WIPA DATA ENTRY
Efforts to Outcomes (ETO)
April 2011
Slide 2: Learning Objectives
• Understand the purpose of ETO data entry
• Know who, what and when to enter (data) into
the I&R program
• Know who, what and when to enter (data) into
the WIPA program
• Know where to go for Resources/Questions
Slide 3: Importance of accurate ETO data
entry
• OESP (Office of Employment Support Programs) is
committed to evaluating the overall WIPA program and
the performance of each project.
– Need accurate and complete information from each
project, as captured through the ETO data system
– Immediate data collection goal: document the
activities and successes of the WIPA projects and
share these results with SSA and Congress
• Project Officers receive regular ETO reports which are
used to evaluate each project’s performance
Slide 4: Performance Measures
• Currently SSA pays particular attention to the following
indicators:
–
–
–
–
Number of beneficiaries enrolled in I&R
Number of beneficiaries enrolled in WIPA
Percentage of I&R to WIPA enrollments
Follow along services – Beneficiary Efforts as well as
Baseline and Follow Up Assessments
– Average Cost per beneficiary enrolled
• Based upon amount of award and number of
beneficiaries served
Slide 5: Let Your Good Work Shine
• Data entered into ETO is used for several reasons:
– OESP needs the data to share with Congress to help
justify the need for WIPA
– Project Officers use these reports to assess the
performance of your project
• To assure all the good work you are doing is getting
communicated, it needs to be entered into ETO and
entered in a timely manner.
– If it’s not entered, it did not happen
Overview of the ETO programs
Slide 7: Basics of Accessing the ETO data
system
• ETO is an internet based data collection system
– https://wipa.etosoftware.com
• Only WIPA personnel who have favorable suitability
determination are permitted to access the system
• Once the favorable suitability determination is obtained,
contact your SSA project officer to set up an ETO account
• Each person authorized to enter data will be assigned their
own unique user name and password (MAY NOT BE
SHARED)
Slide 8: A Basic Overview of ETO: 2 Programs
• The data system is divided into two main parts, or programs:
– I&R program (titled “Initial Contact and Demographics”
in ETO)
•All eligible beneficiaries who receive services from
your WIPA project are entered into the I&R program
•Capture demographic & I&R service information
– WIPA Work Incentives Planning and Assistance (WIPA)
•Only beneficiaries you provide WIPA level services to
are entered into this program
•Captures information about WIPA level services your
WIPA project provides
Slide 9: Basic Features Available in Both
Programs
• Within each program, ETO has features that allow you to
complete certain tasks.
1. Enrollment
2. Assessments: Forms in ETO that capture information about
the beneficiary in relation to the service you are providing
3. Efforts: The place where case notes regarding the
Beneficiary are captured
4. Dismissal: The feature in ETO to make a beneficiary inactive.
Beneficiaries that are dismissed can be reactivated
Slide 10: Where to go for Assistance with
Technical Issues
• Requests for assistance with technical issues only
should be directed to WIPASupport@MathematicaMPR.com
– Examples of technical issues include assistance with
access to ETO, difficultly logging in, finding a
beneficiary in ETO, missing data, hardware or
software issues and technical difficulties with
accessing reports in ETO.
• Mathematica has many ETO resources available online
(manual, cheat sheet, FAQs, etc.):
– http://host21.mathematicampr.com/WIPADATA/resources/
Slide 11: Where to go for Assistance with
Other Issues/Questions
• All other requests for assistance related to entering
data on beneficiaries to accurately capture services
provided should be referred to your VCU Technical
Assistance Liaison.
– If you are unclear to whom to direct your questions –
contact your OESP PO
– Examples include determining who to enter into I&R
and WIPA services; determining how to enter WIIRC
referrals into ETO; when to dismiss someone from
I&R; deciding when a follow-up assessment is
necessary; or when to enter efforts into ETO
Working in the I&R Program
Slide 13: I&R Program
• Who do you enter into the I&R program?
• What must be entered into the I&R program?
• Tips for entering beneficiary information into the I&R
program
Slide 14: Who do you Enter into the I&R
Program?
• Enter all callers who you determine; (1) eligible to
receive services from your WIPA project, and (2) do
receive some services from your project
– All services provided by a WIPA project begin with
delivering Information and Referral services
– Since the I&R program in ETO captures the I&R
information, all beneficiaries eligible for your services
should be entered in this program
Slide 15: Definition of Beneficiaries who Are
Eligible for any of the WIPA Services
• WIPA eligibility criteria:
– at least age 14, but not yet full retirement age
– disabled per SSA’s definition, and
– already receiving (or approved to receive) Social
Security benefits based on disability (SSI or a title II
disability benefit such as SSDI, CDB or DWB).
• NEVER enter a caller who is INELIGIBLE for WIPA!
– If you inadvertently enter someone who is not
eligible or is a duplicate, change their last name to
“Fake” (they will be deleted from ETO)
Slide 16: Characteristics of Who Gets Enrolled
in the I&R Program
• Beneficiaries needing I&R Only:
– I&R callers may not be ready to pursue employment
– They may only request generic information about
benefits, work incentives, programs or services
– I&R calls can usually be taken care of effectively over the
phone or email, with an I&R packet mailed as follow up
– An in-depth intake for I&R callers may not be necessary
• Beneficiaries needing WIPA Level Services:
– Beneficiaries needing WIPA Level service must be
enrolled in I&R first, before enrolling them in the WIPA
Program in ETO
Slide 17: Scenario #1
• It’s Tuesday afternoon, you’re at your desk working on a BSA
and your phone rings. The caller, Jane, explains she got
your name from her mental health counselor, who told her
you could help her apply for SSDI and SSI. She’d like to
schedule an appointment with you as soon as possible. You
explain you are not trained to assist with the application
process but can provide her some local resources who are
trained. You share with her a few names and phone
numbers. She thanks you for your time and you hang up.
• Do you enter her in the I&R program?
Slide 18: Scenario #2
• It’s Wednesday morning, you’re at your desk working on a
BSA and your phone rings. The caller, Richard, explains he
got your name from his VR counselor. He just completed
auto mechanic training and started job searching. He’d like
to know how his benefits are going to be affected when he
gets a job. He gets $950/month SSDI and Medicare, he
hasn’t work since entitled (12/2007). You provide an
overview of TWP/EPE, clarify you’d like to send him releases
and verify his benefits, he agrees. You tell him you’ll mail him
releases and information about work incentives. You
schedule a phone meeting for 3 weeks from today to go into
deeper detail.
• Do you enter him in I&R program?
Slide 19: Scenario #3
• It’s Friday afternoon, you’re at your desk reviewing some
BPQYs that recently came in and your phone rings. The
caller, Donna, explains she got your name from her friend,
who also receives disability benefits and just started
working. She tells you she is not certain whether she can
work, but if she were to work, she can’t afford to lose her
health insurance. She asks you what would happen to her
benefits if she worked. You clarify she’s getting Medicare
and SSDI. You provide her a basic overview of the work
incentives, referrals to vocational service agencies, and tell
her you’ll mail her some handouts and to contact you if she
decides to pursue work.
• Do you enter her in the I&R program?
Slide 20: What Must be Entered into I&R:
Enrollments
1. Enrollment: All beneficiaries who are eligible for
and receive services, must be enrolled in I&R
– Highlighted fields must be completed to move on: first
name, last name, benefits received at intake, how did the
customer hear about WIPA, employment status at intake,
and program start date
– While other fields are not required to move forward in
ETO, they are required by SSA
– Note: SSN is a required field. It may be left blank only for
beneficiaries enrolling in the I&R program who refuse to
provide this information.
Slide 21: What Must be Entered into I&R:
WIIRC Referrals
• Enrollment of a WIIRC Referral:
– Review info provided by WIIRC, Accept or Reject
within 2 days of receipt. WIIRC will complete all
fields they are permitted by beneficiary to gather
& share (be prepared to fill in others)
• If after 3 attempts to contact they don’t return any
of your calls, change last name to “Fake” using the
established protocol listed in the WIIRC-WIPA
Referral Protocol document.
Slide 22: What Must be Entered into I&R:
Assessments
2. I&R Assessment: All beneficiaries eligible for your
services must have an I&R Assessment
– Required to fill in every section
– Additional I&R Assessments: For beneficiaries who do
NOT move into the WIPA program, if a new I&R need
arises and WIPA services are still not needed,
complete another I&R assessment
– WIIRC Referrals: If I&R Assessment was done by
WIIRC Specialist and CWIC find no new I&R need, no
need to do an I&R Assessment, simply enroll in WIPA
and move on
Slide 23: What Must be Entered into I&R:
Efforts and Dismissal
3. I&R Efforts (I&R Case Notes or Initial Case Notes):
–
The Efforts feature in the I&R program is completely
optional (not used in reports)
–
You can choose to ignore this feature or you can
choose to use it if you would like
–
If you do choose to use it, you can use it to track any
activities you do in relation to the delivering the I&R
service, as well as any additional I&R contacts you
have with beneficiary after that service is complete
Slide 24: What Must be Entered into I&R:
Efforts and Dismissal
4. Dismissing:
– Required: any beneficiary referred to or
receiving WIPA services
– Optional: moved out of service area,
deceased, I&R need met, incarcerated, unable
to contact, declined additional services
Slide 25: Tips for Entering Data in the
I&R Program
• Make sure you’re in the I&R program (not the
WIPA Program) before you start entering data
• Check for duplicates
• Enroll and complete assessment by the 15th or
last day of the month- to be reflected in reports
Slide 26: I&R Program Summary
• Enroll: All beneficiaries who meet WIPA eligibility
criteria and for whom you provide at least some
services
• Assessment: Complete an I&R Assessment for
everyone enrolled in the I&R program
– Additional I&R Assessments under narrow
circumstances
• Efforts: Totally optional; can be used for recording
your I&R activity if you choose
• Dismissal: Dismiss any beneficiary from I&R who will
receive WIPA services and enroll into WIPA
Working in the WIPA Program
Slide 28: WIPA Program
• Who do you enter into the WIPA Program?
• What must be entered into WIPA?
• Tips for entering beneficiary information into WIPA
Slide 29: Who do You Enter into the
WIPA Program?
• Criteria to trigger WIPA Program enrollment consist only of
the following:
– the CWIC offers to provide individualized services to the
beneficiary,
– the beneficiary expresses a desire and willingness to
receive these services, AND
– the CWIC begins providing individualized services (i.e.
beneficiary provides signed releases, CWIC interprets BPQY
provided by beneficiary)
• Keep in mind that anyone who is deemed eligible for WIPA
level services must initially be enrolled in and then dismissed
from the I&R program prior to entry into the WIPA program-NEVER enter a beneficiary directly into the WIPA program
Slide 30: Characteristics of Who Gets Enrolled
in the WIPA Program
• Individuals considering future employment who have worked
since entitlement to disability benefits.
• Individuals who are already employed with urgent benefits
issues that could cause employment loss or reduction.
• Individuals who are already employed who require assistance
with managing work incentives to maximize the financial
benefit from working.
• Individuals with job offers who need information in order to
make a decision about accepting employment or individuals
who have already accepted employment and will begin work
soon.
Slide 31: Characteristics of Who Gets Enrolled
in the WIPA Program (continued)
• Beneficiaries who are actively looking for work, receiving job
placement / job development services, or are actively
planning for self-employment.
• Beneficiaries who are already employed but are considering
a job change of some sort for which work incentives
counseling is needed.
• Individuals who are interested in pursuing employment and
need accurate information to access appropriate
employment support services.
• Individuals who are interested in pursuing employment and
are strong candidates for PASS or other work incentives.
Slide 32: Scenario #2 Revisited
• It’s Wednesday morning, you’re at your desk working on a
BSA and your phone rings. The caller, Richard, explains he
got your name from his VR counselor. He just completed
auto mechanic training and started job searching. He’d like
to know how his benefits are going to be affected when he
gets a job. He gets $950/month SSDI and Medicare, he
hasn’t work since entitled (12/2007). You provide an
overview of TWP/EPE, clarify you’d like to send him releases
and verify his benefits, he agrees. You tell him you’ll mail him
releases and information about work incentives. You
schedule a phone meeting for 3 weeks from today to go into
deeper detail.
• Do you enroll him in the WIPA program right now?
Slide 33: Scenario #3 Revisited
• It’s Friday afternoon, you’re at your desk reviewing some
BPQYs that recently came in and your phone rings. The
caller, Donna, explains she got your name from her friend,
who also receives disability benefits and just started
working. She tells you she isn’t sure she can work, but if she
were to work, she can’t afford to lose her health insurance.
She asks you what would happen to her benefits if she
worked. You clarify she’s getting Medicare and SSDI. You
provide her a basic overview of the work incentives, referrals
to vocational service agencies, and tell her you’ll mail her
some handouts and to contact you if she decides to pursue
work.
• Do you enroll her in the WIPA Program right now?
Slide 34: What Must be Entered into WIPA:
Enrollments
1. Enrollment: Those eligible for WIPA level
services who you begin delivering WIPA services
to should be enrolled the WIPA program
– Enroll by finding in ETO and bringing in enrollment
information from the I&R program
– Required fields for Intake Page were filled on the
I&R program, but be prepared to update
demographics as you get more information
– SSN required--be sure to enter on Intake Page if not
gathered during I&R service delivery
Slide 35: What Must be Entered into WIPA:
Assessments
2. Assessments: Baseline and Follow-Up
– Baseline Assessment: Should be completed for ALL
individuals enrolled into the WIPA program
•A beneficiary only gets 1 Baseline Assessment
•Required to fill out every section with the exception of
the optional section (Benefits Analysis)
•May take more than one sitting to complete (may only
get partial info from the beneficiary in one contact)
•Continue updating Baseline until the point you have
verified benefits, any changes that occur in the
person’s situation after that point should be noted on
a Follow-Up Assessment
Slide 36: What Must be Entered into WIPA:
Assessments (continued)
– Follow-Up Assessment: Complete for a beneficiary anytime
there is a change in their situation such as a change in
employment, education, or use of work incentive
•No limit to the number of Follow-Up Assessments
•Each time you learn of a change in a beneficiary’s
situation, take a new Follow-Up Assessment
•If the change that occurs is reflected in the optional
section, a Follow-Up Assessment is only needed if
optional section was filled out in a previous assessment
•CWICs are required to fill out every section with the
exception of the optional section (Benefits Analysis)
Slide 37: What Must be Entered into WIPA:
Assessments (Follow-Up continued)
– Follow-Up Assessment continued:
• Examples: job search, using employment
services, goal is to earn enough to stop benefits,
Start/Stop working, Increase/Decrease
hours/wages, Employer health coverage
starts/stops, Work Incentive starts/ends, Assigned
Ticket.
Slide 38: What Must be Entered into WIPA:
Efforts
3. Efforts: The only Efforts that should be entered into
WIPA are for significant actions that occur with or on
behalf of a beneficiary AFTER the Baseline is
completed
Slide 39: What Must be Entered into WIPA:
Efforts
Beneficiary Efforts can include things like:
– questions about the use of a work incentive
– discussion of how to report earnings to SSA
– discussion with the VR counselor about the
beneficiary’s use of a work incentive
– discussion of a potential increase in work hours that
is being considered
– the completion of a BSA
– the completion of a WIP
Slide 40: What Must be Entered into WIPA:
Efforts (continued)
– Do not record every contact or attempt as an Effort.
• You call and leave a message for a beneficiary—not an Effort
• You mail the beneficiary updated SGA information—not an
Effort
• You discuss the BSA with the beneficiary on the phone—an
Effort
• You contact the VR counselor and discuss the beneficiary’s
situation—an Effort
– ETO is not a timekeeper to document how you spend your
time as a CWIC
– Complete the fields on the WIPA Effort that are relevant to
the significant action you are recording
Slide 41: What Must be Entered into WIPA:
Dismissal
4. Dismissing: Dismissing from WIPA is NEVER required and
is not recommended; it is an optional action – for example:
– Incarcerated
– Moved out of service area
– Passed away
– Referred to WIPA program
– Unable to contact
– WIPA needs met
– Declined additional services
Slide 42: Tips for Entering Data in the WIPA
Program
• Make sure the beneficiary is enrolled in and dismissed
from the I&R program before enrolling into WIPA
• Make sure you’re in the WIPA program (not I&R)
before entering data about WIPA services
• Enroll and complete assessment(s)/Efforts by the 15th
or last day of the month-to be reflected in reports
Slide 43: WIPA Program Summary
• Enroll: All beneficiaries who receive individualized counseling and
planning must be enrolled into WIPA
– Enroll in and then dismiss from I&R before enrolling in WIPA
• Assessments: Complete a Baseline Assessment for EVERYONE
enrolled in WIPA
– Baseline is completed once all benefits have been verified
• Assessments: After Baseline, complete a Follow-Up Assessment
anytime you learn about a change in a beneficiary’s situation – this
would NOT also be entered as an effort
• Efforts: After Baseline, complete an Effort for any substantial
action involving the beneficiary or engaged in on behalf of a
beneficiary
• Dismissal: Never required
Case Study: Joseph
Step 1: Joseph - 1/5/2010
You get to the office first thing in the morning and listen to
your voice mail. You have a message from Joseph Bridges
which was left last night at 5:45pm. On the message Joseph
tells you he was referred to you from his mental health case
worker and he is wanting information about what would
happen to his benefits if he decided to work. You call Joseph
back and leave a message.
What are you required to enter in ETO?
a. Nothing
b. Enroll in I&R
c. Enroll in I&R and start the I&R Assessment
Step 2: Joseph- 1/6/2010
Joseph calls back while you are in the office. You spend 45
minutes on the phone with him. He lets you know he has been
receiving $1100 of SSDI for a couple years, ever since he was
hospitalized. He shares he hasn’t worked since then and heard
that if he goes to work SSA will stop his benefits. He explains
that he is not sure how much he can work and is concerned he
could lose that support by trying to work. You explain the
basics of SSDI work incentives and the opportunities it
presents for him. You also explain Medicare and your state’s
Medicaid Buy-In program and provide referrals to vocational
services. He tells you he needs to think about everything you
shared with him and will call back in a couple weeks, if he
decides to pursue working.
Step 2: Joseph- 1/6/2010 (cont.)
What are you required to enter in ETO?
a. Nothing
b. Enroll in I&R
c. Enroll in I&R and complete the I&R Assessment
d. Enroll in I&R, complete the I&R Assessment, dismiss
from I&R, and enroll in WIPA
Step 3: Joseph- 2/19/2010
Joseph drops by your office. He lets you know he decided to move
forward with the idea of working and got hooked up with VR services. He
asks you to get the details about his benefits, so he knows for sure what
will happen when he works, noting he’d like his VR counselor to also get
the information you’re sharing with him. You create a plan with Joseph to
gather benefit information. You ask Joseph a number of detailed
questions about his situation and ask him to sign releases. He agrees to
follow up with you in 2 weeks with some final details about his work goal,
and you let him know you expect to have his benefits verified by then.
What are you required to enter in ETO?
a. Enroll in WIPA
b. Dismiss from I&R, Enroll in WIPA and start Baseline Assessment
c. Dismiss from I&R, Enroll in WIPA, start Baseline Assessment and
create a WIPA Effort.
d. Enter a new I&R Effort in the I&R program
Step 4: Joseph- 3/2/2010
You’ve received some of the verifications for Joseph’s benefits,
and you call him to clarify the details on his work goal. Joseph
explains he had to cancel one appointment with his VR counselor
because he was sick with the flu, and they’ve rescheduled for later
this month. He lets you know he’ll call you once he’s met with his
counselor and finalized his employment plans.
What are you required to enter in ETO?
a. Nothing
b. Dismiss from WIPA
c. Create a WIPA Effort
d. Create an I&R Effort
Step 5: Joseph- 4/7/2010
You get a call from Joseph, he shares with you a summary of all the work
he has been doing. He attended a career planning class at the local onestop, met with his VR counselor twice and has figured out his work goal.
He shares with you that he is going to go to school to become a certified
ASC mechanic, which should take about 5 months. After he has
completed his training he plans to get a job working 40 hours/week. He
tells you that based on his market research he’ll be earning $13/hour. He
asks you whether he has to be concerned about losing any benefits. You
review with him what you verified about his benefits and re-explain the
SSDI and Medicare work incentives. You explain you will write up the
information you explained and provide it to him and his VR counselor.
You let him know you’ll get him that summary by the end of next week.
You contact the remaining benefit agencies and secure the final
verification on his benefits.
Step 5: Joseph- 4/7/2010 (cont.)
What are you required to enter in ETO?
a. Nothing
b. Dismiss from WIPA
c. Finish Baseline Assessment
d. Finish Baseline Assessment and create a WIPA
Effort
Step 6: Joseph- 4/12/2010
You type up a draft of Joseph’s BSA and give it to a colleague
for a peer review.
What are you required to enter in ETO?
a. Nothing
b. Complete Benefits Analysis tab in the Baseline
Assessment
c. Create a WIPA Effort
d. Create an I&R Effort
Step 7: Joseph- 4/14/2010
You receive the reviewed BSA back from your colleague, make the
suggested changes and call Joseph to let him know you have it done.
You leave a message and ask him to call you and let you know if he
could come by the office on 4/16 to go over the information together.
Joseph calls back later in the day and lets you know he could come by
on the 16th at 1pm.
What are you required to enter in ETO?
a. Nothing
b. Complete Benefits Analysis tab in the Baseline Assessment
c. Create a WIPA Effort
d. Create an I&R Effort
Step 8: Joseph- 4/16/2010
• You review the BSA with Joseph. He doesn‘t have any
additional questions. You plan to touch base with him in 3
months to see how the training is going and if there is any
new information on the benefits front.
What are you required to enter in ETO?
a. Nothing
b. Create a WIPA Effort
c. Create an I&R Effort
d. Dismiss from WIPA
Step 9: Joseph- 7/16/2010
• You try contacting Joseph, you get his voice mail system and
leave him a message.
What are you required to enter in ETO?
a. Nothing
b. Create a WIPA Effort
c. Create an I&R Effort
d. Dismiss from WIPA
Step 10: Joseph- 7/18/2010
• Joseph returns your call, he explains he started training 2 months
ago, and it’s going well. He’s still working with VR and thanks you
for getting him connected with their services. He explains that he
plans to be done with training in late September and start job
searching around that same time. He agrees to contact you when
he secures employment, so you can review the BSA, otherwise you
let him know you’ll contact him in another 3 months.
What are you required to enter in ETO?
a. Nothing
b. Create a WIPA Effort
c. Complete a Follow-Up Assessment
d. Create a WIPA Effort and a Follow-Up Assessment
Final Thoughts
• Timely, accurate and complete data
entry is CRITICAL!!!!
• Mathematica has a resources website
which has links to many helpful
resource and reference documents, as
well as links to archived trainings. You
can find this site at:
• http://host21.mathematicampr.com/WIPADATA/resources/
• Contact your TA liaison or Project
Officer for questions about what to
enter