State of Rhode Island Department of Children, Youth and Families

1. State of Rhode IslandDepartment of Children, Youth and Families FSU and CPI Workers Random Moment Time Study Training Module 1 – Purpose of the RMTS www.pcghumanservices.com

2. Welcome to Module 1 of the random moment time study (RMTS) online training and quiz. This training module is designed to allow you to advance slides based on your readiness to move forward. Please click your right and left arrow keys to advance or repeat a slide. To assist you in this learning process, a pdf of this training module is available for you to save to the hard drive of your computer or to print out. We hope you enjoy the ease of this learning experience and that the information is helpful to you as you complete the RMTS.

3. Module 1 Objectives Through a combination of informational slides and brief quiz questions, participants will gain knowledge related to: • the primary functions of DCYF’s random moment time study (RMTS); • how DCYF benefits from the random moment time study (RMTS); • the role of DCYF supervisor in supporting the RMTS process; and • helpful hints for successfully completing the RMTS process.

4. RMTS Overview • What is a random moment time study ? • A statistical sampling approach to create a snapshot of how Child Protective Service staff and Family Service Unit staff spend their time on specific activities. • Staff should aim to obtain at least an 85% response rate. • Staff are asked a series of questions that make up a single response. • Based on “moments” that are equal to one minute. • Moments are randomly assigned. • Participants are asked to document the activity they were performing through the RMTS website. • Required to support federal reimbursement efforts in the Department’s quarterly cost allocation plan.

5. RMTS Overview (Continued) • An RMTS is not: • A management tool that is in any way used to evaluate employee activities or performance. • Employees should not intentionally alter their activity at any particular time because of their participation in the RMTS. • Unique aspects of the RMTS • An accurate and candid response from the participant is critical to a ensuring a successful and valid time study. • All participants have their own unique login credentials and cannot allow others to respond to moments on their behalf; only the participant may respond to THEIR random moments!

6. Why Do We Complete a Time Study? • The time study is required to determine the amount of time (and cost) spent on various activities. • Based on these results we determine the amount that can be charged to various funding sources. • This is one of the most crucial reimbursement determinants used by DCYF.

7. Subsample Process • Federal Regulations require that 10% of organizations total time study moments be validated by a third party. • If you are selected for the 10% subsample, which is also determined randomly, you will be asked to describe again in your own words what you were doing at the time of your moment. • Twice each month, PCG reviews these responses against the activity you selected. • PCG follows up with CPS and FSU workers as necessary to ensure participants understand the activities in the time study, copying supervisors on those follow up e-mails; improper responses are invalidated. • Please respond to these e-mails as quickly as possible as this information is used for the DCYF CAP each quarter.

8. Some Things To Remember • Staff have 72 hours to respond to their random moments. • Make sure you enter the appropriate Case ID/Child Initials or description next to the activity you select. This is a federally required piece of information for all child welfare time studies, and it must be included in order to receive federal funding. It is not a HIPAA violation. • If you are working on a case with multiple children, please select one set of initials or one case ID to enter. • Take a minute to analyze your activity. Pick the answer that best reflects what you are doing at that moment. • Supervisors will be informed if participants are not responding to moments on a timely basis and are asked to follow up with non-responsive participants from time to time.

9. Module 1 Mini-Quiz To receive credit for Module I, you will need to complete an online quiz. To take the quiz, you will need to provide the following indentifying information: • Last name • First name • DCYF division The Child Welfare Institute will document your completion of the online quiz. • Click on the link below to take the Module 1 Quiz: https://docs.google.com/forms/d/1Ec0ozgJGlodF7TXEM5pQ885efN1BfHeEsEz0XJEbI2I/viewform Once you complete the quiz, proceed to slides 10 and 11 to check your answers

10. How did you do? • The RMTS is used to: • Support federal reimbursement efforts • Evaluate an employee’s performance • Determine the amount of cost associated with various activities • a and b • a and c • Participants must pick the activity which most accurately reflects the function they are performing when assigned a moment. • True • False • Participants are allotted _________ to respond to their random moment. • 1 Day • 72 Hours • 3 Hours

11. How did you do (continued)? • Supervisors or other co-workers are able to respond to your random moment if you share your username and password with them. • True • False • The subsample reviews ____ of moments and is conducted by _________. • 85%; your supervisor • 15%; PCG • 15%; your supervisor • 10%; PCG If you are not satisfied with your performance on your first quiz, you can retake the Module 1 Quiz by clicking on the link below: https://docs.google.com/forms/d/1Ec0ozgJGlodF7TXEM5pQ885efN1BfHeEsEz0XJEbI2I/viewform

12. What Should I Do if I Have Questions? If you are unsure about the activity categories or have any other time study questions, please contact: Public Consulting Group 148 State Street, Tenth Floor Boston, Massachusetts (866) 315-3736 toll free rirmts@pcgus.com