DVR Automated Hire Report and Service Agreement Update

Sent: Thursday, November 30, 2023
Subject: DVR Automated Hire Report and Service Agreement Update

Dear Service Provider,

The following communication has only been sent to the Service Provider Main Contact. Please share with your staff as you see appropriate.

DVR has released an automated Hire Report in the Service Provider Portal and has begun initial work on updating statewide services for the next service agreement term, which begins July 1, 2024. DVR would like to provide you with an update about this automated reported and some related activities.

Hire Report

An electronic report template for the Hire Report is now available in the portal. The report template replicates the form currently in use, and will replace the current submitted version of the report by February 1, 2024. Training materials for the electronic Hire Report are available at: Hire Report Instructions.

The electronic Hire Report is intended to be easy to use and should allow DVR to respond faster to Service Providers requests for additional service authorizations, such as Systematic Instruction Services, since the report is automatically entered into DVR's case management system.

Note: The following Employment tab fields will be required prior to submitting the form:

Initial Job Development Authorization Date
Report Year
Report Month
Hire Date (Date of accepted job offer)
Start Date (Date Consumer starts job & start of 90-day clock)*
Hours Worked Per Week
Hourly Wage
Employer Name
- Job Title
- Job Duties (may use the Attachments tab to upload a job description instead of manually entering the information)
- Employer Contact First Name
- Employer Contact Last Name
- Street Address Line 1
- City
- State
- Zip Code
- Telephone Number

*Use caution when using the 90-day clock for potential case closure. DVR Staff who do not want to change a consumer to status 22 and start the clock can select "No". Service Providers do not have the ability to start the clock or change the case status. Some consumers should not have their cases closed after 90 days, (i.e., consumers in Supported Employment or Student Work Based Learning) and case by case reviews should be completed to determine if closure is appropriate.

It is also important to know that filling out the "Start Date" field on the Employment module, once the "Draft" employment page becomes "Active," the 'Start Date' field is sent to RSA for federal reporting.

DVR staff will be alerted when the form is submitted, and the assigned Service Provider staff will receive an alert when the report has been accepted, updates requested, or the hire is disapproved by DVR.

Timelines

Fall 2023-Early 2024

DVR will convene a multi-stakeholder workgroup to gather feedback and recommendations for report updates and process improvements. Several Service providers have volunteered for the workgroup.

December 2023

DVR will issue a general survey to gather information from Service Providers related to service delivery, Service Provider costs and reporting. A survey specific to each DVR Statewide Service will also be sent.

Surveys will only be sent to the Service Provider Main Contact; however, a survey may be forwarded by the Main Contact to staff within their agency.

DVR has received feedback related to the number, length and complexity of reporting connected to statewide services. DVR is planning to simplify and reduce reporting requirements for the next service agreement term, which is why feedback provided through the surveys will be important.

Early 2024

DVR will consider proposed changes to statewide and other services, the service fee structure, service qualification requirements, and reporting.

April-May 2024

Service Providers complete portal updates i.e., updates to personnel and/or subcontractors accounts, locations, etc. and submit new service agreement for the 2024-2026 term.

July 1, 2024

New agreement term begins July 1, 2024 through June 30, 2026.

Training and Qualification Requirements Update

DVR will establish new training and qualification requirements for some statewide services and specific roles. The requirements will be implemented for the 2026-2028 agreement term beginning July 1, 2026. This will provide two years for Service Provider staff and/or subcontractors to complete the training.

DVR would like to hear from Service Providers about improving service quality. It is important that Service Providers reply to questions on the survey with their recommendations. DVR recognizes that implementing requirements comes at a cost to Service Providers in terms of staff time away from work, and potential travel and training expenses. DVR would like to mitigate those concerns as much as possible, and Service Provider feedback will help.

Service Provider Portal Agreement Updates Planned

Leading into the 2024-2026 agreement term, the portal will include a more streamlined method to identify Service Provider Personnel work locations. The system will allow for Service Providers to identify the service(s) Personnel provide by county instead of a set location address. More details will be announced as they become available.

Please direct questions as follows:

Hire Report: Jennifer.Wendlandt@dwd.wisconsin.gov
Service Agreement and Training Requirements: David.Knuth@dwd.wisconsin.gov
Technical Specifications and Fee Structure: andrzej.walzchojnacki@dwd.wisconsin.gov

Thank you,

David Knuth
DVR Contract Specialist