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3. Reports

Several reports are produced via the WDTIP/TRAC system. These reports contain information reported from all the counties in the state of California and have been modified for our county’s use.

3.1 Accessing the Reports

3.1.1 Business Objects reports

In order to access reports via Business Objects, follow the steps below:

1. Log into the Business Objects website (this is accessible either through a short cut on the desktop or through the link on the intranet).

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2. Once in Business Objects, enter the number of the report (i.e. TRAC 103) in the “Search title” field.

3. The title of the report will appear. Click on the View Latest Instance link under the report title in order to open and view the most current listing details.

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4. Select the office number for the appropriate district office list to view.

3.1.2 CalWIN Reports

In order to access reports via CalWIN, follow the steps below:

1. Log into CalWIN and on the GoTo drop-down menu from the toolbar select Reporting.

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2. On the Reporting window, select the Case Data folder and click on the [Open] button.

 

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3. On the Report ID field enter the report number (i.e. MRH026R) and click on the [Search] button.

4. Click on the current month’s report to view the latest report.

5. The report is sorted by caseload. Scroll through the report to find the appropriate worker’s caseload.

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3.2 MRH026R- CalWORKs 48 Month Clock

The CalWIN produced MRH026R report is a listing of active clients who have used 55 or more months of time on aid on either the CalWORKs 48-Month Clock.

3.2.1 Processing the MRH026R report

Clients on their 43rd to 48th Month of TOA

Staff are to use this report to ensure that the M4107-CalWIN1 informing notice and discontinuing NOA are sent out automatically by CalWIN and that the TOA review has been done on these cases prior to discontinuance. If the NOA is not auto-generated and sent by CalWIN, manually generate the notice. [Refer to “Manually Generating the TOA NOA,” page 8-46 for detailed information on manually generating the notice.]

The EW must verify in both TRAC and CalWIN the total number of TOA months that have been used.

If... Then...

Both systems match the total number of months,

Ensure the TOA NOA has been sent.

Both systems do not match the total number of months,

• Research the problem and make appropriate correction(s).• Consult with the supervisor if necessary.• If unable to resolve and/or it is outside the current review

phase, refer to the TOA Expert via the SCD 146.

If a full TOA review has not been done, refer the case to the Expert TOA Workers via the form “TOA Review Referral” (SCD 146). [Refer to “Referrals to TOA Experts,” page 2-5 for detailed information on the referral process.]

Clients over their 48th month of TOA

Staff are also to use this report to ensure that all the individuals with more than 48 months of TOA time are individuals who are eligible for an extender. If the client is not eligible for an extender the individual must be timed out and discontinued from aid.

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All extender related issues must be referred to the Expert TOA Workers via the form “TOA Review Referral” (SCD 146). [Refer to “Referrals to TOA Experts,” page 2-5 for detailed information on the referral process.]

3.2.2 Processing Time Frame

The MRH026R report must be processed in time for the change to be effective the beginning of the following month.

Example:The MRH026R report is received on November 5 and must be corrected by November MEDS cutoff for the change to be effective December 1.

3.3 TRAC 103- TOA Exception Report

The TRAC 103 report is a listing of clients whose time on aid clocks have an exception. These exceptions must be cleared/corrected in order for the clock to reflect accurate time on aid information and benefits to be issued for the correct amount of time.

This exception often occurs during inter-county transfer cases. If the receiving county approves cash aid in a month that the client is still receiving aid from the sending county an overlapping record will occur since TRAC will have two records for the same month(s).

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[Refer to “Reason Code 255- County Record Overlap for this Unique Identifier,” page 7-14 for detailed information regarding the description and resolution of the exception in TRAC 103.

3.3.1 Processing Time Frame

Exceptions received ON OR BEFORE the tenth working day of the month must be processed in time for the change to be effective the beginning of the following month.

Exceptions received AFTER the tenth working day of the month must be processed in time for the change to be effective the beginning of the month after the following (future-future) month.

Example:Exceptions received November 6 must be corrected by November MEDS cutoff for the change to be effective December 1. Exceptions received November 16 must be corrected by December MEDS cutoff for the change to be effective January 1.

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3.4 Caseload Management

3.4.1 DSR 06-DEBS0608- Case Listing by Case Load

The caseload listing (608) also contains useful TOA information that must be used to manage the caseload. This listing will provide the number of months that a client has used up on their TOA clock and is to be used to ensure that the appropriate informing notices are sent to the clients, ensure that extenders and exemptions are applied accordingly and the client is discontinued timely.

TOA information is displayed for each individual on CalWORKs in “Caseload Details” tab as well as in a summary tab titled “Approaching 46 and 48.”

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