division of family & children services g-force meeting may 2009

DIVISION OF FAMILY & CHILDREN SERVICES

G-FORCE MEETINGMay 2009

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AGENDA

• Child Welfare Trends & Outcomes

• Safety Resources

• CFSR Outcomes

• OFI Trends & Outcomes

• Analysis of Decreasing TANF Child Only Cases

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REPORT DISPOSTIONSMarch 2008, September 2008 & March 2009

44.9%

17.8%

16.4%

11.1%

8.3%

50.5%

12.3%

16.8%

12.0%

6.7%

52.4%

15.7%

12.6%

11.4%

6.6%

0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0%

Family Support

Screenouts

Unsub Closed

Sub Open

Sub ClosedMar-09

Sep-08

Mar-08

Total ReportsMarch 2008=7,791September 2008=8,115March 2009=7,751

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INVESTIGATIONS

Family Support Screenouts Unsub Closed Sub Open Sub ClosedMar-08 44.9% 17.8% 16.4% 11.1% 8.3%Sep-08 50.5% 12.3% 16.8% 12.0% 6.7%Mar-09 52.4% 15.7% 12.6% 11.4% 6.6%

%Substantiated % Unsubstantiated/ClosedMar-08 54.2% 45.8%Sep-08 52.7% 47.3%Mar-09 58.8% 41.2%

54.2% 52.7%

58.8%

45.8%47.3%

41.2%

0%

10%

20%

30%

40%

50%

60%

%Substantiated % Unsubstantiated/Closed

Mar-08

Sep-08

Mar-09

Total InvestigationsMarch 2008=2,794September 2008=2,876March 2009=2,371

Decrease in percentage of reports investigated in March 2009 but higher percentage substantiated. Unsubstantiated and opened have been excluded from this graph.

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AVERAGE NUMBER OF DAYS IN SAFETY RESOURCES

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AVERAGE DAYS IN SAFETY RESOURCES BY REGIONJanuary & February 2009*

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20

40

60

80

100

120

Jan-09 87 56 79 62 108 103 83 76 60 91 69 113 74 71 57 92 90

Feb-09 93 70 82 73 112 110 84 86 60 88 73 107 76 56 60 94 96

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Several regions indicated that judges are ordering safety resource placements for children.* As reflected in SHINES

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Item 3: Services to Family to Protect Children in Home and Prevent Removal or Re-entry Into

Foster Care

May 2008 – April 2009

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Item 3: Services to Family to Prevent Removal or Re-Entry Into FC

Determine whether, during the period under review, the agency made concerted efforts to provide services to the family to prevent children’s entry into foster care or re-entry after a reunification.

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April 2009

FFY 2009 To-DateOctober 2008 – April

2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 3:

Services to Family to Prevent Removal or Re-Entry

739 of 1432 79.30% 304 of 577 78.95%

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April2009

FFY 2009 To-DateOctober 2008 – April 2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 3:Services to Family to Prevent Removal or Re-Entry(FPS Only)

401 of 401 75.56% 173 of 173 74.57%

Item 3:Services to Family to Prevent Removal or Re-Entry(Plc/ Adopt Only)

90 of 645 87.78% 25 of 232 84.00%

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Item 3: Services to Families to Prevent Removal or Re-Entry into Foster Care

69%

82%87%

82% 84%

93%

72%79% 77%

83% 85%

58%

74%77%

70%

88%

79.30%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%78.90% PIP Goal

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Review Findings for Item 3

• Lack of follow up with identified services to prevent removal and reduce risk.

• When parents were non compliant with services, documentation did not support the state’s efforts to secure court intervention.

• Delays in initiating services to the family.• Safety and risk assessments are tools and not

activities or services to prevent removal.• Safety plans are not being monitored.

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Safety Resources

May 2008 – April 2009

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Rolling Twelve MonthsMay 2008 - April 2009

FFY 2009 To-DateOctober 2008 – April 2009

# of Cases W/SR

Assessed Timely/

Appropriate

Average Days in

SR

# of Cases W/SR

Assessed Timely/

Appropriate

Average Days in

SR

210 52% 135 77 55% 136

Safety Resources

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FFY 2009 To-Date: October 2008 – April 2009Regions 13 (Fulton) and 14 (Dekalb) do not include PLC/Adopt. Cases

Region# of Cases With SR

Assessed Timely/ Appropriate

Average Days in SR

4 16 44% 103

5 17 71% 130

6 15 53% 183

8 12 58% 146

13 5 40% 96

14 6 50% 128

15 6 50% 142

Safety Resources

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Review Findings for Safety Resources

• Screenings not completed on all household members in the safety resource home.

• Assessments not completed in required timeframe.• Lack of follow up with children in safety resources.• Lack of contacts and service provision with parents to

reduce risk so children can return home.• This trend could have a negative impact on the IV-E

eligibility of children who may later enter foster care.

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Other Issue:• Utilize safety resource tab in SHINES by

entering safety resource in a timely manner. Assessments in SHINES in the contacts/summaries section would not be captured as safety resource case.

• Accuracy of start and end date in SHINES.

PERMANENCY FOR CHILDREN

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CFSR Georgia’s Program Improvement Plan

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Georgia’s Program Improvement Plan

• 5 Strategies

111 Action Steps

• 26% of the Action steps (29)

requested to be marked completed

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Georgia’s Program Improvement Plan

Nine Statewide Items Measured for ImprovementItems 1, 3, 4, 7, 10, 17,18, 19, 20

Two Kenny A measures for Fulton and DeKalbOutcome 24Outcome 27

Four FORG Measures for Fulton and DeKalbItems 17, 18, 19, 20

Two Composite scores for the state from NCANDS and AFCARSSafety Composite 2 Abuse in Foster HomesPermanency Composite 2 Adoptions

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Item Peas Baseline

data

Federal Improve-

ment Level

Current PEAS as

of 03/31/09

Gap

1 79% 81% 79.04% 1.96%

3 77% 78.9% 78.96%

4 72% 73.5% 72.72% .78%

7 44% 46.42% 46.45%

10 74% 79.95% 77.55% 2.40%

17 57% 58.94% 59.38%

18 49% 51.09% 50.64% .44%

19 59% 60.73% 63.04%

20 21% 23% 20.63% 2.37%

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Fulton and DeKalb Kenny A Measurements for the PIP

Items

Baseline Kenny A

data

Federal Improve

-ment Level

Current Kenny A

performance Gap

Outcome 27 for CFSR Item 7

55% 58.8% 3.8%

Outcome 24 for CFSR Item 10

30% 33.7% 3.7%

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National Standard

Neg. level of Improve-

ment

Current State Score

Safety Outcome 2: Absence of child abuse Neglect in foster care

99.68 98.698698.6

(2008 NCANDS)

Permanency 2: Timeliness of adoption

106.4 or higher 106.0779104.8

(03/31/08 07B08A)

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Safety 2

Safety Data: Absence of child abuse/neglect in foster care

NationalStandard

FFY 2006 FFY 2007 FFY 2008 NegotiatedImprovement

Goal

Gap

99.68 99.22 98.9 98.6 98.6986 .0986

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Permanency Composite 2Permanency Outcome 2: Timeliness of adoption

NationalStandard FFY 2006 FFY 2007 FFY 20078

NegotiatedImprovement

GoalGap

106.4 99.5 96.6 104.8 106.0779 1.2779

Items considered : Of children exiting to adoption, % exiting in less than 24 months of current removal date

Of children exiting to adoption, median number of months in foster care

Of children in care for 17 months or more at the start of the reporting year, % who exit to adoption by the end of the year

Of children in care 17months or longer and not legally free for adoption at the start of the reporting year, % who become legally free within 6 months of the start of the year.

Of children who are legally free for adoption in the previous year, % adopted in less than 12months of becoming legally free.

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National Standards/Composite Scores

Due to the data clean up efforts and the subsequent re-submissions of NCANDS and AFCARS scores (mainly AFCARS) the composite scores are still likely to change as well as the required improvement level.

We have re-submitted our AFCARS scores for 08AB and our negotiated levels are subject to change

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Well-being Outcomes II and IIIItems 21, 22 and 23

May 2008 – April 2009

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Item 21: Educational Needs of the Child

Determine whether the agency made

concerted efforts to assess children’s educational needs and whether identified needs were appropriately addressed in case planning and case management activities.

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April 2009

FFY 2009 To-DateOctober 2008 – April

2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 21:

Educational Needs of the child

639 of 996 88.26% 232 of 355 91.38%

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April2009

FFY 2009 To-DateOctober 2008 – April

2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 21:Educational

Needs of the child (FPS Only)

105 of 351 78.10% 36 of 123 86.11%

Item 21:Educational

Needs of the child (Plc/ Adopt Only)

534 of 645 90.26% 196 of 232 92.35%

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Item 21: Educational Needs of the Child

84%87% 90% 89% 92%

100%

76%

93% 94% 96%

82% 83% 83%

90%88.26%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

110%

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Review Findings for Item 21

• FFY 2009 – State is currently in substantial conformity for item 21 at 91.38%.

• Not item in PIP but Goal is 95% for the Outcome.

• Placement/Adoption cases rated higher than FPS cases.

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Things to consider to improve item 21

• Review all assessments and CCFAs to ensure follow up is made. Read recommendations carefully.

• Document education in SHINES for the children under person detail and youth detail tab. Document on case plan.

• External documentation.

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Item 22: Physical Health of the Child

Determine whether, during the period under review, the agency made concerted efforts to address the physical health needs of the child, including dental health needs.

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April 2009

FFY 2009 To-DateOctober 2008 – April

2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 22:

Physical Health of the child

781 of 996 77.72% 279 of 355 86.02%

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April2009

FFY 2009 To-DateOctober 2008 – April

2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 22:Physical Health

of the child (FPS Only)

136 of 351 73.53% 47 of 123 78.72%

Item 22:Physical Health

of the child (Plc/ Adopt Only)

645 of 645 78.60% 232 of 232 87.50%

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Item 22: Physical Health of the Child

80% 81%

69%

83%87% 89%

67%

98%

55%

88%

70%73%

77%

69%

77.72%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

110%

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Review Findings for Item 22

• Current, age appropriate medical or dental assessments were not documented in case files and there was a lack of follow up when needs were identified.

• Lack of follow up with dental needs is main issue with this item. Dental exam is required beginning at age 3.

• Lack of documentation of results of exams.• Lack of documentation in SHINES in health

detail/health log.• Placement/Adoption cases rated higher than FPS cases.

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Item 23: Mental/Behavioral Health of the Child

Determine whether, during the period under review, the agency made concerted efforts to address the mental/behavioral health needs of the child(ren).

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April 2009

FFY 2009 To-DateOctober 2008 – April

2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 23:

Mental/ BehavioralHealth of the child

632 of 996 81.33% 227 of 355 85.02%

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Performance Indicator

Rolling Twelve MonthsMay 2008 - April2009

FFY 2009 To-DateOctober 2008 – April 2009

Number of Applicable

CasesAchieved

Number ofApplicable

CasesAchieved

Item 23:Mental/

Behavioral Health of the child (FPS Only)

148 of 351 62.84% 46 of 123 71.74%

Item 23:Mental/

Behavioral Health of the child (Plc/ Adopt Only)

484 of 645 86.98% 181 of 232 88.40%

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Item 23: Mental/Behavioral Health of the Child

80%83% 80%

93%

82%

95%

72%79%

76%

85%

77% 78%72%

87%81.33%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

110%

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Review Findings for Item 23

• Mental/behavioral health needs were not assessed or services provided to meet the identified needs.

• Lack of follow up when counseling was recommended.

• Lack of follow up/reports from providers.• Lack of documentation in health tab/health log in

SHINES.• Placement/Adoption cases rated higher than FPS.

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Wellbeing 2 & 3 Outcome Achievement (Regions 13 & 14 not included)

20%

40%

60%

80%

100%

Federal Review 78% 78% 69% 82% 58%

Rolling 12 months 88.27% 88.26% 71.86% 77.72% 81.33%

FFY 2009 91.38% 91.38% 80.66% 86.02% 85.02%

WB 2 Item 21: WB3 Item 22: Item 23:

OFFICE OF FAMILY INDEPENDENCE

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Analysis of TANF Child Only Cases

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FAMILY INDEPENDENCE QUALITY ASSURANCE REVIEW

PROCESS

Reviews are conducted based on the Federal Management Review

Process which is based on national trends

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FOOD STAMP PROGRAM POLICY ISSUES

• Outreach• Case Record Review—Initial

Certifications, Denied Applications, Terminations, Recertifications (approvals and closures)

• Customer Service: Application Process, interviews with staff/clients/advocates

• Hearing Logs

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CORRECTIVE ACTION

• Quality Improvement Plan/Monitoring • Corrective Action Plan• Quality Control Data/Central File• Error Prone Cases:

– Wages and Salaries– Shelter and Utilities

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Claims Management

• 5667 Log for OIS Referrals• Overpayments/Underpayments• IPV referrals made/documented timely• Disqualified Recipient Subsystem (DRS) entry• Sanctions applied timely• Agency Error/Inadvertent Household Error

claims documented on ADDR NARR screen

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AGENCY COMPLIANCE PROCEDURES

• Civil Rights/Title VI• Limited English Proficiency/Sensory Impaired

(LEP/SI)

• Americans with Disabilities Act (ADA/Section 504) • Health Insurance Portability and Accountability

Act (HIPAA)

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IRS/BEERS SECURITY REVIEW

• Two Barrier Security• Destruction Logs• Annual Training/Logs/User Agreement Forms• UNAX Poster• County Security Plan

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Other Review Items

• TANF Participation Activities/Validation of Hours• TANF Mandatory Forms

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Three Months and Six MonthsTrends Comparison Chart

Program Access

0%10%20%30%40%50%60%

Recertification CustomerService

Fair HearingSubmission

3 months

6 months

140

Three Months and Six MonthsTrends Comparison Chart

Claims

0%

5%

10%

15%

Claims County Log OIS Claims IPV Referrals Doc.

3 months

6 months

141

Three Months and Six MonthsTrends Comparison Chart

Training

0%10%

20%30%

40%50%

Title VI LEP/SI ADA/Section504

HIPAA IRS/BEERS

3 months

6 months

142

Three Months and Six MonthsTrend Comparison Chart

TANF Validations

0%

10%

20%

30%

40%

50%

60%

70%

80%

Hours Incorrect FLSA Verification

3 months

6 months