Department ofHUMAN SERVICES

CHILD WELFAREINFORMATION SYSTEM

INFRASTRUCTURE SUBCOMMITTEE

FEBRUARY 2019

CURRENT SYSTEMFACS

X The Family and Children Services(FACS) system has been used inIowa since 1995.

23 ~119 30/23/ 2018FAMILY AND CHILDREN SERVICESSTATE ID; 0000155K

0472NIG5FACS ID: GO0O389PERSON NAME: TEST. BROTHER—- PERSON DETAIL CPERQ]

FACILITATOR ? : HOPEN SVC : YASSIGNED WORKER INFORMATION

WORKER ID : T015LAST NAME : 15

FIRST NAME : TRAINEE

LAST NAMEFIRST NAMEMIDDLE NAMESUFFIX

TESTBROTHER

RGN 03 CNTY 23

999- 99- 999901/01/ 2008

SSNPHONE NO :

GUARDIANSHIP INFORMATIONFACS ID : 0000990LAST NAME ; TEST

DATE Dr BIRTHBIRTH CITY/STATEDATE DECEASEDSEX (M/F)RACE; i X AMARITAL STATUSRESIDENCE COUNTYEMPLOYER NAMEEMPLOYER TELEPHONEOCCUPATIONWORK HOURS

METH: 201 FIRST NAME: FATHER

PHONE NO :CUSTODY INFORMATION

: 0000990

B N W U D: 101 NEVER MARRIED: 23 CLINTON

FACS IDLAST NAME : TEST

FIRST NAME : FATHERPHONE NO :

FI2FllF3 FIDFI F2 F 5F3 F4ADDL ST 01 CLTQ MAINHELP LKUP PERL CSLL RFRSH

FR90Q01B CHANGE DRTR AND PRESS ENTER TO UPDRTETe|SSL R & C 22 CDPRMCO

February 21, 2019 | 2Department ofHUMAN SERVICES

TECH HAS EVOLVED1995The most popular car was1995 Nissan Maxima

User interfaces are manualcommand prompts, navigationby keyboard only

s-r F3MILV GKC CHILORES' SERVICESSTATE t»: KKIiM

n tut K/IVH:I

AHUM MW: tlST. finU» 4£8lt*JCT 9CTAIL in*3i

I JESTi M3TMIA

L**T ywf svcBt$IC«tft Wt»H« tATMKATJOA«wn:o i *SJA m n WTV nLAST If 1ST? KMX . TAAIWf"•in*.* AS i

iwti.tr t

riciiITATCM ’: VvSt SIT KMCWtStkl AIMSSUt’IH Itin IM'M-HMn/ivtM*T* OF *ian»ISTM CITTXSTSTC ifmi

(«/

St* lA/flawrt in s M

•WAIT*. STSTVS IACTICXMOC COLAT* ;PA.MI »we j

PT .̂ffrT« Ttx.CPS.CMCcccvKiin*ttnst AISJIS

LAAT MIW : TestSTM:«1 riBJl MMC TBTBtA

AMSAC AO :CSSTOCT mmSMSTISM

MCA ISL*7T MUrrr : TCJT

riser fcfc-r t

*><»* AfJ :

• If 0in »:«i MKitno73 c.:MTOM

SSSSCM

fSTMCS

ft rt rjMt_A ir.T WAV

FH93031S CHANGE DK"R HMD TRESS ENTER TC UPDRTETBI SSL

rs »*• ru ntADSL STn

r\•AltALL

R 5 C 22 CDPRMCB

The most popular car was2019 Toyota Camry

User interfaces Take considerable planningand research to create effective user interfaces,including behavioral psychology design theoryand consumer data.

I

25

IS rtm

1COODOO

*mr miJDQ

BW6m

|lj50 *25341& —<D —t< —

Department ofHUMAN SERVICES

February 21, 2019

CURRENT SYSTEM:FACSINTERFACE

X Average child has between60-70 individual screens in theFACS system that require entryor maintenance by a socialworker during the life of a case.

*1 Child = 70 individual screensper case using the current outdated system

February 21, 2019 | 4I \ Ai Department of\ Ar \ HUMAN SERVICES

CURRENT SYSTEM:FACSINTERFACE

Cumbersome, outdatedmainframe system reliant onmemorizing acronyms forefficient navigation.Requires significant training,time and patience.Antiquated technology. Today’suser interfaces feature web-based systems that support dropdown menu options.

r

February 21, 2019I Department of\ N \ HUMAN SERVICES

CURRENT SYSTEM:FACSCHILD PLACEMENT

Doesn’t allow for linkingsiblings/families togetherThis is a huge gap andchallenge to permanencyrelating to:•Keeping siblings together•Family history•Connecting kin

February 21, 2019 | 6I \1A Department ofI A f \HUMAN SERVICES

FACS:BILLINGAND PAYMENTS

COSTLYX FACS prevents timely and

accurate payment to placementand service providers

X Incorrect payments arecommon: both overpaymentsand underpayments.

February 21, 2019M\\ A Department ofI A/ \HUMAN SERVICES

FACS:BILLINGAND PAYMENTS

COSTLYFACS causes delays in paymentto foster families.Processes may take multiple daysor overnight batch processes tocomplete.Payment errors are a significantchallenge for social work staff.Providers must frequently re-bill.

X DHS must routinely recoup fundswhich is challenging and timeconsuming, potentially creatingcash flow issues for providers.

February 21, 2019I A Jfc Department ofI HUMAN SERVICES

CURRENT SYSTEM:FACSLIMITATIONS

X Adjunct systems fill gaps orgather data for things that FACScannot do.Requires social workers tofrequently enter the same dataelements.Users may have to wait 2-3business days for data enteredinto FACS to be available inJARVIS, Child Support, and ABCreports out of Data Warehouse.

V \ f\ Department ofI nf\ HUMAN SERVICES

February 21, 2019 | 9

CURRENT SYSTEM:FACSLIMITATIONS

Within the FACS system, repetitionof the same entries is routinelyrequired when sibling groups areserved.FACS doesn’t easily communicateor work collaboratively with othersystems.Accurate and sufficient data wouldsignificantly improve outcomes inchild welfare.

February 21, 2019I Department ofI HUMAN SERVICES

CURRENT SYSTEM:FACSLIMITATIONS

X The current system can’t handlechanges in policy or practice.Significant obstacle to implementingFamily First.

X There are serious concerns aboutdata accuracy.

X Not mobile; workers cannot usesystem in field.

February 21, 2019 | 11I \ A Department of\ W \ H U M A N SERVICES

Mk VW

FACS CONSEQUENCES:FINANCIAL

Currently DHS is unableto meet federal reportingrequirements.•Federal authorities have informed us

we are now at risk of fiscal penalties.•Because of this, DHS has been on a

Program Improvement Plan (PIP) for14 years.

•Reporting is a key requirement to drawdown federal Family First funds.

X As policies and practices change withFamily First legislation; if we can’ttrack, we can’t report. DHS will beleaving millions of dollars on thetable.

February 21, 2019 | 12Department ofHUMAN SERVICESim

FACS CONSEQUENCES:FINANCIAL

X FACS results in wastefuland inefficient use of stateresources and skilled staff time.

X FACS will be obsolete in fouryears.Workforce to maintainthis system is scarceand costly.

I j\\ Jk Department ofI ;W\HUMAN SERVICES

February 21, 2019

FACS:CONSEQUENCESCHILD SAFETY

Timely services are vital toprevention of further abuse andneglect.FACS doesn’t allow gathering ofdata efficiently or comprehensively.To ensure safety, we need accuratedata:•Location of children•Medical issues•Family history of abuse

*

February 21, 2019I Vii Department ofk N\HUMAN SERVICES

FACS CONSEQUENCES:CHILD SAFETY

FACS has large down times,rendering social workers unableto do their jobs.•Compounds concerns with

caseloads.•Puts children at risk.

I \ ii Department ofi f# HUMAN SERVICES

February 21, 2019 | 15

*

NEW SYSTEMBENEFITSi

More comprehensive and real-timedata. IMore flexible andintuitive.Streamlined dataentry with system 1prompts.Drop down menus willreplace the need tomemorize codes.At-a-glance caseloadview with customizeddashboard.

*75*’" A

i, Cl3 \

J1l

1 \ * ilm i . f

ipv>|

1

.1«..W

S

> - NfOi

..44U

MX*

February 21, 2019 | 16V \ M Department of\ HUMAN SERVICES

NEW SYSTEMBENEFITS

Social workers will spendmore time working directly withfamilies.Eliminates duplicate entries.Improve timeliness of services.

L\\ Department of\ N \ HUMAN SERVICES

February 21, 2019 | 17

mkM

NEW SYSTEMBENEFITS

Reduced payment errors. Timelypayment directly impacts services tofamilies.Better connects families with services.Staff will be able to complete morework in the field,allowing for easyreal-time accessto critical caseinformation.

February 21, 2019 | 18I \ iv Department ofi /V \HUMAN SERVICES

NEW SYSTEMBENEFITS

More cost effective to develop andmaintain.More accuratereporting capacityand robust predictiveanalytics.

Compatible with other stateagencies, child welfare agencies andproviders, to more comprehensivelyserve our families.Increased capacity to respond tolegislative and stakeholder requests.

vo'

February 21, 2019I iv Department ofV nf \ HUMAN SERVICES

NEW SYSTEMNEEDS

The money provided in theGovernor’s budget will fund thefirst two years of the project.Additional funding will berequired to complete.

SFY21 SFY22 SFY23SFY20

*30,818,160 *11,051,320 *11,051,320 *52,920,800Total FACS Cost

*15,285,850 *5,525,660 *5,525,660 *26,336,900State Share

Technology ReinvestmentFund Request *15,285,850 *5,252,660 *5,252,660 *26,336,900

February 21, 2019 | 20I \ ik Department of\ Af!HUMAN SERVICES

F i Department ofL N HUMAN SERVICES

QUESTIONS?

February 21, 2019 | 21I \ ik Department ofH W \HUMAN SERVICES

«»