1. RMTS Coordinator ‘Refresher’ Training
Region 9 LEC
RMTS Coordinator ‘Refresher’ Training
Random Moment Time Survey
August 2017

2. 2017-18 RMTS Coordinator 'Refresher' Training
What is RMTS?
Random Moment Time Survey (RMTS) is a statistically valid time survey methodology for accurately assessing the time spent on administrative activities
RMTS is administered region-wide, which means your district will be ‘pooled’ with other districts within all of Region 9 (Imperial, Orange, & San Diego counties)
As a result, reimbursement rates are based on regional results not individual district results
RMTS is administered for three quarters each year
(October – December, January – March, and April – June)
There is no RMTS during the July – September months
Only conducted during student attendance days
A web-based system that randomly selects and randomly assigns a “moment” (1 minute in time) to a participant from the approved list of participants for all districts within Region 9 LEC
The selection of moments is random
Some TSPs may not receive any moments, some may receive one, others may receive more than one

3. Which staff should be included in RMTS?
RMTS Coordinator 'Refresher' Training
Which staff should be included in RMTS?
Typical time survey participants (TSPs) are district employees who:
Provide Medi-Cal health related services directly to students
Perform administrative activities associated with Medi-Cal health related services and providers
Are district employees or contracted staff
Eligible TSPs must:
Perform SMAA related activities on a regular or routine basis
Not be 100% federally funded
Not be 100% funded by the district’s indirect cost rate (ICR)
TSPs are identified and determined eligible to participate by each district SMAA Coordinator or other district administrator
A TSP list is created and certified each quarter by each district’s SMAA Coordinator
This list is as known as Staff Pool List (SPL)

4. Staff Pool List Positions
RMTS Coordinator 'Refresher' Training
Staff Pool List Positions
TSPs are placed into one of two participant “pools” based on their job duties/descriptions:
Direct Service and Administrative Providers
Administrative Services Providers only
See SMAA Manual Section 6 for eligible job categories for each pool (page 6-6)
The two participant pools are mutually exclusive and no TSP should be included in both pools
Once the region’s SPL is certified, the LEC will submit the regional TSP staff pool list (‘Universe’) to DHCS for approval
DHCS verifies that all positions align with a job classification listed on the approved staff pool lists from the SMAA Manual
If not, additional documentation/justification may be required on a DHCS’ Equivalency Form with supporting documentation
Please contact our office if you need assistance determining the cost pool and/or job category for a specific job title

5. 2017-18 RMTS Coordinator 'Refresher' Training
The RMTS System
All moments will be received via . A direct link to the secure RMTS website will be provided in the notification.
s associated with the RMTS system will come from
Please make sure to ‘white-list’ so that s are not stopped by spam blocker, sent to ‘junk’, or sent to Microsoft ‘clutter’
Only school district employees/personnel are allowed access to the RMTS system
Please do not share you user id/logon with any third party vendor or other person. This is prohibited according to your LEA/LEC contract and the LEC/PCG contract.

6. RMTS Moment Notifications
RMTS Coordinator 'Refresher' Training
RMTS Moment Notifications
If selected for a moment, a TSP will receive an notification 5 student attendance days prior to their moment and another 1 hour prior to their moment
Each moment is assigned a unique hyperlink for response and completion in the RMTS system
No password or login id needed
Links can be accessed on any computer or smartphone with web capabilities. The link is not browser specific.
TSPs should check their regularly for moment notifications
The subject line of the will contain the moment date and time
TSPs should not delete time study notification s until they have completed and submitted their moment.
If the TSP deletes the , the LEA SMAA Coordinator can resend the moment notification

7. 2017-18 RMTS Coordinator 'Refresher' Training
After the assigned moment has lapsed, the TSP will be allowed to click on the unique link provided in either of the first two notification s.
Sample notification
Note the date & time of the upcoming moment
Here’s the hyperlink to answer the RMTS questions
Note: The unique link that the TSP receives for their RMTS only pertains to that random moment. Links are TSP and moment specific and not interchangeable

8. 2017-18 RMTS Coordinator 'Refresher' Training
Responding to the RMTS
TSPs must progress through a series of training screens that provide general information about the program and how to respond to an RMTS moment
Advise then to continue clicking ‘NEXT’
The TSP will respond to an initial question, "Were you working?" by selecting one of the following responses.
Yes, I was working
No, moment was during paid time off
No, moment was during unpaid time off
No, moment was before/after work day
The 3 RMTS Questions:
Who were you with?
i.e. student, parent, job title of staff
No PROPER names
What were you doing?
Describe the action you are performing
Why were you performing this activity?
The reason you are performing the action
The appropriate answer would share additional information about what you are doing for whom
Provide a reason specific to your moment. No vague responses i.e., “in my job description.”

9. 2017-18 RMTS Coordinator 'Refresher' Training
Moment Responses
TSPs must complete their RMTS moment within 5 student attendance days
It is the responsibility of the participant to respond timely and appropriately with as much detail as possible
Once a response is submitted, it becomes certified and locked. The moment cannot be re-opened or modified.
System generated follow-up reminder s (late notices) will be sent 24 hours and 72 hours after the moment if the TSP has not yet completed their moment
The district SMAA Coordinator(s) will be copied on the 24 hour and 72 hour reminders
Region 9 LEC staff will continue to send an additional response reminder to the SMAA Coordinator listing any moments that will expire the next business day
Moments are meant to be representative of normal job functions performed throughout the course of any workday
TSPs should continue their workday as usual
Make a note of the who, what and why during the randomly selected minute

10. Moment Responses (cont’d)
RMTS Coordinator 'Refresher' Training
Moment Responses (cont’d)
A response from the TSP is required whether or not the TSP is performing SMAA
If performing SMAA, how are you improving, providing, and/or increasing availability and accessibility of Medi-Cal services to students and their families
Response wording should be clear and concise.
Don’t be ambiguous. Always specify the type of service being provided or referred for, health-related or not.
The response needs to be narrowed to the exact one minute of the moment assigned
TSP participation and response to moments is crucial
Penalties may be applicable to districts for non-compliance to a minimum required 85% response rate
Any change in TSP employment status (i.e. terminations, retirements, leaves of absence, direct replacements) needs to be communicated to the LEC on an ongoing basis using one of the LEC forms
Medical vs. Medi-Cal
Do not use any proper names or acronyms

12. The TSP will receive a confirmation screen that the RMTS moment was submitted successfully.
Note: Responses will not be recorded in the RMTS system until the TSP receives this green check box. The system does not partially auto-save responses.

13. If the TSP deleted the emails with the moment notification and link…
All LEA Coordinators now have the ability to re-send a moment link through the RMTS System
This feature only sends the unique link to the TSP that currently fills the position assigned the moment
The ‘Send Link’ icon is located on the ‘Moments>All’ page and will appear for any moment that has yet to reach its five student attendance day expiration
A confirmation screen will appear with details of the moment’s date/time, name, and address of the TSP assigned to the moment
Once the ‘Confirm’ button is selected, a moment notification will be queued and sent within a few minutes to the TSP 

14. Clarifying Question (CQ) “Request for Follow-Up”
RMTS Coordinator 'Refresher' Training
Clarifying Question (CQ) “Request for Follow-Up”
In the event that insufficient or conflicting information is provided by the TSP in the moment response, up to 2 (two) Clarifying Questions (CQs) per moment may be sent to the TSP
Clarifying Questions can not be leading, must be open ended (not a Yes or No question), and is generated from/within the RMTS system
TSPs have 5 student attendance days to respond to each CQ that is asked
A reminder that a clarifying question has been asked will automatically be sent from the RMTS system 72 hours after, if it has not yet been answered
The District SMAA Coordinator will be copied on the 72 hour Request for Follow Up reminder

15. Sample of a Request for Follow up

16. Updating the RMTS System
RMTS Coordinator 'Refresher' Training
Updating the RMTS System
For each RMTS quarter, the following three items will need to be updated by the LEA Coordinator or designated staff:
Calendar – With 2017/18 Q2, Region 9 LEC pre-populated the system with the board approved district calendar sent to our office. The LEA Coordinator only needs to review and certify.
Shifts
TSP List
The RMTS system will automatically roll over all previously entered information into the new quarter.
RMTS Task
Due Date
LEC Opened RMTS system for 17/18-Quarter 2
Friday, August 4, 2017
District Annual Calendar review & certify
Friday, August 25, 2017
District inputs Staff Pool List changes and certifies
Friday, September 1, 2017

17. Shifts and TSP List Updates
RMTS Coordinator 'Refresher' Training
Shifts and TSP List Updates
Before you begin your updates, work with your Business and HR offices to identify any TSPs:
Who may have left the district (retired/quit – you will need an end date)
Who had name or address changes
Who had changes to their work schedule/’shift’
Who changed functions and are therefore not eligible to participate
Who are 100% funded by federal dollars or indirect cost rate and are therefore not eligible to participate
Updates to shifts and TSP lists will be entered in the Oct-Dec 2017 (OD18) quarter
Both shifts and the Staff Pool List will be locked for the Jul – Sept 2017 quarter.
Please work with the LEC office for changes that occurred prior to this quarter by submitting the appropriate form from our website to

18. Shift Updates
Shifts previously established will transfer from the previous quarter
Review Shifts
Shifts can be added, edited, or inactivated for the prospective quarter
Verify that no TSPs are assigned to a shift before inactivating
LEA MAA Coordinator will select the most appropriate shift for each employee
Shifts must be completed prior to updating TSP data or adding new TSPs to the staff pool list

19. Adding or Editing Shifts
Access shifts by clicking on the ‘Configurations’ link from the home screen and select ‘Shift’
To add new shifts for TSPs enter:
Desired name of shifts
Day(s) of the week
Begin time associated with each day
Duration for each day in hours and minutes (6h 30m)
Position indicates the order in which shifts will display in the TSP shift type drop down menu
To edit Shifts for TSPs, edit any desired field or delete rows
To inactivate entire shift select ‘Inactive’ box
Please make sure to NOT inactivate shifts that are currently assigned to TSPs

20. TSP List Updates
All changes such as adding a new job position, updating existing TSP information, and inactivating/activating TSP must be made directly in the system from the ‘Staff Pool Positions’ link located under the ‘People’ menu from the home screen
Changes can be made up until TSP list has been certified
If changes need to be made in the system AFTER it has been certified the LEA will need to contact the LEC office
The TSP list cannot be unlocked or updated after the sample has been generated and moments have been assigned
Positions added to TSP lists are effective with the upcoming quarter and does not change data for the current quarter
Name changes, replacements, terminations, and s addresses update immediately
•TSP list must be certified after all updates are completed in the system

21. Adding a new TSP
Access the TSP list from the ‘People’ tab on the home screen then select ‘Staff Pool Positions’
Add a new participant:
Manually by clicking on ‘Add New Job Position’ and completing the required information
Mandatory fields are highlighted in ‘red’
Employee ID is not a required field but is required for the SMAA program
All newly added TSP positions for October-December must have a start date of 10/01/17

22. Editing TSP Information
Access the TSP list from the ‘People’ tab from the home screen then select ‘Staff Pool Positions’ and click on the TSP’s name
To make edits to an existing TSP click on the TSP’s name, make applicable changes, and click ‘Save Changes’
Last names and/or addresses can be updated by selecting the check box and then making the appropriate changes
To remove a position from RMTS, you will need the separate/termination date. If that date occurred prior to the last day of the previous quarter (before 9/30/17) please contact the LEC office as the system will not allow you to enter any prior end dates.

23. Editing TSP Information
To delete a vacancy, choose ‘Delete’ from the action drop down, confirm the deletion, and ‘Save Changes’
A vacant position can be filled in one of two ways:
By a TSP who has previously participated in RMTS by selecting the ‘Fill With Existing’ option from the ‘Action’ dropdown
Coordinator will search by address, last name, or first name to locate the TSP filling the position
TSP filling the position CAN NOT be an active TSP for the LEA
2. By a brand new TSP, by selecting the ‘Replace with New’ option from the ‘Action’ drop down
All required fields would then need to be completed
Certify the TSP list by clicking on the ‘Certify Staff Pool’ option

24. Finalizing your TSP List
RMTS Coordinator 'Refresher' Training
Finalizing your TSP List
Once the LEA has made all required updates/changes to the district’s SPL, according to PPL No (May 30, 2017) on TSP funding source compliance:
Beginning in FY , DHCS will require that each LEA submit to their
LEC or LGA, Attachment A: Certification of Participant Funding Source to
verify all RMTS participant funding for salary and benefit costs meet the
requirements for Certified Public Expenditures (CPEs) found at 42 Code of
Federal Regulations (CFR) This form must be:
1) submitted annually along with the RMTS Roster Report and any
subsequent quarterly TSP changes;
2) printed on the LEA’s letterhead; and
3) signed by the LEA’s fiscal officer to certify that the salary and benefit costs for all RMTS participants meet federal CPE requirements
The Region 9 LEC office will not be able to certify the region’s SPL until an Attachment A has been received from all participating districts

25. 2017-18 RMTS Coordinator 'Refresher' Training
Region 9 LEC RMTS Forms
All forms are available on the Region 9 LEC website at:
Request for TSP Extended Leave
Request for TSP Termination
Request to Unlock/Uncertify
Lunch Statement & Procedure
LEA Coding Review Report Certification Form
DHCS Equivalency Form
Please submit all completed form to

26. Ways to monitor your moments
RMTS Coordinator 'Refresher' Training
Ways to monitor your moments
There are multiple ways to monitor moments within the RMTS system.
On your Dashboard:

27. Ways to monitor your moments
RMTS Coordinator 'Refresher' Training
Ways to monitor your moments
From the Reports shortcut on the Dashboard:

28. Ways to monitor your moments
RMTS Coordinator 'Refresher' Training
Ways to monitor your moments
From the Moments Tab:
Click on
‘Available Filters’
Under Status,
select ‘Pending
Participant
Response’

29. Ways to monitor your moments
RMTS Coordinator 'Refresher' Training
Ways to monitor your moments
From the Calendar Tab:
show Alternate Label and show Moment Date

30. Ways to monitor your moments
RMTS Coordinator 'Refresher' Training
Ways to monitor your moments
From the Reports Tab:
LEA Coordinator Compliance Report
Quarterly Snapshot Report

31. LEA Coding Review Process
RMTS Coordinator 'Refresher' Training
LEA Coding Review Process
After the final moment is coded within a quarter, the LEC has 30 days to perform their final review
The LEC will send each district SMAA Coordinator a report (PDF and Excel) with all RMTS responses and assigned codes as recorded in the system
The LEA Coding Review Report Certification form confirming your review and any coding changes will be required and must be returned to the LEC office 30 days after the report is released
Certification:
Maintain verification of attendance documentation (paid/unpaid time off)
Last chance for LEA to potentially reclassify any Code 18 non-response moments (to paid/unpaid time off) – remember 85% compliance minimum
If there is a difference of opinion about an assigned code – include a SMAA Manual reference (section # / page # or Appendix #) that supports your reasoning
The LEA needs to maintain documentation in their audit records
Qtr. 4
Certification Due Back
To LEAs on Sept 8, 2017
To LEC on Oct 9, 2017

32. Questions on RMTS?