1| mar 15 2010 | cws/cms probation phased-in implementation kickoff multi-phased rollout of cws/cms...
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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
3 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
4 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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:
5 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
6 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
7 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
8 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
9 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
10 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
11 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
12 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
CWS/CMS Demonstration
CWS/CMS Demo
Gina Blakemore
13 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
Program Policy Discussion
•Population
•Federal Requirements
•ACINs / ACLs and Regulations
•Supporting strong agency relationships with data collection
•Supporting at-risk youth
Karen Gunderson
14 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
Fiscal Issues
• Infrastructure / Equipment
•Claiming
•Time study
•Other Issues
Overcoming challenges helps California kids
Kevin Gaines
18 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
Infrastructure
•Connectivity Support
•Advanced Planning Documents (APD) for additional equipment
Opportunities to support California kids
Kevin Gaines
19 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
20 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
21 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
22 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
23 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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.)
24 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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.
25 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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:
26 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
27 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
28 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
29 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
30 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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
31 | MAR 15 2010 | CWS/CMSProbation Phased-In Implementation Kickoff
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