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Outcome Tracking System

The Outcome Tracking System (OTS) application replaced the Employment First Outcome Tracking System (EF OTS) in October 2019. The new OTS application captures how people are spending their days. It looks at systems and services outcomes: those larger outcomes that are happening with services. This new application does not focus on individual outcomes that are identified within a person’s plan (ISP/IP). 

The Ohio Department of Developmental Disabilities (DODD) will use the data from the OTS application to better align policies, procedures, and legislation that will improve how people live, work, play, and thrive in their communities.

Anyone with access to the previous Employment First Outcome Tracking System application as of June 27, 2019 will automatically have access to the Outcome Tracking System application. All other users will need to request access.

The OTS Process

OTS will include DODD certified providers that are providing Adult Day and Employment Supports, intermediate care facilities (ICFs) and developmental centers (DCs), and county boards of developmental disabilities (CBs). Participation in OTS is a requirement for employment providers per the Employment First Rule: Ohio Administrative Code 5123:2-2-05. Currently, participation for Adult Day Services providers, ICFs, and DCs is not required, however, this data is valuable and DODD asks that all providers participate. 

Adult Day and Employment providers, ICFs, DCs, and CBs will enter data into OTS once a year for the people to whom they have provided employment services, Adult Day Supports, and Active Treatment in the month of September. Providers will have a six month timeframe to complete questionnaires: October 1 through March 31. 

The OTS questionnaire contains six “yes or no” questions for providers to answer. While two of the questions are optional, answering all six questions creates a more complete picture of how people are spending their days in their communities. Employment providers are required to answer questions #1 through #4 and their associated sub-questions. Questions #5 and #6 are not required per rule for any provider, but DODD encourages all providers to answer them to help DODD better understand how people live, work, and play in their communities. All data will be shared on an external website for all Ohioans to see, including the aggregate data from questions #5 and #6.

How Data is Imported into OTS

For Adult Day and Employment providers, people are added into the providers’ respective dashboards on September 10 if the provider has billed certain waiver services—Adult Day, Vocational Habilitation, Group Employment, Individual Employment, and Career Planning (Benefits Education and Analysis, Career Discovery, Career Exploration, Employment-Self-Employment Plan, Job Development, Situational Observation and Assessment, Worksite Accessibility, and Self-Employment Launch)—within the last 12 months. 

All people residing in an ICF or DC as of September 10 will be added to the respective dashboards for each facility. 
For county boards, people are added to the respective dashboards based on the services and supports selected within CRM-IDS, as long as the person is considered active. A person is considered active when there is no termination date, no date of death, and the person has an enrollment or re-enrollment date. 

People receiving Adult Day or Employment services on local funds will be assigned to the appropriate provider(s) by the county board. People receiving Active Treatment that resembles an Adult Day or Employment service will be assigned to the appropriate provider by the ICF or DC. If an ICF or DC has a contract with a provider that is not a DODD provider, the ICF or DC will be responsible for entering the data. 

Outcome Tracking System Tutorials

 

 

Outcome Tracking System Recorded Webinar