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Linking Data Systems for Ad Hoc Reports in C-IV Counties

This agenda outlines the demonstration of ad hoc reports and processes followed by C-IV counties in California. The reports involve cross-matching SSNs of CalWORKs children, highlighting matching children for Linkages status review, and updating three reports weekly. The CalWORKs program's case management is crucial in identifying Linkages status, and workers are notified accordingly. The process involves monthly SSN cross-checks to create the Current Linkages Cases Report, which is cross-referenced with caseloads to review cases with open Project Codes or C-IV case flags. Contact information for further assistance is provided for those needing help in building reports. Email follow-ups will include a copy of the PowerPoint and information posted on the Linkages Toolkit website for reference. Upcoming webinars on various CalWORKs topics are also scheduled. Stay informed through the Linkages Toolkit website.

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Linking Data Systems for Ad Hoc Reports in C-IV Counties

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  1. Linking Data Systems: Ad Hoc Reports C-IV Counties Danna Fabella, Statewide Linkages Coordinator Peer Advisors John Palm, Staff Services Analyst, Merced County Rebecca Wissing, Administrative Analyst, Humboldt County August 7, 2012

  2. Agenda • Introductions: • Overview: What’s Been Happening To Date • Demonstration of Ad Hoc Reports: John Palm • Humboldt County’s Process: Rebecca Wissing • Q & A/Discussion • Next Steps:

  3. Linkages C-IV Counties • El Dorado • Imperial • Humboldt • Kern • Madera • Merced • Siskiyou • Stanislaus • Tehama • Trinity

  4. What’s Been Happening? • Scott Pettygrove: Former Merced Deputy Director, working with Merced I.T. Staff • Developed Ad Hoc Reports • Explored SMART for C-IV • Presentation at the July Convening • Powerpoint sent via email

  5. John Palm, Staff Services AnalystPeer Advisor • Demonstration of Ad Hoc Reports

  6. Other C-IV County Ad-Hoc Reports • Humboldt - Becky Wissing, Analyst

  7. Humboldt CountyApplications Used • Microsoft Access • Microsoft Excel • C-IV – Crystal Reports • CWS/CMS –Business Objects Report

  8. Monthly SSN Match Cross Check • Cross match of all CalWORKs children’s SSN • Crystal Report exported to Excel and Active CWS children’s SSNs • BO Report exported to Excel Both lists are reviewed for matching SSNs. Identified matches are highlighted These identified children are checked for Linkages status in CWS and CalWORKs cases

  9. Three Reports updated Weekly • Active Cases • Referrals Promoted to a Case (within last week) • Linkages Special Project Code (including end date) Saved to a shared drive for accessibility by the CalWORKs analyst for archiving

  10. SSN Case Name DOB Primary Staff Phone Primary Staff Name Case ID Number Case Start Date Service Component Case Mother First and Last Name Case Special Project Name Project Start Date Project End Date BO Reports (1 of 3)Active Cases

  11. Referral Client SSN Referral Client Name Referral Client DOB Referral Received Date Referral Closure Date Referral Worker Last Name BO Reports (2 of 3)Referrals Promoted to a Case (within last week)

  12. Case Name Case ID Number Service Component Last Worker Last Supervisor Project Start Date Project End Date Mother’s First and Last Name Father’s First and Last Name Closure Reason BO Reports (3 of 3)Linkages Special Project code (including end dated)

  13. The CalWORKs program case management is assigned to one eligibility worker. The previous mentioned reports are cross referenced with the caseload assigned to that eligibility worker. Cases that have an open Special Project Code or a C-IV case flag are reviewed for Linkages status. Workers are notified

  14. Child’s Name CWS Case Number SSN CIN DOB CalWorks Case Number WtW Case Name 2nd Parent Social Worker Social Worker Supervisor Employment and Training Worker Employment and Training Supervisor Linkages Start date Linkages End Date Linkages End Reason Comments (AB 429, 2-Parent Household, Cal-Learn, etc) WtW Case Status (Comments related to WtW Participation and WPR) Access DatabaseDatabase Fields

  15. The Process • Monthly SSN Match Cross Check to create the Current Linkages Cases Report- (CalWORKs Analyst cross references BO and Crystal Reports previously explained) • Current Linkages Cases report is cross referenced with the caseload assigned to the CalWORKs eligibility worker. • Any cases that are identified by an open Special Projects Code on an open C-IV Case Flag is reviewed for Linkages Status

  16. Next Steps? If more information needed or help in how to build reports: • Call or email • Danna.Fabella@cfpic.org • jpalm@hsa.co.merced.ca.us • Visit and meet one-on-one with John • Information will be provided to the C-IV consortium

  17. Follow Up: we’ll email with… • Copy of this PowerPoint • Screen shots and information to be posted on Linkages Toolkit

  18. Next Webinars • September 4th 3 -4:30 pm: FM/CalWORKs • October 2nd 9-10:30 am: ER/CalWORKs • November 6th 3 -4:30 pm: Data CalWORKs • December 4th 9 – 10:30 am: FR/CalWORKs Reminder: http://www.cfpic.org/toolkit/

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