Workers who perform the RMS Coordinator role or Facilitator role must have a Reimbursement Status Code of Indirect (IND) in the Local HR Connect (formerly LETS) system. There are Commonwealth of Virginia Learning Center courses and additional resource documents available on FUSION to assist with the responsibilities of these roles, please access using the following link:
https://fusion.dss.virginia.gov/dof/DOF-Home/BUDGET-LOCAL-REIMBURSEMENT/LASER-Local-Reimbursement/Effort-Reporting-RMS.
Liaison between the Facilitator and the VDSS RMS Team
Coordinates receipt and submission of the RmsPLUS Roster
Assigns Facilitators when desired and according to local business practice
Receives daily Master Response Needed Report
Using the daily Master Response Needed Report, serves as a backup Facilitator when the primary Facilitator is out on leave
Coordinates with the local Office Manager to assure that Local HR Connect and SAMS are kept current
Coordinate with the LDSS Office Manager, Local HR Connect Coordinator or other staff to assure that employees are accurately recorded and reported for inclusion or exclusion in the RMS process one month prior to the start of each quarter. This process includes verifying RSC’s are updated with all changes.
Respond to ALL Quality Control samples as an alternate Facilitator as outlined on the RMS Schedule when the primary Facilitator is not available.
Liaison between local workers and the RMS Coordinator and their backup
Receives and follows up as necessary on consecutive worker sampling notices for their assigned workers.
Receives and follows up as necessary on the daily Response Needed Report for their assigned workers
Responds to moments on behalf of the worker under limited circumstances
Performs ALL sample validations (QC) for their assigned workers
Supports the RMS Coordinator and their backup in the Roster Update Process by gathering and providing quarterly schedules for their assigned workers.
Key responses in the RmsPLUS system for assigned position number when a worker in the position number being sampled is on leave or has left the agency or unable to respond before the sample expires. The locality may continue to receive samples for the remainder of the current quarter. Any samples received should be completed based on the current status of the position number (i.e. vacant including the date the employee left in the comment section or based on the person in the position number). If a new person occupies the position when the time sample is received, please do not forward the email. Facilitators should find out what the employee is working on at the time and complete the RMS Sample on their behalf for the remainder of the current quarter. The new person will be reflected in RMS during the next upcoming Roster quarter.
Coordinate with new workers in assigned position numbers to key moments on their behalf when the new worker’s email account has not yet been established in the RmsPLUS system.