1 Welfare Transition Monitoring A Detailed Look at the WT Quality Assurance Tool 2009.

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Welfare Transition Monitoring

A Detailed Look at the WT Quality Assurance Tool

2009

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Programmatic Monitoring Purpose of monitoring

Conduct on-site visits to ensure compliance with state guidance, federal regulations, state law, and federal law

Review and assess local operating procedures and processes

Provide technical assistance, guidance and/or training to Provide clarification on federal and state laws

Improve performance

Improve processes

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Major Sections of The Review Tool Assessments Individual Responsibility Plan (IRP) Employment Job Participation Rate (JPR) Medical Deferrals Pre-penalties and sanctions Diversion programs Transitional Services Relocation Assistance

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Review Tool Elements Assessments

Federal law requires an initial assessment of Skills

Prior work history

Employability

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Review Tool Elements Initial Assessment

What cases count? The case counts if it was

Open for 30 days or more during the review period If the case opened prior to the review

period, this monitoring element will be marked “x” or not applicable

Not immediately sanctioned for non-compliance

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Review Tool Elements Individual Responsibility Plan (IRP)

What cases count? The case counts if it was open and

mandatory for greater than 30 days Cases immediately sanctioned for

noncompliance or prior to activity engagement are not reviewed for this element

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Review Tool Elements What must be included on the IRP?

Employment goals must be identified for all participants, including medically deferred participants

Activities the participant is required to complete

Activities may include alternative activities such as:

Attending doctor’s appointments

Attending physical therapy or counseling sessions

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Review Tool Elements What other IRP elements are reviewed?

Other relevant IRP elements include The number of hours for each activity the

participant was required to complete each week

Were requirements clear to the participant?

Due/completion dates of assigned activities

Did the participant know when items were due or activities were to be completed?

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Review Tool Elements IRP elements continued…

The services provided to participants while (s)he was engaged This information should be included on the

signed IRP Updates to Steps to Self-Sufficiency

Should be updated if The participant’s activity changes The participant completes steps and achieves

goals If the participant’s goals change

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Review Tool Elements Employment

If employment was entered with a start tracking date during the review period, the reviewers want to determine If employment was verified or documented

and retained in the case file? Information can be verified through the Work

Number as long as all required information is included

If information recorded in OSST match the hard copy documentation?

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Review Tool Elements Job Participation Rate (JPR) documentation

The AWI’s reporting unit provides the review team with a snapshot of the most recent quarter of participation hours submitted to the United States Department of Health and Human Services (HHS)

If hours are recorded, the reviewers look for evidence that Documentation exists to match JPR entries in OSST and

reported to HHS Documentation must be received before hours are entered on

the JPR screen The documentation must be retained in the case file

All timesheets requiring a signature must be signed by the appropriate designated party

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Review Tool Elements Work Site Hours

The reviewers want to determine if Work site hours are assigned based on the

maximum monthly calculation Assigned hours cannot exceed the monthly

maximum Assigned hours cannot exceed 40 hours per week Assigned hours must be based on the calculation for

the family

Note: This element is currently a systemic issue

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Review Tool Elements Vocational Training

The reviewers want to determine if The vocational training meets the federal

definition It may include basic skills training only if it is

required or a necessary part of the vocational program

It may include English as a Second Language (ESL) courses if it is required or a necessary part of the vocational program

Note: This element is currently a systemic issue

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Review Tool Elements Medical Deferral

If a medical deferral was open during the review period, reviewers want to determine if Documentation to support the medical deferral

was retained in the participant’s case file The documentation was signed by a physician

licensed under Florida Statues 458 or 459 The medical deferral began before the medical

documentation was signed and received

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Review Tool Elements Pre-Penalties and Sanctions

If a pre-penalty is initiated, the reviewers look for evidence That the RWB made an oral attempt to

contact the participant within 10 days from the date the 2290 was mailed?

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Review Tool Elements Pre-Penalties and Sanctions

If a sanction is requested as a result of two failures, the reviewers look for evidence That the second failure was within 30 days

of the initial failure That the participant was allowed three

working days to report good cause for the failure

That the form AWI WTP-2292 mailed once the sanction was requested

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Review Tool Elements Transitional Services

If the participant received transitional services Did the participant meet the following requirements

to receive transitional services Cash case closed with earnings Met income eligibility requirements

Below 200% of the Federal Poverty level Provided proof of continued eligibility

Retained employment Provided proof of work hours at least once a

month

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Review Tool Elements Transitional Services continued…

Did the family meet “family” definition? If the participant failed to provide proof of

continued eligibility or no longer meets the family definition, did the RWB Mail a copy of the “Notice of Change in Childcare

Status” to the local Early Learning Coalition (ELC)?

Mail a copy of the “Notice in Change in Childcare Status to the participant

Retain a copy of the notice in the participant’s case file

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Review Tool Elements Relocation Assistance

If an individual was approved for relocation assistance, the reviewers looked for evidence that The family met TANF eligibility requirements

The family met relocation eligibility requirements

The relocation budget and checklist are complete Supporting documentation must be included with

the budget worksheet

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Review Tool Elements Relocation Assistance continued…

The family met TANF eligibility requirements Income Citizenship

See TANF eligibility form AWI WTP 0005(a) or TANF eligibility form AWI WTP 0005(b) short form

Was the transfer letter completed when the relocation took place?

Did the RWB follow-up with the family 90 days after the relocation?

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Review Tool Elements Up-Front Diversion

If an individual was approved for an up-front diversion service and/or payment, the reviewers looked for evidence that The Up-front Diversion screening form was completed

and signed by the appropriate parties before being approved

The family was eligible based on the Up-Front Diversion screening form

The individual was connected to employers prior to receiving an up-front diversion payment

The family had the ability to pay on-going bills after the emergency assistance was provided

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Programmatic Monitoring What else does the quality

assurance review include?

All operational WT special projects that are applicable during the review period.

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Welfare Transition MonitoringQuestions?

Contact the Welfare Transition Team by calling

1-866-352-2345

An equal opportunity employer/program. Auxiliary aids and services are available upon request to An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by individuals with disabilities. All voice telephone numbers on this document may be reached by

persons using TTY/TDD equipment via Florida Relay Service at 711.persons using TTY/TDD equipment via Florida Relay Service at 711.