XIV. Glossary

Assessment: Process used by the Provider to determine a customer's strengths and weaknesses regarding readiness to engage in self-sufficiency activities, including employment.
CCAP: Child Care Assistance Program.
Customers Served: Customers with whom the Provider has had at least one personal contact in the provision of contractual services.
CSA: Community Service Agreement - The contract between the Department and the Provider.
CSA Tracking System: This system maintains published contracts. The Administrative Site is used by the DHS staff. The Provider Site is used by the approved Provider to access their contract(s) and update facility and contact information.
Countable Activities: Activities in which the customer must participate to acquire the required participation hours. These activities are detailed in Section III.
DCFS: Illinois Department of Children and Family Services. DCFS is the state agency with primary responsibility for the welfare and safety of children.
DFCS: Division of Family and Community Services.
DHS: Illinois Department of Human Services.
Deliverables: The contracted outcomes found in Exhibit B to the Contract on which the payment to the Provider is based.
Deobligation: Deobligation is a decrease in the total estimated dollar amount of the contract.
Direct Costs: Direct costs are expenses identified in the approved program budget. They are costs that are directly related to the administration of the program on a dollar for dollar basis. Direct costs may include but are not limited to:
- salaries and fringe benefits paid to staff that devote the majority of their time to provide services directly to customers or directly assist in the administration of the program. Examples of this type of staff are Program Directors, Case Manager, Job Placement personnel and accountants/bookkeepers; and
- expenses incurred solely for the program such as rent, utilities, telephone service, sub-Providers, office equipment and supplies and travel expenses.
DUNS: Data Universal Numbering System - A unique nine-digit identification number provided by Dun & Bradstreet for each physical location of a Provider's organization. Assignment of a DUNS Number is mandatory for all organizations required to register with the Federal government for contracts or grants.
Excused Absences: An excused absence day is a day the customer is scheduled to participate in an unpaid activity but does not meet the requirement. (See Section IV. B for details.)
FCRC: Family Community Resource Center
Holidays: Absences due to recognized holidays. (See Section IV. A for details.)
Illinois Link: The Illinois Link is a system that provides the opportunity for customers to access their public assistance benefits electronically. The Link card requires entry of a secret PIN to access benefits.
Indirect Costs: Indirect Costs are expenses incurred by the Provider agency in the course of doing business. Indirect costs may include but are not limited to:
- a percentage of salaries and fringe benefits paid to staff that provide services indirectly to customers or assist in the administration of the program. These individuals do not devote the majority of their time to the program. Examples of this type of staff are Executive Directors, Comptrollers, Human Resources Directors and receptionists.
- expenses incurred in the course of doing business in which a portion can be attributed to the administration of the program such as banking costs, insurance, rent and utilities.
Job Placement/Billable Placement: A job in unsubsidized employment in which the customer has been retained for 30,60 or 90 days and meets all the qualifications for administrative payment as specified in Exhibit B in the Contract. (See your contract for more specific information and details)
OCA: Office of Contract Administration - This DHS Bureau is responsible for reviewing and maintaining all DHS obligated contracts, amendments, modifications and renewals.
Outreach: All efforts made by the Work and Training Provider to engage customers and get them to fully cooperate in all required program activities. Efforts include counseling, reviewing requirements, telephone contacts, home visits, mailed notices, etc.
Participation Hours: The number of hours per week, as defined in the federal Personal Responsibility and Work Opportunity Act, a TANF customer is required to complete as a condition of eligibility for benefits.
Provider Manager: The Employment and Training Resource Development Services staff person who manages the Providers' contractual Agreements in collaboration with the Division of Family and Community Services' regional and FCRC staff.
Responsibility and Service Plan (RSP): Responsibility and Service Plan is a plan that identifies goals and steps within a timeframe to support the customer's efforts to reach and maintain maximum independence.
Retention: Unsubsidized employment retained for the period(s) of time as specified in the contractual agreement.
Sanction: Action taken to reduce a customer's benefits when the customer fails and/or refuses to complete the assigned activities and required number of hours, as assigned by the FCRC caseworker and/or work and training Provider.
Staffing: The meeting between the Provider and Department staff to discuss the progress of individuals assigned to the Provider for services.
Subsidized Employment: Subsidized Employment is work with earnings provided by an employer who receives a subsidy for the creation and maintenance of the employment position.
Uniform Grant Agreement: The contract between the Department and the Provider.
Work Verification System (WVS): The Work Verification System is a web-based application that allows for processing of case actions, the reporting and tracking and counting of work and training activities; and the capture, conversion and storing of required forms and documentations. Only contracted Providers will use the WVS.