RMS Overview and Sampling Process Updated: June 24, 2024 The Random Moment Sampling (RMS) is a federally approved method used to document staff effort in support of federal, state and local programs for the Department of Children and Families (DCF) and the Department of Health Services (DHS). The current Income Maintenance (IM)/ Child Care (Child Care) RMS began operation on January 1, 2014. DCF maintains a separate time study for social service workers through the Random Moment Time Study (RMTS). Staff included in the IM/ CC RMS system are randomly sampled using a computer program that is generated 2-3 business days prior to the start of every quarter. IM/ CC staff must record their activity within 24 hours/ 1 business day, excluding DCF paid state holidays, weekends and non-polling days. Staff selected by the RMS system receive auto-generated observation notification and reminder emails that are sent at the original sampled date/ time, 12 hours after the original sampled moment and 4 hours prior to the expiration of the observation. Once an observation has expired, staff are no longer able to submit their activity. Supervisors may record observations on behalf of staff who are not working at the sampled moment due to vacation/ PTO, sick time, etc. but may not record any work-related activity besides training activities. The RMS process is not a device for evaluating worker performance. Rather, quarterly RMS results are used for claiming federal reimbursement. Therefore, it is imperative that programs and activities are accurately reported by the workers being sampled. RMS Roster Instructions Each county assigns a liaison who is responsible for updating and certifying their IM/CC roster. Roster certifications are due 10 business days prior to the start of the quarter, with three reminder emails sent throughout the quarter. Please refer to the following RMS Roster Instructions: RMS Roster Instructions Sample Generation Every quarter the RMS automatically sends RMS observations to employees at a randomly selected date and time. Samples are generated about two to three business days before the start of a quarter. Child Care (CC) Groups 2A and 4A - 2,500 observations for each group Income Maintenance (IM) Groups 3 and 5 - 3,000 observations for each group County IM/CC staff selected for sampling receive system-generated RMS observation notification e-mails with a link to log into the RMS system and record their activity The average number of e-mails per worker will depend on the number of counties and employees in the particular RMS group Due to the random nature of the sample observations a precise number of e-mails per worker cannot be predicted Individual workers may receive multiple e-mails over a relatively short time or not receive any over a period of time In order to maintain statistical validity, the sample size may increase if there is a high precentage of invalid responses Sample Responses Observations must be answered within 24 hours/ one business day of the sample time; excluding weekends, holidays and non-polling days. If an observation has expired, an employee will no longer be able to submit their activity. Employee Responsibilities Login and record observations within 24 hours or one business day. Employees may receive up to three emails for every observation: at the original sampled moment, 12 hours after the sampled moment, and again four hours prior to the observation expiring. If worker was not working at the sampled moment but returns to the office prior to the expiration of the observation, the employee must still login to record the RMS observation. Expired RMS Observation – Once an observation has expired, an employee may not submit their activity. If the employee was not in work status or was in a training session, please press “reply” to this email and provide the type of time being used (e.g., vacation/ PTO, sick time, comp time, etc.). This email will be forwarded to your supervisor so that they may submit the observation on your behalf. Missed RMS Observation - If employee was working at the sampled date/ time but is unable to record the RMS observation before it expires, please press “reply” to this email and the reason why the observation was not submitted so that the RMS Admin can close the observation a non/invalid response. Supervisor Responsibilities Login and record observations on behalf of staff who are either NOT working at the sampled moment or who were in a training session, AND who are not expected to return to the office prior to the expiration of the sample. Supervisors are cc’d on RMS observation reminder emails for staff who have not submitted their observations 12 hours after the sampled moment and again four hours prior to the observation expiring. Supervisors have up to three business days from the sampled moment to submit non-work activity on behalf of their staff. Employee Working at Sampled Moment - Supervisors may ONLY record observations on behalf of staff who were either not working` at the time of the observation, OR for staff who were in a training. Supervisors may not record any other work activity on behalf of their staff. Non or Invalid Response - If employee was working at the sampled moment but is unable to record the RMS observation before it expires, please press “reply” to this email so that the RMS Admin may close the observation as a non-/invalid response. Extended Leave - If an employee is on an extended leave such as FMLA, maternity/ paternity leave, military leave, etc. send email to DCFRMS@wisconsin.gov with the employee’s name, start date and anticipated return date in order to temporarily halt RMS observation notification emails. No Longer with Agency - If an employee is no longer with the agency, press ‘reply’ to this email and include the date that the employee has left your agency. Responses after 24 Hours or One Business Day Per federal requirements, DCF staff are not allowed to record the observation on your behalf, so you must login to the RMS ePolling system to submit your activity. If the observation has expired and you were not in work status or were in a training session, please press “reply” to the RMS Notification email and provide the type of time you were using (e.g., sick time, vacation/ PTO, comp time, etc.). This email will be forwarded to your supervisor so that they may submit the observation on your behalf.Do NOT call the service desk to have your sample recorded, they cannot access RMS to complete the sample. Password or Login Issues If you cannot login due to a password or login ID issue: Write down the information regarding what you were working on at the time of the sample (so you don’t forget). Use the DWD self-password recovery website to reset or unlock your account.If you try to reset/unlock your password online and you receive an error message, do not have access to the email address associated with your WIEXT ID or do not receive an auto-generated email from DWD within 5-10 minutes, you must then call the DCF service desk at 608-264-6323 (Madison), 414-264-6323 (Milwaukee), or 855-264-6323 (toll free). Other Issues Not Resolved by the DCF Service Desk If the DCF Service Desk cannot resolve your issue: contact the RMS administrator at DCFRMS@wisconsin.gov. Include the details as to why your issue could not be resolved by including screen shots. Simply stating that you could not login does not explain what steps you have performed to resolve your login issues, does not indicate if the DCF Service desk was contacted and why they were unsuccessful in resolving the issue. If the service desk ticket is date/time stamped after the sample has expired, the sample cannot be updated with program related information (except if for training). Therefore, timeliness is important. RMS Review and Results Process A ‘sample results detail’ report is provided to DHS on a monthly basis for review. DHS may then contact any agency, employee, or supervisor regarding any of the sampled responses. If at any time a supervisor would like a copy of this report send a request to DCFRMS@wisconsin.gov indicating the group and county needed. Group 3/5 statistics/ results are posted once all observations have been submitted, reviewed and tabulated: RMS Statistics Contact Information Questions regarding this document can be emailed to the RMS Admin.
