County of San Diego Health and Human Services Agency HHSA CalWORKs Program Guide Subject Monthly Progress Report MPR Number Page 10300B 1 of 3 Issue Date 021115 Effective Date Upon Receipt Background The County must establish documentation and reporting requirements of WTW recipients and Employment Services Contractors Policy San Diego County policy requires the use of Contract Outcome Objectives as established by the Health and Human Services Agency HHSA to serve as performance measures for all Employment Services WelfareToWork WTW contracts The Monthly Progress Report MPR lists the outcomes for each contract objective Employment Services Contractors will adhere to the WTW Program requirements in accordance with the California Department of Social Services CDSS regulations as stated in the CalWORKs Program Guide CPG Special Notices SN Policy Inquiries PI Processing Guides and other County directives Board of Supervisors Policy A81 Procedure Submission of Monthly Progress Report MPR Employment Services Contractors will submit MPRs no later than the 10th calendar day of the second month following the report month In order to receive credit for achieving an objective ES contractor must adhere to the Outcome Objectives described in CPG 10300C and Processing Guide 10300C1 1 Employment Services Contractors will submit The original copy of their regional MPRs and claim for payment Attention Eligibility Operations CalWORKsRefugee Contracts Administrator Mailstop W414 Supporting Excel documents Secure email Eligibility Operations CalWORKsRefugee Contracts Administrator and Eligibility Operations WTW Quality Assurance Unit Staff 2 Revisions to the original MPR are only accepted for invalid claims identified by Eligibility Operations through MPR validation or performed by the WTW QA Unit contracts andor internalexternal auditors Revised MPRs will be labeled revised with the revision date include an explanation of the reason for revision with participant name and case number In order to maintain an accurate audit trail a revised claim will also be submitted Contractors will contact the County of San Diego Health and Human Services Agency HHSA CalWORKs Program Guide Subject Monthly Progress Report MPR Number Page 10300B 2 of 3 Eligibility Operations CalWORKsRefugee Contracts Administrator for applicable deadlines to submit revised MPRs Case Record Documentation The WTW case record must contain documentation to substantiate each claim on the MPR 3 Employment Services Contractors will adhere to documentation and reporting requirements described in CPG 10300A and maintain documentation in the participants case record Retention of Documentation Employment Services Contractors will adhere to retention timeframes 4 Employment Services Contractors will retain supporting documentation for a period of three years or longer Documentation includes but is not limited to Amended MPRsreports and Lists with participant name SSN performance objective claimed screen prints andor any other documentation for additionsdeletions to the MPR and Supporting documentation for participation claims Note The WTW case record will permanently contain supporting documentation as described in CPG10300C and Processing Guide10300C1 Upon request this supporting documentation will be made available to any Federal State or County auditor Case records will be retained for three years or longer if any litigation claim negotiation audit or other action involving the records has been started before the expiration of the threeyear period The retention period extends until completion of the action and resolution of all issues which arise from it or the threeyear period whichever is less Regional Monitoring Eligibility Operations utilizes various tools to monitor WTW performance and compliance with the CalWORKs Program Guide CPG and other County directives The regional sites will cooperate with the reviewer by providing all necessary documents required to perform the review 5 Reviews will be conducted at all regional sites and may include but are not limited to the following Monthly Progress Report MPR Reviews Validation of contract objectives Program Compliance Reviews CovertoCover case reviews Focus Reviews Validation of a specific identified element QA Case Reviews Supervisor reviewed cases Note See CPG 10300D for additional information on Quality Assurance Reviews Impacts County of San Diego Health and Human Services Agency HHSA CalWORKs Program Guide Subject Monthly Progress Report MPR Number Page 10300B 3 of 3 WelfareToWork WTW Employment Services References Board of Supervisors Policy A81httpwwwsandiegocountygovcontentdamsdccobdocspolicyA81pdf Sunset Date 02282018 Approval for Release 02112015