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016.14.1-516. Department of Human Services Statistical Report

AR ADC 016.14.1-516Arkansas Administrative Code

West's Arkansas Administrative Code
Title 016. Department of Human Services
Division 14. Office of Finance and Administration
Rule 1. DHS Administrative Procedures Manual
Part V. Reporting & Forecasting
Ark. Admin. Code 016.14.1-516
016.14.1-516. Department of Human Services Statistical Report
Currentness
I. PURPOSE: To establish procedures for the preparation and distribution of a Department of Human Services (DHS) Statistical Report in compliance with Section 6 of Act 280 of 1939.
II. PROCEDURES:
A. Responsibility:
The DHS, Division of Administrative Services (DAS), Managerial Accounting Section, Research and Statistics Unit has overall responsibility for the preparation and distribution of the final report, for collection of all information from the various divisions represented in the report, and for verification and approval from the divisions of the provided information before publication.
B. Content:
The report shall contain client statistics and necessary narrative to explain the statistics for those divisions considered to be program divisions. The support divisions will not be represented in the report as they do not provide direct services to DHS clients.
C. Collection:
Request for division information for the fiscal year must be made approximately one month prior to the beginning of a new fiscal year via a memorandum from the Administrator of the Research and Statistics Unit to the current contact person for each division. Upon receipt of a division's updated information, the affected pages are updated with new fiscal year information, then printed so they may be proofed by a staff member of the Research and Statistics Unit.
D. Approval Process:
1. A draft copy for each division is prepared, along with a checklist including each page in the section, and sent to the contact person for the division.
2. The contact person is requested to return the draft copy with the checklist completed and signed and any corrections marked appropriately, no later than the deadline date. If numerous revisions are required, the process will be repeated a second time for approval of the corrections. Otherwise, a member of the Research and Statistics staff will proof the section a final time.
3. Upon receipt of division approval, the pages are placed in sheet protectors and added to a binder for finalized report pages.
4. After the information for all divisions has been given final approval, a letter from the DHS Director to the Governor must be sent to the Director for his signature, along with a draft copy of the entire report.
E. Printing and Distribution:
1. A cover stock color must be chosen along with ink colors and a Duplicating Request, Form DHS-1912, must be completed.
2. The signed DHS Director's letter, the completed front and back covers, the report pages, and the completed Form DHS-1912 are sent to the Copy Center to have the final reports copied and bound.
3. A signed letter from the DAS Director to the Executive Staff must be prepared. A copy of the letter will be attached to each Executive Staff member's copy of the final report.
4. Upon delivery of the completed reports, distribution of the reports is begun with the Governor's copy, which is accompanied by the DHS Director's original letter and a summary of each division's data for the year. The next copies of the reports are distributed to the DHS Executive Staff and to the mailing list. Records are kept as to when each copy is delivered or mailed.

Credits

Eff. Feb. 15, 1996.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 016.14.1-516, AR ADC 016.14.1-516
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