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Quality Assurance / Quality Control

Revised October 28, 2007

Purpose:

Management Evaluation Sample Selection Criteria Quality Assurance Review Activities Quality Assurance Sample Authorization Access the (QCSA) QC Sample Authorization Screen ACES Extracts the Selected Sample Quality Assurance Sampling Access the(QCSS) QC Sample Selection Criteria Screen ACES Compiles Sample  Negative Samples Primary Samples Secondary Samples Supplemental Samples

Management Evaluation Sample Selection Criteria ACES allows authorized users to request sample frame selections by CSOs within a region, for management evaluation case sample reviews. Take the following steps to access the Management Evaluation Sample Schedule: Enter Option [K] - Quality Control, in the SELECTION field on (WMEN). <TRANSMIT> and the (KMEN) screen displays. Enter Option [F] - ME Sample Selection Criteria, in the SELECTION field on the (KMEN). <TRANSMIT> and the (MECS) screen displays. A report is generated in batch after the (MECS) is updated with CSO selections.  The report is printed by CSOs selected for review and sorted by AU. Enter the [desired region to be reviewed] in the REGION field. <TRANSMIT> to commit updates and return to (KMEN). Enter the [current date] in CREATION DATE field. All CSOs for that region display in the CSO field(s). To choose all CSOs press <TRANSMIT>. To not select a CSO move the cursor to the beginning of the CSO field to be deleted and press <END>.  Repeat this for each CSO that is not to be included in the CSOs to be reviewed. When all CSOs that are to be reviewed are listed <TRANSMIT>. This request can be made at any time as the program is run daily. The system then compiles the universe files, covering the five calendar months prior to the month of request, plus the month of request through the day of request (six months total). ACES calculates the sampling interval for each CSO (from a table of sample sizes according to universe size), picks random starting points, draws the samples, and produces the sample lists of 250 cases.

Quality Assurance Review Activities Currently Option C - QC Review Activities - on the (KMEN) is not being used.

Quality Assurance Sample Authorization The QA Unit reviews the sample frame size and makes a determination to accept or reject the sample. The QC Sample Authorization screen is used to accept or edit the selected samples. All input or changes for this screen, along with the authorization of the QC sample is the responsibility of the State Office QC Unit. To access the Quality Control Sample Authorization (QCSA) screen: Enter Option [K] - Quality Control in the SELECTION field on the (WMEN). <TRANSMIT> and the (KMEN) displays. Enter Option [B] - QC Sample Authorization - in the SELECTION field. <TRANSMIT> and the(QCSA) displays. Sample Frame Selection Criteria; select A, B, C, F, and G, H, K, L, M.

NOTE: Selections D, E, I, J, N, and O are not active selections for this screen. They are "placeholders".

<TRANSMIT> and the review month will appear as well as SAMPLE FRAME SIZE that is the entire Universe for that selection before intervals are set. Check to be sure that SAMPLE AUTHORIZATION is Y.  Primaries, Secondaries, and Negatives default to Y.

ACES  the Selected Sample ACES extracts the required sample from the sample frame. When the sample is being extracted by systematic random sampling, the system sequentially searches the sample frame beginning at a user defined starting point. ACES selects cases for review using a user-defined interval between selected cases.   For example, the user may specify that the system starts at the 100th case, then every 200th case following.

Quality Assurance Sampling ACES supports the selection of Quality Assurance ( QA) Review samples. It also monitors QA review activity. Based on this data, ACES issues monitoring reports and profiles, and compiles statistical information about QA Reviews The QA unit identifies which samples are to be taken via the Quality Control Sample Selection (QCSS) . This screen permits the QA unit to identify the sampling criteria to be used. This criteria includes: The program(s) for which the sample should be taken. The type of sample to be extracted (i.e., an active sample, a supplemental sample, or a negative sample). The sample review date and time frames involved. Starting review numbers, random starts and intervals for sampling. Access the (QCSS) QC Sample Selection Criteria Screen To access the (QCSS): Enter Option [K] - Quality Control in the SELECTION field on the (WMEN). <TRANSMIT> and the (KMEN) displays. Enter Option [A] - QC Sample Selection Criteria in the SELECTION fieldOn the (KMEN). <TRANSMIT> and the (QCSS) displays. The (QCSS) is used to enter the [selection criteria] for drawing a statistically valid sample of cases for a specific review month. Enter the [selection option of the sampling criteria] in the SAMPLE FRAME SELECTION CRITERIA field. (A, B, C, etc.) <TRANSMIT> and the review month will appear and all existing information in the system will appear under SAMPLE INTERVAL DATA. Enter the [starting number] in the SAMPLE STARTING POINT field.

NOTE: Steps 7 and 8 are only used at the beginning of a review period for regularly scheduled samples. ACES updates these parameters for all other samples.

Enter the [interval number] in the SAMPLE INTERVAL field. If the sample interval data is to be saved, enter [N] in the DELETE OPTION field. If the sample interval data is not wanted for future sampling, enter [Y] in the DELETE OPTION field to delete the information. <TRANSMIT> to commit the request and return to the (KMEN).

ACES Compiles Sample Once the request has been committed, ACES searches its databases and compiles the selected sample frames. ACES determines the sample frame from which the sample is to be taken. Negative Samples Applications:  AUs denied, suspended, or withdrawn by the client. Ongoing AUs:  AUs closed in the previous month, with an effective date of the following month and AUs that go from federal benefits to state benefits such as TANF to SFA or federal food assistance to FAP. Primary Samples TANF and Medical active AUs which received a benefit during the review month. Food Assistance active AUs eligible for receiving benefits. Secondary Samples New AUs added in the review month. Supplemental Samples Extra Audit Samples - the QC Unit indicates if the sample is for one of the following: TANF Primary Sample - The frame for this sample includes all active / paid TANF AUs for the benefit month specified as the sample month. The TANF stratum of Medicaid reviews is also selected at this time. TANF Negative Sample - The frame for this sample includes all TANF AUs denied, suspended or terminated by agency action including those cases denied because the client withdrew the application. TANF Active Supplemental Sample - The frame for this sample includes TANF AUs approved / issued benefits during the month specified as the sample month. This still has random starts and sample intervals. TANF Negative Supplemental Sample - The frame for this sample includes all TANF AUs denied, suspended or terminated by agency action including those cases denied because the client withdrew the application. TANF Secondary Sample - The frame for this sample includes all newly approved TANF AUs for the benefit month specified as the sample month after the initial cut-off period to combine with the primary sample.

EXAMPLE Monthly issuance is 10/25. This is cut off for November benefits. Secondaries are those cases approved from 10/26 through monthly issuance in November.

Food Assistance Primary Sample - The frame for this sample includes all Food Assistance AUs eligible for benefits for the benefit month specified as the sample month. Food Assistance Negative Sample - The frame for this sample includes all Food Assistance AUs denied, suspended or terminated by agency action excluding those cases terminated by agency action due to eligibility expiration, and those cases denied because the client withdrew the application. Food Assistance Active Supplemental Sample - The frame for this sample includes all Food Assistance AUs approved/issued benefits during the month specified as the sample month. Food Assistance Negative Supplemental Sample - The frame for this sample includes all Food Assistance AUs denied, suspended or terminated by agency action excluding those cases terminated by agency action due to eligibility expiration, and those cases denied because the client withdrew the application. Food Assistance Secondary - The frame for this sample includes all Food Assistance AUs approved / issued benefits for the benefit month specified as the sample month after the initial cut-off period to combine with the primary sample. Same as TANF Secondary. Medical Primary Sample - The frame for this sample includes certain active Medical AUs for the benefit month specified as the sample month. Medical Negative Sample - The frame for this sample includes certain Medical AUs denied, withdrawn by the client, or terminated by agency action excluding those cases terminated by agency action due to eligibility, and those cases denied because the client withdrew the application. Medical Active Supplemental Sample - The frame for this sample includes certain active Medical AUs for the benefit month specified as the sample month. Medical Negative Supplemental Sample - The frame for this sample includes certain Medical AUs denied, withdrawn by the client, or terminated by agency action excluding those cases terminated by agency action due to eligibility, and those cases denied because the client withdrew the application. Medical Secondary Sample - The frame for this sample includes newly approved Medical AUs for the benefit month specified as the sample month to combine with the primary sample frame.

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Modification Date: October 28, 2007

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