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FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT
FY17 BMS ANNUAL REPORT Page 1 of 34
BUREAU OF MANAGEMENT SUPPORT
Elsa Perez, Administrator
Terry Ascura, PIME/QC Section Supervisor
Bernice Borja, IRO Section Supervisor
Joseph Montague, CCDF Section Supervisor
Christine San Nicolas, WPS Supervisor
Angeline Barcinas, Administrative Support Unit Supervisor
The Bureau of Management Support (BMS) is comprised of five (5) sections: The Child Care
Development Fund (CCDF), Investigation and Recovery Office (IRO), PIME/QC (Program
Information & Management Evaluation/ Quality Control), Work Programs Section (WPS), and
the Administrative Support Unit (ASU).
BMS administers and has oversight:
On the program administration of Child Care services and eligibility determination
To investigate cases that have been referred through KEHA (the fraud, waste & abuse
hotline), QC, BES, and through the other programs or sections within the Division of Public
Welfare
On the establishment claims and collection of payments as a result of intentional program
violation (fraud), inadvertent household error or agency error
To conduct Quality Control reviews on randomly selected SNAP (Supplemental Nutrition
Assistance Program, formerly known as Food Stamps) active cases and negative cases
Of Client Program Access Reviews
To coordinate Fair Hearings
Of TANF (Temporary Assistance for Needy Families) and SNAP work related activities
Accomplishments/Activities:
10/05/16 – 10/06/16: BMS acquired On Base access to view documents scanned into the On
Base system. Training was provided by DMR on the two days.
10/13/16 – BMS held a staff meeting. The following were presented/discussed:
o Medicare Presentation – Joleen Almandres, DSC
o Mandated Reporter – Crispina Escalera, BOSSA
o Planning for Retirement – Amanda Gima
o Confidentiality & Security Breach Policy – Elsa Perez
o Interpersonal Relationships & Behavior in the Workplace – Elsa Perez
o Section Updates
FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT
FY17 BMS ANNUAL REPORT Page 2 of 34
10/19/16 – Staff wore orange in support of Anti-Bullying Awareness week.
10/26/16 BMS Supervisors attended the “How to and When to Appropriate Disciplinary
Actions” – instructor: Ms. Toshie Ito (Guam Hotel & Restaurant Association)
01/26/17 – Supervisors, Program Coordinators and the Administrative Assistant attended the
Financial Training conducted by Rachelle Paulino
01/31/17 - Supervisors, Program Coordinators and the Administrative Assistant attended the
“How to Prepare a Staffing Pattern” Training conducted by Rachelle Paulino
Recruitment was processed in FY2017 and six new staff were hired for the CCDF, QC and
IRO sections.
The plan to hire an Eligibility Specialist for CCDF to be assigned to BMS was finalized with
the hiring of Ms. Herrera. All program cases associated with CCDF are processed at BMS
effective FY2018. The purpose and goal of having an ES assigned to BMS was to streamline
the CCDF application processing and to ensure the timeliness of the eligibility determination.
08/28/17 – 08/30/17 Grants Management Training – attended by BMS Administrator
09/05/17 – an evacuation drill was conducted at BMS. This was an unannounced drill.
Two memos were finalized for the SAVE System and QCERP – training was conducted for
both BMS and BES staff
FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT
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CHILD CARE DEVELOPMENT FUND (CCDF) SECTION Joseph E. Montague, Program Coordinator IV
John Nelson, Program Coordinator II
Gina Lyn Herrera, Eligibility Specialist I
Marilou Hautea, Data Control Clerk II
The CCDF program is 100% federally and is a two year grant authorized under the Child Care
and Development Block Grant Act (CCDBG). The total grant awarded to Guam for Fiscal Year
2017 was $5.38 million to provide financial assistance to low-income families to access child
care so they can work or attend a job training or educational program.
The CCDF program helps fund:
o Eligibility determination of child care assistance for children under age 13 each
month.
o Quality activities such as:
supporting the training and professional development of the child care
providers;
improve the development and implementation of early learning and
development guidelines;
establishing or expanding a system of child care resource and referral
services;
supporting compliance with local requirements for licensing, inspection,
monitoring, training and health and safety; and
Other activities to improve the quality of child care services.
o Infant and Toddler Targeted Activities:
Technical assistance to programs or practitioners who service infants and
toddlers;
Hiring health consultants to focus on infant/toddler issues;
Paying higher rates for specialized training or lower ratios for infant/toddler
care; and other related activities
o Quality Expansion Activities:
Professional development and compensation;
Special needs/inclusive child care
Monitoring and on-site visits;
quality activities designed to improve the quality availability of care
o School-Age/Resource and Referral:
Technical assistance
Development of school-age care credentials;
Consumer information and referrals and other related activities.
FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT
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FY 2017 CHILD CARE DEVELOPMENT GRANT (CCDF) STATISTICS
Over the three year period, the CCDF Program has seen an upward trend in child care
participation, dollars spent in child care certificate benefits issued, and a slight increase in
school-aged participation. The Licensed Day Care Center (LDCC) type of child care service is
the highest in both numbers of participation and benefits issued for infants and toddlers. The
lifting of the moratorium in accepting new applications and addition of new members to an
existing case in FY2015 greatly impacted the increase in participation in FY2016 and FY2017.
0
500
1000
1500
FY 2015FY 2016
FY 2017
722 899 1009
Par
tici
pan
ts
AVERAGE NUMBER OF CCDF PARTICIPANTS PER YEAR
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
FY2015FY2016
FY2017
$3,270,929 $3,970,777
$4,521,182
Pay
me
nts
CCDF PAYMENTS
FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT
FY17 BMS ANNUAL REPORT Page 5 of 34
0
100
200
300
400
0-35 36-71 72 & up School Age
301346
85
1 5 16 3 9 9
Nu
mb
er
of
Par
tici
pan
ts
Age Group
FY2015 Average # of CCDF Participants Per Month by Age and Type of Child Care
CENTER BASED FAMILY CHILD CARE LEGALLY EXEMPT
0
100
200
300
400
500
0-35 36-71 72 & up School Age
388 410
97
0 0 03 2 6 13
Nu
mb
er
of
Par
tici
pan
ts
Age Group
FY2016 Average # of CCDF Participants Per Month by Age and Type of Child Care
CENTER BASED FAMILY CHILD CARE LEGALLY EXEMPT
0
100
200
300
400
500
0-35 mos 36-71mos 72 mos & up School Age
453 449
90
0 0 01 3 5 15
Nu
mb
er
of
Par
tici
pan
ts
Age Group
FY2017 Average # of CCDF Participants Per Month by Age and Type of Child Care
CENTER BASED FAMILY CHILD CARE LEGALLY EXEMPT
FY 2017 BUREAU OF MANAGEMENT SUPPORT ANNUAL REPORT
FY17 BMS ANNUAL REPORT Page 6 of 34
$3,151,375
$81,335
$7,261
$9,038
$17,543
$- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 $3,500,000
LDCC
LEIN
LEIR
LFDC
LOC
FY 2015 - Benefits Issued by Type of Child Care
$3,890,044
$10,871
$31,002
$9,940
$27,449
$- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000
LDCC
LEIN
LEIR
LFDC
LOC
FY 2016 Benefits Issued by Type of Child Care
$4,455,266
$9,267
$23,960
$27,600
$25,082
$- $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000
LDCC
LEIN
LEIR
LFDC
LOC
FY 2017 Benefits Issued by Type of Child Care
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The following are activities and accomplishments for the Fiscal Year:
Review Child Care Applications in Accordance With Guam's Plan for
Professional Development (GPPD). This review is mandated by P.L. 31-73
requiring specific educational and training milestones that must be met by a
child care director, assistant director and staff at time of renewal of child care
license.
Date of Review # Child Care
Centers/Providers Reviewed
# of Applications
Reviewed
10/20/16 6 17
11/08/16 6 24
12/13/16 3 16
12/15/16 6 7
02/15/17 2 5
03/30/17 3 13
04/11/17 10 44
05/18/17 1 1
06/13/17 12 33
07/07/17 5 39
08/17/17 3 6
09/20/17 10 22
CCDF PARENT ORIENTATIONS CONDUCTED
The purpose of this orientation is to inform CCDF Parents of the program policies,
regulations, their rights and responsibilities and provides an opportunity for the
parents to ask questions as well. The focus is on new applicants, however parents
who are re-opening a case or are an ongoing case and have not attended an
orientation, are scheduled to attend. Attendance is mandatory.
Date Scheduled Attended
07/15/17 69 59
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CHILD CARE PROVIDERS' ORIENTATION
The purpose of this orientation is to inform Providers of their rights and
responsibilities, program requirements and the federal regulations. In addition to an
agenda, a copy of the PowerPoint presentation, Certificate/Calendar submission
requirements, Guam's Plan for Professional Development (Appendix A) training, the
Ages and Stages Universal Referral Form, detail in understanding the Guam Early
Learning Guidelines requirements and a Read Aloud training. Providers are asked in
submit in writing their questions or concerns pertaining to the program.
The orientation for FY 2017 was held on May 27, 2017 from 8:00am-12:00pm
OUT REACH
At the outreach, the attending staff provides information on the program,
applications and program related brochures
11/16/16 Meeting with Lots of Learning Child Care Center parents to align with
program requirements.
01/07/17 Healthy Mothers/Babies Health Fair
CCDF Section Staff Meetings
11/5/16 Agenda
11/21/16 Agenda
3/24/17 Agenda
Scheduled Meetings
11/29/16 Meeting with Joint Marianas (Naval Base) on Navy and Andersen Child Development Center participation.
12/06/16 Stakeholder meeting with BOSSA, BES, DEH, MCH and Immunization.
01/19/17 Meeting with BOSSA to update Guam's Child Care Law (PL 31-73) and the DPHSS BOSSA Licensing requirements
01/30/17 Financial 101 Training with Rachelle Paulino
02/08/17 Follow-up meeting to align the BOSSA Licensing requirements to Guam's Child Care Law (PL 31-73)
02/13/17 Guam Early Learning Counsel quarterly meeting.
02/21/17 CCDF Account and Reconciliation training by Rachelle Paulino
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Continuation of Activities and Accomplishments:
10/04/16: Received technical assistance from Ms. Nalini Berry, Training and TA System
Specialist, from the National Center on Date and Technology. The purpose of the TA was to
provide guidance to Guam IT to enable Guam to electronically submit the ACF-801 report.
Ms. Berry has since left the Office of Child Care and Ms. Rosa Williams has taken over Ms.
Berry’s responsibilities. This activity has not been completed.
10/07/16: A Strategic Management Team (SMT) meeting was held with Mr. Gerry Huffer
(Child Care Director of Adventures in Learning), Cathy Schroeder (GDOE Head Start
Administrator), Leonel Arcangel (RN & Child Care Health Consultant) and Joseph
Montague (CCDF Program Manager). Topics discussed were Early Learning, Pilot Pre-
School Program, QRIS, Week of the Young, Head Start Standards, ECERS & ITERS and
Classroom Assessment Tools and Scoring systems.
10/17/16: A meeting was held to discuss funding to pay a portion of the salaries to Division
of Environmental Health (DEH) inspectors and the administrator who conduct inspections at
child care centers. In attendance was the CCDF Program Manager, BMS Administrator, Ms.
Rachelle Paulino, PC IV who oversees the financial management within DPW and Ms. Remy
Suva, the Administrative Officer at DEH.
10/24/16: The CCDF Health Consultant met with the CCDF Manager. The Health Consultant
begins formulating the Child Care Center’s Policy and Procedures Manual.
10/25/16: A Fair Hearing (FH) was held with the Division of Environmental Health (DEH) at
the DEH conference room at the DPHSS main office. The FH was requested by a child care
provider due to a violation citation by DEH for not having a valid Health Certificate. The
issue was resolved and citation was lifted.
10/26/16: The CCDF PCIV attended the Supervisory Disciplinary Action training.
10/28/16: The CCDF PC IV met with the Child Care Health Consultant to review a
compilation of policies and procedures (smoking, prohibitive substances and weapons;
environmental health; child health assessment, adult health assessment; child with special
health care needs; background screening; first aid kit and emergency medications; CPR
certifications; emergency transportation; missing child; evacuation procedures; fire drill;
earthquake drill; child abuse and neglect prevention; child abuse and neglect reporting).
November 16, 2016 @1730-1830- CCDF PCIV attended a Parent meeting at Lots of
Learning Child Care Center at the request of the director, Valene Taimanglo. The meeting
was to address the Block Grant parents in their center due to ongoing problems regarding
bringing their children to the daycare center prepared to learn and participate with the other
children in the center. A sign-in sheet was in place for all attendees to complete and four
handouts (1. Agenda; 2. Parent Feedback Questionnaire; 3. Child/Parent Emergency Update
Information to be completed; and 4. Parent Survey) were provided which were all discussed
in detail. The BMS CCDF PCIV addressed the parents present (approximately 12 parents)
and emphasized on the importance of their cooperation and support. All parents were advised
that if they have not attended the CCDF parent orientation since being deemed eligible for
the program, they should sign-up to be better informed of all the requirements of the block
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grant funded program. At the conclusion of the meeting, one parent informed the CCDF
PCIV that they'll be in the following day to complete a change report and sign-up for the
CCDF parent orientation.
November 25, 2016 @1600 - 1630- Meeting in the CCDF PCIV office with Leonel Arcangel
(CCDF CCHC) progress for the week as reported on 11.21.16 while on CCDF funded time.
The work completed for the week were as follows: 1. Researched and drafted the following
policies and procedures (1. control of seasonal influenza, 2. cough etiquette, 3. staff
qualifications, 4. cleaning of body fluids, 5. standard precaution, 6. medication log form, 7.
authorization to give medicine form) information to be placed in the draft CCDF policy &
procedure manual; and 2. Reviewed and completed revisions on the following policies and
procedures (1. child health assessment, 2. fire drills, 3. general evacuation procedures, 4.
maintenance and display of documents, 5. developmental screening, 6. family staff
communications, and 7. release of children) to ensure alignment with existing local and
federal requirements to align with the Caring for Our Children manual.
December 6, 2016 @1400 - 1600- DPHSS BMS CCDF program Stakeholder Meeting
conducted in the BMS conference room. Present were CCDF PCIV, J.E. Montague II,
BOSSA Administrator, L. Rodriguez, DEH Supervisor, M. Scroggs and CCDF CCHC,
Leonel Arcangel. An email was sent on December 1, 2016 to the DPHSS BOSSA, BES,
DEH, MCH CCHC and Immunization office representative to participate in the meeting to
discuss the requirements of the CCDF grant funded program to align all DPHSS partners to
ensure compliance of the local and federal mandates. An agenda and sign-in sheet was
provided for all attendees to follow as a guide and document their attendance. An update per
the status of the CCDF program was provided, the Child Care Health Consultant (CCHC)
provided an update on the draft CCDF childcare provider policy & procedure manual, the
DEH provided and update on the posting of inspection reports, the inspector to childcare
center ratio and the number of inspection done annually, the BOSSA office was requested to
provide information on the childcare licensing requirements, the enforcing of the thirty-day
advance notice from all child care centers increasing their rates and the on-line inspection
reports requirement that the information be placed on the DPHSS website for public access to
include all CCDF forms and information, the DPHSS Immunization office representative was
to provide an update but was not present but later agreed to provide an update on the status of
the Immunization Web-I Z requirement.
December 10, 2016 (Saturday) @0800 - 0900- CCDF Parent Orientation was conducted in
the DPHSS DPW BMS conference room, Legacy Square bldg. The CCDF PCII (J. Nelson)
and PCIV (J. Montague II) were present and provided an orientation packet to all
parents/guardians present that included a program agenda, power-point presentation and a
copy of the Guam Early Learning Guidelines (0-3 and/or 3-5 years old) child care book.
Although thirty-five (35) parents/guardians were contacted and confirmed their attendance
the day before (Friday, December 9, 2016), only twenty-three (23) signed in and were in
attendance during the orientation. The reasons given for not making it to the CCDF block
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grant parent orientation were, no transportation, my alarm did not go off, woke up too late,
arrived after 0815 and the doors were locked, and/or, just plain forgot. All parents/guardians
who confirmed but were absent, will be placed on stand-by and processed after the
parents/guardians on the established waiting list are called and given the opportunity to
attend. After three (3) failed attempts with an unacceptable reason, the parent/guardian will
be called-in to meet with the CCDF PCIV to explain the importance of the orientation and
possible termination from the CCDF child care block grant due to non-compliance.
December 15, 2016 @1300 - 1600- GPPD Subcommittee Meeting conducted in the DPHSS
BMS multi-purpose conference room, Legacy Square bldg. Mangilao. Present were Ms.
Estella Gapas (Childcare center representative), Ms. Vera Blaz (UOG representative), Dr.
Marsha Postrozny (GCC representative), Ms. Catherine Schroeder (GDOE Head Start
representative), CCDF PCIV (J. Montague II) and BMS Admin Assistant (A. Barcinas). A
total of seven (7) Child Care Center's applications were reviewed which were a combination
of GPPD applications submitted on November 8, 3016 and December 13, 2016 which were
combined due to not having a GPPD Subcommittee quorum on Thursday, November 17,
2016 (regularly scheduled meeting/third Thursday of the month). All application information
accepted will be processed with the results forwarded to Sarah Senior (BOSSA) so it may be
processed in accordance with the requirements of PL 31-73 Appendix A provisions. The
applications and supporting documents will be scanned and returned to the respective
childcare center by the BMS admin assistant.
December 19, 2016 @0830 – 0930- Met with the Child Care Health Consultant (CCHC),
Leonel Arcangel to discuss the plan for the week. The CCHC participated in a webinar
(Shifting Landscape for Health & Safety in Childcare) which provided him technical
assistance and guidance on the implementation of the childcare program requirements. The
objective of the webinar was: a). identify the new State requirements for health and safety
training; b). Understand key data that programs can use to promote effective health & safety
practices; and c). Recognize how to find information about your State’s approach to health
and safety. Additionally, the webinar provided information on Protecting the Health & Safety
of Children in Childcare, Childcare Health & Safety Training Requirements, CCDF State
Plans, Managing Infectious Diseases in Childcare & Schools, Prevention of Infectious
Diseases: Reduce the Number of Germs in the Classroom, Attendance/Exclusion, Injury
Data, Nonfatal Unintentional Injury Rates among Children 0-19 years, by Age Group, Major
Causes of Nonfatal Unintentional Injury for Children Birth to 5 Years, Beyond Falls: A
Closer Look, Safe Sleep, Who Are Children with Special Healthcare Needs, Administration
of Medication, Consistent With Standards Of Parental Consent, Healthy Futures: Improving
Health Outcomes in Young Children, How to Administer Medication, Prevention and
Response To Emergencies Due To Food And Allergic Reactions, Supporting the new CCDF
health & safety requirements (Caring for Our Children), National Health & Safety
Performance Standards for Early Care and Education Programs, Health Promotion &
Protection, Head Start Early Childhood Health & Wellness and Child Care Health
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Consultants. The CCHC will continue with the compiling of the information needed for the
CCDF childcare center policy and procedure manual.
December 23, 2016- The Child Care Health Consultant (CCHC), Leonel Arcangel submitted
the drafted policy & procedure information on gloving procedure and records of injury,
drafted the childcare health assessment form, childcare staff health assessment form, the
incident report form, special care plan form, daily health check report form, fire protection
device information, active shooter information, medication incident report form and
receiving medication information. Additionally, the CCHC reviewed & edited the policies on
adult health assessment and the admission information which will be incorporated into the
draft DPHSS CCHC Policy and Procedure Manual.
January 20, 2017- The CCDF Child Care Health Consultant (CCHC), Leonel Arcangel
accomplished the following activities during the week of 1/17/17 – 1/20/17- 1. Met with
UOG CEDDERS, Ms. Vera Blaz regarding status of the island-wide Developmental and
Behavioral Screening System (iDBSS) assessment Ages and Stages Questionnaire- 3 (ASQ-
3) tool for the CCDF child care centers; 2. Reviewed ASQ-3 information, training materials
and tools; 3. Edited and updated the ASQ-3 information in the draft CCDF policy and
procedure manual’s Developmental screening, Social & Emotional Screening and
Infant/Toddler and pre-school feeding and immunization requirements; 4. Created the review
tools for child care staff immunization status; 5. Created templates for the child
immunization reporting for child care facilities and the CCDF program; 6. Edit and updated
childcare health and child care staff health assessment forms; and 7. Initiated the information
and processes needed which will be incorporated and utilized as the review tools for child
health and child care staff health assessments.
January 27, 2017 @0900 - 1021- ACF OCC Region IX State Administrator's CCDF
conference call. The conference call was not conducted as in the past via phone but via
Webinar through Adobe Connect. American Samoa, CNMI and Nevada were not on-line due
to possibly not having Adobe Connect access capabilities. The webinar allowed for attendees
to participate by asking questions and taking surveys. Introduced were Ellen Wheatley, PhD
D, ACF OCC Acting Director and Paula Smith, MSSW, Federal Project Officer for National
Website and Hotline Design Project. The State Teams were Kenly Branscome and Elizabeth
Eaton. The Objectives for discussion were 1. Support, 2. Share, 3. Engage and 4. Describe.
We reviewed the vision and mission of Childcare.gov and how the website supports the
Vision for Consumer Education, Shared a Roadmap to Connection with Childcare.gov.
Additionally discussed was How we will Get There, Where We Are at Now and time for
Questions, Discussions, Next steps and Final Thoughts. Additionally, Key Provisions of the
Law, What is Childcare.gov, The Vision of Consumer Education, How Childcare.gov
Supports the Vision for Consumer Education, How State and Territory requirements align
with Childcare.gov, the Roadmap for moving forward, Where is Your State or Territory,
Let’s talk and What's next topics were discussed. Surveys were taken and percentages of the
attendee’s responses were revealed. OCC New Resources and Opportunity and ask
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childcare.gov website information was provided. The attendees Final Thoughts were sought
and the webinar host thanked all attendees for their participation and responses.
February 13, 2017 @0830 - 1200- Guam Early Learning Council (GELC) quarterly meeting
at the Adelup governor's conference room. Elaine Eclavea (GELC co-chairperson) took lead
in the meeting. There were a total of twenty attendees from the DPHSS, GDOE, Catholic
Social Services, GCC, UOG and other gov't agencies. There was no quorum when the
meeting started but half way through the meeting the quorum of twelve GELC members were
present and motions were moved and passed. E. Eclavea took a. roll call, b. approval of
minutes from the June 29, 2016 and November 1, 2016 were moved and approved. c. Old
Business regarding Updates Subcommittee Sustainability: Early Childhood Alignment,
Updates to Learn the Signs Act Early, Help Me Grow Initiative, Updates to the island-wide
Developmental and Behavioral Screening System; d. New Business regarding Guam
LAUNCH year two Executive Summary, Guam Part C FFY2015 Annual Performance
Report and State Systemic Improvement Plan, DPHSS Child Care Development Fund State
Plan. e. Council Activities Summary regarding Action Plan Group Meetings Update/Status-
Reach Out & Read Initiative, Child Death Review & Prevention Committee, and Week of the
Young Child (April 24-28, 2017). Guam Early Intervention System (GEIS) presented and
reported on Stakeholder Input and Progress Update to Guam's Systemic Improvement Plan
(Phase III) the Purpose, Guam's State identified Measurable Results (SiMR) and Work Group
Presentation by GEIS Cathy Tydingco, Administrator.
February 17, 2017- The CCDF Child Care Health Consultant/CCHC completed the following
activities during the week of 2/13/17 – 2/17/17- 1. Visited the following two centers to
review their immunization records and Webiz lite database of children and child care staff: a.
The Giving Tree Early Learning Center and reviewed the immunization records of fourteen
(14) children and eight (8) staff and b. The ABC Children Center and reviewed the
immunization records of sixty-eight (68) children and ten (10) staff. The Sagan Fina’Na’
Guen Chamoru and Small World Play & Lear Center were initially scheduled for this week
but requested to be rescheduled and will be completed the first week of March 2017; 2.
Accessed WebIZ immunization registry at the clinic to verify if children enrolled at both
centers and staff working at the center are under the registry. WebIZ was not accessed at the
center due to slow internet connection at ABC Children Center and the Giving Tree had no
CCDF computer issued. 3. Started data analysis for visits completed; 4. Requested WebIZ
coordinator and trainer to train staff at the two centers (The Giving Tree and ABC Children’s
Center) that were visited; and 5. Entertained call from Dededo Child Care and Learning
Center regarding WebIZ issue.
March 28, 2017 @1000 - 1100- Meeting with the UOG CEDDERS office Vera Blaz
pertaining to the Scheduling of the Guam Early Learning Guidelines training for all childcare
providers, Data collection for Ages in Stages Questionnaire (ASQ) agreed by the early
childcare providers trained on what the CCDF requirements are for reporting and Provide
copies of the ASQ questionnaires for the Catholic Social Service programs (Alee & Guma
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San Jose). A timeline was provided by Vera Blaz to secure a venue and availability to
accommodate at least fifty (50) people (maximum number of people allowed at each training
session).
March 27 – 31, 2017- The CCDF Child Care Health Consultant (CCHC) accomplished the
following activities- Continued the ongoing Immunization Records Review at the DPHSS
licensed child care centers/schools in accordance with Public Law 31-73 §1107.3 at the
Doc’s Day Care and Preschool, the Bambini Montessori School and Montessori Learning
Center. The reviews were completed to determine if the center’s/school’s children received
all age appropriate vaccines. The immunization records of child care staff if available, were
also reviewed. Although, it is not mandated by Public Law 31-73, it is highly recommended
to also vaccinate child care staff to protect themselves from vaccine preventable diseases as
well as the children under their care. The previously scheduled visit with the Harmony Kids
Child Care Center on March 28, 2017 was cancelled and rescheduled which is tentatively
scheduled to occur on April 4, 2017. The rescheduling was due to the CCHC being required
to participate in the Maternal Childhood Health’s (MCH) Kotra Peligru outreach activity.
The April 4, 2017 scheduled date will be used to make up the lost time previously scheduled
during the CCHC’s week due to the MCH Kotra Peligru outreach activity. The following
were the findings at Doc’s Day Care & Preschool- Eighty six percent of the 60 enrolled
children had signed consent form in their files and their immunization records were accessed
and reviewed. As of the date of review, there were forty (40) children under CCDF program
according to the owner and director. Sixty-five percent (65%) of the children whose
immunization records were reviewed were under-immunized based on the latest copy of
immunization records submitted for review by the center/school and only fourteen percent
(14%) were up to date with their immunizations. Twenty-one (21%) of the children lacked
the flu vaccine only; otherwise, they were up to date with their immunization requirements.
Per the daycare center’s owner, the center is not utilizing the DPHSS WebIZ Immunization
Registry because the owner needs to reset her password and other staff had no access to the
registry. The owner requested training for the director and one other staff. The majority of
the children were not immunized with the seasonal flu vaccine and the toddler age group was
the most under-immunized and the preschool age group came in second based on the total
number of vaccine doses needed in order to update the center’s/school’s immunizations
requirements. It will take 187 doses to update the immunizations of children whose records
were reviewed. The center employs twelve (12) staff including the owner. Ten of the staff
were full time and two (2) staff were part time. Seven (7) staff had copies of their
immunization records filed in their personnel jackets on sight with five (5) being up to date
with their Tdap, Hep A and B, MMR and flu. The remaining staff need to update their
immunizations with the recommended vaccines. The findings at Bambini Montessori
School/Center revealed the center had thirteen (13) children enrolled in the CCDF program
and the most recent copies of their immunization records were accessed and reviewed. The
other children enrolled at the center/school had no signed consent forms on file and none of
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the CCDF enrolled children were up to date with their immunizations based on the
information at the center/school. Ten (10), or 77% of the enrolled children need the required
age appropriate vaccines to include the flu vaccine and three (3) or 23% of the CCDF
children lack the flu vaccine only; otherwise, they were all up to date with their
immunizations. Per the director/owner, the DPHSS WebIZ Immunization Registry is not
utilized by the center/school but the owner claimed she submitted the center’s/school’s listing
of enrolled children along with their corresponding vaccines to the DPHSS Immunization
Program for entry in the immunization registry. At the conclusion of the visit at Bambini, the
findings revealed most of the children are not immunized with the seasonal flu vaccine, and
both the toddler, and preschool age group children were under-immunized and will require
52 doses of vaccines to be fully immunize. As of the day of the on sight visit, the
center/school had eight (8) full time staff and four (4) part time employees working. All of
the staff had their immunization records available for review. Two (2) staff were up to date
with their recommended vaccines. The rest of the staff need the Tdap, MMR, Hep A and Hep
B and Flu vaccines in order to be current with their immunization requirements. Upon
arriving at the Montessori Learning Center, thirty-three (33) out of forty-five (45), or 73%, of
the immunization records of the enrolled children was accessed and reviewed. However, two
enrolled children (one CCDF and one non CCDF) had no immunization records on site at the
center/school. The DPHSS WebIZ immunization registry center/school was accessed to
determine the immunization status of the two (2) children. The remaining children enrolled at
the center/school had no signed written consent forms on file. As of the date of onsite review,
only two (2) children enrolled were under the CCDF program according to the
director/owner. Upon the conclusion of the review, it was noted that none of the children
enrolled at the center/school whose immunization records were reviewed were up to date
with their immunization requirements. Additionally, ten (10), or 30% of the children enrolled
need the flu vaccine only; otherwise, they are up to date with their immunization
requirements but seventy-percent (70%) of the children enrolled need the required age
appropriate vaccines. According to the director/owner, the DPHSS WebIZ Immunization
Registry is not utilized but requested for a refresher training on how to utilize the WebIZ
with an emphasis on adding and removing children enrolled at their center and further
requested to have access and training for one other staff as her backup. Upon the completion
of the onsite visit, it was noted that most of the children are not immunized with the seasonal
flu vaccine. Additionally, the preschool age group is the most under-immunized group based
on the number of doses needed and, in this age group the four-year-old children are required
to receive the last dose of DTaP series, the Polio series, the MMR, and the Varicella series. It
will take 121 doses of vaccines to fully immunize all the children in the center/school. The
center/school currently has six (6) staff including the owner/director with two (2) at full time
and four (4) at part time. Of all six (6) staff, three (3) had their immunization records
available for review which revealed that all the staff need to update their immunizations with
the following vaccines: Tdap, Hep A, Hep B, MMR and Flu. Upon the conclusion of the
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reviews conducted at all three (3) centers/schools, the following Interventions were
noted/completed: a. A copy of the immunization review form that list the name of children
and the recommended age appropriate vaccines were provided to the directors/owners of the
center/school to assist them on identifying who needs to update their immunization
requirements; b. The director/owner of the centers/schools were advised to have an updated
copy of the child(ren) immunization record from their parents once they receive the
recommended age appropriate vaccines. If already trained on the use of the WebIZ
immunization registry, the DPHSS WebIZ registry must be updated accordingly; c.
Discussed in detail, the importance and benefits of DPHSS WebIZ Immunization Registry
and the importance of immunizations for both the children and staff in the prevention of
vaccine related diseases; d. Coordinated with the DPHSS WebIZ Immunization Registry
Coordinator (Celina Calvo-Story) and Trainer to provide access and conduct training to the
staff of centers visited; e. Informed the director/owner about the walk-in immunization
clinics held at the Mangilao DPHSS Health Clinic every Monday and Wednesday for non-
insured children or children and/or staff with MIP or MAP insurance coverage; and f.
Informed the director /owner that Child Care Health Consultant (CCHC) can administer
vaccines to child care center staff with no insurance (and/or, who are eligible for MIP or
MAP coverage) at Mangilao Public Health during adult immunization clinic usually
scheduled on Fridays.
April 10, 2017 – April 14, 2017- The Child Care Health Consultant (CCHC), Leonel
Arcangel accomplished the following activities- It should be noted that the previously
scheduled visit at the Harmony Kids childcare center from the previous week was moved to
this week. The following Child Care Centers were visited: Harmony Kids, Doc’s Kiddie
College, Little Garden and Giggle & Scribbles Child Care Centers were visited to review
their Immunization Records of the children in their centers to determine if the children and
staff received their appropriate vaccines. Immunization records of child care staff, if
available, were also reviewed. Although, it is not mandated by Public Law 31-73, it is highly
recommended to vaccinate the child care staff to protect them from vaccine preventable
diseases as well as to protect the children under their care. The findings at the Harmony Kids
Child Care Center- Twenty-three out of the 52 enrollees (or 44%) had their immunization
records reviewed. The remaining had no signed consent forms filed in their respective
folders. As of the date of review there are no enrollees under CCDF as reported by the owner
and director. Based on the immunization records submitted to the center, and what was
entered in the Immunization Registry, 10 (or 44%) were up to date with their immunizations
and 9 enrollees (or 39%) lacked their age appropriate vaccines. Four (or 17%) of the
enrollees lacked the flu vaccine only; otherwise, they were up to date with their
immunizations. Only Non- CCDF children are currently enrolled at the center. Of the 23
immunization records reviewed, only four (or 17%) were updated in the WebIZ
Immunization Registry. Ten enrollees are not listed on the WebIZ Immunization Registry.
The center has 13 staff including the owner/director. Eight staff are full time and the rest are
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part time staff. Immunization records of staff were not available for review. However, nine of
the staff were listed in the WebIZ Immunization Registry. The findings at Doc’s Kiddie
College Child Care Center- Ninety-two percent of enrollees had their immunization records
reviewed. On the day of the review, there were 23 enrollees under CCDF reported by the
director of the center and all of their immunization records were reviewed. Based on the
immunization records submitted to the center, more than half of the enrollees were not up to
date with their immunizations. Only two (or 8%) received all of their required age
appropriate vaccines. Out of the 24 enrollees, nine (or 38%) lacked their recommended flu
vaccine for this current flu season; otherwise they are up to date with their immunization.
The visit revealed that more than 50% of the CCDF enrollees were not up to date with their
immunization. The only Non CCDF enrollee whose immunization record was reviewed also
needs the required age appropriate immunizations. No data on the WebIZ Immunization
Registry was found because the center’s staff has no access to the WebIZ Immunization
Registry as reported by the director. The owner who has access to WebIZ, must reset her
password to regain access. Most of the enrollees did not receive the recommended flu
vaccine for the current flu season. The preschool age group is the most under-immunized
group based on the number of children under this age group and the number of vaccine doses
needed for the age group. It will take 64 doses of vaccines to update the immunization of the
24 enrollees whose immunization records were reviewed. The child care center has two full
time staff and two part time staff. Three staff had their immunization records available for
review. One is up to date with their immunization requirements and the remaining require the
Tdap, Hep A and Flu.
The WebIZ Immunization Registry was updated for the 45 enrollees whose immunization
records were reviewed. Most of the enrollees were not immunized with the seasonal flu
vaccine. The toddler and preschool age groups were the most under-immunized groups based
on the number of vaccine doses needed for the age groups. It will take 172 doses of vaccine
to update the immunizations of 54 enrollees. The child care center has 12 staff including the
owner with eight being full-time and the remaining at part-time staff. No immunization
records were available for review. However, six of the staff were listed in the WebIZ
Immunization Registry. The recommended vaccines for the staff are as follows: Tdap, Flu,
MMR and Hep A and Hep B. In summary, the following Interventions were
provided/recommended to all child care centers reviewed: A copy of the immunization
review form that list the name of children and the recommended age appropriate vaccines
were provided to the child care center’s director and/or owner to assist in reminding parents
to update their child’s immunization requirements. The director and/or owner were advised
to have an updated copy of child immunization record from the parents once the child
received their recommended age appropriate vaccines and to update WebIZ Immunization
Registry accordingly if not updated by the clinic that administered the vaccine(s). The
importance of immunizations in the prevention of vaccine related diseases was discussed and
emphasized with the directors and/or owners. Coordinated with the DPHSS WebIZ
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Immunization Registry Coordinator and Trainer to provide access and conduct training of
staff of Doc’s Kiddie College. Informed the directors and/or owners about the walk-in
immunization clinics held at the DPHSS Mangilao Public Health Clinic which takes place
every Monday and Wednesday for non- insured children or children and/or staff with MIP or
MAP coverage. The directors and/or owners were informed that the CCHC can administer
vaccines to child care center staff with no insurance or if they were enrolled and eligible for
MIP or MAP coverage which takes place at Mangilao Public Health at the adult
immunization clinic which is usually scheduled on Fridays. The directors and/or owners were
also advised that per Public Law 31-73, the child care facility director and/or owner has the
right to exclude children at their centers who do not meet the immunization requirements
except for those children who have documented exemption for any medical reason or
religious belief.
INVESTIGATION AND RECOVERY OFFICE (IRO) Bernice Ann Borja, Program Coordinator IV
Dolores B. Blas, Public Welfare Investigator II
Carol Ann Crisostomo, Public Welfare Investigator II
Lisa Rivera, Public Welfare Investigator II
Ruben Carandang, Public Welfare Investigator II
a. 7CFR Section 273.16 delineates the administrative responsibility of the state agency for
investigating any case of alleged intentional Program violation and ensuring appropriate
cases are acted upon either through administrative disqualification hearings
b. IRO is responsible for investigating any case of alleged intentional Program violation,
and ensuring that appropriate cases are acted upon either through administrative
disqualification hearings or referral to a court of appropriate jurisdiction in accordance
with program procedures.
c. IRO is entrusted with the establishment and collection enforcement activities for over
issued program benefits.
d. The major objectives of IRO are to conduct thorough investigations and enforce
collection activities as a means to minimize and prevent fraud in the SNAP
(Supplemental Nutrition Assistance Program) and Public Assistance programs and to
serve as means to reduce client errors and program dollar losses through the investigation
of reported fraud, waste and abuse.
e. Integrity is the priority of all the federal program and IRO is working on increasing their
ability to increase collections and increase investigation efforts into alleged fraud
complaints.
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IRO STATISTICS
Collections for Intentional Program Violation (IPV), Inadvertent Household Error (IHE) and
Agency Error (AE) over a three (3) year period.
SNAP (Supplemental Nutrition Assistance Program) and Cash Assistance Collections:
Collections over the last three (3) years have increased due to increased tax offsets and
wage garnishments.
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Investigations Section Accomplishment:
In the last 10 years there was a total of 787 Clients that were disqualified from SNAP due to non-
compliance with program regulations. An over-issuance of benefits in the amount of
$1,224,428.27 has been established. In FY 2017 there was a total of 101 disqualifications (DQs).
In Fiscal Year 2016 there was 188 DQs.
Claims Section Accomplishment:
In Fiscal Year 2017 Guam accounted for a total $164,445.11 in collections. In Fiscal Year 2016
there was $241,043.65 in collections.
In January 2017, the IRO Supervisor vacated the position and the position was filled in June
2017. In February 2017, Public Welfare Investigator II retired and the position was filled in FY
2018.
The investigators under IRO are cross training on the functions of claims and investigations. The
goal is to have staff proficient in both areas preventing delays in the performance of tasks in the
absence of staff.
All staff will be given access to the TOPS (Treasury Offset Program System) to enter cases that
are to become delinquent. In the past, only the supervisor had access, currently the
Administrator, and two investigators are able to enter cases into the system using the RSA
SecurID Token. Requests for the new staff are being worked on.
PROGRAM INFORMATION MANAGEMENT EVALUATION
(PIME) / QUALITY CONTROL (QC) SECTION Terry Ascura, Program Coordinator IV
Catherine M. Cruz, QC Unit Supervisor
Mary Kaulia, Program Coordinator II
Jennifer LG Mendiola, Program Coordinator I
Rosita Donato, QC Reviewer II
Pamela Leon Guerrero, QC Reviewer II
Patricia Snell, QC Reviewer II
Genevieve San Miguel, QC Reviewer II
Patricia Ann Cruz, QC Reviewer II
Theresa Balajadia, QC Reviewer II
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The program regulations that establishes the requirement for all state agencies to conduct quality
control reviews is stipulated in Section 7CFR Section 275.10 delineates the scope and purpose of
quality reviews.
The two sample categories in which to conduct reviews on are:
Households which are participating in the SNAP (active cases). Such reviews conducted
on such cases will determine if households are eligible and receiving the correct
allotment of SNAP benefits. The determination will be made by comparing the eligibility
data gathered during the review against the amount authorized on the master issuance file
(client file and eligibility system).
Households in which participation was denied or terminated (negative cases). Such
reviews shall be conducted to determine whether the state agency’s decision to deny or
terminate the household as of the review date was correct.
QC reviews measure the validity of SNAP cases at a given time (review date) by reviewing
against the SNAP standards established in the Food Stamp Act and the Regulations, taking into
consideration any FNS authorized waivers.
The following are the QC statistics for the FY2015 – FY2017 for the active and negative (Case
and Procedural Error (CAPER)) cases.
QC Statistics
Active Cases
FY2015 FY2016 **FY2017
Total Cases Selected 475 438 354
Cases in Error 117 93 88
Total Benefits Issued $281,265.00 $226,322.00 $216,929
Dollars in Error $45,496.00 $32,654.00 $14,666
Over Payment Error Rate 5.27% 5.5% 4.08%
Under Payment Error Rate 2.00% 1.71% 2.68%
Ineligible Payment Error Rate 0.81% 0.00% 0%
Guam's Reported Payment Error
Rate
8.09% 7.21% 6.76%
National Payment Error Rate 3.09% 3.80% 5.45%
(**) Covers 10/1/16 – 04/30/17
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In FY2015 late denials again were the top error causes at 41.25%. In FY 2016 the percentage of
late denials dropped to 16.23% a major improvement over the past two years, however the top
two error causes shifted to policy incorrectly applied at 37.7% and failed to send notice of action
at 24.61%. For FY2017, the top error elements for active case reviewers wages and salaries.
Under agency caused error, 54.5% were attributed to reported information disregarded or not
applied and under client caused error, 28.3% were attributed to failure to report wages and
salaries. The top error element for negative cases for FY2017 were incomplete notices at 32.3%.
Negative Cases
FY2015 FY2016 **FY2017
Total Cases Selected 182 305 118
Cases Completed 182 304 118
NSTR+ 0 1 0
Incomplete 0 0 0
Invalid 80 191 93
Negative Case Error Rate 43.96% 62.835% 78.81%
National Case & Procedural Error
Rate
25.05%
FY2017 ACTIVE - TOP TWO ERROR ELEMENTS
1. WAGES & SALARIES
Reason % of $ Errors
Agency Caused Reported information disregarded or not
applied
53.47%
Client Caused Information not reported 28.33%
2. HOUSEHOLD COMPOSITION
Reason % of $ Errors
Agency Caused Reported information disregarded or not
applied
62.22%
Client Caused Information not reported 26.88%
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In FY2017, the following are the accomplishments for the Quality Control Unit:
10/04/16: The QCIR (Quality Control Integrity Review) Final Report as well as the SAME
(State Agency Management Evaluation) Review were presented and discussed with QC
Staff. The findings of both reports were also discussed.
The BMS Administrator and QC Supervisor attended the Western Regional Office (WRO)
QC Train the Trainer held in Oakland, California (11/01/16-11/02/16). This training focused
on the new QC Requirements, regulations and the revision of the FNS310 Handbook.
Training was conducted on the new FNS 310 policies to the 2 new and current QC Staff
(02/13/17 – 02/15/17)
The QC Integrity Review Corrective Action Plans (CAP) were approved by FNS and the
required Validation in response to the CAPS was submitted to FNS QC (03/0717)
The bureau staff obtained OnBase Licenses to access the document imaging system to
retrieve client documents (e.g. applications, change reports, etc.)
The QC Client Notices – DMR updated the notice format in the PH Pro system (03/17/17)
Program Coordinator I attended the Cyber Security Training conducted by Home Land
Security (05/09/17)
In FY2017, the Quality Control Unit recruited 3 Quality Control Reviewers and a Program
Coordinator IV.
Additionally, on May, June and July, 2017 the unit successfully obtained access to the SAVE
(Systematic Alien Verification for Entitlements), eDRS (Electronic Disqualified Recipient
System), and FIS EBT (Electronic Benefits Transfer) systems which are federally required to
conduct data matches and audits of client cases.
FY2017 NEGATIVE - TOP TWO ERROR ELEMENTS
1. NOTICES
Reason % of $ Errors
Notice Incomplete 32.26%
Failed to send Notice of Action 32.26%
2. APPLICATIONS
Reason % of $ Errors
Late denial - application not processed timely 20.43%
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Three staff had the opportunity to attend the FY2017 National Association for Program
Information and Performance Measurement (NAPIPM) Conference in Cincinnati, Ohio. This
year’s conference focused on modernization initiatives, legislative and policy updates, best
practices, Quality Control policy changes, program integrity and updates to FNS 310
Handbook.
In September, 2017, the Program Coordinator IV and QC Supervisor attended the Western
Regional Office (WRO) SNAP In-Person QC Managers Meeting (The Huddle) “Focusing on
the Offense” in San Francisco, California. Topics covered were: Psychology of Poverty; the
national Error Rate Project; Bias & Mitigation; and Waiver Options and the effects on QC.
PROGRAM INFORMATION, MONITORING
And EVALUATION (PIME)
Coordinates all Fair Hearing Activities for the SNAP and Public Assistance Programs
Conducts yearly Management Evaluation Reviews (MERs)
Conducts Corrective Action Plan assessments
Validates the monthly sampling of cases randomly selected for QC review
Prepares and submits quarterly and annual reports for the bureau
Prepares Quality Control monthly, semi-monthly and annual error analysis
FAIR HEARING STATISTICS
Hearings Requested
Hearings Held
Decisions Upheld
Decisions Reversed
Decisions Overdue
Withdrawn Requests
FY17 27 0 0 0 0 29
FY16 16 2 1 2 0 13
FY15 101 37 17 6 0 70
There has been a significant drop in the number of cases that go to Fair Hearing because many of
the issues are resolved at the agency conference level. Other improvements such as the timely
completion of decisions and case documentation is noted in that there are zero overdue decisions.
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WORK PROGRAM SECTION (WPS) Christine San Nicolas, Social Services Supervisor I
Berniece Garrido, Social Worker III
Josefine Salomes, Social Worker III
Dorothy Santos, Social Worker III
William Stephens, Social Worker III
Patricia Mafnas, Program Coordinator III
Patrice Hara, Management Analyst II
Rosita Cepeda, Data Control Clerk II
The Work Programs Section which is comprised of the Job Opportunities and Basic Skills
(JOBS) Program and the Guam Employment Training Program (GETP). JOBS and GETP are
employment training programs which assist recipients of Temporary Assistance to Needy
Families (TANF) and the Supplemental Nutrition Assistance Program (SNAP) which provides
work training opportunities in the various public (Government of Guam), Private Sector and
Community Based Organizations.
Leveraging Assistance Towards TANF Engagement (LATTE) Orientation
The LATTE Orientation is scheduled 3-4 times a month for TANF recipients who are new to
the TANF Program or who have re-applied for cash assistance. The purpose of the
orientation is to provide TANF recipients the opportunities and advantages of participating
in the JOBS program, regardless if it is mandatory in order to continue the receipt of their
cash assistance. The orientation entails such information on the opportunities for training,
completing a high school diploma or General Equivalency while providing them with support
services such as Child Care assistance, transportation and work related assistance and
completion of their high school diploma or General Equivalency. The JOBS program goal is
to assist the participants in meeting their career/education goals before they reach their 60
month time limit (5 years) on cash assistance. During 2nd quarter of FY2017, the program
implemented a pilot project called “Pay for Performance (PFP)”. Pay for Performance is a
strategy to allow participants to complete four main activities within 21 calendar days
before receiving their cash assistance. Once a referral is received by the Bureau of Economic
Security (BES), the Work Programs makes telephone contact with the client and schedules
them for orientation. If activities are not completed, the application is denied and they must
reapply should they decide to do so. As a result, we increased the orientations from to an
average of 8 times a month. The purpose of the Pay for Performance Project was to allow
participants the opportunity to decide for themselves if participating in the TANF program
was a benefit to their family or not. The information provided to them at the orientation
about the program expectations and advantages would help them make an informed
decision about their participation.
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In FY2016 a total of 822 were scheduled to attend the orientation. But in FY2017
there were 703 which decreased by 119 participants in comparison to FY2016.
In FY2016 out of the 822 that were scheduled to attend the orientation, 333
Attended and 489 did not attend. Whereas in FY2017, 366 did attend and 337 did
not attend. The attendance to the LATTE orientation increased early engagement
and attendance in comparison to FY2016. Average attendance in FY2016 was 41%
whereas in FY2017, attendance increased to an average of 52% (11% increase in
engagement). The Pay for Performance strategy was the contributing factor to the
increase in the attendance to the LATTE Orientation.
Some of the reasons for the non-attendance is primarily due to transportation
issues, non-receipt of the scheduled orientation letter in the mail, or requests to
reschedule, or participants decided not to participate under Pay for Performance
rules, etc.
Disqualifications due to non-compliance with JOB Program requirements
In FY2016, the Work Programs Section imposed 443 sanctions on TANF Cases due to non-
compliance with program regulations/requirements. Whereas, in FY 2017 the sanctions
imposed decreased to 247 participants, which is 196 less cases in comparison to FY2016.
The decrease in disqualification was due to improved case follow-up but also allowing the
participant’s time to improve in meeting their work requirement. Failure to appear for their
scheduled appointments was the primary reason for non-compliance and second reason
was due to non-submittal of required documents in FY2016. In FY2017 was different as the
number one reason was failure to submit required documents while failure to appear for
scheduled appointment was the second reason. Improvements in follow-up and imposing of
disqualifications for non-compliance were made in FY2017. Program staff are more stringent
in holding clients more responsible or accountable as part of their requirement in receiving
cash assistance.
FY2017 SANCTIONS - TANF (JOBS)
247
TANF Cases Closed/Terminated In FY2016 (1,387 cases) were closed/or terminated whereas in FY2017 (1,137) TANF cases
were closed/terminated due to the reasons on tables below. A total of 250 cases less were
terminated/closed in FY2017 in comparison to FY 2016. In Both FY2016 and FY2017, the top
ranking reason for closure/termination of TANF cases were due to expiration of cases or the
client not renewing their cash assistance benefit. The 2nd top ranking reason for both FY’s
were due to disqualifications for not meeting work or TANF eligibility requirements. Cases
being closed due to employment/excess earnings ranked #3 in FY2016 but #5 in FY2017.
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In FY 2016 the table below illustrates the reasons for closure of TANF Cases with the top 10
reasons are:
#1 @543 cases had expired or client did not renew cash assistance benefit
#2 @475 cases were disqualified for either not meeting the JOBS Program work
Requirements or TANF eligibility determination requirements.
#3 @98 Cases due to employment and/or excess earnings
#4 @92 cases requested termination of their cash benefits.
#5 @47cases with no qualifying minors
#6 @44 cases failed net income
#7 @19 cases that failed to submit required absent parent form
#8 @14 cases failed to submit required student documentation
#9 @8 cases due to excess unearned income
#10 @7 cases failed to submit required social security number
In FY 2017 the table below illustrates the reasons for closure of TANF Cases with the top 10
reasons are:
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#1 @467 cases had expired or client did not renew cash assistance benefit
#2 @311 cases were disqualified for either not meeting the JOBS Program work
Requirements or TANF eligibility determination requirements.
#3 @145 cases filed to meet Pay for Performance Pre-Eligibility Requirement
#4 @54 cases requested termination of their cash benefits.
#5 @49 cases employment/excess earnings
#6 @29 cases with no qualifying minors
#7 @21 cases failed net income
#8 @16 cases shared between failed to submit required documents such as Absent
Parent Form and Student Form.
#9 @7 cases due to excess unearned income
#10 @5 cases failed to submit required social security number
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Work Activity Placements (Placement Contracts Submitted)
Guam Employment Training Program (GETP) – SNAP Placements
99 participants were reported as being placed in either Government of Guam (90) and
Private Sector/Community based Organizations (CBO) arena (9) in FY 2017. Whereas in
FY2016, 115 participants were placed in Government of Guam (109) and Private Sector
arena (6). In FY 2016, GETP averaged 9.6 new/renewed placements a month. In FY2017,
GETP averaged 8.3 participants monthly.
Job Opportunities and Basic Skills Program (JOBS) – TANF Placements
242 participants were reported as being placed in both Government of Guam (207) and
Private Sector arena (35) in FY 2017. Whereas in FY2016, 231 participants were placed in
Government of Guam (184) and Private Sector arena (47). In FY 2017, JOBS averaged 20
new/renewed placements a month which is 1% more than FY2016.
FY 2017 PLACEMENTS (Into a work component)
Sector GETP JOBS
Gov Guam 90 207
Private 9 35
Total 99 242
Grand Total 341
Participation in Allowable Work Activities (Participants with reported work Hours)
The figures presented in this section represent the number of participants who submitted or
reported work/participation hours in an allowable work activity component listed in the
Monthly Client List Report. The figures also represent participants who are engaged in more
than one work activity.
Guam Employment Training Program (GETP) – SNAP
979 participants who reported/submitted work hours were either placed in Government of
Guam and Private Sector arena in FY 2017. This resulted in an average of 82 participants per
month who reported work hours for training/employment which is 15 participants more
than FY2016 (67).
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Job Opportunities and Basic Skills Program (JOBS) – TANF
1,198 participants who reported/submitted work hours were either placed in Government
of Guam and Private Sector arena in FY 2017. This resulted in an average of 100 participants
per month who reported work hours for training/employment.
The following is a chart illustrating the Type of Work Activities and number of participants per Program:
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Employment Reported
Guam Employment Training Program (GETP) – SNAP
5 participants reported employment either in Government of Guam (2) or the Private Sector
(3) in FY 2016. Whereas, in FY 2017 a total of 7 participants reported Government of Guam
(2) or Private Sector (5) employment. This resulted in an average of 1 participant per month
who reporting employment.
Job Opportunities and Basic Skills Program (JOBS) – TANF
82 participants reported employment either in Government of Guam (10) or the Private
Sector (72) in FY 2016. Whereas, in FY 2017 the numbers decreased to a total of 45
participants reported Government of Guam (5) or Private Sector (40) employment. This
resulted in an average of 4 participants per month reporting employment.
FY2017 REPORTED EMPLOYMENT
Sector SNAP (GETP) TANF (JOBS)
GovGuam 2 5
Private Sector 5 40
Total 7 45
Employment Grand Total: 52
GED/High School Referrals/Placements
The JOBS Program issued 27 Referrals in FY 2017 versus 33 referrals in FY 2016. The SNAP
E&T Program does not fund education referrals for SNAP participants. The decrease in JOBS
Program referrals is due to a pending MOU/RFP for adult education classes with the Guam
Community College and the changes in which to take the tests on-line which require a
special payment.
TANF Work Participation Rates (WPR)
There are two Work Participation Rates (WPR) that are required to be met annually. The All
Family Rate is defined as combined cases of single and two parent households of those who
average at least working 30 hours per week in an allowable work activity. The Two Parent
Rate is defined as cases in which there are two adults who meet the work eligibility
indicator, are adoptive/natural parents of at least one child in the case, and are living with
that child in the same home. The Two Parent households must meet an average of 35 or 55
hours per week in an allowable work activity.
Since the implementation and deployment of the automated System Phpro in 2012. WPR
rates show an increase of 2.8% in Work Participation Rates between FY2016 and FY2017 (up
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to 3rd quarter only). All families Rate (Federal Requirement 50%) - Guam Rate for FY2016
@19.1% and FY2017 (22.4%).
Two parent Rate (Federal Requirement 90%) - Rates between FY2016 (31.6%) and FY2017
(29.8%-up to 3rd quarter only). 4th Quarter for FY2017 was submitted November 14, 2017
and results for the entire FY2017 will be revealed in December 2017.
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Accomplishments
1. Improved collaboration/access with the American Job Center/Agency for Human Resources
Development/Dept of Labor via their Virtual One Stop System (VOSS). Work Program Staff are able
to access/report client activities on line. Staff received training on the utilization of the VOSS and
AJC Case Managers now have access to Phpro as well.
2. Increase in professional development trainings offered and attended by Staff. Social Workers
attended the Child Maltreatment Conference at Naval Hospital (Sept 2017).
3. Improved communication and partnership with Data Management Resources, Inc. as it relates to
improving quality of data submission of a federal report (ACF 199) and development of other
program reports to assist with data collection.
4. Revised Single Parent work requirement from 20 to 32.5 hours per week.
5. Implemented the “Pay for Performance” Project in January 2017 in which participants must
complete 4 activities before receiving cash assistance. This helped by “weaning” out the
participants who do not want to participate and those who need to assistance to succeed in the
workforce.
6. Submittal and approval of SNAP Guam Employment Training Program (GETP) State Plan for FY2017.
7. FNS On-Site Visit and Review of SNAP E&T. Commended on excellent documentation and FNS 583
Report. Guam is the only state that did not get a citation on the FNS 583 report. Guam was able to
provide source of data for reports submitted to FNS.
8. FNS On site visit from Brian Solomon regarding Third Party Partnership expansion programs. Visited
various community based organizations throughout the island.
9. Provided orientation to 71 GETP Participants regarding a new support service for work related
expenses that was not offered prior to FY2017.
10. Memorandum of Understanding was approved in FY 2017. The MOU outlined distinct delineation of
duties and responsibilities which illustrated the seamless collaboration between DPHSS and DOL.
DPHSS utilized DOL/AJC case manager to conduct assessments on GETP participants.
11. 32 participants (mixture of TANF and SNAP) participants completed Microsoft Excel and Microsoft
Word courses In August and September 2017. Each participant earned a certificate of completion.
This was the first time TANF and SNAP E&T offered the first cohort of computer courses.