(a) Random moment time study (RMTS).  Office of Management and Budget (OMB) Circular A-87, Cost Principles for State, Local and Tribal Governments, requires that when an employee's time is devoted to more than one federal and/or state program, the cost of the employee charged to each program must be documented by a time report or other approved method that provides an equitable distribution of cost.  RMTS is a:

• (1) statistical tool for estimating the distribution of employee time.  The Oklahoma Department of Human Services (OKDHS) collects representative employee time studies to estimate the total distribution of employee time statewide to document and support OKDHS claims for federal matching funds; and
• (2) survey of random and computer-generated hits that are e-mailed each regular workday to local Field Operations Division (FOD), Family Support Services Division (FSSD), Adult Protective Services (APS), and Children and Family Services (CFSD) staff.  The sampled employee must respond to the task engaged in at a specific date and time highlighted in the text of the survey.

(b) Responsibilities for RMTS.

• (1) Each county director ensures the:
  • (A) employees in their respective counties respond to all survey hits as soon as possible; and
  • (B) monthly responses are completed by the 7^th day of the following month.  All responses for the quarter must be completed by the 7^th day of the following month at the end of a quarter.
• (2) The RMTS administrator in each county:
  • (A) assists the county director in ensuring that all survey hits have timely, completed responses;
  • (B) reroutes or forwards hits to new employees filling a vacancy;
  • (C) responds on behalf of vacant positions and employees on extended medical leave; and
  • (D) responds on behalf of employees on leave to meet the quarterly deadline of the 7^th day of the month following the end of the quarter.
• (3) Each employee responds to the RMTS:
  • (A) immediately upon receipt or return to the office; and
  • (B) as accurately as possible to ensure the integrity of the time study.

(c) Webpass.  The employee participating in the RMTS completes a registration for a Finance Webpass password to access the RMTS response documentation screen that displays all information necessary to record a sampled employee's response.  The employee registers through a RMTS hit, or accesses steps (1) through (6) in sequential order through the OKDHS InfoNet.  The Finance Division e-mails a new password to the employee immediately after the six steps are completed.

• (1) OKDHS Tools.
• (2) Finance Applications.
• (3) Speed-E-Travel.
• (4) Main Tasks.
• (5) Register New User.
• (6) Employee User ID.  Submit.

(d) RMTS e-mail hit.  The employee's e-mail RMTS hit:

• (1) identifies the sender as STO.FINANCE.CARE.RMTS.ADMIN@OKDHS.org;
• (2) identifies the high importance status of the e-mail;
• (3) identifies the employee and division of the position sampled;
• (4) highlights the date and time targeted to respond for task performed.  The date and time the hit is sent is not the targeted time and date for a response;
• (5) provides the link to respond;
• (6) provides the link to register for the Finance Webpass password; and
• (7) provides information for technical assistance.

(e) RMTS response.

• (1) The employee selects to respond to the e-mail hit and the log-in screen appears.  The log-in screen provides the security that the appropriate employee is the responder, and is completed before access to the documentation response screen.  The employee types in the employee's user identification number and Finance Webpass password.  The log-in screen provides employee the opportunity to:
  • (A) register for Finance Webpass password;
  • (B) change the password; or
  • (C) remind employee of password.  Upon employee's request, a password is e-mailed within 15 minutes.
• (2) The employee completes the log-in process and the documentation screen appears.  An employee's selection on the response documentation screen determines the federal or state funding.
  • (A) The employee selects the first block by highlighting:
    • (i) the specific client type or program or client referral to a division or program if the employee is a FOD, FSSD, or APS employee;
    • (ii) if the employee is a CFSD employee, the first block describes the status of the client; or
    • (iii) general activities, such as leave, lunch, break, not on duty, or vacant, or general support activities, such as personnel or other similar situations.
  • (B) The employee selects from a menu of activities in the second block.
    • (i) For FOD, FSSD, and APS employees, the activities are generalized into:
      • (I) income maintenance;
      • (II) client services; and
      • (III) general referrals to divisions or programs.
    • (ii) For CFSD employees the activities are:
      • (I) eligibility determination/redetermination;
      • (II) case management;
      • (III) recruitment/approval/development of foster case and adoption homes; and
      • (IV) training.
  • (C) The employee enters the client's case number in the third block.  This information is required for state and federal audit of programs when the specific response involves a client of OKDHS.  It is optional if the response is general.
• (3) The employee clicks the log your response icon at the bottom of the response documentation screen to register the response.