Updates to the One-Stop Service Tracking (OSST) System

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Updates to the One-Stop Updates to the One-Stop Service Tracking (OSST) Service Tracking (OSST)

SystemSystem

Two-Parent Family Two-Parent Family FeaturesFeatures

An equal opportunity employer/program. Auxiliary aids and services are available An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this upon request to individuals with disabilities. All voice telephone numbers on this

document may be reached by persons using TTY/TDD equipment via the Florida Relay document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.Service at 711.

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Two-Parent FamiliesTwo-Parent Families

In the OSST system, each parent of a In the OSST system, each parent of a two-parent family has his or her own two-parent family has his or her own casecase

Usually, the name of the “other” Usually, the name of the “other” parent can be located under the parent can be located under the “Household Members List” on the “Household Members List” on the Case at a Glance screenCase at a Glance screen

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Children associated with the cash case will have “child” listed under the relationship column. The other parent will not. The other parent’s name is a link to his or her case. The user may select it to move to the other parent

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Two-Parent UpdatesTwo-Parent Updates Information related to the two parent’s case Information related to the two parent’s case

should be entered on the appropriate parent’s should be entered on the appropriate parent’s casecase

– If the mother is participating in job search, the job If the mother is participating in job search, the job search activity should be entered on the Skill search activity should be entered on the Skill Development screen of the mother’s caseDevelopment screen of the mother’s case

– If the father is non-compliant with a work activity If the father is non-compliant with a work activity requirement, the accountability process should be requirement, the accountability process should be initiated on the father’s caseinitiated on the father’s case

Other information should be entered on both Other information should be entered on both parent’s casesparent’s cases

– Case notes should clearly indicate if childcare is Case notes should clearly indicate if childcare is provided and if both parents are engaged in work or provided and if both parents are engaged in work or alternative activitiesalternative activities

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Two-Parent UpdatesTwo-Parent Updates

Each parent should be engaged by Each parent should be engaged by the program and have a plan to help the program and have a plan to help the family meet self-sufficiencythe family meet self-sufficiency

The family should be offered services The family should be offered services appropriate to participate in the appropriate to participate in the programprogram

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Entering information on two cases can Entering information on two cases can be challengingbe challenging

Moving between cases can be time Moving between cases can be time consumingconsuming

Other challenges reported to the Other challenges reported to the Agency for Workforce Innovation Agency for Workforce Innovation include identifying a two-parent case include identifying a two-parent case timelytimely

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To make the data entry process To make the data entry process easier for front-line staff, new easier for front-line staff, new features have been added to OSSTfeatures have been added to OSST

The changes will allow the user to:The changes will allow the user to:

– identify a two-parent case easieridentify a two-parent case easier

– move between each parent’s case fastermove between each parent’s case faster

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One identifier has been placed on the manila folder tab at the top of the screen and the other identifier is

located just below the screen tabs.Two new identifiers have been added to the Case at a Glance screen. One identifier is placed on the manila folder tab at the top of the screen. The other is located just below the screen tabs.

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If the system is not able to determine who the other parent is, a notice will display. For example, this case appears to have multiple adults associated with the cash assistance case.

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If the notice on the Case at a Glance If the notice on the Case at a Glance Screen indicates that multiple Screen indicates that multiple parents were foundparents were found

– Review the AGPI screen on the Review the AGPI screen on the Department of Children and Families’ Department of Children and Families’ (DCF) FLORIDA system(DCF) FLORIDA system

– Determine if more than two adults are Determine if more than two adults are referred to the work programreferred to the work program

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If more than two adults are referred If more than two adults are referred to the work program on the AGPI to the work program on the AGPI

– Notify the DCF District Office to fix the Notify the DCF District Office to fix the issueissue

– If the DCF District Office or regional If the DCF District Office or regional contact does not respond in three contact does not respond in three working days, notify the Agency for working days, notify the Agency for Workforce Innovation based on your Workforce Innovation based on your local operating procedureslocal operating procedures

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If the other parent’s information cannot be found, a notice will also display. This means that only one parent was referred with a two-parent code.

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Two-Parent UpdatesTwo-Parent Updates If the notice on the Case at a Glance If the notice on the Case at a Glance

Screen indicates that only one parent Screen indicates that only one parent was located on a two parent casewas located on a two parent case

– Review the AGPI screen on the FLORIDA Review the AGPI screen on the FLORIDA system system

– Determine if two adults are referred to Determine if two adults are referred to the work programthe work program

– If two parents are referred, there If two parents are referred, there may may bebe an interface issue an interface issue

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A two-parent case may have only one A two-parent case may have only one work eligible adultwork eligible adult

– If a case is received as a two-parent case, If a case is received as a two-parent case, but the other parent could not be found, but the other parent could not be found, there may be legitimate reasons for there may be legitimate reasons for having only one parent referred to the having only one parent referred to the work programwork program

One parent may be an ineligible alienOne parent may be an ineligible alien

One parent may be caring for a disabled One parent may be caring for a disabled family memberfamily member

Etc.Etc.

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If only one parent is referred for a If only one parent is referred for a two-parent family case,two-parent family case,

Both parents have a work referral code on Both parents have a work referral code on the AGPI screen; andthe AGPI screen; and

Only one case was “opened”Only one case was “opened”

– Report the error to the Agency for Report the error to the Agency for Workforce Innovation according to local Workforce Innovation according to local operating proceduresoperating procedures

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If one parent on the case is coded as a two-parent case (UP) and the other adult is coded as a single parent (PA), a notice will be displayed. The added features will only be available on the case that is coded as a two-parent case. Once the user moves to the other adult, the jump feature will not be available.

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Two-Parent UpdatesTwo-Parent Updates If one parent is coded as UP and the other If one parent is coded as UP and the other

parent is a coded as a single parent (PA), parent is a coded as a single parent (PA), review the case for a potential errorreview the case for a potential error

– Ensure that an error has occurredEnsure that an error has occurred

Review the AGPI screen and ensure that both adults Review the AGPI screen and ensure that both adults are the parents of a mutual childare the parents of a mutual child

– If the individual coded as PA is the “other If the individual coded as PA is the “other parent” of the mutual childparent” of the mutual child

Report the error to the District DCF officeReport the error to the District DCF office

– If the District DCF Office does not resolve the If the District DCF Office does not resolve the issue in three working days, notify the Agency issue in three working days, notify the Agency for Workforce Innovation according to local for Workforce Innovation according to local operating proceduresoperating procedures

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On each of the major screens, the user will be able to quickly “jump” to the other parent’s case. This feature will only be available if the system can identify one (and only one) other adult related to the cash assistance case.

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This feature will allow the user to move between cases faster. The feature will take the user directly to the other parent’s related screen. For example, if the user selects “Jump to the other parent” on the Plan Development screen, the user will be taken to the other parent’s Plan Development screen.

2020

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The Job Participation Rate (JPR) The Job Participation Rate (JPR) screen will now display both parents’ screen will now display both parents’ participation informationparticipation information

– This will be available only if two (and This will be available only if two (and only two) parents are identified for the only two) parents are identified for the casecase

– The “other parent” will be displayed on The “other parent” will be displayed on the bottom half of the screen; however, the bottom half of the screen; however, the hours will not be editablethe hours will not be editable

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The hours displayed respective to both cases are based on the start date selected, which defaults to the most recent week of JPRS.

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If the user jumps to a different set of five weeks, the “other parent’s” case will display the same five weeks. This allows the user to compare the same weeks for both parents.

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JPR screen JPR screen

– The activities associated with the weeks The activities associated with the weeks selected will be displayed on the screen selected will be displayed on the screen for both parentsfor both parents

– If JPR entries have been entered on the If JPR entries have been entered on the “other parent”, which is the second case “other parent”, which is the second case displayed, the entries will be presentdisplayed, the entries will be present

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To edit the “other parent’s” JPRS, select the Jump to Other Parent feature.

The hours scheduled and the hours entered on the other parent’s JPR screen as actual hours completed are displayed

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The dual display of both parents’ JPR The dual display of both parents’ JPR entries, activities and scheduled hours entries, activities and scheduled hours will assist staff with tabulating and will assist staff with tabulating and entering hours correctlyentering hours correctly

Please submit questions and comments Please submit questions and comments to Trina Dickey at to Trina Dickey at [email protected]@awi.state.fl.us

Documents

Updates to the One-Stop Service Tracking (OSST) System