outcome tracking system training...individual data system (ids) •dodd maintains an extensive...
TRANSCRIPT
Outcome Tracking System Training
Stacy Collins, Project Manager
Courtney Frantz, Policy Intern
OBJECTIVES
• Welcome and Introductions
• Background of the Outcome Tracking System (OTS)
• Overview of how to use the OTS
• Review of Frequently Asked Questions (FAQ’s)
What is OTS?
The Employment First Outcome Tracking System was
designed to be a user-friendly way to record
employment outcome data for individuals served in
Ohio’s developmental disability system.
This data is used to inform decisions both on a state
and local level.
Taskforce Recommendation
• Ohio Employment First Taskforce recommended a Web-
based outcome tracking system for employment outcomes
Hours
Worked Number of
People
Working
Wages
Earned
Types of
Occupations
How People
Obtained
Employment
What
Works
Web-based
System that
tracked:
Advisory Committee Workgroup
• Workgroup convened to develop a list of questions
they wanted the system to answer
County Board Superintendents
Providers
VR Agency
Family Members
Internal DODD Staff
What we wanted to know…
Job types Duration Causes for job loss Transition
Obtaining a job Characteristics Tax Incentives Job development
What types of jobs do
individuals keep the
longest?
How long do workers
keep their jobs?
Why do workers leave
employment?
Are workers moving
from sheltered work to
community
employment?
How do workers obtain
employment?
What characteristics of
service providers lead
to better outcomes
(certifications,
education level, etc.)?
Do tax incentives
impact employment
outcomes?
How do people get to
work?
Design and Build
• DODD issued an RFP and awarded contract to
Dr. Robert Cimera
• Dr. Cimera is an Associate Professor at Kent State
University (Ohio), and a leading national expert in
researching vocational programs and outcomes
• System built by DODD IT Staff to take advantage of
DODD-maintained Individual Data System (IDS)
Administrative Rule
• Participation in the Outcome Tracking System is a requirement in the Employment First Rule 5123:2-2-05:
– Providers of employment services shall collect and submit to the department individual-specific data regarding employment services and employment outcomes including but not limited to, type of services provided, how individuals obtained employment, hours worked, wages earned, and occupations. The data shall be submitted through a web-based data collection system developed and maintained by the department.
Individual Data System (IDS)
• DODD maintains an extensive database of 90,000
individuals with a wealth of demographic information
• Data elements include:
– Demographics: age, gender, race, ethnicity
– Diagnosis; ID level
– Funding range and Acuity
– Living arrangement
–Waiver type
How individuals appear in the OTS?
• County boards- IDS
• Private providers- last 12 months of billing
– Vocational Habilitation
– Adult Day and Vocational Habilitation Combo
– Supported Employment- Community
– Supported Employment- Enclave
– Competitive Employment
– Integrated Employment
Private Providers
ADAMS FRANKLIN LUCAS SANDUSKY
ALLEN FULTON MADISON SCIOTO
ASHTABULA GALLIA MAHONING SENECA
ATHENS GUERNSEY MEDINA STARK
AUGLAIZE HAMILTON MEIGS SUMMIT
BROWN HARDIN MERCER TRUMBULL
CLARK HENRY MONROE TUSCARAWAS
CLERMONT HIGHLAND MONTGOMERY UNION
COLUMBIANA HOCKING OTTAWA VAN WERT
COSHOCTON HOLMES PAULDING VINTON
CRAWFORD HURON PERRY WARREN
DEFIANCE JACKSON PIKE WAYNE
DELAWARE KNOX PREBLE WOOD
FAIRFIELD LAKE RICHLAND
FAYETTE LORAIN ROSS
County Boards
Ashland Greene Morrow
Belmont Hancock Muskingum
Butler Harrison Noble
Carroll Jefferson Pickaway
Champaign Lawrence Portage
Clinton Licking Putnam
Cuyahoga Logan Shelby
Darke Marion Washington
Erie Miami Williams
Geauga Morgan Wyandot
Private providers are responsible to provide information to county boards. Please contact your county board for further
guidance
Demonstration
Employment First Outcome Tracking System:
https://doddportal.dodd.ohio.gov/Pages/default.aspx
Additional Resources
• A comprehensive Guidebook and video
presentation can be found on the Employment First
website
Guidebook: http://www.ohioemploymentfirst.org/up_doc/EFOTS_Guidebo
ok.pdf
Video: http://www.ohioemploymentfirst.org/view.php?nav_id=64
FAQ
What if the individuals hours vary week by week? Submit an average of hours worked.
Can we add multiple jobs for individuals? Yes, click on the icon under the "Community-based Employment/Sheltered Employment“ column that is to the right
of the person's name. (Notice that the page will indicate the job previously entered). To add an additional job, click
on "add job." See page 18 of the guidebook.
What if an individual is receiving services from multiple providers? If an individual is served by more than one provider, each agency will only record the job that they support. Each
user will be able to see each employment outcome, but only agencies who originally entered the job will be able to
edit it. See page 29 of the guidebook.
What if an individual works in both a sheltered and a community based setting? If somebody has a job in both the community and in a sheltered setting, both positions can be entered into the data
system by clicking on "add job" and "add sheltered workshop“ buttons as described. A person can also receive
services in more than one sheltered workshop – each separate activity should be recorded. See page 19 of the
guidebook.
FAQ
What if someone is not working in the community or in a sheltered setting but is
earning income? Ex: Income based on sale of art work (not a business owner). If an individual is not working in the community through an individualized or enclave placement and is not in a
sheltered setting, then you would input “No” for both of these fields.
Please note that if an individual is self-employed, you will indicate this under “Community Employment.”
What if I don’t see an individual who I provide services? Check to see that you have billed for employment services (vocational habilitation, adult day/voc hab combo,
supported employment- community, supported employment-enclave, or integrated employment).
Will we be able to use the data to run reports on our agency outcomes? Data reports are not run from the Employment First application. Each night, data will be merged with Data
Warehouse, and reports can be accessed from there. More information on this will be forthcoming.
FAQ
What do I do if I see individuals in the OTS who are in counties where the county is
inputting data? All individuals that you have billed employment services for, regardless if the county is inputting data, can be seen
in OTS. As the county board inputs data, they will show as completed. You do not need to input their data even if
they appear on your screen. You should be in contact with county boards for guidance.
What if I am providing employment services to someone in an ICF? Inputting data for those receiving employment services while residing in an ICF will be the responsibility of the
county board. Please ensure the appropriate data is provided to the county board for reporting purposes.
What if I need to correct information already entered into the database? To update the person’s information, click on the “edit” button then enter in the new data. See pages 26-27 of the
guidebook. If you need to correct data after it has been finalized, contact Kristen Helling at
[email protected]. See page 29 of the guidebook.
What if we are providing services in more than one county? You are responsible for inputting data only in the counties specified. The list of counties was emailed to you and
can be provided if there are questions.
FAQ
Am I responsible for providing information to counties that are maintaining
responsibility for inputting data? Yes, you should be in contact with county boards for guidance.
How do I get access to the OTS? Please ensure you have emailed Stacy Collins at [email protected] with your current DODD user name.
A request will be made to add the OTS to your account.
How often will we need to input data? Data should be entered at least once every twelve months; however, if circumstances change the individual’s data
should be updated as soon as possible.
What if we don’t have a certain piece of information when inputting data? All information will need to be gathered before entering in the data. You will not be able to save if all of the fields are
not entered.
Questions
For any further questions or technical assistance, please contact:
Stacy Collins
(614) 728-5811