Senior Service America, Inc. (SSAI)

“PPM and MIN” Webinar

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Senior Service America, Inc. (SSAI)

“Policy and Procedure Manual Updates and

Providing Service to The Most in Need (MIN)

Webinar”

July 22, 2014

2:00 p.m.

Webinar Details

Today’s Presenters (alpha order): Postell Carter, Chris Garland, and Donna Satterthwaite

Webinar Length 2 hours from 2:00 – 4:00 p.m. Eastern Daylight Time

We may finish early if not all time is needed

Agenda Welcome Review Updates to SCSEP Policy and

Procedure Manual (PPM) Updates Clarifications New Polices

PPM Q &A Providing Services to the Most-in-

Need (MIN) Definition of MIN MIN Characteristics MIN Performance Goal Formula Updating “updateable” MIN characteristics SPARQ Entry

MIN Q&A Adjourn

SCSEP Policy and Procedure Manual

updates

Updates

Removed references to SSAI’s former waiver process to the four year individual durational limit (IDL)

Removed references to webtools that SSAI no longer has now that our subgrantee network enters SCSEP data directly into SPARQ

Updates (cont’d)

Added references to SPARQ

Clarified we have a SA1 and SA2 webtool now for submitting federal and non-federal share cost reports (§1003)

Clarifications

Clarified our staffing requirement for SCSEP - §101-A

SSAI requires each sponsor to have a project director who has overall project management for its SCSEP operations and who serves as the primary point of contact with SSAI. In addition to achieving the performance and spending goals specified in their contract, SSAI requires that any sponsor provide a part-time project director for every 30 modified authorized positions and a full-time project director for every 60 modified authorized positions.

§101-A (cont’d)

If the project is required to serve more than 60 authorized positions, staff patterns should evolve in conjunction with increases in modified authorized positions minimally for every increment of 30 modified authorized positions above 60. For example, if a sponsor has 90 modified authorized positions, a strong staffing pattern would be a full-time project director and a part-time project assistant; or if a sponsor has 120 modified authorized positions, the sponsor would have either a full-time project director and a full-time assistant or a full-time project director and two part-time assistants. Use of participant staff should be considered in addition to or as additional help beyond the staffing requirements above.

§101-A

The project must request authorization from SSAI in writing for staffing that is less than outlined above. In reviewing a waiver request, SSAI will consider the following factors including but not limited to whether or not the project is achieving its performance goals, is on a CIP, has strong annual programmatic and fiscal reviews, is timely in submitting required reports, and has a credible staffing plan.

Policy Revisions

Changed the following policies veterans priority and income eligibility policies to reflect the change in the law about same-sex marriages

DOL TEGL #26-13

Available on SSAI’s Partners’ Page

Veterans

§201-A Priority must be given to veterans

Following the ruling of the U.S. Supreme Court that the Defense Against Marriage Act (DOMA) was unconstitutional it is now the policy of DOL and SSAI both (a) to recognize all marriages (including same-sex marriages) that are lawfully entered in the state of celebration and (b) to recognize same-sex marriage even if the marriage is not recognized in the state where the married individual resides as long as the marriage could have been entered into in a state.

In addition, per DOL, SSAI requires its sponsors to recognize the same-sex spouse of a veteran as a qualified spouse of a veteran if the individual fits the definition of a qualified spouse above.

Computing Income Eligibility

§204-B Definition of Family Following the ruling of the U.S. Supreme

Court that the Defense Against Marriage Act (DOMA) was unconstitutional it is now the policy of DOL and SSAI both (a) to recognize all marriages (including same-sex marriages) that are lawfully entered in the state of celebration and (b) to recognize same-sex marriage even if the marriage is not recognized in the state where the married individual resides as long as the marriage could have been entered into in a state.

In addition, per DOL, SSAI requires its sponsors to recognize same-sex spouses within the definition of “family” above for income calculation/eligibility purposes.

PPM Available to You

PPM is your guidebook for SCSEP operations

Hard copy at your office (s)

Partners’ Page

Coming soon – training on how to access PPM in Salesforce

Consistent updating throughout the year

Next Steps for Policy & Procedure Manual

If you want more hard copies, please contact the SCSEP Front End Team

Noticed some small mistakes in getting manuals to you so we will be mailing sending 3 hole punched “corrected” sections to you by August 15th

Policy Questions?

Raise Your Hand to Confer by Phone or

Send Us a Note

Providing Service to the Most-in-Need

(MIN)

Most in Need

Participants whose economic and social conditions — as well as employment histories or prospects for employment — are poor

Integral to carrying out the SCSEP missions

Also known as MIN

Definition

Most in Need

Represent a participant’s barriers to employment.

There are 13, some of which cannot be changed once the participant is enrolled.

MIN Characteristics

Participants with any of the following characteristics will be positive for MIN:

Veteran or Spouse

Have a Disability

Live in a Rural Area

Low Employment Prospects

Failed to Find Work through the One-Stop delivery system

Homeless or At-risk of becoming homeless

Most in Need: 13 Characteristics

(cont’d)

Limited English proficiency

Low literacy skills

Severe disability

Frail

Age 75 or older

Old enough for SSI but not eligible

Have severely limited employment prospects in an area of persistent unemployment.

Most in Need: 13 Characteristics

The FormulaMIN is not a percentage, but

an average. To calculate—

1. Add all Most in Need

characteristics possessed by

all participants.

2. Divide total characteristics by

number of total served participants.

Most in Need

Performance goal results calculated as of June 30th

What is a qualifying enrollment for the MIN calculation?

1. The enrollment must have been served during the program year.

2. The assignment date of the first assignment for the enrollment must be on or after 7/1/2007.

Most in Need

An Example of the Formula

You have counted the MIN

characteristics for each of your

participants for a total of 152.

You have served 68 participants total.

You divide 152 by 68 to arrive at 2.23.

Your MIN performance measure is 2.2.

Most in Need

Did You Know?

MIN Characteristics that can be added after enrollment

must be updated annually in SPARQ

PPM §201-C

So, What is your Plan?

You can capture at Recertification,

But…what about those you

served during the program year,

who exited before March?

When to Record Updateable MINs?

At or near the start of the Program Year**

At the time of enrollment – make sure to capture those additional MIN characteristics

When doing re-assessments/IEP Updates

RecertificationDefinitely before Exit!!

How to Record Updateable MINs

SSAI Partners’ Page

MIN Re-Validation Form

Attestation Forms

Entering Updateable MINs in SPARQ

The updateable MIN factors can be recorded in two ways in SPARQ.

Individually on the Recertification/Waiver of Durational Limit tab on a participant’s enrollment record.

By batch entry in the Waiver Factor area in SPARQ.

Entering Updateable MINs in SPARQIndividual entry of updateable MINs on a participant’s enrollment record

Batch entry of updateable MINsNavigate to Waiver Factors area of SPARQ

Batch entry of updateable MINs

Batch entry of updateable MINs

Batch entry of updateable MINs

Keep in Mind

Your MIN credit will fluctuate when you bring on new enrollees

Diverse streams of recruitment sources remains important

The ability to improve your MIN score can not occur when you are unable to enroll new participants

Recruiting

Know Your Local Population

Direct Outreach to Organizations

Facilitate Intermediary Recruitment

MIN Continuous Improvement Plans

We want to see:

In what ways you will target MIN participants in recruitment efforts

There are methodologies in place, such as pre-screening forms to determine participant MIN potential during inquiries

That you are prioritizing waiting list/new enrollments according to MIN characteristics and service priorities

MIN Continuous Improvement PlansWe want to see:

A system to check participant files and SPARQ regular to ensure all MIN characteristics are documented and entered

A standard process implemented to update MIN characteristics annually

MIN CIP Updates are due Quarterly in PY14

(cont’d)

Questions?

Raise Your Hand to Confer by Phone or

Send Us a Note

Thank you for attending today’s webinar

If you have questions after the webinar, please contact the Front End Support Team at 301-578-8989 or by email at scsephelp@ssa-i.org

We will send an email when the webinar recording and PowerPoint slides are posted on our Partners’ Page