How do reports impact case management?

What comes first the report or the data?

Data of course!
Where does the data come from?
Case management staff collect it from
participants.
What comes next is the most important part for
reporting.
Recording the data!!!!
Data and reporting
Case managers and data entry
Reports are only as good as the data available. It’s
easy to forget where the data came from when
creating a report. Staff may say “I know more of
my customers got a job”! That may very well be
true but if it wasn’t recorded in OSST how can we
know for sure?
Report staff and case management staff must
understand what each one is responsible for and
the importance of each.

When reporting we need to be aware that a report

is more than just “numbers”. These are real
individuals that we are counting not just numbers.
 The Welfare Transition reports to be discussed
today are all dependent on staff entering data
accurately and timely.
 Performance is dependent upon staff assisting
participants in meeting the requirements of a
structured work program.
 Performance is equally dependent upon
following penalty guidelines for non-compliant
participants.
 Ad hoc queries help in Welfare Transition
performance reporting in the following ways
 Quickly identify areas needing improvement
 Entered Employment
 Average Wage
 Federal All Family Participation Rate
 Federal Two-Parent Participation Rate
 Ad hoc queries help in Welfare Transition case
management in the following ways
 Quickly identify problems areas such as
 Activity assignment
 Scheduled hours
 Time limited Activities
 Participation hours
 TANF Adult File Information
 Temporary Cash Assistance Recipients
 Mandatory for work requirements
 Exempt from work requirements
 Identify those who have exceeded their 90-day
exemption due to new baby
 Time limits to identify hardship cases
 Family type, all family or two-parent family
 TCA and FS benefits
 File contains 68 columns of data
 The data comes from the Department of Children
and Families (DCF).
 A query to run to obtain the data will be available as
will an Excel spreadsheet.
 The query has been modified to include the OSST
case ID, unit and case manager, if the case has been
referred for work activities.
 A modified query that limits the number of columns of
data to those most important to case managers.
 The query can be run before the beginning of the month
to see if cases in current caseloads are going to be in the
participation denominator for the upcoming month.
 The report is not dependent upon the work referral
codes. The update of this table occurs between the 25th
and 30th of the month after pull down for recurring
benefit payroll.
 Client table
 OSST unique identifiers
 OSST ID
 SSN
 Name - First, Middle, Last
 Address
 Telephone
 E-mail
 Other individual customer data
 Training table
 Activity codes
 Service codes
 Anticipated and Actual Start Dates for activities
 Anticipated and Actual End Dates for activities
 Activity Outcome Reasons
 Other data attached to activities and services
The training table can be joined to the client table as
well as employers, providers, the TANF Adult table and
other tables as needed.
 Benefit table
 Temporary Cash Assistance amount
 Food Stamp amount
 Eligibility begin and end dates
 Benefit status – single or two-parent household
 Household table
 Other household members
 Demographic data
 Deferral table
 Type
 Start and end dates
 Outcome reason
 Sanction table
 Level penalty
 Penalty dates
 Penalty outcomes
 Pre-penalty reason, date and outcome
 The TCA cases that are not open for any month they are
on the recurring benefit payroll have the potential for
impacting local participation.
 This report provides those cases in one report making the
cases easy to view.
 The DCF TANF file is joined to the OSST Client table to
pull in the most recent case manager, OSST case ID,
county and unit.
 The report has the first and last referral date for work
requirements and the OSST case closure date and reason
for closure.
 Cases include core and core plus activities, services,
deferrals, sanctions and cases without activities.
 This is a point in time report and changes daily
dependent upon OSST case updates input by staff.
 The report is most effectively used once per week and
compared against the previous report.
 May be compared to the No Reportable Activity report to
identify cases that have not been worked timely.
 This report provides a list of all cases that are not in a
reportable activity. Cases not meeting participation can
be easily identified at the time the report is run.

 The date can be set for any number of days prior to

current date to adjust for the local operating
procedures in the region. If letters are mailed with
appointments scheduled 10-14 day out, the date can
be set for that number of days in the past to limit the
query results.
 This JPR report with Activities combines training
activities, jobs, and JPRs in one report to see at a glance
how many hours for each activity or job the customer
has participated in and have been documented for the
week or month.
 The case closure date (if applicable) and closure reason
are included in this report to identify cases that may
have been sanctioned during the month. This will also
identify cases that have been closed pre-maturely by the
case manager.
 The query is based on the participants who are on the
recurring benefit payroll for the participation month.
 This report provides a look at monthly hours of participation greater
than or equal to 0 with DCF TANF Adult File.
 This report allows staff to see the cumulative total of hours for the
participation month for actual hours of participation, excused hours
and holiday hours.
 When exported into an Excel spreadsheet a column should be
added to total the three combined number of hours in order to see
the total participation hours for the month.
 The best use of this report is to run it twice weekly beginning the
first working day of the month following the participation period
until the 15th of the month when participation hours are pulled by
DCF.
 There are three reports provided for the Participation rate.
 The All Family Participation Rate
 Single Parent Family
 Two Parent Families
 The Two Parent Participation Rate
 Two Parent Families
 The Federal Participation Sample
 Single Parent Family
 Two Parent Families
Note: Participation date is available as “raw” and “federal”
data, raw data is available earlier than the final federal data.
 All Family Participation Rate
 This report is based on the Federal Participation Rate and TCA
participants with a work requirement.
 The report uses the DCF TANF Adult file which has been updated
with the JPR data pulled from OSST.
 The numerator and denominator are flagged for easy identification.
 Copying and pasting (special values and formats) into Excel
spreadsheet provided gives you a user friendly look at the cases that
are used in calculating the All Parent Participation Rate for Florida.
 Excel spreadsheet must be revised with local region, county
(counties) and units on summary page.
 Two parent families should be counted only once. Number all
cases, then sort by the Florida case number and delete one county
code for each family.
 Two Parent Family Participation Rate
 This report is based on the Federal Participation Rate and TCA
participants with a work requirement.
 The report uses the DCF TANF Adult file which has been updated
with the JPR data pulled from OSST.
 The numerator and denominator are flagged for easy identification
 Copying and pasting (special values and formats) the data into the
Excel spreadsheet provided gives you a user friendly look at the
cases that are used in calculating the Two Parent Participation Rate
for Florida.
 Excel spreadsheet must be revised with local region, county
(counties) and units on summary page
 Two parent families should be counted only once. Number all
cases, then sort by the Florida case number and delete one county
code for each family.
 Federal Participation Sample Rate
 This report is based on the Federal Participation Rate and a
sample of TCA participants with a work requirement.
 The report uses the DCF TANF Adult file which has been
updated with the JPR data pulled from OSST
 The numerator and denominator are flagged as selected
sample cases for easy identification.
 Copying and pasting (special values and formats) the data
into the Excel spreadsheet provided gives you a user
friendly look at the cases that are used in calculating the
Two Parent Participation Rate for Florida.
 Excel spreadsheet must be revised with local region,
county (counties) and units on summary page.
 Two parent families should be counted only once.
Number all cases, then sort by the Florida case number
and delete one county code for each family.
 The numerator is the number of cases that
closed with employment based on the 13 DCF
defined closure reasons.
 Cases with other closure reasons with open jobs
in OSST during the report period.
 The denominator is the unduplicated number of
cases receiving TANF closed during the report
period.
The average wage of all jobs open in OSST during
the month the DCF case is closed.

The wage rate is calculated by dividing the average

wage by the regions LLSIL.
 The EFM data store is updated nightly with WIA
and Wagner-Peyser (WP) individual and
employer data. WP data includes customer self-
service and staff entered data.
 WIA data is staff entered and the accuracy and
timeliness of the data entry is crucial to reporting
and performance.
 Reporting for federal reports are by their nature
are long term.
 The regions have a need to develop local short
term reports to gauge performance.
 We will review reports that were developed by
the state and modified to meet local
performance needs.
 The local reporting WIA queries have been
modified to report based on offices, groups,
contracts (youth) and staff with caseloads.
 Local processes drive the value of the reports. In
region 8 our processes allow us to use local
performance reporting to project performance.
 The following reports (queries) are based upon
the MMR queries for short term performance.
 Employment Rate for Those Needing Training
Related Services
 All adults, employed and unemployed at participation,
and dislocated workers who are employed at closure
are included in the numerator.
 The denominator is all adults , employed and
unemployed at participation, and dislocated workers
closed during the report period.
 Earnings Rate for Those Receiving Training
Related Services
 All adults, employed and unemployed at participation,
and dislocated workers who are employed at closure,
during the report period, are included in the average
wage.
 The rate is calculated by dividing the average wage by
the regions LLSIL.
 Youth In-School Outcome Rate
 In-school youth receiving a credential, employed,
and/or obtained a diploma are in the numerator for
cases closed during the report period.
 All in-school youth closed during the report period are
counted in the denominator who had no high-school
diploma or equivalent at participation and were not
exited for other reasons.
 Youth Out-Of-School Outcome Rate
 Out-of-school youth obtaining a credential or diploma
and/or were in post-secondary education, advanced
training, qualified apprenticeships, in the military or
entered employment are in the numerator if closed
during the report period.
 All out-of-school youth closed during the report period
are counted in the denominator if not in school at
participation or case closure and were not exited for
other reasons.
 Youth Skill Attainment
 Total number goals attained timely by the end of the
anniversary date during the report period make up the
numerator.
 Total number goals set and due during the report
period make up the denominator.
 Younger Youth Exiters With Positive Outcomes
 The numerator for younger youth (14-18) closed
during the report period are those with positive
outcomes in entered employment, military,
apprenticeship, advanced training post-secondary
education or received a diploma .
 The denominator is comprised of all younger youth
closed during the report period.
 See me after this session or contact me and I will
share the queries and report formats I use to
provide to our management team.
 Contact:
 Joyce Harris, Management Analyst
 First Coast Workforce Development, Inc
 WorkSource (Region 8)
 (904) 213-3800 (2084) - work
 (904) 699-2995 - mobile
 jharris@worksourcefl.com