1. Getting the Credit: Most-In-Need (MIN) Revalidation
Presented By SCSEP
Compliance and Performance Teams
June 28, 2016

2. Technical Details
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3. Technical Details
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4. Today’s Agenda What does MIN Revalidation mean?
New Time Frames for MIN Revalidation
Documenting and Entering Revalidated MIN
Lessons Learned
Coming Soon- MAX Your MIN

5. SSAI MIN Resources Click here for full PDF on our Partners Page

6. What Does Annual Update Mean?
What: Revalidate all revalidateable MIN with new documentation and enter into SPARQ.
Assess for any new updateable MIN for all active participants
Who: All current/active SCSEP participants in your program.
When: **July 1, 2016-August 31, 2016**

7. Did You Know?
MIN Characteristics that can be added after enrollment must be updated annually in SPARQ PPM §201-C
In order to secure credit for MIN performance, you must re-validate these characteristics once per program year. This means that for each participant with updatable MIN characteristics, you have to reconfirm that they are still pertinent to those individuals every program year. These MIN characteristics go back to essentially being non-existent for your participants – and you will lose credit if not manually updated in the program year.
You’ll need to develop a plan and strategy to ensure you are annually capturing these MIN characteristics.

8. MINs that can and must be updated
MINs that reset to zero on July 1st
Severe Disability
Frail
Low Literacy Skills
Limited English Proficiency
Old Enough for SS Retirement, but not receiving it
Severely Limited Employment Prospects in an Area of Persistent Unemployment
Age 75 or older (auto-validated)
There are a total of 7 that are revalidated each year in which a reset to zero occurs on July 1st
Although Age 75 or older is auto-validated you should be double checking your participant’s birthdates and ensuring they were entered into SPARQ. Current/unexpired copy of documentation showing their birthdate

9. Why Revalidate: The Formula
MIN is not a percentage, but an average. To calculate—
1. Add all Most in Need
characteristics possessed by
all participants.
2. Divide total characteristics by
number of total served participants.
“All participants served” in the Program Year= Carryover + New Enrollees
Characteristics PER individual. (Some will have 5, some will have 1, some will have all 13, some may have 0.)
Performance goal results calculated as of June 30th

10. An Example of the Formula
Total number of MIN characteristics for all of your participants is 331.
You have served 121 participants total.
You divide 331 by 121 to arrive at
Your MIN performance rate is 2.74.
Modified Slots for PY2015
116
Number of Served Participants in Program Year
121
Qualifying Enrollments for Most-In-Need Calculation
Total Number of Most-in-Need Factors
331
MIN Rate
2.74

11. Why? June 30th versus July 1st June 30th MIN rate is 2.74
Exceeded Goal! YIPPEE!!
No MIN CIP!!

12. June 30th vs. July 1st BUT….July 1st MIN rate is 2.54. What happened?
MIN characteristics that are revalidated annually reset on July 1
In this example, 24 MINs were dropped from 331 total MIN factors

13. June 30th vs July 1st Modified Slots for PY2015 116
Number of Served Participants in Program Year
121
Qualifying Enrollments for Most-In-Need Calculation
Total Number of Most-in-Need Factors
331
MIN Rate
2.74
Modified Slots for PY2016
116
Number of Served Participants in Program Year
121
Qualifying Enrollments for Most-In-Need Calculation
Total Number of Most-in-Need Factors
307
MIN Rate
2.54 VS
On July 1st:
Total of 307 MIN factors divided by 121 served equals 2.54 MIN rate.
Re-validate MINs to regain credit for MINs lost on July 1.

14. How to Revalidate MINs SSAI Partners’ Page MIN Revalidation Form
Attestation Forms
You should use the MIN Re-Validation Form and keep in the participant’s file. To help facilitate the process for your data capture, we have also placed various self or third party attestation forms to help re-validate Min.
As always, refer to the Policy Procedure Manual and the Data Validation Handbook.

15. MIN Revalidation Form

16. MIN Self-Attestation Form
We heard you!

17. Raise Your Hand to Confer by Phoneor
Send Us a Note

18. Entering Revalidated MINs in SPARQ
The revalidated MIN factors can be recorded in two ways in SPARQ.
Individually on the Recertification/Waiver of Durational Limit tab on a participant’s enrollment record.
By batch entry in the Waiver Factor area in SPARQ.
Thanks Janet and to everyone on todays webinar, those were some great questions. For those of you that don’t know my name is Rian Howard and I am a Program Officer on the Performance Team. I’m going to discuss with you a very important part of MIN Revalidation and that how you enter everything you have documented in the file into SPARQ. As you know if its documented it didn’t happen. So let’s get into it.
There are two ways to record the revalidated MIN in SPARQ. You can enter the information for each individual participant or you can enter all participants in batch entry form. Let’s look at how to enter the information individually first.

19. Entering Revalidatedable MINs in SPARQ
Individual entry of revalidated MINs on a participant’s enrollment record
This is a screenshot of the area of where you would enter the revalidated MIN characteristics on a participant’s enrollment record. Each updateable MIN question must receive either a Yes or No response. Some positives to updating an individual record, you can do other updates not related to revalidation and can correct those MIN that were present at enrollment but maybe didn’t record it in SPARQ.
Downsides:
If you are not already in the participant’s record, you have to first search for the participant, edit the enrollment and navigate to the Recertification/Waiver of Durational Limit area.
Can only enter update for one participant at a time.
Can only enter an update for the current program year.
So if you are thinking that is way to time consuming and you’d like to be able to enter all of your participants information at one time, Batch entry is the way to go!

20. Batch entry of re-validated MINs
Navigate to Waiver Factors area of SPARQ
Under the WDCS tab, You will want to Navigate to Waiver Factor area of SPARQ

21. Batch entry of revalidated MINs
You can choose the program year. You will only be able to select the program years for which an edit can be made. If the program year is not listed you may not make any edits for that year.
Only the program years for which you can edit the information is shown.

22. Batch entry of revalidated MINs
Leave the Last Name Starts with field blank and hit the find button. You will then be taken to the batch entry screen

23. Batch entry of revalidated MINs
Here you will see All participants that have been served for the chosen program year. Be sure to select Yes or No for each questions for each participant. If you don’t enter either, our reports will show revalidation was not completed and we will be asking you to go back and complete revalidation for all of your participants.
I’d like to bring special attention to the Severely Limited Employment Prospects Question 54. on this batch entry form, note there are no tables for you to look up the counties of persistent unemployment. So be sure to verify the county that the participant resides in still in an areas of persistent unemployment prior to entering the revalidated MIN in this format.
Obviously entering MIN in batch format is the quickest way to enter the revalidated MIN. If you need to leave and come back its easier to identify who’s revalidation has already been entered. Simple as 123 right? Are their any questions about entering your revalidation MIN into SPARQ?

24. Raise Your Hand to Confer by Phoneor
Send Us a Note
Great Questions Everyone, Before I turn it over to Suzy to highlight a few of the revalidateable MIN, we thought we would discuss with you some of our lesson’s learned from the revalidation process over the past couple of years.

25. Lessons Learned- We Can Do This!
Program Year
MIN Rate
2012
1.95
2013
2.10
2014
2.39
2015
(as of 6/23/2016)
2.63
As a network we know we have improved and we know one of reasons for our improvement is our process of revalidating at the beginning of each program year and revalidating on a regular basis like Janet stated earlier. We know that revalidating early in the year allows us to catch those updateable MIN before participants begin to exit in the new PY. So if we look at this chart we know we have made some great improvements in this area. We still have a few projects that struggle with this performance measure and through these MIN webinars and revalidation process we are really looking for everyone to continue improving.

26. Lessons Learned
Great opportunity to make sure you captured all applicable MIN at enrollment
Excellent interviewing skills during enrollment and during the revalidation process can result in MORE MIN characteristics being identified.
Utilization of the MIN Tips Guidebook helps clarify each MIN
Use of Frail and Severe Disability Forms has resulted in More Frail and Severe Disability Characteristics being identified (no longer as daunting and cumbersome)
Spending time reviewing your participant files and the information you have learned about the participant since enrollment can help you identify MIN that were present at enrollment but weren’t reported. We know that revalidation in the beginning of the year is an excellent time to make those corrections.
We know that when Project Directors and Staff use the MIN Tips Guidebook they gain a better understanding of the definitions resulting in new ways of looking at the MIN characteristics. As a result they can ask more questions that may reveal a key component of a MIN.
We know that the definitions and qualifiers for Frail and Severe Disability aren’t as cumbersome and difficult to obtain as we thought. Suzy will cover both of those shortly.

27. Lessons Learned
Low Literacy and Limited English Proficiency nuances from capturing at enrollment vs. subsequent years
MIN increases after revalidation
Completing MIN revalidation helps projects plan enrollments for the PY
We have learned if Low Literacy and Limited English Proficiency are captured at enrollment we do not need to revalidate them every year. But if captured after enrollment we need to revalidate them annually.
We also know that because these MIN reset to zero on July 1st, early revalidation sets you up for success and helps guide your enrollments and average MIN characteristics for the remainder of the year. This year we saw an increase in MIN after recertification across our entire network. Giving attention to this Performance will help you achieve a higher MIN Performance Rate.
I’m now going to turn it over to Suzy Meade who will highlight the types of documentation that can be used and some key points to remember when revalidating the updateable MIN.

28. Types of Source Documents Used to Validate MIN
Official Documents – government records; medical records; grantee, sub-grantee or host agency business records; other official or third party business records
Detailed Case Notes – documentation of information derived by PD or staff. Must include name of information source, their contact, organization, and title or relationship to participant; name of person taking note; relevant dates (when event occurred, when information was obtained and when recorded)
Examples for participant form- case notes if meets the case note criteria
Encourage the use of case notes- covers many areas for documentation

29. Source Documents
Participant or Third Party Signed Attestation – verification of information obtained directly from the participant or a knowledgeable third party. Attestation forms can be found on the Partner Page of SSAI’s website or in the PPM
Auto-validation – when SPARQ automatically updates a MIN based on information previously verified and entered into SPARQ, and verification of documentation is required.
Be sure to mention the new MIN Self-Attestation Form

30. Getting the Credit!
Let’s take a quick look at the tips for revalidating some of the updateable MIN characteristics on July 1…

31. Frail
Frail- means that an individual 55 years of age or older is determined to be functionally impaired because the individual:
a) is unable to perform at least two activities of daily living without substantial human assistance, including verbal reminding, physical cueing, or supervision; or
b) due to a cognitive or other mental impairment, requires substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to him or herself or to another individual.
In medicine and gerontology, a functional assessment is an evaluation of a person's ability to manage tasks and activities that are usually necessary in daily life. These tasks include the activities of daily living (ADLs), which refer to basic self-care such as dressing and getting around the house, as well as instrumental activities of daily living (IADLs), which are more mentally complex skills such as managing grocery shopping and finances.

32. Activities of Daily Living
Feeding
Managing finances
Toileting
Handling transportation (driving or navigating public transit)
Selecting proper attire
Shopping
Grooming,
Preparing meals
Maintaining continence
Using the telephone and other communication devices
Putting on clothes
Bathing
Managing medications
Walking and transferring (such as moving from bed to wheelchair)
Housework and basic home maintenance

33. Documenting Frail Certification for Frail Form (SSAI partners page)
Other Medical or Professional Certification or statement that describes how the functional, cognitive or mental impairment meets the definition of Frail
This also includes their medical records, psychological diagnosis, rehabilitation evaluation, disability records, veterans medical records, vocational rehab letters and workman’s compensation records, social service agency, community-based aging and disability organization, independent living center statement, letter from group home administrator.
Many of you have relationships with ADRC’s in your community and if you are a AAA many of these resources are right at your fingertips. A little investigation can go a long way. Utilize your Voc. Rehab services, not only are they apart of WIOA but they look to help individuals with disabilities. Leverage your relations or develop new ones.
Be sure to keep these files in a separate locked cabinet if they contain medical information.

34. Limited English Proficiency (LEP)
An individual:
who does not speak English as his/her primary language.
who has limited ability to read, speak, write or understand English.
You can establish this MIN through an assessment.
You can inquire about the primary language spoke at home.
If the participant has a need to use an interpreter to communicate.

35. Limited English Proficiency Considerations
A participant cannot have both MIN - Limited English Proficiency and Low Literacy.
They can only have one.
According to DOL regulations, you cannot claim LEP and Low Literacy MINs for a participant. You can only claim one of the other MIN again but not both.

36. Low Literacy Skills - Definition
An individual:
computes or solves problems; reads, writes or speaks at or below 8th grade level.
is unable to compute or solve problems, read, write or speak at a level necessary to function in a job.
Lack of computer skills does not meet the definition of low literacy skills.
Do not ask about literacy directly as it may embarrass the participant.
You can ask participants to complete the first page of the Initial Assessment.
Take notice of the level of education disclosed by the participant during assessment.
If participant have higher education but is unable to read, write or speak at a level necessary for a job Low Literacy applies.
Local One Stop Center may be able to administer one of these tests: Test of Adult Basic Education (TABE), Adult Basic Learning Exam (ABLE), and Test of Applied Literacy Skills (TALS).
Some considerations for low literacy skills – participant could have high school but not able to read and write for example. Some participants may have a health event that may impair their cognitive skills impacting literacy skills.

37. OLD ENOUGH FOR BUT NOT RECEIVING SS TITLE II BENEFITS
DESCRIPTION: Participant is at least 62 years old and is not receiving SS benefits because they don’t have sufficient wage credits (i.e., they have not worked in the US for 40 quarters). Note: This element does not apply to those who are eligible but have elected to delay receipt of their benefits.
Vets, living in Japan, homemaker, mental health issues are great examples

38. OLD ENOUGH FOR BUT NOT RECEIVING SS TITLE II BENEFITS
REQUIRED DOCUMENTATION:
Self-Attest (SSAI Self-Attest form available)
Official Document or Business Record such as:
Social Security document
Immigration document showing individual has not been in the US 40 quarters (relevance to the element must be established).

39. Severe Disability
A severe, chronic disability attributable to mental and/or physical impairment that:
is likely to continue indefinitely, and
results in substantial functional limitation in 3 or more areas of major life activity
Areas of Major Life Activities
Self care
Receptive and expressive language
Learning
Mobility
Self direction
Capacity for independent living
Economic self-sufficiency

40. Severe Disability Claiming this MIN
Determination must be made by a physician
May use “official” records of another agency that has access to the underlying medical documentation
Must be updated each year with current source documentation
If someone has this MIN, they will automatically be considered frail, disabled, and as having low employment prospects (each to be counted separately).

41. Severely Limited Employment Prospects in an Area of Persistent Unemployment
Step 1
Step 2
At least two barriers to employment that have hindered the participant from finding a job.
Lives in an area of persistent unemployment

42. Sample Barrier #1 Casenote
Joe has a HS diploma but has a limited skill set for the jobs currently available in the area.

43. Sample Barrier #2 Case Note
Joe has lived in six different locations over the past eight months. Many of his personal belongings were lost during the course of these moves. He no longer has access to his resume or interview clothing and does not have the mental capacity to focus on job searching.

44. Area of Persistent Unemployment
DOL Persistent Unemployment Tables or
You can prove the county has had an Average annual unemployment rate is more than 20% higher than national average for two out of the last three years.

45. How to Document
Must verify county is persistent unemployment with tables provided by DOL
We wanted to show you where the DOL tables were for this MIN characteristics. While this is showing Q.54 on the participant form, the re-validation for this MIN looks slightly different and doesn’t include the persistent unemployment tables, but you need to be sure to double check that the participant's county is still on the table.

46. Reminder after July 1st
What: Reconfirm all revalidateable MIN with new documentation and enter into SPARQ.
Assess for any new updateable MIN for all active participants
Who: All current/active SCSEP participants in your program.
When: **July 1, 2016-August 31, 2016**
Last year, we instituted a policy change. Given the realization of our MIN decreasing at the start of the new program year, we implemented a policy to re-confirm the updateable MIN at the beginning of the program year. That way you would get credit for participants who might exit later. We will you the new MIN Re-validation forms by the end of this week with the link to this recording.

47. PY2016 Goals All projects will need to reach 95% of 2.95 Program Year
MIN Rate
2012
2.5
1.95
2013
2.10
2014
2.39
2015
(as of 6/23/2016)
2.65
2.63
2016 (projected)
2.95
2.80
We can do this it doesn’t mean everyone has 3 MIN per enrollment some can have 5, 4, 3, 2 or all 13, remember its an average. Remember to contact to the SCSEP performance team (Rian, Glendale, Janet and Rita) for your current MIN and assistance on how to achieve your MIN. We can help, just look at those numbers.

48. Reaching 2.95 MIN
SCSEP Performance Team Program Officer can coach on how many MINs needed per enrollment to reach goal
SSAI generates report based on number of enrollments needed to meet Service Level goal
Remind to start on July 1, 2016.

49. MAX your MIN: Lesson’s Learned
Coming Soon
MAX your MIN: Lesson’s Learned
Two-Part Webinar Series
Hard to Navigate MIN Characteristics
Prescreening, Wait-listing and Documenting Role Plays
These two webinars will give you more insight on how to maximize your probing for MIN to improve your performance.

50. Raise Your Hand to Confer by Phoneor
Send Us a Note