Outcome Tracking System

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Dayna Hodge
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1 Outcome Tracking System

2 What is OTS? The Employment First Outcome Tracking System was designed to be a user-friendly way to record employment outcome data for individuals served in Ohio s developmental disability system. This data is used to inform decisions both on a state and local level.

3 Taskforce Recommendation Ohio Employment First Taskforce recommended a Webbased outcome tracking system for employment outcomes How People Obtained Employment Hours Worked Wages Earned Web-based System that tracked: What Works Types of Occupations Number of People Working

4 Administrative Rule Participation in the Outcome Tracking System is a requirement in the Employment First Rule 5123:2-2-05: Providers of employment services shall collect and submit to the department individual-specific data regarding employment services and employment outcomes including but not limited to, type of services provided, how individuals obtained employment, hours worked, wages earned, and occupations. The data shall be submitted through a web-based data collection system developed and maintained by the department.

5 Individual Data System (IDS) DODD maintains an extensive database of 90,000 individuals with a wealth of demographic information Data elements include: Demographics: age, gender, race, ethnicity Diagnosis; ID level Funding range and Acuity Living arrangement Waiver type

6 How do individuals appear in OTS? County Boards- IDS as receiving an employment service or marked as having competitive employment Private providers Last 12 months of billing employment services

7 How do individuals appear in OTS? Existing Service Vocational Habilitation Supported Employment-Enclave Supported Employment-Community Modified/New Service Vocational Habilitation Group Employment Supports Individual Employment Supports Career Planning: in process

8 Private Providers ADAMS FRANKLIN LUCAS SANDUSKY ALLEN FULTON MADISON SCIOTO ASHTABULA GALLIA MAHONING SENECA ATHENS GUERNSEY MARION STARK AUGLAIZE HAMILTON MEDINA SUMMIT BROWN HARDIN MEIGS TRUMBULL BUTLER HENRY MERCER TUSCARAWAS CLARK HIGHLAND MONROE UNION CLERMONT HOCKING MONTGOMERY VAN WERT COLUMBIANA HOLMES OTTAWA VINTON COSHOCTON HURON PAULDING WARREN CRAWFORD JACKSON PERRY WAYNE DEFIANCE KNOX PIKE WOOD DELAWARE LAKE PREBLE FAIRFIELD LICKING RICHLAND FAYETTE LORAIN ROSS

County Boards ASHLAND HANCOCK PICKAWAY BELMONT HARRISON PORTAGE CARROLL JEFFERSON PUTNAM CHAMPAIGN LAWRENCE SHELBY CLINTON LOGAN WASHINGTON CUYAHOGA MIAMI WILLIAMS DARKE MORGAN

9 County Boards ASHLAND HANCOCK PICKAWAY BELMONT HARRISON PORTAGE CARROLL JEFFERSON PUTNAM CHAMPAIGN LAWRENCE SHELBY CLINTON LOGAN WASHINGTON CUYAHOGA MIAMI WILLIAMS DARKE MORGAN WYANDOT ERIE GEAUGA GREENE MORROW MUSKINGUM NOBLE Private providers are responsible to provide information to county boards. Please contact your county board for further guidance.

10 Additional Resources A comprehensive Guidebook and video presentation can be found on the Employment First website Guidebook: mploymentfirst.or g/up_doc/ots_gu idebook_updated_ pdf Video: oymentfirst.org/view. php?nav_id=64

11 FAQ Can I add multiple jobs for individuals? Yes. Click on the icon under the "Community-based Employment/Sheltered Employment column that is to the right of the person's name. Notice that the page will indicate the job previously entered). To add an additional job, click on "add job. What if an individual works in both a sheltered and a community based setting? If somebody has a job in both the community and in a sheltered setting, both positions can be inputted into the data system by clicking on "add job" and "add sheltered workshop buttons as described. A person can also receive services in more than one sheltered workshop each separate activity should be recorded. What if an individual is receiving services from multiple providers? If an individual is served by more than one provider, each agency will only record the job that they support. Each user will be able to see each employment outcome, but only edit records that you are providing services for What if the individuals hours vary week by week? Submit an average of hours worked.

12 FAQ What if someone is not working in the community or in a sheltered setting but is earning income? Ex: Income based on sale of art work (not a business owner). If an individual is not working in the community through an individualized or group placement and is not in a sheltered setting, then you would input No for both of these fields. Please note that if an individual is self-employed, you will indicate this under Community Employment What if I don t see an individual who I provide services? Check to see that you have billed the waiver for employment services. Services provided through local funding will need to be coordinated through county boards. Will I be able to use the data to run reports on our agency outcomes? Data reports are not run from the Employment First application. Data will be merged with Data Warehouse, and reports can be access from there by County Boards or by ing employmentfirst@dodd.ohio.gov

13 FAQ What do I do if I see individuals in the OTS who are in counties where the county is inputting data? All individuals that you have billed employment services for, regardless if the county is inputting data, can be seen in OTS. As the county board inputs data, they will show as completed. You do not need to input their data even if they appear on your screen. You should be in contact with county boards for guidance What if I need to correct information already entered into the database? To update the person s information, click on the edit button then enter in the new data. What if we are providing services in more than one county? You are responsible for inputting data only in the counties specified. The list of counties is available in the comprehensive guidebook.

FAQ Am I responsible for providing information to counties that are maintaining responsibility for inputting data? Yes. You should be in contact with count boards for guidance.

14 FAQ Am I responsible for providing information to counties that are maintaining responsibility for inputting data? Yes. You should be in contact with count boards for guidance. How do I get access to the OTS? You can employmentfirst@dodd.ohio.gov. Also please see information in the guidebook for instructions. How often will we need to input data? Data should be entered at least once every twelve months; however, if circumstance change the individual s data should be updated as soon as possible.

15 Questions?

16 For any further questions or technical assistance, please contact:

Ohio Employment First Outcome Tracking System: Guidebook

Ohio Employment First Outcome Tracking System: Guidebook Revised May 2018 INDEX Why is this important?... 4 How do I get Access to the Outcome Tracking System?...5 How do I log on?... 7 How do I search