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Benefit Reports 101

Learn about different helpful reports related to benefits, caseload management, and common programs. Find where to access these reports and examples of common questions. Explore VaCMS and Data Warehouse.

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Benefit Reports 101

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  1. Benefit Reports 101 What reports may be helpful to you Rick Waugh VLSSE Conference May 9th, 2019

  2. Slide 4-7 9-15 16-28 29-36 37-45 46-50 51-55 56 57-58 59 Contents Topic Location of reports… Applications… Renewals… Active Cases… Energy… Agency Profile… Common Workload Reports… Appendix for VaCMS Appendix for Data Warehouse Contact…

  3. Purposes of these reports? -depends on your job function- Statistical purposes (ie: trends, board reports, statistics) Caseload management (ie: supervising units, detailed of cases) General areas of BenefitsCommon Programs - Applications - SNAP - TANF - Renewals - Medicaid - Energy - Interim Reports or other changes - Active Cases

  4. Where do I find these reports? Data Warehouse VaCMS FUSION website E-mails from State • You are not expected to know where everything is located. Lets explore and provide some examples to help guide you to many of the questions you may have.

  5. VaCMS Sign into VaCMS, and use the left bar to scroll to reports. • Data Warehouse • On the FUSION page, scroll to the bottom on the page and click “Details” under “Data Warehouse”. • See next slide showing Data Warehouse page. Where do I find these reports?

  6. Data Warehouse continued… Trainings & Guides Prior reports you pulled

  7. FUSION website On the FUSION page, scroll to the Step 1. Step 2. Step 3. Step 4, … select option.

  8. Common question example #1: I want to find the number of applications we received as compared to this time last year. Commonquestions you may have. Common question example #3: Where are we currently with our renewals? How many overdues do we currently have? Common question example #4: How many active cases do we have? Common question example #2: I want to find the number of renewals that were due for last month. Common question example #5: What do our Energy numbers look like? Common question example #6: Where can I find an overview of all localities regarding statistics, staffing, and dollars spent? Common question example #7: What reports do/should my Benefit Supervisors and staff commonly use to help maintain and track what work they need to perform?

  9. Applications Got stats?

  10. There are so many different application reports, where do I start!!?? Common question example #1: I want to find the number of applications we received as compared to this time last year.

  11. Applications Two systems you can retrieve data from VaCMS (Provides processing data for a month) Application Summary Report (Medicaid): Slide 12 - Shows what was processed in month for Directors/Finance. SNAP Category Statistical Report (SNAP): Slide 13 - Shows # of appls & renewals processed month for Dir/Finance. Data Warehouse (Apps receivedfor all programs) Application Program Monthly Status Analysis: Slide 14 - 15 - Beneficial to Directors/Finance for ALL programs of SNAP/TANF/MA of what was received.

  12. Medicaid Processing in month (VaCMS – Application Summary Report) Approved =# approved in VaCMS as of 3/31/19 Denied = # denied in VaCMS as of 3/31/19 Pending = # pending in VaCMS as of 3/31/19 To determine the number of applications processed in March 2019, add the total of… Approved + Denied = 1616 appls processed

  13. SNAP (VaCMS – Category Statistical Report) Disposed of this month = # of applications processed in VaCMS in March 2019 as of 4/2/19. Recerts disposed of this month = Shows # of renewals that were processed in March 2019 in VaCMS as of 4/2/19.

  14. Applications received for all programs (Application Program Monthly Status Analysis) -Data Warehouse- # of applications dated in March 2019 received into VaCMS as of today.

  15. Drag to this spot on top right But keep in mind that any additional applications dated for March get entered into VaCMS after today, this number will increase. • Applications received at Henrico in March 2019… • SNAP: 906 • Medicaid: 1454 • TANF: 161

  16. Renewals

  17. Common question example #3: Where are we currently with our renewals? How many overdues do we currently have? Common question example #2: I want to find the number of renewals that were due for last month.

  18. Renewals Two systems you can retrieve data from VaCMS Monthly “Due & Overdue Renewals” – (SNAP/TANF): Slide 19 - Beneficial to Directors/Finance, SNAP/TANF renewal #s as of date. Real time report (SNAP/TANF & VaCMS Medicaid): Slide 20-22 - Beneficial to Supervisors and Staff for monitoring all programs. - Find old EDG Medicaid certification dates. Data Warehouse (Medicaid in MMIS/DMAS) Monthly renewals “Case Elig Reviews FIPS Summary”: Slide 23-24 - Beneficial to Directors/Finance/supervisors for Medicaid “Weekly Overdue MA AssisCase Renewals Report”: Slide 25 - 27 - Beneficial to Supervisors and Stafffor Medicaid

  19. VaCMS Renewals (as of date - Monthly) Directors and Finance “Due and Overdue Renewals” for all programs – use excel version, not PDF.

  20. VaCMS Renewals (real time) Supervisors & Staff Due this month and next

  21. VaCMS Renewals (real time) Supervisors & Staff Overdue

  22. VaCMS Renewals (real time) Supervisors & Staff Pending (started renewal in Data Collection (received), but not yet processed.

  23. To determine how many renewals were to be due in any given month: Data Warehouse Renewals (Medicaid – Monthly renewals) Directors & Finance Case Eligibility Reviews FIPS Summary: Posted few days after MMIS cutoff – pull by 21st of the month Pull the report for 4 months back from the month you want the number for. Example: For April 2019 renewal numbers, pull the December report.

  24. Continued: Data Warehouse Renewals (Medicaid – Monthly renewals) Click the “bottom” hyperlink at the bottom to get to the total numbers you see below. Mar Feb Overdue Dec Apr Jan

  25. To determine how many renewals were to be due in any given week: Data Warehouse Renewals (Medicaid – Weekly renewal report) Sups & Staff Weekly Overdue Medical Assistance Case Renewals Report: Posted on 1st business day of the week.

  26. Click this number to get details for all cases showing overdue. Click this number to get cases due this month. Continued: Data Warehouse Renewals (Medicaid – Weekly renewal report) Weekly Overdue Medical Assistance Case Renewals Report Click this number to get cases due for next month. Or you can pull the entire list by clicking here.

  27. Continued: Data Warehouse Renewals (Medicaid – Weekly renewal report) Weekly Overdue Medical Assistance Case Renewals Report

  28. Step 1: Click “Edit” Icon. Step 2: Click “Home” Icon. Data Warehouse Tip If you go to the same report and try to select different parameters (ie: say you picked the wrong month), the system will bring you right back to the loaded report that you no longer want. To come out of this loop, perform the following…. You can now re-select different parameters you want for that same report!

  29. Active cases

  30. Reports Slide • MMIS Active Enrollee Analysis (Data Warehouse): Provides # in MMIS of active MA enrollees & cases for as of date. • SNAP Monthly Participation Report (VaCMS): Shows number of issuance dollars. • Case Program Monthly Status Analysis Cube (Date Warehouse): Provides a count of active cases for as of date in VaCMS – best for SNAP and TANF counts. • Slide 31 – 33 • Slide 34 • Slide 35 - 36 Common question example #4: How many active cases do we have?

  31. Medicaid MMIS/DMAS MMIS Active Enrollee Analysis There were 51,970 enrollees active to Medicaid for the month of Feb 2019. Since many enrollees can be on the same case, you will need to go further into the data to determine how many active cases exist.

  32. Remove duplicates, under the Data Tab at the top. Note: May have to delete the top and bottom merged cells to perform this action. MMIS Active Enrollee Analysis  to find number of cases…

  33. MMIS Active Enrollee Analysis  to find number of cases… So for Feb 2019 Medicaid in MMIS shows,… 51,970 enrollees 28,119 cases

  34. Total Households = # of households active as of 4/2/19 (Do not use for case total). Total Issuance = # of dollars distributed through March 2019 allotments as of 4/2/19. Total persons = # of total members on SNAP SNAP (VaCMS – Monthly Participation Report)

  35. To find # of active cases for a program. SNAP & TANF (Data Warehouse – Case Program Monthly Status Analysis Cube)

  36. TANF (Data Warehouse – Case Program Monthly Status Analysis Cube) Perhaps you don’t just want to know how many cases are active, but also want to know how many eligible children are on the active TANF cases. Drag to the column section

  37. ENERGY

  38. Reports (VaCMS) Slide • Client Management Report: Gives a good summary of what your agency did for the year. • Pending By Component: Any unprocessed cases at any given time (started processing in EAP, but not yet authorized) • Unpaid by Component: Any approved cases that shows any component that has not been paid to the vendor. (Important for Cooling and Crisis cases) • Slide 39 – 43 • Slide 44 • Slide 45 Common question example #5: What do our Energy numbers look like?

  39. EA Summary reports (VaCMS) Client Management-Local = details of each case. Client Management-State = #’s only This weekly report shows the #s for each locality beginning from Fuel (October) to the end of Cooling (September).

  40. Fuel – What the agency processed, approved, or closed . Does not indicate what the locality actually processed because this report does not separate pre-approvals. The Pre-approval lists can be found on the report prior to the Fuel season starting.

  41. Crisis – Closed: Means # of requests approved. Issued: # of those paid. Note: Applications could have multiple service requests. Denied: Ineligible/ no VRs/no Crisis – shows various reasons.

  42. Cooling – Closed: Means # of requests approved. Issued: # of those paid. Note: Applications could have multiple service requests. See next slide for cooling denials

  43. Cooling – Denied: Ineligible/ no VRs/no Crisis – shows various reasons.

  44. Pending by Component (VaCMS): Unprocessed cases any given time

  45. Unpaid by Component: Any approved cases with unpaid components (VaCMS)… This is a good indication to your supervisors that either we have… not received credit authorization back from the vendor or the worker has yet to enter that credit authorization after receiving it back.

  46. Agency Profile

  47. Quarterly Local Agency Dashboard: Provides a one stop look at timeliness, processings, error rates, trends, finances, staffing and graphs. (under Regional Offices link) • Annual FY Profiles: Provides comprehensive view of census, caseload reports, staffing, with multiple tabs indication various aspects of that locality. (Under Office of Research and Planning link) Report Slide • Slide 48 – 49 • Slide 50 Common question example #6: Where can I find an overview of all localities regarding statistics, staffing, and dollars spent?

  48. Go to FUSION, and click “Regional Offices”. Note that the Annual FY profiles are still located in “Office of Research and Planning” – next slide. Agency Dashboard

  49. New measures being added to the Dashboard this month…. • Number of Employee Separations • MA Application Timeliness: LDSS only • MA Application Timeliness: Cover VA • MA Application Timeliness: FFM  • VaCMS Downtime (%) • Number of filled & vacant positions excludes Volunteers • AFCARS Court Hearing Status - the formula excludes the number of children in care less than 60 days Agency Dashboard • Kinship Care Placements (#) • Kinship Care Placements (%) • FPMs for Concurrent Planning (%) • FPMs for Placement Changes (%) • Total Number of Children in Foster Care Over 24 months • Total Number of Children in Foster Care Over 36 months • Total Number of Children in Foster Care Over 48 months • TPR Status (Ordered: Non-Adoptive) (#) • Number of Adoptions (most recent 12 months) • Family Partnership Meetings • Family Based Placements

  50. Go to FUSION, and click Office of Research and Planning”. Agency Profile – Local Agency Caseload & Expenditures

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