RADEP! A Guide to Complete and Accurate Federal Reporting

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1 RADEP! A Guide to Complete and Accurate Federal Reporting 1

2 RADEP Research And Development Enterprise Project (RADEP) Sample Based Performance Monitoring Counties Family Engagement and Empowerment Division (39 non-pmc) 2

3 TANF/WINS Universe Universe = The population that must be included in the sample frame. Two types: Active: All families who receive TANF/WINS assistance under the state TANF/WINS program in the reporting month. Closed: All families whose assistance under the state TANF/WINS program was terminated for the report month (excluding families whose assistance was temporarily suspended), but received assistance under the state s TANF/WINS program in the prior month. Source: Medi-Cal Eligibility Data System (MEDS) at the Department of Health Care Services 3

4 TANF/WINS Sampling By design, the federal WINS sampling methodology closely mirrors the federal TANF sampling methodology. 4

5 Three Samples Each sample is an annual sample, drawn in12 monthly increments, and distributed as evenly as possible. 1. Federal TANF Sample 2. Federal WINS Sample 3. State TANF Sample

6 Three Samples (cont.) 1. Federal TANF Sample Purpose: Calculate STATEWIDE TANF work participation rates (WPRs) Recipient characteristics Current WPR: Overall: 60.7% Two Parent: 69.9%

7 Three Samples (cont.) 2. Federal WINS Sample Purpose: Calculate STATEWIDE WINS WPRs Increase the federal WPR 7

8 Three Samples (cont.) 3. State TANF Sample Purpose: Calculate two COUNTYspecific work participation rates (CoWPRs): Two-Parent (2P) Overall (All Family) CoWPRs are used to pass-on penalties Draw a TANF sub-sample for validating county TANF reporting 8

9 TANF Annual Sampling Frames/Sample Sizes Active Case Frames (3,000 Cases) New (600 Cases) Ongoing Non-2P (1,800 Cases) Ongoing 2P (600 Cases) Closed Case Frame (800 Cases) 9

10 WINS Annual Sampling Frames/Sample Sizes Active Case Frames (3,000 Cases) New (600 Cases) Ongoing Non-2P (2,400 Cases) Closed Case Frame (800 Cases) 10

Reconciles Data w/ ACF/Counties State Loads Sample Files to RADEP/E2Lite

11 Data Flow Chart State/ACF Calculates overall WPR & County-specific WPRs quarterly State Pulls Sample Files from MEDS State Calculates Monthly WPR & Reconciles Data w/ ACF/Counties State Loads Sample Files to RADEP/E2Lite Counties and CDSS Complete Cases in RADEP/E2Lite w/info from County Case Files 11

12 DATA ELEMENTS Case Data Family Data Individual Members Adults Children Recipient characteristics Work Participation 12

13 Family Data Work Participation T12/M9: Type of Family for Work Participation Member Data T30/M26: Adult s family affiliation T39/M35: Parent with a Minor Child in the Family T48/M41: Work-Eligible Individual 13

14 Work Participation (cont.) T49/M42: Adult s Work Participation Status 19 Meeting WPR requirements Deeming 17 - Single Custodial Parent with a child under six and at least 20 core hours 16 Single Teen HOH or Married Teen and at least 20 average hours in Education directly related to Employment 15 Single Teen HOH or Married Teen maintaining satisfactory school attendance 14

15 Work Participation (cont.) T49/M42: Adult s Work Participation Status 1 Disregarded single custodial parent with a child under 12 months 2 Disregarded sanctioned less than three months, family is subject to sanction for the sample month 18 - Required to participate and participating but not meeting the requirements 15

16 Core Activities Work Activities Unsubsidized (employment) Subsidized Private (employment) Subsidized Public (employment) Work Experience On-the-Job Training Job Search and Job Readiness Community Service Vocational Education Training Providing Child Care to an Individual Participating in a Community Service Program 16

17 Work Activities Non-Core Activities Job Skills Training Directly Related to Employment Hours Education Directly Related to Employment Hours for Individuals with No High School Diploma or Certificate of High School Equivalency Satisfactory School Attendance Hours 17

18 Transmission RADEP ONLY FFY 2018 TANF FEDERAL TRANSMISSIONS SAMPLE MONTH * DUE TO CDSS OCTOBER /15/2018 MON NOVEMBER /29/2018 MON DECEMBER /5/2018 MON JANUARY /16/2018 MON FEBRUARY /27/2018 FRI - California has 45 days after the end of the quarter to submit data without a risk of a penalty MARCH /4/2018 FRI APRIL /13/2018 FRI MAY /27/2018 FRI JUNE /3/2018 FRI JULY /15/2018 MON AUGUST /29/2018 MON SEPTEMBER /5/2018 MON - California can correct data until the fiscal year is closed * Number of Reporting Days 18

19 Reconciliation Reconciliation Reports»Monthly Reports»Review Data RADEP Instructions»TANF»WINS»E2Lite 19

20 Performance Oversight and Policy (POP) Unit 20

21 Who We Are Performance Oversight and Policy Unit II Terra Red, Lead TANF RADEP Reporting Analyst Priscilla Singh, Lead WINS RADEP Reporting Analyst Samantha Basquez, Program Manager EBJDA Employment Bureau Junior Detective Agency 21

22 What We Do Complete and submit: Active TANF and WINS cases for 38 CWDs. Closed TANF and WINS cases for 57 CWDs. 22

23 How We Do It Access C-IV and CalWIN Client Demographics Participation Activities & Hours Income Information Contact Counties Missing or conflicting information 23

24 We Need You Consortia Access County Processes Security Protocols Deadlines 24

25 How You Can Help Review Samples Cases Missing Information Conflicting Information Required Client Information Completed consortia files Case notes/journal summary ed case summary 25

26 How You Can Help TANF Summary Example Case 1BEST25 Case received $ CalWORKs benefit for 09/2016, issued 08/24/16. Single parent house-hold. Mom and her 2 kids, ages 14 and 1. No other adult in the home. CalWORKs passes for Mom and children. Aid Code 30. Mom is a WEI, with a 20 hour per week requirement. Mom is an exempt volunteer, 0-23 month child exemption. Child support from Illinois ended, verification on-file from Illinois. No other unearned income on-file. Employment at Daily Planet began on 08/16/16, pay stub 09/12/16. Paid semimonthly, at $10.00 per hour. 09/12/16 pay stub shows 15 hours, case manager verified hours of employment for 09/2016 time card. Signed time card verified WTW participation as follows: = 88 / 4.33 = Client will be working an average of 20 hours of week: $10.00 x 20 = $200 x 5 days per week = $ x 2 (semi-monthly) = $ gross income per month. This case met WPR in the survey month. 26

27 How You Can Help WINS Summary Example Case 1BEST50: Sample Month/Year- 02/2018. Aid Code- R4, WEI + 3 minors over the age of 6 years. Application period- 01/1/ /2018. WEI: Carmen San Diego- Unsubsidized Employment- Facebook, paid monthly. 01/2018 -Pay stub of $2050 at $15.00 hourly. $2050/$15=136.66/4.33= (32 WPR Hours). HH meets minimum WPR of 30 hours for benefit to continue.

28 Benefits of Helping WPR QC Reviews Penalty Pass-On 28

29 Technical Assistance and Training Opportunities RADEP Training Manuals RADEP Test Environment Individual County Trainings Regional Trainings 29

30 Performance Monitoring Unit Accurate Data Reporting 30

31 On-Site TANF Reviews Validation Review Review documentation to determine the accuracy of reported Work Participation Rate (WPR) hours. Review procedures for collecting and reporting WPR activities. Provide training when needed. 31

32 On-Site TANF Reviews Review Schedule Performance Monitoring Unit (PMU) reviews active TANF cases for 25 counties per fiscal year. Reviews are every three years for the 19 Performance Measurement Counties (PMCs). For all non-pmc counties, reviews are every two years. 32

33 On-Site TANF Reviews Prior to Review County is contacted to arrange dates for review. Thirty days prior to review, letter is sent to county Director and contact confirming review dates. Three weeks prior to review PMU sends to county contact a list of E2Lite and RADEP cases that will be reviewed, instructions to prepare for review and questions regarding county procedures. 33

34 On-Site TANF Reviews Samples Sampled cases are pulled from Fiscal Years that are closed and cannot be modified. Samples usually contain 120 cases, depending on number of numerator cases available (small counties may have less than 120 cases). 84 numerator cases 24 excluded/disregarded cases 12 denominator only cases (not included in numerator) RADEP cases are pulled first then E2Lite cases. 34

35 On-Site TANF Reviews Review Process Entrance conference to explain why we are there, what we will be reviewing and what will happen after the review. Review documentation to support reported WPR hours, time limits, work eligibility and county consortia hours. Provide training and answer any questions the county may have. Exit conference to review findings and explain next steps. 35

36 On-Site TANF Reviews Validating Activity Hours Paid Activities Work Number, Earnings Statement, Attendance Record, Time Sheet, Self-Employment Wages, Employer Verification. Unpaid Activities Attendance Record, Time Sheet, Instructor Verification, Proof of Enrollment plus School Schedule and Proof of Satisfactory Progress. 36

37 On-Site TANF Reviews Types of Cases Types of cases included are All Families, Two Parent, Single Custodial Parent and Excluded. Is the client excluded? Proof of valid reason is required. Does the client have a child under the age of 6 and is he/she a single parent? Proof of child s age during sample month is required. Is the client work eligible? If not, proof why is required. 37

38 On-Site TANF Reviews Review Findings Accurate cases - hours reported match hours PMU verified. Discrepancy cases - PMU agreed case met or did not meet All Families WPR, but does not agree with the number of reported hours, or for excluded cases, PMU does not agree with the reason for exclusion. Error cases - PMU does not agree how the case was reported (meeting or not meeting the All Families WPR), or PMU does not agree the case should have been excluded. 38

39 On-Site TANF Reviews Findings Reports After a review is complete, a preliminary report is sent to the county Director and contact and includes: Number of hours reported Number of hours PMU verified How PMU calculated hours for discrepancies and errors ACL references for errors and discrepancies A due date to dispute any findings If a county disputes findings and they are modified, a final report is sent to the county Director and contact. 39

40 WINS Desk Reviews Validation Reviews Just like TANF, PMU needs to verify WINS employment activity hours reported in RADEP. If a county is on the TANF review schedule and has cases in the WINS sample, TANF and WINS reviews will be combined. 40

41 WINS Desk Reviews Validation Reviews (Continued) If a county is not on the TANF review schedule and has cases in the WINS sample, the WINS review will be conducted at CDSS headquarters in Sacramento. Counties are required to send PMU all documentation needed to verify reported WINS hours via: Secured/Encrypted Fax Secure File Transfer U.S. Postal Service 41

42 WINS Desk Reviews Findings Reports After a desk review is complete, a preliminary report is sent to the county Director and contact and includes: Number of hours reported Number of hours PMU verified How PMU calculated hours for discrepancies and errors ACL references for errors and discrepancies A due date to dispute any findings If a county disputes findings and they are modified, a final report is sent to the county Director and contact. 42

43 On-Site TANF and WINS Desk Reviews Summary Since PMU is reviewing cases that cannot be modified (closed cases), findings do not impact WPRs. County findings are not shared with other counties but are reported to CDSS Director. Counties are trained during reviews and are expected to modify any procedures that cause inaccuracies. 43

44 On-Site TANF and WINS Desk Reviews Questions? 44

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