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3.2 Comprehensive Evaluation

Legal References:

Note:  The DSHS Annual and Returner Updates will not be available until August 22, 2014.

The Comprehensive Evaluation section is divided into three separate sub-sections:

3.2.3.1 When do we update an active comprehensive evaluation?

The active initial CE is a living document that shows, in one place, what has been going on with the parent and his or her children through their TANF stay and as we hear back from partners and providers who have been working with the family.

Staff will update the initial active CE at the following times:

DSHS staff will update an active CE by opening the active CE and selecting the appropriate follow up type.  They can also update any portion of an active CE at any time at user discretion.

Partners will update an active CE by submitting changes to their designated update sections.

See the WorkFirst Comprehensive Evaluation Client Flow Chart for additional details about how we create the initial active CE and keep it updated.

3.2.3.2 What is included in a DSHS Annual Update to the comprehensive evaluation?

The WFPS or WFSSS will open the active CE, select the Annual CE Update follow-up type.   You will only be able to select the Annual CE update when Part 1 of the CE has been previously saved/finished.  You will be required to save/finish Parts 2 and 3 during the Annual CE Update if you have not previously saved/finished those parts to ensure the entire CE has been completed within a year.

For a Part that has been previously saved/finished, you will complete the annual update scripts and prompts at the top of each section in Parts 2 and 3 of the active CE, the family violence section in Part 2 and the family planning question in the adult health section of Part 2.  These scripts and prompts are intended as guidance for staff, not as text that must be read to the parent verbatim.  The important goal is to address each of these topics in whatever way staff feel comfortable, according to their skill and experience.

The prompts at the top of each section are geared to screen for emergencies, surface any changes over the past year and to complete the annual family violence and family planning screenings.  The WFPS or WFSSS may also update other areas in Part 2 and Part 3 as they feel appropriate.

Save/finish Parts 2 and 3 of the CE when you have completed the DSHS Annual Update.  Once that is done, the system will recognize that the family violence and family planning screenings have been completed and not display red notification to complete those on the Client Main Page.

3.2.3.3 What is included in a Sanction Re-engagement update to the comprehensive evaluation?

The WFPS or WFSSS will open the active CE, select the Sanction Re-engagement follow-up type and ask the six questions that focus on how the parent will successfully participate in WorkFirst. The script at the end of the section screens for any issues that the parent may have forgotten to mention during the interview that might affect his or her ability to participate. You will not need to use this script for a NCS re-applicant as they will also be completing or updating the rest of their CE as part of their intake process.

Save/finish Part 4 of the CE when you have completed the sanction re-engagement update.  You will be able to find the results of previous sanction re-engagement updates in the sanction re-engagement history.

3.2.3.4 What is included in a short-term returner update to the comprehensive evaluation?

The WFPS or WFSSS will open the active CE, select the Returner 0-6 Months follow-up type and complete:

The WFPS or WFSSS may also update other areas in Part 2 and Part 3 that appear relevant based on the conversation with the parent.

Save/finish Parts 1 and 2 of the CE when you have completed the short-term returner update.  You will also want to save/finish part 3 if you made any updates to that part.

3.2.3.5 What is included in a mid-term returner update to the comprehensive evaluation?

The WFPS or WFSSS will open the active CE, select the Returner 7-12 Months follow-up type.  You will only be able to select the Returner 7-12 Months CE update when Part 1 of the CE has been previously saved/finished.   You will be required to save/finish Parts 2 and 3 during the Mid-term Returner Update if you have not previously saved/finished those parts to ensure we are getting a good picture of the parent’s situation.

For a Part that has been previously saved/finished, you will complete the 7-12 returner prompts at the top of each section in Parts 2 and 3 of the active CE, the family violence screening in Part 2 and the family planning question in the adult health section of Part 2.  The scripts and prompts will be very similar to those used in the Annual CE update with a focus on what has changed since the parent left TANF as well as screening for family violence or other emergencies, as well as family planning.

As with any CE update, the WFPS or WFSSS may also update other areas in Part 2 and Part 3 that appear relevant based on the conversation with the parent.  The scripts and prompts are intended to guide an open ended conversation that is conducive to conducting a motivational interview with a parent.

Save/finish Parts 2 and 3 of the CE when you have completed the mid-term returner update.  Once that is done, the system will recognize that the family violence and family planning screenings have been completed and not display red notification to complete those on the Client Main Page.

3.2.3.6 What is included in an ESD partner Update to the comprehensive evaluation?

Employment Security coaches will provide the following information upon referral to Career Scope and updates as necessary.  See WFHB 4.2 for more information.

3.2.3.7 What is included in a community/technical college update to the comprehensive evaluation?

When the user opens the community/technical college update section in the Comprehensive Evaluation, they will have access to any Employment and Training (E & T) plan for that student from the E & T menu.  In the selected E & T plan, staff can enter information into the “Education Milestones “section (which follows the “Progress Notes” section).

There are four education milestones:

There is a date field and text box following each milestone, where additional information such as completion date and type of certificate or degree can be entered. The dates and text may be modified until the plan is closed.

3.2.3.8 What is included in a Commerce contractor update to the comprehensive evaluation?

When the user accesses the Commerce Partner Updates link from the CE Main Page, the user will be taken to the Commerce Plan Exit History summary page.  The Commerce Plan Exit History summary page will allow for the exit section of closed Community Jobs Individual Development Plans, Job Connection Career Plans, and Community Works Plans in which the parent has been enrolled to be viewed.  The page will also display Career Development Plans in which the parent has been enrolled to be viewed.  Note: Only plans created on or after 3/21/14 will be viewable in this section.

The plans will be viewable in the following order:

  1. The Individual Development Plans, Job Connection Plans, Community Works Plans will display in descending order by the most recent Creation Date. 
    1. The following exit information will be displayed for each closed Individual Development Plan, Job Connection Career plan, and Community Works Plan-
      • Exit Date
      • Exit Category
      • Exit Reason
      • Explanation of  Exit
      • Unsubsidized Employment Start Date, if applicable

    To view the detailed Exit section of the plan, select the hyperlinked date that appears under ‘Update Date’ on the Commerce Plan Exit History summary page.  Please see the example below:  (If a confidential Exit Category was selected by the Commerce Contractor, the Exit Reason and Explanation for Exit will only be viewable by DSHS).

    IDP, JC, and CW Exit History

     

  2. The Career Development Plans shall display in descending order by the most recent Update Date.  The whole plan will be visible for the user to review.

To view the detailed Career Development Plans, select the hyperlinked Worksite Name that appears under Career Development Plan History which is part of the Commerce Plan Exit History summary page.  Please see the example below:

Career Development Plan History
 


Worksite Name

Employment Type

Hours

CSO

Start Date

Effective Date

Status

Term. Code

Last Updated

Worksite 1

Career Development

12

034

02/07/2014

02/07/2014

A

02/07/2014

Worksite 2

Career Development

15

034

02/06/2014

02/07/2014

I

RB

02/07/2014

Worksite 3

Career Development

10

034

02/05/2014

02/07/2014

I

RB

02/07/2014

Total Active hours:

12

3.2.2.9 What is included in a LEP Pathway Provider update to the comprehensive evaluation?

The LEP Pathway Provider is required to update service milestones in the CE by checking the appropriate box and entering free-form text.  eJAS will send an e-message to the WorkFirst worker of record when an LEP Pathway Provider update is done and eJAS notes will auto-populate with a summary of the update.

 
3.2.3.10 Comprehensive Evaluation Updates - Step-by-Step Guide
  1. The WFPS or WFSSS will update the comprehensive evaluation for parents who exit and return within one year, to do the annual CE update or start a sanction cure as follows:
    1. Open the active CE and select the follow up type
    2. Complete the mandatory parts, scripts, prompts, questions and sections for that type of update,
    3. Update other sections of the active CE that appear relevant
    4. Save/finish all Parts of the CE that have updated material.
  2. The WFPS or WFSSS can also update an active CE at any time, and save/finish any amended Part of the CE.
  3. WorkFirst partners will update their designated sections of the active CE as parents achieve employment or educational milestones.
 

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