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What is the Random Moment Study (RMS) System and How Does It Work?

The State and Federal governments share the costs to administer public assistance programs. This includes the administrative costs such as staff salaries, travel, contractual support, and supplies. The Random Moment Study (RMS) is a tool that allows the Division of Public Assistance to account for the use of staff resources when it claims federal funds to support public assistance programs. The collective total of these individual RMS observations determine the proportion of funds allocated to each program.

Three separate federal sources provide funds for the Medicaid, Food Stamps, and Alaska Temporary Assistance programs. Federal regulations require states to carefully determine the administrative costs for each program. The purpose of the RMS is to fairly allocate the costs between programs. The accuracy of this cost allocation method is critically dependent on each staff person included in the study accurately characterizing the program work he or she is performing at the randomly selected moment. This is an important task.

The RMS system produces a random sampling of staff, offices, and time. This “sample-set” is produced on a quarterly basis. The sample-set includes field staff that has direct responsibility for processing applications and authorizing public assistance benefits or services. Primarily the Eligibility Technicians, Workforce Development Specialists, and Social Workers participate in the RMS. Other staff involved in benefit authorizations also must participate if added to the list of sampled positions.

The RMS uses a web-enabled format sent by email asking the workers to select the program and activity that most appropriately reflects what they are working on at a randomly chosen moment. The collective total of these individual reports determines the proportion of funds charged to each program or work component. Based on the results of the RMS, the federal agencies reimburse the state for their share of the administrative costs. The findings of the study are also used to allocate the cost of other staff not included directly in the study.

To ensure the Division is appropriately accounting for the program activity, staff must complete the RMS form promptly. Each RMS Observation must be completed within 24 hours, except on Fridays when they must be completed by the close of that business day to prevent the observation from expiring.

The following tools will provide you with an overview, instructions, and an example of the “Observation forms”, RMS Frequently Asked Questions (FAQ’s), in addition to the RMS Administrative Procedures Manual section #119. All supervisors and staff within the sample pool should review and follow the outlined procedures to ensure that the RMS observations are completed correctly.

Please click on the RMS links to learn more: