RRR Alignment – User Guide
RRR
Alignment
–
User
Guide
Authors Adult Financial, Colorado Works, Food Assistance, and Medical
Programs
Document Number 120620 – CBMS1
Version 1.0
Release Date June 21, 2012
Contact Information Please refer to the CBMS Contact Index .
Description
Overview
This document details the changes to functionality being implemented by Project 2324.
Section
1.0
Page
2
2
3
3.0
4.0
Data Entry Instructions and the Incomplete RRR
Existing Edit RRR Details Page
Modified Edit RRR Details Page
RRR Quarterly Comparison Report
Adult Financial Rule Changes for RRR Certification
5
5
5
6
3
4
4
5
6
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RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
Page 1 of 13
1.0
Project 2324 Overview
The intent of Project 2324 is to align the Redetermination, Recertification, and Reassessments
(RRRs) of cases with multiple High Level Program Groups (HLPGs) and to:
1.
Eliminate redundant work for county workers and clients.
2.
Lessen the number of interactions required between county workers and clients.
3.
Simplify the RRR process by aligning HLPGs’ rules and RRR tasks/steps.
4.
Limit the number of instances of clients losing their benefits or receiving them untimely.
5.
Improve clients’ understanding of the RRR process.
6.
Reduce costs associated with generating and printing the RRR correspondence.
7.
Reduce the number and improve the time associated with monthly batch jobs that initiate and generate RRR correspondence.
2.0
Alignment Functionality
RRR functionality regarding the initiating and generating (i.e., mailing) of the RRR packet has not changed; this means that:
1.
RRRs will still be initiated approximately 70 calendar days prior to the last day of the RRR due month.
2.
During the initiated phase, county workers may still “queue” additional forms and letters to be sent with the client’s RRR packet.
3.
RRRs will still be generated approximately 60 calendar days prior to the last day of the RRR due month.
For example, if an RRR is due for AF, FA, and Medical Assistance in August 2012, the RRR packet will be initiated on June 20, 2012, generated on July 1, 2012, and sent, using the existing RRR packet, to the client via mail the night of July 1, 2012.
4.
The Adult Financial (AF), Colorado Works (CW), and Food Assistance’s (FA) RRR packet wording and format will not change until the implementation of Change Request (CR) 146*
* Exception: CR 146 will not change the wording and format for the RRR packet for medical programs.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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Each HLPG has different criteria that must be met before it aligns its program’s RRRs to another program’s RRR.
2.1
Adult Financial (AF)
The criteria are as follows: a.
AF RRRs with a 12 ‐ month certification period will align with Food Assistance (FA) RRRs by moving the AF RRR Due Date a maximum of 11 months forwards or backwards, to sync with the FA RRR Due Date.
b.
AF RRRs with a 24 ‐ month certification period will align with FAs RRRs by moving the AF RRR
Due Date a maximum of 15 months forwards or backwards, to sync with the FA RRR Due
Date.
c.
When an AF RRR Due Date is moved backwards (i.e., AF RRR Due Date occurs earlier) to align with FA, the programs will not align within CBMS until the RRR packet is returned completed according to AF rules.
If the client does not recertify early, the client’s benefits will continue, and the case will begin the RRR process based on the existing timeline from the original AF
RRR Due Date.
d.
However, if there is a FA RRR Due Date within the next 12 or 15 months as defined in a.
and b.
above, the AF RRR Due Date will move forward (i.e., AF RRR Due Date will occur later) and attempt to try to align with the FA RRR Due Date once more at that time.
If the AF RRR is not returned or completed according to the AF rules, then AF will then fail.
e.
AF programs with a 12 ‐ month certification period are considered aligned with FA 24 ‐ month certifications when the RRR Due Dates are equal or exactly 12 months apart.
f.
Once aligned, an RRR will be created for FA and AF.
Only one RRR packet will be mailed to the client for both FA and AF.
2.2
Colorado Works (CW)
The criteria are as follows: a.
CW RRRs will align with FA RRRs whenever the RRR for FA occurs within any of the five months prior to the CW RRR.
b.
FA and CW RRRs that are equal or exactly 6 months apart are already considered aligned.
Example: If the FA RRR is due in June 2012 and the CW RRR is due in December 2012, these
RRRs are already aligned.
Assuming the June 2012 RRR for FA results in an approval, the next
FA RRR will be due in December 2012.
c.
FA RRRs that will occur more than 6 months prior to the CW RRR will not cause the CW to align with FA RRR until the next FA RRR.
Example: If the FA RRR is due in May 2012 and the CW RRR is due in December 2012, these
RRRs are more than 6 months apart.
Assuming the May 2012 RRR for FA results in an
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
Page 3 of 13
approval, the next FA RRR will be due in November 2012 and, at that time, the FA RRR and
CW RRR will align.
d.
CW must be in approved status for the CW RRR to align, and the alignment will only occur at the time a FA RRR is generated.
e.
Once aligned, an RRR will be created for FA and CW.
Only one RRR packet will be mailed to the client for both FA and CW.
f.
Once aligned, a CW RRR will not align anytime during the CW’s lifetime until a new CW application is made on the case.
g.
The Monthly Status Report (MSR) will continue to be sent to the client for the same month in which the RRR is due.
h.
The MSR and Change Report form can be used to process the RRR for Colorado Works and
Food Assistance.
2.3
Food Assistance (FA)
FA certification periods can be 3 months, 6 months, or 24 months and cannot be shortened or lengthened.
Certification periods for FA will not be changed to align with other HLPGs.
4.4240.1
2.4
Medical Assistance
The criteria are as follows: a.
Medical assistance will align with AF, CW, and FA RRRs according to the existing logic implemented with CBMS Project 1805 – Ex ‐ Parte and Auto Re ‐ Enrollment Process.
1.
Please refer to the Ex ‐ Parte and Auto Re ‐ Enrollment Process Implementation and Ex ‐
Parte and Auto Re ‐ Enrollment Process Guide for additional details.
2.
These documents can be located at www.colorado.gov/hcpf .
Click Partners &
Researchers > County and Medical Assistance Site > Training and Reference documents >
Training Topics.
b.
Note: With this project, the Ex ‐ Parte process will occur regardless if the difference between
AF, CW, and FA’s RRR and medical assistance program’s RRR is greater than or less than 90 days.
c.
All Medical programs except the guaranteed programs, and CHP+ will align with AF, CW, and
FA RRRs.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
Page 4 of 13
3.0
Incomplete RRRs
When the RRR is returned by the client, it should be reviewed for completeness by the county.
A completed RRR packet means different things for each program based upon program rules.
Below are the program rules for AF, CW, and FA.
Medical assistance programs are excluded from this process.
3.1
Adult Financial
Complete means that the RRR has been returned Signed , Dated , and all Questions have been answered, or the client has defined that no changes occurred.
3.2
Colorado Works
Complete means that the RRR has been returned Signed and Dated .
3.3
Food Assistance
Complete means that the RRR has been returned Signed and Dated .
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
Page 5 of 13
4.0
Data Entry Instructions and the Incomplete RRR Letter
County workers will still enter that an RRR was received on the View/Edit RRR Details page.
Additional questions will now be on the Edit RRR page and will need to be completed prior to saving the page.
By completing these questions, CBMS will determine if the RRR returned was incomplete, and, if so, will send an Incomplete RRR Letter to the client.
Medical assistance
programs are excluded from this process.
4.1
Existing Edit RRR Details Page
Existing Field Information
Original
Current
New
Mail ‐
In
RRR
RRR
RRR
Month:
Appointment
Due
Month:
Reassessment
Type:
Date:
Month:
Required:
Packet/Re ‐ Assessment Letter
Received Date:
The month the RRR is due for all HLPGs.
The month of the upcoming recertification period for medical assistance programs.
Displays either “Regular” or “Reassessment” for Family
Medical Assistance program.
Displays “Regular” for all other programs.
The month the RRR is due for all HLPGs if the Original RRR month changed due to RRR alignment.
This field is not applicable to FA since its RRR will not change to align with other HLPGs.
If the HLPG requires a face ‐ to ‐ face interview at RRR, this should = Y ; otherwise it should = N .
For CW, this defaults to
Y ; for all other HLPGs, this defaults to N .
If the Appointment Required question’s answer is changed, the Mail ‐ In Due Date becomes a required field.
Enter the date by which the client should return the RRR packet; this date will be the date on the RRR packet cover letter.
Enter the date the RRR was returned by the client.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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Existing Field Information
Resend Packet:
Late RRR
Reason:
– Good Cause
If the worker needs to send another RRR packet, enter Y ; otherwise, enter N .
If the RRR returned for AF, CW, and/or
FA was incomplete, enter N , and complete the new fields
(see screenshot on next page) to send the Incomplete RRR
Speed Letter with specific instructions to the client on what was missing from the client’s RRR.
Currently this field is only used for Colorado Works.
This field is disabled unless the Packet/Re ‐ Assessment
Letter Received Date is:
After the last day of the RRR due month; and
On or before thirty (30) calendar days after the last day of the RRR due month.
When enabled, this field is optional and should be entered based upon county policy:
Entering a good cause reason causes the following month’s benefits to be issued in full.
Not entering a good cause reason causes the following month’s benefits to be prorated from the Packet/Re ‐
Assessment Letter Received Date.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
Page 7 of 13
4.2
Modified Edit RRR Details Page
The Edit RRR Details page has been modified as a result of Project 2324.
No fields were
removed from the page, but five (5) new fields have been added.
New Field Information
RRR Signature Provided:
RRR Signature Date Provided: Required for AF, CW, and FA: Enter Yes if the RRR was dated, and No if the RRR was not dated.
RRR Signature Date: Required for AF, CW, and FA: Disabled unless RRR Signature
Date Provided = Yes , then this field becomes enabled and required.
Enter the date the client wrote on their RRR.
Questions Answered:
No Changes to Questions:
Required for AF, CW, and FA: Enter Yes if the RRR was signed, and No if the RRR was not signed.
Required for AF only: If every question in the RRR packet was answered, enter Yes , otherwise enter No .
Note: This field is currently required for CW even though
CW policy does not require all questions to be answered.
If a No is entered, the Incomplete RRR Speed Letter will be sent instructing clients to answer all the questions; therefore, it is CW policy’s recommendation that on CW
RRRs to always enter Yes in this field.
The field will be disabled for CW RRRs in a future change request or project.
Required for AF only: Disabled unless Questions Answered
= No , then this field becomes enabled and required.
Enter
Yes if on the RRR, the No Changes checkbox was marked;
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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New Field Information
otherwise, enter No .
Note: This field is currently required for CW if Questions
Answered = No .
If a No is entered, the Incomplete RRR
Speed Letter will be sent instructing clients to answer all the questions.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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4.3
Incomplete RRR Letter
Two examples of the Incomplete RRR Letter are below.
Accompanying the letter will be the
Signature Page for all unsigned/undated AF, CW, and/or FA RRRs.
Incomplete AF or CW RRRs will also send the questions pages if the worker indicates that the RRR questions were not all
answered.
Shown directly below is a sample FA Incomplete RRR Letter .
Note: The due date for the FA RRR to be returned completed is 10 calendar days following the date the speed letter sent date.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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Shown directly below is a sample of the CW/AF Incomplete RRR Letter .
Note: The due date for AF and CW RRRs to be returned completed is the last day of the current certificaton period.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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5.0
RRR Quarterly Comparison Report
A new report will be created to identify by county, supervisor, and worker, how many HLPGs on each of that county/supervisor/worker’s assigned cases are aligned, how many will be aligned next quarter, and how many programs were aligned last quarter.
The 1 st
report will run the evening of Sunday, July 1,
2012.
It will show how many RRRs aligned the previous quarter (April 1, 2012 – June 30, 2012) which should be 0.
It will also show how many RRRs are currently aligned on each case and how many RRRs will align the next quarter
(July 1, 2012 ‐ September 30, 2012).
Each subsequent report will run on the 1 st
Sunday of the month following the end of each
quarter.
All reports will be available in CSV.
and PDF.
formats and will be sorted alpha ‐ numerically by
County , Supervisor , Worker , and Case # .
A page break will separate each county’s list.
The report will be located in COGNOS under RRR Reports and will be titled: RRR Quarterly
Comparison .
Note: The first report will run on October 7, 2012.
5.1
Example of Report
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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6.0
Food Assistance FS ‐ 3L
The FS ‐ 3L form that is required to be given to every household at application and recertification will now be automated in CBMS.
This form will be generated after authorization of benefits and will explain the household’s reporting requirements and their certification length.
This document has a Spanish and English version.
The automated form will contain the ‘24 ‐ month’
wording if an elderly/disabled household OR between ‘18 ‐ 49’ wording if an ABAWD household.
6 ‐ month limited reporting households will contain no additional wording.
It will not display
both sentences in one form.
7.0
Adult Financial Rule Changes for RRR Certification Periods
Adult Financial Assistance has removed from rule and CBMS the 6 ‐ month certification period for OAP clients within $200 of the resource limits.
OAP clients will be certified for 12 months when the client has any earned income or the Head
Of Household has unearned income other than Social Security unearned incomes.
OAP clients will be certified for 24 months when the client does not have either of these.
OAP clients currently certified for 6 months will not have their certification period changed until
the next RRR.
Adult Financial Assistance will no longer require the State AND & AND ‐ SSI/CS RRRs to occur when the Med re ‐ exam is due.
The RRRs for these programs will be set based upon the Approval Date or the Previous RRR Due
Date and will be set to 12 months if the client has earned income and 24 months if the client does not.
RRR Alignment – User Guide
Version: 1.0
Release Date: June 21, 2012
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