Enhancing Child Welfare: CCWIS Connection for Users

1. CCWIS WebinarApril 24, 2019Comprehensive Child Welfare Information System Strengthening CONNECTIONS for caseworkers, children, and families • Call-In Details: • US Toll Free: 844-633-8697 • Local: 518-549-0500 • Access Code: 645 043 285

2. What is CCWIS? CCWIS (Comprehensive Child Welfare Information System) replaces SACWIS as the body of rules governing the states’ child welfare case management system (Final Rule published June 2016) 14 vs. 51 mandatory federal requirements Focus is on data, rather than on a single front-end system. Data Quality and continuous improvement Data Exchange and reducing duplicate data entry Improving the User Experience making it easier to get to the information needed, and spend less time at the computer, more time doing casework Enhanced reimbursement is available for those states that opted into CCWIS

3. How will CCWIS Benefit You? Focus on improving the CONNECTIONS user experience Build functionality into CONNECTIONS to support work processes Counties and agencies won’t need to build/pay for so many local systems Where local systems are retained, they will be better integrated with CONNECTIONS to reduce duplicate data entry and support timely and accurate data

4. Meet the OCFS CCWIS Team CCWIS Project Director, Sandra Carrk CCWIS Implementation Specialists: Meneek “MJ” Jones Shawntell Mills-Sánchez Meindevo “Devo” Olufunmilayo CCWISTeam@ocfs.ny.gov We work closely with so many others: Jason DeSantis from Child Welfare (and others), Linda Gorthy and Don Butler, Implementation Specialist team leads (along with all the other Imp Specs), BAs, Budget and Finance, Legal, ITS/CONNECTIONS team, and more.

5. NYS Primary CCWIS Stakeholders NYS Office of Children and Family Services (OCFS) (IVE Agency) NYS Office of Information Technology Services (ITS) LDSS (IVE Agencies) Secondary – may include vendors of LDSS systems Voluntary Agencies (CWCAs – Child Welfare Contributing Agencies) Secondary – may include vendors of VA systems Other State Agencies (for mandatory and optional data exchanges): OTDA, IES Program, DOH, Courts, State Education

6. CCWIS Requirements 1355.52(a) Efficient, economical, and effective requirement.

7. CCWIS Requirements 1355.52(b) CCWIS data requirements.

8. CCWIS Requirements 1355.52(c) Reporting requirements.

9. CCWIS Requirements 1355.52(d) Data quality requirements. …continued on next slide

10. CCWIS Requirements 1355.52(d) Data quality requirements. (con’t)

11. CCWIS Requirements 1355.52(e) Bi-directional data exchanges. …continued on next slide

12. CCWIS Requirements 1355.52(e) Bi-directional data exchanges. (con’t)

13. CCWIS Requirements 1355.52(f) Data exchange standard requirements. 1355.52(g) Automated eligibility determination requirements.

14. CCWIS Planning Activities June 2017: CTG feasibility assessment, including Phase 1 outreach to learn what local systems are in use. June 2018: NYS formally declared intention to transition CONNECTIONS to meet CCWIS requirements. September 2018: CCWIS Team established December 2018: Phase 2 outreach, Local Systems Survey to all LDSS and VAs. April 2019: Documenting data quality and data exchange approaches; tentative CONNECTIONS enhancements build schedule

15. CCWIS Road Map YEAR 1 (July 2018 to June 2019): PLANNING CCWIS team established Local Systems Survey Data Quality Plan Data Exchange Approach CONNECTIONS Enhancements Placement Search/Referral Phases 1 and 2, CARA, AFCARS needs, Build Bulletin Announcements, and more Communications Build announcements CONNECTIONS Tentative Build Schedule Data Quality Workgroup initiated (COFCCA reps and ACS to start; will open to others) CCWIS Webinars started

16. Local Systems Survey Results (Aggregate) Survey timeframe: Sent mid-December 2018; numbers below are as of end-January 2019. Out of 234 total agencies/counties: overall 58% response rate 52 out of 59 LDSS responded (88%) 83 out of 175 VAs responded (47%) 51 out of 84 Foster Care VAs responded (61%) 33 out of 91 Preventive VAs responded (36%) Updated response rate: as of mid-April, 55 LDSS (93%) and 93 VAs (53%) have responded 79% of LDSS have 1 or more local child welfare system(s) 21% have 1 system; 31% have 2-3 systems, 19% have 4-9 systems; 8% have 10+ systems 60% of VAs have 1 or more local child welfare system(s) 35% have 1 system; 18% have 2-3 systems; 7% have 4-9 systems 78% of Foster Care VAs and 33% of Preventive VAs have 1 or more local system(s) Over 275 systems identified

17. Local Systems Survey Results (Aggregate) Categories (numbers are approximate): 115 systems reportedly require duplicate data entry 47 systems (at 11 districts/agencies) import data from CONNECTIONS/ Operational Data Store (ODS) 82 systems support some sort of case tracking 66 systems serve a local financial function 17 systems are for document imaging (8+ using OnBase) 50 systems are for medical/clinical records/billing (23+ using MyEvolv) 25 systems support local processes (appointments, file locations, etc.)

18. Local Systems Survey Results (Detail) OCFS is currently reviewing the responses one by one, looking at: Is this functionality in CONNECTIONS (now or planned)? Should this functionality be in CONNECTIONS and available statewide? Why are systems that support local case tracking needed? How can CONNECTIONS be more timely, accurate, and complete? Does the system contain CCWIS data? Is a bi-directional data exchange a likely requirement to reduce duplicate data entry?

19. Local Systems Survey Results (Detail) Next Steps: OCFS to complete detailed review, noting: Where further information is needed Where it appears CCWIS data is collected and a data exchange may be warranted Where the functionality may be in or could be in CONNECTIONS Where it appears there is no CCWIS data and no interface is needed CCWIS Implementation Specialists will reach out to LDSS and VAs where more information is needed. OCFS/ITS will reach out regarding potential new CONNECTIONS functionality needs; these will be brought to this Webinar group for feedback. OCFS/ITS will work with district and agency representatives to prioritize data exchange data sets; these will be communicated here as well.

20. Data Quality Plan (Year 1) DQP is required to be submitted with our Annual APDU Outlines what we currently do related to data quality, and what we plan to do Current: Many system edits and validations in CONNECTIONS; CQI and BMO for aggregate data review and case file review; DW reports Future: As we implement bi-directional data exchanges, we will need a tool to help identify data quality issues; develop measures to gauge quality improvements; practice data governance. Living document, will be updated annually

21. Data Exchange Approach (Year 1) CONNECTIONS data model; Data Dictionary will be provided Message-based approach based on defined data sets (i.e., Person Demographics, Placements, Activities, Progress Notes, Resources, Health, Education, etc.) Technical solution options being discussed with ITS; goal is to accommodate partners with extensive IT support down to those with no IT support

22. CONNECTIONS Enhancements (Year 1) Placement Search/Referral, Phases 1 and 2 Updates to FAD Home Study and Documents templates CARA (Comprehensive Addiction and Recovery Act) Specifying Drug Use Enhancements to support AFCARS and other Federal reporting New CPS Allegations created Enhancements to support direct access to view family’s prior child welfare history Family Relationship Matrix required for Investigations + many other small enhancements

23. Communications (Year 1) Build announcements Currently emailed, but not all CONNECTIONS users get them. Will be posted and available as a link within CONNECTIONS CONNECTIONS Tentative Build Schedule Developing a process to keep a tentative schedule updated and available, based on requests and priorities discussed at biweekly CONNECTIONS Change Board meetings. Data Quality Workgroup initiated February 2019 COFCCA represented agencies (5), NYC ACS, OCFS, and ITS meet monthly COFCCA presenting data flows for domains where there is duplicate data entry and an opportunity to prioritize data exchanges Working with small group for planning and strategy Will soon bring in more groups for additional feedback CCWIS Webinars started CCWISTeam@ocfs.ny.gov mailbox…contact us any time!

24. CCWIS Road Map YEAR 2 (July 2019 to June 2020): DESIGN Establish Data Governance committee/process Procure staffing resources Continue analysis of Local Systems Survey results Identify new potential CONNECTIONS functionality; Identify key data exchange needs; Prioritize Evaluate Data Quality tools; Identify Measures, plan for Biennial Reviews Workgroup: Multiple PID prevention and clean-up strategy Design Data Exchange standard, architecture; evaluate tools CONNECTIONS Enhancements Placement Search/Referral Phase 3, Document uploads, Child Passport, KinGap, IVE Eligibility, Dashboard Home Page, key DW Report Access, AFCARS needs, and more

25. CCWIS Road Map YEAR 3 (July 2020 to June 2021): BUILD Procure Data Quality and Data Exchange software/hardware resources Build Data Quality infrastructure; begin to evaluate data quality; define and develop Biennial Review processes Build and implement Data Exchange standard and integration infrastructure; Common Client Index (develop/collaborate); Message Schemas for identified data sets; do POC CONNECTIONS Enhancements Service Authorizations (or interface); Medicaid Authorizations (or interface); Mobile Progress Notes; KW Search on Helpful Info Docs tab; build onto Dashboard Home Page; Family First enhancements; OCI report enhancements, and more Develop strategy for use of predictive analytics

26. CCWIS Road Map YEARS 4 (July 2021 to June 2022), 5 (July 2022 to June 2023), and 6 (July 2023 to June 2024: BUILD OUT Conduct Biennial Data Quality Review in Years 4 and 6 Continue to update Data Quality Plan and build Data Quality measures, reports, and improvement plans Continue to work on Multiple PID reduction and other identified data quality priorities Continue to build Data Exchange data sets and support exchanges with all partners Continue to define CONNECTIONS enhancements

27. In summary, CCWIS comprises:

28. ? ? Q & A ? ? ? ?

29. Ideas for future Webinar Topics Data Quality Consistent/uniform data collection is required. Are there “work arounds” you have developed in CONNECTIONS to be able to enter what you need to? Dashboard landing page What information do you want at your fingertips when you open the system? Stages with missing AFCARS info; list of placed youth; alerts? CONNECTIONS Functionality Review tentative build schedule How can the system better support work processes? Areas noted in local system surveys for potential inclusion in CONNECTIONS Mobility What functions would be most helpful in the field? Progress Notes Data Exchanges Predictive Analytics

30. Thank you! Monthly CCWIS Webinars: 4th Wednesday of the month, 11am-12pm (meeting notices coming soon) Let us know via email: If you didn’t complete a Local System Survey, but would like to If you are interested in participating in future Data Quality Workgroup monthly meetings Send topics, suggestions, or questions to: CCWISTeam@ocfs.ny.gov CCWIS Strengthening CONNECTIONS for caseworkers, children, and families