Customizing Record Review Worksheet for State Webinar on Data Collection Instructions

1. State Webinar #2:Customizing the Record Review Worksheet

2. Roll call of States, Regional Office and Central Office staff WRMA Staff Carol Pearson, Project Director Art Marcotte, Site Liaison INTRODUCTIONS

3. Type in questions during, or before exiting, using the “Question and Answer” window WRMA can respond during the Webinar WRMA will respond following the Webinar WEBINAR LOGISTICS

4. AGENDA Data Collection Instructions Record Review Worksheet: Submission and approval Purpose Changes in Format Customizing Automating Next Steps

5. DATA COLLECTION INSTRUCTIONS The official document to instruct States in completing the error rate methodology: Sections Introduction, Overview & State Reporting Cycle Generating a sample of cases for review Customizing the Record Review Worksheet (ACF-400) Conducting Case Record Reviews Completing the Data Entry Form (ACF-401) Completing and Submitting the State Improper Authorizations for Payment Report (ACF-402) Glossary Attachment 1: Record Review Worksheet and Instructions Attachment 2: Data Entry Form and Instructions Attachment 3: State Improper Authorizations for Payment Report and Instructions

6. TIMELINE FOR IMPLEMENTING ERROR RATE METHODOLOGY

7. 1st Year States submit RRW to ACF RO no later than the end of December 2010 ACF RO must approve State revisions to RRW prior to review process Approvals based on review of State plan, law, regulations and policies APPROVAL OF RECORD REVIEW WORKSHEET (Section V, Pg. 10 Data Collection Instructions)

8. RECORD REVIEW WORKSHEET The Record Review Worksheet template consists of: • Four sections • Section I: State Child Care Program Forms • Section II: Priority Group Placement • Section III: General Program Requirements • Section IV: Income and Payments • Each Section Contains Four Columns

9. COMPLETED RECORD REVIEW WORKSHEET Identifies the status of each element of eligibility Determines the subsidy amount authorized for the sample month Identifies any resulting errors

10. Current Worksheet Renewal Worksheet Record Review Worksheet Changes • Element 100 - Application/Re-determination Forms • Element 200 – Priority Group Placement • Element 300 – Qualifying Head of Household • Element 310 – Residency • Element 320 – Parental Work/Training Status • Element 330 – Qualifying Child • Element 340 – Qualifying Care • Element 350 – Qualifying Provider Arrangement • Element 360 – Provider Requirements • Element 400 – Income • Element 410 – Income Eligibility • Element 420 – Amount Authorized • Element 430 – Authorizations/Computations • Element 100 - Application/Re-determination Forms • Element 200 – Priority Group Placement • Element 300 – Qualifying Head of Household • Element 310 – Residency • Element 320 – Parental Work/Training Status • Element 330 – Qualifying Child • Element 340 – Qualifying Care • Element 350 – Qualifying Provider Arrangement • Element 400 – Income/Income Standards/Parental Fee Calculation • Element 410 - Authorizations/Computations

11. Current Element Format

12. Record Review Worksheet ELEMENTS 100 & 200

13. Record Review Worksheet ELEMENT 350

14. RECORD REVIEW WORKSHEET ELEMENT 400 0 or 1 Y, N or NA O, U or NA

15. REASONS FOR CUSTOMIZING RECORD REVIEW WORKSHEET Assure conformity to State policies and procedures Assist reviewers in applying policy & documentation Capture error information needed for ACF-402 (Section V, Pg.9 Data Collection Instructions)

16. ACF – 402PART II - ERROR MEASURES REPORTING (Section VIII, Pg. 39 or 59 Data Collection Instructions)

17. ACF- 402 Question 13B 13B. Of the cases with an improper authorization for payment provide: (1) The percentage of cases with improper authorization errors due to missing or insufficient documentation (#5 divided by #3 above) (2) The number of cases with improper authorization errors due to missing or insufficient documentation and examples of the two most commonoccurrences. (Section VIII, Pg. 37 Data Collection Instructions)

18. WHERE TO CUSTOMIZE RECORD REVIEW WORKSHEET Column 1: Add State requirements for each review element Column 2: Add features to assist review of requirements in Column 1 Columns 3 & 4: Make no changes Retain: Column 1 boilerplate language Section and Column headings Identifying information in the first page Paperwork Reduction Act statement (Section V, Pg. 10 Data Collection Instructions)

19. WHERE TO CUSTOMIZE RECORD REVIEW WORKSHEET (cont.)

20. WHERE TO CUSTOMIZE RECORD REVIEW WORKSHEET (cont.) Signed & dated App or Redet form Y  N  Child Care Certificate Y  N  Provider Agreement Form Y  N  Comments: Retain No Changes • Child Care Application (Pol. Man. Sect. I/A) • Child Care Assistance Certificate (Pol. Man. Sect. I/B) • Provider Agreement Form (Pol. Man. Sect. I/C)

21. SAMPLE FACE SHEET

22. AUTOMATED RECORD REVIEW WORKSHEETS States are encouraged to automate their RRW RRWs in Excel, ACCESS, Sequel Server Samples available to share with States State must submit the database tool for review and approval

23. NEXT STEPS WRMA will provide: Four Webinars on the Data Collection Instructions Conference Calls and individual GoToMeetings On-going telephone and email TA support questions. Site Visits as needed

24. Follow-up Email

25. CONTACT INFORMATION Carol Pearson (302)226-1542 cpearson@wrma.com Art Marcotte (410)409-2751 amarcotte@wrma.com

26. CLOSING REMARKS Please submit your evaluation following the Webinar.