Child Care 12 Month Review

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Child Care 12 Month Review

• The Policy and Process of

SMRFS
August 2005
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Definition of a SMRF SMRF (noun) A Six Month
Report Form used to confirm household
circumstances and report household changes at the
mid-point in a twelve month period of eligibility
in place of a face to face review. To SMRF
(verb) The act of submitting / or being
required to submit a Six Month
Report Form .
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• Objective of the Child Care 12 Month Review
• Currently Child Care (CC) AGs are required to
  have a face to face review every six months.
  Most FoodShare (FS) AGs are required to have a
  face to face review every 12 months and to submit
  a SMRF at the six month point in a 12 month
  certification period or period of eligibility.
  The purpose of this project is to transition CC
  to the FS SMRF process and to synch up CC SMRF
  dates and review dates to FS dates. This will
  result in
• Workload reduction for local agencies.
• Better customer service to working families
  receiving subsidized child care.

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Transitioning Child Care to SMRFing

• Effective 8/26/05, a Child Care AG that is open
  and ongoing will transition to the 12 month
  review and SMRF the next time a face to face
  review takes place and eligibility is run and
  confirmed open. This will occur whether or not
  FoodShare is open and regardless of how the
  worker answers the review question Is this a
  review for FS? on ANRQ. How this question is
  answered determines how the FS/CC review date is
  set. If answered Yes, the FS/CC review date
  will synch up and be pushed out 12 months. If
  answered No, the FS/CC review date will synch
  up to the FS review date that existed prior to
  the review.
• When an application for Child Care is confirmed
  open and there is no FS AG open, the CC review
  date will be set for 12 months and the SMRF date
  will be set for 6 months.
• For a case that has open CC and a FS Regular or
  Categorically Eligible AG, the CC AG review/SMRF
  date will change to synch up with the FS
  review/SMRF date.
• CC will set its own 12 month review date if the
  FS unit is Homeless, Migrant Workers, or
  Transitional FoodShare.
• The CC AG will synch up with the EBD FS unit
  for the 12 month review and will set its own SMRF
  date.

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TRANSITIONING CHILD CARE to SMRFing On the
CARES MAINFRAME
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Enter ASER and the case num to begin the review.
This case has ongoing FS we will be adding CC.
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Continue on through the remaining screens. On
AGEC, confirm the benefits to complete the
review.
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You can see the review dates that were set by
tranning to AGOR.
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The CC and FS review dates have both been set to
08/31/2006. A worker must have a security level
of 50 or higher in order to override the CC
review date, because an override can make the FS
and CC review/SMRF dates out of synch.
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To track the SMRF dates, tran to ANIR to view the
actions taken on the SMRF.
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Six Month Report Forms
Reminder Letter There is one Reminder Letter
that is sent for FS and CC AGs. This letter will
be sent in month 4 or the beginning of month 5,
to all FS and CC AGs that are open for month 5 of
the review cycle. FS / CC SMRF and
Instructions These forms are now called the
FoodShare and/or Child Care Six-Month Report
Form, and the FoodShare and/or Child Care
Six-Month Report Instructions. The forms have
been modified to include CC in this process.
The FS / CC SMRF and Instructions will be mailed
in month 5, or at the beginning of month 6, to
all cases with FS and/or CC AGs open for month
6. CC Add On The Additional Information for
Child Care form is a new form created to collect
additional information needed for CC. This form
will be mailed along with the FS / CC SMRF when
the case has an open CC AG. Incomplete Letter
The Incomplete Letter now contains two sections.
The first section identifies incomplete items on
the FS / CC SMRF and the second section
identifies incomplete items on the CC Add On.
Local Agencies will continue to print and mail
these notices.
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Important Dates in the SMRF process Month 4 -
The Reminder Month
A reminder letter will go out in month 4 of the
review cycle. This will occur the weekend after
adverse action in month 4 for cases where the CC
and / or FS AG is open for month 5. A second
run to generate the reminder will occur at the
beginning of month 5 to pick up cases that closed
at adverse action and reopened by the end of the
month. The letter will tell the customer that a
SMRF will be sent in month 5 and that paystubs
for month 5 will need to be submitted. Month 4
is called the reminder month.
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Important Dates in the SMRF process Month 5 -
The Sent Month
The SMRF will go out in month 5 of the review
cycle. This will occur the weekend after adverse
action in month 5 for cases where the CC and / or
FS AG is open for month 6. A second run to
generate the SMRF will occur at the beginning of
month 6 to pick up cases that closed at adverse
action and reopened by the end of the month.
Month 5 is called the sent month.
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Important Dates in the SMRF process Month 6 -
The Process Month
The completed SMRF and supporting verifications
are due back by day 5 of month 6 of the review
cycle. However, the SMRF can be processed at any
time in month 6. If it is not processed by
adverse action, the CC and / or FS AG will close
in batch. If the SMRF is later processed before
the end of the month, the AG(s) will reopen.
This mirrors the process that is currently in
place for review dates. Month 6 is called the
process month.
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Important Dates in the SMRF process Month 7
Processing
If the SMRF for CC and/or FS is not processed by
the end of month 6, the AG(s) will close. The
only way to reopen the FS AG is with a new
application.

The CC AG can be reopened in month 7 by
processing the SMRF for the CC AG. The CC AG
will be tested at 200 FPL and the CC SMRF/review
dates will synch up with the existing FS
SMRF/review dates. If the CC AG closed for not
processing a SMRF in month 6, and remains closed
through month 7, the CC AG can only be opened
after month 7 with a new application and it will
be tested at the 185 FPL.
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Important Dates in the SMRF process

• For a new CC application on an open FS case that
  is subject to SMRFing and synching up with FS
  review and SMRF dates
• If the CC application occurs prior to the
  reminder letter being sent, the same rules as
  above apply.
• If the CC application occurs after the reminder
  letter is sent for FS but before the SMRF is
  sent, a second reminder letter will not be sent.
  The form that is sent will be applicable to CC
  and FS.
• If the CC application occurs after the SMRF is
  sent for FS but before it is received and
  processed, a second form will not be sent. No CC
  SMRF will be required in this scenario. ANIR will
  display the code NCS No Child Care SMRF
  required. When the SMRF is processed, CC dates
  will be synched up with the FS review/SMRF dates.

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NOTE customers must always be given 10 days to
verify reported changes. For example, if
verification was requested on August 26 (which is
in month 6) and was received timely on September
2 (during month 7), FS and / or CC benefits would
re-open as of September 1.
May 05
June 05
July 05
Aug 05
Sep 05
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Reviewing CC SMRF for Completeness

• The caseworker needs to review and determine if
  the SMRF is complete for the FS and/or CC AG.
  In order to be complete for the CC AG, certain
  information on both the FS/CC SMRF and the CC Add
  On form must be completed.
• On the FS/CC SMRF, Sections 1, 3, and 4 must be
  answered Yes or No indicating if a change has
  occurred. Section 2 is not required for the CC
  AG. If the case does not have an open FS AG at
  the time the SMRF is mailed, the checkboxes for
  this section will be blacked out. The FS/CC
  SMRF must be signed by the CC participant to be
  considered complete.
• On the CC Add On form, Section A must identify
  an activity type for each adult and minor parent
  in the CC AG. The names of individuals in the
  current CC AG who must be in an approved activity
  will be pre-printed on the form. If other adults
  or teen parents have been reported as moving into
  the household, their activity type must also be
  identified in this section or on a separate sheet
  of paper. The daily start and stop times do not
  need to be entered in order for the CC Add On to
  be complete or processed.
• Section B is not required for the CC Add On
  form to be complete or processed. This section
  is used to facilitate the communication of
  authorization information needed in order to
  authorize CC for eligible CC AGs.
• Section C must be signed by the participant in
  the CC AG.
• Please refer to Ops Memo 04-27 for the
  definition of what is required for a complete
  SMRF for the FS AG.

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PROCESSING A SMRF On the CARES MAINFRAME
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MNRP is the Interim Reports Menu. From here you
can choose which option you need for working with
the Six Month Report Forms.
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Lets look at CMIL.
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Multiple cases can be recorded at the same time.
Both web and mainframe cases may be entered on
CMIL.
Enter the case number and the date received.
CMIL is a screen that can be used by local agency
clerical staff to record the receipt of a SMRF
and/or CC Add On form in their office. CMIL can
be used to record receipt of both CARES Worker
Web and mainframe cases. If a CC Add On form
arrives separately from the SMRF at the agency, a
received date would be entered for each date that
a form was received. The SMRF is not evaluated
for completeness, or whether it is for CC and/or
FS at this time. The case worker will make those
determinations and record any actions taken on
ANIR.
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A message tells you that the updates have been
successful.
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Screen AQIR is also displayed when you first log
in if there are any SMRF cases with an action
pending.
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PROCESSING A SMRF On the CARES WORKERWEB
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The Pending Six Month Report Form on CWW is
equivalent to AQIR Pending Interim Report Forms
on CARES mainframe.
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Record Six Month Report Actions on CWW is the
equivalent of ANIR Record Interim Report
Actions on CARES Mainframe.
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Select the checkbox for FS and/or CC.
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SMRF Status Codes

• CARES screen ANIR, or Workerweb page Record Six
  Month Report Actions, is used to track
• the status of the SMRF for CC and/or FS.
• The normal sequence of status codes includes
• SMM (SMRF Month Calculated) Set by CARES when
  an application has eligibility run and confirmed,
  and when a review is completed. This code is not
  shown on the screen.
• RMD (Reminder Letter Sent) Set by CARES when a
  reminder letter is sent the weekend after Adverse
  Action in month 4, or at the beginning of month
  5.
• SNT (Form Sent) Set by CARES when a SMRF is
  sent the weekend after Adverse Action in month 5,
  or at the beginning of month 6.
• REC (Form Received) Worker entered on CMIL
  when a SMRF form is received back at the local
  agency.
• INC (Incomplete Form) Worker entered after the
  form has been reviewed and determined incomplete.
  Recorded separately for CC and FS.
• CMP (Complete Form) Worker entered after the
  form has been reviewed and determined complete.
  Recorded separately for CC and FS.
• PRO (Processed) Set by CARES after a complete
  SMRF and all verifications have been received and
  entered, and eligibility for month 7 of the 12
  month review cycle has been run and confirmed.
  Recorded separately for CC and FS.
• Additional codes for SMRF status are

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The Child Care Add On Form
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Section B is not required in order for the CC Add
On form to be complete or processed.
Authorization information is not required to
determine eligibility for CC. This section is
part of the CC Add On to facilitate the
communication of authorization information needed
in order to authorize CC for eligible CC AGs.
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Section C must be signed by a responsible
participant in the CC AG to be considered
complete.
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Contact Information Questions regarding this
training material can be directed to Child Care
Section Staff at Child Care Help Desk
608-261-6317 (Option 2) Rebecca Brueggeman
608-266-9703 rebecca.brueggeman_at_dwd.state.wi.us Pi
rkko Zweifel 608-261-4595 pirkko.zweifel_at_dwd.sta
te.wi.us Questions regarding production cases
should be directed via your local agency process
to the BHCE CARES Information Problem
Resolution Center at E-mail carpolcc_at_dhfs.state.
wi.us Telephone [phone] (Option 1) Fax
608-267-2269 Questions regarding security should
be directed via your security liaison to the DWS
Security Help Desk at 608-261-6317 (Option 1)