Probation Phased-In Implementation Kickoff

1. 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/

2. 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

3. 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

4. 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

5. 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):

6. 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

7. 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

8. 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:

9. 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:

10. 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

11. 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

12. CWS/CMS Demonstration Gina Blakemore CWS/CMS Demo

13. Program Policy Discussion Population Federal Requirements ACINs / ACLs and Regulations Supporting strong agency relationships with data collection Supporting at-risk youth Karen Gunderson

14. 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

15. 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

16. 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

17. Kevin Gaines Fiscal Issues • Infrastructure / Equipment • Claiming • Time study • Other Issues Overcoming challenges helps California kids

18. Infrastructure Connectivity Support Advanced Planning Documents (APD) for additional equipment Kevin Gaines Opportunities to support California kids

19. 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

20. 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

21. 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.

22. 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

23. 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

24. 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. 

25. 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

26. 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.    

27. 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

28. Jerry Cox Technical Questions CWS/CMS Website

29. 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

30. 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.

31. Reference Acronyms