State of Rhode Island Department of Children, Youth and Families Child Placing Agency Programs Random Moment Time Study Training Module 2 – RMTS and DCYF Reimbursement Opportunities

Welcome to Module 2 of the Child Place Agency (CPA) random moment time study (RMTS) online training and quiz. To complete Module 2, you will need to reference the Module 2 – Activity Descriptions – pdf. This training module is designed to allow you to advance slides based on your readiness to move forward. Please click your right and left arrow keys to advance or repeat a slide. To assist you in this learning process, a pdf of this training module is available for you to save to the hard drive of your computer or to print. We hope you enjoy the ease of this learning experience and that the information is helpful to you as you complete the RMTS. 2RI DCYF CPA RMTS Training

Module 2 Objectives Through a combination of informational slides and brief quiz questions, participants will gain knowledge related to: the role of the CPA RMTS in identifying fiscal reimbursement associated with staffs’ work tasks: Creative fiscal management Understanding specific reimbursement opportunities related to grants and different funding streams; and the definition and application of the three Activity Categories. 3RI DCYF CPA RMTS Training

CPA RMTS: DCYF Reimbursement Opportunities 4RI DCYF CPA RMTS Training

CPA RMTS: DCYF Reimbursement Opportunities Accurate time study results and an increased response rate percentage could result in increased funding to your agency. This new stream of funding could go towards increased services for your clients. Allows you to respond to your moment by choosing the actual activity you are working on at that particular moment, which helps the department understand your agency’s work needs. 5RI DCYF CPA RMTS Training

CPA RMTS: DCYF Reimbursement Opportunities (cont.) When staff work on multiple activities or programs, the Division of Cost Allocation’s (DCA) preferred methodology for allocating costs to federal programs is a time study. In some cases, agencies must complete time studies (e.g., income maintenance workers, child welfare workers, etc.) because DCA has determined this method as the only one appropriate to ultimately segregate allowable from unallowable costs. Child placing agency workers, for example, usually support multiple programs and provide types of services that are claimed through both administrative claims and direct services claims.  For example, coordinating a doctor’s appointment for a client is a Medicaid allowable activity, whereas coordinating child welfare services may be a Title IV-E allowable activity. 6RI DCYF CPA RMTS Training

CPA RMTS: DCYF Reimbursement Opportunities (cont.) In other cases, programmatic or administrative staff, for example, might work on multiple grants and programs, and a time study is the only way to truly understand what grants and activities they support. This is especially true regarding public health agencies where 100% time reporting is not uncommon. For this particular RMTS, DCYF is concerned with your work with the foster care population that you serve. 7RI DCYF CPA RMTS Training

Activity Categories: Definitions & Applications 8RI DCYF CPA RMTS Training

What Activity Should I Select? The activities are divided into three categories: 1.Services or Referrals to Services for Children in Out-Of- Home Placements and After Care 2.Training Activities (Delivery of or Participating in) 3.Other Activities 9RI DCYF CPA RMTS Training

What Activity Should I Select (cont.) ? Services or Referrals to Services for Children in Out-Of Home Placements and After Care 1.Child Placement and Payment Monitoring 2.Assist with Referral to Non-Medical Support Services 3.Assist with Referral to Medical Services 4.Assist with Referral of Parent Health, Substance Abuse, Behavioral Health Education and Assistance 5.Preparation for, or participation in, Judicial Activities related to Family Court, Including Voluntary Placement Agreements 6.Development or Updating of Non-Medical Components of Service Plans * Note: Detailed descriptions of these activities can be found on the attached Activities Descriptions document. 10RI DCYF CPA RMTS Training

What Activity Should I Select (cont.) ? Services or Referrals to Services for Children in Out-Of Home Placements and After Care (cont.) 7.Development or Updating of Medical Component of Service Plans 8.Case Management/Supervision of Non-Medical Services 9.Case Management of Medical Services 10.Case Reviews/Conferences 11.Fair Hearings and Appeals 12.Child and Adolescent Needs Survey * Note: Detailed descriptions of these activities can be found on the attached Activities Descriptions document. 11RI DCYF CPA RMTS Training

What Activity Should I Select (cont.) ? Training Activities (Delivery of or Participating in) 12.Training for Current or Prospective Foster Parents 13.General Training Activities * Note: Detailed descriptions of these activities can be found on the attached Activities Descriptions document. 12RI DCYF CPA RMTS Training

What Activity Should I Select (cont.) ? Other Activities 14.Direct Counseling or Treatment 15.Recruitment and Licensing of Foster Parents 16.General Administrative Activities (includes Lunch or Break, if Paid) 17.Sick/Vacation 18.Non-DCYF Child Placing Contractual Activities (includes Adoption, YESS, Independent Living cases, etc.) 19.Unpaid Time-Off 20.Not Scheduled to Work * Note: Detailed descriptions of these activities can be found on the attached Activities Descriptions document. 13RI DCYF CPA RMTS Training

Common Activity Selection FAQs What type of description should be provided for “Sick/Vacation”? Indicate that you are “out sick” or “on vacation”. If I flex my hours and am NOT working at the time of my moment, which activity should I select? Not Scheduled to Work. If I flex my hours and AM working at the time of my moment, which activity should I select? Whichever activity best describes what you are doing at the time; answer as though it is any other normal moment you receive during your work day. Where does lunch or a bathroom break get coded? General Administrative Activities. 14RI DCYF CPA RMTS Training

RMTS Reimbursement Mini-Quiz *Note: For Quiz questions 3 through 6 please refer to the attached Activity Descriptions pdf. To receive credit for Module 2, you will need to complete this second online quiz. To take the Module 2 quiz, you will need to provide the following indentifying information: L ast name F irst name C hild Placing Agency The Child Welfare Institute will document your completion of the online quiz. C lick on the link below to take the Module 2 Quiz: Once you complete the Module 2 quiz, proceed to slides 16 through 18 to check your answers. 15RI DCYF CPA RMTS Training

RMTS Quiz: How did you do? 1.Which of the following is NOT a true statement regarding the RMTS? a)Child placing agency workers who work with the foster care population do not need to participate in the RMTS. b)An accurate and well responded to RMTS could increase federal reimbursement and funding to your agency. c)Programmatic or administrative staff may participate in the time study if they work on multiple grants or programs. d)In some situations, participation in the RMTS may be mandatory because DCA has decided that the RMTS is the only way to fully separate allowable from unallowable costs. 2.The time study is used for Child Placing Agency Workers because: a)DCA recommends that every state agency use a time study b)These staff work across multiple programs c)Time studies are the recommended allocation method for staff who work across multiple programs d)a and b e)b and c 16RI DCYF CPA RMTS Training

RMTS Quiz: How did you do? 3.Which category/activity combination should you chose to record lunch time? a)OTHER ACTIVITIES/General Administration b)OTHER ACTIVITIES/Unpaid Time Off c)OTHER ACTIVITIES/Sick/Vacation d)OTHER ACTIVITIES/Non-DCYF Activities 4.Which activity should you choose if you are assisting a DCYF FSU worker with a referral of a child to a routine physical? a)SERVICES OR REFERRALS TO SERVICES FOR CHILDREN IN OUT-OF HOME PLACEMENTS AND AFTER CARE/ Case Management of Medical Services b)SERVICES OR REFERRALS TO SERVICES FOR CHILDREN IN OUT-OF HOME PLACEMENTS AND AFTER CARE / Assist with Referral to Medical Services c)SERVICES OR REFERRALS TO SERVICES FOR CHILDREN IN OUT-OF HOME PLACEMENTS AND AFTER CARE / Assist with Referral to Non- Medical Support Services d)OTHER ACTIVITIES/General Administration 17RI DCYF CPA RMTS Training

RMTS Quiz 5.Which category/activity combination should you chose to record time spent on your family trip to Disney? a)OTHER ACTIVITIES/General Administration b)OTHER ACTIVITIES/Unpaid Time Off c)OTHER ACTIVITIES/Sick/Vacation d)OTHER ACTIVITIES/Non-DCYF Activities 6.In which of the following scenarios would you pick OTHER ACTIVITIES/ Non- DCYF Child Placing Contractual Activities (includes Adoption, YESS, Independent Living cases, etc.)? a)You received a moment while working with an Adoption client. b)You received a moment while eating lunch. c)You received a moment while at using flex-time. d)You received a moment while in the middle of an office fire drill. e)None of the above. If you are not satisfied with your performance on your quiz, you can retake the Module 2b Quiz by clicking on the link below: 18RI DCYF CPA RMTS Training

What Should I Do if I Have Questions? If you are unsure about the activity categories or have any other time study questions, please contact: Public Consulting Group 148 State Street, Tenth Floor Boston, Massachusetts (888) toll free 19RI DCYF CPA RMTS Training

Public Consulting Group, Inc. 148 State Street, Tenth Floor, Boston, Massachusetts (617) ,