1008              FAMILY PROGRESS REVIEW

Work services providers will hold a Family Progress Review (FPR Family Progress Review), using form TA15 , at each cumulative 12-month increment of benefits used in an ATAP Alaska Temporary Assistance Program household.  In a two-parent household, the adult who has used the most months of assistance establishes the due date for FPR Family Progress Reviews.

FPR Family Progress Reviews have many benefits:

• They help the client make decisions about the future of their case;

• They reinforce the urgency of the 60-month lifetime limit on ATAP Alaska Temporary Assistance Program by reminding the client how many months they have used and have remaining on assistance;

• They review the progress made over the most recent 12 months,

• They support decisions to continue with FSSP Family Self Sufficiency Plan activities or to move in a new direction to assist the client in closing their ATAP Alaska Temporary Assistance Program case by exploring other self-sufficiency options; and

• They encourage the client to close their ATAP Alaska Temporary Assistance Program case as soon as possible to preserve ATAP Alaska Temporary Assistance Program months for future needs. 

The FPR is completed at least every cumulative 12 months of assistance based on the TANF Temporary Assistance for Needy Families Months Used report. It may be completed earlier if desired. If completed within two months before the due date, it does not need to be repeated at the 12-month cycle.  

If the client applies for assistance at a 12-month benefit increment, complete the FPR Family Progress Review either at the intake appointment or at the first regular appointment, depending on local office procedures.  In these cases, the client may or may not have been on assistance within the past 12 months.  The FPR Family Progress Review is used to gather their status during the prior 12 months to understand what has brought them to their current situation, and how to move forward.

If, in an on-going case, the client does not respond to the invitation to complete the FPR Family Progress Review, the Case Manager should complete Sections I and II and document their attempts to bring the client in for the rest of the review.  The FPR Family Progress Review should then be completed at the next appointment the client attends, even if it is past due.

1008-1           SCHEDULING THE FAMILY PROGRESS REVIEW

Involve the client in selecting the date and time of their FPR Family Progress Review. Discuss FPR Family Progress Review appointment options with the client during FSSP Family Self Sufficiency Plan or activity debriefing appointments.

1008-2           TIME LIMIT EXEMPT ALASKA NATIVE VILLAGES AND FAMILIES IN REFUSED CASH STATUS

The months in which a family lives in an Exempt Alaska Native Village or are in refused cash status do not count towards the household’s ATAP Alaska Temporary Assistance Program 60-month lifetime limit.   In these cases, FPR Family Progress Reviews must be conducted annually according to the schedule below, based on the Primary Individual’s last name:

• A-D will be conducted in January and February

• E-I will be conducted in March and April

• J-M will be conducted in May and June

• N-Q will be conducted in July and August

• R-T will be conducted in September and October

• U-Z will be conducted in November and December

FPR Family Progress Review's may be conducted up to two months prior to the schedule listed above as best fits a Case Manager's work schedule.

1008-3        EVALUATING THE FSSP FOLLOWING THE FPR

If the client is not engaged in work activities which are consistent with their self-sufficiency goals, case managers use the content of the FPR Family Progress Review to work with the client to strategize other approaches to successfully exiting ATAP Alaska Temporary Assistance Program.  The FSSP Family Self Sufficiency Plan (WSPM 1008) will be updated based on the FPR Family Progress Review Summary and Recommendations within ten business days, unless the FPR Family Progress Review indicates that all activities on the current FSSP Family Self Sufficiency Plan are valid and timely.   

1. A new FSSP Family Self Sufficiency Plan will be developed if:

1. The FSSP Family Self Sufficiency Plan is not SMART (WSPM 1008-1),

2. The FPR Family Progress Review indicates a change in circumstances that require changes to assigned activities,

3. The client cannot or will not do the assigned activities, or

4. The FSSP Family Self Sufficiency Plan activities have been completed.

2. The existing FSSP Family Self Sufficiency Plan is continued if:

1. The client is making clear progress toward self-sufficiency,

2. ATAP Alaska Temporary Assistance Program closure is expected within the next two to three months based on current FSSP Family Self Sufficiency Plan activities,

3. Changing the current FSSP Family Self Sufficiency Plan would create new complications for the household, or

4. Maintaining the current FSSP Family Self Sufficiency Plan is a temporary situation to resolve a specific barrier to self-sufficiency.

Document in CMS Case Management System CLNO Client Notess why the changes are being made or why it is in the best interest of the client to continue with the existing FSSP Family Self Sufficiency Plan.

1008-4   USING THE FAMILY PROGRESS REVIEW TO CONDUCT AN EXTENSION STAFFING

Use the TA 15 Family Progress Review for the family's extension staffing. See (ATAP MS 701-4) for extension criteria and ATAP MS 701-8 for extension staffing procedures. Use the TA 16 and TA 20 in addition to the TA 15 to document the extension review decision.  Enter a CLNO Client Notes and CANO Case Note (ADMIN MS 109-10) with the extension decision. 

1008-5      FAMILY PROGRESS REVIEW FORM DIRECTIONS

The FPR Family Progress Review is a tool used to generate and document a conversation about the family’s prior 12 months on assistance, their current status, and to plan for activities that will move the client towards self-sufficiency.  Some sections of the form, as indicated below, may be completed before meeting with the client; other sections are directly based on interaction with the client.

NOTE:  This is an electronic eForms document.  Open the TA 15.  Double click on the yellow highlight to enter information.  The text boxes will expand as more space is needed.  If you cannot enter information or do not see the yellow highlights, you may need to change the compatibility mode or “View” on your computer. Check with your local leadership or Information Technology (IT) office for assistance. Once client information has been entered, this document cannot be saved to eForms.  Local offices will establish procedures for saving partially and fully completed FPR Family Progress Review form(s).

Section I - Household Information:

• Gather the Household Information data from CMS Case Management System and confirm its accuracy with the client.

• Enter the date of the last FPR Family Progress Review found in CLNO Client Notess.  If this is the first FPR Family Progress Review, (12 months of assistance used) enter “N/A” in the section “Date of last Family Progress Review”.

• If the family needs an interpreter, make appropriate arrangements through a qualified interpreter and note the name and contact information for the interpreter.  See the Alaska Administrative Procedures Manual 100-6  for interpreter guidelines.  While work services providers may use the same interpreter services as DPA Division of Public Assistance, the services must be paid by the Work Services Provider. Please contact your local leadership for guidance. 

• Note all meeting attendees in the FPR Family Progress Review appointment by name and role in the family’s life.  (i.e. Jane Doe, Counselor; Sally Helper, Infant Learning.)

Section II – Summary of Prior Progress Reviews:

This section may be completed prior to meeting with the client.  If so, briefly review the summary and findings with the client prior to moving forward.  Make adjustments to the findings if the client provides additional insight. Any adjustments or differences in perception must be noted in a CLNO Client Notes. 

If this section is completed with the client, confirm progress on activities and use their words as often as possible as you complete the section. 

If this is the first FPR Family Progress Review, and they have not previously had a Family Quarterly Progress Review, (now discontinued), note “N/A” in question 3. If they have had prior Family Quarterly Progress Reviews, refer to the Findings and Recommendations section of those documents, or CLNO Client Notess from those events, to complete this item. 

Section III through V:

Complete these sections with the client.  Use the client’s words as much as possible in the documentation.  If you paraphrase the client’s reply, confirm that your words are an accurate representation of the client’s thoughts.  If someone other than the client offers a reply to a question, check with the client to confirm and ask the client to put the statement in his or her own words for the FPR Family Progress Review documentation. 

If the client discloses new medical information, make a plan to gather appropriate documentation to be summarized in Section VII – Summary and Recommendations. 

If the client does not address an issue identified or suspected in the prior 12 months of Work Services case management, bring it up and ask whether it is a current issue.  If the client identifies that the issue has been resolved, describe the resolution.  

Section VI – Household Budget and Expenses:

When you click into the budget form, an embedded Excel document will open.  The Excel document will add the figures entered into the form.  

Income: 

Enter the client’s benefit amounts for each program through which they receive resources.  If a client indicates that they do not receive program benefits for which they may be eligible, consider whether a referral is appropriate in the new FSSP Family Self Sufficiency Plan.  

Expenses: 

Clients will likely provide estimates for most of the expense categories.  A client may not have all of the expenses on the spreadsheet, (i.e. their rent may include water/sewer, heat and/or electricity).  List the expense even if it is currently being partially or fully paid by supportive services through DPA Division of Public Assistance or other agency involvement (transportation/gas, tuition etc.) 

Note:

If the client is interested in a more accurate budget, provide a separate copy of this form and encourage them to enter their actual expenses over a month.  Refer the client for budgeting assistance through an appropriate financial institution if they express interest in further exploring this issue.  As an example, consider providing the “Behind on Bills” curriculum at https://www.consumerfinance.gov/your-money-your-goals/ or the free app and website “Mint” provided by TurboTax at https://www.mint.com for self-guided budgeting assistance.   

Questions one through four are a critical part of helping the client understand that they are able to make some changes to improve their financial situation. While you may offer some broad examples to increase income or decrease expenses, remember that specific budget decisions must fit within the client’s priorities and values.  

Section VII – Summary and Recommendations: 

Use this section to highlight the critical issues brought forward during the discussion.  You may note successes, challenges, new information, new opportunities etc.  Provide a brief description of the changes that will be made to the FSSP Family Self Sufficiency Plan based on the FPR Family Progress Review.  Copy the summary and recommendation into CLNO Client Notes. 

If this is an Extension Staffing, copy the Summary and Recommendations with the extension decision into a CLNO Client Notes and enter the Extension Staffing Decision (only) into a CANO Case Note.