Private Agency Caseload Instruction Sheet 4/21/2010

IMPORTANT: At no time should you work directly in the case count spreadsheet. If you do not see a form overlaying the spreadsheet, save and close then reopen the form.

You must use the most current version of the form. The version is located on the bottom left of the form. It should be 2.1. The completed spreadsheet is due to Amanda Doane [email protected] by April 26, 2010. Late spreadsheets will not be accepted resulting in the agency being in non-compliance.

Note: There have been some changes to the caseload spreadsheet form that you need to be aware of.

Licensing: There are now three fields to enter licensing cases: a. Number of Licensed Foster Homes – ratio 72:1, weight .014 b. Number of Enrolled Application on file – ratio 18:1, weight .056 c. Number of Licensing Complaint Investigations – ratio 18:1, weight .056

Adoption: There are now three fields to enter adoption cases: a. Adoption – Pre TPR – ratio 22:1, weight .045 b. Adoption – Post TPR – ratio 22:1, weight .045 c. Adoption – Post Placement – 22:1, weight .045

FTE: There has been a field added for worker FTE type: Please add the worker’s FTE type in this field, i.e., 1.0 foster care, .5 foster care, .5 licensing.

Worker to Supervisor Ratio: To properly measure worker to supervisor ratio you must list each employee who reports to a supervisor that supervises someone who carries a DHS case. That includes employees who are non-case carrying. Indicate in the comments section the employee’s job function if they are non-case carrying, i.e., clerical.

Part I: Disable Excel Macro Security:

If the user form does not open when you start the spreadsheet, please take the following steps to disable your security settings.

1. Open Excel and select Tools>Macro>Security. 2. Select ‘Low’, click ‘OK’ and exit Excel.

Part II: Resize Display to View Entire Form:

If you do not see a button labeled ‘Exit Application’ in the lower right corner of the case count data entry form, please take the following steps to adjust your screen resolution:

1. Close the spreadsheet. 2. Click on your start menu. 3. Move your mouse pointer up to ‘Settings’. This will open a second menu to the right. 4. Click on ‘Control Panel’ to open the Control Panel window. 5. Double click on ‘Display’ to open the Display Properties window. 6. Click on the ‘Settings’ tab. 7. About half way down on the left is a section titled ‘Screen resolution’ 8. Make a note of the current settings so you can reset your system. 9. Move the sliding pointer until the numbers below the bar read 1024 by 768 pixels. 1 Private Agency Caseload Instruction Sheet 4/21/2010 10. Click ‘Apply’ then ‘OK’. Depending on your system, you may need to confirm the change one more time. 11. Restart the spreadsheet. 12. After completing the form, repeat these steps to reset your screen resolution to its previous size.

Part III: Save the file to your computer:

1. Right click on the start menu and select the ‘Explore’ option. This will open Windows Explorer. 2. Click your C: drive. 3. From the File menu, select ‘New’ and then Folder to create a new folder on your computer. The new folder should be visible on the right side of the window. 4. Rename the new folder to Casecount 5. Right click on the Excel file attached to the email. 6. Select the ‘Save As’ option. 7. At the top of the save window, click on the arrow at the end of the ‘Save in’ box and find the Casecount folder you created on your C: drive. 8. At the bottom of the save window, rename the file to the name of your agency (without any spaces) or an abbreviation of your agency name. Please remove any spaces from your agency name when renaming the file. If your agency has multiple offices collecting data, each office should include a unique identifier (such as a number or city name) to differentiate from the others. 9. Click on the ‘Save’ button

Part IV: Opening the file:

1. Right click on the start menu and select the ‘Explore’ option to open Windows Explorer. 2. Click on your C: drive, then on the folder ‘Casecount’ 3. Double click on the file you saved in that folder in Part I. 4. If the form does not start when the file is opened, you will probably need to lower the macro security settings in Excel. See the accompanying instructions. 5. The first form you will see is a switchboard that will offer four choices: a) Proceed to Data Entry I) This will open the main data entry form. If the form is not completely visible on your monitor, you will need to resize your display settings. See the accompanying instructions. II) If the name of your agency does not appear in the ‘Agency Name’ field at the top of the form, click on drop down arrow at the right end of the field and select your agency from the drop down list. III) Proceed to Part V below b) Transfer Worker and Supervisor Data from Previous Version I) This will transfer your worker and supervisor information from another, older spreadsheet into the current version. II) Click on the button. This will open an input window prompting you to enter the drive path and file name of your previous spreadsheet. You can find this by doing the following: a) Right click on the Start menu and select ‘Explore’ from the menu. b) Click on the file tree (on the left side of the window) to find the folder that contains your previous spreadsheet. If you were able to follow the original instructions, it will be in C:\Casecount. If not, it may be in C:\Documents and Settings\Desktop or C:\Documents and Settings\[your user name]\Desktop. Once you see your old file appear in the folder list (on the right side of the window), you will know you have the correct location.

2 Private Agency Caseload Instruction Sheet 4/21/2010 c) Near the top of the Explorer window, you will see a field labeled ‘Address’. Click inside that field, which should highlight the text in blue as it is selected by the computer. Copy that selection (Ctrl-c, Edit:Copy, or right-click:copy) and paste it (Ctrl-v, Edit:Paste, or right-click: paste) into the input window that opened in the new casecount spreadsheet. d) Add a backslash (\) and the name of the file, including the .xls extension, to the drive path in the import box, then click ‘OK’. e) Wait for the flashing to stop and the Switchboard form to reappear on your screen. c) Update Forms Future updates will be distributed through forms that the spreadsheet will upload. Clicking here will instruct the spreadsheet to perform the upload. IMPORTANT: This will only work if the new forms are saved in the folder C:\Casecount (See Part III above). Additional details will be provided at the time updates are necessary. d) Exit Clicking here will close the entire spreadsheet.

Part VI: Supervisors:

A) Entering New Supervisors

1. Skip select supervisor box the first time you use the form. If you accidentally enter something into the select supervisor box and get an error message, click ‘Ok’ then hit ‘ESC’ and click in the SSN box. 2. In the ‘Supervisor’ section, enter the last four digits of the supervisor’s SSN, the supervisor’s first and last names, date of hire or promotion (mm/dd/yyyy), date when assumed 3+ cases (mm/yyyy), type of degree, major, and position title in the appropriate fields. 3. Click on the ‘Add Supervisor’ button. 4. Click on the ‘Clear Supervisor Fields’ button to begin entering another new supervisor 5. Repeat steps 2 -4 as necessary.

B) Deleting Departed Supervisors

This will be used to remove a supervisor who no longer works for your agency and that supervisors staff are not all being assigned to the same newly hired supervisor. 1. Click on the ‘Delete Supervisor’ button. This will open a form allowing the choice of simply deleting a departed supervisor or replacing that supervisor with a new supervisor’s information. 2. On the newly opened form, click on the ‘Delete Supervisor’ button. This will open a form that will allow you to enter the first name, last name, and last four SSN digits of the departed supervisor. If a supervisor had been chosen in the ‘Select Supervisor’ button on the main form, that supervisor’s information will be the default data on this form. Otherwise (or if the default data is not for the supervisor you wish to remove), enter the first name, last name, and last four SSN digits of the departed supervisor into the fields on the form. 3. Click on the ‘Delete Supervisor’ button to remove the supervisor from the data. A removed supervisor will still appear on all the dropdown menus until the spreadsheet is saved, closed and reopened.

C) Replacing a Departed Supervisor with a Newly Hired Supervisor

This will be used to replace a departed supervisor with a newly hired supervisor who will be managing the staff of the departed supervisor. 1. Select the supervisor you wish to replace from the ‘Select Supervisor’ drop down box. 2. Click on the ‘Delete Supervisor’ button. This will open a form allowing the choice of simply deleting a departed supervisor or replacing that supervisor with a new supervisor’s information. 3 Private Agency Caseload Instruction Sheet 4/21/2010 3. On the newly opened form, click the ‘Replace Supervisor’ button. This will open a form that will allow you to enter the HR information for the incoming supervisor. 4. Enter the personnel data for the new supervisor then click on the button labeled ‘Switch’. This will replace the old supervisor with the new supervisor.

Part VII: Workers:

A) Enter New Workers 1. Skip select worker box the first time you use the form. If you accidentally enter something into the select worker box and get an error message, click ‘Ok’ then hit ‘ESC’ and click in the SSN box. 2. In the ‘Worker’ section, enter the last four digits of the worker’s SSN, the worker’s first and last names, date of hire or promotion (mm/dd/yyyy), date when assumed 3+ cases (mm/yyyy), type of degree, major, and position title in the fields.\ Select Supe. 3. Click on the ‘Add Worker’ button. 4. Click on the ‘Clear Worker Fields’ button to begin entering another new worker. 5. Repeat steps 2 -4 as necessary.

B) Deleting Departed Workers 1. Choose the worker you wish to delete from the ‘Select Worker’ drop down menu. 2. Click on the ‘Delete Worker’ button. This will open a confirmation window. Clicking on the ‘OK’ button will delete the worker. Clicking on ‘Cancel’ will return you to the main form without deleting.

4 Private Agency Caseload Instruction Sheet 4/21/2010 Part VIII: Enter Case Count Data (this can be done in conjunction with entering new workers in Part IV above.)

1. Select the worker from the ‘Select Worker’ drop down box. 2. Enter the number of cases carried by the worker in the appropriate fields. The weighted value for each type of case, the total case count, and total weighted value will update automatically as the case counts are entered. 3. Enter the number of non-weighted cases in the appropriate fields below the bar dividing the weighted and non-weighted case types. 4. Enter any comments relating to the worker into the ‘Comments’ field. This should include the worker’s case type allocation. 5. Click on the ‘Update Data to File’ button to store the data in the spreadsheet. 6. Click on the ‘Save File to Computer’ button to prevent the loss of data in the event of either the application or the computer crashing.

Part IX: Combining Multiple Spreadsheets (Disregard this section if your agency does not have multiple offices submitting individual spreadsheets.) 1. Make sure all the spreadsheets you need to combine are saved in C:\Casecounts 2. Save a blank copy of the data collection spreadsheet in C:\Casecounts and rename it as in Step 8 of Part I above, but including the word “Total” after your agency name. 3. Open the new copy of the file you saved in Step 2. 4. Click on the button labeled ‘Combine Multiple Spreadsheets’ in the upper left hand corner, under ‘Agency Name’. 5. On the new form that opens, click ‘Import’ to start the process of importing data from a different spreadsheet. 6. Enter the name of the file (without the .xls extension) when prompted and click ‘Ok” 7. Repeat step 6 as necessary 8. To return to the data collection form, click on the ‘Exit’ button. If you close out of the spreadsheet and reopen it, you will be able to select, view and edit workers and supervisors through the data entry form. 9. Click on the ‘Print Report’ button to generate a hard copy of the report.

Part X: Printing a Hardcopy of the Case Count Data 1. If you have been entering data into the form, click on the ‘Update Data to File’ and ‘Save File to Computer’ buttons. 2. Click on the ‘Print Report’ button. If any or all of the spreadsheet is visible, you will see it flashing and changing views as the data is moved to the report page. 3. When prompted, enter the date the data was collected. 4. The report will be sent to your default printer. You will be given the option of printing to 11x14 or 8.5x11 sized paper.

Part XI: Submitting your data 1. Open a reply to the email you received with the blank copy of the spreadsheet. 2. Attach the copy of the file with your agency’s name. 3. Send the reply with the attachment. The caseload data is due to Amanda Doane [email protected] by April 26, 2010

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