BUREAU OF MANAGEMENT SUPPORT - Department of … BM… · · 2017-12-18FY 2017 BUREAU OF...

FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT

FY17 BMS ANNUAL REPORT Page 1 of 34

BUREAU OF MANAGEMENT SUPPORT

Elsa Perez, Administrator

Terry Ascura, PIME/QC Section Supervisor

Bernice Borja, IRO Section Supervisor

Joseph Montague, CCDF Section Supervisor

Christine San Nicolas, WPS Supervisor

Angeline Barcinas, Administrative Support Unit Supervisor

The Bureau of Management Support (BMS) is comprised of five (5) sections: The Child Care

Development Fund (CCDF), Investigation and Recovery Office (IRO), PIME/QC (Program

Information & Management Evaluation/ Quality Control), Work Programs Section (WPS), and

the Administrative Support Unit (ASU).

BMS administers and has oversight:

On the program administration of Child Care services and eligibility determination

To investigate cases that have been referred through KEHA (the fraud, waste & abuse

hotline), QC, BES, and through the other programs or sections within the Division of Public

Welfare

On the establishment claims and collection of payments as a result of intentional program

violation (fraud), inadvertent household error or agency error

To conduct Quality Control reviews on randomly selected SNAP (Supplemental Nutrition

Assistance Program, formerly known as Food Stamps) active cases and negative cases

Of Client Program Access Reviews

To coordinate Fair Hearings

Of TANF (Temporary Assistance for Needy Families) and SNAP work related activities

Accomplishments/Activities:

10/05/16 – 10/06/16: BMS acquired On Base access to view documents scanned into the On

Base system. Training was provided by DMR on the two days.

10/13/16 – BMS held a staff meeting. The following were presented/discussed:

o Medicare Presentation – Joleen Almandres, DSC

o Mandated Reporter – Crispina Escalera, BOSSA

o Planning for Retirement – Amanda Gima

o Confidentiality & Security Breach Policy – Elsa Perez

o Interpersonal Relationships & Behavior in the Workplace – Elsa Perez

o Section Updates



10/19/16 – Staff wore orange in support of Anti-Bullying Awareness week.

10/26/16 BMS Supervisors attended the “How to and When to Appropriate Disciplinary

Actions” – instructor: Ms. Toshie Ito (Guam Hotel & Restaurant Association)

01/26/17 – Supervisors, Program Coordinators and the Administrative Assistant attended the

Financial Training conducted by Rachelle Paulino

01/31/17 - Supervisors, Program Coordinators and the Administrative Assistant attended the

“How to Prepare a Staffing Pattern” Training conducted by Rachelle Paulino

Recruitment was processed in FY2017 and six new staff were hired for the CCDF, QC and

IRO sections.

The plan to hire an Eligibility Specialist for CCDF to be assigned to BMS was finalized with

the hiring of Ms. Herrera. All program cases associated with CCDF are processed at BMS

effective FY2018. The purpose and goal of having an ES assigned to BMS was to streamline

the CCDF application processing and to ensure the timeliness of the eligibility determination.

08/28/17 – 08/30/17 Grants Management Training – attended by BMS Administrator

09/05/17 – an evacuation drill was conducted at BMS. This was an unannounced drill.

Two memos were finalized for the SAVE System and QCERP – training was conducted for

both BMS and BES staff



CHILD CARE DEVELOPMENT FUND (CCDF) SECTION Joseph E. Montague, Program Coordinator IV

John Nelson, Program Coordinator II

Gina Lyn Herrera, Eligibility Specialist I

Marilou Hautea, Data Control Clerk II

The CCDF program is 100% federally and is a two year grant authorized under the Child Care

and Development Block Grant Act (CCDBG). The total grant awarded to Guam for Fiscal Year

2017 was $5.38 million to provide financial assistance to low-income families to access child

care so they can work or attend a job training or educational program.

The CCDF program helps fund:

o Eligibility determination of child care assistance for children under age 13 each

month.

o Quality activities such as:

supporting the training and professional development of the child care

providers;

improve the development and implementation of early learning and

development guidelines;

establishing or expanding a system of child care resource and referral

services;

supporting compliance with local requirements for licensing, inspection,

monitoring, training and health and safety; and

Other activities to improve the quality of child care services.

o Infant and Toddler Targeted Activities:

Technical assistance to programs or practitioners who service infants and

toddlers;

Hiring health consultants to focus on infant/toddler issues;

Paying higher rates for specialized training or lower ratios for infant/toddler

care; and other related activities

o Quality Expansion Activities:

Professional development and compensation;

Special needs/inclusive child care

Monitoring and on-site visits;

quality activities designed to improve the quality availability of care

o School-Age/Resource and Referral:

Technical assistance

Development of school-age care credentials;

Consumer information and referrals and other related activities.



FY 2017 CHILD CARE DEVELOPMENT GRANT (CCDF) STATISTICS

Over the three year period, the CCDF Program has seen an upward trend in child care

participation, dollars spent in child care certificate benefits issued, and a slight increase in

school-aged participation. The Licensed Day Care Center (LDCC) type of child care service is

the highest in both numbers of participation and benefits issued for infants and toddlers. The

lifting of the moratorium in accepting new applications and addition of new members to an

existing case in FY2015 greatly impacted the increase in participation in FY2016 and FY2017.

0

500

1000

1500

FY 2015FY 2016

FY 2017

722 899 1009

Par

tici

pan

ts

AVERAGE NUMBER OF CCDF PARTICIPANTS PER YEAR

$-

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

FY2015FY2016

FY2017

$3,270,929 $3,970,777

$4,521,182

Pay

me

nts

CCDF PAYMENTS



0

100

200

300

400

0-35 36-71 72 & up School Age

301346

85

1 5 16 3 9 9

Nu

mb

er

of

Par

tici

pan

ts

Age Group

FY2015 Average # of CCDF Participants Per Month by Age and Type of Child Care

CENTER BASED FAMILY CHILD CARE LEGALLY EXEMPT

0

100

200

300

400

500

0-35 36-71 72 & up School Age

388 410

97

0 0 03 2 6 13

Nu

mb

er

of

Par

tici

pan

ts

Age Group



0

100

200

300

400

500

0-35 mos 36-71mos 72 mos & up School Age

453 449

90

0 0 01 3 5 15

Nu

mb

er

of

Par

tici

pan

ts

Age Group





$3,151,375

$81,335

$7,261

$9,038

$17,543

$- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 $3,500,000

LDCC

LEIN

LEIR

LFDC

LOC

FY 2015 - Benefits Issued by Type of Child Care

$3,890,044

$10,871

$31,002

$9,940

$27,449

$- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000

LDCC

LEIN

LEIR

LFDC

LOC

FY 2016 Benefits Issued by Type of Child Care

$4,455,266

$9,267

$23,960

$27,600

$25,082

$- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000

LDCC

LEIN

LEIR

LFDC

LOC

FY 2017 Benefits Issued by Type of Child Care



The following are activities and accomplishments for the Fiscal Year:

Review Child Care Applications in Accordance With Guam's Plan for

Professional Development (GPPD). This review is mandated by P.L. 31-73

requiring specific educational and training milestones that must be met by a

child care director, assistant director and staff at time of renewal of child care

license.

Date of Review # Child Care

Centers/Providers Reviewed

# of Applications

Reviewed

10/20/16 6 17

11/08/16 6 24

12/13/16 3 16

12/15/16 6 7

02/15/17 2 5

03/30/17 3 13

04/11/17 10 44

05/18/17 1 1

06/13/17 12 33

07/07/17 5 39

08/17/17 3 6

09/20/17 10 22

CCDF PARENT ORIENTATIONS CONDUCTED

The purpose of this orientation is to inform CCDF Parents of the program policies,

regulations, their rights and responsibilities and provides an opportunity for the

parents to ask questions as well. The focus is on new applicants, however parents

who are re-opening a case or are an ongoing case and have not attended an

orientation, are scheduled to attend. Attendance is mandatory.

Date Scheduled Attended

07/15/17 69 59



CHILD CARE PROVIDERS' ORIENTATION

The purpose of this orientation is to inform Providers of their rights and

responsibilities, program requirements and the federal regulations. In addition to an

agenda, a copy of the PowerPoint presentation, Certificate/Calendar submission

requirements, Guam's Plan for Professional Development (Appendix A) training, the

Ages and Stages Universal Referral Form, detail in understanding the Guam Early

Learning Guidelines requirements and a Read Aloud training. Providers are asked in

submit in writing their questions or concerns pertaining to the program.

The orientation for FY 2017 was held on May 27, 2017 from 8:00am-12:00pm

OUT REACH

At the outreach, the attending staff provides information on the program,

applications and program related brochures

11/16/16 Meeting with Lots of Learning Child Care Center parents to align with

program requirements.

01/07/17 Healthy Mothers/Babies Health Fair

CCDF Section Staff Meetings

11/5/16 Agenda

11/21/16 Agenda

3/24/17 Agenda

Scheduled Meetings

11/29/16 Meeting with Joint Marianas (Naval Base) on Navy and Andersen Child Development Center participation.

12/06/16 Stakeholder meeting with BOSSA, BES, DEH, MCH and Immunization.

01/19/17 Meeting with BOSSA to update Guam's Child Care Law (PL 31-73) and the DPHSS BOSSA Licensing requirements

01/30/17 Financial 101 Training with Rachelle Paulino

02/08/17 Follow-up meeting to align the BOSSA Licensing requirements to Guam's Child Care Law (PL 31-73)

02/13/17 Guam Early Learning Counsel quarterly meeting.

02/21/17 CCDF Account and Reconciliation training by Rachelle Paulino



Continuation of Activities and Accomplishments:

10/04/16: Received technical assistance from Ms. Nalini Berry, Training and TA System

Specialist, from the National Center on Date and Technology. The purpose of the TA was to

provide guidance to Guam IT to enable Guam to electronically submit the ACF-801 report.

Ms. Berry has since left the Office of Child Care and Ms. Rosa Williams has taken over Ms.

Berry’s responsibilities. This activity has not been completed.

10/07/16: A Strategic Management Team (SMT) meeting was held with Mr. Gerry Huffer

(Child Care Director of Adventures in Learning), Cathy Schroeder (GDOE Head Start

Administrator), Leonel Arcangel (RN & Child Care Health Consultant) and Joseph

Montague (CCDF Program Manager). Topics discussed were Early Learning, Pilot Pre-

School Program, QRIS, Week of the Young, Head Start Standards, ECERS & ITERS and

Classroom Assessment Tools and Scoring systems.

10/17/16: A meeting was held to discuss funding to pay a portion of the salaries to Division

of Environmental Health (DEH) inspectors and the administrator who conduct inspections at

child care centers. In attendance was the CCDF Program Manager, BMS Administrator, Ms.

Rachelle Paulino, PC IV who oversees the financial management within DPW and Ms. Remy

Suva, the Administrative Officer at DEH.

10/24/16: The CCDF Health Consultant met with the CCDF Manager. The Health Consultant

begins formulating the Child Care Center’s Policy and Procedures Manual.

10/25/16: A Fair Hearing (FH) was held with the Division of Environmental Health (DEH) at

the DEH conference room at the DPHSS main office. The FH was requested by a child care

provider due to a violation citation by DEH for not having a valid Health Certificate. The

issue was resolved and citation was lifted.

10/26/16: The CCDF PCIV attended the Supervisory Disciplinary Action training.

10/28/16: The CCDF PC IV met with the Child Care Health Consultant to review a

compilation of policies and procedures (smoking, prohibitive substances and weapons;

environmental health; child health assessment, adult health assessment; child with special

health care needs; background screening; first aid kit and emergency medications; CPR

certifications; emergency transportation; missing child; evacuation procedures; fire drill;

earthquake drill; child abuse and neglect prevention; child abuse and neglect reporting).

November 16, 2016 @1730-1830- CCDF PCIV attended a Parent meeting at Lots of

Learning Child Care Center at the request of the director, Valene Taimanglo. The meeting

was to address the Block Grant parents in their center due to ongoing problems regarding

bringing their children to the daycare center prepared to learn and participate with the other

children in the center. A sign-in sheet was in place for all attendees to complete and four

handouts (1. Agenda; 2. Parent Feedback Questionnaire; 3. Child/Parent Emergency Update

Information to be completed; and 4. Parent Survey) were provided which were all discussed

in detail. The BMS CCDF PCIV addressed the parents present (approximately 12 parents)

and emphasized on the importance of their cooperation and support. All parents were advised

that if they have not attended the CCDF parent orientation since being deemed eligible for

the program, they should sign-up to be better informed of all the requirements of the block



grant funded program. At the conclusion of the meeting, one parent informed the CCDF

PCIV that they'll be in the following day to complete a change report and sign-up for the

CCDF parent orientation.

November 25, 2016 @1600 - 1630- Meeting in the CCDF PCIV office with Leonel Arcangel

(CCDF CCHC) progress for the week as reported on 11.21.16 while on CCDF funded time.

The work completed for the week were as follows: 1. Researched and drafted the following

policies and procedures (1. control of seasonal influenza, 2. cough etiquette, 3. staff

qualifications, 4. cleaning of body fluids, 5. standard precaution, 6. medication log form, 7.

authorization to give medicine form) information to be placed in the draft CCDF policy &

procedure manual; and 2. Reviewed and completed revisions on the following policies and

procedures (1. child health assessment, 2. fire drills, 3. general evacuation procedures, 4.

maintenance and display of documents, 5. developmental screening, 6. family staff

communications, and 7. release of children) to ensure alignment with existing local and

federal requirements to align with the Caring for Our Children manual.

December 6, 2016 @1400 - 1600- DPHSS BMS CCDF program Stakeholder Meeting

conducted in the BMS conference room. Present were CCDF PCIV, J.E. Montague II,

BOSSA Administrator, L. Rodriguez, DEH Supervisor, M. Scroggs and CCDF CCHC,

Leonel Arcangel. An email was sent on December 1, 2016 to the DPHSS BOSSA, BES,

DEH, MCH CCHC and Immunization office representative to participate in the meeting to

discuss the requirements of the CCDF grant funded program to align all DPHSS partners to

ensure compliance of the local and federal mandates. An agenda and sign-in sheet was

provided for all attendees to follow as a guide and document their attendance. An update per

the status of the CCDF program was provided, the Child Care Health Consultant (CCHC)

provided an update on the draft CCDF childcare provider policy & procedure manual, the

DEH provided and update on the posting of inspection reports, the inspector to childcare

center ratio and the number of inspection done annually, the BOSSA office was requested to

provide information on the childcare licensing requirements, the enforcing of the thirty-day

advance notice from all child care centers increasing their rates and the on-line inspection

reports requirement that the information be placed on the DPHSS website for public access to

include all CCDF forms and information, the DPHSS Immunization office representative was

to provide an update but was not present but later agreed to provide an update on the status of

the Immunization Web-I Z requirement.

December 10, 2016 (Saturday) @0800 - 0900- CCDF Parent Orientation was conducted in

the DPHSS DPW BMS conference room, Legacy Square bldg. The CCDF PCII (J. Nelson)

and PCIV (J. Montague II) were present and provided an orientation packet to all

parents/guardians present that included a program agenda, power-point presentation and a

copy of the Guam Early Learning Guidelines (0-3 and/or 3-5 years old) child care book.

Although thirty-five (35) parents/guardians were contacted and confirmed their attendance

the day before (Friday, December 9, 2016), only twenty-three (23) signed in and were in

attendance during the orientation. The reasons given for not making it to the CCDF block



grant parent orientation were, no transportation, my alarm did not go off, woke up too late,

arrived after 0815 and the doors were locked, and/or, just plain forgot. All parents/guardians

who confirmed but were absent, will be placed on stand-by and processed after the

parents/guardians on the established waiting list are called and given the opportunity to

attend. After three (3) failed attempts with an unacceptable reason, the parent/guardian will

be called-in to meet with the CCDF PCIV to explain the importance of the orientation and

possible termination from the CCDF child care block grant due to non-compliance.

December 15, 2016 @1300 - 1600- GPPD Subcommittee Meeting conducted in the DPHSS

BMS multi-purpose conference room, Legacy Square bldg. Mangilao. Present were Ms.

Estella Gapas (Childcare center representative), Ms. Vera Blaz (UOG representative), Dr.

Marsha Postrozny (GCC representative), Ms. Catherine Schroeder (GDOE Head Start

representative), CCDF PCIV (J. Montague II) and BMS Admin Assistant (A. Barcinas). A

total of seven (7) Child Care Center's applications were reviewed which were a combination

of GPPD applications submitted on November 8, 3016 and December 13, 2016 which were

combined due to not having a GPPD Subcommittee quorum on Thursday, November 17,

2016 (regularly scheduled meeting/third Thursday of the month). All application information

accepted will be processed with the results forwarded to Sarah Senior (BOSSA) so it may be

processed in accordance with the requirements of PL 31-73 Appendix A provisions. The

applications and supporting documents will be scanned and returned to the respective

childcare center by the BMS admin assistant.

December 19, 2016 @0830 – 0930- Met with the Child Care Health Consultant (CCHC),

Leonel Arcangel to discuss the plan for the week. The CCHC participated in a webinar

(Shifting Landscape for Health & Safety in Childcare) which provided him technical

assistance and guidance on the implementation of the childcare program requirements. The

objective of the webinar was: a). identify the new State requirements for health and safety

training; b). Understand key data that programs can use to promote effective health & safety

practices; and c). Recognize how to find information about your State’s approach to health

and safety. Additionally, the webinar provided information on Protecting the Health & Safety

of Children in Childcare, Childcare Health & Safety Training Requirements, CCDF State

Plans, Managing Infectious Diseases in Childcare & Schools, Prevention of Infectious

Diseases: Reduce the Number of Germs in the Classroom, Attendance/Exclusion, Injury

Data, Nonfatal Unintentional Injury Rates among Children 0-19 years, by Age Group, Major

Causes of Nonfatal Unintentional Injury for Children Birth to 5 Years, Beyond Falls: A

Closer Look, Safe Sleep, Who Are Children with Special Healthcare Needs, Administration

of Medication, Consistent With Standards Of Parental Consent, Healthy Futures: Improving

Health Outcomes in Young Children, How to Administer Medication, Prevention and

Response To Emergencies Due To Food And Allergic Reactions, Supporting the new CCDF

health & safety requirements (Caring for Our Children), National Health & Safety

Performance Standards for Early Care and Education Programs, Health Promotion &

Protection, Head Start Early Childhood Health & Wellness and Child Care Health



Consultants. The CCHC will continue with the compiling of the information needed for the

CCDF childcare center policy and procedure manual.

December 23, 2016- The Child Care Health Consultant (CCHC), Leonel Arcangel submitted

the drafted policy & procedure information on gloving procedure and records of injury,

drafted the childcare health assessment form, childcare staff health assessment form, the

incident report form, special care plan form, daily health check report form, fire protection

device information, active shooter information, medication incident report form and

receiving medication information. Additionally, the CCHC reviewed & edited the policies on

adult health assessment and the admission information which will be incorporated into the

draft DPHSS CCHC Policy and Procedure Manual.

January 20, 2017- The CCDF Child Care Health Consultant (CCHC), Leonel Arcangel

accomplished the following activities during the week of 1/17/17 – 1/20/17- 1. Met with

UOG CEDDERS, Ms. Vera Blaz regarding status of the island-wide Developmental and

Behavioral Screening System (iDBSS) assessment Ages and Stages Questionnaire- 3 (ASQ-

3) tool for the CCDF child care centers; 2. Reviewed ASQ-3 information, training materials

and tools; 3. Edited and updated the ASQ-3 information in the draft CCDF policy and

procedure manual’s Developmental screening, Social & Emotional Screening and

Infant/Toddler and pre-school feeding and immunization requirements; 4. Created the review

tools for child care staff immunization status; 5. Created templates for the child

immunization reporting for child care facilities and the CCDF program; 6. Edit and updated

childcare health and child care staff health assessment forms; and 7. Initiated the information

and processes needed which will be incorporated and utilized as the review tools for child

health and child care staff health assessments.

January 27, 2017 @0900 - 1021- ACF OCC Region IX State Administrator's CCDF

conference call. The conference call was not conducted as in the past via phone but via

Webinar through Adobe Connect. American Samoa, CNMI and Nevada were not on-line due

to possibly not having Adobe Connect access capabilities. The webinar allowed for attendees

to participate by asking questions and taking surveys. Introduced were Ellen Wheatley, PhD

D, ACF OCC Acting Director and Paula Smith, MSSW, Federal Project Officer for National

Website and Hotline Design Project. The State Teams were Kenly Branscome and Elizabeth

Eaton. The Objectives for discussion were 1. Support, 2. Share, 3. Engage and 4. Describe.

We reviewed the vision and mission of Childcare.gov and how the website supports the

Vision for Consumer Education, Shared a Roadmap to Connection with Childcare.gov.

Additionally discussed was How we will Get There, Where We Are at Now and time for

Questions, Discussions, Next steps and Final Thoughts. Additionally, Key Provisions of the

Law, What is Childcare.gov, The Vision of Consumer Education, How Childcare.gov

Supports the Vision for Consumer Education, How State and Territory requirements align

with Childcare.gov, the Roadmap for moving forward, Where is Your State or Territory,

Let’s talk and What's next topics were discussed. Surveys were taken and percentages of the

attendee’s responses were revealed. OCC New Resources and Opportunity and ask



childcare.gov website information was provided. The attendees Final Thoughts were sought

and the webinar host thanked all attendees for their participation and responses.

February 13, 2017 @0830 - 1200- Guam Early Learning Council (GELC) quarterly meeting

at the Adelup governor's conference room. Elaine Eclavea (GELC co-chairperson) took lead

in the meeting. There were a total of twenty attendees from the DPHSS, GDOE, Catholic

Social Services, GCC, UOG and other gov't agencies. There was no quorum when the

meeting started but half way through the meeting the quorum of twelve GELC members were

present and motions were moved and passed. E. Eclavea took a. roll call, b. approval of

minutes from the June 29, 2016 and November 1, 2016 were moved and approved. c. Old

Business regarding Updates Subcommittee Sustainability: Early Childhood Alignment,

Updates to Learn the Signs Act Early, Help Me Grow Initiative, Updates to the island-wide

Developmental and Behavioral Screening System; d. New Business regarding Guam

LAUNCH year two Executive Summary, Guam Part C FFY2015 Annual Performance

Report and State Systemic Improvement Plan, DPHSS Child Care Development Fund State

Plan. e. Council Activities Summary regarding Action Plan Group Meetings Update/Status-

Reach Out & Read Initiative, Child Death Review & Prevention Committee, and Week of the

Young Child (April 24-28, 2017). Guam Early Intervention System (GEIS) presented and

reported on Stakeholder Input and Progress Update to Guam's Systemic Improvement Plan

(Phase III) the Purpose, Guam's State identified Measurable Results (SiMR) and Work Group

Presentation by GEIS Cathy Tydingco, Administrator.

February 17, 2017- The CCDF Child Care Health Consultant/CCHC completed the following

activities during the week of 2/13/17 – 2/17/17- 1. Visited the following two centers to

review their immunization records and Webiz lite database of children and child care staff: a.

The Giving Tree Early Learning Center and reviewed the immunization records of fourteen

(14) children and eight (8) staff and b. The ABC Children Center and reviewed the

immunization records of sixty-eight (68) children and ten (10) staff. The Sagan Fina’Na’

Guen Chamoru and Small World Play & Lear Center were initially scheduled for this week

but requested to be rescheduled and will be completed the first week of March 2017; 2.

Accessed WebIZ immunization registry at the clinic to verify if children enrolled at both

centers and staff working at the center are under the registry. WebIZ was not accessed at the

center due to slow internet connection at ABC Children Center and the Giving Tree had no

CCDF computer issued. 3. Started data analysis for visits completed; 4. Requested WebIZ

coordinator and trainer to train staff at the two centers (The Giving Tree and ABC Children’s

Center) that were visited; and 5. Entertained call from Dededo Child Care and Learning

Center regarding WebIZ issue.

March 28, 2017 @1000 - 1100- Meeting with the UOG CEDDERS office Vera Blaz

pertaining to the Scheduling of the Guam Early Learning Guidelines training for all childcare

providers, Data collection for Ages in Stages Questionnaire (ASQ) agreed by the early

childcare providers trained on what the CCDF requirements are for reporting and Provide

copies of the ASQ questionnaires for the Catholic Social Service programs (Alee & Guma



San Jose). A timeline was provided by Vera Blaz to secure a venue and availability to

accommodate at least fifty (50) people (maximum number of people allowed at each training

session).

March 27 – 31, 2017- The CCDF Child Care Health Consultant (CCHC) accomplished the

following activities- Continued the ongoing Immunization Records Review at the DPHSS

licensed child care centers/schools in accordance with Public Law 31-73 §1107.3 at the

Doc’s Day Care and Preschool, the Bambini Montessori School and Montessori Learning

Center. The reviews were completed to determine if the center’s/school’s children received

all age appropriate vaccines. The immunization records of child care staff if available, were

also reviewed. Although, it is not mandated by Public Law 31-73, it is highly recommended

to also vaccinate child care staff to protect themselves from vaccine preventable diseases as

well as the children under their care. The previously scheduled visit with the Harmony Kids

Child Care Center on March 28, 2017 was cancelled and rescheduled which is tentatively

scheduled to occur on April 4, 2017. The rescheduling was due to the CCHC being required

to participate in the Maternal Childhood Health’s (MCH) Kotra Peligru outreach activity.

The April 4, 2017 scheduled date will be used to make up the lost time previously scheduled

during the CCHC’s week due to the MCH Kotra Peligru outreach activity. The following

were the findings at Doc’s Day Care & Preschool- Eighty six percent of the 60 enrolled

children had signed consent form in their files and their immunization records were accessed

and reviewed. As of the date of review, there were forty (40) children under CCDF program

according to the owner and director. Sixty-five percent (65%) of the children whose

immunization records were reviewed were under-immunized based on the latest copy of

immunization records submitted for review by the center/school and only fourteen percent

(14%) were up to date with their immunizations. Twenty-one (21%) of the children lacked

the flu vaccine only; otherwise, they were up to date with their immunization requirements.

Per the daycare center’s owner, the center is not utilizing the DPHSS WebIZ Immunization

Registry because the owner needs to reset her password and other staff had no access to the

registry. The owner requested training for the director and one other staff. The majority of

the children were not immunized with the seasonal flu vaccine and the toddler age group was

the most under-immunized and the preschool age group came in second based on the total

number of vaccine doses needed in order to update the center’s/school’s immunizations

requirements. It will take 187 doses to update the immunizations of children whose records

were reviewed. The center employs twelve (12) staff including the owner. Ten of the staff

were full time and two (2) staff were part time. Seven (7) staff had copies of their

immunization records filed in their personnel jackets on sight with five (5) being up to date

with their Tdap, Hep A and B, MMR and flu. The remaining staff need to update their

immunizations with the recommended vaccines. The findings at Bambini Montessori

School/Center revealed the center had thirteen (13) children enrolled in the CCDF program

and the most recent copies of their immunization records were accessed and reviewed. The

other children enrolled at the center/school had no signed consent forms on file and none of



the CCDF enrolled children were up to date with their immunizations based on the

information at the center/school. Ten (10), or 77% of the enrolled children need the required

age appropriate vaccines to include the flu vaccine and three (3) or 23% of the CCDF

children lack the flu vaccine only; otherwise, they were all up to date with their

immunizations. Per the director/owner, the DPHSS WebIZ Immunization Registry is not

utilized by the center/school but the owner claimed she submitted the center’s/school’s listing

of enrolled children along with their corresponding vaccines to the DPHSS Immunization

Program for entry in the immunization registry. At the conclusion of the visit at Bambini, the

findings revealed most of the children are not immunized with the seasonal flu vaccine, and

both the toddler, and preschool age group children were under-immunized and will require

52 doses of vaccines to be fully immunize. As of the day of the on sight visit, the

center/school had eight (8) full time staff and four (4) part time employees working. All of

the staff had their immunization records available for review. Two (2) staff were up to date

with their recommended vaccines. The rest of the staff need the Tdap, MMR, Hep A and Hep

B and Flu vaccines in order to be current with their immunization requirements. Upon

arriving at the Montessori Learning Center, thirty-three (33) out of forty-five (45), or 73%, of

the immunization records of the enrolled children was accessed and reviewed. However, two

enrolled children (one CCDF and one non CCDF) had no immunization records on site at the

center/school. The DPHSS WebIZ immunization registry center/school was accessed to

determine the immunization status of the two (2) children. The remaining children enrolled at

the center/school had no signed written consent forms on file. As of the date of onsite review,

only two (2) children enrolled were under the CCDF program according to the

director/owner. Upon the conclusion of the review, it was noted that none of the children

enrolled at the center/school whose immunization records were reviewed were up to date

with their immunization requirements. Additionally, ten (10), or 30% of the children enrolled

need the flu vaccine only; otherwise, they are up to date with their immunization

requirements but seventy-percent (70%) of the children enrolled need the required age

appropriate vaccines. According to the director/owner, the DPHSS WebIZ Immunization

Registry is not utilized but requested for a refresher training on how to utilize the WebIZ

with an emphasis on adding and removing children enrolled at their center and further

requested to have access and training for one other staff as her backup. Upon the completion

of the onsite visit, it was noted that most of the children are not immunized with the seasonal

flu vaccine. Additionally, the preschool age group is the most under-immunized group based

on the number of doses needed and, in this age group the four-year-old children are required

to receive the last dose of DTaP series, the Polio series, the MMR, and the Varicella series. It

will take 121 doses of vaccines to fully immunize all the children in the center/school. The

center/school currently has six (6) staff including the owner/director with two (2) at full time

and four (4) at part time. Of all six (6) staff, three (3) had their immunization records

available for review which revealed that all the staff need to update their immunizations with

the following vaccines: Tdap, Hep A, Hep B, MMR and Flu. Upon the conclusion of the



reviews conducted at all three (3) centers/schools, the following Interventions were

noted/completed: a. A copy of the immunization review form that list the name of children

and the recommended age appropriate vaccines were provided to the directors/owners of the

center/school to assist them on identifying who needs to update their immunization

requirements; b. The director/owner of the centers/schools were advised to have an updated

copy of the child(ren) immunization record from their parents once they receive the

recommended age appropriate vaccines. If already trained on the use of the WebIZ

immunization registry, the DPHSS WebIZ registry must be updated accordingly; c.

Discussed in detail, the importance and benefits of DPHSS WebIZ Immunization Registry

and the importance of immunizations for both the children and staff in the prevention of

vaccine related diseases; d. Coordinated with the DPHSS WebIZ Immunization Registry

Coordinator (Celina Calvo-Story) and Trainer to provide access and conduct training to the

staff of centers visited; e. Informed the director/owner about the walk-in immunization

clinics held at the Mangilao DPHSS Health Clinic every Monday and Wednesday for non-

insured children or children and/or staff with MIP or MAP insurance coverage; and f.

Informed the director /owner that Child Care Health Consultant (CCHC) can administer

vaccines to child care center staff with no insurance (and/or, who are eligible for MIP or

MAP coverage) at Mangilao Public Health during adult immunization clinic usually

scheduled on Fridays.

April 10, 2017 – April 14, 2017- The Child Care Health Consultant (CCHC), Leonel

Arcangel accomplished the following activities- It should be noted that the previously

scheduled visit at the Harmony Kids childcare center from the previous week was moved to

this week. The following Child Care Centers were visited: Harmony Kids, Doc’s Kiddie

College, Little Garden and Giggle & Scribbles Child Care Centers were visited to review

their Immunization Records of the children in their centers to determine if the children and

staff received their appropriate vaccines. Immunization records of child care staff, if

available, were also reviewed. Although, it is not mandated by Public Law 31-73, it is highly

recommended to vaccinate the child care staff to protect them from vaccine preventable

diseases as well as to protect the children under their care. The findings at the Harmony Kids

Child Care Center- Twenty-three out of the 52 enrollees (or 44%) had their immunization

records reviewed. The remaining had no signed consent forms filed in their respective

folders. As of the date of review there are no enrollees under CCDF as reported by the owner

and director. Based on the immunization records submitted to the center, and what was

entered in the Immunization Registry, 10 (or 44%) were up to date with their immunizations

and 9 enrollees (or 39%) lacked their age appropriate vaccines. Four (or 17%) of the

enrollees lacked the flu vaccine only; otherwise, they were up to date with their

immunizations. Only Non- CCDF children are currently enrolled at the center. Of the 23

immunization records reviewed, only four (or 17%) were updated in the WebIZ

Immunization Registry. Ten enrollees are not listed on the WebIZ Immunization Registry.

The center has 13 staff including the owner/director. Eight staff are full time and the rest are



part time staff. Immunization records of staff were not available for review. However, nine of

the staff were listed in the WebIZ Immunization Registry. The findings at Doc’s Kiddie

College Child Care Center- Ninety-two percent of enrollees had their immunization records

reviewed. On the day of the review, there were 23 enrollees under CCDF reported by the

director of the center and all of their immunization records were reviewed. Based on the

immunization records submitted to the center, more than half of the enrollees were not up to

date with their immunizations. Only two (or 8%) received all of their required age

appropriate vaccines. Out of the 24 enrollees, nine (or 38%) lacked their recommended flu

vaccine for this current flu season; otherwise they are up to date with their immunization.

The visit revealed that more than 50% of the CCDF enrollees were not up to date with their

immunization. The only Non CCDF enrollee whose immunization record was reviewed also

needs the required age appropriate immunizations. No data on the WebIZ Immunization

Registry was found because the center’s staff has no access to the WebIZ Immunization

Registry as reported by the director. The owner who has access to WebIZ, must reset her

password to regain access. Most of the enrollees did not receive the recommended flu

vaccine for the current flu season. The preschool age group is the most under-immunized

group based on the number of children under this age group and the number of vaccine doses

needed for the age group. It will take 64 doses of vaccines to update the immunization of the

24 enrollees whose immunization records were reviewed. The child care center has two full

time staff and two part time staff. Three staff had their immunization records available for

review. One is up to date with their immunization requirements and the remaining require the

Tdap, Hep A and Flu.

The WebIZ Immunization Registry was updated for the 45 enrollees whose immunization

records were reviewed. Most of the enrollees were not immunized with the seasonal flu

vaccine. The toddler and preschool age groups were the most under-immunized groups based

on the number of vaccine doses needed for the age groups. It will take 172 doses of vaccine

to update the immunizations of 54 enrollees. The child care center has 12 staff including the

owner with eight being full-time and the remaining at part-time staff. No immunization

records were available for review. However, six of the staff were listed in the WebIZ

Immunization Registry. The recommended vaccines for the staff are as follows: Tdap, Flu,

MMR and Hep A and Hep B. In summary, the following Interventions were

provided/recommended to all child care centers reviewed: A copy of the immunization

review form that list the name of children and the recommended age appropriate vaccines

were provided to the child care center’s director and/or owner to assist in reminding parents

to update their child’s immunization requirements. The director and/or owner were advised

to have an updated copy of child immunization record from the parents once the child

received their recommended age appropriate vaccines and to update WebIZ Immunization

Registry accordingly if not updated by the clinic that administered the vaccine(s). The

importance of immunizations in the prevention of vaccine related diseases was discussed and

emphasized with the directors and/or owners. Coordinated with the DPHSS WebIZ



Immunization Registry Coordinator and Trainer to provide access and conduct training of

staff of Doc’s Kiddie College. Informed the directors and/or owners about the walk-in

immunization clinics held at the DPHSS Mangilao Public Health Clinic which takes place

every Monday and Wednesday for non- insured children or children and/or staff with MIP or

MAP coverage. The directors and/or owners were informed that the CCHC can administer

vaccines to child care center staff with no insurance or if they were enrolled and eligible for

MIP or MAP coverage which takes place at Mangilao Public Health at the adult

immunization clinic which is usually scheduled on Fridays. The directors and/or owners were

also advised that per Public Law 31-73, the child care facility director and/or owner has the

right to exclude children at their centers who do not meet the immunization requirements

except for those children who have documented exemption for any medical reason or

religious belief.

INVESTIGATION AND RECOVERY OFFICE (IRO) Bernice Ann Borja, Program Coordinator IV

Dolores B. Blas, Public Welfare Investigator II

Carol Ann Crisostomo, Public Welfare Investigator II

Lisa Rivera, Public Welfare Investigator II

Ruben Carandang, Public Welfare Investigator II

a. 7CFR Section 273.16 delineates the administrative responsibility of the state agency for

investigating any case of alleged intentional Program violation and ensuring appropriate

cases are acted upon either through administrative disqualification hearings

b. IRO is responsible for investigating any case of alleged intentional Program violation,

and ensuring that appropriate cases are acted upon either through administrative

disqualification hearings or referral to a court of appropriate jurisdiction in accordance

with program procedures.

c. IRO is entrusted with the establishment and collection enforcement activities for over

issued program benefits.

d. The major objectives of IRO are to conduct thorough investigations and enforce

collection activities as a means to minimize and prevent fraud in the SNAP

(Supplemental Nutrition Assistance Program) and Public Assistance programs and to

serve as means to reduce client errors and program dollar losses through the investigation

of reported fraud, waste and abuse.

e. Integrity is the priority of all the federal program and IRO is working on increasing their

ability to increase collections and increase investigation efforts into alleged fraud

complaints.



IRO STATISTICS

Collections for Intentional Program Violation (IPV), Inadvertent Household Error (IHE) and

Agency Error (AE) over a three (3) year period.

SNAP (Supplemental Nutrition Assistance Program) and Cash Assistance Collections:

Collections over the last three (3) years have increased due to increased tax offsets and

wage garnishments.





Investigations Section Accomplishment:

In the last 10 years there was a total of 787 Clients that were disqualified from SNAP due to non-

compliance with program regulations. An over-issuance of benefits in the amount of

$1,224,428.27 has been established. In FY 2017 there was a total of 101 disqualifications (DQs).

In Fiscal Year 2016 there was 188 DQs.

Claims Section Accomplishment:

In Fiscal Year 2017 Guam accounted for a total $164,445.11 in collections. In Fiscal Year 2016

there was $241,043.65 in collections.

In January 2017, the IRO Supervisor vacated the position and the position was filled in June

2017. In February 2017, Public Welfare Investigator II retired and the position was filled in FY

2018.

The investigators under IRO are cross training on the functions of claims and investigations. The

goal is to have staff proficient in both areas preventing delays in the performance of tasks in the

absence of staff.

All staff will be given access to the TOPS (Treasury Offset Program System) to enter cases that

are to become delinquent. In the past, only the supervisor had access, currently the

Administrator, and two investigators are able to enter cases into the system using the RSA

SecurID Token. Requests for the new staff are being worked on.

PROGRAM INFORMATION MANAGEMENT EVALUATION

(PIME) / QUALITY CONTROL (QC) SECTION Terry Ascura, Program Coordinator IV

Catherine M. Cruz, QC Unit Supervisor

Mary Kaulia, Program Coordinator II

Jennifer LG Mendiola, Program Coordinator I

Rosita Donato, QC Reviewer II

Pamela Leon Guerrero, QC Reviewer II

Patricia Snell, QC Reviewer II

Genevieve San Miguel, QC Reviewer II

Patricia Ann Cruz, QC Reviewer II

Theresa Balajadia, QC Reviewer II



The program regulations that establishes the requirement for all state agencies to conduct quality

control reviews is stipulated in Section 7CFR Section 275.10 delineates the scope and purpose of

quality reviews.

The two sample categories in which to conduct reviews on are:

Households which are participating in the SNAP (active cases). Such reviews conducted

on such cases will determine if households are eligible and receiving the correct

allotment of SNAP benefits. The determination will be made by comparing the eligibility

data gathered during the review against the amount authorized on the master issuance file

(client file and eligibility system).

Households in which participation was denied or terminated (negative cases). Such

reviews shall be conducted to determine whether the state agency’s decision to deny or

terminate the household as of the review date was correct.

QC reviews measure the validity of SNAP cases at a given time (review date) by reviewing

against the SNAP standards established in the Food Stamp Act and the Regulations, taking into

consideration any FNS authorized waivers.

The following are the QC statistics for the FY2015 – FY2017 for the active and negative (Case

and Procedural Error (CAPER)) cases.

QC Statistics

Active Cases

FY2015 FY2016 **FY2017

Total Cases Selected 475 438 354

Cases in Error 117 93 88

Total Benefits Issued $281,265.00 $226,322.00 $216,929

Dollars in Error $45,496.00 $32,654.00 $14,666

Over Payment Error Rate 5.27% 5.5% 4.08%

Under Payment Error Rate 2.00% 1.71% 2.68%

Ineligible Payment Error Rate 0.81% 0.00% 0%

Guam's Reported Payment Error

Rate

8.09% 7.21% 6.76%

National Payment Error Rate 3.09% 3.80% 5.45%

(**) Covers 10/1/16 – 04/30/17



In FY2015 late denials again were the top error causes at 41.25%. In FY 2016 the percentage of

late denials dropped to 16.23% a major improvement over the past two years, however the top

two error causes shifted to policy incorrectly applied at 37.7% and failed to send notice of action

at 24.61%. For FY2017, the top error elements for active case reviewers wages and salaries.

Under agency caused error, 54.5% were attributed to reported information disregarded or not

applied and under client caused error, 28.3% were attributed to failure to report wages and

salaries. The top error element for negative cases for FY2017 were incomplete notices at 32.3%.

Negative Cases

FY2015 FY2016 **FY2017

Total Cases Selected 182 305 118

Cases Completed 182 304 118

NSTR+ 0 1 0

Incomplete 0 0 0

Invalid 80 191 93

Negative Case Error Rate 43.96% 62.835% 78.81%

National Case & Procedural Error

Rate

25.05%

FY2017 ACTIVE - TOP TWO ERROR ELEMENTS

1. WAGES & SALARIES

Reason % of $ Errors

Agency Caused Reported information disregarded or not

applied

53.47%

Client Caused Information not reported 28.33%

2. HOUSEHOLD COMPOSITION


Agency Caused Reported information disregarded or not

applied

62.22%

Client Caused Information not reported 26.88%



In FY2017, the following are the accomplishments for the Quality Control Unit:

10/04/16: The QCIR (Quality Control Integrity Review) Final Report as well as the SAME

(State Agency Management Evaluation) Review were presented and discussed with QC

Staff. The findings of both reports were also discussed.

The BMS Administrator and QC Supervisor attended the Western Regional Office (WRO)

QC Train the Trainer held in Oakland, California (11/01/16-11/02/16). This training focused

on the new QC Requirements, regulations and the revision of the FNS310 Handbook.

Training was conducted on the new FNS 310 policies to the 2 new and current QC Staff

(02/13/17 – 02/15/17)

The QC Integrity Review Corrective Action Plans (CAP) were approved by FNS and the

required Validation in response to the CAPS was submitted to FNS QC (03/0717)

The bureau staff obtained OnBase Licenses to access the document imaging system to

retrieve client documents (e.g. applications, change reports, etc.)

The QC Client Notices – DMR updated the notice format in the PH Pro system (03/17/17)

Program Coordinator I attended the Cyber Security Training conducted by Home Land

Security (05/09/17)

In FY2017, the Quality Control Unit recruited 3 Quality Control Reviewers and a Program

Coordinator IV.

Additionally, on May, June and July, 2017 the unit successfully obtained access to the SAVE

(Systematic Alien Verification for Entitlements), eDRS (Electronic Disqualified Recipient

System), and FIS EBT (Electronic Benefits Transfer) systems which are federally required to

conduct data matches and audits of client cases.

FY2017 NEGATIVE - TOP TWO ERROR ELEMENTS

1. NOTICES


Notice Incomplete 32.26%

Failed to send Notice of Action 32.26%

2. APPLICATIONS


Late denial - application not processed timely 20.43%



Three staff had the opportunity to attend the FY2017 National Association for Program

Information and Performance Measurement (NAPIPM) Conference in Cincinnati, Ohio. This

year’s conference focused on modernization initiatives, legislative and policy updates, best

practices, Quality Control policy changes, program integrity and updates to FNS 310

Handbook.

In September, 2017, the Program Coordinator IV and QC Supervisor attended the Western

Regional Office (WRO) SNAP In-Person QC Managers Meeting (The Huddle) “Focusing on

the Offense” in San Francisco, California. Topics covered were: Psychology of Poverty; the

national Error Rate Project; Bias & Mitigation; and Waiver Options and the effects on QC.

PROGRAM INFORMATION, MONITORING

And EVALUATION (PIME)

Coordinates all Fair Hearing Activities for the SNAP and Public Assistance Programs

Conducts yearly Management Evaluation Reviews (MERs)

Conducts Corrective Action Plan assessments

Validates the monthly sampling of cases randomly selected for QC review

Prepares and submits quarterly and annual reports for the bureau

Prepares Quality Control monthly, semi-monthly and annual error analysis

FAIR HEARING STATISTICS

Hearings Requested

Hearings Held

Decisions Upheld

Decisions Reversed

Decisions Overdue

Withdrawn Requests

FY17 27 0 0 0 0 29

FY16 16 2 1 2 0 13

FY15 101 37 17 6 0 70

There has been a significant drop in the number of cases that go to Fair Hearing because many of

the issues are resolved at the agency conference level. Other improvements such as the timely

completion of decisions and case documentation is noted in that there are zero overdue decisions.



WORK PROGRAM SECTION (WPS) Christine San Nicolas, Social Services Supervisor I

Berniece Garrido, Social Worker III

Josefine Salomes, Social Worker III

Dorothy Santos, Social Worker III

William Stephens, Social Worker III

Patricia Mafnas, Program Coordinator III

Patrice Hara, Management Analyst II

Rosita Cepeda, Data Control Clerk II

The Work Programs Section which is comprised of the Job Opportunities and Basic Skills

(JOBS) Program and the Guam Employment Training Program (GETP). JOBS and GETP are

employment training programs which assist recipients of Temporary Assistance to Needy

Families (TANF) and the Supplemental Nutrition Assistance Program (SNAP) which provides

work training opportunities in the various public (Government of Guam), Private Sector and

Community Based Organizations.

Leveraging Assistance Towards TANF Engagement (LATTE) Orientation

The LATTE Orientation is scheduled 3-4 times a month for TANF recipients who are new to

the TANF Program or who have re-applied for cash assistance. The purpose of the

orientation is to provide TANF recipients the opportunities and advantages of participating

in the JOBS program, regardless if it is mandatory in order to continue the receipt of their

cash assistance. The orientation entails such information on the opportunities for training,

completing a high school diploma or General Equivalency while providing them with support

services such as Child Care assistance, transportation and work related assistance and

completion of their high school diploma or General Equivalency. The JOBS program goal is

to assist the participants in meeting their career/education goals before they reach their 60

month time limit (5 years) on cash assistance. During 2nd quarter of FY2017, the program

implemented a pilot project called “Pay for Performance (PFP)”. Pay for Performance is a

strategy to allow participants to complete four main activities within 21 calendar days

before receiving their cash assistance. Once a referral is received by the Bureau of Economic

Security (BES), the Work Programs makes telephone contact with the client and schedules

them for orientation. If activities are not completed, the application is denied and they must

reapply should they decide to do so. As a result, we increased the orientations from to an

average of 8 times a month. The purpose of the Pay for Performance Project was to allow

participants the opportunity to decide for themselves if participating in the TANF program

was a benefit to their family or not. The information provided to them at the orientation

about the program expectations and advantages would help them make an informed

decision about their participation.



In FY2016 a total of 822 were scheduled to attend the orientation. But in FY2017

there were 703 which decreased by 119 participants in comparison to FY2016.

In FY2016 out of the 822 that were scheduled to attend the orientation, 333

Attended and 489 did not attend. Whereas in FY2017, 366 did attend and 337 did

not attend. The attendance to the LATTE orientation increased early engagement

and attendance in comparison to FY2016. Average attendance in FY2016 was 41%

whereas in FY2017, attendance increased to an average of 52% (11% increase in

engagement). The Pay for Performance strategy was the contributing factor to the

increase in the attendance to the LATTE Orientation.

Some of the reasons for the non-attendance is primarily due to transportation

issues, non-receipt of the scheduled orientation letter in the mail, or requests to

reschedule, or participants decided not to participate under Pay for Performance

rules, etc.

Disqualifications due to non-compliance with JOB Program requirements

In FY2016, the Work Programs Section imposed 443 sanctions on TANF Cases due to non-

compliance with program regulations/requirements. Whereas, in FY 2017 the sanctions

imposed decreased to 247 participants, which is 196 less cases in comparison to FY2016.

The decrease in disqualification was due to improved case follow-up but also allowing the

participant’s time to improve in meeting their work requirement. Failure to appear for their

scheduled appointments was the primary reason for non-compliance and second reason

was due to non-submittal of required documents in FY2016. In FY2017 was different as the

number one reason was failure to submit required documents while failure to appear for

scheduled appointment was the second reason. Improvements in follow-up and imposing of

disqualifications for non-compliance were made in FY2017. Program staff are more stringent

in holding clients more responsible or accountable as part of their requirement in receiving

cash assistance.

FY2017 SANCTIONS - TANF (JOBS)

247

TANF Cases Closed/Terminated In FY2016 (1,387 cases) were closed/or terminated whereas in FY2017 (1,137) TANF cases

were closed/terminated due to the reasons on tables below. A total of 250 cases less were

terminated/closed in FY2017 in comparison to FY 2016. In Both FY2016 and FY2017, the top

ranking reason for closure/termination of TANF cases were due to expiration of cases or the

client not renewing their cash assistance benefit. The 2nd top ranking reason for both FY’s

were due to disqualifications for not meeting work or TANF eligibility requirements. Cases

being closed due to employment/excess earnings ranked #3 in FY2016 but #5 in FY2017.



In FY 2016 the table below illustrates the reasons for closure of TANF Cases with the top 10

reasons are:

#1 @543 cases had expired or client did not renew cash assistance benefit

#2 @475 cases were disqualified for either not meeting the JOBS Program work

Requirements or TANF eligibility determination requirements.

#3 @98 Cases due to employment and/or excess earnings

#4 @92 cases requested termination of their cash benefits.

#5 @47cases with no qualifying minors

#6 @44 cases failed net income

#7 @19 cases that failed to submit required absent parent form

#8 @14 cases failed to submit required student documentation

#9 @8 cases due to excess unearned income

#10 @7 cases failed to submit required social security number

In FY 2017 the table below illustrates the reasons for closure of TANF Cases with the top 10

reasons are:



#1 @467 cases had expired or client did not renew cash assistance benefit

#2 @311 cases were disqualified for either not meeting the JOBS Program work

Requirements or TANF eligibility determination requirements.

#3 @145 cases filed to meet Pay for Performance Pre-Eligibility Requirement

#4 @54 cases requested termination of their cash benefits.

#5 @49 cases employment/excess earnings

#6 @29 cases with no qualifying minors

#7 @21 cases failed net income

#8 @16 cases shared between failed to submit required documents such as Absent

Parent Form and Student Form.

#9 @7 cases due to excess unearned income

#10 @5 cases failed to submit required social security number



Work Activity Placements (Placement Contracts Submitted)

Guam Employment Training Program (GETP) – SNAP Placements

99 participants were reported as being placed in either Government of Guam (90) and

Private Sector/Community based Organizations (CBO) arena (9) in FY 2017. Whereas in

FY2016, 115 participants were placed in Government of Guam (109) and Private Sector

arena (6). In FY 2016, GETP averaged 9.6 new/renewed placements a month. In FY2017,

GETP averaged 8.3 participants monthly.

Job Opportunities and Basic Skills Program (JOBS) – TANF Placements

242 participants were reported as being placed in both Government of Guam (207) and

Private Sector arena (35) in FY 2017. Whereas in FY2016, 231 participants were placed in

Government of Guam (184) and Private Sector arena (47). In FY 2017, JOBS averaged 20

new/renewed placements a month which is 1% more than FY2016.

FY 2017 PLACEMENTS (Into a work component)

Sector GETP JOBS

Gov Guam 90 207

Private 9 35

Total 99 242

Grand Total 341

Participation in Allowable Work Activities (Participants with reported work Hours)

The figures presented in this section represent the number of participants who submitted or

reported work/participation hours in an allowable work activity component listed in the

Monthly Client List Report. The figures also represent participants who are engaged in more

than one work activity.

Guam Employment Training Program (GETP) – SNAP

979 participants who reported/submitted work hours were either placed in Government of

Guam and Private Sector arena in FY 2017. This resulted in an average of 82 participants per

month who reported work hours for training/employment which is 15 participants more

than FY2016 (67).



Job Opportunities and Basic Skills Program (JOBS) – TANF

1,198 participants who reported/submitted work hours were either placed in Government

of Guam and Private Sector arena in FY 2017. This resulted in an average of 100 participants

per month who reported work hours for training/employment.

The following is a chart illustrating the Type of Work Activities and number of participants per Program:



Employment Reported

Guam Employment Training Program (GETP) – SNAP

5 participants reported employment either in Government of Guam (2) or the Private Sector

(3) in FY 2016. Whereas, in FY 2017 a total of 7 participants reported Government of Guam

(2) or Private Sector (5) employment. This resulted in an average of 1 participant per month

who reporting employment.

Job Opportunities and Basic Skills Program (JOBS) – TANF

82 participants reported employment either in Government of Guam (10) or the Private

Sector (72) in FY 2016. Whereas, in FY 2017 the numbers decreased to a total of 45

participants reported Government of Guam (5) or Private Sector (40) employment. This

resulted in an average of 4 participants per month reporting employment.

FY2017 REPORTED EMPLOYMENT

Sector SNAP (GETP) TANF (JOBS)

GovGuam 2 5

Private Sector 5 40

Total 7 45

Employment Grand Total: 52

GED/High School Referrals/Placements

The JOBS Program issued 27 Referrals in FY 2017 versus 33 referrals in FY 2016. The SNAP

E&T Program does not fund education referrals for SNAP participants. The decrease in JOBS

Program referrals is due to a pending MOU/RFP for adult education classes with the Guam

Community College and the changes in which to take the tests on-line which require a

special payment.

TANF Work Participation Rates (WPR)

There are two Work Participation Rates (WPR) that are required to be met annually. The All

Family Rate is defined as combined cases of single and two parent households of those who

average at least working 30 hours per week in an allowable work activity. The Two Parent

Rate is defined as cases in which there are two adults who meet the work eligibility

indicator, are adoptive/natural parents of at least one child in the case, and are living with

that child in the same home. The Two Parent households must meet an average of 35 or 55

hours per week in an allowable work activity.

Since the implementation and deployment of the automated System Phpro in 2012. WPR

rates show an increase of 2.8% in Work Participation Rates between FY2016 and FY2017 (up



to 3rd quarter only). All families Rate (Federal Requirement 50%) - Guam Rate for FY2016

@19.1% and FY2017 (22.4%).

Two parent Rate (Federal Requirement 90%) - Rates between FY2016 (31.6%) and FY2017

(29.8%-up to 3rd quarter only). 4th Quarter for FY2017 was submitted November 14, 2017

and results for the entire FY2017 will be revealed in December 2017.



Accomplishments

1. Improved collaboration/access with the American Job Center/Agency for Human Resources

Development/Dept of Labor via their Virtual One Stop System (VOSS). Work Program Staff are able

to access/report client activities on line. Staff received training on the utilization of the VOSS and

AJC Case Managers now have access to Phpro as well.

2. Increase in professional development trainings offered and attended by Staff. Social Workers

attended the Child Maltreatment Conference at Naval Hospital (Sept 2017).

3. Improved communication and partnership with Data Management Resources, Inc. as it relates to

improving quality of data submission of a federal report (ACF 199) and development of other

program reports to assist with data collection.

4. Revised Single Parent work requirement from 20 to 32.5 hours per week.

5. Implemented the “Pay for Performance” Project in January 2017 in which participants must

complete 4 activities before receiving cash assistance. This helped by “weaning” out the

participants who do not want to participate and those who need to assistance to succeed in the

workforce.

6. Submittal and approval of SNAP Guam Employment Training Program (GETP) State Plan for FY2017.

7. FNS On-Site Visit and Review of SNAP E&T. Commended on excellent documentation and FNS 583

Report. Guam is the only state that did not get a citation on the FNS 583 report. Guam was able to

provide source of data for reports submitted to FNS.

8. FNS On site visit from Brian Solomon regarding Third Party Partnership expansion programs. Visited

various community based organizations throughout the island.

9. Provided orientation to 71 GETP Participants regarding a new support service for work related

expenses that was not offered prior to FY2017.

10. Memorandum of Understanding was approved in FY 2017. The MOU outlined distinct delineation of

duties and responsibilities which illustrated the seamless collaboration between DPHSS and DOL.

DPHSS utilized DOL/AJC case manager to conduct assessments on GETP participants.

11. 32 participants (mixture of TANF and SNAP) participants completed Microsoft Excel and Microsoft

Word courses In August and September 2017. Each participant earned a certificate of completion.

This was the first time TANF and SNAP E&T offered the first cohort of computer courses.

Date post:	30-Apr-2018
Category:	Documents
Upload:	dodieu
View:	215 times
Download:	1 times

BUREAU OF MANAGEMENT SUPPORT - Department of … BM… · · 2017-12-18FY 2017 BUREAU OF...

Documents