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Random Moment Sampling (RMS) > Employee Roster
Instructions
IM/W-2 Employee Roster Instructions
(Revised February 26, 2004)
General Information
- Use Excel (or compatible) to complete the IM/W-2 roster form. The
completed form should be emailed to Becky.Craig@dwd.state.wi.us.
- Each full time staff person who works on two or more programs and directly
with clients should be included in the IM/W-2 roster. Program categories
include, but are not limited to, W-2, Food Stamps, Medical Assistance, BadgerCare, Child Care, WHEAP (energy assistance program), Food Stamp Employment
and Training, Refugee, Family Care, Wisconsin Attachment and Attachment,
Workforce Investment Act, Relief Block Grant, etc.
- Effective April 1, 2003, supervisors are not to be included on the IM/W-2
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 is spread across the functional areas based on
employee counts.
- Effective April 1, 2003, part time staff who work on two or more programs in
the IM/W-2 functional area should be included on the IM/W-2 roster. If two part
time staff are job sharing, include the two individuals as one entry on the
roster. In this situation, the “position” would be included on the roster since
the position is a full time position.
- If you have staff who work directly with clients in both the IM/W-2 and the
social services functional areas, these staff should be included on the IM/W-2
roster only and excluded from the social services roster. The IM/W-2 RMS has
been designed to collect effort related to social services.
- Receptionists and clerical staff are not typically included on the roster of
employees to be sampled. However, salaries and related costs associated with
these positions are included in the IM/W-2 cost pool (or the AMSO cost pool or
agency-wide services) and are allocated based on the RMS statistics related to
the direct workers that were sampled.
- Effective October 1, 2003, DWD is collecting actual work hours of staff
instead of selecting a work schedule that best fits the employee. For each staff
person listed on the roster, be sure to include their actual work hours. For
flex schedules, do your best to give us an accurate representation of a typical
schedule. It is understood that some staff do not work the same schedule each
week so the sample sizes have been increased to ensure that sufficient valid
responses are collected.
- Although the RMS lunch schedule is from 12:00-1:00 and we do not sample
during this time, staff DO NOT need to adjust their normal schedule to account
for this.
- The CARES ID is required to uniquely identify each person on the roster.
- If you have a staff person who is out for an extended period of time (e.g.,
approved leave such as maternity or medical leave), please include this person on
your roster and note in the comment section when they will be returning. We will
enter them in the database, but not include them in the sample selection until
they return. It is important to let us know as soon as possible if staff should
be removed from the rosters so we do not sample them when they are no longer
going to be employed. Once the sample is selected for the quarter and the
quarter begins, we can not redo the sample selection.
- If you have questions whether certain staff should be included, please call
Becky Craig at (800) 845-7603 to discuss.
Updating Quarterly Employee Rosters
Counties are required to update their IM/W-2 rosters each quarter. By the end
of the first week of the 3rd month of the current quarter (March, June,
September, December), DWD will send out a reminder email to update your IM/W-2
rosters. Each county can request a copy of the roster information currently in
the RMS system. County roster revisions should be submitted to DWD no later than
the 20th of the last month of the current quarter. Changes to the roster include
removing employees who no longer meet criteria for inclusion, updating
information for employees, e.g., telephone numbers, email addresses, office
location, work hours, etc., and adding new hires and replacements. The following
guidelines should also be followed for roster updates:
- Do not include vacant positions that meet criteria for inclusion on the
employee roster if the position will not be filled during the first month of
the next sample quarter.
- Identify on the employee roster any staff that will be out for extended
approved leave (e.g., maternity leave, extended medical leave, etc.) during
the next sampling period (quarter) and indicate the effective date and the
date the person is expected to return.
- Identify staff that are retiring or leaving employment in the next
quarter.
- If additional changes occur after you submitted your quarterly updates,
but prior to the final week of the current quarter, notify Becky Craig via
email at Becky.Craig@dwd.state.wi.us. The change will be incorporated prior
to selecting the sample for the next quarter.
- You may also send updates any time during the quarter by including the
change in an email to Becky Craig.
- If no changes occurred to your roster, please send an email stating that,
to the best of your knowledge, the roster is accurate. This email should be
sent by the 20th of the last month of the current quarter.
- Please include the name, title, and telephone number of the person
submitting the updated roster.
- If you are completing the roster updates electronically, please segregate
deletions, additions, and changes to the roster information so the changes
stand out.
- If you have a deletion during a quarter and the person was already in the
sample, let us know if you fill the position during that quarter so we can
continue to sample the position and collect valid information.
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