At the time of the moment, consecutive email notifications will be sent to the worker being observed and to the RMS Facilitator associated with the position number.
Moments should be keyed within 2 business days (based on the worker’s schedule). Moments keyed beyond 48 hours will not be included in cost allocation statistics.
NOTE: The worker should still key the moment if more than 48 hours have passed as the data is used for purposes beyond cost allocation.
Samples can be completed from your desktop, laptop, tablet or smartphone.
Upon clicking the link in the notification email, you will be taken directly to the sample response pages. No password is necessary to access the application.
The electronic sample header will contain information about the position being sampled as well as the date and time of the observable moment and the sample expiration date (for cost allocation purposes).
NOTE: Only complete the moment if you are the person in the position number being sampled.
On the first sample response screen, select either “Case Related”, “Program Related but Not Case Specific”, “Training” or “Not Program Related” to describe your Activity at the time of the moment.
If the activity was case related, please enter a case number. If one has not yet been assigned (i.e. intake), please key “1111” as an alias.
Select “Next”
On the next screen, select a Program from the drop down box and review the description to ensure it is the appropriate choice. Select “Next” to advance.
On the next screen, select an Activity from the drop down box and review the description to ensure it is the appropriate choice. Select “Next to advance.
NOTE: If Activity selections appear to be limited use the “Previous” button until you return to the first response page and choose “Case Related” because if you are selecting “Program Related but not Case Specific” the program and activity code options will be limited. If you are working on multiple cases, please choose one and enter the case number. If you are not working on one or more cases where a case number may be chosen, then you should use the alias case number “1111” to enable you to advance.
If you are working on a Non-Program related, Non-Case Related Activity (i.e. General Administration); you will be taken to a response page with a text box. Please describe the Activity you were performing at the time of the moment.
NOTE: Do not include any personally identifiable information (PII) in this box.
The final response screen will be a summary screen. Please review your responses before clicking “Finish”. If you need to make changes, use the “Previous” button to go back to the prior screens.
When your response is complete and accurate, click “Finish”.
You will know that your response has been recorded successfully, when you see the confirmation screen stating “Thank you for your response.”
If you were out of the office at the time of the sample and are not sure if your RMS Coordinator or Facilitator keyed a response to the sample, click on the sample link in the notification email. If you are taken to the summary screen, your response has been keyed and no further action is necessary. If you are taken to the first sample response page, please key your moment promptly.
TIPS:
Read the Program and Activity descriptions in the text boxes below your selections to confirm that you have selected correctly.
Use the “Help” Feature when you have questions.
For Coding Questions, please contact your RMS Coordinator, your Regional Administrative Manager (RAM) or the VDSS RMS Team at Home Office, dss.rmsteam@dss.virginia.gov.
Do not submit a VITA ticket for any issues that you have. This system is not supported by VITA.
For system questions, contact IVA via the link provided in the notification email or the “Help” feature.
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