fields on the "All System Usage" worksheet are
copied to the "System User Counts" and "Shared Usage LOE" worksheets.

  --------------- -------------------- ------------ ----------------- -------------
  **Worksheet**   **Field**            **Status**   **Data Type and   **Data
                                                    Value**           Entry**

  Benefiting      **PROGRAM_ABBREV**   Required     Alphanumeric      Yes
  Programs                                                            

  Benefiting      **PROGRAM**          Required     Alphanumeric      Yes
  Programs                                                            

  Benefiting      **PROGRAM_SIZE**     Required     Large or Small    Yes
  Programs                                                            

  Benefiting      **USER_COUNTS**      Required     Numeric (greater  Yes
  Programs                                          than 0)           

  Benefiting      **MATCH RATE**       Required     Decimal (greater  Yes
  Programs                                          than or equal to  
                                                    0)                

                                                                       

  All System      **FUNCTIONAL         Required     Alphanumeric      Yes
  Usage           MODULE**                                            

  All System      **USAGE_TYPE**       Required     Not Applicable    No,
  Usage                                                               calculated by
                                                                      CAM-TOOL

  All System      **BASE_VALUE**       Required     Numeric (greater  Yes
  Usage                                             than 0)           

  All System      **NUM_SMALL**        Required     Not Applicable    No,
  Usage                                                               calculated by
                                                                      CAM-TOOL

  All System      **NUM_LARGE**        Required     Not Applicable    No,
  Usage                                                               calculated by
                                                                      CAM-TOOL
  --------------- -------------------- ------------ ----------------- -------------

#  

If level-of-effort is not captured by the allocation base then, the
following fields are also required.

  --------------- ----------------- ------------ ----------------- -------------
  **Worksheet**   **Field**         **Status**   **Data Type and   **Data
                                                 Value**           Entry**

  All System      **WEIGHT_TYPE**   Required     Alphanumeric      Yes
  Usage                                                            

  All System      **WEIGHT**        Required     Numeric (greater  Yes
  Usage                                          than 0)           
  --------------- ----------------- ------------ ----------------- -------------

#  

# Glossary of Terms

+-----+--------------+-------------------------------------------------+
|     | **Term**     | **Definition**                                  |
+=====+==============+=================================================+
| 1   | **All        | Direct (used by only one program) and shared    |
| .   | Usage:**     | (used by two or more programs) system           |
|     |              | functionality use by benefiting programs        |
+-----+--------------+-------------------------------------------------+
| 2   | **Allocation | The cost allocation measurement selected to     |
| .   | Base:**      | track and calculate the cost allocation for all |
|     |              | benefiting programs. Development hours, lines   |
|     |              | of code (LOC), and number of screens are        |
|     |              | examples of allocation bases in software        |
|     |              | development.                                    |
+-----+--------------+-------------------------------------------------+
| 3   | **Allocation | The categorization of system functionality into |
| .   | Hierarchy**: | levels of detail for cost allocation purposes.  |
|     |              | The allocation hierarchy is composed of three   |
|     |              | levels: Functional Module, SubModule, and       |
|     |              | Detail in the CAM-TOOL.                         |
+-----+--------------+-------------------------------------------------+
| 4   | **Base       | The numeric value associated to specific system |
| .   | Value**      | functionality. The meaning of the base depends  |
|     |              | on the selected allocation base. For example,   |
|     |              | if the allocation base is software development  |
|     |              | hours and specific system functionality has a   |
|     |              | base value = 100, the 100 means 100 software    |
|     |              | development hours was used on that system       |
|     |              | functionality.                                  |
+-----+--------------+-------------------------------------------------+
| 5   | **Benefiting | Any program that uses the system functionality  |
| .   | Program:**   |                                                 |
+-----+--------------+-------------------------------------------------+
| 6   | **Direct     | System functionality used by only one           |
| .   | Usage:**     | benefiting program                              |
+-----+--------------+-------------------------------------------------+
| 7   | **Level of   | The development work or value associated to the |
| .   | Effort:**    | system functionality                            |
+-----+--------------+-------------------------------------------------+
| 8   | **Program    | The indication that a benefiting program uses a |
| .   | Usage        | specific piece of system functionality that is  |
|     | A            | indicated by cells marked with a capital \"X\"  |
|     | ssignment:** | on the ALL_SYSTEM_USAGE worksheet.              |
+-----+--------------+-------------------------------------------------+
| 9   | **Shared     | System functionality used by two or more        |
| .   | Usage:**     | benefiting programs                             |
+-----+--------------+-------------------------------------------------+
| 1   | **System     | Specific components of the system for which     |
| 0.  | Func         | development effort can be tracked. System       |
|     | tionality:** | functionality is mapped to the allocation       |
|     |              | hierarchy in the tool.                          |
+-----+--------------+-------------------------------------------------+
| 1   | **User       | The number of recipients or the number of cases |
| 1.  | Counts:**    | of each benefiting program. This number is used |
|     |              | to determine an \"adjusted\" cost allocation    |
|     |              | share for small programs.                       |
+-----+--------------+-------------------------------------------------+
| 1   | **Weight**   | A numeric indicator for the level of effort     |
| 2.  |              | associated with system functionality, if the    |
|     |              | allocation base does not include level of       |
|     |              | effort. For example, an allocation base like    |
|     |              | lines of code (LOC) is a size measure and does  |
|     |              | not signify the work or true value of the       |
|     |              | system functionality. Therefore, a weight       |
|     |              | (i.e., a complexity factor) needs to be         |
|     |              | assigned to the system functionality.           |
+-----+--------------+-------------------------------------------------+
| 1   | **Weight     | A descriptor for the weight being used for the  |
| 3.  | Type**       | system functionality. For example, if a project |
|     |              | decides to use lines of code (LOC) and a        |
|     |              | weighting numeric scale of (1 to 5), 1 -        |
|     |              | meaning low complexity and 5 - meaning high     |
|     |              | complexity, the weight type is \"low\",         |
|     |              | \"high," etc. In addition, projects may choose  |
|     |              | to count the number of steps or decisions in    |
|     |              | specific system functionality. Therefore, the   |
|     |              | weight type could be \"Steps\" or               |
|     |              | \"Decisions.\"                                  |
+-----+--------------+-------------------------------------------------+