5101:9-7-20 Income maintenance, workforce, social services, and child welfare random moment sample (RMS) time studies.

[This rule designated an internal management rule]

(A) The income maintenance random moment sample (IMRMS), workforce random moment sample (WFRMS), social services random moment sample (SSRMS), and child welfare random moment sample (CWRMS) time studies are designed to measure activity regarding various programs.

Data collected from these time studies are used to calculate allocation statistics used to distribute cost pool expenditures to the appropriate programs. The percentages are used by the Ohio department of job and family services (ODJFS) to distribute administrative funds reported on the monthly financial statements or certification sheets as detailed in rule 5101:9-7-29 of the Administrative Code.

The RMS reporting period offsets the calendar quarter by one month as follows:

(1) First period: December, January, February.

(2) Second period: March, April, May.

(3) Third period: June, July, August.

(4) Fourth period: September, October, November.

(B) For purposes of this rule, “county agency” shall be defined as any county social service agency organizational structure outlined in rule 5101:9-1-16 of the Administrative Code, excluding the child support enforcement agency. The child support RMS is filed as rule 5101:9-7-23 of the Administrative Code.

(C) Each time study identifies activities as follows:

(1) The income maintenance random moment sample (IMRMS) is designed to identify activities directly related to program functions benefiting one or more IM programs (e.g., medicaid, food stamps, disability assistance). Additionally, social service and workforce investment programs may be tracked on the IMRMS.

(2) The social services random moment sample (SSRMS) is designed to identify activities directly related to program functions benefiting one or more social services programs (e.g., Title IV-E administration and training, Title XIX related to children). Additionally, income maintenance and workforce investment programs may be tracked on the SSRMS.

(3) The workforce random moment sample (WFRMS) is designed to identify activities directly related to program functions benefiting one or more workforce investment programs (e.g., adult, youth, dislocated worker). Only stand alone workforce investment areas with positions engaged directly in related program functions are required to participate in the WFRMS time study.

(4) The child welfare random moment sample (CWRMS) is designed to identify activities directly related to program functions benefiting one or more children’s services programs (e.g., Title IV-E administration and training). Only stand alone public children services agencies are required to participate in the CWRMS time study.

(D) Employees engaged in directly related program functions shall participate in the RMS time studies but cannot participate in more than one type of time study (i.e., IMRMS, SSRMS, CWRMS, or WFRMS).

Categories of positions generally excluded from the time study are:

(1) Administrative.

(2) Supervisory.

If a worker assigned to a supervisory position also provides direct services over fifty per cent of the time, a county agency or stand alone workforce investment area may add that position to the roster. Documentation must be retained by the agency to support the inclusion of the position in the time study, must be signed by the current agency head, and must include a copy of the position description and attest to the following:

(a) The directly related program activities and description of caseload assigned to the position.

(b) The portion of time spent by the position on these program activities.

If the position description includes the information required in this paragraph and is signed by the agency head, the agency is not required to retain separate documentation.

(3) Administrative support.

If a worker assigned to an administrative support position also provides direct services, a county agency or stand alone workforce investment area may add that position to the roster. Documentation must be retained by the agency to support the inclusion of the position in the time study, must be signed by the agency head, and must include a copy of the position description and attest to the directly related program activities performed by the position.

If the position description includes the information required in this paragraph and is signed by the agency head, the agency is not required to retain separate documentation.

(E) The county agency or stand alone workforce investment area must assign a RMS coordinator and alternate coordinator(s) to administer each required time study. Each county agency or stand alone workforce investment area determines how many additional alternates are needed based on the location of the sample population, the sample size, available staff time, and/or other pertinent factors. At least one alternate must be selected to complete the RMS process in the coordinator’s absence.

The responsibilities of the coordinator and alternate(s) include reviewing, revising, and reporting the following information to ODJFS:

(1) Core work hours – the actual agency hours are used. If the county agency or stand alone workforce investment area is using flex time or multiple shifts, report as core work hours the six hour period in which the majority of the staff is scheduled to work.

(2) Core lunch hour – the hour when the majority of employees take lunch.

(3) Position/employee roster – updated to reflect the agency roster as it is expected to exist on the thirtieth day of the second month of the calendar quarter. Positions that are vacant and will not be filled during the reporting quarter are not included.

The position/employee roster includes the following information:

(a) Position number: A unique identifier that does not exceed ten alphanumeric characters for each position to be used in the IMRMS, WFRMS, SSRMS, or CWRMS.

(b) Employee name: The person filling the position.

(c) Position description: The county agency or stand alone workforce investment area has the option of including the classification title or position description.

(d) Location code: If the staff is located in more than one unit or location, the county agency or stand alone workforce investment area has the option of identifying up to twenty different location codes. This allows for easier distribution of the observation forms within the county agency or stand alone workforce investment area.

(F) ODJFS selects the sample for the period by using the sample size, roster and core hours submitted by the RMS coordinator. The selected information is then sent to the county agency or stand alone workforce investment area and includes the designated random moments and the current database listing of all participating positions in its IMRMS, WFRMS, SSRMS, or CWRMS groups. The county agency or workforce investment area uploads the sample into the local RMS software and prints the observation forms.

(G) To assure sampling accuracy and quality control, ODJFS selects four per cent of all IMRMS, WFRMS, SSRMS, and CWRMS samples as a control group. When this occurs, the words “control member” appear to the right of the time and date of the observation moment. The right side of the form contains a space for the observer to write his or her name; the RMS coordinator or alternate serves as the observer. For the control samples, the observer asks the individual assigned to the position which program or activity he or she is working on at the specified moment and for the case number or unique identifier associated with that work and completes the form. The observer and the individual initial the observation form. All documentation requirements in paragraph (L) of this rule are applicable to control samples.

(H) Sample size per period.

(1) IMRMS.

(a) For the ten counties with the largest amount of IM cost pool expenditures:

Two thousand three hundred total observations.

(b) For the seventy-eight other counties: Three hundred fifty-four total observations.

(2) WFRMS.

Three hundred fifty-four total observations.

(3) SSRMS and CWRMS.

(a) For county agencies with one to ten participating positions: Thirty-three observations per worker.

(b) For county agencies with eleven to seventy-four participating positions: Three hundred fifty-four total observations.

(c) For county agencies with seventy-five or more participating positions:

Two thousand four hundred total observations.

The county agency conducting the SSRMS or CWRMS may opt to produce more than the minimum observations per position, to a maximum of five thousand total observations. A county agency electing to sample more than the minimum number of observations per period must advise the ODJFS county finance section prior to the random moment sample selection for that period. Once the extra moments are assigned by ODJFS, they must be completed for that period.

(I) The observation form is distributed to selected workers as close to the observation moment as possible, preferably the same day, but no more than twenty-four hours in advance. If the worker assigned to the position cannot be located at a specified moment to complete the observation form, the form is left at his or her assigned work space. The completed form shall be retrieved as soon as possible following his or her return. This procedure is also used when the individual cannot be interrupted at the designated moment.

The comments section does not need to be completed where the selected activity indicates:

(1) Worker was involved in a non-reimbursable activity; non-reimbursable activities would include, but not limited to leave, break, lunch, personal business.

(2) Worker was not scheduled to work.

(3) There is an invalid response.

(J) Absences.

For the purposes of the RMS time study, a position is idle due to an absence when the worker assigned to that position is on paid or unpaid leave but intends to return to work in the future.

(1) If a position currently in a time study is idle due to a short-termed absence when the observation moment occurs, the RMS coordinator or the worker’s supervisor shall mark the observation form with the appropriate codes for “position idle or invalid response.”

(2) If the county agency or stand alone workforce investment area anticipates an absence to last through the majority of the next RMS reporting period, the RMS coordinator shall remove the position from the RMS roster at the earliest opportunity. Once the absent worker has returned to the position, the RMS coordinator shall add the position back on the RMS roster.

(3) If the county agency or stand alone workforce investment area assigns the position’s duties to another worker or supervisor not currently in the time study, that individual shall complete the observation forms generated for the idle position. The RMS coordinator shall make note of the reassignment on the form and initial the form and that worker shall complete the RMS observation generated for the vacant position. If the county agency or stand alone workforce investment area expects an absence to last through the majority of the next RMS observation period, the RMS coordinator shall revise the name associated with the position on the RMS roster at the earliest opportunity. Once the absent worker has returned to the position, the RMS coordinator shall update the name associated with the position on the RMS roster.

(4) If the county agency or stand alone workforce investment area assigns the position’s duties to a worker currently in the time study and the worker is also fulfilling his or her originally assigned duties, the RMS coordinator or the worker’s supervisor shall mark the observation forms for the absent worker’s position with the appropriate codes for “position idle or invalid response.” Under no circumstances may a worker complete observation forms for more than one position.

(5) If the county agency or stand alone workforce investment area assigns the position’s duties to a worker currently in the time study and the worker’s originally assigned duties have been reassigned to another worker, the RMS coordinator shall make note of the reassignments on the RMS observation forms for both positions and initial the forms, and each worker shall complete the RMS observation forms generated for his or her reassigned position. If the county agency or stand alone workforce investment area expects an absence and reassignments to last through the majority of the next RMS observation period, the RMS coordinator shall revise the names associated with the positions on the RMS roster at the earliest opportunity. Once the absent workers have returned to their original positions, the RMS coordinator shall update the names associated with the positions on the RMS roster. Under no circumstances may a worker complete observation forms for more than one position.

Unless the county agency assigns the position’s duties to another worker, observation form documentation or comments are not required by this rule when a position is idle due to an absence. However, county agencies and stand alone workforce investment areas may choose to implement more restrictive requirements for substantiation of observations.

(K) Vacancies.

For the purposes of the RMS time study, a position is idle due to a vacancy when the worker who was assigned to the position has left it and does not intend to return. This includes situations in which a worker is promoted, demoted, or transferred to another position or separates from the county agency or stand alone workforce investment area.

(1) If a position becomes vacant during the period and the position is not reassigned to a worker who is not currently in the time study, the RMS coordinator shall code forms generated for that position as an invalid response.

(2) If a worker not currently in a time study assumes the responsibilities of a vacant position that is on the RMS roster, then the RMS coordinator shall make note of the reassignment on the observation form and that worker shall complete the RMS observations generated for the vacant position.

(3) If a worker currently in a time study leaves one position to assume the responsibilities of a vacant position on the current RMS roster, then that worker shall discontinue completing the RMS observations generated for his or her former position and shall begin to complete the observations assigned to his or her new position. Under no circumstances may a worker complete observation forms for more than one position.

(4) If the county agency or stand alone workforce investment area expects a vacancy to remain unfilled through the majority of the next RMS observation period, the RMS coordinator shall remove the position from the RMS roster at the earliest opportunity. Once the vacancy has been filled, then the RMS coordinator shall add the position back on the RMS roster.

(L) Observation form completion and documentation.

Except as noted in paragraphs (G), (J), and (K) of this rule, the position’s observation form is to be completed by the worker whose name appears on the form. The worker completes the observation form by indicating whether he or she is working on a case and then selecting the program category and the type of activity being performed at the time designated. Only one program and one activity shall be selected.

(1) If the worker is working on a case, a case number or other unique identifier establishing case/client identity must be provided to form an audit trail.

(a) The documentation shall demonstrate that the selected program and activity codes match the work being performed by the assigned position at the time of the observation.

(b) Documentation may include, but is not limited to, a screen print of:

(i) Family and children services information system (FACSIS);

(ii) Statewide automated child welfare information system (SACWIS);

(iii) Client registry information system enhanced (CRIS-E);

(iv) Support enforcement tracking system (SETS); or

(v) CRIS-E/SETS automated interface.

(2) If the worker is not working on a case, then at a minimum, the worker shall write a description of the activity being performed in the comments section of the form. Alternately, the observation may be substantiated by documentation attached to the form.

(3) Neither comments nor documentation is required when the activity marked indicates the worker was on leave, on a break, at lunch, performing a non-reimbursable activity, or if the position is vacant. However, when this rule does not require documentation and comments for an RMS observation, the county agency or stand alone workforce investment area may choose to implement more restrictive requirements for substantiation of observations.

(M) Only the individual who originally completed the observation form shall revise and initial changes to the form. If the worker who originally completed the form has separated from the agency or is on an extended absence, the worker’s former supervisor or the RMS coordinator may complete and initial the change and shall document the reason for the substitution.

(N) The RMS for the reporting period must be submitted to ODJFS no later than the twentieth calendar day of the month following the end of the RMS reporting period (i.e., March, June, September, and December) or the next business day following the twentieth if the twentieth is not a business day.

(O) Financial, programmatic, statistical, recipient records and supporting documents must be retained for a minimum of three years after ODJFS acceptance of the final closeout expenditure report, or as otherwise provided by any minimum retention requirements specified by applicable state or federal law. If any litigation, claim, negotiation, audit or other action involving the records has started before the expiration of the three year period, the records must be retained until the completion of the action and resolution of all issues that arise from it, or until the end of the regular three year period, whichever is later.

(P) ODJFS will maintain a web site with current RMS coding information.

Effective: 02/01/2008

Promulgated Under: 111.15

Statutory Authority: 5101.02

Rule Amplifies: 329.04, 5101.02

Prior Effective Dates: 1/18/80, 4/1/80, 2/1/84, 12/11/84 (Emer), 3/6/85 (Emer), 4/1/85, 1/1/86 (Emer), 4/1/86, 8/22/86, 1/1/87 (Emer), 4/1/87, 8/6/87, 3/28/88, 6/13/88 (Emer), 7/11/88, 9/1/88, 12/24/88, 6/1/89, 12/30/89, 3/12/90, 5/11/90, 6/4/90, 1/1/91, 5/20/93, 9/30/93, 7/8/94, 10/30/94, 10/15/95, 6/23/96, 6/15/97, 10/4/02, 10/1/03, 12/1/06, 1/6/07, 10/1/07