1. Using Reports to Rock Your Caseload
Virginia Department of Social Services
Spring BPRO Conference May 2019

2. VaCMS Reports Active ESP Enrollments with no VIEW/FEP
Active TANF VIEW Cases with no open VIEW Supplement
Queue Report
TANF Overpayment Report
TANF Recoup Report
TANF VIEW Clock Report
TANF VTP case Inquiry Report
TANF VTP Job Follow-Up letter Report
TANF-Cases Current Collected Support Report
VIEW Satisfactory Participation List
VIEW Job Follow-up Report

3. Other Reports No Activity File Activities Files
TWPR (TANF detail, VTP detail, summary)
Initial Assessments

4. Overview
This presentation is designed to give you a high level explanation of the TANF/VIEW reports that are available to you and how they can be used to assist you in the management of your workload.

5. Active ESP Enrollments with no VIEW/FEP
Purpose: Displays active TANF cases that have been referred to VIEW but an assessment has not been completed.
Display/Availability:
Excel Format
Is Available on the 1st of the Month and displays data for the previous month

6. Active ESP Enrollments with no VIEW/FEP Cont.
Observation: When comparing this report to the information recorded in VaCMS ESP, customers listed on this report show up in ESP either on the queue or listed under ESP enrollment/enroll/update searching Mandatory NEW.
BOLO (Be on the Lookout):
The report does not pull all clients that are listed on the queue or under enrollment as Mandatory/NEW

7. Active TANF VIEW Cases with no open VIEW Supplement
Display/Availability:
Excel Format
Is Available on the 1st of the Month
There are two scenarios for which cases are displayed on this report.
VIEW cases closed in Error
VIEW referral removed from TANF grant
No Asset Test
Based on other states experience, likely population group may consist of :
High prevalence of chronic medical disease
30-50% mental illness and/or substance use disorder

8. Active TANF VIEW Cases with no open VIEW Supplement VIEW Cases Closed in Error
Example: VIEW worker referred the client for sanction and closed the VIEW enrollment, EW did not input the sanction. The case remains an open TANF case with no VIEW supplement
Logic behind this: The VIEW enrollment does not have an open activity listed in Activity details with an activity end date in the future AND there is no non-compliance/ sanction data listed under sanction details.

9. Active TANF VIEW Cases with no open VIEW Supplement Referral removed from TANF grant
Example: Client is referred to the queue but then leaves the household and is removed from the TANF grant.
Logic behind this: when looking under eligibility summary this person will be listed as “not eligible adult”

10. Queue Report
Purpose: Provides a listing of TANF participants referred to the queue but have not signed the APR.
Display/Availability:
Excel Format
Daily Report

11. Queue report cont. BOLO:
This report picks records that have the same referral date as the report run date
The report does not include all referrals received in the ESP queue for the report run date
The report duplicates information for individuals
If more than one individual in a case is referred to the ESP queue the report does not display the referral information for both

12. Queue Report Example

13. Example Cont
Notice the Report Run for 3/18/2019 has two entries however it is the same client listed twice.

14. Overpayment and Recoupment
Overpayment Report
Recoupment Report
Purpose: Displays all TANF overpayments
Display: Excel
Availability: 2nd of the month
Purpose: Displays recoupments from all TANF related overpayments
Display: PDF
Availability: Quarterly; March, June, September, and December on the 2nd of the month
Recoupment report lists the region, locality number, the number of claims, and the amount recouped, can be helpful if your board, etc is interested in these figures.
NOTE: Both Reports Pull information for Claim Status’ that are listed as Suspend, Active, Pending Court/ADH Collect, Pending Court/ ADH do not collect

15. TANF VIEW Clock Report
Purpose: displays all TANF cases with a federal clock counter and a report of all VIEW cases with a 24 month clock
Display/Availability: Excel Format
- Created Monthly and Available on the 2nd of the month
can be filtered to display cases that are nearing the 58 and 22nd months in order to ensure notices are being sent out timely and/or reaching the 60 month or 24 month time limits. Also, can be a trigger if you don’t see client listed clock may not have started properly.

16. VTP reports VTP Case Inquiry
Purpose: Lists the VTP start date, end date, and the authorized amount.
Display: Excel
Availability: 2nd of each month
VTP Job Follow up Letter Report
Purpose: Lists VTP client that had a job follow up letter mailed to them on the first of the month.
Display: PDF or Excel format
Availability: 4th of each month
Lists client specific information and the VIEW worker, Can be used as a checklist to ensure you receive them back

17. TANF- Cases Current Collected Support
Purpose: Displays TANF cases in which current support was received by DCSE in the month prior to the report run month.
Display/Availability: Excel and PDF format
Ran on the 6th of the month
Available on the 7th of the month

18. TANF- Cases Current Collected Support Cont:
Observation: Dates listed on this report are important.
Report Run Date: 6th of the month
Effective Month: This is the month following the report run month.
Month Support Paid to DCSE: The month before the report run date.
BOLO: If the Net Child Support exceeds the TANF payment for one month you will see one asterisk (*) after the DCSE Net Support amount, you will see two asterisks (**) if the child support has exceeded for two consecutive months. If this happens the case will close.
In the February 22, 2019 release VTP cases that were erroneously listed on the report are no longer listed.

19. VIEW Satisfactory Participation List
Purpose: Shows participants for whom satisfactory participation must be recorded
Display/Availability: Excel Format
Available twice a month on the 1st and the 17th
NOTE: Records displayed on this report have activity end dates AFTER the period start date of the report.

20. EXAMPLE OF REPORT
When you are reviewing this report it is important to make sure you are paying attention to the Report Period Begin Date and the Report Period End date.
You would use this report to evaluate who is enrolled in an activity and needs participation entered.
This report is going to only include participants that have been assigned to an activity during the reporting period.

21. VIEW Job Follow Up Report
Purpose: Provides a listing of all VIEW participants that have their second through their 24th month job follow-up due
Display/Availability: Excel Format
Available the 1st and 17th of each month
BOLO: This report should not include VTP clients on it.
This report shows the assessment date, the date entered employment, and the month of job follow up that is due. For example if it says 2nd then the two months have passed.

22. No Activity Report
Availability: Developed by William Mcmakin for the current month every Monday or Tuesday and forwarded to the regional consultants to be shared with their distribution lists.
Display: Excel format and can be filtered as needed
Purpose: Help Identify clients who should be assigned to an activity for that month or should not be active in the VaCMS referral inbox table.
Worker Response: Evaluate listed clients to see if they should be assigned an activity or if their participation status should be changed.
It is developed from the copy of the VaCMS tables made at the end of the prior day

23. Activities Files
Availability: Developed by William Mcmakin for the current month every Monday or Tuesday and forwarded to the regional consultants to be shared with their distribution lists.
Display: Excel format and can be filtered as needed
Purpose: Give a summary of the clients’ assigned activities, hours, and how many actual hours were recorded.

24. Additional Activities Files Info
Other Helpful information this report captures 1. Employment initial wages
2. Latest Assessment date and # of days since the last assess date.
3. Child under 6- added to determine if client needs 20 or 30 hours of work to be considered satisfactorily participating.

25. Initial Assessments
Availability: Developed by William Mcmakin between the 15th and 20th of the month for the prior month and forwarded to the regional consultants to be shared with their distribution lists.
Display: Excel format and can be filtered as needed
Purpose: Provides a measurement to evaluate the percentage of initial assessments completed within the desired timeframe of 10 days and within the 30 day policy timeframe.
This can be used as a similar measure for timely processing of TANF applications

26. TWPR Availability: Developed by William Mcmakin each month.
The reports made available are the TWPR detail and summary for the past month and the rerun of the prior month.
Release date of the report is dependent upon when the TWPR Interface tables are updated. Usually updated around the 9th of the month and the run is done about 3-4 days after this.
Display: Excel format

27. TWPR cont
Purpose: To give a case by case picture of how a case was categorized for the TWPR.
Why are there multiple runs?
Since normally the updates are made before the 15th of the month, the first TWPR is usually incomplete. The second run, for the prior month is considered the “valid” TWPR %

28. TWPR: What am I looking for?
The initial TWPR for a month is extracted around the 8th of the following month, this can show where additional data entry is needed so that it can be reflected in the rerun next month.
Work eligible indicator: Only clients who are work-eligible are included.
Participation Category: Not Participating means that no hours of participation were found in the VaCMS employment services tables
The Summary files give a picture of how an agency compares with other agencies
Recently a Summary file by worker was developed for comparisons within an agency.
Summary file by worker, a worker may be listed in another agency due to a case being transferred and the employment services aspect not being picked up by the new agency.

29. TWPR: cont
BOLO:
Some out of the home parents are considered work eligible, although in the development of the files almost all such cases with absent parents are screened out.
Occasionally the extract categorizes adults as work eligible in error which can lead to the case not being included in the TWPR if it is now being considered an UP case
The hours of a few activities are not picked up, for example OJT is counted only if the component is OJT; OJT description with a component of Sheltered Workshops are not counted.

30. Other things to Review Dashboard PIMR

31. Questions?

32. Allison Gregg, Northern Regional TANF/VIEW Program Consultant
Contact:
Allison Gregg, Northern Regional TANF/VIEW Program Consultant