Work Participation - MFIP and TANF

The Minnesota Family Investment Program (MFIP) and the Temporary Assistance for Needy Families (TANF) Program offer employment-related services for clients making the transition from public assistance to work.

This section is for DEED staff, partner organizations and contractors who provide these services. It includes secure access to data that is important for program administration. Access to the data is not available to the general public. 

Data Access

Regular Users

New Users

New users need to complete the Application for Access Form to be issued a user name and password to access the secure data.

Follow these steps to access data: 

  1. Go to the secure data set download page. Enter your user name and password separately. Then select "Log In." 

  2. On the next screen are two different drop-down menus to choose from, titled "Select Location" and "Select Report." Depending on your access request, you will see either one county or a list of counties in the "Select Location" menu. Select one at a time.

  3. From the "Select Report" menu, pick one data set at a time from this menu also. Select and highlight the data set you'd like to access and then select "OK." 

  4. Another pop-up box will appear asking if you want to open, save, or cancel this file. The new files will all download into an individual new MS Excel spreadsheet for each of the files. Test these out at your own will: open, sort, filter, or save as an (.xls) MS Excel file and re-open it in MS Excel. Some of the larger counties will take longer to open, so give it a little time.

    Note that depending on the version date of your MS Excel, if you choose to 'open' the file directly from the web page download, you may get another side message pop-up that states, "The file you are trying to open is in a different format than specified by the file extension. Verify that the file is not corrupted and is from a trusted source before opening the file. Do you want to open the file now?" This message only appears because of the webpage formatting and you will always be able to select "Yes" to this. The secure site is a trusted source and the files will not be corrupted.

  5. If you choose to open the file from the web page download, and you have completed your tasks with the data set, you may close out of it and you will be returned to the "Secure Data Set Download Page" where you may choose another data set to download. Data may be printed directly off the web page. 

Data Sets

Monthly Listing of Availability

Current Month October 2014
Preliminary Month August 2014
TANF Work Participation July 2014
Teen Parent August 2014
Current Month FSS Participants October 2014
Job Search Hours July 2014
Persistently Unaccounted For January 2014 thru March 2014
TANF WPR - By County Updated thru July 2014
TANF WPR - By ES Provider Updated thru July 2014
TANF WPR - Tribal Updated thru May 2014
Listing of ES Providers Updated as of September 2014

Definitions of Available Data Sets

These are the available data sets from the secure data set download page:

  • County TANF WPR Spreadsheets

    The County WPR reports correspond with the Work Benefit Program (WB). The County WPR report format includes a column shaded gray which displays the number of WB cases in the numerator and denominator. This report combines TANF/WB cases and will be used to calculate county performance. 

    We are maintaining the "TANF only" WPR for those who wish to measure the impact of WB cases against a TANF only WPR. You can view this report by scrolling to the right of the combined report. If you have questions please let us know.

  • Current Month Data Set

    The Current Month data set contains all adults on MAXIS at midnight of the first day of the report month. It does not contain any cases/individuals who are missing household report forms nor does it contain any enrollments from the first day of the month. It does contain all adults associated with or receiving assistance for that month.

  • Preliminary Month Data Set

    The Preliminary Month data set was developed to ensure all data is up to date prior to the data being frozen at the end of the month in which it is released. This file provides opportunities to catch missed or forgotten data entries for the report month. It contains only "prospective" MAXIS or work hours. All hours entered into WF1 for the report month are included in this data set. Countable hours are displayed separately for use in determining which individuals and hours count towards the WPR.

    It was changed as of November 2008 release. Three (3) additional fields were added near the end of the data set. They were added to assist in determining whether or not minor parents in HS/GED activities will meet the TANF participation rate at the end of the report month. The three new fields of "EducationLevel", "DRA_Relationship", and "SumMAXIS_DESSchoolMoHrs" were added and placed between the "PrelimDESHours_NoWaiv" and the "AgencyID" field. The Prelim data dictionary and file layout tab were also updated to reflect these changes and provides a description of the fields.

    To use the added features to determine WPR compliance for teen head of households, the "EducationLevel" field must be less than 12; "DRA_Relationship" field must be a '1' or '2'; and the "SumMAXIS_DESSchoolMoHrs" field must be greater than or = to '3'.

  • TANF Work Participation Data Set

    The TANF Work Participation data set is comprised of persons/cases considered TANF. It does NOT contain persons/cases that are suspended, food only, or are two parent cases. These persons/cases are still included in the current month and preliminary month files.

    The TANF client level data set is considerably larger than its predecessor. It contains a wealth of information so that counties and providers can better manage their caseloads in accordance with TANF work participation rate requirements. The TANF data set now contains the provider ID and location number assigned to each case for the report month. In the process of doing this, we did drop the counselor name.

    The Fair Labor Standards Act (FLSA) limits the number of hours participants can be in unpaid work experience, CWEP or community service projects. Hours are calculated by adding the cash and food amounts for the month and dividing by state minimum wage. The TANF work participation file provides cash and food amounts along with hours in each of the above mentioned activities.

    The TANF Work Participation Data set last had a minor change. Effective with the July 2011 TANF data set and forward, the last column of "FSFederalFoodAmt" has been replaced with "F_FederalFoodAmt". The purpose of this change is to limit the food amount to just those individuals in the 'TANF family' which can be used with the cash amount in calculating the total number of hours of participation. Prior to July, the food amounts in the previous listed column contained amounts for everyone who ate together in the household including non-TANF individuals. The TANF Data Dictionary has also been updated to reflect this change.

  • Teen Parent Data Set

    The Teen Parent data set contains TANF teen applicants or teen spouses of applicants who are Work Eligible Individuals (WEIs) with grade levels less than 12 and verified MAXIS school status of full-time, half-time or less than half-time who have zero high school or GED hours recorded in the data warehouse for the report month. Applicants are listed by servicing county as recorded on the latest MFIP issuance transaction for the report month. Sanction information is included in the data sets. Counties/providers should use this report to identify teen parents for which no hours have been reported. Providers have until the end of the month in which this report is released to secure and record hours in WF1.

  • Current Month FSS Participants Data Set

    The Current Month FSS Participants data set can be used by ES Providers to reconcile Family Stabilization Services (FSS) records. FSS eligibility is derived from MAXIS data, specifically ES status codes. The ES status codes are derived by background, based on various STAT codes. These are loaded onto the ES Status field on EMPS only when an ELIG approval is done. The Current Month FSS Participants data set identifies those participants who have been determined to be FSS and are pulled out of the TANF WPR.


    The report contains a field, "EmploymentExemptStat", that identifies the ES status code assigned to a participant. It is important to note that there may be more than one reason a participant could be eligible for FSS, however when choosing which code of multiple possibilities to assign, MAXIS uses a hierarchy:

    • PRE-60 Month Hierarchy
      POST-60 Month Hierarchy
      Code
      Description
      Code
      Description
      27
      Special Medical Criteria (UP)
      12
      Special Medical Criteria
      34
      Newly Arrived Immigrant(UP)
      19
      Newly Arrived Immigrant
      33
      SSI / FSDI Pending (UP)
      18
      SSI / RSDI Pending
      28
      IQ Tested less than 80 (UP)
      13
      IQ Test less than 80
      29
      Learning Disabled (UP)
      14
      Learning Disabled
      30
      Mentally Ill (UP)
      15
      Mentally Ill
      31
      Mentally Retarded (UP)
      16
      Mentally Retarded
      32
      Unemployable (UP)
      17
      Unemployable
      23
      Ill / Incap more than 60 Days (UP)
      07
      Ill / Incap more than 30 days
      24
      Care of Ill / Incap Fam Memb (UP)
      08
      Care of Ill / Incap Fam Member
      26
      Family Violence Waiver
      11
      Family Violence Waiver

    This data set should be used to reconcile who has been identified as FSS. If a participant is receiving FSS services but it not on the report, contact the financial worker to determine the reason. Keep in mind, the ES status codes are only updated when a new approval has been made.

  • Job Search Hours Data Set

    The Job Search Hours data set is designed to keep you updated on the JS changes that took place effective with the October '08 TANF data set. A corresponding data dictionary has been added.

    The purpose of this data set is to provide Employment Service Providers with information about job search hour data. This will assist users to help manage the employment plan better and understand the work hours required, hours recorded/tracked in WF1/TEAMS, hours reported by DHS in the TANF WPR federal report as job search or other hours, and a balance of job search hours available for federal reporting in the rolling 12 month period.

  • Persistently Unaccounted for Data Set

    The Persistently Unaccounted For data set has been brought back in a new form. The work activity status of MFIP cases is crucial in helping clients meet the TANF Work Participation Rate (WPR) or its predecessor the MFIP WPR. Therefore, the DHS in late 1999 developed the MFIP Case Disposition Tracking report as a way to help counties and Employment Service (ES) providers track and resolve "unaccounted for" cases (cases that appear to have no disposition, e.g. working, in a work activity, exempt, sanctioned) that may have "fallen through the cracks" and to help detect and fix problems with our service delivery. Throughout the years the report has undergone a number of changes in the name of the report, the length of time for unaccounted for cases, and in the availability of data sources. Although the report has changed over time, the main reasons for having no activity on a case seem to remain the same: failure of the financial worker to update a MFIP case in a timely manner, failure of ES staff to update an activity when it occurs or shortly thereafter and record activity hours, or failure of the financial worker and ES staff to communicate. While it would be normal in almost all counties to have some cases "unaccounted for," it is not acceptable that a case remains "unaccounted for" for three straight months.

    We are renaming and reinstating the MFIP Unaccounted for Case file beginning with the April through June 2010 quarter. This file now just called “Persistently Unaccounted For” on our secure web page, while including cases with no recorded activity, has also been revised to include only cases that: have active members, have persons who are not on FSS, have persons not sanctioned for the quarter, and are still open two months after the reporting quarter. We’re hoping that these revisions will more accurately identify for counties/ES providers those cases in which there has been no activity. The MFIP Unaccounted for Case indicator in the MFIP Management Indicators Report was also reinstated and issued in the MFIP Management Indicators Report for the April through June 2009 quarter. This case file was to have been released at the same time but we have continually run into technical difficulties. Please review the file with your ES provider to ensure that a referral has been made to ES, that a provider has assigned a job counselor and that all hours in an activity have been duly recorded.

  • Other Data Set

    The Other data set is usually empty. It is there to be used for special runs for providers/counties and will only be populated upon special request or need.

  • WPR Reports

    The TANF Work Participation Rate (WPR) Report by County and the TANF Work Participation Rate (WPR) Report by Employment Service Provider (ESP) (linked below) contain three columns of information. The left column contains the raw TANF participation rate, it is calculated by dividing the denominator into the numerator. Not more than 30% of the numerator cases may be the numerator due to federally-countable vocational education activity or teen head-of-household or married teens completing high school or GED or education directly related to employment averaging 20 hours or more per week. The right column contains the final TANF participation rate for the report month after removing excess cases from the numerator that exceed the 30 percent federal limit.

    Please remember that the County TANF Work Participation Rate Report has been revised to exclude all applicable FSS cases and that it may take several months for FSS implementation results to be achieved. We've added an additional Excel document to this portion called "Listing of Employment Services Providers". It contains a numerical listing of location ids for providers that can be used as a resource for the ES Provider WPR.

    We have received many inquiries regarding how the 30 percent limit is used in calculating the TANF work participation rate (WPR). The TANF WPR report, either county or provider model, contains three segments with these headings: Before Application of 30 percent Limit (left); Cases Subjected to 30% Limit (center); and After Application of 30 percent Limit (right).

    Olmsted County’s March 2008 WPR is used in the following example. Please refer to the March 2008 County TANF WPR report. It was determined that Olmsted initially had 67 cases that met the TANF requirements to be counted in the numerator.

    1. There are 31 cases included in the numerator due to Voc. Ed or Teens in HS/GED. The 31 cases represent 46.3% of the total numerator cases. This leaves 36 cases that are not subject to the 30% limit.
    2. In order to determine how many cases need to be removed from the original numerator to get under the 30% limit, 36 is divided by (.7). This results in a new numerator of 51.42857.
    3. Truncate this number to get a whole number of 51. Now the difference between the new numerator (51) and the original one (67) is 16.
    4. So then, 16 of the 31 cases subject to the 30% limit were removed from the original numerator. Now one can divide the new numerator by the denominator in the left segment and reach the revised WPR.
    5. The same logic is applied to each provider in the Provider TANF WPR report. 

Data Dictionaries

To draw attention to columns in the files, we have assigned ‘yellow’ for financial workers and ‘green’ for providers. These are displayed on the file layout page in the data dictionaries for each file. These fields are highlighted as they represent some key elements for each of the data sets. If these data are not correct, it will cast a negative impact on the outcomes. Consider this a starting point for your review especially if you are overwhelmed by the magnitude of the data sets.  

Note that those columns highlighted aren’t the only ones that need your review. Take time to review the dictionaries and file layouts so that you're familiar with the changes and potential impact on your data. 

The following Excel spreadsheets are available for download:

Participation Reports

TANF Work Participation Reports

County

Individual months are listed within each report. Reports are in Excel format.

Employment Services Provider

Individual months are listed within each report. Reports are in Excel format.

Tribal TANF Work Participation Reports

Individual months are listed within each report. Reports are in Excel format.

Updates

Employment Service Providers

The List of Employment Service Providers has been updated as of September 2014. Due to the changes as a result of Workforce One Rewrite launching, there have been many changes to the Provider IDs that should be reviewed. All other tabs have been listed as outdated agency ids and locations so that look ups of previous WPR spreadsheets can still be accomplished with as much ease as possible.

Job Search Hours Calendar

To facilitate a better understanding when Job Search hours are captured and used, we have included a Job Search monthly calendar. Note that Job Search monthly parameters differ from those of other activities.

There have been many questions regarding why job search hours are not counting towards the participation rate. This calendar spreadsheet may help providers understand when job search hours are captured. Remember, job search months are different than regular activities, which are counted from the first to the last day of each month. If there are any questions, contact Steve Erbes for clarification.

Contact

If you have any questions with downloading the data from the current secure webpage, or importing the data into an Excel workbook, email Steve.Erbes@state.mn.us

We archive all previously issued months' data sets for two years on a rolling calendar month basis. If you need to access previous data, email Steve.Erbes@state.mn.us.

For questions or comments about the data, contact:

Steve Erbes 
Voice: 651-259-7539 
Fax: 651-215-3842 
TTY: 651-296-3900 
Email: Steve.Erbes@state.mn.us