north carolina`s effective data use toolkit version 1.1 february, 2013
Contents
1. 133 182 73 08 502 258 197 430 5824 5209 4373 FEB2012 2657 4654 57 09 125 181 69 06 508 239 194 289 5893 5217 4407 Similar Data Sources This data is also available in Data Warehouse Two reports have been placed in the WSS folder one called County All Parent Rate and one called County Two Parent Rate Measure 3 Work First Participants Entering Employment Definition This measure gives the total count of Work First participants who have entered into employment in the month specified by the user Employment can be defined as part time or full time and is only as accurate as workers diligence in keying that information into EIS Format The format for this report is both a table as well as a graph Data from this site can also be downloaded into Excel Location This data point is located at the UNC SSW Management Assistance website http ssw unc edu ma No username or login is required to access this site Running the Report From the main UNC SSW Management Assistance once you have chosen your county or tier of counties click the Work First link on the left You will then want to choose the Work First Experiences Report In the center of the screen you will see a link that says Number of Adults Entering Employment This link will give you both the data and a graph for this measure Analysis As noted above data from this report can be downloaded into Excel to create a graph It is especially useful to download data2. 32 14 29 41 18 18 7 25 00 44 44 28 57 7 41 33 33 43 33 30 00 27 27 25 71 25 00 20 59 0 00 8 16 67 33 33 28 57 7 41 33 33 40 00 20 00 24 24 20 00 17 86 588 9 16 67 25 93 19 05 7 41 30 00 33 33 20 00 18 18 5 71 10 71 294 10 16 67 22 22 19 05 7 41 30 00 30 00 16 67 18 18 5 71 10 71 0 00 11 16 67 18 52 4 76 7 41 26 67 20 00 13 33 18 18 571 10 71 12 0 00 11 11 0 00 7 41 16 67 16 67 10 00 12 12 571 3 57 13 5 11 11 3 70 10 00 16 67 6 67 12 12 571 0 00 14 2 11 11 z 3 70 6 67 13 33 6 67 6 06 5 71 15 F 11 11 5 3 70 6 67 10 00 6 67 6 06 5 71 Similar Data Sources As a UNC CH SSW measure this data is inherently available in CSDW as well There are currently no pre developed reports however that will give this specific measure Measure 6 Program Integrity Collections in Dollars Definition This report gives the total amount of dollars collected as part of county program integrity efforts for a given month Format This report is available as a table and can be downloaded into Excel Location This report can be found in CSDW It is called Collection Report CROP Not Included Running the Report There are four inputs that are required to run this report 1 County name This is the name of your county or the county for which you would like to pull data 2 Report month This is the month for which you are looking for the collections The format
3. for this value is YYYYMM Scrolling to the bottom of the list will give you the latest month Double click that month to set it as your value 3 First day of report month This is the first day of the report month you have entered in the report month section The format for this value is DD MM YYYY 4 First day of following month This is the first day of the month following the report month you have entered in the report month section The format for this value is DD MM YYYY Analysis Once this report is run the table that is produced shows the following fields e Referral ID This is the individual code that was given to this payer when they were referred to program integrity Program Acronym This is the program for which they are being investigated Payment Receipt Number Payer First Name Payer s first name Payer Middle Initial Payer s Middle Initial Payer Last Name Payers s last name Claim Category Code Code for how the claim is classified In the below example IHE is the code for Inadvertent Household Error Payment Received Date This is the date that denial was effective e Create Timestamp The timestamp gives the exact date and a unique code as to when the payment was keyed and accepted e Method of Collection This is their method of payment e Distribution Amount This is the amount that was collected This report is helpful to understand how much your Program Integrity Division collected in
4. have found your county This report is best accessed weekly as customers stay on there until they have complied or timed out per the timely notice Analysis This report shows a list of cases with IV D sanctions that have not been sanctioned in EIS This includes anyone who has to comply with Child Support including payee cases Having a clear understanding of who is and is not complying with Child Support can help Work First better manage the caseload and intake Example DHREJ NON COOP WITHOUT IVD SANC 18 Oct 2012 10 18 2012 EL NON COOPERATI FOR SE INDIVIDUAL NON COOP DT DATE KEYED Similar Data Sources This data is not available in other data sources Measure 5 Average Length of Time on Work First Definition This measure shows the length of time families receive Work First benefits before leaving the program Format The format for this report is a table and a longitudinal line graph Location This data point is located at the UNC SSW Management Assistance website http ssw unc edu ma No username or login is required to access this site Running the Report This report requires no inputs just click on the link called Work First Benefits Cases Longitudinal Data the select rate of exit Analysis This data is presented in the form of a cohort analysis which is a longitudinal analysis that tracks clients that initially entered the Work First during the same quarter For example all clients who initial
5. who should be using it what they need to have before they start and who to contact if they have specific questions Following the FAQs is an overview of each data source that describes the process systems and login information for accessing each The measures themselves take up the bulk of the toolkit They were selected by a group of county and state staff selected as part of the Work Support Strategies project This group was tasked with identifying the questions that directors administrators managers and supervisors should want answered and should be using in daily and strategic decision making The information that is included in this toolkit is broken down by specific measure and contains the following information for each measure e Measures Title e Definition e Format e Location e Running the Report e Analysis e Example e Similar Data Sources To locate an electronic copy of this toolkit as well as stay abreast of future versions please visit the Work Support Strategies website at www ncwss com FAQS BEFORE YOU START Q Who should work through this toolkit This toolkit is designed for all levels of staff at local county departments of social services from line supervisors to Program Managers Administrators all the way to Directors and Boards We have designed this toolkit to hit at several of the key measures that staff should be using in daily decision making as well as yearly strategic planning This toolkit i
6. a report called Fiscal Expenditures by County and Report Month End Running the Report There are two inputs that are required to run this report 1 Report month end This is the month for which you are looking for the expenditures The format for this value is YYYYMM Scrolling to the bottom of the list will give you the latest month Double click that month to set it as your value 2 County name This is the name of your county or the county for which you would like to pull data Analysis This is a great report to either validate against existing internal systems or to keep track of program expenditures throughout the year Example In the example below Alamance has spent a total of 527 361 43 on Adoptions and Foster Care through this last month As you can see that expenditure is broken down into 526 885 00 for the federal and 476 43 for the state expenditures ADOPTION FOSTER 00 008 01 1 527 361 43 526 885 00 0 00 Alamance CARE Similar Data Sources This report contains data contained in many other sources including on 1571 reports as well as individual county ledgers Additional Measures for County Consideration Note on the following measures there is not a way to track these at the state level but they are worth considering for counties to track manually or with internal systems 1 2 3 wONan Method of application Average client contacts per task application recertification change etc Call da
7. down to click on the requested month to access reports in the above section The available reports are called e State Food and Nutrition Services Payment Accuracy Reports on Active Cases e State Food and Nutrition Services Payment Accuracy Reports on Negative Cases It is also worth noting that federal accuracy rate reports and error rates are available here as well Analysis Although error rates are typically calculated in a small number of cases pulled from each county it can be an indication of trouble spots for eligibility determination processes Error rates and the specific types of errors can help counties diagnose issues within the eligibility determination process and develop new methods to address those problems Without this type of strategic analysis these issues may go unknown to the agency and become more widespread resulting in inaccurate payments and potential fiscal repercussions If a county finds errors during its QC review process relating to calculation of a particular income type or verification accepted the county can develop trainings or a revised process to address that issue Example pns NEGATIVE CASE PAYMENT ACCURACY RATES October August 2012 60 00 1 66 67 leDGecoMBE 3 J 3 J 1000 Similar Data Sources There is no other source for this data Measure 10 Penetration Rate FNS Definition The SNAP participation rate is a federal performance measure showing a Stat
8. the desired report month s who it was received from for what program and in what form it was received This data can be saved to Excel so that you can sort filter and create graphics to show different information such as what percentage of total collections come in as cash or what percentage of total collections are from Medicaid vs Food and Nutrition Services and Work First programs A total amount collected can be found at the bottom of the last page Use the arrows at the top of the report for scrolling to the end Payer Claim Payment iReceived Create Collection Date Timestamp po 09 21 2 2012 09 pee 012 21 11 22 3 I J I 0000 a 111111 SMITH 1 J cas 10 00 Similar Data Sources This data is not available via alternative sources JL Measure 7 Amount of Program Integrity Claims Established Definition This report gives the user the customers in the agency who have overpayments and the exact dollar amount of that overpayment including agency totals It also gives the type of claim as well as the program Format This report is available as a table and can be downloaded into Excel Location This report can be found in CSDW It is called Claims Established during Specified Report Month Running the Report There are four inputs that are required to run this report 1 Report month This is the month for which you a
9. Measure 8 Program Integrity Referrals 0 c ccessessesssesssesseesessessseseesseesesseesseentesseeseeeseenteeneesseeseeeaeentesneeseeatenseens 20 Measure 9 FNS Error Rate Sisanuiniiiinisnenianiiiiaia aa ii 21 Measure 10 Penetration Rate FNS sssssssesssessessssssssstecsesseessssseeatesseeseeseesseeatesseeseseseeneeneesseeaeeeaeentesneeseeatenseens 23 Measure 11 Expenditures by Program Monthly Annually and By Recipient 24 Additional Measures for County Consideration scsesssesssesssesesssseseesseeneesseesseseestesneeseesteseenteaseesteeateateentennees 25 INTRODUCTION TO THE TOOLKIT Overview The data collection analysis and reporting process can be daunting for county staff of any level As part of the Work Support Strategies WSS initiative DHHS has partnered with county staff to develop the Toolkit for Effective Data Use whose goal is to provide staff with the tools identify outcomes and measures as well as make sure that data is easily accessible One of the original steps that was part of the WSS Action Plan is 5 Increase capacity for data collection and analysis Specific indicators that are aligned with WSS goals will be incorporated into state and county decision making shifting the focus from compliance to outcomes and family centered indicators The WSS Leadership Team will provide counties with technical assistance to incorporate this data into day to day operations This toolkit is designed to meet t
10. NORTH CAROLINA S EFFECTIVE DATA USE TOOLKIT VERSION 1 1 FEBRUARY 2013 ne department Ahk or health and uman Services TABLE OF CONTENTS INTRODUCTION TO THE TOOLKIT ciccscssccssstscgetlssssubesvtesuesssvetssctsacessedsussisverdcedseenestersuntuapetiunssiaavdenucesvnehscebandesactencetiets 3 FAQS BEFORE YOU START sissseccessctsissctieeasdecssescetisssastcsstesssntcantnsuecasdeadsvascpsscceaiessunesaydeduesauat aa adis 5 USING THE DATA SOURCES ccccticccscccscessccasauceeievecteceacttinescecsccestctvarsteteessveesertcvtevaeteacrsasvbeteustcesdbraceentedtianeaeiteareisteniarustes 7 Measure 1 Re Entry Rate of Clients into Work First eeescesssesssesesssesstsseecstesseeseesstestesneeseeseeeseentesseesneeatenseens 11 Measure 2 Work First Participation Rates ceesssssssssessessessessssessesseesseesesseeseesneeseesseeateeneeseesteeaeentesneesneeatenseens 12 Measure 3 Work First Participants Entering Employment csceseesssesteseeseesseesteeseeseeseeseentesseeseesatenseens 13 Measure 4 Work First Customer Non Compliance with Child Support Enforcement 14 Measure 5 Average Length of Time on Work First eeecesseessesssesstesseeseessteseeseesseeseeeseesseeneesseestesaeentesneesneeatenseens 15 Measure 6 Program Integrity Collections in Dollars 0 ceesceseessesessseseestecstesseeseesseesteeneesseesteeseentesneesteeseenseens 17 Measure 7 Amount of Program Integrity Claims Established cseesessessessseeseesseeseeesteeeentesseesteesteneens 19
11. Referral Counts by Status Code Running the Report There are two inputs that are required to run this report 1 Report month This is the month for which you are looking for the referrals The format for this value is YYYYMM Scrolling to the bottom of the list will give you the latest month Double click that month to set it as your value 2 County name This is the name of your county or the county for which you would like to pull data Analysis This value in this report is knowing how many referrals are made to Program Integrity staff each month and the outcome of those referrals Counties should closely examine the relative percentages of referrals that are in each of the available status categories Example 0000 CLOSED cor h Similar Data Sources There are no similar data sources for this report Measure 9 FNS Error Rates Definition FNS error rates are an estimate of the proportion of cases with an error in the determination of eligibility ineligibility or basis of issuance This estimate is expressed as a percentage of the completed active quality control reviews Format This data is available in table format Location The North Carolina DSS Statistics webpage http www ncdhhs gov dss stats fsp htm There are several error rate reports that may be useful for counties under the Quality Control section Running the Report Nothing is required to run this report counties will just want to use the drop
12. ccess the system as the basic structure and look is the same Step 1 To use XTND you must first have access to XPTR For details about how to access and configure XPTR refer to the EIS User s Manual Section EIS 1061 at http info dhhs state nc us olm manuals dma eis man index htm Step 2 If you have XTND installed on your machine open up XTND To start your session click the new icon in the upper left corner XTND will prompt you for your security logon ID or your desired Connection depending on your configuration If prompted for a Connection select the desired connection and click Connect If you do not have XTND you can access XPTR by keying NCXPTR at the Banner Screen of your mainframe session Step 2 Enter your security logon ID your Password and Account as prompted Your security logon ID is your RACF HRSS number If you do not yet have access to XPTR XTND contact your county security officer to request access Xtnd Securty logon ID Step 3 After responding to all prompts XPTR XTND the report directory will open After viewing a report the directory may close You can bring it back up by clicking the new icon in the upper left corner To access the reports listed in the measures below the specific directory information is listed in each measure All the reports detailed below are in the DHR directory Itis worth noting that you may want to access a report that has been archived B
13. e s effectiveness at reaching the program goal of reducing hunger and improving nutrition among low income households It is calculated using the state s total caseload as the numerator and the state s total eligible population calculated using U S Census data as the denominator Format This report is available in table format Location The North Carolina DSS Statistics webpage http www ncdhhs gov dss stats fsp htm The report is located under Food and Nutrition Participation Reports Running the Report This report requires no inputs just click on the link Data is available by calendar year quarter and shows information for each individual county as well as the state as a whole Analysis This information shows how much of the eligible population is receiving services Bear in mind that since Census data is only updated every 10 years this data can quickly become outdated Example Counties can gauge how effective their community presence and outreach efforts are by analyzing this data A penetration rate of 50 indicates very different levels of efficacy than a penetration rate of 100 Similar Data Sources There is no other data source for this information Measure 11 Expenditures by Program Monthly Annually and By Recipient Definition The total dollars expended by each individual program in any given month Format This data is available in a table format Location This data is available in CSDW in
14. e entered the program by the 14 month after they exited Work First Benefits Cases Rate of Reentry in North Carolina Month Y200904 Y2010Q1 Y2010Q2 Y2010Q3 201004 201101 201102 Y2011Q3 Y201104 201201 0 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 1 5 43 5 34 5 66 4 62 5 43 4 56 3 75 294 3 43 3 08 2 14 72 14 36 16 02 13 94 14 46 15 09 14 48 1261 13 31 10 76 3 18 23 17 60 19 85 17 78 17 59 18 62 19 02 15 52 16 62 14 25 4 19 97 20 20 2140 19 85 19 33 20 87 21 23 1744 18 79 15 99 5 21 17 21 81 23 12 21 46 21 12 23 24 2286 18 85 19 58 16 78 6 22 53 2343 2441 2292 2279 24 66 23 98 20 38 20 75 17 39 T 23 61 24 51 25 34 24 00 24 03 25 89 24 91 21 36 21 91 17 39 8 24 73 25 75 26 37 25 15 24 88 27 09 25 64 2249 2251 17 39 9 25 64 26 24 27 45 26 09 26 14 28 05 26 59 23 34 2272 17 39 10 26 88 26 78 28 21 26 88 27 28 28 82 27 07 23 98 23 23 11 27 72 27 72 28 75 27 75 28 02 29 63 27 58 24 29 23 23 12 28 17 28 42 29 24 28 56 28 54 29 93 28 21 24 49 23 23 13 28 59 28 87 29 97 29 15 29 17 30 24 28 83 24 65 14 29 13 29 12 30 29 29 68 29 67 30 64 29 16 24 65 ac anosa anana an eco annoa 90 940 24 nao an cm na ccor Similar Data Sources As a UNC CH SSW measure this data is inherently available in DW as well There are currently no pre developed reports however that will give this spec
15. e website can be access with a simple internet connection and requires no special user permissions or log in The primary address for this website is http ssw unc edu ma Data can be accessed off of this main page for two Work Support programs FNS and Work First and is available by individual county for the entire state or by size grouping of county large medium and small You can choose individual counties by clicking on them from the map or the other options by clicking on the named box Child Welfare Once you have selected a county or a region you will see gray bars on the left Work First side of the screen that will direct you to a specific program In the measures Food amp Nutrition listed in the following sections you will be directed to specific reports from this Services screen It is important to note that at any time users may compare themselves See to another county region etc by making a selection from the Select region drop down box located at the top right hand corner of the Additional aaa oa navigation command menu on each page If at any time you would like further assistance this video might provide some help http www unc edu kum ma videos overview overview htm Client Services Data Warehouse CSDW The Client Services Data Warehouse CSDW houses much of the data that is keyed into state systems such as EIS FSIS NCFAST and EPICS CSDW utilizes a Business Objects user interface and
16. een placed in a subfolder of DSS called Work Support Strategies Each report begins with the prefix WSS_ The name that follows is listed in each measure ex WSS_FNS_Cases_Denied If you do not have access to the Work Support Strategies folder please contact your security officer for permission CSDW Metadata Whether you are using one of the pre developed reports detailed here to striking out on your own to develop a new report one of the most powerful and helpful components of the CSDW is the metadata site Metadata is information about all of the data elements and can tella user exactly what values are acceptable for a particular field Metadata is available for each data element in the CSDW includes the following descriptions table names program name data type length format and valid values with descriptions if the descriptions are available The link to the metadata tables can be found here http www csdw metadata dhhs state nc us metadata asp XPTR XTND XPTR XTND is a report distribution system which contains many reports that are useful for case management Both systems are available for use and the same reports can be accessed from either application XPTR is mainframe based software that is still available to counties and XTND is a Windows based full client version of the software A web based interface X NET is also available to users of XPTR or XTND Regardless of which version you have the following steps will help you a
17. from multiple months to show the number of adults entering employment by month over a year or for multiple years Looking closely at the number of adults entering employment in your Work First program can help you tailor your community partnerships and work activities accordingly Example It will look like the following lO Entering Employment of Adults AUG2012 16 JUL2012 16 JUN2012 22 3 MAY2012 26 5 H APR2012 29 E MAR2012 18 FEB2012 30 JAN2012 28 DEC2011 33 JUL2008 JAN2009 JUL2009 JANZ2010 JUL20I0 JAN2011 JUL2011 Jango JUL2012 JAN2013 NOV2011 36 Monit 0CT2011 50 This graph created MOCTI2 Data last updated 1000 TI2 SEP2011 48 Similar Data Sources This data is also available in Data Warehouse Measure 4 Work First Customer Non Compliance with Child Support Enforcement Definition This report gives t the number of Work First recipients that are non compliant with Child Support Enforcement requirements Format This report is available to be viewed as PDF Location The report for this measure can be found XPTR XTND The report is located in the following directory DHR EJA It is titled DHREJ NON COOP WITHOUT IVD SANC Running the Report There is nothing that is required to run this report except accessing it from the above directory You may which to view previous days by accessing the archive section This report is refreshed daily and each county has its own page so you will want to scroll through until you
18. hose goals and support rigorous data analysis to inform decision making Through the information contained here county leadership can produce salient analyses that will push your organization to think about how the data that already exists within your system can be used differently The information contained below is designed to assist North Carolina s County Departments of Social Services 1 easily find data that is pertinent to decision making 2 understand how to interpret those data reports in a way that can be more meaningful 3 build county capacity for managing with a data driven practice Based on your familiarity with reporting structures such as Client Services Data Warehouse XPTR the UNC School of Social Work SSW Management Assistance Website and the statistics pages of DSS and DMA as well as data utilization running reports and analysis you may choose to use a portion of this toolkit that is most relevant to you or work through it from beginning to end This toolkit has been developed for all levels of county leadership from DSS Boards to Directors to managers and supervisors as well as staff with varying levels of data experience to provide support from data collection to analyses and decision making Sections The toolkit that follows is laid out in easy to navigate sections It begins with a set of frequently asked questions so that staff have access to the answers to common questions about how to use the toolkit
19. ific measure Measure 2 Work First Participation Rates Definition There are two federal participation rates that states must meet The requirements are different for two parent and all parent participation rates and both rates are calculated monthly States are required to achieve a 90 percent two parent participation rate and a 50 percent all family participation rate As implied the all family participation rate includes both two parent and single parent families Format Data is available from this report as either a table or a longitudinal line graph Location This data point is located at the UNC SSW Management Assistance website http ssw unc edu ma No username or login is required to access this site Running the Report This report requires no inputs just click on the link http ssw unc edu ma Then you will need to select your county region or the entire state Both the two parent and all parent rates are located separately in graphic form but are in the table together called Work First Experiences Report On this website the numerator and denominator are provided as well as both participation rates as calculated by the NC Division of Social Services The charts and graphs here show the all family participation rates Analysis Federal work participation rates have a significant impact on the state and individual counties which may include fiscal sanctions for noncompliance The number of individuals that engage in
20. in XPTR but not as flexible or good as those in XTND Instructions for accessing and configuring XPTR for use can be found in the EIS User s Manual Section EIS 1061 found here http Ainfo dhhs state nc us olm manuals dma eis man Eis 1061 htm P32_913 Q What if I don t know how to use Data Warehouse or XPTR XTND We have intentionally designed this toolkit for the novice user understanding the inherent confusion and complication created by CSDW and XPTR for those who do not use it on a regular basis We have created new easy to use state reports as well as simplified existing ones If you are altogether unfamiliar with any of the data sources listed in this toolkit a brief description of how to get started follows in the next chapter Q Where should I start Users are encouraged to start anywhere they feel comfortable This toolkit was designed for both the first time user as well as to provide source locations for those with more advanced data and analysis skills Each measure is set forth in its own section so that users can utilize the table of contents to easily find what is needed Counties are encouraged however to advance to looking at all of these reports if even just once to get aclear picture of where areas of concern exist in their process Q What if I need help If at any time you need assistance with any of the reports listed here please contact the help desk as specified by each report 1 For CSDW Questio
21. it allows the user to access hundreds of different data points This data is accessed via state sanctioned reports as well as user generated reports The reports that are referenced in the following sections are reports that have already been created for you To begin using CSDW follow the below steps Step 1 Open Internet Explorer and type in the following address https www csdw dhhs state nc us For comparable browsers see the CSDW Project Repository webpage http www csdw status dhhs state nc us Step 2 Click the Log In button The Log On to InfoView page displays Step 3 Enter your User Name and Password and click the Log On button The Business Objects Home page is displayed If you do not have a CSDW username and login please contact your local security officer this is often the same person who provided your NCFAST EIS login In general navigation and the user interface in CSDW also known as Business Objects XI InfoView are similar to that in Microsoft Windows Explorer and Microsoft Word folders can be expanded and collapsed through a click of a mouse documents and options selected with a click and documents built through dragging and dropping of desired criteria into the appropriate area Other features include shortcut menus that display upon left clicks of the mouse and the use of the Shift and Control keys while using the mouse to select multiple items For ease of access the reports listed in this toolkit have b
22. ly entered the program during Quarter 1 of 2011 are tracked as a group over time The group of clients being tracked is large enough to be statistically significant which means that the results can be reliably generalized to the entire population Length of time receiving Work First is indicative of whether clients are in a temporary crisis or are in need of long term assistance This raw data can help counties better understand which category their caseload falls in and identify alternative options to support Work First recipients and hopefully shorten their length of time receiving benefits Example 100 0 90 00 80 00 70 00 60 0 50 0 Percent of Cases 40 00 30 0 20 00 10 00 0 00 200804 201001 201002 Y20101 Y20102 201201 Y20202 Y20003 Y20103 Y20203 201004 Y20104 0 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 1 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 100 00 2 66 67 88 89 61 90 55 56 76 67 76 67 73 33 81 82 85 71 75 00 70 59 77 27 3 41 67 74 07 42 86 22 22 46 67 70 00 70 00 66 67 65 71 50 00 6471 63 64 4 41 67 70 37 38 10 22 22 46 67 53 33 66 67 54 55 57 14 46 43 55 88 45 45 5 33 33 66 67 28 57 18 52 36 67 46 67 43 33 45 45 45 71 39 29 41 18 2273 6 25 00 59 26 28 57 11 11 36 67 43 33 36 67 39 39 31 43
23. ns please email data warehouse support at csdwsupport dhhs nc gov They can also be reached by phone at 919 855 3200 option 2 2 For UNC CH SSW comments please contact dfduncan email unc edu or the NC DSS Performance Management Reporting and Evaluation Management Section PM REM at 919 527 6260 3 For questions about your RACF ID for XPTR please contact your local security officer For questions please reference the EIS User s manual or PM REM Section 4 For all other data questions please contact your local program representative and or PM REM USING THE DATA SOURCES The measures described in this report are derived from four main data sources The University of North Carolina Chapel Hill School of Social Work s Management Assistance page the DHHS Client Services Data Warehouse XPTR XTND and statistics that are published on DHHS Division websites The information that is detailed below should provide for even the most novice user step by step instructions for getting into each system so that the individual reports can be accessed with ease University of North Carolina Chapel Hill School of Social Work The UNC SSW website contains data extracted from State legacy systems and the DHHS Client Services Data Warehouse and is provided by the Jordan Institute for Families as part of UNC CH School of Social Work For optimal viewing of their website please use Internet Explorer 7 or higher or Mozilla Firefox Th
24. re looking for the establishments The format for this value is YYYYMM Scrolling to the bottom of the list will give you the latest month Double click that month to set it as your value 2 First day of report month This is the first day of the report month you have entered in the report month section The format for this value is DD MM YYYY 3 Last day of report month This is the last day of the report month you have entered in the report month section The format for this value is DD MM YYYY 4 County name This is the name of your county or the county for which you would like to pull data Analysis Running this report can give a county many valuable items of information including e Total dollar amount of claims outstanding e The ability to sort by claim establishment date to identify both older and newer outstanding claims e Data on program types of claims for reporting Totals have also been made available by program type Example _ 000000 07 20 06 05 2 11111 Similar Data Sources This data is not available via an alternative source Measure 8 Program Integrity Referrals Definition This report gives you the count of how many referrals were made to Program Integrity staff during the specified report month as well as the status of those referrals Format This report is available as a table and can be downloaded into Excel Location This report can be found in the CSDW in the WSS folder It is called EPICS
25. s also helpful to give to new supervisors so that they may become familiar with some of the data points they need to manage Q Do I need any special access or equipment Yes there are special requirements for Client Services Data Warehouse CSDW many of which are the same as are required for running NCFAST Operating Systems 1 Windows 2000 SP4 2 Windows XP SP1 or SP2 Internet Browsers 1 Internet Explorer 6 0 SP1 or SP2 2 Internet Explorer 7 0 3 FireFox 2 0 0 6 Sun Java JRE 1 Java Runtime Environment JRE 1 6 0_41 does not support 1 7 0_xx to check to see if you have the correct version of Java click here Getting Started There is also special access that is needed if you are running XTND and or XPTR You must have access to XPTR the mainframe application via a RACF ID which is obtained from your local security officer before you can use XTND the Windows based full client version Once you have access to XPTR you put can download and install XTND from the System ware website You must have a RACF ID to get to the website Once you download install and configure XTND you can access reports in XPTR via the Windows interface XTND provides the ability to create formats and queries so you can download reports or customized reports in Excel format You can also access X NET from the Systemware website which is a browser based interface to XPTR Again you must have a RACF ID X NET provides download options not available
26. s either a table or a graphic Location This data point is located at the UNC SSW Management Assistance website http ssw unc edu ma No username or login is required to access this site Running the Report This report requires no inputs just click on the link Analysis This data is presented in the form of a cohort analysis which is a longitudinal analysis that tracks clients that initially entered the Work First during the same quarter For example all clients who initially entered the program during Quarter 1 of 2011 are tracked as a group over time The group of clients being tracked is large enough to be statistically significant which means that the results can be reliably generalized to the entire population Clients reenter Work First for a variety of reasons many of which counties can work to address by strengthening local operations This rate is an indicator of strengths or opportunities related to the effectiveness of work requirements and activities or overall case management For example if a county s reentry rate is significantly above or below the state average which is what this data includes the county can draw conclusions about the strength of its efforts to move clients off of Work First and into self sufficiency Example The table below is one way that the data can be viewed In that example the county can see that of the cohort that came onto Work First during the fourth quarter of 2009 that 29 13 have r
27. ta a Wait times to get resolution b Average call length c Number of calls per task d Number of hand offs per task e Reasons for calling Lobby data a Lobby wait times b Reasons for visit c Average interaction length Percentage of mail returned Percentage of applications taken by partner organizations Direct client feedback Child care subsidy participants who are deemed through FNS participation Certification periods aligned
28. work activities is a direct result of the county s case management and preparation This measure can help a county better understand the effectiveness of its work readiness activities Example The below example details the rates as they are available in the Work First Experiences Report As you can see it includes far more than just the participation rates WF Experiences Report for North Carolina Monthly Data Cases ie Leaving ne m Clients Clients WF 12 Previ Providi with Completing Clients All Families All Families All Families Two Parent Two Parent Two Parent Adults months EA ide i Hours 75 of c HA Month Participation Participation Participation Participation Participation Participation Entering ago Pee Assit on Scheduled Scheduled pe ate saa Rate Rate Rate Goal Rate Rate Rate Goal Employment because n a ape in EPIS At Hours in pide a Numerator Denominator 50 Numerator Denominator 90 anaa learns S nana e least 1 at Least e Off WF for Cases Activities income Completed One Work for z is too Hour Activity high 12 mos of Cases AUG2012 2452 4604 53 26 118 178 66 29 357 258 202 442 5736 5196 4390 JUL2012 2374 4456 53 28 112 164 68 29 413 262 202 612 5584 4972 4179 JUN2012 2344 4453 52 64 120 186 64 52 360 234 179 531 5632 4989 4199 MAY2012 2493 4554 54 74 111 178 62 36 491 197 141 526 5675 5112 4291 APR2012 2508 4570 54 88 139 191 72 77 542 211 173 463 5622 5008 4241 MAR2012 2566 4580 56 03
29. y clicking on that report you will be notified that it has been archived in which case it will be restored for you This restoration process takes 2 5 minutes on average DHHS Statistics Pages NCDHHS offers a significant amount of useful data on the individual webpages of two of its primary divisions Department of Social Services DSS and Division of Medical Assistance DMA Both of these sites provide a significant amount of information that is not easily found elsewhere For optimal viewing of their website please use Internet Explorer 7 or higher or Mozilla Firefox The website can be access with a simple internet connection and requires no special user permissions or log in The primary address for the DSS statistics page is http www ncdhhs gov dss stats index htm This page includes information for two Work Support programs Food and Nutrition Services and Work First Selecting either of those two links at the top of the main page will take you to separate pages that list all of the available data The primary address for the DMA statistics page is http www ncdhhs gov dma pub This page gives detailed reports on Medicaid data Measure 1 Re Entry Rate of Clients into Work First Definition This measure describes the rate at which clients who have left the Work First program re enter the program by cohort This data is available for all Work First cases and child only cases Format Data is available from this report a
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