What reports may be helpful to you Benefit Reports 101 What reports may be helpful to you Rick Waugh VLSSE Conference May 9th, 2019

Contents Location of reports… Applications… Renewals… Active Cases… Topic Location of reports… Applications… Renewals… Active Cases… Energy… Agency Profile… Common Workload Reports… Appendix for VaCMS Appendix for Data Warehouse Contact… Slide 4-7 9-15 16-28 29-36 37-45 46-50 51-55 56 57-58 59

Purposes of these reports? -depends on your job function- Statistical purposes (ie: trends, board reports, statistics) Caseload management (ie: supervising units, detailed of cases) General areas of Benefits Common Programs - Applications - SNAP - TANF - Renewals - Medicaid - Energy - Interim Reports or other changes - Active Cases

Where do I find these reports? Data Warehouse VaCMS FUSION website E-mails from State You are not expected to know where everything is located. Lets explore and provide some examples to help guide you to many of the questions you may have.

Where do I find these reports? VaCMS Sign into VaCMS, and use the left bar to scroll to reports. Data Warehouse On the FUSION page, scroll to the bottom on the page and click “Details” under “Data Warehouse”. See next slide showing Data Warehouse page.

Data Warehouse continued… Trainings & Guides Prior reports you pulled

FUSION website Step 1. Step 2. Step 3. Step 4, … select option. On the FUSION page, scroll to the Step 1. Step 2. Step 3. Step 4, … select option.

Common questions you may have. Common question example #1: I want to find the number of applications we received as compared to this time last year. Common questions you may have. Common question example #2: I want to find the number of renewals that were due for last month. Common question example #3: Where are we currently with our renewals? How many overdues do we currently have? Common question example #4: How many active cases do we have? Common question example #5: What do our Energy numbers look like? Common question example #6: Where can I find an overview of all localities regarding statistics, staffing, and dollars spent? Common question example #7: What reports do/should my Benefit Supervisors and staff commonly use to help maintain and track what work they need to perform?

Applications Got stats?

There are so many different application reports, where do I start!!?? Common question example #1: I want to find the number of applications we received as compared to this time last year. There are so many different application reports, where do I start!!??

Two systems you can retrieve data from Applications Two systems you can retrieve data from VaCMS (Provides processing data for a month) Application Summary Report (Medicaid): Slide 12 - Shows what was processed in month for Directors/Finance. SNAP Category Statistical Report (SNAP): Slide 13 - Shows # of appls & renewals processed month for Dir/Finance. Data Warehouse (Apps received for all programs) Application Program Monthly Status Analysis: Slide 14 - 15 - Beneficial to Directors/Finance for ALL programs of SNAP/TANF/MA of what was received.

Medicaid Processing in month (VaCMS – Application Summary Report) Approved = # approved in VaCMS as of 3/31/19 Denied = # denied in VaCMS as of 3/31/19 Pending = # pending in VaCMS as of 3/31/19 To determine the number of applications processed in March 2019, add the total of… Approved + Denied = 1616 appls processed

SNAP (VaCMS – Category Statistical Report) Disposed of this month = # of applications processed in VaCMS in March 2019 as of 4/2/19. Recerts disposed of this month = Shows # of renewals that were processed in March 2019 in VaCMS as of 4/2/19.

Applications received for all programs (Application Program Monthly Status Analysis) -Data Warehouse- # of applications dated in March 2019 received into VaCMS as of today.

Applications received at Henrico in March 2019… SNAP: 906 Drag to this spot on top right But keep in mind that any additional applications dated for March get entered into VaCMS after today, this number will increase. Applications received at Henrico in March 2019… SNAP: 906 Medicaid: 1454 TANF: 161

Renewals

Common question example #2: I want to find the number of renewals that were due for last month. Common question example #3: Where are we currently with our renewals? How many overdues do we currently have?

Two systems you can retrieve data from Renewals Two systems you can retrieve data from VaCMS Monthly “Due & Overdue Renewals” – (SNAP/TANF): Slide 19 - Beneficial to Directors/Finance, SNAP/TANF renewal #s as of date. Real time report (SNAP/TANF & VaCMS Medicaid): Slide 20-22 - Beneficial to Supervisors and Staff for monitoring all programs. - Find old EDG Medicaid certification dates. Data Warehouse (Medicaid in MMIS/DMAS) Monthly renewals “Case Elig Reviews FIPS Summary”: Slide 23-24 - Beneficial to Directors/Finance/supervisors for Medicaid “Weekly Overdue MA Assis Case Renewals Report”: Slide 25 - 27 - Beneficial to Supervisors and Staff for Medicaid

VaCMS Renewals (as of date - Monthly) Directors and Finance “Due and Overdue Renewals” for all programs – use excel version, not PDF.

VaCMS Renewals (real time) Supervisors & Staff Due this month and next

VaCMS Renewals (real time) Supervisors & Staff Overdue

VaCMS Renewals (real time) Supervisors & Staff Pending (started renewal in Data Collection (received), but not yet processed.

Data Warehouse Renewals (Medicaid – Monthly renewals) Directors & Finance Case Eligibility Reviews FIPS Summary: Posted few days after MMIS cutoff – pull by 21st of the month To determine how many renewals were to be due in any given month: Pull the report for 4 months back from the month you want the number for. Example: For April 2019 renewal numbers, pull the December report.

Continued: Data Warehouse Renewals (Medicaid – Monthly renewals) Click the “bottom” hyperlink at the bottom to get to the total numbers you see below. Overdue Dec Jan Feb Mar Apr

Data Warehouse Renewals (Medicaid – Weekly renewal report) Sups & Staff Weekly Overdue Medical Assistance Case Renewals Report: Posted on 1st business day of the week. To determine how many renewals were to be due in any given week:

Continued: Data Warehouse Renewals (Medicaid – Weekly renewal report) Weekly Overdue Medical Assistance Case Renewals Report Click this number to get details for all cases showing overdue. Click this number to get cases due this month. Click this number to get cases due for next month. Or you can pull the entire list by clicking here.

Continued: Data Warehouse Renewals (Medicaid – Weekly renewal report) Weekly Overdue Medical Assistance Case Renewals Report

Data Warehouse Tip If you go to the same report and try to select different parameters (ie: say you picked the wrong month), the system will bring you right back to the loaded report that you no longer want. To come out of this loop, perform the following…. Step 1: Click “Edit” Icon. Step 2: Click “Home” Icon. You can now re-select different parameters you want for that same report!

Active cases

Common question example #4: How many active cases do we have? Reports Slide MMIS Active Enrollee Analysis (Data Warehouse): Provides # in MMIS of active MA enrollees & cases for as of date. SNAP Monthly Participation Report (VaCMS): Shows number of issuance dollars. Case Program Monthly Status Analysis Cube (Date Warehouse): Provides a count of active cases for as of date in VaCMS – best for SNAP and TANF counts. Slide 31 – 33 Slide 34 Slide 35 - 36

Medicaid MMIS/DMAS MMIS Active Enrollee Analysis There were 51,970 enrollees active to Medicaid for the month of Feb 2019. Since many enrollees can be on the same case, you will need to go further into the data to determine how many active cases exist.

MMIS Active Enrollee Analysis  to find number of cases… Remove duplicates, under the Data Tab at the top. Note: May have to delete the top and bottom merged cells to perform this action.

MMIS Active Enrollee Analysis  to find number of cases… So for Feb 2019 Medicaid in MMIS shows,… 51,970 enrollees 28,119 cases

SNAP (VaCMS – Monthly Participation Report) Total Households = # of households active as of 4/2/19 (Do not use for case total). Total Issuance = # of dollars distributed through March 2019 allotments as of 4/2/19. Total persons = # of total members on SNAP

(Data Warehouse – Case Program Monthly Status Analysis Cube) SNAP & TANF (Data Warehouse – Case Program Monthly Status Analysis Cube) To find # of active cases for a program.

(Data Warehouse – Case Program Monthly Status Analysis Cube) TANF (Data Warehouse – Case Program Monthly Status Analysis Cube) Perhaps you don’t just want to know how many cases are active, but also want to know how many eligible children are on the active TANF cases. Drag to the column section

ENERGY

Common question example #5: What do our Energy numbers look like? Reports (VaCMS) Slide Client Management Report: Gives a good summary of what your agency did for the year. Pending By Component: Any unprocessed cases at any given time (started processing in EAP, but not yet authorized) Unpaid by Component: Any approved cases that shows any component that has not been paid to the vendor. (Important for Cooling and Crisis cases) Slide 39 – 43 Slide 44 Slide 45

EA Summary reports (VaCMS) Client Management-Local = details of each case. Client Management-State = #’s only This weekly report shows the #s for each locality beginning from Fuel (October) to the end of Cooling (September).

What the agency processed, approved, or closed . Fuel – What the agency processed, approved, or closed . Does not indicate what the locality actually processed because this report does not separate pre-approvals. The Pre-approval lists can be found on the report prior to the Fuel season starting.

Crisis – Closed: Means # of requests approved. Issued: # of those paid. Note: Applications could have multiple service requests. Denied: Ineligible/ no VRs/no Crisis – shows various reasons.

Cooling – Closed: Means # of requests approved. Issued: # of those paid. Note: Applications could have multiple service requests. See next slide for cooling denials

Cooling – Denied: Ineligible/ no VRs/no Crisis – shows various reasons.

Pending by Component (VaCMS): Unprocessed cases any given time

Unpaid by Component: Any approved cases with unpaid components (VaCMS)… This is a good indication to your supervisors that either we have… not received credit authorization back from the vendor or the worker has yet to enter that credit authorization after receiving it back.

Agency Profile

Common question example #6: Where can I find an overview of all localities regarding statistics, staffing, and dollars spent? Quarterly Local Agency Dashboard: Provides a one stop look at timeliness, processings, error rates, trends, finances, staffing and graphs. (under Regional Offices link) Annual FY Profiles: Provides comprehensive view of census, caseload reports, staffing, with multiple tabs indication various aspects of that locality. (Under Office of Research and Planning link) Report Slide Slide 48 – 49 Slide 50

Go to FUSION, and click “Regional Offices” Go to FUSION, and click “Regional Offices”. Note that the Annual FY profiles are still located in “Office of Research and Planning” – next slide. Agency Dashboard

Agency Dashboard New measures being added to the Dashboard this month…. Number of Employee Separations MA Application Timeliness: LDSS only MA Application Timeliness: Cover VA MA Application Timeliness: FFM  VaCMS Downtime (%) Number of filled & vacant positions excludes Volunteers AFCARS Court Hearing Status - the formula excludes the number of children in care less than 60 days Kinship Care Placements (#) Kinship Care Placements (%) FPMs for Concurrent Planning (%) FPMs for Placement Changes (%) Total Number of Children in Foster Care Over 24 months Total Number of Children in Foster Care Over 36 months Total Number of Children in Foster Care Over 48 months TPR Status (Ordered: Non-Adoptive) (#) Number of Adoptions (most recent 12 months) Family Partnership Meetings Family Based Placements

Agency Profile – Local Agency Caseload & Expenditures Go to FUSION, and click Office of Research and Planning”.

Common Workload Reports for Supervisors/staff

Common question example #7: What reports do/should my Benefit Supervisors and staff commonly use to help maintain and track what work they need to perform? The next three slides show some examples of reports I have found useful in my travels, and are utilized at Henrico DSS. Slides 53 - 55 Snoop around many of the existing reports found in VaCMS and Data Warehouse. I provided the next slides to help guide you but there are also many other reports you may find useful not found on the next slides. If you need more information or can’t find a report to meet a particular need, you can contact any of the regional consultants and they can guide you further.

Example of reports Henrico routinely uses for tracking, supervising and monitoring of workloads

Continued: reports routinely used for tracking, supervising and monitoring of workloads

Continued: reports routinely used for tracking, supervising and monitoring of workloads

Appendix for VaCMS Reports (Slide 12) Appendix for VaCMS Reports (Slide 19) (Slide 39) (Slide 13) (Slide 44) (Slide 34) (Slide 45)

Appendix for Data Warehouse regarding VaCMS (Slide 14) (Slide 35) Appendix for Data Warehouse regarding VaCMS

Appendix for Data Warehouse regarding MMIS - MA (Slide 23) Appendix for Data Warehouse regarding MMIS - MA (Slide 25) (Slide 31)

Contact Rick Waugh, BPRO Technology Committee Chair Human Services Supervisor Henrico DSS 804-501-4990 wau016@Henrico.us