1. 1 WELCOME Webcast Recording: Activity Assignment & Definitions

2. 2 Overview This course will cover: This course will cover: - The correlation between the EP (WPAS) and Activity coding (WPCS/CH) - How to enter, update, complete, and delete activities - The impact of activity coding on participation record keeping, Performance Outcome Payments (POP) and the Federal Work Participation Rate (WPR)

3. 3 THE BIGGER PICTURE Where does activity coding fit in a case management process model?

4. 4 ASSESSMENT PROCESS MODEL

5. Assessment The information gained from the following assist in the assignment of appropriate activities: Informal assessment Informal assessment Formal assessment (if appropriate) Formal assessment (if appropriate) Educational Needs Assessment Educational Needs Assessment Barrier Screening Tool Barrier Screening Tool 5

6. 6 Employability Plan Activities Specific – what’s to be done Specific – what’s to be done Detailed – where & when Detailed – where & when Personalized – who’s involved Personalized – who’s involved Examples: Examples: - Job search: online job web sites, every Tuesday 9:00-11:00, Job Center resource room. In-person applications Thursday 1:00-3:00 at (location/s). - Meet with Dave the job developer: Monday, 1:00- 3:00, Room 1111, Job Center. - Adult Basic Education Classes: Wednesdays, 9:00- 12:00, Public Library community study room.

7. 7 TWO TRACKS: The Participant and The System Related, but separate: 1. Activities on EP (WPAS) 2. Activity Codes (WPCH)

8. 8 ACTIVITY CODES W-2 Manual Appendix: Activity Codes W-2 Manual Appendix: Activity Codes 67+ codes on this list with definitions 67+ codes on this list with definitions These are the codes that are posted on WPCS/CH These are the codes that are posted on WPCS/CH Important for record-keeping, WPR & POP Important for record-keeping, WPR & POP

9. 9 ACTIVITY CODING “Translate” the activities on the EP into the Activity Codes for CARES “Translate” the activities on the EP into the Activity Codes for CARES Need to fit EP activities into CARES activity codes (NOT the other way around) Need to fit EP activities into CARES activity codes (NOT the other way around) An activity code on CARES can represent more than one activity on the EP An activity code on CARES can represent more than one activity on the EP Scheduled vs. Actual vs. Pending Phases Scheduled vs. Actual vs. Pending Phases

10. WPCH-Type of Action 10 WPCS CREATE/UPDATE COMPONENT/STATUS 02/22/13 10:24 DWDB68 D TURK PIN: 2202449159 REGION: 0000 OFFICE: 1111 NAME: MCGEE SNEAKERS COUNTY/TRIBAL UNIT: 18 TYPE OF ACTION: A (A-ADD U-UPDATE C-COMPLETE D-DELETE) COMPONENT/STATUS: __ PHASE: _ (P-PENDING S-SCHEDULED A-ACTUAL) BEGIN DATE: __ __ ____ STAFF ID: ______ PROVIDER ID: ____ WEEKLY SCHEDULED HOURS: __ W-2 SANC IND (Y/N): _ DAILY SCHEDULED HOURS: __ FREQUENCY (DAYS PER MONTH): __ FUNDING SOURCE: ______ EMPLOYER PROVIDER ID: ______ SITE ID: ____ DOT: ___ NON-APPROVAL CODE: __ ANTICIPATED END DATE: __ __ ____ COMPLETION CODE: _ ACTUAL END DATE: __ __ ____ PF13 WPSC PF14 POST ANOTHER COMPONENT NEXT TRAN: ____ PARMS: 2202449159__________________________________

11. 11 WPCH-Type of Action

12. WPCH-Activity Code 12 WPCS CREATE/UPDATE COMPONENT/STATUS 02/22/13 10:24 DWDB68 D TURK PIN: 2202449159 REGION: 0000 OFFICE: 1111 NAME: MCGEE SNEAKERS COUNTY/TRIBAL UNIT: 18 TYPE OF ACTION: A (A-ADD U-UPDATE C-COMPLETE D-DELETE) COMPONENT/STATUS: __ PHASE: _ (P-PENDING S-SCHEDULED A-ACTUAL) BEGIN DATE: __ __ ____ STAFF ID: ______ PROVIDER ID: ____ WEEKLY SCHEDULED HOURS: __ W-2 SANC IND (Y/N): _ DAILY SCHEDULED HOURS: __ FREQUENCY (DAYS PER MONTH): __ FUNDING SOURCE: ______ EMPLOYER PROVIDER ID: ______ SITE ID: ____ DOT: ___ NON-APPROVAL CODE: __ ANTICIPATED END DATE: __ __ ____ COMPLETION CODE: _ ACTUAL END DATE: __ __ ____ PF13 WPSC PF14 POST ANOTHER COMPONENT NEXT TRAN: ____ PARMS: 2202449159__________________________________

13. WPCH-Phase 13 WPCS CREATE/UPDATE COMPONENT/STATUS 02/22/13 10:24 DWDB68 D TURK PIN: 2202449159 REGION: 0000 OFFICE: 1111 NAME: MCGEE SNEAKERS COUNTY/TRIBAL UNIT: 18 TYPE OF ACTION: A (A-ADD U-UPDATE C-COMPLETE D-DELETE) COMPONENT/STATUS: __ PHASE: _ (P-PENDING S-SCHEDULED A-ACTUAL) BEGIN DATE: __ __ ____ STAFF ID: ______ PROVIDER ID: ____ WEEKLY SCHEDULED HOURS: __ W-2 SANC IND (Y/N): _ DAILY SCHEDULED HOURS: __ FREQUENCY (DAYS PER MONTH): __ FUNDING SOURCE: ______ EMPLOYER PROVIDER ID: ______ SITE ID: ____ DOT: ___ NON-APPROVAL CODE: __ ANTICIPATED END DATE: __ __ ____ COMPLETION CODE: _ ACTUAL END DATE: __ __ ____ PF13 WPSC PF14 POST ANOTHER COMPONENT NEXT TRAN: ____ PARMS: 2202449159__________________________________

14. WPCH-Begin Date 14 WPCS CREATE/UPDATE COMPONENT/STATUS 02/22/13 10:24 DWDB68 D TURK PIN: 2202449159 REGION: 0000 OFFICE: 1111 NAME: MCGEE SNEAKERS COUNTY/TRIBAL UNIT: 18 TYPE OF ACTION: A (A-ADD U-UPDATE C-COMPLETE D-DELETE) COMPONENT/STATUS: __ PHASE: _ (P-PENDING S-SCHEDULED A-ACTUAL) BEGIN DATE: __ __ ____ STAFF ID: ______ PROVIDER ID: ____ WEEKLY SCHEDULED HOURS: __ W-2 SANC IND (Y/N): _ DAILY SCHEDULED HOURS: __ FREQUENCY (DAYS PER MONTH): __ FUNDING SOURCE: ______ EMPLOYER PROVIDER ID: ______ SITE ID: ____ DOT: ___ NON-APPROVAL CODE: __ ANTICIPATED END DATE: __ __ ____ COMPLETION CODE: _ ACTUAL END DATE: __ __ ____ PF13 WPSC PF14 POST ANOTHER COMPONENT NEXT TRAN: ____ PARMS: 2202449159__________________________________

15. WPCH-Hours 15 WPCS CREATE/UPDATE COMPONENT/STATUS 02/22/13 10:24 DWDB68 D TURK PIN: 2202449159 REGION: 0000 OFFICE: 1111 NAME: MCGEE SNEAKERS COUNTY/TRIBAL UNIT: 18 TYPE OF ACTION: A (A-ADD U-UPDATE C-COMPLETE D-DELETE) COMPONENT/STATUS: __ PHASE: _ (P-PENDING S-SCHEDULED A-ACTUAL) BEGIN DATE: __ __ ____ STAFF ID: ______ PROVIDER ID: ____ WEEKLY SCHEDULED HOURS: __ W-2 SANC IND (Y/N): _ DAILY SCHEDULED HOURS: __ FREQUENCY (DAYS PER MONTH): __ FUNDING SOURCE: ______ EMPLOYER PROVIDER ID: ______ SITE ID: ____ DOT: ___ NON-APPROVAL CODE: __ ANTICIPATED END DATE: __ __ ____ COMPLETION CODE: _ ACTUAL END DATE: __ __ ____ PF13 WPSC PF14 POST ANOTHER COMPONENT NEXT TRAN: ____ PARMS: 2202449159__________________________________

16. WPCH-End Dates 16 WPCS CREATE/UPDATE COMPONENT/STATUS 02/22/13 10:24 DWDB68 D TURK PIN: 2202449159 REGION: 0000 OFFICE: 1111 NAME: MCGEE SNEAKERS COUNTY/TRIBAL UNIT: 18 TYPE OF ACTION: A (A-ADD U-UPDATE C-COMPLETE D-DELETE) COMPONENT/STATUS: __ PHASE: _ (P-PENDING S-SCHEDULED A-ACTUAL) BEGIN DATE: __ __ ____ STAFF ID: ______ PROVIDER ID: ____ WEEKLY SCHEDULED HOURS: __ W-2 SANC IND (Y/N): _ DAILY SCHEDULED HOURS: __ FREQUENCY (DAYS PER MONTH): __ FUNDING SOURCE: ______ EMPLOYER PROVIDER ID: ______ SITE ID: ____ DOT: ___ NON-APPROVAL CODE: __ ANTICIPATED END DATE: __ __ ____ COMPLETION CODE: _ ACTUAL END DATE: __ __ ____ PF13 WPSC PF14 POST ANOTHER COMPONENT NEXT TRAN: ____ PARMS: 2202449159__________________________________

17. 17 WPAS WPCH The next two slides will show how multiple activities on WPAS should be translated to activity codes on WPCH The next two slides will show how multiple activities on WPAS should be translated to activity codes on WPCH Remember to match up activities with activity codes, and make sure total number of hours on EP (WPAS) equals total hours on WPCH Remember to match up activities with activity codes, and make sure total number of hours on EP (WPAS) equals total hours on WPCH

18. 18 EP - WPAS

19. 19 ACTIVITY CODES - WPCH This reflects TWO activities on the EP (WPAS) from prior screen

20. 20 Summary - End of Part 1 Contacts: * Your ATL (agency training liaison) * PTSTrainingSupp@wisconsin.govPTSTrainingSupp@wisconsin.gov

21. 21 Welcome Back – Part 2

22. 22 Activity Codes - UpFront UC – Up-front Career Planning: Career assessment/counseling, educational needs assessment, LMI, etc. UC – Up-front Career Planning: Career assessment/counseling, educational needs assessment, LMI, etc. UE – Up-front Job Search: Job club, completing applications, meeting with job developer, etc. UE – Up-front Job Search: Job club, completing applications, meeting with job developer, etc. UR – Up-front Job Readiness/Motivation: interviewing/resume workshops, computer skills UR – Up-front Job Readiness/Motivation: interviewing/resume workshops, computer skills

23. Activity Codes-Formal Assessment AA – AODA Assessment AA – AODA Assessment AD – Disability and Learning Assessment AD – Disability and Learning Assessment AL - Physician’s Assessment AL - Physician’s Assessment AM – Mental Health Assessment AM – Mental Health Assessment AV – Domestic Violence Assessment and Supportive Services AV – Domestic Violence Assessment and Supportive Services 23

24. 24 Activity Codes– Educational Needs Assessment Be sure to use the appropriate Activity code for the current educational activity UC or CE for educational needs assessment UC or CE for educational needs assessment TABE – is one type of an educational needs assessment; results provide some guidance to the amount of education needs a person has which in turn helps us to determine what education activities are appropriateTABE – is one type of an educational needs assessment; results provide some guidance to the amount of education needs a person has which in turn helps us to determine what education activities are appropriate

25. 25 Activity Codes -EDUCATIONAL BE for testing/prep of Basic Education BE for testing/prep of Basic Education GE for testing/prep for GED GE for testing/prep for GED When client’s focus of education changes, be sure to update the system for accurate recordkeeping When client’s focus of education changes, be sure to update the system for accurate recordkeeping

26. 26 Activity Codes – Caring for CD: caring for disabled childCD: caring for disabled child CF: caring for a disabled family memberCF: caring for a disabled family member These codes will exclude the group from being included in the Federal Work Participation Rates.

27. Activity Code – SSI Advocacy SD -SSI Advocacy SD -SSI Advocacy 27

28. 28 Activity Codes – Physical Rehab PR - physical rehab: six months or less; medical necessary; for individuals who are expected to recover and re- enter workforce PR - physical rehab: six months or less; medical necessary; for individuals who are expected to recover and re- enter workforce MP – Ongoing Medical/Personal Care: expected to last more than six months MP – Ongoing Medical/Personal Care: expected to last more than six months

29. 29 JOB SKILLS TRAINING JS: Job Skills Training JS: Job Skills Training Needs to be specificNeeds to be specific Vocational skills trainingVocational skills training May be customized skills training or general training for a specific occupationMay be customized skills training or general training for a specific occupation Must be specific to immediate employment goalMust be specific to immediate employment goal

30. 30 Activity Codes – Technical College TC – Technical College-course/ class time TC – Technical College-course/ class time TT - Technical college study time TT - Technical college study time

31. 31 Special Instructions Special Instructions For activities that occur less than once a week, you need to make separate entries for each occurrence.

32. WPCH/WPCS Increase/Decrease in Hours When updating the number of hours for an activity, do NOT use the Update function on WPCH. Instead complete and end date the existing entry then add a new entry of the same activity code with the new hours. When updating the number of hours for an activity, do NOT use the Update function on WPCH. Instead complete and end date the existing entry then add a new entry of the same activity code with the new hours. You can not end date an activity and re-create the same activity for the same date. You can not end date an activity and re-create the same activity for the same date. 32

33. 33 ACTIVITIES SUMMARY – One More Look Applicant/ Participant Assessment Informal/Formal Activity Coding (WPCS/WPCH) Goal Setting/ Activities (Action Steps) WPJS/WPAS

34. 34 A FINAL NOTE Activities are what the participant engages in to reach goals, advance to employment, and become successful Activities are what the participant engages in to reach goals, advance to employment, and become successful Activity Codes are for record-keeping purposes in the Work Programs system Activity Codes are for record-keeping purposes in the Work Programs system Activities are specific, individualized; fit into Activity Codes not vice versa Activities are specific, individualized; fit into Activity Codes not vice versa

35. 35 RESOURCES - For More Information W-2 Manual: W-2 Manual: -Chapter 6: Employability Plan -6.1.1 Parts of the EP, Part 3 Program Activity Plan -6.4.1 CARES Screen WPCS -Appendix: Activity Codes: Definitions and Codes for Work Program Activities in CARES -Appendix: TANF Work Participation Requirements Ops Memos: Ops Memos: 08-12 Documentation/ Verification & Supervision Criteria 08-12 Documentation/ Verification & Supervision Criteria 07-47—W-2 740 TANF WEBI report for Federal Work Participation, 07-47—W-2 740 TANF WEBI report for Federal Work Participation, 07-38 –Best Practices for Wisconsin Works (W-2 Participation) 07-38 –Best Practices for Wisconsin Works (W-2 Participation) Making Case Management Work (Ch. 4), Dr. Beverly Ford. Making Case Management Work (Ch. 4), Dr. Beverly Ford. Macon, GA: ASM Associates, 2002. Macon, GA: ASM Associates, 2002.

36. 36 THANK YOU Contacts: * Your ATL (agency training liaison) * PTSTrainingSupp@wisconsin.gov PTSTrainingSupp@wisconsin.gov