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PERFORMANCE REPORTS

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Shelly Hatch-Burnett County Director

Jill Sherry-La Crosse County Director

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• What are the federal and state measures?

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• What report is the information taken from?

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• What activities impact the numerator?

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• What activities impact the denominator?

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• Best Practices

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• Reports to Use to Assist in Performance and Quality Assurance

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• Time for Questions

What we will cover!

What is it and why is it important?

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• Preventing mistakes and avoiding problems

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• Active process monitoring to improve processes and procedures

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• Process-oriented

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• Providing quality service

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Quality Assurance

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Performance measures are required under both federal regulation and Wisconsin Administrative Rule

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45 CFR 305

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305.2 Performance Measures

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305.3 Incentive Payments

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Administrative Rule DCF 153

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DCF 153.05 Performance Measures

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DCF 153.06 Performance Levels

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DCF 153.07 Incentive Payment formula

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DCF 153.08 Distribution & use of incentive payments

Why Performance Measures, and

What are they?

Measures

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• The performance measures used are the same for both the federal and state measures with the exception of cost effectiveness ratio (federal only).

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Five federal measures:

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• Number of Open Cases with a Court Order

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• Number of Children with Paternity Established

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• Current Support Collected

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• Cases with a collection on arrears

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• Cost effectiveness

Federal Performance Measures

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Four Wisconsin Performance Measures:

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• Cases with an order

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• Children with Paternity Established

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• Current Support Collected

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• Cases with an arrears collection

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Wisconsin Performance Measures

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Number of IV-D Cases with Support Orders Open at the End of the Federal Fiscal Year

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Total Number of IV-D Cases Open at the End of the Federal Fiscal Year

Measure #1:�Number of Open Cases

with a Court Order

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• Case must be open at the end of the reporting period

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• Must be a court order financial obligation: CHLD, FMLY, SPSL or LYIN

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• If not a current support debt, there must be balance greater than $0

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• If the case has no financial obligation, a non-financial obligation of VERF, PAYM, HEAI, WORS, VERS, LEGS, WORK, COMP or NONM and the child must be <18, or 18 with a verified future graduation date

What is counted as a case with an order?

BEST PRACTICES

• Reports:
• PER1 KAQX Open Case with no support order - Primary report to work, if you get this report to no cases, you will have a 100% court order establish rate.

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• LOCA ​KAPC Post Locate Aging Summary ​M ​- This will provide which cases need action first

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• Have caseworker provide written status update for each case on the PER1 report

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Best Practices

• Meet with CP to assess the case.

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• Prior to hearing send out letter that emphasizes we represent State, and neither parent, that we want the best information to present to the Judge and we need them to get it to us as soon as possible to avoid unnecessary delays or repeated hearings.

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• Where NCP is incarcerated, seek an Order holding the issue of support open and standard health insurance requirements. For performance purposes, this is considered a case with an Order.

Tips

• Tips: September only, call cases that are in pending close (these will show up on KAQX/PER1 report) that will not close before the end of the year due to CNCS or CEMC reasons and see if the cp’s will request closure. You can then change the closure reason to CDIS and they will close immediately. All PNDC close cases count against your establish percentage.

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• Example: You have a 1000 caseload, all cases established and 100 cases in pending close status due to emancipation, your establish rate would be 90%. If all the pending close cases were closed, you would have an establish rate of 100%.

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Total Number of Children in the IV-D Caseload in the Federal Fiscal Year who were born out-of-wedlock with Paternity Established or Acknowledged

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Total Number of Children in the IV-D Caseload as of the end of the preceding Federal Fiscal Year who were born out-of-wedlock

Measure #2:�Number of Children

with Paternity Established

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Child Paternity Indicator is used

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The following are valid child paternity indicators:

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• R = Paternity Resolved

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• P = Paternity Pending

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• U = Unknown

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• X = Marital

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Children with an X or U as a paternity indicator are not counted in either the numerator or denominator

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How is Paternity Status determined

for Reporting?

Best Practices

• Reports used:
• C371 ​Paternity Aging/Timeline ​M ​KACC

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• D287 ​Children with Paternity Indicator of Unknown ​M ​KAUO

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• Tips:

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• Have CSA pay the VPA $10.00 processing fee if that is the only roadblock to filing the form-possible to recoup fee if establishing support or repayment of birth expenses.

Best Practices

• Set Face to Face appointment to meet with parents prior to baby being born to provide an overview of the paternity and child support process that will affect the family throughout the life of the case.

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• Offer option of Administrative Paternity tests to facilitate use of VPA.

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Total Dollars Collected for Current Support in the

Federal Fiscal Year in IV-D cases

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Total Dollars Owed for Current Support in the

Federal Fiscal Year in IV-D cases

Measure #3:�Percentage of Current Support Collected

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• Case must be IV-D at the time the collection was due or paid

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• If the case was IV-D and changes to NIVD, any amount due or paid from the time of the change is not included

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• Amount due and paid is calculated based on the reporting period (beginning of the federal fiscal year to the end of the reporting period) regardless of whether the case is open at the end of the reporting period

Current Support Owed and Collected

Best Practices

• Reports
• EMPE KAKT: Ended Employment-Identifies participants with end dated employment in prior week
• Tip:
• Early intervention, when you have a paying case that loses employment, place a call to the cp and ncp as soon as you are aware. Also, use SSP for locates, as they have w-4 reported, which is different and is occasionally available sooner, than National New Hire Data.

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Best Practices

• Reports-continued
• I297 KAHG Identifies participants with active Income withholding but no income withholding payments.
• Tip:

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• Use fax whenever possible when sending income withholding. Also, if they appear on the KAHG report, make direct contact with the employer and send the document Employer Failure to Comply - Collection Stopped (IW10), if no response is received from the employer.

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Best Practices

• Reports-continued
• CUR1 KARO Current Support Collections

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• Tip:

• All 0% cases listed should either be having administrative or judicial enforcement done or having a modification done due to inability to work. All greater than 0% should be reviewed to determine why the full payment was not received and have follow up with the client, increase in withholding, or possible administrative or judicial enforcement.

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Best Practices

• For monthly orders (where there are arrears owed) make sure the arrears repayment amount is at least 10% of the current support that is owed. This will ensure that 100% of current support is paid and a payment on arrears is received each month: **example $500.00 per month order, add $50.00 per month arrears repayment, bi-weekly/weekly amount sent for garnishment would be for $253.85/$126.92 respectively, each month a payment of $507.70 would be received**

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Best Practices

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• Set support orders at a weekly amount when possible.

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• When a new order is set notify parents immediately with a letter indicating the amount owed, that only payments made to WI SCTF will be credited against the support owing, and provide payment coupons.

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• We encounter clients that can’t make full payments so they make no payment at all. We assume the habit of making regular payments is the best practice. We encourage and support partial payments for limited duration when the case calls for it.

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Total number of eligible IV-D cases paying towards arrears

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Total number of IV-D cases with an arrears due

Measure #4:�Cases with a collection on arrears

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A case that had an arrearage due at any point in time from the beginning of the federal fiscal year through the end of the reporting period

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If the KIDS case, or any one of multiple KIDS cases, associated with the federal case (court case/unique child placement) has an arrears greater than $0 is reported

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What is a case with arrears?

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Arrears subaccounts are those not equal to ‘CSUP’ or ‘VLTY’ and a support type not equal to ‘COST’ or ‘NONS’

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If the only arrears balance was paid off due to a backdated collection during the reporting period, and there were no adjustments to the arrears balance or other arrears collections, the federal case is not counted if there are no arrears on the case at the end of the reporting period.

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What is a case with arrears?

Best Practices

• Reports:
• C126 KALR Identifies payer's FIDM account and Account Seizure Eligible

• This is a fairly easy report to review and shows the match date and amounts.

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• C127 KALS Identifies participants eligible for license suspension

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• D754 KALF Identifies payers who have defaulted on APPs

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Best Practices

• Reports, continued:
• D494 KATX Workers Comp Claims: Provides NCP claim info, new or updated

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• PER4 KARA Identifies cases that have not posted an arrears payment in FFY

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• Tip: Use this report the very first month and add administrative arrears repayments for cases that are LCNR (locate not required). If delayed, they may lose their employment and you may lose getting a payment during the fiscal year.

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Best Practices

• Make sure to add your periodic payment to arrears if there are any owed, this will allow backdated payments to be applied to the arrears owing. Be collaborative, if the NCP has orders in other counties, inform them that you are adding an arrears repayment so that both counties will receive an arrears hit.

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• **All arrears repayments should be at least 10% of the current support order** If not, it could be up to six months prior to the first arrears payment

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Total IV-D Dollars Collected

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Total IV-D Dollars Expended

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Federal (Only) Measure #5�Cost effectiveness Ratio

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• Measures 1 through 4 are determined using the federal calculation method

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• Case with court orders

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• Children with Paternity Established or Acknowledged

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• Current Support Collected

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• Cases with an Arrears Collection

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• Measure 5

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• IVD Caseload

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Wisconsin Performance Measures

Best Practices

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• Make it a competition and provide monthly reporting to staff indicating what their performance is for the month, compared to other staff in the agency and compared to the State average. (FPM Current Support Collection Rate Detail-Webi)

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Best Practices

• In interacting with the parents, we stress:

• Our neutrality

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• The need to communicate with our workers.

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• The need for accurate information for the Judge.

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• Ensuring parents understand our expectations.

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• Work to give context to the parents about the case so they understand what we are up to and why.

• We encourage all forms of communications: �phone calls, emails, walk-ins.

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• Continue to educate private attorneys on our needs.

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Webi Reports

• Collections
• DCF-CSD-024 Cases with No CSUP Payments in 1,2,3 through 12 months
• DCF-CSD-78 Worker Summary of CSUP Collected
• DCF-CSD-002a Cases with Active IW and No Court Ordered Obligation on Arrears

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Webi Reports

• Federal Performance
• DCF-CSD-064 Court Order Estl Rate
• DCF-CSD-062 CSUP Collection Rate
• DCF-CSD-055 Paternity Estl Rate
• DCF-CSD-063 Arrears Collection Rate
• DCF-CSD-061 FFY Performance Summary Per Agency

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Webi Reports

• Paternity
• DCF-CSD-005a Active Children Needing Paternity Established
• DCF-CSD-106 Cases with PE99 Case Event
• DCF-CSD-040 Non-closed cases with unborn child
• DCF-CSD-005 Paternity Cases with Child Age Greater than 19 years

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Questions?

Wisconsin Performance Measures