Background
Under the Food Security Act of 1985, all states were required to automate their SNAP operations and computerize their systems for obtaining, utilizing and transmitting information. Each state is responsible for developing and implementing an Automated Data Processing/Computerization of Information Systems (ADP/CIS) plan to ensure a sufficient level of automation to administer SNAP.
General APD Requirements
State agencies are required to develop sufficient automation and to adhere to other requirements to receive federal funding for automation projects. Sufficient automation levels are those that result in effective programs or in cost-effective reductions in errors and improvements in management efficiency. Prior approval and documentation requirements for automated systems are intended to provide the federal government with information to ensure that automation projects support sound SNAP administration and comply with established requirements.
The Cost Allocation Methodology (CAM) Toolkit must be followed for properly allocation costs for projects funded by multiple programs.
Prior Approval Requirements
Automation projects require prior approval if the total acquisition exceeds $6 million in state and federal costs for both competitive and noncompetitive acquisitions.
Noncompetitive acquisitions from a non-governmental source that have total state and federal acquisition costs of more than $1 million need prior approval of the justification for sole-source purchase.
Specific prior approval thresholds apply for APD documents including Planning and Implementation APDs, Request for Proposals, and Contracts. See FNS Handbook 901 for detailed guidance.
System Integrity Reviews
The SNAP APD approval process described at 7 CFR 277.18 states that we may conduct reviews of the system either prior to pilot, once it is fully operational statewide or both. The review combines the ADP/CIS Model Plan requirements, system controls and performance requirements, and system security, among other topics, as its foundation.
We urge states to conduct this review both prior to user acceptance testing (UAT) and after statewide implementation as part of the project management process.
The SNAP System Integrity Review Tool (SIRT) is a valuable instrument for both state and federal SNAP staff to evaluate whether a system meets SNAP functional requirements. The SIRT should be used during system planning and development to ensure the functional requirements and system design align with SNAP certification policy. Specific to system testing, the SIRT was designed so it can be used prior to UAT and in post-implementation reviews conducted by state and/or federal reviewers.