Income Maintenance/Child Care (IM/CC) Random Moment Sampling (RMS) Roster Instructions

The IM/CC RMS system is used to identify and estimate the amount of time employees spend on job activities throughout the workday. Samples are generated every quarter based on staff included in the roster as well as the staff schedules.

To comply with federal requirements, each county assigns a liaison who is responsible for updating and certifying the accuracy of their IM/CC RMS roster each quarter. Any questions about this can be addressed by sending an email to the DCF RMS Administrator. 

What Employees to Include/Exclude from the IM/CC Roster

IM/CC RMS Rosters (Groups 3 & 5 Economic Support)

Staff working on two or more programs:

Each full-time employee who works on two or more programs and works directly with clients should be included in the IM/CC RMS roster. Program categories include, but are not limited to, FoodShare Wisconsin, Medical Assistance, BadgerCare, Child Care, WHEAP (energy assistance program), Family Care, etc.

Supervisors:

Supervisors are NOT included on the IM/CC RMS roster, unless they carry at least a 50% caseload. Also, directors and agency management that benefit the entire agency would NOT be included on the roster since their salary costs are included in the Agency Management, Support, and Overhead (AMSO) cost pool that spread across the functional areas based on employee counts.

IM/CC and Social Services (SS) Staff:

If you have staff who work directly with clients in both the IM/CC and the social services functional areas, these staff should be included on the IM/CC roster only and excluded from the social services roster. The IM/CC RMS has been designed to collect effort related to social services.

Receptionists and Clerical Staff:

Typically receptionists and clerical staff are NOT included on the IM/CC RMS staff roster to be sampled. However, salaries and related costs associated with these positions are included in the IM/CC RMS cost pool (or the AMSO cost pool for agency-wide services) and are allocated based on the IM/CC RMS statistics related to the direct workers that were sampled.

IM/CC RMS Roster Updates

Liaisons and supervisors can update an agency’s roster. Once logged into the RMS system, users select their applicable ‘Supervised Business Units’. All supervisors, liaisons, and employees will be displayed under their specific Business Unit.

Adding a Supervisor to the IM/CC RMS Roster

Only RMS administrators and liaisons may make supervisor additions to a roster. Required information for supervisors includes:

  • Name
  • Phone number
  • Email
  • WIEXT ID – this user name must be tied to the employee’s current work email address. Refer to WIEXT ID Login Creation Section

Adding Employees to the IM/CC RMS Roster

Only liaisons can make additions to a roster. Required information includes:

  • Employee name
  • Employee email – current work email address
  • Employee phone number – current work phone number
  • WIEXT ID - this is the username created by the employee. This user name must be tied to the employee’s current email address and is created on DWD’s Logon Management website. If an employee has a WIEXT ID that is tied to a personal email address or to a former employer, instruct the employee to update the email address in their WIEXT DWD profile.
  • Work Schedule - select the work schedule that closely matches the employees’ actual work schedule
  • Assigned supervisor - select the assigned supervisor from the drop-down menu. If one is not selected, the worker will be assigned to all supervisors listed in the RMS staff roster.
  • Job functions - select all applicable job functions

If all the required information is not available, the administrator or liaison may add the employee by checking the “placeholder” box at the top of the record, then enter the employee’s name, work schedule, Job Function and then select the “save” button. Once the missing information becomes available, the liaison may re-enter the IM/CC RMS system and enter the missing data, making sure to uncheck the “placeholder” box once completed. Once all information has been entered, click on the blue “Save” button.

IM/CC RMS Email Mismatch Error

If a pop-up appears indicating the email address in the DWD system does not match the email address entered in the RMS/RMTS profile, follow up with employee to correct the issue. This error normally appears when an employee has a WIEXT ID tied to a personal email address or to a former employer’s work email address. Instruct the employee to update the email address the WIEXT ID is attached to on the DWD Profile Management website. The employee will enter their WIEXT ID and password. Once in the system, the employee can update the email address to their current work email address.

Note: Failure to address the email mismatch will result in problems logging into the RMS System.

Editing Employee Information

Liaisons and supervisors can edit general information in an employee’s record. Edit the employe record by selecting ‘edit’ button for the employee.

Information that may be edited includes:

  • Employee Name
  • WIEXT ID - the email address associated with the WIEXT ID must match the current work email address)
  • Email – current work email
  • Phone number – current work phone number
  • Work Schedule – ensure that the most current work schedule is recorded as RMS observations are sampled based on the work schedule entered
  • Supervisor
  • Job Function
  • Comment Section – record start and anticipated end date for any extended leaves (limited to FMLA, maternity/ paternity leave, educational leave, military leave, administrative leave)

Removing an Employee or Supervisor from the IM/CC RMS Roster

To remove an employee or supervisor from an RMS roster, the liaison must send the following information in an email to the RMS administrator:

  • Employee name
  • Reason for removal (e.g., retired, terminated, etc.)
  • Effective date for removal (must not be a future date)

Removing a Liaison from the IM/CC RMS Roster

Only the RMS administrators may delete a liaison from a roster. If a supervisor clicks on the delete button, they will receive a message to email the appropriate liaison for the agency to have that supervisor/ employee removed from the roster.

To remove a liaison from a roster send an email to the RMS Administrator with the following information:

  • Name of liaison to be removed
  • Effective date of the removal (future dates may not be entered)
  • Name of new individual who should be designated as a replacement liaison
IM/CC RMS Roster Certification

Counties are required to update and certify their RMS roster every quarter. Roster notification emails are sent to county liaisons on the following schedule:

  • Initial Email: On the last Wednesday of the first month of a quarter (Jan, Apr, Jul and Oct), the RMS system will send an auto-generated email requesting that liaisons review their RMS roster. No certification is required at this time, so the “certify roster” button is not visible.
  • 1st reminder Email: On the last Wednesday of the 2nd month of a quarter (Feb, May, Aug and Nov), the RMS system will send an auto-generated email requesting liaisons to update their roster, with instructions indicating the RMS rosters must be certified 10 business days prior to the start of the following quarter.
  • 2nd reminder Email: 16 business days prior to the end of the 3rd month of a quarter (Mar, Jun, Sep and Dec), the RMS system will send an auto-generated email reminding liaisons that rosters must be certified 10 business days prior to the start of the following quarter.

The RMS administrators will follow up with agencies who have not certified their rosters ten business days prior to the start of the upcoming quarter.