15-100  H.   CALWIN/TRAC (MEDS) REPORTS, WINDOWS 
 AND SCREENS
 
Table of Contents

 

The CalWIN/TRAC (MEDS) Reports, Windows and Screens section includes the following information:

 

Topic

CALWIN/ TRAC (MEDS) Reports
CalWIN-Based TOA Report

TRAC (MEDS) System Reports

Access to CalWIN System Windows

CalWIN System Windows

Access to TRAC (MEDS) System Screens

TRAC (MEDS) System Screens

Previous CDS TOA and TRAC System Reports

 

 

 

CALWIN/ TRAC (MEDS) Reports

System generated reports and screens provide Family Resource Center (FRC) staff with tools and data to perform the required Time on Aid (TOA) determination and exemption calculation activities. Reports are posted to the CalWIN Reporting (SharePoint) site. FRCs are responsible for:

·       Retrieving their reports,

·      Taking appropriate corrective action in both CalWIN and TRAC, as needed, and

·      Posting their responses to the CalWIN Reporting (SharePoint) site by the due date indicated by Strategic Planning and Operational Support (SPOS).

 

CalWIN-Based TOA Report
 

California Work Opportunity and Responsibility to Kids Information Network (CalWIN) became San Diego County’s automated TOA system, effective June 05, 2006. CalWIN automatically tracks TOA within San Diego County for any month the person was active.

 

The CalWIN-based TOA report lists clients who are potentially approaching their CalWORKs Time Clock limit, based solely on CalWIN data

 

TRAC (MEDS) System Reports
 
 
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The Tracking Recipients Across California (TRAC) database is a Medi-Cal Eligibility Data System (MEDS)-based system that contains statewide TOA information from all counties.  The current TRAC-based TOA reports are as follows:

·       The TOA Exceeding Report which lists clients who are potentially exceeding the CalWORKs time limit, and

·       The TOA Approaching Report which lists clients who are potentially reaching the CalWORKs time limit

 

 

Access to CalWIN System Windows

·         Both eligibility and employment staff can access CalWIN System windows for “read only” purposes.

 

·         CalWIN access is appropriate to the tasks the user performs. Access may be wide-ranging or limited to only a few subsystems. Only designated staff with the appropriate security level can update the information contained in this system.

 

CalWIN System
Windows

The following table lists and describes the CalWIN System windows that are commonly used during the TOA determination and exemption calculation process. They are as follows:

 

Window

Description

Display Individual Time Limit Clock Summary

Used to search for and display summary TOA clock information including the begin date, end date, clock type and exemption or extender information for each individual in the case.

 

NOTE: The time clock in CalWIN is ticked for each month for which eligibility has been authorized in CalWIN, including future months.

Collect Individual Time Limit Clock Detail

Used to inquire on, add, change, or delete time limit clock information for each individual associated with the case. Information recorded includes time clock begin and end dates, clock type, status, and State or County where aid was received. From this window, you can also record exemption information for the individual.

Collect Individual Time Limit Clock Exemption Detail

Used to inquire on, add, change, or delete time limit clock exemption information for each individual associated with the case.

View Child Support Collection Data

Used to search for and display child support collection history for a particular case number. Information displayed about child support payments includes disbursement date, payment type (e.g., Disregard Amount, Pass On), payment amount, and effective month. From this window, you can add child support collection details.

Inquire on Individual Details

(Time on Aid Summary tab)

Displays TOA clock information for TANF, CalWORKs, and Welfare to Work. The Time on Aid Summary tab can be used to access information about funding source, aid codes, CalWORKs Diversion, sanctions, and exemptions.

 

Access to TRAC (MEDS) System Screens
 
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·         Eligibility and employment staff with MEDS access can perform inquiry only functions.

 

·         Only a MEDS Operator with the appropriate level of security access can perform most online updates to information contained in this system.

 

TRAC (MEDS)
System Screens

Viewing the following TRAC screens will enable eligibility staff to verify and/or validate individuals’ TANF/CalWORKs eligibility time clock(s):

 

TRAC

Screen

Contains Information about…

IDET: Individual

Detail

·         Indicates if time clock (s) have started (Y/N)

·         Non-California months included in TANF time (Y/N)

·          Sanctions, Exemptions and/or Good Cause (Y/N)

TSUM:

Time Clock Summary

·         Data used from counties not yet on TRAC (Y/N)

·         Beginning and end dates of 48/60 month time limits for time clock(s)

·         Number of non-California months used to calculate TANF time on aid

·         MM/DD/YY of time clock calculation

KSUM:

County Summary

·         Indicates all counties where aid has been received

·         Indicates if county data converted to TRAC (Y/N)

·         Name of county to contact for more information

·          Current program status

PSUM:

Program Summary

·         Indicates specific aid code(s) for individual in the county selected in KSUM

·         Name of aid code program, start/end month and year

·         More detail on PDET screen

ESUM: and EDET:

History

·         Summary of exemptions and extensions details

·         Coded data included for: penalty, sanction, exemption, good cause and excluded

KCAL:

CalWORK48-month calendar

·         Detail data on CalWORKs time clock

·         Indicates CalWORKs 48-month calendar

·         Y” for each calendar month of CalWORKs, “E” for month exempted, “N” for month not counted and “-“ for month with no program record (not on aid)

TCAL: TANF

60-month calendar

·         Detail data on TANF time clock

·         Indicates TANF 60-month calendar same as in KCAL screen

 

 

Previous CDS TOA and TRAC System Reports
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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FRC staff may come across historical reports and utilize data contained therein, when performing required TOA determination and exemption calculation activities. The following table lists TOA and TRAC systems reports that were utilized by FRC Management and workers when the Case Data System (CDS) was in use—prior to CalWIN implementation. This table provides the previous number, title and description of each report, as follows:

 

Report Number

Title

Description

N/A

SSUN Screen Reports

·      Historical information for all adults in the AU in any cash case since January 1998

·      The printout generated overnight and included:

o    BIC overpayment history, and

o    Cash aid,

o    PC, and

o    PEC

 

TRC101* and 101E

 

 

 Approaching Time Clock Limits

 

 

 

·         Generated the first working day of each month.

·         Sorted by assigned HSS or employment  worker number

·         Adults listed with indicator of 48th, 54th, and 57th through 60th month of both TANF and CalWORKs

TRC102* or 102E

 

 

Exceeding Time Clock Limits

 

 

·         Generated the first working day of each month.

·         Sorted by assigned HSS or Employment worker number

 

Note: entries appear as the month/year that the individual exceeded the time limit.

TRC100

 

 

 

Daily TRAC Exception Report

 

 

 

·         Sorted by assigned HSS or Employment worker number

·         Messages to notify staff that an entry on CDS or GIS and transferred through TOA to TRAC was unsuccessful and

·         The error will need to be resolved.

 

*TRC 101 and 102 had corresponding employment versions (TRC101E and 102 E).