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Comprehensive Course on Activity Coding and Management

Learn about the correlation between EP and activity coding, how to manage activities effectively, and the impact of coding on record-keeping and payments. Understand where activity coding fits in case management models and assessment processes. Gain insight into activity codes, phases, and types of actions for efficient tracking and reporting.

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Comprehensive Course on Activity Coding and Management

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  1. WELCOME Webcast Recording: Activity Assignment & Definitions

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

  4. ASSESSMENT PROCESS MODEL

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

  6. Employability Plan Activities • Specific – what’s to be done • Detailed – where & when • Personalized – who’s involved • 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. TWO TRACKS:The Participant and The System • Related, but separate: • Activities on EP (WPAS) • Activity Codes (WPCH)

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

  9. ACTIVITY CODING • “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) • An activity code on CARES can represent more than one activity on the EP • Scheduled vs. Actual vs. Pending Phases

  10. WPCH-Type of Action 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. WPCH-Type of Action

  12. WPCH-Activity Code 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 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 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 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 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. WPAS 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

  18. EP - WPAS

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

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

  21. Welcome Back – Part 2

  22. Activity Codes - UpFront • 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. • UR – Up-front Job Readiness/Motivation: interviewing/resume workshops, computer skills

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

  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 • 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 appropriate

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

  26. Activity Codes – Caring for • CD: caring for disabled child • CF: 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

  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 • MP – Ongoing Medical/Personal Care: expected to last more than six months

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

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

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

  32. WPCH/WPCSIncrease/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. You can not end date an activity and re-create the same activity for the same date.

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

  34. A FINAL NOTE • 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 • Activities are specific, individualized; fit into Activity Codes not vice versa

  35. RESOURCES - For More Information • 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: • 08-12 Documentation/ Verification & Supervision Criteria • 07-47—W-2 740 TANF WEBI report for Federal Work Participation, • 07-38 –Best Practices for Wisconsin Works (W-2 Participation) • Making Case Management Work (Ch. 4), Dr. Beverly Ford. Macon, GA: ASM Associates, 2002.

  36. THANKYOUContacts:* Your ATL (agency training liaison)* PTSTrainingSupp@wisconsin.gov

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