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Virginia Department of Social Services

Annual Statistical Report

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AATS – Automated Appeals Tracking System, used by the Appeals and Hearings office to collect and track data for appeals cases.

ADAPT – Application Benefit Delivery Automation Project, the VDSS system that automates the processes involving the determination of eligibility for the Supplemental Nutrition Assistance Program (SNAP; formerly, Food Stamps), TANF, and families and children’s Medicaid programs.

Agency Demographic Report (rp006) – A monthly report from the Interim Child Care System that includes unduplicated counts of families and children served, as well as other demographic characteristics of these populations.

APECS – Automated Program to Enforce Child Support, the VDSS automated system used by the Division of Child Support Enforcement to manage cases administratively and financially.

ASAPS – Adult Services/Adult Protective Services, the web-based VDSS automated system used by the Adult Protective Services Division, Adult Services and Adult Protective Services, to report, track, and manage cases. The system was brought online October 1, 2005.

BIS – Background Investigation System, a stand-alone system that generates the “BIS Monthly Case Report,” which provides information for requests for criminal background investigations.

CSBG Database – The Community Services Block Grant database that staff use to track funding to the Community Action Agencies, both local and statewide, which receive funding through this block grant.

DHHS Office of Refugee Resettlement Arrivals Data – This Office of the U.S. Department of Health and Human Services collects data on refugees by country of origin and state of initial resettlement.

DMAS Statistical Record (Annual) – The Department of Medical Assistance Services’ annual “Statistical Record of the Virginia Medicaid Program and Other Indigent Health Care Programs” posted on the DMAS web site through 2006, the Statistical Record is now an internal document.

DOLPHIN – Division of Licensing Programs Help and Information Network, a web-based system that compiles and tracks the regulatory inspections and monitoring data for almost 7,000 non-medical day and residential facilities in the state.

EAS – Energy Assistance Systems, the databases used to collect and store data about VDSS Energy Assistance Programs.

EGrants – These online systems, operated by the federal Corporation for National and Community Service, are used by all Corporation grantees for submitting annual Program Progress Reports, and financial reports, among other information.

ESPAS – Employment Services Program Automated System, the information system for VIEW clients’ work activities; a subsystem of ADAPT.

FARS – Fraud Activity Statistical Reporting System, used through February 2004; the database to which local agencies submitted their monthly fraud statistics.

FAAS – Financial Accounting and Analysis System, the VDSS system of record for all financial data and a repository for federal and state reporting. The system performs purchasing, accounts payable and general ledger functions. It interfaces with the Department of Accounts CARS (Commonwealth Accounting and Reporting System) to make deposits, payments and general ledger transactions.

FDTS – Fraud Database Tracking System; operational since March 2004, a central repository for detailed case data used for investigation, case management, and federal reporting. Local DSS staff enter data on fraud investigations into FDTS, which includes a reporting feature.

LASER – Locality Automated System for Expenditure Reimbursement, a statewide system for processing local agency reimbursements. Local staff enter expenditure and case data using account codes to identify the types of expense for which reimbursement is requested.

LEDRS – Local Expenditure and Data Reimbursement System. Online data collection and reporting system used by the Office of Children's Services.

NAP Database – The Neighborhood Assistance Program database that staff of the NAP Program use to track available and used state tax credits by organization and type of contribution.

OASIS – Online Automated Services Information System, the online case management system for Child Protective Services, Foster Care, and Adoption cases.

OCS – Office of Children’s Services. The Children’s Services Act (CSA) is a law enacted in 1993 that establishes a single state pool of funds to support services for eligible youth and their families. State funds, combined with local community funds, are managed by local interagency teams who plan and oversee services to youth. The mission of the CSA is to create a collaborative system of services and funding that is child-centered, family-focused, and community-based when addressing the strengths and needs of troubled and at-risk youth and their families in the Commonwealth. The State Executive Council for Children’s Services is responsible for establishing programmatic and fiscal policies that support the CSA; the OCS is the state agency responsible for implementing those policies.

OnCorps – An online reporting system for AmeriCorps program data.

Report on Federal Contracts, Grants or Money – An annual report filed with the state Department of Planning and Budget as required by the Code of Virginia Section 2.2-603 (E), listing federal contracts, grants, or money in excess of $1 million for which the agency was eligible during the previous state fiscal year.

Supplemental Nutrition Assistance Program (SNAP) Monthly Participation Report – This monthly report from ADAPT provides SNAP (formerly, Food Stamp) data for the number of households, persons, and issuance amounts by locality, VDSS region, and statewide. Each category is divided into public assistance, non-public assistance, and total.

USDA Food and Nutrition Service (FNS) Quality Control Reports – These reports are part of a U.S. Department of Agriculture FNS system that measures the accuracy of state eligibility and benefit determinations. Data collected by quality control staff are used to report performance, for analysis, and program improvement.

VACIS – Virginia Client Information System is the predecessor system to ADAPT and current Services systems (e.g., ESPAS, OASIS).

VaCMS - The Virginia Case Management System is the comprehensive, integrated child care and Medicaid case management system. The system is web based so it is accessible without the need for special software. The system includes customer self-service features and provides full access to all authorized Child Care workers and support staff. In the future VaCMS will be enhanced to provide case management for SNAP, TANF, and LIHEAP.

VCWOR – Virginia Child Welfare Outcome Reports, reports run in OASIS on either a “rolling year basis” or as elements of the federal Foster Care reporting system known as AFCARS (Adoption and Foster Care Analysis and Reporting System). AFCARS collects child-level information on all children in foster care for whom the state has responsibility for placement, care, or supervision and on children adopted under the sponsorship of the state. It includes information on adoptive and foster parents as well.

Virginia Child Care Scholarship Database – The database used by the Child Care and Early Childhood Development Program to track the scholarships given, by semester, and their recipients, including courses taken by each qualifying student and their rate of course completion.

Virginia Independence Program (VIP) Monthly Reports – Three basic elements form the core of VIP, part of the state’s welfare reform program undertaken in July 1995: personal responsibility, work in exchange for benefits (i.e., the VIEW Program), and time-limited assistance. Monthly reports on VIP include work participation rates and VIP TANF and TANF-UP case activity by locality and state Economic Development District.

Virginia Sexual and Domestic Violence Data Collection System (or “VAdata”) – An integrated statewide database that began in 1996 and collects information about all victims who use the services of local domestic violence programs and sexual assault centers.

VNIS – Virginia Newcomer Information System is a web-based, statewide refugee data collection and management system.

WRAPS – Worldwide Refugee Admissions Processing System, an interactive computer system based at the U.S. Department of State in the Bureau of Population, Refugees, and Migration. The system is used to process and track the movement of refugees from various countries around the world to the U.S. for resettlement through the U.S. Refugee Admissions Program.

Web Usage Summary – The web usage summary displays usage statistics in monthly intervals as well as calendar and fiscal years. It uses IP addresses to differentiate one-time visitors from repeat visitors.

2-1-1 GetCare Caller Needs Summary Report – The 211 GetCare Caller Needs Summary Report displays the number of Community Resource Specialist database searches done by “need” categories and provides the number of resulting referrals. Information is available by selected timeframes

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