pccyfs children’s services policy day june 27, 2011 office of children, youth and families
TRANSCRIPT
PCCYFS Children’s Services Policy Day
June 27, 2011
Office Of Children, Youth and Families
Agenda
Upcoming Areas of Focus PIP Update CQI Heart Gallery Juvenile Court Rules Safety Education Independent Living Fostering Connections
CAPTA CJA Cross System Collaboration Recently Enacted
Legislation Budget NBPB Public Welfare Code Contract Documentation
Upcoming Areas of Focus System Integration
Systems of Care Integrated Children Services
Congregate Care Youth age 13-17 entering care Service needs to prevent entry or shorten length of stay
Psychotropic Medication Resources available Gaps Needs
CFSR PIP: Update on our Progress
33% of PA’s PIP action steps have been completed + 30% of PA’s PIP action steps are ongoing = 63% of PA’s PIP is either ONGOING or COMPLETE!
As of the end of Quarter 3 (3/29/11), 170 out of 270 PIP action steps have either been completed, or continue as ongoing tasks.
Continuous Quality Improvement (CQI)
Continuous Quality ImprovementWhat it isn’t and what it is…
Continuous Quality Improvement (CQI) is not a time limited project or initiative. It is the ongoing process by which an agency makes decisions and evaluates its progress.
“A framework for implementation”Casey Family Programs & NRCOI
The DAPIMTM Model: A “Flywheel”
Implement Plan
Define
Performance& Capacity
Monitor Assess
-© 2009 American Public Human Services Association
QSR Activities
QSR Case Reviews
QSR Focus Groups and
Key Stakeholde
r Interviews
DPW Licensure
Caseworkers
Supervisors
Other: may consider
youth, birth families,
foster families,
courts, etc.
Same cases as QSR sample
Stakeholder interviews
Feedback to Caseworker
and Supervisor
Additional intake, foster
home, and personnel files
Review for regulatory compliance
Written Case Summary
Aggregate quantitative
results
Summation, Discussion, Next Steps Planning
PA QSR Protocol: PA QSR Protocol: Child/Youth and Family Status Child/Youth and Family Status IndicatorsIndicators
PA QSR Protocol: PA QSR Protocol: Child/Youth and Family Status Child/Youth and Family Status IndicatorsIndicators
1a. Safety: Exposure to Threats of Harm1a. Safety: Exposure to Threats of Harm
1b. Safety: Risk to Self/Others1b. Safety: Risk to Self/Others
2. Stability2. Stability
3. Living Arrangement3. Living Arrangement
4. Permanency4. Permanency
5. Physical Health5. Physical Health
6. Emotional Well-being6. Emotional Well-being
7. Learning & Development7. Learning & Development
8. Pathway to Independence8. Pathway to Independence
9. Parent & Caregiver Functioning9. Parent & Caregiver Functioning
PA QSR Protocol: Practice Performance IndicatorsPA QSR Protocol: Practice Performance IndicatorsPA QSR Protocol: Practice Performance IndicatorsPA QSR Protocol: Practice Performance Indicators1a. Engagement Efforts
1b. Role and Voice
2. Teaming
3. Cultural Awareness & Responsiveness
4. Assessment & Understanding
5. Long-Term View
6. Child/Youth and Family Planning Process
7. Planning for Transitions and Life Adjustments
8. Efforts to Timely Permanence
9. Intervention Adequacy & Resource Availability
10. Maintaining Family Connections
11. Tracking & Adjusting
Interpretive Guide for Child/Youth and Family Status Indicator Ratings
Unacceptable Range: 1-3 Acceptable Range: 4-6
Improvement Zone: 1-2 Refinement Zone: 3-4 Maintenance Zone: 5-6
Status is problematic or risky. Quick action should be taken to improve the situation.
Status is minimum or marginal, may be unstable. Further efforts are necessary to refine the situation.
Status is favorable. Efforts should be made to maintain and build upon a positive
situation.
1 2 3 4 5 6
Adverse Status
Poor Status Marginal Status
Fair Status Substantial Status
Optimal Status
The individual’s status in this area is poor, unacceptable and worsening.
Status is and may continue to be poor and unacceptable. Any risks may be mild to serious.
Status is mixed, limited or inconsistent and not quite sufficient to meet the individual’s short-terms needs or objectives now in this area.
Status is at least minimally or temporarily sufficient for the individual to meet short-term needs or objectives in this area.
Substantially and dependably positive status for the individual in this area with an ongoing positive pattern. Status is good and likely to continue.
The best of most favorable status presently attainable for this individual in this area (taking age and ability into account).
Final ReportQSR Findings Report
Demographics Child/Youth and
Family Status Domain
Practice Performance Status Domain
QSR Results Summary
Key Questions to Consider for Next Steps Planning
Purpose:
The Next Steps Meeting is designed to be a starting point or continuation of the county’s efforts in the Continuous Quality Improvement (CQI) process which focuses on the development of an action plan for enhancing case practice and system performance.
Sponsor and Improvement Teams
Sponsor Team
Implementation Team
Work Grou
p
Sponsor Team• Defines high-level vision of CQI efforts• Secures resources • Creates and charters Improvement Team
Improvement Team• Guides CQI work day-to-day• Maintain hands-on responsibility for CQI
efforts• Charters and oversees smaller CQI work
groups• Communicates with Sponsor Team
Work Groups• Implement improvement efforts focused on
specific target areas• Representation from agency staff, providers,
consumers
Work Grou
p
Work Grou
p
Assessment: Building the Bridge to Planning
“This work involves group input, brainstorming and dialogue to determine the priority order of identified gaps, root causes of gaps, and general remedies to address root causes.”
© 2009 American Public Human Services Association
County Improvement Plan County Improvement Plan (CIP)(CIP)
Section I. Sponsor Team Members
Section II. Background
Section III. Priority Outcomes
Section IV. Findings
Section V. Strategies and action steps for each outcome
Bringing CQI to Life
Review and analysis of
CQI findings
(with focus on QSR results)
Identify recommend
ed improvement priorities
CQI Sponsor
Team creates
CQI Charter
and approve priorities
CQI Improvemen
t Team receives CQI Charter and
develops County
Improvement Plan
CQI Sponsor Team
reviews County
Improvement Plan and approves
for submission
to state
CQI Work Groups identify
and implement strategies
to actualize
CIP
Improvement Team
monitors and
analyzes work groups
CQI Sponsor
Team receives findings
CYS leadership, CQI staff,
with support of TA
Collaborative
PA Heart Gallery An initiative of the Statewide Adoption and
Permanency Network Began in 2006 Volunteer professional photographers High quality portraits of children Focused on older youth and sibling
groups in need of adoptive families
PA Heart Gallery
Traveled the Commonwealth Online at www.adoptpakids.org 129 older youth and sibling groups
featured over 5 years46 of those youth were adopted or
placed into a permanent familyTraveling Heart Gallery ending 6/30/11
PA Heart Gallery
New process: All children registered with the Pennsylvania
Adoption Exchange (PAE) are eligible List of volunteer photographers across state Photographs of children waiting for permanency Photos on www.adoptpakids.org Copies of photographs will be given to county
caseworker and the child
PA Heart Gallery
List of participating photographers posted online at www.diakon-swan.org under Publications titled “Photographers PA Heart Gallery”
County caseworkers may contact the volunteer photographer in their county
Every child on PAE can and should have a high quality photograph
Adoption Finalizations
2,388 children had finalized adoptions in State Fiscal Year 2009-10
Highest single year in PA Since SWAN began in 1992 over 30,000
children were adopted from foster care in PA
Juvenile Court Rules
Effective July 1, 2011
The majority of the rule amendments address the educational, health, and disability needs of a juvenile or child
Each of these educational, health care, and disability needs must be addressed at each stage of the proceedings and in the court’s orders.
Additional rule amendments address determinations during court proceedings, Ex Parte communication and placement changes.
Juvenile Court Rules re: Educational Needs
Focus on three key issues at every stage of the court proceedings minimizing school changes; ensuring that a juvenile or child is attending
school, receiving educational services, and making progress toward graduation; and
ensuring that each juvenile or child has a legally authorized educational decision maker.
Juvenile Court Rules re: Health Care and Disability
The court must ensure that: Health care and disability needs are
Identified, Monitored, and Addressed.
Children with disabilities are receiving necessary accommodations.
Juvenile Court Rules re: Disposition on Record
Court must state on the record the findings and conclusions of law that form the basis of its decision Placement outside the home the court shall
impose the least restrictive placement consistent with the protection of the public and best suited to the juveniles treatment, supervision, rehabilitation and welfare
Juvenile Court Rules re: Ex Parte Communication
Requires the appointment of a designee other than a judge or a party to receive the report from the foster or adoptive parent or relative caring for the child
Juvenile Court Rules re: Placement Changes
Requires prior notification to the court of the child’s move
Emergency moves – Judge not available Agency may temporarily place the child in shelter
care or other appropriate care Must immediately notify the court of the change
Leave message File a motion the next business day
Out-of-Home Care Safety Assessment – Status Update
Request by County Children and Youth Agencies for delayed implementation
Review of CFSR PIP timelines related to implementation and roll-out
Discussion with the Administration for Children and Families regarding the re-negotiation of timelines
Decision forthcoming
Education Related Matters Education Bulletin and Screen
Convening a workgroup to address areas of concern Attempt to streamline the use of the screen Development of a FAQ document Conference calls with the Education Liaisons, Education Law Center,
Juvenile Law Center, Child Welfare Training Program and OCYF staff June 13 July 27 September 1
Request from County Children and Youth Agencies regarding possible delayed implementation Review of CFSR PIP timelines related to implementation and roll-out Discussion with the Administration for Children and Families regarding
the re-negotiation of timelines Decision forthcoming
Collaboration with PDE
Meeting forthcoming with Deputy Secretary for Elementary and Secondary Education Foster Care related issues Juvenile Justice issues
Collaboration on the development of a FAQ document related to Fostering Connections
McKinney-Vento – Awaiting Foster Care
Independent Living
Program Bulletin focuses on improved outcomes for youth and young adults Educational Stability
Secondary and Post-Secondary Education Health Care Proxy Transition Planning Trial Discharge
Fostering Connections
Extension of Care for 18-21 Stakeholder workgroup convened by
Pennsylvania Partnerships for Children and Juvenile Law Center
Facilitated by Finance Project Charged with completion of fiscal analysis and
recommendations
Child Abuse Prevention and Treatment Act (CAPTA)
Citizen Review Panels Three panels already established Emphasis on the development of formalized
recruitment efforts Current panels Future panels
Creation of three additional panels Southwest Southeast North Central
Children’s Justice Act (CJA) Task Force meetings four times a year Subcommittee meetings monthly Submission of CJA application May 31, 2011 Recommendations related to:
Development of a model protocol Technical assistance related to multi-disciplinary/joint
investigative teams Pennsylvania Chapter of Children’s Advocacy
Centers/Multi-Disciplinary Teams Forensic interviewing
ChildFirst PA through the Pennsylvania County Children and Youth Solicitors Association and Pennsylvania District Attorneys Association
Cross System Collaboration
Permanency Practice Initiative Phase 3 – 31 counties
Grief and Loss, FGDM, Family Finding, 3 month Permanency Reviews, Family Development Credentialing, CPCMS
Systems of Care 15 counties over the next 5 years
Montgomery, York, Chester, Erie and Lehigh National Governor’s Academy
County sustainability plans
Safely Reducing Number of Children in Placement
Where we were
Where we are now
9-30-06 21,500 9-30-07 20,935 9-30-08 19,385
9-30-09 16,740 3-31-10 15,920 9-30-10 14,848
Recently Enacted Legislation
Senate Bill 1360 (Act 101 of 2010) Signed October 27, 2010 Three key themes:
Voluntary post adoption contact DPW, AOPC and JCJC to develop procedures
Information Registry Access to Records and Release of Information
Effective in 180 days (April 25, 2011)
Act 101 of 2010
Continuation of Juvenile Court Proceedings pending notification of parties
Uploading of social and medical information to the Pennsylvania Adoption Information Registry (PAIR)
Roles and responsibilities of Authorized Representatives
Proposed Orphan’s Court Procedural Rules Comments due by August 24th
Recently Enacted Legislation Continued House Bill 2258 (Act 115 of 2010)
Signed November 23, 2010 Reasonable efforts must be made to place siblings
together unless it is contrary to safety or well-being When siblings are not placed together, visitation must
occur at least twice a month, unless it is contrary to safety or well-being
Efforts must be made through out the life of the case Matters must be determined at the initial time of
placement, as well as each permanency hearing Effective in 60 days (January 22, 2011)
Recently Enacted Legislation Continued
House Bill 2338 (Act 119 of 2010) The Children in Foster Care Act Signed November 24, 2010 Provides basic protections to children in foster care
Model grievance policies and procedures must be made available to all county and private agencies within 30 days of the effective date
Each county or private agency must adopt the model grievance policies and procedures or revise its current policies and procedures within 45 days of the effective date
Effective in 120 days (March 24, 2011)
Budget
Needs-Based Plan and Budget
Format Changes
Streamline Information
Reduce Duplication Analysis and
Impact Addressed Globally
Updates Section 2-3: Meeting
Mandates Section 3: General
Indicators Section 4: County
Programs and Services
Section 6-3: Special Grants
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NBPB (continued)
No ChangesSpecific Special Grant ProgramsAccess Database and Excel FormsOCYF Review Process
Deleted Contract Requirement related to Provider Outcomes
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NBPB Submission Deadline
Narrative and Indicators by August 15, 2011
Budget Forms (Excel and ACCESS) by September 15, 2011
Delay in submission of budget requires 4th Quarter Invoice
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Section 4-1: Children Not Accepted for Services/Prevention Services
Community Prevention ServicesServices offered
through community agencies and supported in part through contract intended to divert family from child welfare system
Placement Prevention ServicesServices offered
through county staff and/or contracted providers intended to divert a child/youth from entering out-of-home care
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Section 4-2: Pennsylvania Academic and Career/Technical Training Project (PACTT)
Principle: Job skills and readiness must begin in placement
PACTT works with residential providers to enhance career/technical programs and achieve transfer of school credits
Dependent and Delinquent Youth
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Section 4-2: Mentoring
Sustain Self-Sufficiency Efforts Post-PlacementMentor to Support in Job Readiness; Skills;
Community Re-OrientationMentoring Relationship to Begin in Placement and
Continue Beyond DischargeCoordination and Collaboration
OVRCareer LinkEducation and Intermediate Units
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Section 6-3: Special Grant Initiatives (SGIs)
Evidence-Based Programs (EBP) 6-3a
Multisystemic Therapy (MST) Functional Family Therapy (FFT) Multi Dimensional Treatment Foster Care
(MTFC) Family Group Decision Making (FGDM) Family Development Credentialing(FDC) High-Fidelity Wrap Around (HFWA)
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Section 6-3: SGIs (continued)
Pennsylvania Promising Practices (PaPP)Dependent (PaPP Dpnt)Delinquent (PaPP Dlqnt)
Housing InitiativeAlternatives to Truancy Prevention
Program (ATP)
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Section 6-3: Program Specific Information for SGI Requests
For each SGI selected, provide the following information: Three (3) service outcomes the county
expects to achieve as a result of the program
The service provider
Budget information
An explanation for any history of under spending or underutilization of the program
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Section 6-3: Summary of Total SGI Impact
Overall summary of how the selected special grants programs will impact service delivery and child and family outcomes
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Program Specific Information IL
Streamlined county narrative to include the following: An explanation for any history of underspending or under-
utilization of the program. Budget information, including description of line items; Three (3) service outcomes the county expects to achieve
as a result of the program; and Five (5) targeted service/support questions.
Section 6-3(l): Assessment Tool
Reimbursement for “per administration” costs associated with YLS/CMI ($1.25 per assessment)
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Public Welfare Code – Title IV-E
Explicit Statutory Authority Consultation with Counties and Providers Deadlines for submission and review Three Year Cycle with ability to request re-
determination if cost of care changes Request reconsideration of maximum
allowable amounts
Residential Provider Contract Documentation
FY 2010-2011: (as of 6.20.11) 112 finalized and posted out of 210 initial submissions –
52 with OCYF – 35 waiting provider response
FY 2011-2012: (as of 6.20.11) 4 finalized and posted out of 105 initial submissions –
8 with OCYF – 5 waiting county/provider response
ACF is reviewing four finalized provider packets, two from FY 10-11 and the two from FY 11-12.
Contract Documentation (Continued)
DAPIM Meetings Providers, Counties, and OCYF joined to
evaluate the process and propose improvements to the process.
Two meetings have been held and another scheduled for July. Accountability
DAPIM Subcommittee meeting June 28th
Allowable vs. Non-Allowable Cost for 148 & IV-E “Gray” activities or scenarios
Contract Documentation (Continued)
FY 2011-2012 Reviews Success of the process depends on full commitment and
participation of all stakeholders. Counties work with providers on initial submission OCYF providing more Tech. Assist.
Contract Documentation (Continued)
Finalizing FY 2010-2011 with initial review of FY 2011-12
FY 2011-2012 Tracking Log Regional lead and county reviewer tracks and
reports the current status of their provider review OCYF will do a final Quality Assurance Review and
post final allowable rates to Docushare or return to county reviewer for additional follow-up with the provider.
Providers will have read only access to the tracking log.
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