A Random Integer Program is used to choose an exact moment in time for sampling out of all the individual minutes available for sampling within the quarter. The program then randomly selects an employee from the worker pool that is working during that time to assign to the moment.
How long do I have to respond to the sample?
In order to be included in the Cost Allocation statistics, moments should be responded to within 2 business days based on the worker’s schedule. If the worker misses the moment (does not respond within 2 business days) and the RMS Coordinator or Facilitator has also not responded, the worker should still respond so that the statistics can be used for other business purposes. See the “Coding” section below for what to do when you cannot remember what you were doing at the time of the moment.
The sampling notification email is going to my junk email folder. What do I do?
You can correct this by right clicking on one of the emails in your SPAM folder, highlighting “junk” in the drop-down list, and clicking on “never block sender”. You can also go to “junk”, “junk email options” and then select the “Safe List” tab and enter the vendor email address there and save it.
In addition, to making one of the corrections above, please notify your local RMS Coordinator and/or backup and ask that they work with your local IT folks have the email address and URL below “white listed” to prevent SPAM blocking at the agency level.
The source email address for the notification emails is .
The notification email will link to IVA’s (the vendor) web page at www.rmsplusresponse1.com/VADSS.aspx.
Why does the word “SNAPET” appear on my sample notification email when I am not a Benefits worker?
RmsPLUS has been designed to identify which agencies have SNAPET programs in order to allow only those agencies to respond with SNAPET Program and Activity combinations. If you are seeing the word “SNAPET” on your sampling email, it is an indicator that your agency offers this program. This indicator should not influence how you respond to the sample. Please respond to the moment by keying the Program and Activity combination that most closely reflects the effort of your work at the time of the moment listed in the notification email and on the top of the Response Screens.
Why does RmsPLUS allow me to select Programs and Activities outside the normal scope of my job description?
VDSS recognizes that workers many times are asked to perform “other duties as assigned” and will work outside of the normal scope of their positions. This may happen more frequently in smaller FIPS where responsibilities are shared or where one worker supports another in assisting a child or family. When the worker is sampled, they are asked to report the activity that they are performing at the time of the moment, not describe their routine work. For this reason, RmsPLUS does not limit the Programs to a particular Occupational Title Description (OTD).
Why can’t I find my CPS/APS Program/Activity in the drop down list on the Response Screens?
All CPS (Program 360) and APS (Program 350) Activity Codes (with the exception of training) should be accessed using the “Case Related” radio button on the first Response Page. You can return to the first Response Page at any time prior to clicking on the “Finish” button by using the “Previous” button at the bottom of the screen. If you do not yet have a case number for the activity you are performing, please use “1111” to indicate that a case number will be assigned at a later time.
What is the value of the Read Receipt that is attached to the sample notification? Do I have to click yes?
The Read Receipt on the RMS sample is attached for system tracking purposes. You are asked to respond with a “yes”. If you choose “no”, the system will still know that you accessed the sample and that it was you that responded. In the event of an audit, you may be asked why you chose to click no.
I get a lot of emails each day. With the paper RMS forms, the moments were on blue paper. Can anything be done to make the RmsPLUS e-mails stand out?
RMS notification emails will all come from the same email address, VADSSRms@RmsPlus.com. You may use your outlook settings to change the font color on emails appearing in your inbox, to assign a flag to the emails as they arrive or to alert you with a pop-up message when these emails arrive. For assistance with these outlook features, you may view the following video clip. https://www.youtube.com/watch?v=Dox-gs2nCmI
In addition to the options described above, worker sampling emails are now being distributed with High Importance Flags.
We recommend that Workers, Facilitators, and RMS Coordinators set up email rules, filters, flags or special folders pertaining to your software for messages received from the RmsPLUS system email (VADSSRms@rmsplus.com).
When should I delete the emails that I receive?
Workers may delete the sample notification emails after responding to the moment and receiving confirmation that the “RmsPLUS Sample Response is Complete” or after accessing the sample link in the notification email and reviewing the Summary Screen that indicates the Facilitator has correctly responded to the moment on their behalf.
Facilitators can delete simultaneous sampling notification emails when they have a reasonable assurance that the worker will be able to respond to the moment themselves (i.e. the worker is present and has received the sample notification email). Facilitators will receive a Daily Response Needed list and will be able to access moments for follow up from this list as needed should a worker not respond to the initial notification. It is recommended that the Daily Response Needed list not be deleted until the list from the following day is distributed.
RMS Coordinators and backups should retain the Master Response Needed list emails until the list from the following day is distributed. The link in this email is a live link that is updated in real time and will always reflect the moments that are more than an hour old and require response.
What happens when there is a promotion or a worker changes positions within the sampling quarter? Does this employee still document what they were doing during the moment?
Each sample response page contains a header with source information about the moment and the position being sampled. Included in the header is the Occupational Title Description (OTD) (i.e. Family Services Specialist I). When the worker first accesses the sample, they should review the information contained in the header to ensure that the notification properly describes their current position. If the header reflects a position other than their current position, they should stop, exit the sample and alert their RMS Coordinator or Facilitator that they are not the worker in the position sampled. RMS sampling notification emails are simultaneously sent to a RMS Coordinator or Facilitator who should be aware of position changes for their assigned workers. The simultaneous notification email sent to the RMS Coordinator or Facilitator contains instructions on how to sample the current worker in the position or to key the position as vacant when necessary. Please do not forward any worker emails distributed by the RmsPLUS system. Please do not forward any worker emails distributed by the RmsPLUS system.
What happens when the position is vacant?
RMS sampling notification emails are simultaneously sent to a RMS Coordinator or Facilitator who should be aware of position changes for their assigned workers. The simultaneous notification email sent to the RMS Coordinator or Facilitator contains instructions on how to sample the current worker in the position or to key the position as vacant including the date of separation in the comment section when necessary.
When is it appropriate for someone else (RMS Coordinator/Facilitator) to respond on behalf of the position selected for sampling?
When the position number is vacant
When there is a new worker in the position number and the sampling notification email went to the previous worker
When the current worker in the position number is on extended leave and will not be able to respond to the moment themselves within the 2 business day time frame required by federal guidelines.
GENERAL FACILITATOR OR RMS COORDINATOR QUESTIONS:
The worker has indicated that they did not receive the sample notification email. What should I do?
If the worker did not receive the sample notification, it is most likely that their email address is incorrect in the system. Please provide the RMS Team dss.rmsteam@dss.virginia.gov with the correct email address and we will make the correction and generate a Systems Training email to the worker (in the event they have not yet completed the Systems Training). In addition, please work with your Local Security Officer to correct the email address in SAMS, which is the source of all sampling emails, so that the data will pull correctly into the system in coming quarters. Please also take care to confirm all worker email addresses during the Roster Update process each quarter.
For the current sample, please use the link in your simultaneous sampling notification to record the response on behalf of the worker after consulting with them to identify the proper Program and Activity combination related to their effort at the time of the moment.
Can I forward the notification email to the new worker in the position number?
No. Please do not forward any email distributed by the RmsPLUS system, VADSSRms@rmsplus.com. RmsPLUS logs all system activity and tracks it according to the worker’s email address. When you forward an email it is essentially the same as sharing a password. The activity of the recipient of the email will appear as though the sender has performed it. All activity in the system is viewable and must be provided in the event of an audit. VDSS will have to account for any unauthorized activity.
I keyed the moment on behalf of the worker in the position but the moment still appeared on the Response Needed list. What am I doing wrong?
When keying a moment on behalf of the worker from the simultaneous email notification, please remember to select a Program and an Activity prior to clicking the “Finish” button. When keying the moment from the Response Needed list, you must record a Program and Activity in addition to recording your Comments in order for the system to fully record the response. Your Comments should indicate why you are responding in lieu of the worker.
Can RMS Coordinators and Facilitators be updated during a quarter?
Yes, request must be submitted to the RMS Team (dss.rmsteam@dss.virginia.gov) providing the changes. The worker must be in Local HR Connect (formerly LETS) as an indirect (IND) at the time of the request. Once the RMS Team is able to verify the Reimbursement Status Code (RSC) reflects IND the change will be made in RMS for the remainder of the current quarter and an email sent to RMS Coordinators confirming completion.
ROSTER UPDATE PROCESS
What do I do if I cannot find a Roster Schedule option that matches the employee’s schedule exactly?
There are 25 scheduling options available that cover most widely-used schedules and will encompass most workers. We are asking our Coordinators, during the Roster Update process, to choose the option that most closely relates to the worker being sampled. If the start and/or finish time is off by 30 minutes or so, that is okay. The goal is to avoid large blocks of time when the worker is unavailable for sampling (i.e. days when the worker flexes or is off routinely). If an alternative schedule is not selected during the Roster Update process, the worker schedule will default to Monday – Friday 8:00 a.m. – 4:30 p.m. (the schedule worked by the majority of state workers).
How can I delete comments made in error on the Roster?
RmsPLUS retains all data keyed as part of an auditing feature of the system. Comments made during the Roster Update process cannot be deleted. Care should be taken to limit comments to only those necessary to facilitate sampling (i.e. worker emails that require updates, workers that will be out on FMLA during the quarter with an expected return date, etc…). Please do not key worker schedules or position changes into the comment field. All position changes should be made in Local HR Connect and will be reflected in the following quarter. Should you need to make a correction to a comment, please make an additional entry and note that it is in correction of your prior entry.
How do I add a new worker to the Roster?
The list of positions and associated workers contained on the Roster Update cannot be altered. Any necessary changes to position information should be made in Local HR Connect . The source data for sampling is pulled from Local HR Connect one month prior to the start of the sampling quarter to allow time for Rosters to be pushed out to localities. Federal guidelines require that the State sample all Direct (DIR) positions that are filled and valid at the time the source data is pulled. If, during the course of the quarter, a worker changes position number or a new worker is hired into one of the position numbers being sampled, the Facilitator or RMS Coordinator will be able to use the link in their simultaneous sampling email to record a response on behalf of the new worker in the position. Emails should not be forwarded to the new employee.
How do I change an email address listed on the Roster?
If a worker’s email address is not provided on the Roster, please use the “Edit” link to activate the row related to the worker and enter the correct email address in the text box provided. If the worker’s email address is provided but is incorrect, you will not be able to make a change to the email in the text box. Please enter the correct email address in the comment field and work with your Local Security Officer to update the email address in SAMS which is the source of all email addresses used for RMS sampling.
Can changes be made to the Roster after it is certified?
Changes can be made to your Roster up until the sample for the quarter is generated. The LRU will notify RMS Coordinators and backups when the sample is being generated each quarter. To make a change prior to sample generation, use the link in your Roster Update email to access the Roster, make the change and re-“certify and submit” the Roster. If you are making a change after having initially certified and submitting the Roster, it is a good practice to notify the RMS Team dss.rmsteam@dss.virginia.gov that you are making a change so that it is not overlooked. Once the sample for the new quarter has been generated, no changes to the Roster will be allowed as the information provided is used to generate the sample. The one exception to this rule is the worker email address. At any point in the quarter, corrections to the worker email address can be sent to the RMS Team to be updated in the system.
TRAINING:
How will new workers receive training?
When the source data for each new sampling quarter is uploaded from Local HR Connect , RmsPLUS will identify all new workers currently in the sampling universe and will distribute a Systems Training email to each of those workers at the start of the new quarter. Workers will be required to complete this brief training prior to being able to respond to sample moments. Should the worker be chosen for a sample prior to completing this training, they will be diverted to the training at the time they are first selected for sampling.
The RmsPLUS training courses are available in the Commonwealth of Virginia Learning Center (COVLC). For the most recent refer to the list of courses located under Effort Reporting/Training (available in COVLC) found on FUSION using the following link: https://fusion.dss.virginia.gov/dof/DOF-Home/BUDGET-LOCAL-REIMBURSEMENT/LASER-Local-Reimbursement/Effort-Reporting-RMS Should your locality require supplemental training on RMS practices, please contact your Regional Administrative Manager for support.
I received a sample notification that says my name is Barney Rubble. Should I respond?
The email you received contains a link to a required RmsPLUS Systems Training. The pages that you are viewing are screen shots of sample Response Pages and not an actual sample. Please use your scroll bar to view and read the text appearing at the top of each screen shot and then scroll down to the “Continue to Next Page” link to advance through the training. When you have successfully completed the training you will see a pop-up notice that the training is complete and you will be taken to a mock sample (i.e. “sandbox”) that you can use to further familiarize yourself with the Response Screens.
QUALITY CONTROL (QC) - VALIDATION PROCESS:
What actions are required with the QC Validation Process?
The answer to this question depends on the timing of the sample and the subsequent response of the RMS Coordinator or Facilitator. If a QC moment is denied and a change is made to the response within the 2 business day window, the sample will remain valid and be used for cost allocation. If the sample is denied and a change is made outside of the 2 business day window, the response will not be used for cost allocation purposes but will remain a part of the agencies statistical record for use in other agency specific analysis (i.e. FTE calculator, budget forecasting, etc…)
How will I know that a moment has been chosen for QC Validation?
The worker will be unaware that the moment has been chosen for QC Validation unless the reasonableness of the moment is challenged by the Facilitator. On moments randomly selected for validation, the Facilitator will receive an email notification with the subject line “RmsPLUS Sample Validation for (your FIPS name here)”. When the email is opened, it will provide instruction on how to either “Confirm” or “Deny” the reasonableness of the worker’s response. Prior to denying any response, the Facilitator should discuss their concerns with the worker as a teaching opportunity.
Does a QC error mean more QC?
No. The federal government requires that 10% of the observations are subject to Quality Control. The understanding is that when an error occurs, it will be corrected and used as a teaching moment with the parties involved making the process stronger. Identifying and correcting the errors is the intention of the process and will not result in a higher number of samples being chosen for QC in the future.
What is the appeal process if a RMS sample is denied during the QC process and the RMS Participant disagrees with the QC decision?
When the RMS Coordinator or Facilitator reviews a moment through the Quality Control validation process and believes that the moment was keyed in error or should be denied, they should first approach the worker in the position and discuss the activity that was being performed. The two together should determine how the activity should best be coded. If, after this conversation, the RMS Coordinator or Facilitator continues to believe the moment was keyed in error, they should deny the moment, document the issue in question, and include the correct program code, activity code, and case number, if applicable. This provides all the required information in order for the RMS Team to make the necessary correction. The RMS Team will notify the RMS Coordinators when a sample is denied to discuss the information necessary for the correction when codes are not provided in the comment section. When the moment is denied the RmsPLUS System Administrator will be notified and will then contact the RMS Coordinator and worker to review the activity and determine with them the most appropriate response. There is no need for an appeals process because denying a sample is not a punitive action. It is a Quality Control feature intended to improve accuracy in the sampling process.
CASE NUMBERS
What is the purpose of including case numbers?
Case numbers are included in the sampling process to aid in the auditing process by allowing an auditor to trace worker effort back to an open and active case at the time of the moment.
Which case number should I use?
Because case numbers are used for auditing purposes, you should use the case number that most closely reflects the type of effort that you have recorded (i.e. the Program you indicated you were working on). If you noted that you were working on a Medicaid case, you should use a Medicaid case number. If you noted you were working on a Foster Care case, you should use an Oasis case number.
VaCMS assigns temporary case numbers during intake that start with a “T”. RmsPLUS will not allow an alpha numeric case number. How do I enter a case number in these situations?
The “T” number assigned in VaCMS is a temporary number and not a permanent case number. When working on an activity, such as intake, where a permanent case number has not yet been assigned, the worker should key “1111” to indicate that they were working on a case that did not have a permanent case number at the time. The Activity Code selected should support this entry.
HOW DO I CODE IT?
What if you don’t know what you are doing at the time of the moment?
If at the time you open your email to respond to the sample, you genuinely cannot remember what activity you were performing at the time of the moment, do not make up a response. Review your calendar and your emails to see if you can trace your actions back to an activity. If you cannot, select “Not Program Related” on the first response screen and choose Program-800 (General Administration) and Activity -999 (Invalid Response).
What if at the exact moment of my sample, I am not doing anything because the system is stuck and I am just sitting there waiting on the system? How do I code suffering during technical difficulties?
If, at the time of the moment, you are experiencing technical difficulties with a system, you should record the activity that you are attempting to perform (i.e. Medicaid-180/Intake, Eligibility Determination, and Redetermination-400).