Welfare Transition Monitoring A Detailed Look at the WT Quality Assurance Tool 2009

1. Welfare Transition MonitoringA Detailed Look at the WT Quality Assurance Tool2009

2. Programmatic Monitoring • Purpose of monitoring • Conduct on-site visits to ensure compliance with state guidance, federal regulations, state law, and federal law • Review and assess local operating procedures and processes • Provide technical assistance, guidance and/or training to • Provide clarification on federal and state laws • Improve performance • Improve processes

3. Major Sections of The Review Tool • Assessments • Individual Responsibility Plan (IRP) • Employment • Job Participation Rate (JPR) • Medical Deferrals • Pre-penalties and sanctions • Diversion programs • Transitional Services • Relocation Assistance

4. Review Tool Elements • Assessments • Federal law requires an initial assessment of • Skills • Prior work history • Employability

5. Review Tool Elements • Initial Assessment • What cases count? • The case counts if it was • Open for 30 days or more during the review period • If the case opened prior to the review period, this monitoring element will be marked “x” or not applicable • Not immediately sanctioned for non-compliance

7. Review Tool Elements • Individual Responsibility Plan (IRP) • What cases count? • The case counts if it was open and mandatory for greater than 30 days • Cases immediately sanctioned for noncompliance or prior to activity engagement are not reviewed for this element

8. Review Tool Elements • What must be included on the IRP? • Employment goals must be identified for all participants, including medically deferred participants • Activities the participant is required to complete • Activities may include alternative activities such as: • Attending doctor’s appointments • Attending physical therapy or counseling sessions

9. Review Tool Elements • What other IRP elements are reviewed? • Other relevant IRP elements include • The number of hours for each activity the participant was required to complete each week • Were requirements clear to the participant? • Due/completion dates of assigned activities • Did the participant know when items were due or activities were to be completed?

10. Review Tool Elements • IRP elements continued… • The services provided to participants while (s)he was engaged • This information should be included on the signed IRP • Updates to Steps to Self-Sufficiency • Should be updated if • The participant’s activity changes • The participant completes steps and achieves goals • If the participant’s goals change

13. Review Tool Elements • Employment • If employment was entered with a start tracking date during the review period, the reviewers want to determine • If employment was verified or documented and retained in the case file? • Information can be verified through the Work Number as long as all required information is included • If information recorded in OSST match the hard copy documentation?

15. Review Tool Elements • Job Participation Rate (JPR) documentation • The AWI’s reporting unit provides the review team with a snapshot of the most recent quarter of participation hours submitted to the United States Department of Health and Human Services (HHS) • If hours are recorded, the reviewers look for evidence that • Documentation exists to match JPR entries in OSST and reported to HHS • Documentation must be received before hours are entered on the JPR screen • The documentation must be retained in the case file • All timesheets requiring a signature must be signed by the appropriate designated party

17. Review Tool Elements • Work Site Hours • The reviewers want to determine if • Work site hours are assigned based on the maximum monthly calculation • Assigned hours cannot exceed the monthly maximum • Assigned hours cannot exceed 40 hours per week • Assigned hours must be based on the calculation for the family • Note: This element is currently a systemic issue

18. Review Tool Elements • Vocational Training • The reviewers want to determine if • The vocational training meets the federal definition • It may include basic skills training only if it is required or a necessary part of the vocational program • It may include English as a Second Language (ESL) courses if it is required or a necessary part of the vocational program • Note: This element is currently a systemic issue

20. Review Tool Elements • Medical Deferral • If a medical deferral was open during the review period, reviewers want to determine if • Documentation to support the medical deferral was retained in the participant’s case file • The documentation was signed by a physician licensed under Florida Statues 458 or 459 • The medical deferral began before the medical documentation was signed and received

22. Review Tool Elements • Pre-Penalties and Sanctions • If a pre-penalty is initiated, the reviewers look for evidence • That the RWB made an oral attempt to contact the participant within 10 days from the date the 2290 was mailed?

23. Review Tool Elements • Pre-Penalties and Sanctions • If a sanction is requested as a result of two failures, the reviewers look for evidence • That the second failure was within 30 days of the initial failure • That the participant was allowed three working days to report good cause for the failure • That the form AWI WTP-2292 mailed once the sanction was requested

25. Review Tool Elements • Transitional Services • If the participant received transitional services • Did the participant meet the following requirements to receive transitional services • Cash case closed with earnings • Met income eligibility requirements • Below 200% of the Federal Poverty level • Provided proof of continued eligibility • Retained employment • Provided proof of work hours at least once a month

26. Review Tool Elements • Transitional Services continued… • Did the family meet “family” definition? • If the participant failed to provide proof of continued eligibility or no longer meets the family definition, did the RWB • Mail a copy of the “Notice of Change in Childcare Status” to the local Early Learning Coalition (ELC)? • Mail a copy of the “Notice in Change in Childcare Status to the participant • Retain a copy of the notice in the participant’s case file

28. Review Tool Elements • Relocation Assistance • If an individual was approved for relocation assistance, the reviewers looked for evidence that • The family met TANF eligibility requirements • The family met relocation eligibility requirements • The relocation budget and checklist are complete • Supporting documentation must be included with the budget worksheet

29. Review Tool Elements • Relocation Assistance continued… • The family met TANF eligibility requirements • Income • Citizenship • See TANF eligibility form AWI WTP 0005(a) or • TANF eligibility form AWI WTP 0005(b) short form • Was the transfer letter completed when the relocation took place? • Did the RWB follow-up with the family 90 days after the relocation?

32. Review Tool Elements • Up-Front Diversion • If an individual was approved for an up-front diversion service and/or payment, the reviewers looked for evidence that • The Up-front Diversion screening form was completed and signed by the appropriate parties before being approved • The family was eligible based on the Up-Front Diversion screening form • The individual was connected to employers prior to receiving an up-front diversion payment • The family had the ability to pay on-going bills after the emergency assistance was provided

35. Programmatic Monitoring • What else does the quality assurance review include? All operational WT special projects that are applicable during the review period.

36. Welfare Transition Monitoring Questions? Contact the Welfare Transition Team by calling 1-866-352-2345 An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via Florida Relay Service at 711.