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Probation Phased-In Implementation Kickoff. Multi-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/. Kevin Gaines. Welcome, Purpose, and Partnerships.

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probation phased in implementation kickoff

Probation Phased-In Implementation Kickoff

Multi-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/

welcome purpose and partnerships

Kevin Gaines

Welcome, Purpose, and Partnerships

Welcome to the Probation Phased-In Implementation Kickoff Meeting:

  • 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

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

county role

Kevin Gaines

County Role

Probation and Child Welfare Working Together:

  • Title IV-E Requirements / SACWIS / County Plan
  • Workflow Flexibility
  • Counties define processes
  • County MOU as Vehicle

Resolving process obstacles supports California kids

overview of system support

Melody Hayes

Overview of System Support

Resources for success:

  • 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

cws cms overview
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).

Lindsay Farris

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

system benefits
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)

Lindsay Farris

The System Provides:

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

list of various stakeholders
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

Lindsay Farris

Working Together:

Stakeholders base is extensive

system collaborations
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

Lindsay Farris

The System is a collaboration of many entities:

system collaborations cont d
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

Lindsay Farris

The System is a collaboration of many entities:

current system information
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

Lindsay Farris

California’s Largest System:

CWS/CMS supports California’s children

cws cms application areas
CWS/CMS Application Areas

Referral

Client

Service Delivery

Case Management

Placement

Court

Lindsay Farris

Extensive Features:

  • Caseload
  • Resource Management
  • Licensing
  • Health and Education Passport
  • Adoptions

CWS/CMS is technology for helping California kids

cws cms demonstration
CWS/CMS Demonstration

Gina Blakemore

CWS/CMS Demo

program policy discussion
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
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 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
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

Kevin Gaines

Fiscal Issues
  • Infrastructure / Equipment
  • Claiming
  • Time study
  • Other Issues

Overcoming challenges helps California kids

infrastructure
Infrastructure

Connectivity Support

Advanced Planning Documents (APD) for additional equipment

Kevin Gaines

Opportunities to support California kids

training support
Training Support

Training

Regional Training Academies (RTA)

Statewide Training

Kevin Gaines

The State helps to facilitate System training:

Ongoing County Application help:

  • Facilitating County Application help

System Training is delivered with State support

claims time study
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

Kevin Gaines

Utilizing current processes:

Supporting California kids together

phased implementation

Paula Rockwell

Phased Implementation

Rolling out probation access to Counties:

  • Phase I Counties
    • 12 Counties between now and August
    • More than 75% of Statewide Probation Caseload
  • Phase II Counties
    • Remaining 46 Counties

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

system connectivity

Dare-a Spiegle

System Connectivity

Technology working together:

  • Multiple Solutions for workstation access
    • CWS Network
    • Virtual Private Network (VPN)
    • Server Based Computing (SBC)
  • Move Add Change (MAC) Process
    • Who
    • Where
    • When

Resolving technical obstacles supports California kids

helpdesk and ongoing technical support

Dare-a Spiegle

Helpdesk and Ongoing Technical Support

Technical Support:

  • Dedicated County Helpdesk – IBM
  • Coexistent County Helpdesk – County Helpdesk / IBM

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.)

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

system training

Jerry Cox

System Training

3 –Days of New User Training for Probation:

  • Training Sites and Logistics
  • Scheduling

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

Jerry Cox

Training Steps

Anticipated Dates:

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

system training26

Jerry Cox

System Training

From June 2010 until August 27, 2010:

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 cwstraining@deloitte.com

Training Sites: 

  • There are currently 16 classroom training sites throughout California.
  • Customized Training can be planned for your own site.    
system implementation

Jerry Cox

System Implementation

What Counties should expect:

  • 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. 

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

end of presentation
End of Presentation

Paula Rockwell

Please email any questions you may have and also provide your best point of contact from probation offices to cmsprogrampolicyunit@dss.ca.gov

Thank you for your participation

terms and definitions

Reference

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.