A representative from the Nevada Division of Welfare & Supportive Services is seeking information about document management systems in other States that satisfy all of their outgoing program correspondence needs and meets the following minimum criteria:

• SOFTWARE CRITERIA: The software must run on AIX or Windows servers and must provide API's that can be called in Java or EGL code. We need one solution that will work for mainframe and server applications. The software must be able to convert all our existing Adobe forms. The software must include support for IBM mainframe printers (see attached example). The marks in the margin are required for mainframe printing to indicate how many pages must be grouped and stuffed into a single envelope. The software should include SOA support so that it can be called as a service. The software must support PDF files. The software must support the use of all special characters, so Spanish forms can be developed.
• SYSTEM CRITERIA: The system must allow for forms to be modified without requiring each form be initiated manually (i.e. the form should be generated automatically unless the user chooses to review and/or modify the form first). The system must make the form instantly available for review and/or modification. The system must allow for selection of either a Spanish or English version of a form on demand

A representative from the New York Human Resources Administration would like to know if anyone recommends an assessment tool to measure the employment-related motivation level of cash assistance for clients? New York is looking for a tool that will allow them to compare motivational levels among different groups of clients to determine whether a particular intervention is successful in increasing clients motivation to find and maintain employment.

A representative from the Iowa Department of Human Services would like to hear from States that use data systems that automatically search other systems and import relevant data into one location to determine program eligibility and enrollment. Currently, Iowa's eligibility staff have to manually search a variety of data systems in order to find information used to establish eligibility for applicants and enrollees (e.g. UIB, wage data, social security benefits, VA benefits, etc.). Other terms used for this type of functionality may be 'data mining' or 'data brokering'.

A representative from the Oregon Department of Human Services would like to know if States use client swipe card systems to track and record attending for TANF clients participating in employment, training, and other self-sufficiency activities? If no, why not? If yes:

• How does the system and process works?
• For what other purposes is the card being used (electronic benefit transfer for program benefits)?
• How long has the system has been in place?
• Was it developed in-house or by a vendor?
• How was the system developed, implemented, and what was the timeline?
• What are the benefits of the system (cost savings, reduced errors, workload impact, client and partner convenience)?
• Were there implementation challenges and/or lessons learned?
• Have there been any changes made since implementation
• Are there any quality control procedures to check data?

The Peer TA Network would like to learn what what technology or data system(s) organizations use to measure program performance based on key program indicators (e.g., work participation, caseload dynamics)? If an organization does not use technology, how is program performance measured?

The Peer TA Network would like to learn about the technological characteristics of the technology or data system(s) that organizations use? Are tools web-based, and can they be accessed from any PC? Are they tied to any other data systems? If so, which ones? What are the job titles or job functions of the people within your organization who use it?

A representative from the District of Columbia Department of Human Services would like to know if any States have a database that centralizes all client information related to participation (i.e. time and attendance, case notes, etc), and is willing to share the solicitation used to acquire the system?

In their efforts to improve continuous engagement for TANF participants, a Rhode Island subcommittee of its Welfare Reform Information Task Force is asking if any state has devised a system of notification via computer between case manager(s) and vendors who provide services for TANF clients. Although the state already has a well developed paper notification system between itself and its vendors, it would like to automate notifications and make a 'paperless' system. The state would like to know if any states have developed a way to communicate the individuals' employability plan on the computer as a WORD document to its contractors, receiving the plan back as items are completed or not and/or outlining progress in specific activities. A best case scenario would be a family plan available in 'real time.' Such a plan would be accessible to vendors who could place notes or comments in the plan on the screen or even track attendance. This screen might be available in various forms to all involved in the plan, including the client. The state could then use this document on the screen to plot the client's progress, pay vendors timely and provide for plan changes while keeping abreast of client's activities - even daily, as needed.