1| MAR 15 2010 | CWS/CMS Probation Phased-In Implementation Kickoff Multi-phased rollout of CWS/CMS...

1 | MAR 15 2010 | CWS/CMS

Probation Phased-In Implementation KickoffMulti-phased rollout of CWS/CMS to County Probation Departments

Conference Call In: 1-888-895-4286 Participant Code: 200050

Adobe Connect URL: http://cahealthosi.na3.acrobat.com/probationkickoff/

2 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff

Welcome, Purpose, and Partnerships

•Many decisions to be made by counties, not mandated by the state

•All Title IV-E entered into single case system.

•Facilitate the accurate reporting of National Youth in Transition (NYTD)

•Long term vision: Single statewide system for Title IV-E

Welcome to the Probation Phased-In Implementation Kickoff Meeting:

Entering all child welfare data in a single system is essential for child workers to be able to make accurate

decisions for the safety of children

Kevin Gaines


County Role

•Title IV-E Requirements / SACWIS / County Plan

•Workflow Flexibility

•Counties define processes

•County MOU as Vehicle

Probation and Child Welfare Working Together:

Resolving process obstacles supports California kids

Kevin Gaines


Overview of System Support

• Office of Systems Integration (OSI)

• CWS/CMS Project Office Role– Application Maintenance

– Connectivity

– Training

– Infrastructure Support

– County Communication & Coordination

• IBM Global Services (System Vendor)

• Project Office staff along with CDSS working with each county

Working together with counties since 1993

Melody Hayes

Resources for success:


CWS/CMS Overview

•Since 1997

•CMS/CWS provides a comprehensive and current case management history for all California Child Welfare children and families.

• It meets Federal, State and County reporting and case management efforts including; Adoptions and Foster Care Analysis Reporting System (AFCARS), National Child Abuse and Neglect Data System (NCANDS) and National Youth in Transition Database (NYTD), Child and Family Service Reviews (CFSR).

California's Statewide Automated Child Welfare System (SACWIS):

Lindsay Farris


System Benefits

•Statewide case management tool

•Family history of current and prior services and interventions

•Automated placement history and available homes

•Automated form completion

•Case related template development and use

•Referral assignment and management

•Customized data reporting via Business Objects tools

•Standardized reporting for Federal, state mandates and funding (AFCARS, CFSR, NYTD, NCANDS)

The System Provides:

Funding, Better Outcomes, Centralized information, Health Passport for Probation, Consolidated Education

Information

Lindsay Farris


List of Various Stakeholders

•Children and Families served within Child Welfare

•Foster Parents and other Care Providers

•County Boards of Supervisors

•Chief Probation Officers of California (CPOC)

•Child Welfare Directors Association (CWDA)

•Federal, State, and County Staff

• Judicial Council

•Federal and State Governmental Agencies

Working Together:

Stakeholders base is extensive

Lindsay Farris


System Collaborations

•CWS/CMS Oversight Committee (OSC)

•Advisory committees:– Program Impact Advisory Committee (PIAC)– Technical Advisory Committee (TAC)

•User Regional Committees:– Bay Area Regional Committee (BARC)– Southern– Mountain Valley– Central Valley– Northern– Los Angeles

The System is a collaboration of many entities:

Lindsay Farris


System Collaborations (cont’d)

• Workgroups:– Release design and planning– Joint Application Design (JAD)– Project Office Change Review (POCR)– Release testing– County Access to Data (CAD):

• Northern • Southern

• Training Opportunities– Regional Training Sites– Statewide Training Application Resources (STAR)– Business Objects– Counties – Online release notes– Quick Reference Guides

The System is a collaboration of many entities:

Lindsay Farris


Current System Information

•Online in all 58 counties

•Approximately 21,896 workstations spread over 392 Total Sites

•16,539 current users of the System

•101,921 active cases

•67,795 active placements

•40,028 active referrals

•313,000 Daily Transactions Average transactions per day

California’s Largest System:

CWS/CMS supports California’s children

Lindsay Farris


CWS/CMS Application Areas

•Referral

•Client

•Service Delivery

•Case Management

•Placement

•Court

Extensive Features:

CWS/CMS is technology for helping California kids

Lindsay Farris

•Caseload

•Resource Management

•Licensing

•Health and Education Passport

•Adoptions


CWS/CMS Demonstration

CWS/CMS Demo

Gina Blakemore


Program Policy Discussion

•Population

•Federal Requirements

•ACINs / ACLs and Regulations

•Supporting strong agency relationships with data collection

•Supporting at-risk youth

Karen Gunderson


Probation Youth in Foster Care Receiving IV-E

•Generally, any youth under delinquency court jurisdiction who is placed in an AFDC-FC eligible foster care setting:– Licensed or certified foster home

– Licensed group home

– Approved relative caregiver

•Any youth who meets the definition of a IV-E candidate for foster care

•Must report NYTD services data through SACWIS

Karen Gunderson


Federal Reporting Requirements

•Federal Title IV-E of the Social Security Act has various reporting requirements:– AFCARS (Adoptions & Foster Care Analysis Reporting System)

– Caseworker Visits

– NYTD (National Youth in Transition Database)

•SACWIS: (Statewide Automated Child Welfare Information System)−Must report AFCARS and NYTD through this system

−Can’t report through multiple systems

•NCANDS: (National Child Abuse & Neglect Data System)

Karen Gunderson


Federal Title IV-E Requirements for Probation Cases• USC 42§671 (No distinctions between dependency and delinquency

cases—all foster care)– Welfare & Institutions Code

– CCR Division 31(case plans, documentation, placements, visits, permanency planning, etc)

– CCR Division 45 AFDC-FC eligibility requirements

• Federal Reporting and Accountability:– Child and Family Service Reviews (CFSR) & Program Improvement Plan (PIP)

– IV-E Reviews

– Child and Family Services Plan (IV-B Plan)

– Annual Program and Services Review (IV-B Plan Update)

– California Outcome and Accountability System (AB 636)• County Self Assessments and System Improvement Plans• Data Indicators

• Related ACLs and ACINs

Karen Gunderson


Fiscal Issues

• Infrastructure / Equipment

•Claiming

•Time study

•Other Issues

Overcoming challenges helps California kids

Kevin Gaines


Infrastructure

•Connectivity Support

•Advanced Planning Documents (APD) for additional equipment

Opportunities to support California kids

Kevin Gaines


Training Support

•Training– Regional Training Academies (RTA)

– Statewide Training

System Training is delivered with State support

The State helps to facilitate System training:

Kevin Gaines

Ongoing County Application help:

•Facilitating County Application help


Claims/Time Study

•Existing claims process still in force

•Additional workload costs can be claimed as needed to cover data entry costs

•Time study for SOC 158 entry and collection will be used for data entry labor costs

•Local MOU governs local claims

•Submission to CDSS for reimbursement as usual

•Allowable amounts reimbursed 50% Federal Financial Participation (FFP)

•Counties responsible for nonfederal share

Supporting California kids together

Utilizing current processes:

Kevin Gaines


Phased Implementation

• Phase I Counties

– 12 Counties between now and August

– More than 75% of Statewide Probation Caseload

• Phase II Counties

– Remaining 46 Counties

Rolling out probation access to Counties:

A phased implementation helps meet targets, and leverage lessons learned.

Paula Rockwell

Phase I Counties

Sacramento

Napa

Yolo

Los Angeles

San Bernardino

Fresno

Riverside

San Diego

Tulare

San Joaquin

Kings

Shasta


System Connectivity

•Multiple Solutions for workstation access

– CWS Network

– Virtual Private Network (VPN)

– Server Based Computing (SBC)

•Move Add Change (MAC) Process

– Who

– Where

– When

Technology working together:

Resolving technical obstacles supports California kids

Dare-a Spiegle


Helpdesk and Ongoing Technical Support

•Dedicated County Helpdesk – IBM

•Coexistent County Helpdesk – County Helpdesk / IBM

Technical Support:

CWS/CMS is supported by an entire project office of dedicated staff

Dare-a Spiegle

Additional CWS/CMS Support:• After hours / weekend support (24x7)

• On-Site Training / Training Materials

• Releases and bug fixes

• Connectivity

• User Groups

• Regional Support (Customer Relations, etc.)


System Training

• Training Sites and Logistics

• SchedulingInitial Training Curriculum

Introduction to CWS/CMS

Introduction to Client Services

Creating a Non-CWD Case

Creating a case without Referral

Health and Education Notebooks

Resource Management

Placement

Contacts

3 –Days of New User Training for Probation:

Jerry Cox

The Training Strategy is to phase roll-out to counties so that maximum data entry is achieved as federal

deadlines approach. NYTD data collection must begin October 1, 2010.


Training Steps

From Now through June 2010 • Probation Departments in Phase I Counties will be trained on basics of

CWS/CMS Application

June 2010 through October 2010• Probation Departments will be trained to use the Release 6.4 Functionality –

including migrating SOC 158 data from the SOC 158 application into the main CWS/CMS application.

• Data entered for IV-E children beginning in October will be subject to federal reporting requirements.

June 2010 Forward• New User, Business Objects and Customized Training are available by

arrangement to all CWDs and Probation Departments.• This is designed to promote accurate use of the CWS/CMS application by new

and continuing county employees.

Entering all child welfare data in a single system is a major goal of the Administration of Children and Family

Services and the California Department of Social Services

Jerry Cox

Anticipated Dates:


System Training

The Project Office will distribute to all counties:

• Curriculum -- Updated for Release 6.4 System Changes

• On-Line Release Notes

• Scenario Manager -- Facsimile of the CWS/CMS on disk

• STAR – Web-based, Self-Directed and Self-Paced Application Instruction

To Arrange for Training In Your County:

• Classroom Training – Call Rebecca Friedman at (866) 945-6721 – New User

– Other Customized Training

• E-Mail Requests to [email protected]

Training Sites:

• There are currently 16 classroom training sites throughout California.

• Customized Training can be planned for your own site.

From June 2010 until August 27, 2010:

Jerry Cox


System Implementation

• Customer Relations Team will contact each County

– Help us help you

• County Probation Departments need to – Identify the staff who will do data entry

– Assess the hardware, software, infrastructure needs of these staff

– Acquire additional infrastructure, if needed

– Secure CWS/CMS training for the identified staff

– Inquire of the CWS/CMS Project Office for any assistance needed in acquiring and deploying infrastructure improvements.

What Counties should expect:

Determining who will use the system is the first step in planning

Jerry Cox


Technical Questions

CWS/CMS Customer Relations Contact List

[email protected] Phone Email Area

Mike Kramer (916) 263-1118 [email protected] Northern Counties

Cindy Reynoso (916) 263-1139 [email protected] Bay Area Counties

Darlessia Worthen (916) 263-0331 [email protected] Mountain Valley Counties

Terrie Evon (916) 263-1140 [email protected] Central Valley Counties

Cindy Reynoso (916) 263-1139 [email protected] Southern Counties

Craig Ostrander (916) 263-1981 [email protected] LA County

CWS/CMS Website

Jerry Cox


End of Presentation

Thank you for your participation

Please email any questions you may have and also provide your best point of contact from probation offices to [email protected]

Paula Rockwell


Terms and Definitions• APD Process is the set of Project Office Advanced Planning Document procedures by which

counties secure matching federal financial participation for child welfare related purchases.

• Coexistent County means a child welfare county has chosen to maintain its own network and workstations, and connect to the CWS/CMS application through county workstations on the internal county network. All workstations connect to the CWS/CMS application through a county-maintained firewall.

• Dedicated County means a child welfare county has chosen to use CWS/CMS workstations configured in a State-provided LAN segment addressed within the State’s NET-block Internet Protocol (IP) address space and with no other routable network connections.

• MAC Process is the set of Project Office move, add, and change procedures by which counties accomplish infrastructure additions, relocations, and alterations.

• SACWIS refers to the federally mandated Statewide Automated Child Welfare Information System and its related set of state requirements for attaining federal funding participation. CWS/CMS is California’s SACWIS compliant information system.

• Title IV-E is a subpart of Title IV of the federal Social Security Act. This program provides federal reimbursement to states for the costs of children placed in foster homes or other types of out-of-home care under a court order or voluntary placement agreement. Title IV-E benefits are an individual entitlement for qualified children who have been removed from their homes.

Reference


Acronyms

AcronymsJAD Joint Application Design

MAC Move/Add/Change

NCANDS National Child Abuse & Neglect Data System

NYTD National Youth in Transition Database

OSC CWS/CMS Oversight Committee

OSI Office of Systems Integration

OTech Office of Technology Services

PIAC Program Impact Advisory Committee

PIP Program Improvement Plan

POCR Project Office Change Review

SACWIS Statewide Automated Child Welfare Information System

SBC Server Based Computing

SCRUGS Southern California Regional User Groups

SPOC Single Point of Contact

STAR Statewide Training Application Resource

TAC Technical Advisory Committee

USC United States Code

AcronymsACF Administration of Children and Family Services

ACIN All County Information Notice

ACL All County Letter

AFCARS Adoptions & Foster Care Analysis Reporting System

AFDC-FC Aid to Families with Dependent Children-Foster Care

APD Advanced Planning Document

BARC Bay Area Regional Committee

BO Business Objects

CAD County Access to Data

CCR California Code of Regulations

CFSR Child and Family Service Reviews

CDSS California Department of Social Services

CPOC Chief Probation Officers of California

CWDA County Welfare Directors Association

CWS/CMS Child Welfare Services/Case Management System

DSS Department of Social Services

FAQ Frequently Asked Questions

FFP Federal Financial Participation

Reference

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