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SIS 100.05 STATE OFFICE CONTACTS
SYSISMU
SERVICES INFORMATION SYSTEM
DATA ENTRY MANUAL
NORTH CAROLINA
DIVISION OF SOCIAL SERVICES
NOVEMBER 2007
The purpose of Form DSS-4263 is to provide information to meet reporting requirements at the Federal, State, and local levels. Several examples are as follows:
1. To compute percentages of time spent by service staff in direct service activities. These percentages will provide the basis for county reimbursement. Along with case record information, the Daily Report will provide documentation for reimbursement and must be maintained for State and Federal audits in accordance with the DHHS Records Retention and Disposition Schedule for Grants, which may be found on the DHHS Office of the Controller’s website (http://www.ncdhhs.gov/control/). Since the Daily Reports may record worker time for multiple grant programs, individual forms may not be destroyed until requirements to retain documentation for all grant programs represented on the form have been lifted, as indicated in the Records Retention and Disposition Schedule.
2. To determine costs of services delivered, thereby enabling more effective planning and budgeting.
3. To provide data regarding the number of recipients of direct services for various programs for the purpose of federal reporting, program management and planning.
Federal regulations require that salaries and wages of employees chargeable to more than one grant program or other cost objective will be supported by appropriate time distribution records. The method used should produce an equitable distribution of time and effort. Although Federal policy, as determined by higher offices and Federal audit agencies, allows the use of alternative methods, North Carolina has consistently determined that the method most beneficial to the counties and the state as a whole, for fiscal and other reasons, requires 100 percent time recording. In order to have a single record, which lists the total of each person's efforts; it is required that leave and other administrative type activities also be recorded on the Daily Report of Services. This will permit the direct client activity daily reports to be used as an acceptable time recording system.
1. In order to have a single record, all activities (direct, administrative, and leave) should be recorded on the Daily Reports. (Leave without pay - put under comments.)
2. Each direct activity listed should consist of at least 5 minutes. Any activities of shorter duration should be included in a "block" of time using the most appropriate Service Code(s), such as one of the Case Management codes (see 4.a. below).
3. General administrative activities should be tracked throughout the day, but may be recorded in a "block" of time at the end of the day. Identification as to what the block includes may be entered in the Comments block. (See Appendix B, in the SIS manual for definition of General Administration.)
4. Some Case Management codes (e.g., 380, 386, 522, 580 and 590) may be reported in either of the following ways:
a. Add together the time spent in Case Management activities by program at the end of the day. Using this method the columns required to be completed on the DSS-4263 are Day, Service, Minutes, and Pgm.
b. List Case Management time by specific client. This method requires all columns on the DSS-4263 to be completed (i.e., day, Service, Client ID, Minutes, and Pgm).
Other Case Management codes require SIS Client ID numbers. Time spent in these activities cannot be reported in a block. Refer to the Appendix B in the SIS manual Service Grids for usage requirements for specific codes.
5. To assure proper distribution of time to the appropriate programs, Overtime must be recorded on the Daily Reports. This includes all overtime, that is, time for which monetary compensation, compensatory time or no compensatory time is received. A note should be made in the comments section as to the time spent which exceeds the normal workday. When compensatory time is taken, the time should be reported as General Administration (Code 990).
6. It is not necessary to report days on which the agency is officially closed for business, e.g., holidays, snow days, etc.
The Department of Health and Human Services and the State Computer Center have implemented Resource Access Control Facility (RACF) to help protect data in the computer files at the State Information Processing Services (SIPS). The SYSISMU SYSTEM requires the use of a RACF User ID and Password.
To obtain your RACF User ID and Password, your County Security Officer must complete an Information Resource Access Authorization Form (IRAAF) and send to the Customer Support Help Desk. The Division of Information Resource Management, Customer Support Help Desk may be contacted at (919)855-3200, choose Option 2 if additional assistance is needed. All User ID's and Passwords MUST BE kept CONFIDENTIAL. If you forget your User ID/Password, contact your County Security Officer. A Password and RACF ID is revoked if not used within 45 days, entered incorrectly five times in a row, or not changed within the required time frame.
DO NOT display them on your terminal or have them written down where someone else can see them.
Another aspect of security is the terminal itself. DO NOT ever leave the terminal unless you sign off the system you are using. At the end of the day, when data entry is complete, lock your terminal by removing the key. If your terminal does not have a key, turn the intensity button down. This will prevent screen images from being permanently burned onto the screen.
ALL information contained on an input form, printed on any output documents, and keyed into the system, is considered to be confidential.
1. Equipment Problems
You should contact the State Information Technology Services (ITS) at 1-800-722-3946 or (919)855-3200 Option 2 anytime you have a problem with your equipment (terminal, printer, modem, etc.) such as a lightning bolt, blank screen, nothing below the bottom line, no power, etc. ITS will also report telephone line problems. If you are unable to get into an application (such as IMS, CICS, etc.), you would also call ITS.
You should contact your Site Coordinator any time your equipment needs repairs. The Site Coordinator should follow the instructions in the New Security Policy and Procedures Manual.
2. Data Entry
Contact the Systems Coordinators at (919) 855-3200 option #2 for the following:
a. Highlighted errors/messages on screen while keying;
b. Stuck in an application with a clock;
c. An ABEND message; a message is displayed on the screen when someone has performed a function and because of an error condition in the data, that function cannot be performed. This causes that function to come to an abnormal end, forcing the program to stop. Do not clear the screen unless absolutely necessary. If the screen must be cleared, screen print the ABEND message and indicate on the screen print what function (such as new addition, changing or closing a case) was being performed at the time of the ABEND;
d. Training Data Entry personnel;
e. Assign RACF IDs and Passwords for SYSISMU;
f. Assign terminal access to SYSISMU;
NOTE: Requests for RACF IDs and passwords or terminal access to SYSISMU must come from the County Security Officer.
3. Services Information System Problems (SIS)
a. Information Support Unit
Performance Management/Reporting and Evaluation Management Section
Division of Social Services
Mailing Address: 2420 Mail Service Center,
Raleigh, NC 27699-2420
Located at 325 N Salisbury Street, Albemarle Building, Raleigh, NC 27699
Phone#: (919) 733-8938 Fax#: (919) 715-5457
Please contact DSS Information Support Unit only if you have any system related problems/errors, questions, or requests.
b. Family Support and Child Welfare (FSCW)
Division of Social Services
Mailing Address: 2408 Mail Service Center,
Raleigh, NC 27699-2408
Located at 325 N Salisbury Street, Albemarle Building, Raleigh, NC 27699
Phone#: (919) 733-4622 Fax#: (919) 715-6714
Please contact Sara Mims, Family Support and Child Welfare if you have any policy/procedural questions or requests related to Work First and Family Support Services.
c. Division of Aging and Adult Services
Mailing Address: 2101 Mail Service Center,
Raleigh, NC 27699-2101
Located at 693 Palmer Drive, Taylor Hall, Raleigh, NC 27699
Phone#: (919) 733-3818 Fax#: (919) 715-0023
Please contact Suzanne Merrill, Division of Aging and Adult Services for any procedural/policy questions related to Aging or Adult Services.
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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