/Internet Random Moment Sampling (RMS)

Transcription

1 /Internet Random Moment Sampling (RMS) State of Indiana First Steps RMS Training May 2009 SequoiaRMS 1

2 Objectives 1. Understand the purpose of RMS 2. Guidance on accurate and timely completion of RMS Intranet Sample Observation Form 3. Valid Combination Matrix 4. Provide tips to make it easier to accurately respond without required follow up 5. Explain the validation process SequoiaRMS 2

3 What is RMS? Random Moment Sampling (RMS) is a Federally approved time recording method which determines administrative costs by establishing the time and effort allocated to federal programs in which First Steps can claim reimbursement. The software selects staff randomly asking what they are working on and the compiled results from all sampled staff accurately represents effort to each program. SequoiaRMS 3

4 Why do we need to participate in RMS? Both the state and federal government share the cost burden for administering First Steps program. Based on the results from the sampling process, the federal government reimburses Indiana for their share of the administrative costs for certain program. The federal government requires the state to carefully and accurately determine the administrative costs associated with First Steps. RMS is a time study tool that First Steps uses to account for and allocate staff time and resources when submitting claims for funding from the federal government. It is imperative that each staff person carefully and accurately evaluate the activity on which he or she is working at the time of the sample moment. SequoiaRMS 4

5 Allocations and Reimbursements Cost of one valid hit-12,000 per year (3,000/qtr) $953 SequoiaRMS 5

6 Receiving the At the moment you are to be sampled, you will receive an from the RMS Administrator ). Included in the is: sample moment date and time sample sequence number (1-3000) and key code instructions on accessing and completing the observation form Sequoia contact information SequoiaRMS 6

7 Sample RMS Notification Sample moment date and time Instructions Sample Number Key Code Contact Information SAMPLE SequoiaRMS 7

8 Accessing the Internet Sample Observation Form Included in the will be a link to the internet form. Left mouse click on the highlighted link and you will be taken to the internet sample observation form. Once you have accessed the internet form, type or cut and paste in your Sample Key Code. SequoiaRMS 8

9 Sample Internet Sample Observation Form SAMPLE SequoiaRMS 9

10 Completing the Form: Program and Activity To select from the drop down list, left mouse click on the arrow to the right of the Program field. Once the drop down list appears, you may scroll through the list using the up and down arrows to the right. Highlight and left mouse click on the program you would like to select. The box will disappear and your program selection will appear in the Program field. Repeat the process for the Select Activity field. It is important to realize that a complete listing of all activities will appear regardless of the program you have selected. It is your responsibility to select an accurate and appropriate activity to pair with the program you selected. Activities not case related such as lunch, breaks, etc. are valid responses and will need to be recorded and included. Program and Activity descriptions may be accessed by highlighting a choice then left mouse clicking on the description link and a pop up will appear. SequoiaRMS 10

11 Completing the Form: Case Number & Comments If you are working on a specific case at the time of the sample, you will need to include the Child ID, name, or unique identifier on the Internet form. Simply, left mouse click on the case number field and begin typing. Those activities associated with a specific case require a case number or name. You must include in the Comments Section information relevant to the sample moment. Comments should include describing specific actions associated with the activity; for example, scheduling appointment with client or traveling to family visit. SequoiaRMS 11

12 Submitting the Completed Internet Form Once you have entered the information into all sections, check to make sure the information is correct and left mouse click the Submit button at the bottom of the page. After you have submitted the form, the screen will change and a message will appear letting you know your response was successfully recorded. Simply close the connection to the internet by left mouse clicking on the X in the upper right corner. SequoiaRMS 12

13 Completed Form Example SAMPLE SAMPLE SAMPLE SequoiaRMS 13

14 Reminders The Intranet Form arrives in your inbox and is to be completed within 2 business days. You will receive a 16 hour reminder if your response has not been received. Then a 24 hour reminder phone call will be made if your response had not yet been received. Additionally, a 48 hour reminder will come to you and your RMS Coordinator. SequoiaRMS 14

15 Valid Combo Matrix SequoiaRMS 15

16 Scenarios SequoiaRMS 16

17 Scenario 1 You are in the car traveling to an initial IFSP development meeting. Answer: Program: Initial IFSP Development Activity: Face-to-Face meeting/visit with family SequoiaRMS 17

18 Scenario 2 You are at a family s house doing an Intake and you find out the dad is a PT. You begin discussing with Dad becoming a provider. Answer: Program: Intake Activity: Face to face meeting/visit with family SequoiaRMS 18

19 Scenario 3 You are attending the County Fair to hand out First Steps information. Answer: Program: LPCC Administration Activity: Child Find SequoiaRMS 19

20 Scenario 4 You are checking your s and responding to a request to attend a child s case conference meeting. Answer: Program: First Steps Transition Activity: Pre-meeting/visit preparation SequoiaRMS 20

21 Scenario 5 You have just returned from an Annual IFSP Review and are making copies to send to the ED Team. Answer: Program: Annual IFSP Review Activity: Post-meeting/visit activities SequoiaRMS 21

22 Scenario 6 How would you respond if you were to be sampled right now? Answer: Program: SPOE or LPCC Administration Activity: Attend Internal/Community/State meetings SequoiaRMS 22

23 Tips Be familiar with all program and activity definitions. When responding to your RMS sample please be as accurate and detailed as possible. Out of Office is NOT an acceptable comment. If you are out of the office please provide the reason. SequoiaRMS 23

24 Common Mistakes O is a catch all. Should be L or M depending on whether you are SPOE or LPCC staff. Calling family to schedule Intake should be B and not A. Make sure you choose the correct stage of the IFSP. SequoiaRMS 24

25 Important Information You can not change your responses through the intranet form once you have clicked submit. Timeliness is very important. The federal government requires that participants respond within 2 business days of the sample moment. You can not access the Intranet form after the 2business days. You will receive an error message if you attempt to enter the form after the 2 business days following the sample moment or after you have already submitted your response. Your response should reflect what you were doing at the time of the sample moment, not what you were working on when you received/opened the or completed the intranet form. SequoiaRMS 25

26 Already Completed Example SAMPLE SequoiaRMS 26

27 Validating the Sample Response The federal government requires the State of Indiana to validate 10% of the 3000 random moment samples generated each quarter. The validation sample list is predetermined and also random. The validation is simply confirming the response submitted by the employee. If your sample moment has been selected for the validation sub-sample, Sequoia Consulting Group will contact you by phone. You will need to report to Sequoia the appropriate program and activity combination as well as any other relevant information. Sequoia may ask clarifying questions to ensure the most appropriate selection was made. Confirmation of validation will be sent to you via , confirming response or detailing any changes based on validation conversation. SequoiaRMS 27

28 Questions SequoiaRMS 28