Programs and Services Data Collection & Reporting System

1. Programs and Services Data Collection & Reporting System FAST Data Meaning Training–July 14, 2010 Go Live Date: 7/1/2010

2. Training Goals • PSDCRS Overview • Data Resource Tools • Data Collection Forms (aka data type groups) • Select Data Elements

3. PSDCRS Overview: What is PSDCRS? • DCF’s new data and reporting solution for community-based programs across DCF Mandate Areas • Vendor: Corporation for Standards & Outcomes • Data: Program Outcomes and Activities • Purpose: Program & Contract Management • Data Entry: Web-based Online • Client level data about episodes of care • Real-time Data “Snapshot” Of A Client’s Progress

4. Required Data Contractually Required • All data elements • No “optional” data Compliancy Audits • Systematic missing data

5. Key System Structures • Project = Provider (Fiduciary, “Direct”) x Program x Site • Family & Children’s Aid x IICAPS x Danbury • Subcontractor example: • CHR,Village X TFC X Hartford • All Projects must be registered in system

6. Data Resource Tools Basic User Manual PROGRAMS AND SERVICES DATA COLLECTION AND REPORTING SYSTEM (PSDCRS) Data Definitions Document • Located on PSDCRS website data definitions • Select elements defined • Alphabetical order Data Elements Master List Data Elements Master List Data Collection Forms

7. Data Collection Forms • Program Specific • Follow online order • Each data type (client, intake, etc.) has its own form • Will be available through online system Click for PSDCRS web

8. Specific Data Collection Forms • Client • Intake (locked 60 days after episode start date) • Discharge (locked 60 days after episode end date) • PROGRAMS AND SERVICES DATA COLLECTION AND REPORTING SYSTEM (PSDCRS)

9. Specific Data Collection Forms, Continued • Periodic Update – • Triggered by passage of time • For FAST means 3-month and 9-month aftercare, to be covered at a later training • Activity Occurrences – • Triggered by occurrence of events Click for PSDCRS web

10. Client Form: Key Data Elements Used for Client Matching • First Name, Last Name (Use full legal name, e.g. Michael not Mike) • DOB • Sex Important “Non-Matching” Client Data • Hispanic Origin • Race • ProviderCaseID • ProviderClientID (required for Batch submission) • Foster Family LINK ID Click for PSDCRS web

11. Client:Race/Ethnicity • OMB Statistical Directive # 15 guides the process of data collection • Individuals 12 and older self-report • If unable, parent or guardian report • Question of Hispanic/Latino origin is asked FIRST • Clients only select one - Yes or No • If “Yes”, origin is identified (e.g. Puerto Rican) • Pick the answer with the most precise information • If the client does not fit categories listed, then select, “Yes, of Hispanic/Latino Origin” Click for Data Definition document

12. Client: Race/Ethnicity Continued • Question of Race is asked second • More than one race could be selected • “Other” – used only if client is not able to identify with any of the race categories available • Questions should be guided to allow for rapport building with client • Demonstrate investment in getting to know client Click for Data Definition document

13. Client: Provider Case ID and Client ID • Provider: • assigns unique ID • To case • To individual • determines format • Case participants should have • same case number • different individual numbers Click for Data Definition document

14. Client: DCF Case LINK ID’s and Person LINK ID’s • Term “LINK ID” can lead to confusion • Both assigned by DCF • Within a case, all participants will have the same Case ID, but different Person ID’s. • Be sure to specify which number you want when dealing with DCF staff • All numeric, up to six digits could be either, seven is a person ID

15. Intake: Address and Area Offices • Address – at Episode Start Date • Area Office Responsible for Child’s Case • Will pre-fill from child’s address, but can be overridden • Not necessarily same as the one overseeing foster home • Area Office Overseeing Foster Home • On page 2 of intake worksheet • Not applicable if child is in an adoptive home Click for PSDCRS web

16. Intake: case opening process • Episode Start Date – Date of first Face-to-Face contact with client • Referral Date – Date provider receives referral from DCF • Referral Source – For FAST either: • DCF (for Foster Children) • Self/Family (For adopted children) • Reason for Delay of Start of Service – Required if time from referral to episode start date is 5 days or more. Use most precise reason, e.g. “youth refused services’ rather than “match fell through” . • Is the Reason for the Intervention Crisis Stabilization or Adjustment?

17. Intake: Evaluation Only • Means that treatment is deliberately not continued after initial intake • Should only be “yes” if there is a F2F contact, but treatment is not continued • If no F2F contact occurs, no data should be entered into PSDCRS. This is not an “Episode”.

18. Evaluation Only: a glance ahead • “Reason for Evaluation Only” is on the Discharge form • Answering “Yes” on intake to “Is this case evaluation only” will disable most of the discharge data elements • Clarify difference between two of the answers for “Reason for Evaluation Only” : • Excessive Services in Home/Duplication of Services • Services Not Appropriate/Needed

19. Intake: Client’s Environment • Relationship of primary caregiver to child – • choose the closest relationship; e.g. if caregiver is both Aunt and Foster Mother, choose Aunt. • In what type of setting does the client live ? – For FAST, will be either: • Private Residence (This covers adoptive homes) • DCF Foster Home • Kind of Foster Home • Choose according to level of license, not child/caregiver relationship • “Not applicable” is for adoptive homes that are not also foster homes.

20. Intake: Client’s Environment Continued • How many foster children reside in foster/adoptive home • Count only foster children • The client child is included • Services being received • See definitions for answers (Under “Linkages” in Data Definitions TOC) • PROGRAMS AND SERVICES DATA COLLECTION AND REPORTING SYSTEM (PSDCRS) • Select all that apply

21. Intake: DCF Status • What is the DCF Status of the client? • “Intake" DCF status refers to the DCF status at the beginning of any given episode • DCF status will re-display at discharge and can be updated if necessary Click for Data Definition document

22. Intake: SED, and presenting problems • Does the client meet SED criteria? • Question is about Serious Emotional Disturbance, not about Special Education. • Should come from child’s clinician • Primary and Secondary Presenting Problems • Choose one primary and one secondary presenting problem. • “None” is a possible answer for secondary, but not for primary

23. Questions from the Ohio Scales – • How capable of dealing with the child's problems does the parent/guardian feel? • How much stress does the parent/guardian feel at the present time?

24. Discharge • Many discharge data elements repeat intake elements and should be answered the same way • Reason for Discharge • Will automatically answer “evaluation only” if intake has indicated that it is an evaluation-only case • Picklists are program-specific • See Data Element definitions for detailed instructions • Choose the most specific accurate answer – e.g., “no payment source” rather than “agency discontinued: administrative”

25. Discharge: Provider Perspective on DCF • To what extent did DCF seek the provider's perspective in treatment planning? (appears also in intake) • To what extent did DCF seek the provider's perspective in ongoing treatment?

26. Discharge: Client While in Care –School, Legal, Medical • “Child” and “Client” for FAST are equivalent • Distinction between last two questions in section • During this episode of care, has the client had a problem with alcohol and/or other drugs • Does the client have an alcohol or drug problem at discharge

27. Activity Occurrence Sheet • Triggered by occurrence of specified events • Specify • Date of Occurrence • Length of Contact (at least 15 minutes, may be in quarter-hour increments • Location (from picklist) • Persons Involved (from picklist) • Fields blacked out on sheet not required for that activity

28. Coming Attractions • Ohio Scales Training • Aftercare PSDCRS Training – will become relevant in early October 2010; will conduct training in September