1002-3          MANAGEMENT TOOLS

1002-3 A.    WORK SERVICES REPORTS

Public Assistance is required by Federal Regulation and State Statue to report client activities and outcomes. The following management tools will be used to monitor the Work Service Programs.

Managers will request access to Document Direct within three business days of hire. System access must be obtained by completing and submitting the forms on the link “Request Access” on the CMS Case Management System  website.

The Document Direct Guide is available at the website: http://dpaweb.hss.state.ak.us/files/pdfs/WSandDocDir.pdf

The following is a brief summary of the reports:

1. Caseload summary: Caseload summaries are available both weekly and monthly on Document Direct. These reports provide a current listing of clients who have been referred to a Work Services Provider and the staff member to whom the case is assigned. The report provides basic case and client status information which allows the case manager and project manager to plan their work. The link below is a data dictionary that describes the content of each line of the Caseload Summary. http://soar.hss.state.ak.us/performance/files/WSCsldRptDataDict.pdf

2. TANF Temporary Assistance for Needy Families  Months Used report: The TANF Temporary Assistance for Needy Families  Months Used Report is available to managers on Document Direct. This report lists each client in order of the months of ATAP Alaska Temporary Assistance Program  they have used to date. This information assists in scheduling and completing quarterly meetings.

3. Penalty Report: is available to managers on Document Direct. This report includes clients whose TA Temporary Assistance  cases have been reduced due to penalty. Managers will use this report to monitor and guide their staffs’ efforts to reengage penalized clients in appropriate activities.

4. Inconsistent Data Report: The Inconsistent Data Report is distributed by DPA Division of Public Assistance ’s Research and Analysis (R&A Research and Analysis ) team. Work Services Providers will: Review the work activity screen and client notes for each individual listed on the report. The Program Manager will address each case identified and respond to CSQA Contracted Services Quality Assurance with either action or confirmation that the data is correct within 10 business days of receiving the report. This report identifies records fitting the following circumstances:

• Adults having more than 55 hours per week of activity (i.e. >= 8 hours per day / 7 days per week).

• Adults having start/end dates resulting in more than 60 hours/week.

The link below is a data dictionary that describes the content of each line of the Inconsistent Data Report. http://soar.hss.state.ak.us/performance/files/WorkActsInconsistenciesDataDict2.pdf

5. Participant List: This report is e-mailed to managers by R&A Research and Analysis  each month after the initial performance is calculated. The report identifies each client assigned to the provider. The link below is a data dictionary that describes the content of each line of the Participant list. http://soar.hss.state.ak.us/performance/files/WSPartListDataDict.pdf

6. Performance by the Case Manager: This report demonstrates the statistical performance of each caseload. Case Managers can use this report during coaching with their staff. The Performance by Case Manager Report is available at the link below: http://soar.hss.state.ak.us/performance/files/WSPerfMeasXCMReport.pdf

7. Universal Participation Statistics Report: This report demonstrates each agency’s rating, comparing agencies in communities with similar economic conditions. It is useful in setting staff goals of improved client engagement. http://soar.hss.state.ak.us/performance/files/UniversalPartStats.pdf

1002-3 B.   REPORTS FROM WORK SERVICES

1. Quarterly Cumulative Fiscal Report (Families First)

The Quarterly Cumulative Fiscal Report (CFR Cumulative Fiscal Report ) will be submitted through the State of Alaska’s GEMS. The report must be submitted within 30 days after each quarter:

2. Year-end CFR Cumulative Fiscal Report

The year-end CFR Cumulative Fiscal Report  must contain a detailed list of encumbrances that have been included as current year expenditures.

Note:

Failure to submit the correct CFRs on or before the deadlines stated above may result in denial of payments to the agency.

1002-3 C.   INVOICING

1. Performance invoices (WF Work First Contractors) will be submitted to DPA Division of Public Assistance  within 20 days of R&A Research and Analysis posting performance outcomes using the invoice format linked below.

2. Work First:  Support Service reimbursement invoices will be submitted with Performance invoices.

3. Families First:  Supportive Service reimbursement invoices will be submitted by the 30th of the month following the month of service.

The invoice will be accompanied by a detailed electronic spreadsheet (i.e., Excel) report of the quarter’s expenditures in date order containing:

The Support Service Requests must be documented in CMS Case Management System  CLNO Client Notes  and/or on the Support Services page of the FSSP Family Self Sufficiency Plan to be reimbursed. More detailed information regarding uses of Support Services can be found in (WSPM  Section 1009)

Denial of Support Services must also be documented as a CLNO Client Notes .

1002-3 D.   CALENDAR OF REPORTING DATES

1002-3 E.   TRAVEL

Management is expected to be fiscally responsible when arranging travel by combining trips and purchasing tickets in advance as needed to ensure reasonable costs.

Other travel considerations are included in the following:

1. Travel expenses must be necessary to complete direct client services.

2. Travel to training or community events and out-of-state travel are not allowable expenses.

3. Travel expenses to itinerantly served communities are allowable expenditures.

4. Mileage reimbursement is an allowable expense and is reimbursed at the Federal mileage rate.

5. Mileage reimbursement is only approved when providing direct client services either in a client’s home or community.

6. Adequate documentation is required and must include the identification of the client and the type of services provided.

7. Administrative travel should clearly be tied to program goals and/or grant requirements. In cases where travel is intended to support staff and/or program administration (and does not include any client contact) the log will include the purpose of the visit and outcome.

Quarterly agency costs for travel will be reported in the travel line item of the Cumulative Fiscal Report, and in a Quarterly Travel Log. “Travel costs reported in the Quarterly Cumulative Fiscal Reports must be supported by a travel log, which will include the identity (through client ID#) of the clients visited, their location/community and the reason for each visit. The log will report detailed expenses, identifying funds allocated to mileage, airfare, hotel, per diem, etc.”

If client identification is necessary to justify travel, all confidentiality standards will apply. Clients must be identified by client number only. See Health and Social Services standard expectations for electronic communication at: http://www.hss.state.ak.us/granteees/vsi.htm, http://dpaweb.hss.state.ak.us/manuals/admin/apm.htm