411: overview of child welfare and fiscal. the pennsylvania child welfare resource center agenda...

411: Overview of Child Welfare andFiscal

411: Overview of Child Welfare and FiscalThe Pennsylvania Child Welfare Resource Center

Agenda

• Introductions• Overview of the Child Welfare System and

Laws• Services to Protect the Safety, Permanency and

Well-being of Children• The Fiscal Process• Child Welfare Fiscal Cycle• Evaluation and Closing

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Learning Objectives

• Participants will be able to define the basic purpose and structure of Pennsylvania’s Child Welfare Services.

• Participants will be able to identify laws and regulations that pertain to their jobs.

• Participants will be able to describe the elements of the casework and fiscal process; including descibing the Child Welfare Agency’s relationship and interaction with other systems and agencies.

• Participants will be able to describe the elements of the Child Welfare Fiscal Cycle.

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Questions to Answer…

• Who are we?• Why do we do what

we do?• Whom do we serve?• Who does what?• How do we do what

we do?• How do we know if

we are doing it right?

• Who can help us?

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Federal Structure

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What is ASFA?

• The Adoption and Safe Families Act of 1997 established the national goals of the Child Welfare System as safety, permanency, and well-being.

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Structure of Child Welfare

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State Structure

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State Child Welfare-Related Legislation

• CPSL– Establishes definition for child abuse and

neglect;– Defines parameters for investigation of child and

student abuse;– Defines parameters for assessment of children in

need of general protective services;– Sets requirements for mandated reporting;– Establishes clearance requirements for people

who work with children; and– Mandates services for the treatment of

prevention of child abuse and neglect.

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State Child Welfare-Related Legislation, Cont’d• The Juvenile Act

– Defines Delinquency and Dependency;– Provides for the powers and duties of Probation

Officers;– Defines Aggravated Circumstances in

accordance with the Adoption and Safe Families Act (ASFA);

– Establishes parameters for proceedings concerning adjudication and disposition for alleged dependent/delinquent children; and

– Provides for Permanency Hearings.

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Public Welfare Regulations

• Chapter 3130: Administration of County Children and Youth Social Service Programs;

• Chapter 3140: Planning and Financial Reimbursement Requirements for County Children and Youth Social Service Programs;

• Chapter 3150: Grants to Counties for New Social Services for Children and Youth;

• Chapter 3170: Allowable Costs and Procedures for County Children and Youth Social Service Programs;

• Chapter 3350: Adoption Services;

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Public Welfare Regulations, Cont’d

• Chapter 3490: Protective Services;• Chapter 3680: Administration and Operation of

a Children and Youth Social Service Agency;• Chapter 3700: Foster Family Care Agency;• Chapter 3800: Child Residential and Day

Treatment Facilities; and• Chapter 20: Licensure or Approval of Facilities

and Agencies.

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The Casework Process

• Initial Referral;• Investigation;• Status

Determination;• Accepted for

Services/Service; Planning, Delivery and Monitoring; and

• Case Closing/Other “Permanency” Outcomes.

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Case Scenario

• County children and youth agency (CCYA) receives the referral alleging sexual abuse of Kali.

• CCYA begins to investigate the report of abuse.• CCYA petitions the court for custody of the

children as mom is unwilling to comply with the safety plan. Custody is granted and the children are placed in foster care.

• Caseworker develops Family Service Plan/Child Permanency Plan in conjunction with the family.

• CCYA initiates services to the family.

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Social Security Act, Title IV

• Part A: Block Grants to States for TANF (Title IV-A);• Part B: Child and Family Services (Title IV-B):

– Subpart 1: Child Welfare Services;– Subpart 2: Promoting Safe & Stable Families;

• Part B: Child and Family Services (Title IV-B);• Part C: Repealed;• Part D: Child Support & Establishment of Paternity

(Title IV-D);• Part E: Federal Payments for Foster Care & Adoption

Assistance (Title IV-E); and• Subchapter XX: Block Grants to States for Social

Services (Title XX).

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Public Welfare Regulations

• Chapter 3140: Planning and Financial Reimbursement Requirements for County Children and Youth Social Service Programs– Example: OCYF Bulletin “Act 148 Invoicing

Procedures for County Child Welfare Services”

• Chapter 3170: Allowable Costs and Procedures for County Children and Youth Social Service Programs– Example: OCYF Bulletin “Out of Home

Placement Services – Contract Documentation”

• Chapter 3700: Foster Family Care Agency Chapter

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County Structure

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Major Service Categories

• In-Home and Intake Services;• Community-Based Placement;• Institutional Placement; and• Administration.

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In-Home and Intake Services: Cost Centers

• Adoption Service• Adoption Assistance• Subsidized Permanent

Legal Custodianship• Counseling and

Intervention• Day Care Service• Day Treatment

Service• Homemaker/

Caretaker Service

• Intake and Referral Service

• Life Skills Education• Child Protective

Service (Child Abuse)

• General Protective Service (General)

• Service Planning• Juvenile Act

Proceedings

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Community-Based Placement: Cost Centers

• Alternative Treatment;• Community-Based Residential Service;• Emergency Shelter Care;• Foster Family Service; and• Supervised Independent Living.

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Institutional Placement: Cost Centers

• Juvenile Detention;• Residential Service;• Secure Residential Service; and• YDC Secure.

• Administration (no cost centers)

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Revenue Sources

• Program Income (used to offset expenses)

• Title IV-D, Social Security, SSI, VA benefits, etc.

• Title IV-E (federal, uncapped)

• TANF (federal, capped)

• Title XX (federal, capped)

• Title IV-B (federal, capped)

• Title XIX (federal)• Act 148 (state,

capped)• County Share

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•What services are being provided to Kali and her family?

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• What are the basic needs of a child?

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• How does the county children and youth agency meet the basic needs of a child?

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Roles

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Invoicing

• Once invoices are received, the county children and youth agency must process the invoices for payment.

• The costs are coded into the Agency’s IT system. Costs are coded by major category, cost center and object of expenditure. Costs must also be coded client specifically.

• The accumulation of costs for a report period are reported on the “Expenditure Report” of the Act 148 Invoice.

• The accumulation of revenues applied to the costs on the “Expenditure Report” are reported on the “Revenue Report” of the Act 148 Invoice.

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Invoice Package

Click on Spreadsheet Image to Enter Spreadsheet

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Child Welfare Fiscal Cycle

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Planning Tools

• Trend Analysis– To identify a specific service need by identifying

a trend using analysis of all available data from previous periods

• Community Response– To identify a specific service need from a

community group’s identification of a concern

• Agency Report– To identify a specific service need using a local

service agency’s report of a recent concern

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Child Welfare Services

• Provided in two different ways:– Directly (by Agency staff); or– Indirectly (by purchasing the services from a

provider).

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Contracts Must Include:

• Single Audit Reporting Requirements;• Health Insurance Portability and Accountability

Act (HIPAA) compliance;• State Licensing of Facilities;• Insurance Documentation; and• Maximum Allowable Rate Documentation.

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Providers must maintain certain contract information in a central location.


Needs Based Budgeting Cycle

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Invoice Package, Revisited

Click on Spreadsheet Image to Enter Spreadsheet

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Budget Amendment Requests:

• Need submitted when actual expenses exceed budgeted amounts by 10% or $10,000 (whichever is greater) in any of the four major categories.

• Need submitted when the CCYA wishes to request additional fixed assets above the budgeted amounts.

• Need submitted when the CCYA wishes to request a change to their staff complement.

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Auditing

• Federal Audits– Auditor General (AG) audits federal revenues,

expenditures, and reporting– ACF and OCYF audit federal revenues, expenditures,

eligibility determinations, and reporting• State Audits

– AG audits State Act 148 as well as Special Grant revenues and reports

• County Audits– Single Auditors audit federal, state, and county

expenditures and revenues– County Auditors audit federal, state, and county

expenditures and revenues as well as Fiscal’s adherence to county policies and procedures

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Can You Locate and Reference Important Information in the Laws?

Federal

State

County Policies and Procedures

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Questions to Answer…

• Who are we?• Why do we do what

we do?• Whom do we serve?• Who does what?• How do we do what

we do?• How do we know if

we are doing it right?

• Who can help us?

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Who Are We?

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Why Do We Do What We Do?

• We ensure the safety, permanency and well-being of children. Federal and state law mandate that we do this.

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Whom Do We Serve?

• We serve children and their families to ensure their safety, permanency and well-being.

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Who Does What?

• All CCYA staff work towards:– Protecting and promoting the welfare of all children;– Preventing, remedying, or assisting in the solution of

problems which may result in neglect or abuse of children;

– Preventing unnecessary separation of children from their families;

– Restoring back to their families, children that have been removed;

– Placing children in suitable adoptive homes when reunification is not an option; and

– Assuring adequate care of children away from their homes.

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How Do We Do What We Do?

• Identify needs of children/families;

• Plan for services to meet those needs;

• Provide services to meet those needs; and

• Ensure funding to provide services.

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How Do We Know If We Are Doing It Right?

• Identify needs;• Evaluate services;• Plan services;• Secure services;• Secure funds; and• Process services.

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Who Can Help Us?

• Judicial System;• Law Enforcement;• State Personnel;• County Assistance

Office;• Domestic Relations

Office;• Social Security

Administration; and• Other agencies.

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Questions and Answers

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411: overview of child welfare and fiscal. the pennsylvania child welfare resource center agenda...

Documents

overview of child welfare

child welfare system

child abuse

child residential

investigation of child

assessment of children

children andmandates

adoption services