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| BPAO National Data Base Entry & Reporting System Frequently Asked Questions |
| Benefits Specialists
Data Entry
Registration
Reports
Security Systems Requirements ********************************************************************* The database developed by VCU is a web-based application that provides access for all BPAO projects in the country via the Internet for data entry purposes. As a BPAO Project, you received information from the Social Security Administration regarding the National BPAO web based data system, including several documents outlining the required data elements as well as the system developed by VCU to enable the national data collection effort. Links to these core data system documents are provided below. Additionally, a listing of the core data elements is included at the end of this document. How is the data submitted by my BPAO Project kept secure? Central to the data entry system is a Beneficiary/Recipient form that includes a total of 14 questions designed to capture basic information on beneficiary/recipient demographics, current benefit and employment situation, and BPAO services received. All service level data is associated with the specific beneficiaries or recipients receiving those services. The Social Security Administration is very committed to ensuring the security of BPAO data submitted. To address data security, the database has been developed so that all data transmissions will have 128-bit secure socket layer (SSL) encryption security. Additionally, as data is entered on the BPAO database system, the data is automatically saved to the online BPAO reporting database, which is housed on a secure server with full firewall protection. What are the systems requirements for use of the data system? In order to enter data on the BPAO database system you must have the following: An Internet ready computer (either PC or Macintosh compatible). A way to access the Internet. This can be by modem (we recommend a minimum speed of 56 Kbps), a DSL line, or a direct connection (e.g.; T1 or T3 line). Compatible browser software. The system has been tested and found to be fully compatible with Microsoft Internet Explorer (IE) version 4 or greater, and Netscape Communicator (Navigator) version 4 or greater. We do not recommend the use of other browsers (e.g.; AOL, Webmail, etc.). Macintosh users please note: If you are using a Macintosh computer you must use Netscape Communicator (Navigator) version 4.7 or greater. Do any special data entry considerations exist for BPAO staff using the JAWS screen reader program? Yes! An alternate data entry site has been established for JAWS users. Specifically, programming changes were made in this alternate site that enable JAWS users to use the “enter” key to navigate during the data entry process. Additionally, the data checking controls that require individuals to enter data in specific fields before progressing through the form have been relocated to the end of the data entry process. These data checking functions are only implemented after the user hits the “Submit” or “Update” button. BPAO staff using this alternate site for data entry will continue to submit the same SSA required BPAO data elements. The data entered using this site will be automatically saved to the existing BPAO database. As a result, when reports are accessed for a BPAO site or project, the report generated will be an account of all data entered by staff registered for the site / project, regardless of the data entry site used. Please Note: This alternate BPAO data entry site is intended only for use by BPAO staff utilizing the JAWS screen reader software. Given that the data checks included in the original data entry site have been significantly reduced for this alternate site, users should use caution in submitting complete and accurate information. In particular, when not selecting an option from the menus provided, BPAO staff must be sure to complete the “other” category. All staff using the JAWS screen reader program should be made aware of the alternate, accessible site for BPAO data entry and encouraged to use it. The site can be accessed at the following URL: https://www.rrtc.vcu.edu/bpaoJAWS/ When using the site, please note that the interface between Internet Explorer and JAWS may sometimes cause another quirk, telling the user that he or she is working offline when the user goes to the database. Clicking “Try again” will usually reestablish the connection and allow the user to enter the database. How do I register my BPAO site on the system? Prior to entering data for specific beneficiaries/recipients, it will be necessary for your program to register your site, using the Project Site Data Form. Please note: each site must only be registered once. The site identification number generated at the time the site is registered is used by all benefit specialists at the site to enter beneficiary/recipient data. Step 1: Once the user name and password are entered you will be at the homepage for the data system. To begin the data entry process, go to the bottom of the page and click on "click here to Start BPAO Data System". Step 2: Select your State from the drop down menu and click go. Step 3: Select your organization from the drop down menu and click go. Step 4: You will be presented with the main menu page. From the menu, select Project Site Data Form. This will take you to the BPAO Site and Specialist Identification page. Step 5: To register your site, click on "go" at the bottom of the BPAO Site and Specialist Identification page. This will take you to the BPAO Project Site Form. Enter all of the data on the Project Site Form, and then click "save" at the bottom of the screen. The system will automatically create a 6-digit site identification number. Please write down this number as, again, each benefit specialist at your site will need it to access the system and enter data. Who decides how many sites a BPAO organization has and based on what criteria? Your organization decides how many 'sites' you want to have. This is not a decision that should be based solely on physical location. The decision should take into consideration not only physical location, but also how your organization wants to see their data partitioned. For instance, if a BPAO organization has 2 benefit specialists providing services in two separate towns, they you will need to decide if you want to compare the progress of two towns? If yes, they you will register them as two separate sites. If instead the benefit specialists are all one big happy family who just happen to have offices in more than one place, and you are not interested in tracking the data for each locality separately, then you will register all of the benefit specialists under one site. If the benefit specialists in your organization are in the habit of 'sharing' or transferring responsibility for beneficiaries/recipients on their caseloads, then we would lean towards advising registration as one site. How do benefits specialists register on the system? Step 1: After saving the Project Site Form, click "Back to Menu". From the main menu, select "Benefit Specialist Form". Step 2: Enter your project site identification number and then click "go". This will take you to the Benefit Specialist Form. Each benefit specialist at a project site must register using this form. Step 3: After entering the benefit specialist data, click "save" at the bottom of the page. The system will generate an 8-digit specialist identification number. Again, this number must be retained for future use. Click on the "Back to Menu" button to return to the main menu. Is it necessary to update information in the data entry system on our Project's benefit specialists? Yes, BPAO projects need to ensure that the information in the data system accurately reflects the number of benefit specialists who are actively providing services to beneficiaries. When initially established, the National BPAO Data Reporting System provided a means for benefit specialists to register, but did not include an option for removing or identifying those benefit specialist who are no longer providing direct BPAO services. Many BPAO projects have expressed concern that the number of benefit specialists reported on the data site for their project does not accurately represent the true number of individuals actively engaged in delivering BPAO direct services. How do we move a caseload for an inactive benefits specialist's to another benefits specialist When a benefit specialist is moved to inactive status and another specialist will be assuming responsibility for the caseload either permanently or for a prolonged period of time, one of the following steps must be taken: Option 1: The project may choose to simply update the benefit specialist form on the web, replacing the old benefit specialists name with the new specialist’s name. Using this approach, the new benefit specialist will use the same benefit specialist identification code that was used by the previous specialist. Option 2: The project may choose to have the new specialist secure their own unique benefit specialist ID by having them register in the database as a new specialist. Once the new specialist is registered, the caseload can then be transferred from the former specialist to the new. Following the caseload transferred, the former specialist is changed to inactive status. Registering New Benefits Specialists. If a project is simply adding a new benefit specialist, they may register the benefit specialist by choosing the benefit specialist form from the BPAO Data Entry and Update menu and completing this form to generate a unique benefit specialist ID for the person. Moving Benefits Specialists to Inactive Status. In situations where the benefit specialist leaves the project or remains with the project, but is no longer delivering direct BPAO services, the project may change the former benefit specialist to inactive status. This is accomplished by using the site and benefit specialist ID numbers to access the benefit specialist’s form, and then changing the first name of benefit specialist in the data field to "inactive" (without quotation marks). Once changed to inactive, the Update button at the bottom of the screen is used to save the information. Moving the former benefit specialist to inactive status will only affect the count of benefit specialists for the project on the BPAO summary reports. In spite of the fact that the benefit specialist has been moved to inactive, other staff persons who are temporarily covering the caseload may access and update records of beneficiaries/recipients using the former benefit specialists ID code. Is it possible to Transfer BPAO beneficiary cases from one benefits specialist to another? Yes. The BPAO Data Entry and Reporting system allows for both individual beneficiary cases, as well as entire case loads, to be transfer from one benefit specialist to another. Such transfers can be made between benefit specialists within a specific BPAO project / site or from one project to another when necessary. The following guidelines should be followed for the transfer of beneficiary cases or caseloads: If one beneficiary/recipient record is to be transferred from one benefit specialist to another within a BPAO site, this transfer may be done by the BPAO project. Select the “Update Beneficiary Recipient Data” option from the Data Entry and Update Menu screen. Once the beneficiary/recipient’s record is selected, at the bottom of the screen you will find the question “If you’d like to transfer this beneficiary/recipient to a new benefit specialist, enter the new benefit specialist’s ID here.” Enter the new benefit specialist’s ID number to transfer the case. If an entire caseload is to be transferred from one benefit specialist to another within a BPAO site, this transfer may also be done at the BPAO Project level. To complete the caseload transfer, select “Transfer Benefit Specialist Caseload” from the BPAO Data Entry and Update Menu. Enter the old and new benefit specialist IDs to complete the transfer. Transfers of beneficiary/recipient cases and/or entire caseloads across BPAO programs or sites cannot be completed by the BPAO project. To complete this type of transfer, the BPAO project must provide all necessary information to the project staff at VCU. Depending on the type of transfer (individual case or caseload), necessary information will include beneficiary/recipient ID code, identification codes for the former and new benefit specialists, and old and new site ID codes. Moving Other BPAO staff to inactive status. Many BPAO projects have registered personnel, such as managers and data entry staff in the database as benefit specialists. Doing so inflates the number of benefit specialists for the project and gives an inaccurate picture of the number of individuals actually engaged in delivery of BPAO services. To provide a more accurate accounting of benefit specialists, Projects may change these staff persons to inactive status. The same steps described above would be followed to make this change. Moving these staff persons to inactive status will only affect the benefit specialist count for the project on the BPAO reporting system. The staff persons who are moved to inactive will continue to have access to the data entry system using their ID code. Benefits Specialist accidentally registered twice. To address a duplicate entry of a benefit specialist, BPAO projects must provide VCU with a request for correction. The Site ID number, as well as the benefit specialist name and assigned codes must be provided. VCU Project Staff will remove the duplicate record for the benefit specialist. How do I enter Beneficiary/Recipient Data?. Step 1: To enter data on a beneficiary or recipient, choose "Beneficiary/Recipient Form from the main menu. Step 2: Enter the Project Site identification number and Benefit Specialist identification number, and then click "go". This will take you the Beneficiary/ Recipient Form to begin data entry. Step 3: After entering all required beneficiary/recipient data, click the "save" button ONLY ONCE. Who should be entered into the database? All individuals who receive Information and Referral and/or Problem Solving services should be entered into the database. This includes individuals for whom SSA benefits status cannot be accurately determined. Please note that one of the questions in the data entry system (Indicate the benefits received) requires you to indicate some type of benefit that the individual receives. If the type of benefit received by the individual simply can’t be ascertained, please check the “other” category and indicate “unknown”. All individuals receiving Intensive Benefit Services are also entered into the data system. This includes individuals who receive one or more of the following services: •
Benefits Analysis & Advisement Keep in mind, the requirements for receiving these intensive BPAO services: •
The individual must be a beneficiary/ recipient of SSI, SSDI, or
both benefits (concurrent beneficiary).
Again, all individuals who meet the required criteria and receive intensive BPAO services are entered into the data system. For these individuals, the data system requires that receipt of SSI, SSDI, or both SSI and SSDI be specified. No. You would not complete a form on an individual who only received information from the project through an outreach activity. If an individual participated in an outreach activity and then later contacts the project for individualized services, then they would be entered at the point in time that the individualized services begin. While you do not enter information in the data system on persons who only participate in an outreach activity, SSA does expect information on outreach efforts of the project to be captured in the Quarterly Progress Report that each project is required to submit to SSA. When Should data first be entered for an individual on the Beneficiary/Recipient form? Once the site and benefit registration process is completed, benefit specialists may begin entering data on the Beneficiary/Recipient form for all individuals served. . For all beneficiaries/recipients served, the form is completed at the initial point of contact. After the initial data entry point, how frequently is the individual's record updated? The completion schedule for the beneficiary/recipient form is designed to be flexible to reflect the variable needs of beneficiaries/recipients for BPAO information and supports over time. While some beneficiaries/recipients may receive only short-term assistance, such as one Information and Referral contact, and as a result require only one data entry point, others will require longer-term benefits analysis, planning and management support. To capture information on these more intensive, longer-term services provided over time, the data entry system allows for a beneficiary/recipient’s record to be updated. An update menu is presented each time that a benefit specialist logs onto the data system. From the update menu the benefit specialist is able to choose from the following options: •
Update All Records Benefit Specialists may select beneficiaries/recipients from any of these lists to complete an update. All beneficiaries /recipients ever entered into the data base by the benefit specialist will remain on the Update All Records list for an indefinite period of time. Each time that a beneficiaries/recipient’s record reaches a 30- day or 90- day point without an update, the individual’s name will be added to the 30-day or 90 day update list as appropriate. The name will remain on the respective update list for a two-week period of time. Once the update is completed, or the two-week time period has elapsed, the name will be removed from the respective update list. For example, an individual contacts the project to request assistance with a particular problem he or she is having. The benefit specialist provides information and referral services, but may also assist the individual by writing letters and/or making phone calls on his or her behalf. As the Benefits Specialist collects basic information on the individual, initial data is submitted summarizing the individual’s demographic information and the types of services provided. As the problem solving services are provided, the benefit specialist feels that a complete benefits analysis should be performed. Benefits support planning and management are also provided. When 30 days has passed from the date of intake with no additional data entered, the individual’s name is added to the Records that have not been updated in the past 30 days list. The benefit specialist selects the individual’s record from this list and updates the appropriate data elements, including the types of services provided, types of work incentives recommended, estimated number of hours of service provided to the individual and anticipated employment status change. To summarize, the data reporting system does not limit you in terms of how frequently you update information on a person. Benefit Specialists may update records as frequently and for as long as is necessary. Additionally, an update counter in the database records how many times the beneficiary/recipient’s record has been updated. Please Note: BPAO Projects that develop and use their own database are required to adhere to the same data completion requirements as outlined above. What data elements should be updated on the beneficiary/recipient form? The following data elements are never updated after initial entry into the data system. If entered incorrectly at initial data entry point, click on the “Contact Project Office” link at the bottom of the screen. Assistance will be provided by the VCU Project Data Team in correcting the information. •
BPAO Program Identification Code The following demographic data elements are entered at Date of Intake (the time of initial BPAO service delivery) and may be updated to reflect a change or to correct the data previously entered. Updates to these data elements may be made by the benefit specialist at any point in time that they are performing a comprehensive update of the individual’s record. Do not access the beneficiary/recipient record specifically or only to update these demographic data elements as it will be recorded and appear as if a complete update of the individual’s record occurred. Also, keep in mind that as this is not a longitudinal database, each time these data elements are updated, the previous information is deleted and replaced with the new entry. •
Name The
following demographic data elements are entered at Date of Intake
(the time of initial BPAO service delivery) and should always reflect
the individual’s status at intake. If entered incorrectly,
the benefit specialist may correct the data. These corrections should
only be made when the benefit specialist is performing a comprehensive
update of the beneficiary/recipient’s record. Do not access
the beneficiary/recipient record specifically or only to update
these data elements as it will be recorded and appear as if a complete
update of the individual’s record occurred. Also, keep in
mind that as this is not a longitudinal database, each time these
data elements are updated, the previous information is deleted and
replaced with the new entry. The following Service Related data elements are entered at Date of Intake and updated on an on-going basis to reflect a change in status or situation. As the data system tracks these items in a cumulative manner, each time these data elements are updated, the new information is added to the existing information. The new record created shows a cumulative picture of all the services received, recommended work incentives, and so forth. The only instance in which previously entered data would be deleted is if the former data is incorrect. •
Reason for Service Request The following data elements are not cumulative, but rather, dynamic in nature and are updated to reflect the individual’s status at the current point in time. Each time these elements are updated, the previous information is replaced. •
Anticipated Employment Status Change The final data element – What is the approximate total amount of time spent working with or for the participant thus far – is cumulative in nature. The additional time spent with the beneficiary/recipient since the last update is added to the existing total of time spent to provide a running account of total time spent. Do I have to submit names and Social Security numbers on all beneficiaries/ recipients? Projects are required to submit the names and social security numbers of all individuals served under the BPAO program who receive any of the following types of services: Benefits
Analysis & Advisement
Benefits
Support Planning
Benefits
Management Services
For individuals receiving Information and Referral and/or Problem Solving and Advocacy services who are not willing to provide name and SSN, please leave these fields blank on the form. A code or identification number will be generated by the data system and sent back to you electronically. You will need to keep track of the assigned code for future data entry purposes. For instance, if a beneficiary/recipient requests additional information and referral or problem solving and advocacy services at a later date, you will use their assigned code to update their record. If however, a beneficiary/recipient requested Benefits Analysis & Advisement, Benefits Support Planning, or Benefits Management Services at a later date, when the next update is submitted the assigned code would be needed to identify their record. The Project would then be required to submit the beneficiary/recipient’s name and SSN at that time. Receipt of Social Security benefits is not a requirement for providing Information & Referral and/or Problem Solving services. Therefore, it is also not required that this information be provided when entering data on these individuals in the data system. Receipt of Social Security benefits is a requirement for individuals to receive intensive benefit services, including Benefits Analysis & Advisement, Benefits Support Planning, and Benefits Management Services. Therefore, in entering data on these individuals, the benefit specialist MUST classify the beneficiary-recipient's benefits received as either SSI, SSDI, or Concurrent. When do I need to fill in DOB rather than DOB Estimated? Date of birth (DOB) is a required field for all individuals. However, if a person is receiving only Information and Referral and/or Problem Solving services and you are not able to ascertain their actual date of birth, it is okay to enter an estimated date of birth. It should be explained to individuals receiving I&R and/or PS services that the DOB information is being gathered for statistical purposes. If the individual does not want to provide this information, the benefits specialist may estimate the individual's age by entering a date of birth that, in the view of the benefits specialist, represents an appropriate approximation of the individual's age. In doing so, the benefits specialist is asked to enter the first day of the year in which he or she estimates the individual was born. For example, 01/01/50 for individuals estimated to be in their early 50s, 01/01/70 for individuals estimated to be in their early 30s, etc. If the benefits specialist is totally unable to estimate an individual's date of birth, he or she should enter 01/01/01. The benefits specialist should indicate the DOB entered is the actual or an estimated one by clicking the box next to the DOB field if the date is estimated. Providing an estimated date of birth is not permitted for individuals receiving intensive BPAO services (Benefits Analysis and Advisement, Benefits Support Planning, or Benefits Management). If any intensive BPAO services are provided, the actual date of birth must be submitted. What if the individual’s primary disability cannot be determined? Primary Disability is a required data element for all individuals receiving BPAO services. If the benefits specialist is unable to determine the individual's primary disabiliy, he or she should enter "other" and type in "unknown" when prompted to provide a specific disability type. How and under what circumstances is travel time included in “time of services provided”? The distinguishing characteristic is whether the service time can be targeted or "attached" to a single individual. If you are going somewhere to provide benefits assistance to a single individual rather than meeting in an office or a central location, that travel time should be reported for that individual. If you are going to provide information to a group of people, and then have individual conferences with people one at a time, do not report that travel time. An example of this would be traveling to a satellite site where you see many benefits recipients or talk to them on the phone. Also, do not report travel time if you travel as part of your job, such as job training where you spend one day at site A, and the next day at site B. The question you should ask yourself when reporting travel time as part of the "time of service provided” is, "Is the travel necessary to provide service to a specific individual and is the travel above and beyond basic travel to and from the typical workplace?" What if I make a mistake in entering the data? All data entered into the National BPAO Data Reporting System should be carefully reviewed by the benefit specialists before it is saved to the individual beneficiary/recipient’s record. As this is a dynamic database, it is difficult, error prone and time consuming to correct mistakes once they have been saved. In the event that a mistake in data entry is made, the following guidelines should be followed to correct the information: Benefit specialists are able to make corrections themselves to the vast majority of BPAO data elements entered into the system. To correct data that is entered and saved incorrectly, chose “Update Beneficiary Recipient Data” from the BPAO Data Entry and Update Menu. After selecting the individual’s record, enter the correct information in the appropriate field and save the updated record. Please Note: The Update Screen should only be used to correct information on a beneficiary/recipient’s record if the correction is being made during a regular update of information on the record and the update to the recipient’s record will occur before the 12th day of the next month. If the update screen is accessed solely to correct erroneous information, the update counter for the individual will be erroneously incremented. Additionally, if the correction is not made as part of a regular update before the 12th day of the following month, the information will not be corrected in time to be reflected in the monthly data report. In the following instances, it will be necessary to contact VCU for assistance in correcting data: Errors
made in entering the beneficiary/recipient’s “Date of
Intake”, as Errors made in entering all other data elements if the benefit specialist is not in the position to correct the data during a general update to the individual’s record before the 12th day of the next month. In these instances, the benefit specialist will need to email Ming Zhu at mzhu@vcu.edu with the recipient’s name, ID number, and the information to be corrected. What if I can’t find the data I entered earlier? If you enter recipient data and never receive a Person ID on a confirmation page after clicking the Save button, this means that the data was NOT saved in the database and might be lost during the transmission. One factor that will cause data entered to be lost is the timeout function. The timeout function brings you back to the start page after your computer idles for 20 minutes. If data was entered, but not saved and the system was left idle for 20 minutes, then the data entered will be lost. A series of query and report functions for the database is available that allow BPAO management personnel regular, ongoing access to the data submitted by all benefits specialists. The report generation function for the data system allows you to view, download and print information at the national, regional, state, project, site and benefit specialist level. Instructions on how to access these reports are as follows: Please go to the following web address to access the SSA BPAO Data Reporting System: http://www.vcu-barc.org/bpaoreport , or copy and paste this address to your url address bar. Below are directions for navigating the SSA BPAO Data Reporting System. Go to http://www.vcu-barc.org/bpaoreport/ This will take you to the SSA Benefits Planning, Assistance, and Outreach Data Reporting System. Click on "Click Here to Start BPAO Data Reporting System". Next select your state in the pull down menu and click "next". Select your organization from the pull down menu and click "next". Select:
Select the summary report you want and then click "next". There are six reports to choose from. They are as follows: Specialist summary, Site Summary, Organization summary, State Summary, Region Summary, and National Summary. Based on which summary report you pick you may have to enter a Specialist ID and/or a Site ID. For Site summaries you will have to enter the Project Site ID and for Specialist summaries you will have to enter both the Project Site ID and Specialist ID. You will also need an ID to access the organization summaries. This ID consists of the first 4 digits of your Site ID. Your next step then is to click "Get Report". To print the summary report, scroll to the bottom of the screen and click on "Print Report". Click "Back" to view or print other summary reports. Will the reports be available as cumulative only, or will we be able to set time parameters? All reports available over the web will be cumulative. We realize that it would be very helpful for a project to be able to specify time perimeters. Hopefully this will be a function in the next version of the entry program. Are projects able to download and/or print out the online reports? Yes, projects are able to view, print and download reports. How often are the reports on the BPAO web site updated? On the 12th day of each month the BPAO reports are updated to reflect data entered on services provided during the previous month. While the update occurs on the 12th day of the month, the report only includes data on beneficiaries/recipients who have a date of intake on or prior to the last day of the previous month. For example, on February 12, 2002, the BPAO reports will be updated to include data on all individuals who have a date of intake on or before January 31, 2002. Keep in mind that all reports on the data system are cumulative. Data submitted on any new beneficiaries/recipients served during a month, as well as updates to data on B/R already in the system will be reflected in the report update. To ensure that all your data is included in the report updates, it is imperative that you submit all data for a given month by 11pm EST on the 12th day of the following month. At this time, the report generation function does not run this query, although it may in the future. Currently however, projects are able to request a copy of their access mdb file via email. Once the mdb file has been received, the project can write its own query(s) for specific information needed. If I have a technical question about the data system who do I contact? All questions regarding the BPAO National Data Entry and Reporting System should be submitted to the following contact persons at Virginia Commonwealth University: Ming
Zhu, Assistant Research Director for Information Systems Jennifer
McDonough, VCU- BARC Technical Assistance Liaison
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