IM-150 10/18/00 FOOD STAMP CURRENCY REPORTS-FFSMT551 & FFSMT553

M E M O R A N D U M

IM-150 10/18/00 FOOD STAMP CURRENCY REPORTS-FFSMT551 & FFSMT553

SUBJECT:

FORMS MANUAL REVISION # 34 :
FOOD STAMP CURRENCY REPORTS - FFSMT551
AND FFSMT553

DISCUSSION:

Several revisions are made to the food stamp Currency Report to incorporate changes due to extending processing time for timely reapplications, to correct currency calculations for cases held 60 days and to provide a more useful format for staff.

The Currency Report shows timely recertification application approvals and rejections completed "on time" if completed according to the revised processing due dates (see Memorandum IM-#142 dated 9/21/00). Non-timely and initial applications held for 60 days pending receipt of requested information are shown processed timely if completed the first working day following the 60th calendar day after the date of application.

Applications will be considered worker delay (regardless of the delay code entered in FSU5) if:

an initial or non-timely application is pending over 30 days and not placed on client delay using case action 40,

for approvals, the application is processed after the first working day following the 60th calendar day, or

for rejections, the application is not processed by the 2nd working day after the 60th calendar day. The application will be considered agency delay regardless if case action 40 is used.

In each instance, the worker's application currency will be affected. For further information regarding case action 40, please refer to Memorandum IM-#8 dated 01/24/00.

CURRENCY REPORT, PAGE A

The new fields added to page A of the food stamp Currency Report are as follows:

SYSTEM PROCESS DATE: This field shows the date the case action was processed in the system. This replaces the "PROC DATE" field.

DUE DATE: This field shows the system calculated application due date.

APP TYPE: This field shows the type of application. An "I" indicates an initial application, a "T" indicates a timely reapplication, and an "N" indicates a non-timely reapplication.

LAST MONTH CERT: This date reflects the last month of the previous certification.

OP ID: This indicates the last three characters of the user ID of the individual who processed the case action (the backup worker in FSU5). NOTE: An asterisk after the OP ID indicates that the backup worker number is different than the number of the worker assigned to the case.

It is imperative the correct worker number, backup worker number, caseload and supervisor number be correctly entered in FSU5 in order for cases to be automatically converted by FAMIS and to provide accurate currency reports to staff. Refer to Memorandum IM-#84 dated 05/31/2000 for guidance on correct entry of backup worker numbers.

CURRENCY REPORT, PAGE B

Page B of the Currency Report is divided into two categories; initial/non-timely and timely recertification applications.

A sub-total and percent line are added for each category. A line for total cases is added. This is the total number of cases processed in both categories for no delay, client delay and worker delay.

Lines showing total percent no delay, worker delay and client delay are added.

A line for worker currency is added. This is the percentage of applications processed and counted as no delay or client delay.

The currency reports affected by these changes are FFSMT551-01, 02, 03, 04, 05 and FFSMT553-01, 02.

NECESSARY ACTION:

Review this memorandum with all appropriate staff.

Remove the form instructions and samples from the IM Forms Manual.

File the revised form instructions and samples in the IM Forms Manual.

HJK
Attachment
Distribution #3
Forms not available on-line, hard copy only

[ Memorandum Table of Contents ]

FOOD STAMP CURRENCY REPORTS - FFSMT551 and FFSMT553

PURPOSE: To provide a management report for monitoring timeliness of case actions that were processed for the report month, including applications for cases and individuals. Also, to serve as an aid in monitoring worker performance in the area of timeliness.

Page A provides a listing of the cases, action taken, days pending, and delay code, if applicable.

Page B provides the statistics of the case actions processed. The delays are listed as client, worker, or no delay. Percentages are shown for the total current and the cases not processed timely.

NUMBER OF COPIES AND DISPOSITION:

Report FFSMT551-01 is for the supervisor in the county office providing a listing of case actions and totals for each individual caseworker;

Report FFMT551-02 is the County Director copy providing county totals only;

Report FFSMT551-03 is for the area office providing totals of counties within the area;

Report FFSMT551-04 is for the sub-area providing county totals within the sub-area;

Report FFSMT551-05 contains totals summarized for each area provided to the Program and Policy Unit.

Report FFSMT553-01 is a report taken from the currency report, of worker delayed actions displayed by Supervisor III for the metropolitan counties.

Report FFSMT553-02 contains totals summarized for the director of each metropolitan county.

MANUAL REFERENCE: IM-105/FSU5

INSTRUCTIONS:
HEADINGS: The standardized headings are used for the correct distribution in the county and the area offices. The headings contain the pay county; distribution; the period the report covers; the computer run date and the frequency of the report.

CURRENCY REPORT: (Page A)

LOAD: The load in which the case was carried at the time of the case action.

DCN: The DCN of the case for which the action was completed.

CASE NAME: The name of the individual for whom the application was filed.

APPL DATE: The date the application was filed.

SYSTEM PROCESS DATE: This is the date the case action was processed in the system. This replaces the "PROC DATE" field.

DUE DATE: The system calculated application due date.

APP TYPE: This reflects the type of application. An "I" indicates an initial application, a "T" indicates a timely reapplication, and an "N" indicates a non-timely reapplication.

LAST MONTH CERT: This date reflects the last month of the previous certification period.

CASE ACTION: The case action code entered on the IM-105/FSU5 at the time of the case action.

DAYS PENDING: The difference in the number of days between the application/reapplication date and the system process date. This information is displayed for initial and non-timely applications only.

DAYS PENDING DELINQUENT: The number of days from the due date to
the system process date.

DELAY CODE: The code entered to indicate client delay or agency delay. If the field is blank, it indicates no delay.

OP ID: This is the last three characters of the user ID of the individual who processed the case action (the Backup Worker).
CURRENCY REPORT (PAGE B)

Page B of the Currency Report is divided into two categories, initial and non-timely applications and timely recertification reapplications. Both categories contain the number and percentage of cases processed as no delay, client delay, or agency delay.

CASE ACTION CODE: This is the case action taken such as "01" certify; "01C" system certify; "05" recertify; "05C" system recertify; "11" categorically eligible suspend; and "02" reject.

TOTAL ACTIONS COMPLETE: This is the total actions completed for each case action type (i.e. 01, 05, 11, or 2).

NO DELAY: The cases that were completed timely.

CLIENT DELAY: The cases that contained client delay in processing. Note: The following cases coded as client delay are counted as worker delay:

initial or non-timely cases pending over 30 days and coded as client delay in FSU5 but not processed using code 40 for the second 30 day pending period;

cases coded as client delay in FSU5 but not approved until after the 1st working day after the 60th calendar day;

cases coded as client delay in FSU5 but not rejected until after the 2nd working day after the 60th calendar day.

WORKER DELAY: This shows the cases that contained worker delay in processing.

SUB-TOTAL/PERCENT: The sub-totals and percentages for each category are shown for: (1) total actions completed; (2) applications with no delay; (3) applications with client delay; and (4) applications containing worker delay.

TOTAL CASES: This is the total of cases processed for both categories.

TOTAL PERCENT NO DELAY: This is the percentage of applications processed on time.

TOTAL PERCENT WORKER DELAY: This is the percentage of applications processed that are counted as worker delay.
TOTAL PERCENT CLIENT DELAY: This is the percent of applications processed that are counted as client delay.

WORKER CURRENCY: This is total of the columns showing the percentage of applications processed and counted as no delay and client delay.

ACTION TAKEN TO ADD INDIVIDUALS: The add line shows individuals added to applications/active cases during the month. The reject line shows the individuals rejected from applications during the month.